Minneapolis Friend Meeting

Minutes of the Monthly Meeting for Business

August 11, 2019

Attendance: John Kraft—Presiding Clerk, Stephen Snyder—Recording Clerk

[ Names and some content have been edited for publishing on the web]

1.   Silent Worship

2.   Approve Agenda: Meeting approved the agenda with the addition of three items.

3.   Approve Minutes:   Friends approved the minutes of the July 14, 2019 meeting for business.

4.  Ministry and Counsel (M&C) Report –Sandy

M&C continues to oversee the spiritual life of the Meeting. Joys have included the number of attenders, quality of worship, potlucks and fellowship. The disruption caused by latecomers continues to be a concern, but the sound system seems to be working better now. M&C reached unity about offering two mid-morning programs on worship this fall and will host a discussion on Quaker parenting during the November potluck. Pastoral care continues to be an important part of the work of M&C. Two clearness committees were formed and there was a good turnout and sharing for the listening session on July 31^st. M&C is grateful for all the friends who give attention to the pastoral care needs of Meeting.

5.   Reports 

     a.   Ministry and Counsel (M&C) Annual Report– Sandy

Ministry and Counsel works closely with three subcommittees: Care of Semi-programmed Worship, Care of Un-programmed Worship and the Death and Memorial Committee. Reports from each of these committees are included as supplements to the annual report of Ministry and Counsel. This past year M&C facilitated several clearness committees for marriage, membership, and discernment; coordinated four semi-programmed worship services on the fifth Sunday of the month; presented four mid-morning programs and hosted the weekend visit of Paul Buckley; facilitated two listening sessions about the leadership transition and a third listening session about the administration of pastoral care; coordinated pastoral care throughout the year and provided phone coverage on days the Meeting Coordinator was out of the office. M&C continues to be challenged by its workload. It is considering restructuring its work to better oversee pastoral care and worship, invites and appreciates help from others in meeting and is aware of its need to stay grounded in the Spirit.

M&C Subcommittee Reports: Care of Semi-programmed Meeting  The committee is charged with finding speakers, musicians and closers for the semi-programmed meeting for worship. This has been a challenging task with so few committee members and the committee is grateful for those who have stepped up to provide music and offer planned messages during the year. The committee facilitated a mid-morning program on planned speaking and has tried to invite more friends to participate in planned speaking or reading so no one speaks more than once a year. It has been good to see new people on the facing bench as a result of these efforts.

Care of Unprogrammed Meeting. The quality of our worship has been high, whether there is spoken ministry or not.  It has been challenging at times to find persons for the facing chairs who help center worship and act as closers and mike carriers. Sharing these tasks gives the worship community a chance to see new persons leading worship.

Death and Memorial Sub-Committee  The committee’s role is to represent the Meeting at the time of a person’s death providing support and guidance to the family from the death, through the memorial service, and beyond. This past year Death and Memorial provided oversight of the funeral for Margaret Shimaka on 11/11/2018, the service of remembrance for Nancy Lichtenstein on 12/30/2018, and the memorial service for Pat Miller on 8/3/2019. It also offered an educational program on end-of-life planning and advanced directives in March 2019. While the committee is very active around the time of a memorial service, it has not met much in between to plan, to strategize or to come together as a committee. Also not everyone on the committee is equally prepared to offer pastoral care to the family of the deceased leaving just a few individuals to carry this responsibility of being the primary contact with the family. Discussion: Friends expressed heartfelt thanks to all these committees for the reports and their good work.

     b.   Audit Report– Bruce

Bruce conducted the audit of General Accounts and explained that this account is different from his previous audit of the Trustees account. He noted that the separation of check writing done by one person and bank reconciliation done by another provides strong control over the disbursement of funds at Minneapolis Friends Meeting making it unlikely that false checks or checks with large errors could be processed through the checking account. He found the process for receipts, disbursements and general accounting to be well controlled, properly recorded and authorized. The funds of the Meeting are being managed in a prudent manner using good stewardship principles. Discussion: One Friend, a trustee, expressed confidence in Bruce’s capabilities noting that Bruce found a 5 cent error in a previous audit that had frustrated the trustees. Friends thanked Bruce for his report and his work on the audit.

