Minneapolis Friends Meeting

Minutes of Meeting for Business

December 10, 2023

[Names and some content edited for posting on the web]

In Attendance: Stephen S- presiding clerk, Tom W – recording clerk [34 attenders in person and 14 on Zoom]

1. Worship
2. Agenda—Approved
3. Minutes of November 12, 2023 Monthly Meeting for Business – Approved
4. Reports
   1. Peace and Social Concerns Committee (P&SCC) Winter Gift Nomination(s)—Deborah J  P&SCC is proposing two organizations to be recipients of the winter gift – East Phillips Neighborhood Institute and Jonathan House.   A detailed description was read of the history of both organizations.
      1. The East Phillips Neighborhood Institute (EPNI) has fought for a chance to convert a contested industrial warehouse into a cooperatively owned community hub with an indoor farm and housing. East Phillips has some of the highest rates of asthma, lead poisoning and heart disease in Minnesota; and ever since the city of Minneapolis bought the property in 2014, the EPNI has sought to gain control of the land to prevent the city from building a large public works facility whose hundreds of vehicles would continue the legacy of air pollution and vehicle congestion in the neighborhood. In 2023, following community protests, a court-ordered halt to building demolition and state legislation to help purchase the site and to relocate the city’s public works project, Minneapolis City Council approved the EPNI’s purchase of the Roof Depot site. EPNI is requesting donations to fill funding gaps and to support their operating costs.
      2. Jonathan House is a Twin Cities-based ministry of the International Association for Refugees. It provides shelter, hope, and healing to individuals and families seeking asylum in Minneapolis and St Paul. Asylum seekers come to the US seeking protection from persecution or human rights violations. They come from the most troubled regions of the world in hope of finding safety and a normal life. While completing the years-long asylum process, they receive no government assistance and are not allowed to work for at least one year.  They face many material challenges – the greatest one is the ability to find stable housing.
      3. This past fall, representatives of both organizations spoke at MFM. In November Bethany R, director of Jonathan House was accompanied by Ayuk, who shared his remarkable story as an asylum seeker; and in September Joe V from the East Phillips Neighborhood Institute participated in a panel discussion coordinated by George Lakey. P&SCC recommends Meeting accept these two organizations for the Winter Gift.  Discussion: there was a question if EPNI is involved with the ongoing controversy over the downtown garbage burner site.  It is not. Friends APPROVED the East Phillips Neighborhood Institute and Jonathan House as recipients of this year’s Winter Gift, with the gift to be split equally between the two organizations.  Friends are reminded to make gifts to the Winter Gift by writing a check to Minneapolis Friends Meeting with “Winter Gift” entered on the memo line.
   2. Tech Committee [First] Annual Report—Marilyn J  The committee, formed in October 2022, is charged with overseeing the implementation and operation of the technology needed to offer hybrid meetings for worship. This includes arranging for Zoom Hosts and A/V techs, providing support for those participating in hybrid events, and planning for on-going maintenance, support and related funding for the hybrid meeting technology. Committee members are Terry K, Stephen S, Roger M, Lolly L, and Brenda C. Our previous paid A/V Tech was Patch and our current A/V Tech is Lavender. Roger oversees the Meeting’s A/V technology – providing software upgrades, trouble-shooting problems, making repairs, and coordinating with Mayim Rabim. Terry provides regular backup support on Sundays, setting up the equipment and staying in the meeting house for 4 or more hours. Kate W arranges for Zoom hosts. Presently, our Zoom hosts are: Sandy O., Kate, Bill H, Rae Beth, Mary B, Stephen S, and Lolly. This year we hired a new A/V Tech and facilitated a revision of the Meeting’s Building Use policy to include the real costs of having a hybrid service and to clarify which groups are charged. There have been challenges: glitches to the equipment, consistency in the quality of live music, and the increasing expectations placed on Zoom hosts, the Tech committee and the A/V Techs. The committee strives to simplify the process while meeting everyone’s needs. They are looking for two more Zoom hosts. As things become more complicated, the committee asks us to be patient with each other. While they can do audio recordings of hybrid events, they cannot do recording or editing of videos. They can assist presenters in how to arrange content that is accessible for the visually or hearing limited, but they cannot do it for them. This is the responsibility of the presenter. There is a balance of almost $6600 from the initial donation fund for the AV equipment purchase and setup that can be used to help cover expenses that arise. Discussion: Friend stressed how the large screen in the meeting house enhances the worship experience of those in meeting for worship. It is a real benefit to see the faces of those not present in the meeting room. Other Friends reflected on ways to encourage proper Zoom behavior – unmuting without being prompted, limiting distracting behavior. Ministry and Counsel is considering additional comments to be made by the closer of meeting for worship to address these concerns. Friends said that the hybrid worship experience has been a real blessing for Meeting and it has enabled more small groups of care to form within the community, enhancing our collective life. Closed captioning, made possible by Zoom, has been a big benefit to those participating in worship.  Presiding Clerk remarked on the ongoing needs of the Tech Committee and encouraged us to consider if we might be drawn to help with this important work. Friends accepted the report with much gratitude.
5. Children and Families Committee Request for Funds—Andrea S  Children and Families Committee is requesting a total of $2,000 to cover their expenses for the next 4 months until the end of the current budget year (December – March). The request is for $500 a month for 4 months.  There was no money allocated for committee activities this budget year since the committee only came into existence this year. They have already had some expenses and they have plans for more activities over the winter. There is some excess salary money in the Meeting’s budget that has not been spent this year, that could be used to cover the request.  Discussion: There was a request for more details regarding how the money would be used. Cathy N – the money is needed to help with service projects and activities. On December 2^nd they took a group to Cirque de Soleil on a very discounted group rate. Going forward, there are expenses associated with project materials, such as for homemade food to make for a local food shelf that accepts products made by youth. They need more craft items downstairs as well as food for youth events held in the meeting house. They are coordinating with other Quaker youth programs in the Twin Cities, such as the International Friends Church which has 10 youth members. We have 5 youth in MFM ranging in ages from 3-11 and have been operating a religious education program without any money. The requested money may not be all spent, but it is important to have resources available as they are actively building the program. Discussion: Friend spoke to the need to offer Cathy the leeway to design a program to attract youth to the Meeting. Financial flexibility is important. This is a new program and it is not clear what the costs will be, but it is important to have a vibrant children’s program to attract more children. Another Friend spoke of her excitement that our meeting is reaching out to youth in other meetings.  Friends APPROVED providing $500 a month to the Children and Families Committee for the next 4 months – a total of $2,000.
6. Trustees Travel Funds Policy Proposal –Linda C   Presiding clerk gave some background to the request. Right now, the limit is $250 per trip.  Linda – Trustees have updated and revised the Travel policy. The new policy was read.

