Permanent Board Minutes | December 11, 2021

21-109: Opening Worship

Friends opened with a period of worship.

21-110: Roll Call

The recording clerk called the roll: (43 listed in participants)

Present: Leslie Manning, Permanent Board Clerk (PB Clerk), Susan Davies, Permanent Board Recording Clerk (PB Recording Clerk), Peter Bishop, Darcy Drayton, Hannah Zwirner Forsythe, Martin Zwirner Forsythe, Chris Gant, Joyce Taylor Gibson, Beth Hansen, Ian Harrington, Frances Lightsom, Ed Mair, Christopher McCandless, Jean McCandless, Gina Nortonsmith, Bob O’Connor, Anna Raddochia, Carole Rein, John Reuthe, Aaron Sakulich, Martha Schwope, Sara Smith, Elizabeth Szatkowski, Will Taber, Bill Walkauskas, Diane Weinholtz, Donn Weinholtz, Morgan Wilson, Kathleen Wooten, Tom Vargo, Mary Zwirner;

Regrets or absent: Kimberly Allen, Travis Belcher, Deana Chase, Gina Nortonsmith

Ex-Officio: Jeremiah Dickinson (Ministry and Counsel Clerk), Scot Drysdale (Finance Clerk), Sarah Gant (Acting Secretary for Governance and Pastoral Care), Rebecca Leuchak (Sessions Clerk, Rising Clerk), Robert Murray (Treasurer), Bruce Neumann (Presiding Clerk), Nia Thomas (Acting Secretary for Programs and Administration), Elizabeth Reuthe (Secretary’s Supervisor).

Visitors: Melody Brazo, Marion Dalton, Mey Hasbrook, Janet Hough, Becky Jones, Chris Jorgenson, Louanne MacDonald, Frederick Martin, LVM Shelton, Jackie Stillwell, Carolyn Stone, Pamela Therrien, Diana White, Honor Woodrow, John Wojtowicz, Kathy Olsen.

20-111: Approval of November 6, 2021 Minutes

Friends approved the minutes of November 6, 2021.

20-112: Report from Presiding Clerk, including a Sessions update YM Clerk, Bruce Neuman reported that Sessions Planning is proceeding, with the hope and desire for in- person Sessions, but recognizing there have been positive aspects of virtual attendance via Zoom. Two years of planning Zoom-only sessions was draining for staff and, in the interim, YM has lost some of the usual momentum for planning based heavily on the previous year. The YM Clerk’s report reflected the question: “What would NEYM Sessions look like if it were planned around [youth]—those who hold the future of our Society?”

The YM Clerk reported that he has been meeting with the Right Relationship Resource Group (RRR Group), supporting planning for distribution of the Letter of Apology. The intention of the letter of apology is to begin “to work toward right relationship with you and all of Creation,” so the approach is to constantly reflect on how Friends' words and actions will be heard. We expect, then, after gathering information, to send the Apology with a cover letter which suggests that we would like to present the Apology in person, if a given tribe is interested and willing.

The RRR Group has developed a spreadsheet to track outreach to the tribes, and a list of Friends who are willing to personally present the Apology. If you wish to join the delegation then contact those on the RRR Group or see the YM website for how to participate. The YM Clerk expects to be ready to send out letters early in 2022.

Friends expressed appreciation to the Clerk and the RRR Group, understanding this is a complex undertaking that must be accomplished with great sensitivity.

20-113: Acting Secretaries' Report, including request for PB approval of transfer of funds to the Infrastructure Fund

Nia Thomas, Acting Secretary for Programs and Administration, summarized the request: In minute PB 20-11, at the recommendation of the Finance Committee, the Permanent Board created a new revolving fund to allow money to be set aside for larger infrastructure projects. Annual contributions to this fund are now included in the annual operating budget of the Yearly Meeting. The process for authorization is that the Yearly Meeting Secretary should bring a proposal to the Permanent Board for use of these funds, identifying the intended infrastructure purpose.

In the spring of 2021 PB approved moving $20,000 into the Infrastructure Fund budget (for needed website, database, and internal data-tracking work). Since being initiated, despite working closely with consultants, there have been cost overruns. There is no “off the shelf'' software to accommodate the complicated Sessions equalization options. The necessary work will be implemented in time for Sessions, but the transfer of additional funds is required to complete the projects. Ultimately these updates will enable a more nimble and efficient tool for tracking, freeing a lot of staff time. During the period of clarifying questions much support for the request was offered, as well as concern to try to avoid cost overruns through more accurate projection of project costs, and to try to understand why they happen.

Kathleen Wooten, Bob O’Connor, and Frederick Martin offered to do a “look-back'' to better understand the contractual process that resulted in the overrun. Friends approved the expenditure.

20-114: Treasurer's report (appended)

Robert Murray, YM Treasurer, presented the YM financial reports for Fiscal Year 2021 (October 1, 2020, to September 30, 2021).

The Sessions ‘21 actual vs operating budgets were considerably lower (better) than projected making this “a good year” and we ended the year with a small surplus. One example: the YM received almost $10,000 from Friends Mutual Health Group due to their operating surplus for 2018 FMHG (insurance refund), which was transferred into the Infrastructure fund.

The Treasurer stated he thought last year might be financially bad but support from the federal government enabled YM to proceed without lowering our reserves. Previously, YM reserves had been below the recommended 20%. Now YM is in a good position with reserves above that figure, at 29%.

