Minneapolis Friends Meeting

Minutes of Monthly Meeting for Business

November 14, 2021

[Names and some info have been edited for publication on the web]

 

In Attendance: John K. – presiding clerk, Tom W. – recording clerk, Bill H. – Zoom host, and 37 attendees

1. Silent Worship – Acknowledging the passing of Barbara C. and Sue M.

2. Agenda – Approved  with some additions

3. October Minutes – Approved

4. Ministry and Counsel (M&C) Report – Bill H.  [See Attachments for full report] Friends are asked to check the bulletin to identify the Zoom host for each service and to call the designated host for connection issues.  Bill has been our long-time host and is transitioning out of that role.  Also, M&C wants to thank all the people who regularly pick up messages left on the Meeting’s phone line.

M&C is asking closers of unprogrammed worship and semi-programmed worship to follow some changes to the protocols that are in place to provide a consistent experience at the conclusion of worship – specifically, following semi-programmed worship, Friends will be asked if anyone has a message that did not rise to the level of vocal ministry, and there will be a request for joys and concerns.  This is the same process currently used following unprogrammed worship. In addition, newcomers will be asked to leave a message in the chat room on Zoom if they would like the Welcoming Committee to follow-up with them.  The Host will have to enable the chat function at the conclusion of each worship.  See Attachments for a complete description of the process.

A year ago, Judith J. and others did some initial research in the possibility of hiring a youth and family coordinator. M&C and Care and Counsel Committee (C&C) are working together to continue the process and have decided to create an ad hoc committee to define the role of a Children and Youth Coordinator.  The ad hoc committee will be under M&C’s care. This committee would look at what other meetings have done and would define the job for Minneapolis Friends, including number of hours, pay, and job description.  Keitha H. will clerk the committee and Judith J. will serve on it, representing Care & Counsel.  More volunteers are sought, including a representative from Liaison and Review.  Rae C, Tom We. and Allen G. volunteered to be on the ad hoc committee. The ad hoc committee is exploratory and nothing more.  They will report back in two months to M&C and C&C.

Discussion: a request was made to consider including youth and parents of children on the ad hoc committee.  Also, concern was expressed that two months is not enough time to for the ad hoc committee to complete its work.  Clerk of M&C said that the timeline was established by M&C and C&C and they can extend the time as needed, but he thought it best that they work out any changes to the timeline with the ad hoc committee.  In other points of discussion, Presiding Clerk amplified what Bill had said about paying attention to who is hosting the Zoom program.  Also, question was raised about the ending time for semi-programmed worship on the second Sunday of the month when worship follows monthly meeting for business. Does it end at 12:00 PM or 12:15 PM?  There was considerable discussion.  Generally, the pattern has been to end worship at 12:15, but some thought that to be fair, the service should end at 12:00, since unprogrammed worship service is routinely shortened by 15-20 minutes to accommodate the early start of meeting for business. Others thought that the morning has too much going on and activities should not go past 12:00PM.  Presiding Clerk indicated that since we started having business meetings on Sunday mornings, sandwiched between the two worship services, if additional time was needed to complete business, we would continue the business meeting after semi-programmed service at 12:15 PM. There needs to be some flexibility on ending if business meeting goes long. Friends APPROVED ending semi-programmed worship at noon on business meeting Sundays. 

Clerk of Death and Memorial Committee requested the Minutes reflect the recent death of two dear members of Minneapolis Friends Meeting.

• • • Sue Murray died Wednesday, 10/27/2021, born on 5/13/1929, 92 years of age.  Her memorial service is scheduled for Saturday, November 27 at 2:00 PM. It will be entirely on Zoom.
    • Barbara Coffin died Tuesday, 11/2/2021, born on 4/12/1920, 101 years of age.  Barbara’s memorial service is scheduled for Saturday, December 11 at 2:00 PM. It will be entirely on Zoom, as well.

 

