Meeting for Business Minutes August 9, 2020
Minneapolis Friend Meeting
Monthly Meeting for Business (conducted remotely on Zoom)
August 9, 2020
[Names and some content have been modified for publishing on the internet]
In attendance: John K – presiding clerk, Tom W – recording clerk, plus 53 attendees via Zoom
- Silent Worship was followed by a reading by the clerk
- Agenda was displayed online and read – Agenda APPROVED
- July Minutes were APPROVED
- Care Fund (Fund for Suffering) – Marilyn J [See Attachment 1] June monthly meeting had approved exploring the idea of setting up the fund and an ad hoc committee was created. The draft of their proposal was distributed with July’s minutes. The purpose of the fund is to provide funds for people experiencing long term hardship, not just hardship associated with COVID-19. The proposal was read aloud. Discussion: There was broad discussion of the proposal, but no clear unity; and it was decided to continue the discussion. Friends had questions about the more restrictive screening people would undergo to receive the support, requiring a brief explanation of the circumstances, which was unlike the COVID Fund which just asked for a statement of need. The process, as proposed, would place most of the responsibility for approving a request on the clerk of Care and Counsel, with support from their committee. The guidelines also indicate an individual must have applied for other assistance before asking Meeting for help. Friend recounted a painful story of being challenged by a weighty Friend at a time when they were in need, and the Friend had admonished them about first seeking support from their family. Is this how we will query folks seeking assistance? / Clerk of Care and Counsel suggested expanding who could receive the applications to include Clerk of M&C and Clerk of Meeting / Another Friend thought the concept was wrong since the initial justification for early Friends in establishing a Fund for Suffering was to support those who had left their vocation in support of a spiritual ministry, not to assist someone just because they had financial need. They questioned the wisdom of Meeting taking the role of the government in assisting people needing help, when the Meeting’s resources might be better directed toward addressing the government’s failure to meet those same needs. In addition, there are practical problems determining eligibility requirements, such as defining who qualifies as a member or attender or establishing if someone is in true need. We should avoid setting up a process where an individual’s trustworthiness might be called into question. / A Friend acknowledged those concerns, but did not think we should refuse to help because there was a chance that someone would take advantage of us – such as in food stamps. / Another Friend reminded us that a reason for establishing the new fund was to create a mechanism whereby individuals could donate dedicated funds to the Meeting to support individuals in need – something that the bylaws do not permit in the present COVID Fund. / Concern was raised about the suggestion to transfer $25,000 from the general fund to start the fund and whether the Trustees were in agreement with that decision. / Other points raised: the government has not been consistent in providing relief – there is power in granting aid to those who are in true need. / The COVID Fund has assisted two people, so far. / This is a way to make a statement about empowering our community. / Times are hard and strange right now. This is a way to show our care for individuals and that we will be there for them. / The Fund for Suffering identified an historical need in the past. The suffering we have today reflects more on the failure of our sense of community. The proposed fund is a way to make a statement about the power of caring in our community, in Minnesota, today. / Ultimately, it should be fairly easy to make a decision on granting the money. It was suggested that we view the COVID Fund as a trial of the concept for a Fund for Suffering. It is still early in the process. We could delay establishing a new fund, to better see how the current COVID fund functions over a longer period of time and learn from it. More experience with the COVID Fund would make it easier to discern if we are currently meeting people’s needs or if a new fund is required. Clerk spoke favorably of the discernment process in which we were engaged, felt many concerns had been raised, and suggested a continuation of the discussion, perhaps in a different forum.
- Peace and Social Concerns (P&SC) Next Steps – Roland B [See Attachment 2] Since June 24, a group of about twenty people have met on Zoom every two weeks to discuss issues involving racial justice and police reform – exploring both inward leanings and outward-leaning action. One activity that was initiated was to read and discuss the book “My Grandmother’s Hands” – led by Mary JP and John S. Another action has been to schedule worship services in the community at locations with significance to the racial justice movement in the Twin Cities. Friends are considering ways to strengthen our involvement with Friends for a Non-Violent World and with Isaiah. P&SC believes Meeting should explore some type of collaboration with Isaiah, although they are not suggesting a formal membership at this time. To explore possible options regarding Isaiah, P&SC has invited Annika F, from Twin Cities Meeting, to share her thoughts on September 20th at Mid-Morning Program about their Meeting’s involvement with Isaiah.
