Meeting for Business Minutes, May 8, 2022
Minutes of the Monthly Meeting for Business
Minneapolis Friends Meeting
May 8, 2022
[Names and some content have been edited for publication on the web]
In attendance: John Kraft—Presiding Clerk, Stephen Snyder—Recording Clerk, Zoom Host—Marilyn Johnson and 38 other participants.
1. Silent Worship
2. Approve Agenda: The agenda was approved.
3. Approve Minutes: Minutes of the April 10, 2022 Monthly Meeting for Business were approved.
4. Brief Hybrid Meeting update – Clerk noted that there continue to be some problems in implementing the hybrid technology and again thanked attenders for their patience as the bugs are worked out. Special thanks to Terry K. and Roger M. for their persistence in troubleshooting these problems.
5. Ministry and Counsel (M&C) Report and State of Society Review– John C. Members of Ministry and Counsel are Lolly L. John C. (Clerk), Keitha H., Juliet N., Jane F., and Mary B. John K. is an ex-officio member as Clerk of the Meeting. As part of its concern for the quality of worship, M&C asks attenders to make sure their electronic devices are turned off or silenced before entering the meeting for worship. Greeters are invited to remind arrivals to turn off their devices when entering the meetinghouse. M&C will also put a reminder in the bulletin. Committee members continue to reach out to Friends, especially younger members of the meeting community, encouraging them to bring their spiritual experiences and messages to second hour worship. Friends are invited to contact John C., Juliet N. or other members of the committee if they have a message to offer. In the absence of such offerings, second hour worship will be unprogrammed as it has been the past two weeks. M&C will facilitate a Mid-Morning Program on May 15th about mystical experience among Friends. The program will explore the meaning of mysticism, allow time for sharing of mystical experiences, and consider how Friends can be open to such experiences. The remainder of the Ministry and Counsel report focused on the State of Society report prepared for Northern Yearly Meeting. John read the report and acknowledged the fine work of Mary B. who drafted the report with the help of Jane F.. During discussion attenders suggested a few changes in language and noted some factual errors to be corrected. Mary B. agreed to include these changes in the final report. A copy of the State of Society Report is attached to these minutes. With those changes, Friends approved the State of Society Report to be read at the upcoming Northern Yearly Meeting Annual Session and accepted the report of the Ministry and Counsel.
7. Committee Reports:
a. Stewardship and Finance Committee Year End report – Mike F. Mike, Clerk of the Committee, noted that the meeting’s fiscal year begins April 1 and ends March 31. This report reflects the final figures of the meeting operating fund for the 2021-2022 fiscal year just completed. Income totaled $101,017 while expenses were only $89, 201. Salary expenditures were much lower than budgeted as the meetinghouse was closed for most of the year and did not employ a nursery or religious education coordinator. Plant operation expenditures appear higher as $11,200 or the $22,400 transferred to the Trustees Building Fund was actually budgeted in the 2020-2021 fiscal year but not paid until after the end of that fiscal year. These funds are to help Trustees cover anticipated porch repair and other building capital expenditures expenses in the coming year. Utility and office expenses were slightly less than budgeted. All contributions to friendly organizations were made as budgeted. Mike thanked everyone for their continued financial support. He also noted that Stewardship and Finance is working with the Meeting Coordinator to normalize the process of receiving and recording contributions. During Covid, the Meeting Coordinator handled much of this work. A copy of the final spreadsheet is attached to these minutes. Discussion: In reply to questions, Mike noted that the meeting paid out $13,500 in Covid assistance and currently has a balance in the checking account of about $140,000. For the past three years the ratio of income to expenditures was as follows: 2019-2020– $96,500/$87,126; 2020-2021–$95,000/$63,000; and in 2021-2022–$101,000/$89,000. Linda C. noted that all contributions and expenditures for the hybrid technology were handled by the Trustees so do not appear in general operating budget. Friends approved the report of with thanks for the work of the Committee and all those involved with managing the meeting’s finances.
b. Operating Funds Audit Report – Linda C. Linda noted that she does not have experience or training in doing financial audits but stepped forward when no one else was available to conduct the audit. In preparing and conducting the audit she followed the model of the previous auditor, Harv B. and consulted with several others who handle funds for the meeting. Linda noted three primary objectives when auditing Minneapolis Friends Meeting accounts. 1. To confirm to donors that resources given to the meeting are used as authorized. 2. To protect those that handle, record, or disburse funds. There should be no suspicion or ill will towards them because of their contact with MFM funds. The audit should increase the level of trust within the meeting and for the individuals who have contact with the funds. 3. To provide assurance that funds are not misappropriated or used fraudulently. The meeting has several checks and balances in place to monitor and safeguard the flow of meeting income and expenditures. The closing of the meetinghouse during the pandemic required some flexibility in these procedures. Being the only person regularly in the meetinghouse to receive and handle mail, the Meeting Coordinator played a large role in handling financial transactions; there was less frequent interaction with the Stewardship Committee Clerk and Treasurers than usual. Linda worked with all these persons to review financial transactions and found no discrepancies in checking account reconciliation and other procedures. The separation of check writing by the Meeting Coordinator and bank reconciliation by the Clerk of Stewardship and Finance provides strong control over the disbursement of funds at MFM. This makes it very unlikely that false checks or checks with large errors could be processed through the checking account. However, when Covid permits good practice would be to return payments to the Meeting Coordinator for expenses to the clerk of the Steward and Finance Committee. Friends approved the audit report.
