Permanent Board minutes | March 16, 2013

13-18 Opening Worship: Friends joined the worship which is ongoing in a lovely old meeting house like Smithfield.

13-19 Greeting: We were welcomed by Rhoda Mowry, clerk of Smithfield Friends Meeting, with a few words about the history of the Meeting and the Meetinghouse.

13-20: Roll Call: The recording clerk called the roll:

Present: Holly Baldwin, Travis Belcher, Deana Chase, Jeremiah Dickinson, Sarah Gant, Galen Hamman, Jan Hoffman, Allan Kohrman, Rebecca Leuchak, Christopher McCandless, Robert Murray, Bruce Neumann, Karen Sanchez-Eppler, Suzanna Schell, Patricia Shotwell, Sara Smith, Carolyn Stone, Philip Stone, Fritz Weiss, Carl Williams, Rosemary Zimmermann, Hannah Zwirner

Regrets: Aimee Belanger, Susan Davies, Eric Edwards, Ben Guaraldi, John Humphries, Nancy Isaacs, Sandy Isaacs, Mary Knowlton, Elias Sanchez-Eppler, Jane Van Landingham, Donn Weinholtz, Edward Baker (Clerk of Personnel), Maria Lamberto (Clerk of Finance).

Ex-officio: Edward Mair (Treasurer), Jacqueline Stillwell (Presiding Clerk), Noah Baker Merrill (Yearly Meeting Secretary).

Guests: Nancy Haines (Wellesley), Don Lederer (Providence), Cathy Malin (Smithfield), Rocky Malin (Smithfield), Rhoda Mowry (Smithfield), Kathleen Wooten (Lawrence)

13-21 Minutes: The recording clerk presented a few changes to the draft minutes from our January 19 meeting, that had been requested after distribution. Friends approved the minutes, with the changes.

13-22 Presiding Clerk Report: Jacqueline Stillwell, Presiding Clerk of NEYM, reported on concerns and activities around the YM.

We heard that the Mid-Year Gathering is over-enrolled. While the interest is heartening, we understand that some Friends who were unable to attend felt excluded, and that unexpected needs for support have impacted some of our already busy staff. Moving forward it appears that we will need to make some decisions as a larger body, establishing some structure and a budget. (See also Minute 13-27)

Sessions plans are going well. Presenters include Susan Stark, Michael Birkel, and Bill Harley. We will again have both workshops and Anchor Groups. Jackie is hoping for more input from Monthly Meetings about the Doctrine of Discovery and FUM discernment, two items that are expected to be on the agenda.

Coordinating and Advisory has begun looking at the structure and rhythm of the Yearly Meeting Calendar, recognizing that committee meetings held on Saturdays result in very little extra intervisitation, long held to be an important tenet of moving committee meetings around the YM.

Jackie presented a minute from C&A regarding financial stewardship. Acknowledging that there may be a need to draw on reserves for our current fiscal year, the minute asks the Finance, Personnel, and Development Committees to work together to present the budget in the context of a five year plan that demonstrates how we intend to realistically achieve financial sustainability for NEYM operations within that timeframe. Friends reflected on the importance of a vision to guide the work of raising money. We have already identified and funded a call to support future generations through our youth programs, but we also understand that this is not the whole of our work. Where are we going as a yearly Meeting? Friends approved the minute (see attached), adding PB’s voice to C&A’s request.

13-23 Finance Committee: Reporting that Finance Committee has not met since our last meeting, due to the snow-cancelled committee day, Jeremiah Dickinson said they will likely use electronic media to continue their work in advance of the next (and final) committee day. They are considering an offer from a financially experienced friend, to provide an assessment of NEYM financial practices.

Finance committee is also recommending that PB engage in a formal evaluation of the recent history of the New England Friends Home. In better understanding how the relationship between NEYM and NEFH might have proceeded differently, we may find useful insight into modes of oversight and management. Voicing the need for us to periodically ask the question; “Is this still our ministry?” Friends spoke of how these learnings could be valuable in future discernment, in particular to the Ad-hoc Committee on the Good Governance of Friends Camp.