5. Committee Reports:

A. Stewardship and Finance 2^nd Quarter Update – Mike F.    Thanks to everyone for their continuing donations.  Keep in mind that the end of the calendar year is approaching, and this is usually the greatest time for donations. In the 2^nd Quarter (July 1-Sept 30) donations were $18,838 and expenses were $12,850. Some expenses still continue even though we are not in the building.  The yearly budgeted amount for donations is $136,490. So far, for the first 2 quarters, we have taken in a total of $39,338 (29 % of the yearly budgeted amount) and have expended $22,548 (17% of the yearly budgeted amount).  While we are drawing down the contingency fund for ministry staff, the budgeted line-item expenses for the year are significant.  Some expenses have gone up, such as internet and Zoom costs.  Many of the program checks don’t get written until June. The Ad-hoc Covid Relief Fund is being used and it may exceed the budgeted $10,000 by March.    Discussion: What is the status of the special technology fund for digital equipment for telecasting on Zoom?  Stewardship does not oversee this fund.  It is the responsibility of the Trustees. Presiding Clerk indicated this would be addressed next month.  Designated checks are still being accepted, although the original $10,000 matching fund has been met, so any new donations will not be matched … Has money been set aside for the religious education coordinator position?  Yes, it is in the budget. Once we are back using the building for worship, there will be money available to cover a religious education coordinator. Presiding Clerk indicated that the old line item for directory of ministry has been carried over in the budget and that amount could be used for another purpose, such as paying for a religious education coordinator …  Friend asked if the donations received, so far, have covered our expenses.  Yes …   Another Friend wondered if it is time to creatively spend the money that has been allocated for director of ministry/ religious education coordinator.   Presiding Clerk reminded us that just because there is a budgetary line item does not mean we have captured the money. Meeting has been reducing the line item for director of ministry, and while we are taking in more money than we have been spending, what we do with the line item for director of ministry remains an ongoing question.  Maybe it is time to consider a special meeting to just discuss money, to make sure we are doing the right thing with our resources. …  Friends reminded us that many large payments are made at the end of the year, such as to the building fund, trustees, etc.; and we anticipate some significant expenses to maintain or improve the meeting house.   Friends APPROVED the 2^nd Quarter Financial Update.

B. Camp Committee Annual Report – Ed S.  (See Attachments for complete report) “Fall Together” was held at Fish Lake Regional Park.  About 30 people attended and all activities occurred out-of-doors. The park pavilion had been reserved but was not used. The planned activities were well received, with the highlight of the afternoon being the outdoor meeting for worship.  Discussion:  There was no written record of attendance, and we missed the names of a new family that took part in the “Fall Together” for the first time. Friend asked about the costs, which were around $400 for rental, and just some miscellaneous supplies needed.  There was no food, so that was not an expense.  Friends expressed a lot of support for the camp experience and for the camp committee. “Fall Together” was wonderful, and the weather was great. Special thanks to Clifford for getting the cows and turtles, and special recognition to Wina M., who continues to serve on the committee while living a long way away.  Friends Accepted the Camp Committee Report.

C. Peace and Social Concerns (P&SC) Winter Gift – There was no report, but Presiding Clerk asked us to notify P&SC of any ideas for the winter gift.  They will be making their proposal to monthly meeting next month.

D. Child Welfare Annual Committee (CWC) Report – Rae C.   Currently, the committee has only two members, Rae and Sally W.   The committee’s charge is to assure the welfare of all children and youth participating in Meeting sponsored events and activities through clearing adult volunteers and informing volunteers on the policies and procedures of the Child Welfare Committee. They also develop a legal and supportive system for reporting concerns about a child’s physical, emotional, or sexual welfare. Prior to Covid they were busy getting everything up to date, but then Covid happened. Everything stopped, and they have done nothing since. There have been no requests for clearness and religious education is not meeting right now. Rae expressed interest in working with the ad hoc committee reviewing the role of a Children and Youth Coordinator.  The CWC has not met this year.  There was no discussion.  Report was Accepted.

E. Technology Update – returning back to meeting house –  Terry K.   Roger M. and Terry have been meeting, weekly, and some of the equipment, cameras and cables have been delivered.  The new speakers are delayed, perhaps arriving in January, but it may be possible to use the old speakers, temporarily.  The TV monitor and stand should arrive in a couple weeks. It will take some effort to assemble everything, and it will probably be January before the system is set up. They want to do extensive testing before going “live”; and we need to find volunteers to learn and to operate the system. They are looking for a younger tech-savvy individual to operate the system – maybe from the Friends School or the child of a Meeting member. They have been involving Mayim Rabim in the planning. Discussion: Presiding Clerk encouraged Terry to ask for help before attempting the heavy work and those interested in assisting should call Roger or Terry directly.  A Friend suggested the mid-week meeting might be a good way to test going “live”.  M&C has discussed what role Terry and Roger may have going forward, once the system is up and operating.  Terry indicated the two of them want to remain involved until the system is working, and, maybe, for a longer time even when someone else is in charge of the system.

6. Nominating Committee Request – Carolyn V.    The work of Nominating Committee begins in earnest next month. Friends are reminded that participation on Meeting committees is a way to strengthen our commitment, but perhaps, more importantly, it is a means to personal enrichment. She suggested that since there is no active Religious Education Committee at this time, Meeting might want to organize an adhoc group for intergenerational activities, such as ice skating, etc.  If you are interested in organizing or in participating in such an event, would you let Nominating Committee know of your interest.  They will work with the Trustees to make ensure Covid safety protocols are followed.  Friend remarked how important it is to keep in touch with our families and to inquire how they are doing. Terry and Roger will work with Nominating to help define the technical position for our growing hybrid meeting capability. Presiding Clerk says a job list is being developed and Nominating is reviewing what that will entail.  There was no further discussion.

7. Correspondence: Friends for a Non-Violent World (FNVW) sent a thank-you note, thanking us for our all our commitment to them.  They are making a special request for additional financial support to help them during Covid.  They do participate in Give to the Max Day.