c. Trustee Funds Consolidation – Linda C. Linda reported that the Trustees of Minneapolis Friends Meeting propose combining several designated funds under its care. Specifically, the Sabbatical Fund would be terminated and its funds moved to the Building Fund as its original purpose no longer exists and there is always a need for more funds for the building. The Mission, Service & Fellowship Fund would be merged with the Nancy Peterson Memorial Fund. The new fund would be named the Nancy Peterson Advancement, Outreach and Service Fund and would have a beginning balance of $19,576. Its purpose would be to assist groups and individuals working on advancement and outreach projects and to provide seed money for youth and other service projects. These mergers would reduce the number of designated funds from seven to five. Friends approved consolidating the seven funds into five funds.
d. Question of Increasing Conference Travel Assistance Level—Linda C. Linda reported that the Conference Travel Fund under the care of the Trustees has a current balance of $5,146. Its purpose is to provide financial assistance to help facilitate the attendance of members and frequent attenders at Quaker-related conferences, gatherings, or workshops that will benefit the Meeting. Currently, individuals may request up to $250 per trip, with a total outlay from the fund of no more than $1,000 per year. A request has been made to increase the amount that may be received per trip. Travel costs have increased meaning a grant of $250 may not be enough to enable the person to attend the planned event. Linda noted that the fund was based on one original donation, has not received any contributions for some time and has no regular revenue source. Increasing the allowed grant amount would quickly deplete the fund. She outlined three possible actions meeting might take. 1) Leave the grant amount as it is, to extend the life of the fund longer into the future. 2) Increase the allowable grant, thereby depleting the fund, to enable more assistance to individuals in the short term. 3) Increase the allowable grant while also making an annual allocation to this fund from the general budget to support the increased grant amount. Discussion: Friend observed that it would be helpful to know how many grants and been made in recent years and for what purposes. Clerk asked that friends consider the three options outlined by Linda and be prepared to act on the request at a future meeting for business.
8. Proposal to Open Meetinghouse for Holiday Fair. Clerk noted that Tom W. raised the question of whether to open the meetinghouse for the annual Friends for a Non-Violent World (FNVW) Holiday Fair this December. The Holiday Fair was held at Friends School of Minnesota last year because of meeting’s concerns about the risks of opening the meetinghouse during the pandemic. The proposed opening this year would not include the traditional food café or the book sale in the gallery to protect the hybrid technology installed there. Otherwise, it would be like the pre-Covid fairs. Discussion: Friends commented that the Friends School might be the better location. It has more space, is better ventilated and last year’s sale there was financially successful. Other Friends missed the fellowship and sense of community associated with holding it at the meetinghouse. One Friend indicated they could not support opening the meetinghouse for the fair because of the continued risk posed by the Covid virus. Clerk noted that there was lack of unity on holding the fair at the meetinghouse at this time. If FNVW feels the meetinghouse would be a better location than Friends School, the question could be addressed again at a future meeting for business.
9. Memorial Minutes Update Clerk noted that memorial minutes have been prepared for Barbara Coffin and Sue Murray. Time did not permit reading of the memorial minutes at this meeting for business, but Friends approved sending the draft minutes to Northern Yearly Meeting to be read at the memorial service during yearly meeting.
10. Correspondence. Each year, the Stewardship and Finance Committee makes year end contributions to several Quaker and other organizations supporting Friends concerns. Thank you letters have been received from the following organizations: American Friends Service Committee, Earlham School of Religion, Quaker Voluntary Service, Friends for a Non-Violent World, Friends General Conference, Friends Committee on National Legislation, Friends World Committee for Consultation, The Division of Indian Works, Northpoint Health and Wellness Center, Under the Same Sun, the Joint Religious Legislative Coalition, Veterans for peace and the Greater Minneapolis Council of Churches.
11. Worship—Meeting for business transitioned to 2nd hour worship at 11:10am.
ATTACHMENTS:
STATE OF SOCIETY REPORT
[Approved by Meeting for Business, May 8, 2022]
There has been a great yearning among members to return to worship in the Meeting house and to the comforts that provides. A major endeavor for Minneapolis Friends Meeting during the last year has been planning and creating a system so that we can meet in person again while also including all who wish to attend Meeting via Zoom. Since Covid has remained with us, plans have been devised and fulfilled for hybrid worship. Two Friends, men who have worked in videography/film, have spearheaded this project. Many members have been involved with them in the design, acquisition and setup of the Meetinghouse for hybrid worship. Members of the synagogue that meets in the building have volunteered as well. A special fund was authorized for equipment required (sound system update, video cameras, tv monitor) and contributions were quite substantial and adequate for the task. There was a mounting sense of anticipation over the year as this system was created and installed. Every month at Meeting for Business reports of the advances have buoyed spirits. Many have felt great joy in being able to return to in person Meeting, even with masks and distancing.
