Minneapolis Friend Meeting

Minutes of the Monthly Meeting for Business

February 13, 2022

[Names and some information have been edited for publication on the web.] Attendance:  John Kraft—Presiding Clerk, Stephen Snyder—Recording  Clerk,  Sandy Olson—Zoom Host and 47 other participants.

1.  Silent Worship

2.  Approval of Agenda: The agenda was approved. 

3.  Approval of Minutes:  The minutes of the January 9th, 2022 Meeting for Business were approved.

4.  Ministry and Counsel (M&C) Report – Bill H. Ministry and Counsel meets monthly to consider the spiritual state of the meeting community, arrange for closers and speakers at the two meetings for worship, and plan other events.  Bill noted that members of M&C also monitor phone calls on the answering machine on the days when the Meeting Coordinator is not in the office.  Bill will continue shepherding Wednesday evening worship.  In preparation for resuming worship at the meetinghouse, M&C has arranged for a member to schedule music.  Initially music will be limited to a prelude before second worship.  The meeting had previously agreed not to resume singing during Covid.  Ministry and Counsel will offer a Mid-Morning Program on March 6th with two friends sharing their experience with offering vocal ministry.  A second program in April will provide an opportunity for everyone to share experiences with vocal ministry in small groups.   Both events, including other Mid-Morning Programs, will be offered in the hybrid format once meeting resumes worship at the meetinghouse.  M&C also invites clerks or other members of meeting committees to reach out if they need support in clerking or otherwise conducting committee meetings.   Friends accepted the report of M&C with thanks for the work of the clerk and members of the committee.

5.  Hybrid Meeting Technology Overview – Roger M. and Terry K.  Meeting has been working to acquire and set up the hybrid meeting technology since February 2021.  Thanks to the many individuals who helped design, acquire, and set up the meetinghouse for hybrid worship.  Overview:  The sound system has been updated with 4 new microphones, two new speakers which are designed to project sound to all parts of the meetinghouse.  Persons speaking on zoom will be heard on these speakers.  Three video cameras will provide coverage of different areas in the meeting room with one area reserved for attenders who don’t want to appear on camera.  A large television monitor at the front of the meeting room will allow attenders to see those participating on Zoom.  The technology for those participating on Zoom will not change.  Persons will access meeting in the same way they have in the past.  However, the Technology Committee will provide support to assist persons on Zoom who have problems with video or audio breaking up due to limited bandwidth.  Roger noted that training and protocols for operating the audio and video system at the meetinghouse have been developed and will be updated as friends gain more experience using the hybrid system.  The goal is for ease of use but there may be a period of muddling as operators and attenders learn how to best make use of the new technology.  Discussion:  Clerk noted that Roger and Terry have worked with many people, including members of Mayim Rabim, vendors and others about design and operation of the technology.  It has been a major effort.  Linda C. noted that there were many friends who made significant financial contributions totaling over $24,000 for purchase of the new equipment.  Jim H. wondered if the hybrid technology will require a director to manage it during meetings for worship.  Roger indicated that little direction will be needed for the first hour of worship.  However, Mid-Morning Programs and second hour worship may require someone to operate the cameras to cover the podium and other activities that may take place. Several friends wondered about protocols for returning to in-person worship.  Masks and social distancing will be required, and vaccinations are encouraged.  Linda C. and others are reviewing the protocols, including cleaning, to be sure friends can safely return to the meetinghouse.  Clerk reminded friends that meeting agreed to resume worship in the meetinghouse once the hybrid technology is in place.  The technology is in place now.  Clerk saw three area needing clarification.  It is important that Carolyn, the Meeting Coordinator, feel comfortable with friends moving into her workspace.  Meeting will also have to resume cleaning on a regular basis and have persons to operate the hybrid technology until the new Technology Committee is in place in April.  Terry and Roger are willing to operate the technology to get started but others are invited to reach out to them for training to help.    Jeannette R. indicated that the Liaison and Review Committee will contact Susan H. about her willingness to resume cleaning.  Clerk will follow up on cleaning and tech support and hopes that friends can resume in-person worship by the end of February.  Clerk asked friends for continued patience as members work through problems that may arise as meeting implements the new technology and responds to the changing nature of the pandemic.

6.  Committee Reports:  

a.  Stewardship and Finance Preliminary Budget Report– Mike F. Each year the Stewardship and Finance Committee prepares a budget for the coming fiscal year which begins April 1 and ends on March 31 of the following year. Mike presented a preliminary budget in preparation for bringing the final proposal to meeting for business in March.  For several years, one of the large items in the budget has been a salary line for a possible Director of Ministry position.  Since no action has been taken to fill such a position the committee would like guidance on whether to include this line item in the 2022-23 budget. Meeting is considering hiring a nursery and religious education coordinator so these line items would continue to be in the budget should the positions be filled.  The committee projects that plant operations, utilities and costs for internet will likely be higher next year, but most other expenses will be in the same range as this year. Committee members are still gathering information from committees about their fiscal needs and this information will be included in the final budget proposal.   Expenses in this preliminary budget, that includes the line item for a Director of Ministry salary, are projected to be $136,740.  If meeting agrees to discontinue the line item for Director of Ministry, the proposed budget would be reduced to $110,740.  The committee’s preliminary report did not include any projection for income in the next fiscal year.  Discussion:  Clerk asked for thoughts on removing the line item for a Director of Ministry salary.  Diane B. suggested that meeting may need to address the emotional issues related to this item before deciding.  There was no further discussion or guidance offered to Stewardship and Finance on this question.  Nettie S. noted that members of meeting are aging, and meeting may want to include a contingency fund to hire persons to provide pastoral care and or assistance operating the hybrid technology.  Clerk suggested that meeting not put money in a contingency fund, but rather budget based on known needs which are brought to meeting for business and approved.  Carolyn V. wondered how the pandemic may have affected financial contributions and suggested the Stewardship and Finance Committee provide information on meeting’s income, the number of contributors and projected income for next year.  Clerk thanked Mike and committee members for their work and recommended this draft budget be distributed more widely on google group and Carolyn’s distribution list.

b.  Nominating Committee Preliminary Report – Carolyn V. Carolyn expressed gratitude for the many friends who have agreed to serve or continue to serve on meeting committees. The committee is seeking additional persons to serve on Stewardship and Finance, Care and Counsel and Ministry and Counsel.   No positions on the Religious Education Committee have been filled nor has the position of Auditor.  A copy of the committee’s report is attached to these minutes.  A final report will be presented for approval at the March meeting for business.

7.  Closing Worship  Clerk noted the past and continuing emotional and physical stress that two years of pandemic, the political environment and continuing isolation have taken on our relationships, work, and meeting.  Let us hold one another with tenderness and patience as we go forward into this year of continuing uncertainty.