Permanent Board minutes | May 10, 2014

15-24 Opening Worship: Friends from Permanent Board gathered for worship at Allen’s Neck Monthly Meeting. During worship we heard Memorial minutes for John Carey, Alanna Connors, Gordon Harris, Eleanor Plank, and Mary Anne Snieckus.

15-25 Roll Call: The Recording Clerk called the roll:

Present: Holly Baldwin, Travis Belcher, Deana Chase, Jeremiah Dickinson, Sarah Gant, Ben Guaraldi, Jan Hoffman, Mary Knowlton, Allan Kohrman, Christopher McCandless, Jean McCandless, Bruce Neumann, Karen Sanchez- Eppler, Suzanna Schell, Sara Smith, Becky Steele, Carolyn Stone, Philip Stone, Donn Weinholtz, Fritz Weiss,

Regrets: Aimee Belanger, Susan Davies, Justice Erikson, Galen Hamann, Nancy Isaacs, Sandy Isaacs, Leanna Kantt, Rebecca Leuchak, Rocky Malin, Elias Sanchez-Eppler, Patricia Shotwell, Rosemary Zimmermann, Hannah Zwirner.

Ex-officio: Edward Baker (Westerly, Clerk of Personnel), Muriel Farrar (Gonic, Clerk of Finance), Noah Baker Merrill (Putney, Yearly Meeting Secretary), Jacqueline Stillwell (Monadnock, Presiding Clerk).

Visitors: Jane Byrd (Allen’s Neck), Nancy Haines (Wellesley, Clerk of Development) Cliff Harrison (Cambridge), Bob Humphries (Allen’s Neck) Pam Humphries (Allen’s Neck), Lindell O’Keefe (Allen’s Neck), Gerry Sazama (Storrs), Nat Shed (Vassalboro, Friends Camp Director), Kathleen Wooten (Amesbury).

15-26 Call to Discipline: With the assistance of a quote from George Fox, the clerk reminded us that, particularly in the face of a daunting agenda, we must each manifest personal discipline.

15-27 Minutes: The minutes from our February meeting were considered and, with a small change, approved.

15-28 Yearly Meeting Secretary Report: As he had at our last meeting, Noah kept his verbal report brief, referring us to his written report (See Advance Docs) which includes progress on the website, the database, and sessions, as well as reports on revision of staff job descriptions, and various facets of communication.

In response to a concern about the functioning of the office, Noah reminded us that there is now an Information Management Assistant, and that the proposed budget includes an increase in administrative time. Noah also reported on his work supporting the Development Committee. Many Friends have reported their enthusiasm about the new website, and the Committee has been working on a “Rack Card” for Monthly Meetings which will convey some of what NEYM does. He pointed out that it would be useful to

• Increase support for the needs of Monthly Meetings, especially newcomer orientation, pastoral care, quality of worship, conflict resolution, and outreach. Renew current meetings and found new meetings.
• Strengthen training for adults in Quaker faith and practice
• Provide more opportunities for us to gather as Friends; for fellowship, discernment, worship, spiritual nourishment, and connection on issues of shared concern.
• Develop Friends’ capacity to engage in visible and effective witness
• Sustain and grow our vibrant youth ministries, including retreats and pastoral care for youth and families

14-29 Presiding Clerk Report: Jackie pointed out that there are two ways of looking at our day’s work: overwhelmed by the number of agenda items and volume of reading, or, Look at all we are doing!

Reflecting Noah’s point about priorities, Jackie said that the question of goals has been appearing in various places this year: How do we get to a sense of direction for what we are doing?

Coordinating and Advisory Committee has been concerned with transparency and communication. One way this was revealed was in the budget planning meeting, where members of C&A, Finance, Personnel, and Development Committees all came together for a widely grounded discussion of priorities, budget and our future.

Anticipating a later agenda item, Jackie pointed out that many Friends find Quakers through education, and encouraged us to support all the places that offer a chance to experience Quakerism.

14-30 Development Committee: Nancy Haines, Clerk, reported on the work of the Development Committee. We are on track, and she is hopeful that we will again exceed the goal for individual giving. The committee plans to encourage monthly givers to give more.

The new website has a prominent “Button” to an upgraded donation page. We also understand that the new database has the potential for interacting with email, which may be a useful tool for development.

​​​​​​​14-31 Treasurer’s Report: Ben Guaraldi reported that monthly meeting and individual giving are doing well -both are at slightly higher percentages than last year at this time. Our reserves are currently $300K which equals 4-5 months of expenses.

When we approved the extra expenditure of $20,000 for a new database (PB Minute 13- 125), we requested that this expenditure be amortized over 5 years. Ben informs us that Finance Committee has concerns about this plan. Ben will explore possibilities, season them with Finance Committee and C&A, and will report again at our August meeting. Customization of the database is proceeding and is expected to come in close to the original budget. Not included in that budget was training expenses, which will be another $4K, in FY 2014.