- The P&SC group on racial justice/police reform suggests that a smaller group of members begin to get active with Isaiah in both the racial justice program and public policy initiatives. Some members have already received orientation training from Isaiah. They encourage all members of the Meeting who have an interest, to investigate Isaiah on their website, and possibly participate in one of their introductory sessions.
- P&SC asks that the Meeting support their leading with the following Minute of Support: “Our Peace and Social Concerns Committee with concern for racial justice and police reform in Minnesota, is led to collaborate with Isaiah of Minnesota on these concerns. Our meeting has considered this issue and the leading for members to work with Isaiah. We entrust the Committee to this work and hold its members in the light.” Discussion: This minute would be just for us. It is not intended to be communicated publically. Friend had felt discouraged that MFM did not have a corporate response to social and racial justice issues and believes this is a step in the right direction. Furthermore, we cannot have a corporate witness unless we educate ourselves and seek to incorporate everyone. It is necessary to do prep work before we can step forward in corporate witness. Friends APPROVED the Minute of Support.
- Letter of Support – In the past our Meeting has received letters of support from around the country and world following the social unrest sparked by George Floyd’s death. It seems appropriate for us to send corresponding letters of support to four meetings in Portland, Oregon who are experiencing similar community upheaval and challenges. This is the proposed letter that would be sent out by the clerk of P&SC on behalf of Minneapolis Friends Meeting: “Dear Friends, As we grapple with the issues of racial justice and policing that have been brought to the fore in recent times, we imagine you are facing similar issues. Related to the Quaker testimonies of equality and community, please know we are in this with you, together. Be assured, that with the guidance of Spirit, we hold you in the light through those times.” Friends APPROVED the clerk of P&SC sending out this letter to four Portland Meetings.
- Old P&SC Business – The Meeting Focus for 2020-21. The decision to establish the Meeting’s annual focus on specific social concerns has been on the table for 3 months and has garnered much feedback about the pandemic and social issues, with a growing desire to address racial justice and police reform. P&SC proposes that the focus be – “the Covid-19 pandemic and racial justice” [“- police reform” was removed from the focus statement] Discussion: Some still felt the topic needs more discussion, especially regarding police reform and the meaning of that term, since it can be taken positively or negatively. There was agreement to keep the focus on COVID-19 and on Racial Justice, since “racial justice” can encompass the whole question of police reform. The Meeting agreed to the revised focus.
- Reports:
- Friends School of Minnesota Update – Evelyn R, recent clerk of Friends School Committee She wanted to follow up on materials that had been distributed a few months ago. She provided information on the leadership transition that occurred at the end of June. Rick J resigned in March and the Executive Committee has considered pausing before selecting a new head of school, to see what the school needs in its leadership since recent appointments to the position have not been working out in the long run. They are considering how the school’s leadership structure might be better re-designed for future needs. An interim head of school has been chosen. He is Joe M, a parent of a student and a former elementary school principal. While Evelyn is no longer clerk of the School Committee, she will entertain any of our questions and will forward them to the new clerk.
- Ministry and Counsel Annual Report – Bill H [See Attachment 3]
- Tom W presented the Death and Memorial section of the report. [Attachment 3] There was no discussion
- Request for Membership – Ministry and Counsel received a letter requesting membership from Patrick H. A clearness committee met with Patrick, and Ministry and Counsel forwards his name to be approved into membership in Minneapolis Friends Meeting. Friends APPROVED the membership of Patrick H.
- Worship Schedule in the Fall – M&C is anticipating changes to the schedule of worship in September, when Meeting usually returns to a normal schedule (9AM unprogrammed worship / 10:15 AM religious education – adult program / 11:15 AM semi-programmed worship). With the pandemic not abating, M&C is considering having Meeting remain on a schedule of one service of worship each Sunday, alternating between semi-programmed and unprogrammed. Times might have to be adjusted some to better accommodate First Day School and Mid-morning Program. The thought is to have worship first, followed by First Day/Mid-morning Program. Meeting Clerk suggested we poll the Meeting on the Google Group to get comments before we consider the proposal in September. What are the concerns and the positives about continuing with one worship service on Sunday?
