Minneapolis Friend Meeting
Minutes – Monthly Meeting for Business   September 9, 2018

(and Special Called Meeting for Business September 8, 2018)

[some information has been edited or deleted for publication on the web]

John Kraft – presiding clerk, Tom Ward – recording clerk,  plus 33 attendees

1. 11:15 Silent Worship
2. Agenda approved with one change – Nursery Committee report postponed to next month
3. August Minutes were APPROVED
   Clerk asked for clarification on the end date for the summer schedule. It has been announced that next Sunday 9/16 the regular schedule begins, but the web site says the following week. First Day School and the regular schedule does begin on 9/16. Carolyn will look into updating the Meeting’s web site.
4. Ministry and Counsel (M&C) Report/Annual Report – Sandy O. M&C often can be most helpful when they respond to specific requests, so Friends are encouraged to make their requests for help as specific as possible. M&C received a request for membership from Rosine T., of Winona Preparatory Meeting. Minneapolis Friends Meeting approves all membership requests from preparatory meetings operating under our oversight. Since our Meeting has limited first-hand knowledge about the individual requesting membership, we rely, heavily, on the recommendations of the clearness committee, which included Bill H. from our Meeting. The Clearness Committee and M&C recommends acceptance of Rosine T. into membership of Winona Preparatory Meeting. Minneapolis Friends APPROVED Rosine’s membership in Winona Preparatory Meeting. M&C invites feedback about the summer schedule and recommendations for next summer. No Discussion.
5. Transition Minutes – Presiding Clerk
   Yesterday, August 11, 2018, a special called meeting for business was held to consider two proposed minutes regarding our transition. The meeting lasted 3 hours. [Minutes from that meeting are appended to these minutes] Approximately 40 Friends attended, with much of the time devoted to worship sharing. At the end, no action was taken, but participants expressed gratitude for the breadth of participation and appreciated the wide range of viewpoints – all of which helped move the process forward.
   Clerk read the two proposed Transition Minutes
   Clerk explained that there still remain many concerns about our Meeting’s transition to having no Director of Ministry. While many of these issues are ongoing and will not be resolved soon, some items of business need to be addressed today, since there are time constraints – notably, the contract for the interim coordinator position expires at the end of September. Clerk requests that we direct Liaison and Review (L&R) to extend the contract for as long as we need. Discussion: Is the present coordinator satisfied with the rate of compensation? How long does the contract need to be extended? Have we taken into consideration that the present coordinator may not want to continue in the position? Is the position, as defined in the contract, structured the best way both for the Meeting and for the person in the position as we proceed forward? There was much discussion about whether or not having a fixed time limit on the contract extension was needed, and, if so, how long should it be. In the end, Friends settled on having L&R extend the contract for one year and work through the issues with the contract and report back to monthly meeting. With a hearty sense of appreciation for all of Carolyn’s contributions, Friends APPROVED extending the Interim Coordinator position for one year, until September 30, 2019.
   1. The Second Transition Minute was addressed first in our deliberations:
      • With great gratitude for their significant work, thoughtful and spirit led guidance and service, Meeting agrees to lay down the Ad Hoc Transition Committee
      • Meeting recognizes that addressing the needs of the meeting community is a shared responsibility of all members and attenders, not just those in positions of leadership. As we engage together in the work of Meeting we grow spiritually and become more connected as a community. Let us go forward with confidence and openness to guidance of the Spirit within and among us.
      • Clerk asked Meeting to approve the Second Transition Minute, laying down the Ad Hoc Transition Committee, since they have completed their assignment and have ceased activities.Friends APPROVED the Second Minute, laying down the Ad Hoc Transition Committee. 
   2. First Transition Minute:
      • Recognizing that change and transition are an ongoing part of the life of any community, Meeting agrees to bring the interim period to an end and go forward with the existing structure.
      • The clerks and committees in Meeting will continue to hold the concerns arising out of the transition process. As concerns or problems arise, they will be addressed through the usual Friends process of conducting business. While confident in our existing structure, we are aware of our human frailties and limitations. We will continue to improve and remain open to the possibility that Meeting may need to consider additional paid staff to support the Meeting in fulfilling some of our needs.
        Discussion on the First Transition Minute
        Clerk: Are there things in the first minute with which Friends are not comfortable? Three specific concerns have been mentioned that may need further exploration: the education program, pastoral care, and meeting coordination. Do we want to direct the Meeting to focus on some of those concerns?
      • There was some confusion about whether the minute eliminates the director of ministry position. According to the Clerk it does and that is what we are deciding by approving the minute. Friend felt the term “existing structure” was too nebulous, since it does not clearly state we are proceeding without a director of ministry, at least for the near future. Another Friend stated this is a specific change to key aspects of the structure of Meeting and she would like to see the minute provide more detail about how we would make changes going forward. Others were concerned about the increase in demands on volunteer time demanded by the new structure, and that this next phase, while no longer a transition, will proceed, as is, until specific needs arise. Maybe it would help to give an end point of one year for this next phase.