13-24 Development Committee: Nancy Haines (Wellesley), clerk of the Development Committee, spoke to us about the status of their work. Of concern is the disparity between the budget expectation of $122K from individual giving, and actual received donations of $23K to date. Recognizing that we will not get to budget with only our traditional appeal letters, they organized a retreat with Michael Wajda, on developing relationships with major donors. While they feel supported by NEYM leadership, they note several hurdles which make their work more difficult: lack of a clearly stated vision, no budget for materials, and an uncooperative database. Members of PB are asked to give, to encourage members of their monthly meetings to give or to suggest names of potential donors, and to help identify potential members of the Development Committee.

13-25 Treasurer’s Report: Ed Mair, NEYM Treasurer, reported that monthly meeting income is a bit higher this year than the same time last year. Ed pointed out that by Finance Committee policy, the Clerk of Finance is allowed to authorize overruns only up to 10%. Given Faith and Practice expenses and higher than expected directory publication costs, Ed requested PB approval for these expenses. We approved increasing the Faith and Practice budget to $1750, and up to 20% increase for Directory Publication. Ed notes that the cost is still lower than last year’s larger Minute Book.

He pointed to the apparent contradiction of two common points of view about budget issues: “We can’t not do that,” and “We can’t use that money.”

Returning to the discussion of a five year financial plan, (Minute 13-22) we approved that the joint Finance, Development and Personnel consideration of such a plan be allowed to consider different scenarios in which all possible sources of revenue are available, except restricted funds. Use of Legacy Gift funds would require a clear proposal, which in turn would require Sessions approval. We trust that the five-year plan  will come to PB as a comprehensive and lucid presentation.

13-26 Memorial Minute: Having heard a memorial minute for Audrey Snyder during our post-repast worship, we approved forwarding the minute to the Memorial Minute Editing Committee. While Audrey was not overly involved with the Yearly Meeting, she made significant contributions to the founding of Cobscook Meeting, and the establishing of their meeting house, which in turn has enriched the Life in the Yearly Meeting.

13-27 Yearly Meeting Secretary Report: Newly returned from The FWCC Section of the Americas gathering, Noah Baker Merrill expressed his sense of being blessed, as he offered his first in-person YM Secretary report. He began his report with the observation that old patterns of giving, both time and money, are changing. We are called to find new patterns, new structures.

On the job for 2½ months, Noah has spent much of his time becoming familiar with the staff, their tasks, and priorities. He expressed our collective pride in our gifted staff who are known and called upon far beyond New England for their gifts in education and youth programs. We are poised to hire an Information Management Assistant, whose work will not necessarily increase capacity, but will help us catch up on work for which we do not presently have sufficient capacity. Jeanne McKnight (Wel) is stepping down as general counsel. In cooperation with Jeanne and Phil Stone, Noah is seeking a new general counsel.

Regarding the New England Friends Home we hear that there is still work in transferring retirement accounts, closing books, and resolving the unemployment insurance claim from the state.

Speaking about the Mid-year Gathering, Noah gave cause for joy and for concern. We heard that many of the registrants are from the northern half of New England, and are folks who have not previously attended Annual Sessions. At the same time that oversubscription suggests a hunger for such gatherings, we hear that some Friends who were unable to register were dismayed that NEYM would plan an event that was not open to all interested. Noah further pointed out that there has been a not-insignificant impact on staff, whose job descriptions currently do not include support for this gathering. While we recognize that the positive response to this experiment over recent years confirms the value to our Society, as overseer of budget and staff responsibilities Noah is suggesting that future plans should come to Sessions for approval, and include details regarding budget, venue, and organizational responsibilities.

Further discussion included reflection on the fact that many have been confused about whether Mid-year gathering includes a Business Meeting component, or whether it is a conference devoted to spiritual and community development.  We considered these questions, as well as who should plan it – Sessions, Ministry and Counsel, the Quarters on a rotating basis, or some other body. Recognizing enthusiasm for the continuing development of opportunities such as the Mid-year Gathering, but unclear on where that development should be shepherded, we were in unity with the Clerk’s suggestion that C&A hold this concern and explore how it might develop.