- Shepherd Scholarship Annual Report – Allen G [See Attachment 4] The report details the history of the scholarship since its inception in 1977. In 2019 one grant was made, totaling $2,000. To date the scholarship has given out a total of $212,000 in grants. Since there was insufficient time for the complete report, it will be posted in the minutes and Meeting can approve it next month, after reviewing it. There was no Discussion. Memorial Minutes for Louise W and Mumia S – Clerk These will be held over to next month. Louise’s is written. Mumia’s has been written and was forwarded to Adelphi meeting in Maryland for their additions, since Mumia was a long time member of their Meeting and had retained his membership there.
- Closing Worship
ATTACHMENT 1
DRAFT- Designated Fund for Caring/Hardships/Sufferings.
On June 18th, an ad hoc committee of Linda C, Terry K, Connie A, John St, Sandy O and Marilyn J met to design a Designated Fund for Caring/Hardships/Sufferings
We propose:
- Care and Counsel Committee and Trustees share the responsibility of overseeing the Caring Fund, with Care and Counsel handling requests, and Trustees handling the financial oversight.
- Meeting members and attenders should be made aware of its existence and purposes.
- Distributions from the Fund are made strictly confidentially.
- The Care and Counsel Clerk is the contact person for requests.
- These people are eligible to receive funds:
- People connected with the Meeting (members and frequent attenders), but not extended family members or friends of Friends [this is language taken from the COVID-19 fund]
- If someone unknown applies, the response could be, “We’re sorry, we don’t know you. Are there people in the Meeting who do know you that we could talk to?”
- The Clerk of Care and Counsel Committee will discern if the applicant receives funds, consulting with other members of Care and Counsel as needed.
- A brief application form was created for the COVID-19 fund; we could use it as a model.
- For this new fund, we should require a “brief explanation of your circumstances” rather than just an expression of need.
- To qualify, this must be “a need that they cannot meet through other resources.”
- Generally, a person who has received funds from the Covid-19 fund could not receive funds from this Fund for Caring/Hardships in the same fiscal year. This is open to the discretion of Care and Counsel, and could depend in part on the balance of the Fund for Caring/Hardships.
- Frequency of receiving funds:
- A person can receive a total of $3,000 over 6 months.
- At the end of that time, another grant might be possible but would require discussion of the need and determination of the funds available.
- The Care and Counsel Committee would inform the Trustees when a grant is to be made. The Trustees will write the check. All contributions to the Fund should go through the Meeting.
- As with any Designated Fund, the Fund for Caring/Hardships/Sufferings is kept separate from the Meeting’s general operating funds, and administered with Trustees funds. It will be ongoing, until or unless need requests subside. Trustees will review and report on the status of the fund annually. Then Monthly Meeting for Business can make decisions about the Fund, considering the recommendation of the Trustees, depending on whether the need for it continues.
- As long as the Fund continues, its balance is carried forward from year to year. It is replenished as needed from Meeting general operating funds and/or by restricted/designated contributions to the Fund by members of the Meeting. We propose budgeting $1000 per year, and pay this only if funds are available (as we do with some other funds).
- In any year when no one uses the Fund, we do not make the budgeted contribution.
- Care and Counsel should report to the Meeting once a year about the number of people who have received distributions. It’s important to keep the details of all distributions confidential in order to protect the privacy of Friends in need.
- Trustees should report to the Meeting once a year about the aggregate number of distributions, the total amount distributed, and the balance in the fund (so the Meeting can decide on replenishment).
- To seed the Fund initially, we propose
- Open the fund for contributions for 30 days, then go to Meeting for Business and ask for a match for the collected funds (up to $25000 taken from operating funds).
- We could stop the match if it exceeds our available funds (no need to stop the open donation period; we just have a cap on what Meeting will contribute)
- At some point the COVID-19 fund could be rolled into this fund (to be a decision of a later Meeting for Business. We expect needs due to COVID will continue for quite a while.)
Thanks for considering this proposal.
Attachment 2
Peace and Social Concerns Committee – RACIAL JUSTICE/POLICE REFORM GROUP REPORT
TO MFM BUSINESS MEETING AUGUST 2020
The special P&SC committee that is discussing racial justice and police reform has been meeting every two weeks since Jun 24. About 20 MFM members have been actively involved. The group believes that we should approach these issues with our membership in both an inward leaning spiritual way, and an outer leaning social justice activism way.