​​​​​​​14-32 Finance Committee: For the Finance Committee, clerk Muriel Farrar reported on their work to discern a budget for FY 2015, attempting to balance our current fiscal condition with a vision for the future and a reluctance to make painful cuts. Where is the path of fiscal responsibility in such times?

Their first attempt yielded a budget with a $70K deficit but did not fulfill the ugent needs identified in the Priorities Process Budget. With those needs addressed,the second attempt had a $100K deficit. Budget C, with a $60K deficit was presented with some reluctance and a lack of unity on the part of Finance Committee. Budget C required cuts to recruiting expenses, Quaker Youth Education Committee, and a significant cut in benevolences (FGC, FUM, FWCC). While some Friends were concerned about this we heard that YM contributions form a relatively small percentage of these organizations’ budgets, and that even while reduced, our contributions are in line with donations from Philadelphia and New York Yearly Meetings. We were reminded that PB is not required to approve the budget, but to act as a discernment body to assist future considerations.

As we began our discernment, the clerk reminded us that God’s work doesn’t fare well in an environment of fear, and charged us to work lovingly, patiently, and deeply.

We heard concerns about the ethics of deficit spending, one Friend voicing the opinion that reserves should only be used in an emergency. Other voices pointed to an overall decline in MM attendance, and to the lack of a visible plan to move away from deficit spending: how will we increase MM donations?

Other Friends focused on a sense of movement in the YM, and their desire to support that movement. “Can we be a Society of Joy and Growth?” Admitting the discomfort of continued deficits, we heard a reluctance to make cuts which would lessen the infrastructure which supports growth, our integrity, and our public face (website and publications).

The treasurer informed us that while some of the details are different, the overall numbers are in line with the 5 year financial plan PB approved last year which allows for a period of drawing from our reserves while we grow our capacity for financial sustainability.

We closed with prayers for the Finance Committee as it continues its discernment, and for the whole of the YM.

​​​​​​​14-33 Good Governance of Friend Camp: Jeremiah Dickinson spoke on behalf of a the ad hoc committee on the Good Governance of Friends Camp, whose members include Nat Shed, Carolyn Stone, Mary Knowlton, Philip Stone, James Grumbach, and Christopher McCandless, who have been considering the governance of Friends Camp, with a concern for its fiscal and spiritual health. (See also PB Minutes 12-108, 13-32, 13- 54, 13-98, and 14-21).

Their work was based on our experience with the Friends Home, and an awareness of the need to better understand and protect against liabilities, both for child safety and property conservation. Jeremiah pointed out that good governance requires roles and skills which are more like a board than a committee.

While the current structure is defined by the Purpose and Procedures of the Friends Camp (p.115, 2011 Minute Book), Jeremiah pointed to some of the important changes they are proposing:

• Establishment of a supervisor, similar to the position which exists for the YM Secretary
• Add definition to the relationship between the Camp Director and the YM Secretary
• Change the nominating process: the body would be appointed by a “Friends Camp Nominating Committee” and might include up to 1/3 non-Quakers.
• Bring the budget within the YM budget. Since the camp is really a part of the YM, it should be reflected in the structure. Finance Committee would review and approve it for incorporation in the YM budget.
• Regular review by an outside organization every 3 years (ACA) and by and an- hoc Friends Camp Review Committee every 5 years.

Friends endorsed the direction of this work and thanked the committee for its thorough and detailed work. We approved the nominating process, and ask them to consult with Personnel Committee, Finance Committee, and Legal Counsel about remaining concerns.

​​​​​​​14-34 Relationships with Monthly Meetings: Noah presented an idea for a structure to support monthly meeting visitation. He had discussed the possibility with the PB Intervisitation working group. He is offering a modest amount of staff time, likely from Kathleen Wooten, to coordinate volunteers. We find that some of the impediments to our travel include discerning where to go, and what to say when we get there. The staff coordinator, in cooperation with Noah and Beth Collea, would prepare a list of the meetings most deserving of our attention, and assemble a list of willing visitors from PB and Finance Committees. The coordinator would also gather support materials including a “cheat sheet” with talking points for the visitor, and the rack card that the Development Committee is preparing which illuminates many of the programs, opportunities, and supports the YM offers. The coordinator would then contact visitors, likely in pairs, with specific requests for meeting to be visited, contact information, and supporting documents. The working group agrees that this support would remove some of the questions and add to the impetus of this program.

Jeremiah Dickinson, Deanna Chase, Susannah Schell, Travis Belcher, and Bruce Neumann offered to be on the visitor list.