13-28 Yearly Meeting Secretary Support: Fritz Weiss reported for the ad-hoc group drawn from C&A and Personnel Committee who have been exploring how we support the YM secretary. The concern is a wider one, not limited to the transition to a new secretary. While their work is on-going, they point to three main areas of focus:

• Training – in addition to exploring the possibility of hiring an executive coach, they are working to create a professional development plan to increase the Secretary’s knowledge in areas such as benefits administration and financial practices for non-profit management.
• Professional support – even with the training mentioned, there will be circumstances which require expertise which must be brought in, including a new general counsel.
• Work/Life balance – recognizing that our staff are dedicated and enthusiastic, with jobs which could easily take over their lives, one of the roles of the Secretary’s supervisor is to ensure that the secretary maintains a good work/life balance. In turn, it is the Secretary’s role to oversee this same concern for other staff.

13-29 Five-Year Plan: Returning briefly to the subject of Five-Year Planning, Friends approved the YM Secretary’s active participation in this work.

13-30 Search Committee: Bruce Neumann reported that the Search Committee had a final meeting in the fall, to consider what they had learned, and if there was any unfinished business. Having learned that some candidates were hurt by a lack of communication during the process, the committee drafted and sent a letter to the candidates, explaining the process and expressing regret at hurts that might have been prevented. The committee also drafted a new set of guidelines they hope will be inserted in the Personnel Policy Manual, which provides guidance for this work. The guidelines, which have been forwarded to Personnel Committee for consideration, include suggestions regarding communication, that candidates have a clearness committee, and that each candidate from within NEYM be given a preliminary interview with 1-2 members of the search committee and 1-2 members of Ministry and Counsel.

Recognizing that the work of this committee is done, Friends approved laying down the Search Committee.

13-31 Internal Nominating: For the Internal Nominating Committee, Bob Murray proposed the following nominations. Friends approved.

• NEYM Secretary Supervisor: Fritz Weiss (Hanover), Class of  2016
• Clerk’s Nominating: Ben Guaraldi (Beacon Hill), Class of  2016

13-32 Governance of Friends Camp: Carolyn Stone reported for the Ad-hoc committee on the Good Governance of Friends Camp. In beginning their work, the committee has articulated its charge as working with the camp director to consider:

• A governance structure which provides the necessary oversight
• How to ensure the financial integrity of the Camp
• Establishing a system which would review concerns on a regular basis
• Delineating the accountability and relationships of the Camp Director and the YM Secretary
• Clarifying the relationship between Camp planning and NEYM planning.
• How do we support the camp during this process?

Current members Carolyn, Mary Knowlton, and Phil Stone would like more members of this committee.

Friends approved the proposed charge, and allowing the committee to accept new members as they appear. (See attached for the complete charge)

13-33 Legacy Discernment Committee: Suzanna Schell reported that Eleanor Cappa, Jonah McKenna Moss, Jonah Piscitelli, and Kieran Brackbill have joined the committee. They have started receiving input from discernment groups. At the first meeting of the expanded committee, they will consider pushing back the previously announced April 1 deadline. Further material which will be posted on the website include Ed Mair’s history of the Home, and an overview of NEYM finances prepared by the accounts manager. The committee continues to seek Friends who are willing to travel in New England to facilitate discussions.

13-34 Structural Review Committee: Bruce Neumann, who will convene the first meeting of this group on March 30, reported on the final makeup of the committee:

Anna Barnett (Portland)
David Cadbury (Midcoast)
Lisa Graustein (Beacon Hill)
Reeve Gutsell
Christopher Haines (Fresh Pond)
Cliff Harrison (Cambridge)
Janet Hough (Cobscook)
Debbie Humphries (Hartford)
Christopher McCandless (Burlington)
Charlie Morse (Allen’s Neck)
Bruce Neumann (Fresh Pond)
Alana Parkes (Beacon Hill)
Jay Smith (Concord)
Jackie Stillwell (Monadnock)
Susan Vargo (Northampton)
Honor Woodrow (Framingham)