      • Clerk asked for clarification on whether we want to have a director-of-ministry-like position that operates much the way Pat functioned. If so, this should be minuted. Friends were inclined toward something other than a director of ministry, but they still envision a central figure, possibly in addition to the coordinator, who might be paid or volunteer, and whose duties would specifically address the Meeting’s unmet needs. Others suggested there are a range of options we could pursue to address the unmet needs of Meeting. The structure we have today may not work going forward; but as we think of solutions, we should think in terms of how to adequately meet our needs, not how Pat functioned as director of Ministry. Three of those needs have been identified, but where will the decision come from if we need to address those needs in a different way. Friend: we should lay down the existing position of director of ministry. Any new position will be redefined, differently. Another Friend suggested we mention that the Meeting will move into a period of reflection when we reassess how to meet our needs. They agree with laying down the director of ministry position and believe it would be good to minute the three areas of concern. Friend expressed interest in a trial period and observed that the minute was overly reactive and not proactive or visionary about who we want to become. Clerk reminded us about the Meeting’s vision statement, which has guided our strategic planning and covers all the gaps that have been mentioned during our discussions. Friend affirms that the First Transition Minute extends, indefinitely, the time when we would not have a director of ministry. He supports having a director of ministry position, such as Pat filled – a go-to person. Meeting can function well as a committee based structure, but having a director of ministry provides consistency and creates a more cohesive operation. Friend thought it would be helpful to post a description of who is doing what and who is getting paid for what. Another sought clarification on how an identified need is raised to the level of action. Is it through a committee – through monthly meeting? Clerk indicated that our current processes work well to address and resolve concerns we have identified within Meeting and he believes this process will continue to work in the future.
      • Clerk drew the discussion to a close. He requested that Tom W and Steve S work with him to reformulate the minute, to make the minute more specific about the challenges and a time line. The amended minute will be presented next month. Friend appreciated the perspective Sara A has brought to our discussions and it was agreed that she would participate in the editing.
6. Reports
   1. Shepherd Scholarship Committee – Annual – Allen G In 2018 two individuals received grants that totaled $2,000. Since the inception of the scholarship, $210,414 has been distributed in scholarship grants. While the “fair market value” of the fund assets has fluctuated significantly in the last couple years (as low as $169,000 and as high as $213,000), the periodic interest payments have stabilized at a rate slightly in excess of 4%. Under the terms of the Trust Agreement creating the Scholarship Fund, disbursements are made from interest only. Discussion: Friend expressed gratitude that we have a scholarship fund, even if it goes up and down. At least we have something. Thanks to the committee
   2. Peace and Social Concerns – Annual – Terry H. reported for the committee: “Embracing diversity” was the committee’s focus for 2017. For 2018 the focus is to “promote policies that reduce economic inequality and poverty, encourage fair compensation for workers and health care for all”. Some of their accomplishments include: coordinating the Winter Envelope recipients and annual meeting contributions; sponsoring presentations on “Daring and Delightful Dialogue across Differences, Minnesota Interfaith Power and Light, and the immigrant experience in Ethiopia and Minnesota; organizing and helping lead the Memorial for Loss due to Climate Change; sponsoring Terry H to attend the Climate March in Washington, D.C.; continuing the movie night program at the meeting house a number of times during the year; leading a discussion about current racial justice issues and finding our place in the struggle; making available more Black Lives Matter signs; initiating a bike rack on York Ave; sponsoring a petition Against Nuclear Arms and sponsoring a table at the Veterans for Peace World Storytelling Day. The committee meetings are open to all who want to attend and meet on the 3rd Wednesday of each month. They would enjoy seeing more people from outside the committee at their monthly meetings. Discussion: there was interest in the committee becoming more involved with our Linden Hills neighborhood. Friend asked how to obtain posters of “Love water – not oil”. Information is available through MN350.org.
   3. Social Committee – Rae Beth    Social Committee is a very different type of committee. The primary charge is to organize and serve 12 potlucks a year. This is a big time commitment, requiring a minimum of 4 hours by the two leads and an additional 2 hours by at least 5 people for every potluck. The committee also supports other Meeting events such as summer treats and special programs. They oversee the kitchen and provide instructions for outside groups using the kitchen. One challenge they face is where to put the tables and chairs downstairs. The fire marshal has raised concern about our storage procedures. We may need a movable rack system to better load and store the chairs. They could use a better quality coffee and are asking for donations for this.
      The consensus of the committee is that potlucks are going very well. Our mission is to promote fellowship within the meeting through potlucks.. We feel the summer schedule of having one Meeting for Worship and then eating together promotes unity and fellowship within the Meeting. Social committee is proposing that Minneapolis Friends Meeting has one Meeting for Worship on the first Sunday of the month followed by a potluck meal beginning on the first Sunday of January, continuing through May. Following this trial period, the usual Summer schedule would begin. At next year’s September Business Meeting this trial would be reexamined for modifications or elimination. Presiding Clerk suggested that the proposal should first be considered by Ministry and Counsel. Discussion: People love the summer schedule.
7. Quaker Earthcare Witness (QEW) request – Ranae H – QEW is a national Quaker organization with representatives from every yearly meeting. An upcoming quarterly gathering of QEW is being hosted in the Twin Cities. It has been in the planning for two years with about 75 people attending. Ranae and Carolyn, from our Meeting, have been active in the planning of this. Minneapolis Friends Meeting is hosting people who are attending and we have been asked to host a potluck meal and plenary speaker in the meeting house on either Friday April 12 or Saturday April, 13, 2019. The plenary event is open to the public. We don’t have to do the planning, just the hosting. We need at least 6 people to help with the event. Linda F, Barb ?, Annamary H and Judith J said they would help. Meeting APPROVED sponsoring a Quaker Earthcare Witness potluck and plenary speaker on Saturday April 13, 2019, depending on the schedule.
8. Correspondence:
   Thank you’s were received for our donations to Quaker Earthcare Witness, Earlham School of Religion, Friends Committee on National Legislation, Right Sharing of World Resources, Friends General Conference, Friends World Committee on Consultation, Greater Minneapolis Council of Churches
9. Meeting adjourned at 12:30 PM 