8. Worship

ATTACHMENTS

MINISTRY AND COUNSEL REPORT 

November 14– Ministry and Counsel Report
This month M&C (Ministry and Council met Thursday, November 4, 2021, 7pm CDT

Lolly, Bill, Keitha, John K, and Juliet were in attendance.  We wish to thank the following folks for picking up the phones. They are picked up daily (most of the time), M&C wish to thank these people–Sunday: John, Monday: Nettie, Tuesday: Keitha, Wednesday: Carolyn, Thursday: Carolyn, Friday: Carolyn, and Saturday: Juliet. At this month’s meeting the committee considered the and is implementing the following closing protocol.

Unprogrammed Worship Closers

(No opening worship introduction of the closer, just silence)

Welcome participants at 10:00. M&C prefers that you do not thank vocal ministry during worship. Keep your eye on the time so there is at least 5 minutes of free time before Mid-Morning Program starts at 10:15. If there is equipment that must be set up before 10:10, you will be notified by someone from MMP before worship.

Ask if there are any visitors or anyone who has been away for a time. Ask visitors to enter their name and contact information in chat, if they wish, so that we may contact them. The host needs to be prepared to open chat.

Ask if anyone has a message that did not rise to the level of vocal ministry.

Ask for joys and concerns.

Ask for announcements that are not in the Bulletin. Ask for a brief announcement about the MMP that follows worship.

Say participants may go in peace, or equivalent words, or stay for MMP.

Note: On the second Sunday of the month, close worship at 9:40 and after welcoming everyone, ask only for visitors or anyone who has been away for a while to introduce themselves.

Say that Worship with Attention to Business starts at 10:45, ____ minutes from now.

Semi-programmmed Worship Closers

A short time after 11:15, announce your name and state that you are closer today. Follow with ______ (name of speaker) who will speak out the silence today or that worship will be held in silence.

Note that on the second Sunday of the month, which is Worship with Attention to Business, that Business may go occasionally over time past 11:15 for a short time.

Welcome participants at 12:15. M&C prefers that you do not thank vocal ministry during worship.

Ask if there are any visitors or anyone who has been away for a time. Ask visitors to enter their name and contact information in chat, if they wish, so that we may contact them. The host needs to be prepared to open chat.

Ask if anyone has a message that did not rise to the level of vocal ministry.

Ask for joys and concerns,

Ask for announcements that are not in the Bulletin.

Ask the host if there will be breakout groups.

Close, saying that participants may go in peace, or equivalent words, or stay for the breakout groups.

We are adding the request for messages that did not rise to vocal ministry during the close in the hopes that our worship will be deeper and less conversational. Ministry and Council is once again hearing from individuals that they feel folks are being less discerning when it comes to giving vocal ministry. As I person that speaks frequently, I pass the advice on that has been given to me. “When receiving a message that you feel led to share. Ask yourself is the message for you, is it given to you to share with someone else after meeting or is it to be shared during worship.

About a year ago Judith J. and others did some initial research in the possibility to hiring a youth and family coordinator.  A discussion of the idea continued with both Ministry & Counsel and Care and Counsel.  After consideration and involvement of both committees. The committees decided that under the care of M&C, to form an Ad hoc committee from the Meeting to define the role of a Children and Youth Coordinator. This committee would look at what other meetings have done, define the job for Minneapolis Friends (including number of hours, pay, and job description).”  Keitha H. will clerk the committee and Judith J. will serve as well both because she volunteered, and she is a member of Care & Counsel.  Both committees would like a participant from Liaison and Review as well. This committee would serve for approximately for two months and deliver their report to both M&C and C&C for consideration. This is an exploratory committee… nothing more. With the clerk’s permission I would like to ask for volunteers. This ends the report.

 

2021 Camp Committee Report                       11/14/2021

Fall Together was again held at Fish Lake Regional Park. We gathered near the pavilion around 1:00 and broke up around 5:00. We had a gathering of 30 plus people from the Meeting. The participants enjoyed the planned activities, but the highlight was the outdoor Meeting for Worship.

This was a much-abbreviated camp experience. Because of the Covid pandemic, it was all outside. There was a concern if we should even have Fall Together this year. The Spirit guided us to ask the Meeting community if they wanted Fall Together this year. We asked people to call in and say they would come to a shortened, outdoor time together. Meeting attenders were led to call and express interest in attending.  As a committee, we said we would do the work of planning the event if 20 people called in wanting Fall Together.  There were enough interested, so the committee went ahead with the gathering.

The camp committee is a strong committee of Wina M. (co-clerk), Andy S., Phil L., Clifford G., Allen G., Susie K., and Ed S. (co-clerk).

It is our task to organize an outdoor venue for Meeting to enjoy. Fall Camp has taken many forms over the years, always bringing fellowship, food, and fun to all that have participated.