Friends were generally supportive of the idea, but reminded us that our language too easily separates the YM from the Monthly Meetings. A useful image is that of the YM as a family – can we be issuing invitations to greater participation?​​​​​​​

​​​​​​​14-35 Friends School of Portland Request: Jenny Rowe, Head of the Portland Friends School, briefed us on the history of the school and its current building plan. Facing the end of their lease on the current property, the school has purchased property nearby, with the intention of building a new “Net Zero” (burns no fossil fuels) building. Fundraising is going very well, with loans and bank financing in place to cover the balance. Jenny came to us requesting a loan for one missing piece: $350K for a bridge loan through the construction period, and 10 months beyond. The loan would be repaid at 5% interest, after 21 months, or perhaps with an offer to beginning payments after 15 months.

Interest-only payments would be made in the interim. The amount would not be expected to be used for construction, but is a cash reserve required by the lending bank. Jenny pointed out that in the interest of keeping costs down, they hope to start construction in July or August, but must have the financing and bridge loan in place in order to start.

Friends were excited about the project and supportive of developments in Friends education, but recognize that we are not the best group in NEYM to consider the use of our investment funds. We approved the following minute:

​​​​​​​14-36 Memorial Minutes: We considered the Memorial Minutes we heard in opening worship. We approved forwarding the memorial minutes for John Carey, Alanna Connors, Gordon Harris, Eleanor Plank, and Mary Ann Snieckus. The clerk reminded us that we had previously approved a Minute for Andy Towl. Allan Kohrman and (in absentia) Patsy Shotwell offered to serve as an editing committee, to prepare the Minutes for reading and publication at Sessions. The Presiding Clerk recommended adding one of the reading clerks, either Susan Davies or Andrew Grannel, since they are the Friends who read these minutes at Sessions. Friends approved this committee.

​​​​​​​14-37 Legacy Discernment Committee: Suzanna Schell gave a brief update on the work of this committee. Following their substantive recommendations at our February Meeting, they have been discerning further details about the timeline, Policies and Procedures, and the nominating procedure. They expect to bring a final proposal to our August 2 meeting. A member of Finance Committee suggested it might be useful for that committee to be consulted about the expected accounting procedures.

​​​​​​​14-38 Purposes and Procedures: We considered the Purposes and Procedures which had been submitted by the various committees (see Advance Docs) as part of a regular triennial review. One Friend had some concerns about language in the FWCC P&P, and would like the chance to discuss this with them. Another was uncomfortable with some changes in the Finance Committee document.

Several Friends voiced concerns about the process of committees writing their own P&P, noting a lack of accountability, weight, and meaning. Should the committees receive their charge from the YM/PB? We heard that the Structural Review Committee has had similar discussions.

​​​​​​​14-39 Youth Programs: Jackie Stillwell presented a new Purpose and Procedures for a Youth Ministries Committee developed in cooperation with Youth Program Staff, and with Susan Davies and Sarah Gant. This group was appointed (See PB Minute 13-123) to consider the evolving needs of the Youth Programs, in particular since the Staff restructure which names the YM Secretary, not the Youth Programs Committee, as supervisor to the YP staff. In addition to changing the name from Youth Programs to Youth Ministries to more accurately name the scope of their concern, Jackie pointed out that the new group will need to think and act as trustees, considering less the details of specific events, and more the overall character and direction of the program. Friends approved forwarding this P&P to sessions.

14-40 Personnel Committee: Edward Baker presented several pieces of their work for our consideration.

• Personnel Committee, in accord with recommendations from Noah, has approved a few changes in Staff job descriptions, including changes to job titles: leaving out the word “retreat,” we now have a JYM and JHYM Coordinator; expanding the job description, we now have a Religious Education and Outreach Coordinator; and reducing the role for office management, we now have a Communications Director. Note that PB is not required to approve these changes.
• Coordinating and Advisory Committee has completed its performance appraisal for Noah, and recommends his continuing employment, as does the Personnel Committee. Friends approved forwarding this recommendation to Sessions.
• Edward presented several changes to Noah’s job description, primarily in clarifying his role in financial areas, including preparing the staff budget, preparing Sessions budget in collaboration with Sessions Committee, and increased participation with Development. Friends approved these changes.

14-41 Clerk’s Nominating: Allan Kohrman presented proposed names for the Clerk’s Table for YM Sessions 2015.

Presiding Clerk: Jacqueline Stillwell Rising Clerk: Fritz Weiss

Recording Clerk: Will Taber

Recording Clerk: Rachel Walker Cogbill Reading Clerk: Susan Davies

Reading Clerk: Andrew Grannel

With affection for those named and respect for the process, Jackie Stillwell noted that she will miss the presence of youthful energy at the Table. Friends approved forwarding these names to Sessions.

​​​​​​​14-42 Yearly Meeting Nominating: Christopher McCandless presented names for positions whose tenure starts before Sessions and require early approval:

Friends United Meeting General Board

• ​​​​​​​Ann Dodd-Collins (Winthrop Center) Class of 2017
• Ken Haase (Beacon Hill) Class of 2017
• Leslie Manning (Durham) Class of 2017