Addendum to Minutes

Minneapolis Friends Meeting
Special Called Meeting for Business
9.8.2018
1PM-4PM

In attendance: John Kraft – presiding clerk, Tom Ward- recording secretary, ~44 attendees

After some opening silence, the clerk asked everyone to participate in worship sharing, focusing on the question: “What are your joys and concerns for the current state of the Meeting and for the future of the Meeting?” With a short break, the worship sharing extended over two and ½ hours, giving just about everyone a chance to share.
Clerk closed the worship sharing with a brief statement about how he sees Meeting moving forward with the two minutes being considered, today: Minute 1 – acknowledging and accepting the changes to business as usual that Meeting has made this past year. Minute 2 – laying down the ad hoc Transition Committee, which has for all practical purposes ceased to function. He believes the concerns listed in the preamble to the two minutes well represent the issues brought up during our worship sharing. It did not feel that we had complete unity, today. Yes, there are gaps, but we have a process to work through those gaps. There are some specifics we may want to address in a new minute. Pastoral care and religious education were mentioned frequently during the worship sharing. Clerk hopes we can lay down the transition committee at meeting for business, tomorrow.

Discussion:
Could the first minute be revised?  Yes. The current minute was written several months ago.
Monthly meeting needs to address Carolyn’s transition position, which is slated to end by the end of September. A. We are conscious of that. Another Friend wanted to recognize Carolyn for all that she has done during the transition – that we can’t give her enough thanks for her contributions during the transition. Friends strongly agreed with this sentiment and wanted it in the minutes. Concern was also raised that Carolyn’s interim coordinator position is not a permanent position, and we should not just assume she will be continuing in that role in however we define it going forward.
Friend spoke in unity with the minute except they wanted to know who is going to pay attention to the concerns we bring up. Ministry and Counsel have stepped up a lot, but things fall into the gap and she is concerned that no one is assigned to take care of it.
Friend feels it is important to have a central coordinating position identified. Clerk: there is a job description already in place. Another Friend mentioned earlier discussions of an enhanced coordinator’s position, which would be paid.
Other suggestions that arose today included having more than one person in the office coordinator position and utilizing unpaid office volunteers.
Suggestion was made that these discussions would be more appropriate in tomorrow’s business meeting. Clerk acknowledged he had not been clear on how we would conduct business today, since he had wanted to allow time for a full exploration of our joys and concerns during worship sharing.
The 4PM ending time of the called meeting for business drew near. We concluded with silence and a song.

Proposed Transition Minutes:
1. Recognizing that change and transition are an ongoing part of the life of any community Meting agrees to bring the interim period to an end and go forward with the existing structure.
The clerks and committees in Meeting will continue to hold the concerns arising out of the transition process. As concerns or problems arise, they will be addressed through the usual Friends process of conducting business. While confident in our existing structure, we are aware of our human frailties and limitations. We will continue to improve and remain open to the possibility that Meeting may need to consider additional paid staff to support the Meeting in fulfilling some of our needs.

2. With great gratitude for their significant work, thoughtful and spirit led guidance and service, Meeting agrees to lay down the Ad Hoc Transition Committee
Meeting recognizes that addressing the needs of the meeting community is a shared responsibility of all members and attenders, not just those in positions of leadership. As we engage together in the work of Meeting we grow spiritually and become more connected as a community. Let us go forward with confidence and openness to guidance of the Spirit within and among us.