Actions to date:
- Creation of a book group discussing My Grandmothers Hands. The book group is meeting every two weeks and is being led by Mary J P, assisted by John.
- The public worship group led by Nettie S and Debbie J will be considering future locations for worship significant to the racial justice movement in the twin cities.
- Much information and creative ideas have been shared in the group and is under ongoing consideration.
- Many have suggested partnering with local organizations active in the racial justice movement in the twin cities. Friends for a Nonviolent World and Isaiah have been suggested. Both have been investigated.
- FNVW has a program called Bridging the Divides established to work on police/community relationships. It is beginning to form ideas on the current racial justice/police reform issue, but is not ready to begin active engagement. We will continue to monitor their activities.
- Isaiah is very active in these areas in addition to voter outreach programs. Ideas have already been raised about MFM joining Isaiah. Twin Cities Friends is a member of Isaiah and Annika F a member of TCF will address our mid-morning program in Sept concerning their experiences as a member.
The committee would like the MFM Business Meeting to consider the following proposal regarding Isaiah: The P&SC group on racial justice/police reform believes that Isaiah would be a good organization to collaborate with on this issue. We do not feel that it is necessary to join as an official member at this time. Our suggestion is that a smaller group of members begin to get active with Isaiah in both the racial justice program and public policy initiatives. Some members have already received orientation training from Isaiah. We encourage all members of the meeting who have an interest, to investigate Isaiah on their website, and possibly participate in one of their introductory sessions.
We would ask that the meeting support our leading with a Minute of Support. Suggested Minute: “Our Peace and Social Concerns Committee with concern for racial justice and police reform in Minnesota, is led to collaborate with Isaiah of Minnesota on these concerns. Our meeting has considered this issue and the leading for members to work with Isaiah. We entrust the Committee to this work and hold its members in the light.”
Other considerations: We suggest that an earlier request of sending letters of support to the Portland Or Friends Meetings be moved on. Jim L has volunteered to compose a message which would be sent by P&SC on behalf of the Meeting: _
“Dear Friends, As we grapple with the issues of racial justice and policing that have been brought to the fore in recent times, we imagine you are facing similar issues. Related to the Quaker testimonies of equality and community, please know we are in this with you, together. Be assured, that with the guidance of Spirit, we hold you in the light through those times.”
We would like to finalize the 2020/21 meeting focus: The Meeting will focus on the Covid-19 pandemic and racial justice-police reform (police reform wording to be dropped or be more specific)
Attachment 3:
Annual Report of Ministry and Counsel
July 2019–August 2020
Reporter: Bill H Current Committee Members: Heidi F, Keitha H, Juliet N, Steve S, Carolyn V, Tom H, Dan J, and Bill H (Clerk). Ex officio members are (Clerk of the Meeting), (Assistant Clerk of the Meeting), (Clerk of Care and Counsel), and recorded ministers: Gayle M and Barbara C
Ministry and Counsel Committee Charge: The Ministry and Counsel Committee of Minneapolis Friends Meeting provides care, nurture, and support of the meeting as a whole, including the meetings for worship and the spiritual well-being of the meeting community.
- Responsibilities include the items below.
- To exercise general care of meetings for worship, including meeting for worship with a concern for business, weddings, and memorial services organized by its Death and Memorial Subcommittee.
- To be mindful of whether the structures and operations of the meeting are consistent with Quaker faith and practice.
- To arrange for care of the two meetings for worship, including closers, microphone carriers, speakers, and musicians.
- To develop opportunities for deepening the spiritual life of the meeting community.
- To nurture the development of leadership within the meeting and to support committee clerks and the clerks of the meeting.
- To meet with people exploring membership or marriage under the care of the meeting and facilitate membership and marriage clearness committees.
- To help prepare state of society reports.
- To encourage attendance at Yearly Meeting and other events of the wider community of Friends.
- Structure of Ministry and Counsel
- Nominating Committee nominates a minimum of six, seven or eight members for staggered three-year terms with one person nominated as Clerk. MFM membership is required to serve.
- Ex-officio members would include the Meeting Clerk, Assistant Clerk, Recorded Ministers, and the Clerk of the Care and Counsel Committee.
- Ministry and Counsel would incorporate tasks of both Care of Un-Programmed Worship and Care of Semi-Programmed Worship Committees.