Minneapolis Friends Meeting is a Meeting that has an early unprogrammed First Worship. This is followed by a midmorning program hour, with presentations and talks. Second Worship at 11:15 AM is semi-programmed. In the summer there is just one morning service.
Minneapolis Friends Meeting is a group demographically characterized as mostly white and middle aged and older. The pandemic seemingly has swept away younger families with children and that continues. There is a high level of involvement by members in the activities of the Meeting. Attendance has declined very little over the last year. Meeting has established a Covid Relief Fund that has provided funds to members and attendees through the Care and Counsel Committee.
There are many views on how the last year has been; it has been across a continuum. One member has stated “We have learned again the disappointment of putting our faith in institutions and parties. So many of the cares and troubles that were with us last year remain as troubling this year – the need for police reform, the need for voter rights protections, the existing, disenfranchising structural racism, the increase in violence and threat of violence throughout the world. Even as crisis after crisis break upon us, we remain deprived of the easy, one-on-one interactions that help comfort and console us. In our discouragement, we lean on God for courage, watching for openings where can practice love instead of fear.” Another member has summarized a view of the spiritual State of the Society. It has been maintained, she feels, by Zoom meetings; it has been enhanced by small groups, movies, Friendly meals, and the quality of the worship. It has been challenged by the uncertainty of life at this moment. Several responses have been hopeful that the year will be more like the past, despite masks and social distancing.
Much of the focus of the Meeting over the last year has been directed toward support of members and attendees rather than in person with the community. A gift to a medical facility in a part of city with fewer resources was in the budget; members volunteered in the food pantry there. The Winter Gift was to the Division of Indian Works to support its family programs; Under The Same Sun, an organization supporting the welfare of Africans with albinism; and the Golden Rule, a Veterans Project for Peace project. Voluntary Carbon Tax recipients were a Native American CSA farm and an organization protecting the Mississippi River and its watershed. Minneapolis Friends Meeting participated in Loaves and Fishes, providing to go dinners to participants.
Minneapolis Friends Meeting has continued to work on community problems despite the pandemic. The death of George Floyd and the acknowledgement of the ongoing problems of racism and violence by police have been a huge impetus to promote change. In the summer of 2020 twenty plus members/attendees together read and considered a book on racialized trauma, My Grandmother’s Hands. Two groups grew out of this. The Police Reform group, led by a former public defender, understands that violence by Minneapolis police has been pervasive and unequally inflicted upon minorities The Police Reform group has met with the Mayor, Jacob Frey, police officers, the former acting police chief, and several city council members and has advocated for police reform. The Deep Inner Work of Racial Justice group has worked on making implicit biases more conscious through a variety of activities. Many members were in both groups. In the summer of 2021, another group formed to read My Grandmother’s Hands.
Covid has been a blow to the Religious Education program not only here, but in other Meetings as well. Early on a Zoom program was initiated but didn’t work out and children were referred to the Northern Yearly Meeting program. Over the course of the year there has been much discussion of hiring a religious education employee to start over and reestablish this vital work. The discussion is ongoing. With those under 5 still not able to be vaccinated, it is a difficult situation. At present there is no Religious Education Committee.
The standing committees of Minneapolis Friends Meeting were active this past year. Ministry and Counsel continues to check messages, line up closers and speakers, and has a new clerk. The Care and Counsel Committee was formed 2 years ago to oversee and facilitate pastoral care for the Meeting; this covers requests for meals, rides, care of loved ones and financial assistance. Fifteen requests have been made for the Covid Relief Fund. Care and Counsel keeps a list of those with ongoing needs to make certain they are addressed, not specifically by the committee. Seven individuals have stepped up to volunteer assistance. Care and Counsel has also tried to identify fun activities, as requested. The committee is also exploring ways to identify financial needs not directly related to Covid; strengthen programs for children; and address interpersonal conflicts.
The Liaison and Review Committee serves as the liaison between Minneapolis Friends Meeting and Meeting staff. The committee conducted its annual review and requested input on needs; they responded by providing a new camera and microphone for the office computer; replacing office lights; seeking assistance to set up an automatic office email response and planning for a new office computer. Liaison and Review has worked with office manager to ensure the Meeting house remains a safe work environment.
Highlights of the past year have included the excellent work of Quaker Voluntary Service in Minneapolis. The fall gathering at Fish Lake Regional Park was particularly meaningful to many; at a good time in the pandemic and on a beautiful day we gathered outside for fellowship and worship.