Friends accepted the report with gratitude and appreciation for its clarity and timeliness

20-115: Request for approval of Funding Guidelines (appended)

Robert Murray, YM Treasurer, presented the Grant Funding Guidelines for approval, reminding Friends these are guidelines, not laws. If/When exceptions present themselves at that time YM can think about why we need to make the exception, and whether the Guidelines need to be updated to incorporate the exception. PB clerk expressed appreciation to staff for their help assembling and managing the financial reports.

Friends approved.

​​​​​​​20-116: Puente de Amigos Committee

Carolyn Stone, representing the Puente de Amigos committee reported that Cuba opened its borders December 15 creating an opportunity for NEYM Friends to visit. Cuba Friends are in desperate situations, suffering from lack of food, fuel, and pandemic hardships. The Puente committee met with joy to quickly discern that a trip was doable for February 17- 19, 2021. The Committee requests approval for a 10-day trip to include travelers: Mary Hopkins, Christel Jorgenson, Rebecca Leuchak, and Noah Merrill. It is customary for Friends who are traveling to Cuba to be asked to pay for as much of their travel as possible, after which to ask for support from their monthly meeting. There is also a Puente support fund to which Friends can contribute to support travel to Cuba. The PB Clerk asked for approval of the delegation. Friends approved.

​​​​​​​20-117: Israel-Palestine WG (report appended)

Chris Jorgenson reported for the Israel-Palestine (I-P) working group. Members of the working group include Leslie Manning, Mimi Marstaller (Durham), Chris Jorgenson (Cambridge), Molly Cornell (West Falmouth), and Skip Schiel (Cambridge). Working group activities include developing the I-P resource page on the NEYM website; connecting people who share the I-P concern by maintaining a list of active people; sponsoring a YM-wide book group reading of “The Lemon Tree” by Sandy Tolan; engaging with MMs about requesting speakers.

Friends accepted the report.

Melody Brazo reported for the Noticing Patterns of Oppression and Faithfulness working group (NPwg). The power of systems of Empire are incredibly strong NPwg understands its charge but it is hard work. While the NPwg members have been invited by YM to hold the concern for noticing patterns of oppression and faithfulness we invite everyone to become part of this work. We have noticed that it is easier to notice patterns of oppression, than patterns of faithfulness. In the culture in which most of us live it is considered smart to “notice the flaws.” It is much more difficult to see faithfulness when it is being practiced.

Perfectionism gets in the way of noticing faithfulness. Faithfulness is not perfect. The NPwg has provided a written report and appendices describing the work of the working group (appended).

We in NPwg are not experts, we have a variety of members, with a variety of experience. The NPwg itself has work to do about how to support each other. We ask that you not think of us as the experts who are swooping in to show everyone how to do it.

Things that NPwg has noticed: The YM has no ongoing space for care of people who have been harmed. NPwg lifts up the incidences of harm—but there is no clear place to go for healing and caretaking when that happens.

The PB Clerk expressed thanks to NPwg

Friends accepted the report.

​​​​​​​20-119: Report from Nominating Committee

Jackie Stillwell, Clerk of YM Nominating Committee (YM NC) reported that today’s report constitutes a trial of offering a 1st reading via email, due to practical and time constraints. PB members have received a first reading of names by email. Those names are being presented today for a second reading.

The YM NC brings forward the following names. Second reading, for approval:

• For Legacy Gift committee: Megan Christopher, class of 2024

Friends approved.

• For Legacy Gift committee: Karen Reixach from NYYM , now worshiping at Keene (NH), class of 2024

Friends approved.

• For Faith and Practice Revision Committee, Margaret Hawthorne (Monadnock)

Friends approved.

• Resignations: Karen Sanchez-Eppler resigning from Integrated Nominating Committee

Jackie Stillwell noted that YM NC now has four immediate openings and four more will be up in August.

Following the report a member of NPwg lifted up YM NC’s faithfulness by trying something different, following through, and keeping PB informed.

​​​​​​​20-120: Update on recent Call to Ministry Gathering

Jeremiah Dickinson, YM Ministry and Counsel Clerk (M and C Clerk), reported on two YM sponsored gatherings, on May 8 and November 13, for the upbuilding of ministry and faithfulness. These gatherings over Zoom were well attended with moving messages received from the sponsored panel. Fruitful small group conversations enabled participants to share and expand upon their experience of what was offered by the ministers who participated on the opening panel. Jeremiah expressed appreciation for the excellent support from Nia and Yearly Meeting staff. The next gathering will be April 9th, in hopes of being able to have in-person, and also Zoom participation. The expectation is for gathering in the Portland, ME, area with the theme, “What is the relationship between monthly meetings and the minister?”

Regarding the role and function of Ministry and Counsel in NEYM, YM set aside the traditional form of M&C for this two-year experiment. Now we ask: “How is this working for you? What has been lost, what has been gained? How is the spiritual condition of the YM being held now?”

The M and C Clerk noted there will be a report from the Ministry Transition Team in January.

A NPwg working group member requested that there be a dedicated time for a group of people to come together to respond to the above questions. The M and C Clerk responded favorably to the suggestion.

Additionally, NPwg members stated a need for trauma-informed care under the pastoral care function of the YM, to address trauma both from feeling invisible, and as an impact of the “Gotcha” type of criticizing messaging that occurs in the YM. Other Friends noted that beyond a formal, designated Ministry and Counsel of our tradition, many people have been, and continue to hold the YM in an attentive, organic way.