- Death and Memorial Committee would be retained and would be a sub-committee of Ministry and Worship Committee
- Accomplishments:
- Facilitated the formation of a clearness committee for marriage, and a clearness committee for membership.
- Coordinated three semi-programmed worship services on the fifth Sunday of the month.
- Facilitated two listening sessions about our leadership transition and a third listening session about the administration of pastoral care.
- Participated in and facilitated programs during Mid-Morning
- Provided care for committees that reached out to us for help by both providing counsel but always participating in those committees’ activities.
- Formulated a proposal about the separation of Ministry and Counsel into two committees: Ministry & Council with its duties as described in this report and the new Care & Council with its function of facilitating pastoral care.
- Then presented the proposal to business meeting. (Bill note Care and Counsel was approved in Oct. 2019. New M & C on another date. You might want to note these.)
- Coordinated pastoral care from April 2019-March 2020 through phone-calls, visits, practical assistance, and prompting care of many other persons.
- Responded to concerns regarding worship both the ministry and depth of worship.
- Facilitated the means and access to worship on Sunday and other days of the week because of concerns related to the continuing Covid 19 Pandemic.
- We provided phone coverage on days when the Interim Meeting Coordinator was not in the office or was on vacation.
- Challenges
- Ministry & Counsel’s challenges continue to be care for worship, both its quality and depth. We seek that is it grounded and centered in spirit. We realize that this is a more significant challenge, particularly in today’s political climate, racial strife, and the corona pandemic. We recognize that there is a need for emotional healing and sharing. Finding that balance will be our chore.
- Supporting our committees and their leadership and providing members and attenders opportunities to participate in workshops and programs to become better clerks and ensure that Minneapolis Friends will have individuals guide us in the future.
- Lastly, to be welcoming to our visitors and first-time attenders so that that they will feel the warmth and light of your meeting.
- Upcoming points of attention
- Ministry & Councils’ is currently working towards conducting a workshop with Christopher S, Former Clerk of Northern Yearly Meeting and General Secretary of New York Yearly Meeting, Spiritual Counselor, and offered several workshops at Friends General Conference.
- Heart of Worship
- Where words come from
- Ministry & Councils’ is currently working towards conducting a workshop with Christopher S, Former Clerk of Northern Yearly Meeting and General Secretary of New York Yearly Meeting, Spiritual Counselor, and offered several workshops at Friends General Conference.
Committee: Death and Memorial Committee
Reporter: Tom W Committee Members: Jim B, Lindy V, Gayle M, Nancy H, Sarah A, Bill H, Lin B, Tom W (Clerk)
Short description of the committee’s charge: Death and Memorial is a subcommittee of Ministry and Counsel (D&M). Our role is to represent the meeting at the time of a person’s death, providing support and guidance to the family from the time of death, through the memorial service, and beyond, while coordinating the outpouring of support from our Meeting community. We assist in all aspects of the memorial service, from planning the service to setting up the meeting room, from carrying the microphone to greeting attenders and officiating from the facing bench. We coordinate the reception with the family and will enlist support from the social committee and other members/attenders, as needed. The advent of COVID-19 has radically altered how the committee interacts with the family and how we participate in electronic broadcasts of services, since the meeting house is closed to all in-person activities.
D&M also provides supportive materials for people experiencing grief/loss and conducts information sessions on relevant topics such as advanced directives, alternative burials, aging and loss. Our most recent educational program was conducted via Zoom on May 17, 2020.
Accomplishments: In the last year we coordinated three memorial services and one funeral service.
1) Pat M died 7/5/2019. Her memorial service was held on 8/3/2019 at Minneapolis Friends Meeting
2) Norman L (Pat and Roger M’s 7 year old grandson) died 2/16/2020. His memorial service took place on 3/7/2020 at Minneapolis Friends Meeting
3) Mumia S died 5/31/2020 of COVID-19. His funeral and burial on 6/4/20 was our first Zoom broadcast and it was streamed from the cemetery in Bloomington both locally, and internationally, to Kenya. Mumia was a member of Adelphi Friends, Maryland but had attended Minneapolis Friends Meeting in recent years.
4) Louise W, a long-time member and Friend, died on 5/27/2020, with a wonderful memorial service streamed on Zoom on 6/28/2020. She was interred in the meeting’s plot in Lakewood Cemetery.