     c. Shepherd Scholarship Fund – Allen

The assets in the Shepherd Scholarship Fund are managed by the Shepherd ScholarshipTrustees. The money is invested in a bond fund, the value of which fluctuates with the bond market. These trustees use the income from the fund to award scholarships under the terms of the grant. This past year they awarded one grant of $2000 which is contingent on the applicant enrolling at an institution of post-secondary education. Discussion: Friend asked about the amount of the original contribution to establish the fund. The original donation was in shares of stock. The value of the fund on June 30, 2019 was $184,621.53. Friend asked about eligibility criteria. Members of meeting of 5 years standing can apply. The Shepherd ScholarshipTrustees can also make funds available to Friends attending William Penn College but have not done this in recent years. Scholarships are grants and do not need to be repaid. Over the lifetime of the fund a total of $210,414.25 has been awarded for scholarships.

6.   Child Welfare Policies and Procedures Draft – Rae Beth

Over the past year, the Child Welfare Committee has focused on updating the list of people cleared to work with children. Friends on old lists were contacted to determine their interest, interviews were conducted and criminal background checks were completed where they were missing. Currently there are 53 members cleared to work with the children. The Committee has been updating the Policy & Procedures Document which was written over 20 years ago. The new document follows the format of “Creating a Safe Environment for Children for Small Churches”, with the inclusion of recommendations from Brotherhood Mutual, Meeting’s insurance agent, and guidelines from Friends General Conference. Updated policies include the Selection of Workers, 2 Adult Rule, Accidental Injuries to Children, Responding to Child Abuse, Discipline Policy, Child Advocates, and Meetings for Clarification. New Guidelines include language for Teen Age Workers, Nursery Check in, check out, Sick Child Policy, Medication Policy, Restroom Guidelines, and Promoting Safety with the Use of Technology/ Media Messaging. The Committee submitted a draft of the new policy documents for discussion and further input at future meetings for business. Discussion: Friend noted that many of the provisions in the Policies and Procedures document are mandated by guidelines based on state law. Friends are invited to read the document before the September meeting for business, send comments and edits to Rae Beth soon, but also respect the thorough and very hard work of the Committee. Copies of the draft document will be available at the table outside the meeting room, on the google group and the Minneapolis Friends website.

7.   Religious Education Committee update—Julia

The Committee would like to have more discussion and input from Friends and parents before changing the First Day School schedule. It plans to stay with the past schedule for the start of the fall program on September 15^th.  The plan is to offer programs for three age groups – elementary for grades 1-5, middle school for grades 6-8 and a teen program for high school students.   There will also be a nursery for younger children. There is still a need for teachers. Quaker testimonies will be one focus for the start of the year. Friends are invited to share their personal stories and experience with Quaker testimonies. One time presenters do not need clearance from Child Welfare. If you would like to be a teacher this coming year and have not been cleared see Rae Beth for an application. Clerk thanked the committee for their report and important work.

8.   Request from Northern Yearly Meeting (NYM)—Clerk

NYM has asked to hold interim session at the Minneapolis Friends meetinghouse on November 1^st and 2^nd. Minneapolis Friends will be expected to offer hospitality for overnight attenders, organize some meals and generally provide hospitality at the meetinghouse. Several friends volunteered to help with hosting and hospitality. Friends approved hosting the NYM interim session. The Presiding Clerk and Recording Clerk (Steve) will coordinate this effort.

9.   Quaker Voluntary Service (QVS) update—Tom

A new group of six QVS fellows will move in to the QVS house next week. Eli P., who was a QVS fellow last year, will be the new coordinator of the program.

10.   Correspondence—Clerk

Last year’s QVS fellows sent a letter of appreciation and gratitude to Minneapolis Friends Meeting for its part in making the QVS program possible and for helping build community.

11.   Meeting closed after a period of worship at 12:30 pm.