Challenges
1) Adjusting to taking the lead role following a death, rather than assisting the former Director of Ministry.
2) Working with bereaved families and with the meeting to provide support and to facilitate remote memorial services in the presence of COVID-19
3) To figure out our committee’s role and how we will operate going forward when so many of our duties and expectations have been altered or eliminated by COVID, yet the need to support bereaved families will continue, or even grow larger.
Upcoming points of attention
1) To expand the depth and redundancy of leadership within the committee to better share the workload that has shifted dramatically with COVID. There has been less for committee members to do overall in assisting with memorial services, while there has been an increase in one-on-one coordination and planning to put on the Zoom services.
2) To develop expertise within the committee and within the meeting to conduct effective remote telecasting of memorial services that meet the needs of bereaved families while adhering to COVID restrictions set by our Meeting and the State of Minnesota.
3) To review our committee’s relationship with Ministry and Counsel and with Care and Counsel Committee to ensure the needs of bereaved families are being met before, during and long after a loved one dies.
Submitted by Tom W, Clerk
Attachment 4
Shepherd Scholarship Committee
Annual Report
July 1, 2020
History of Shepherd Scholarship
In 1977, long time members of the Meeting, R and Z Shepherd, challenged the Meeting to create a scholarship fund, to be available to members and children of members of Quaker meetings of five years standing. With such a fund, annual scholarships would be available to support qualified individuals pursuing degrees at post-secondary education institutions, with a preference for individuals directly associated with Minneapolis Friends Meeting,
For many years, Roland had worked for a small Minnesota corporation named PDQ, and owned one-third of its shares of common stock. The Shepherds offered to donate all of these shares in order to fund the Trust, if the Meeting would establish such a scholarship fund. The Meeting agreed to this challenge and entered a Trust Agreement creating it. The Trust, which is a legal entity, would be available to administer a scholarship fund, and it is now known as The R and Z Shepherd Scholarship Fund. The Trust is governed by Trustees, originally named in the Trust Agreement, and successor trustees were subsequently appointed by other Trustees in conformity with the requirements of the Trust Agreement.
The Shepherds donated the PDQ shares to the Meeting and the Meeting then sold the shares for approximately $67,000.00 to fund the trust. Over the years, the Shepherds and another Meeting member donated additional funds to enlarge the corpus of the Fund, and the Fund also grew through the prudent investment of the assets of the Trust. Initially, all of the assets of the Trust were invested in certificates of deposit. However, when the rates of return bottomed out for certificates of deposit, the Trustees invested in stocks and bonds to secure better rates of return. While the rates of return have risen significantly, the assets generating these rates of return have nevertheless been subject to wide fluctuations in their market value.
Current Policy of Shepherd Scholarship
Corpus, is the Net Portfolio Assets, currently invested with Stifel in bond funds and corporate stocks. As mentioned, these assets will fluctuate in value over time and are clearly indicated in each monthly statement issued to the Trust. Since its inception in 1977, Shepherd Scholarship Trustees have met their fiduciary responsibility by never selling an asset to fund a scholarship.
Cash equivalent is the income generated by the Net Portfolio Assets (investments) and may be available for each year for scholarship awards.
The Trustees lean toward conservative use of cash equivalent, weighing the option to reinvest some of the cash equivalent to enlarge the asset value of the Fund.
The Trustees have adopted a policy that Cash equivalent available for scholarship will be determined on March 31 each year, coinciding with the fiscal year of the Minneapolis Friends Meeting. Distracted by the COVID-19 pandemic, the Trustees have not yet solicited any scholarship applications for 2020.
History of Current Capital Assets
(Prior to the Trustees adoption of the above definition of Corpus, the Trustees followed a concept of Minimum Principal Amount, set this Amount in the Trust at $187,600.00, and the “face values” of the investments are in excess of this amount)
Under the terms of the Trust Agreement creating the Scholarship Fund, disbursements for scholarship grants are made from interest only.
Grant History
Grants in 2019: one grant, $2,000.00, which has been distributed
Grants made from the fund to date: $212,414.25
Original Trustees: Alfred V, Joe W, John P
Current Trustees are: Allen G, Clerk, Linda C, Betsy S, Ann M, Tom W, and John K, Clerk of Monthly Meeting, ex officio.
Allen G, Clerk