Policy for use of Quaker Travel Funds

Purpose:  The Monthly Meeting will maintain a Trustee Fund to be used to support travel costs for members and long-time active attenders for traveling ministry and religious service.

Traveling ministry is when a member discerns a clear leading to travel and visit other Friends.

Religious service is when a member discerns a clear leading to support important causes or to nurture religious life either within or outside the Society of Friends.

Level of Funding:  Members can be reimbursed up to $500 for each approved travel event.

Approval Process:  Each travel request will be reviewed by either an established meeting committee or a clearness committee.

The request will be presented to the monthly meeting for business for approval.

Meeting Trustees will issue funds for the approved travel events.

Reports:  The traveling member will prepare a report of the trip to the recommending committee.

In the revised policy they have added “long-time attenders” as potential recipients and they are asking for recipients to provide a follow-up report. That has not been done before, but it seems important. Discussion: Would the travel fund cover someone who wants to go to Pendle Hill?  Yes.    Friend appreciates the significant increase, but in their travel experience $500 still seems like an insufficient amount. We should be more generous. Linda – the travel fund was created as a gift in honor of a person who traveled extensively. It is a limited fund with no means of replenishment. If we gave out more money each time, the fund would be depleted quickly. The Trustees are trying to keep it more equitable for more people …  Friend thought that travel funds were already allocated for our representative to Friends Committee on National Legislation, in Washington D.C. Would they need special approval under the revised policy? No. Meeting has already approved them to represent us. …  Would the fund support expenses to attend camp for those outside Meeting?  It would have to be approved by Meeting. If we provided for entire families traveling to camp, the fund would be depleted rapidly. There may need to be additional changes to the travel policy to address these and other concerns. Again, the fund is limited, with no additional money being added to it.  Presiding clerk indicated it may be a continuing process to manage the travel fund and to keep the travel policy updated.  …  Friend expressed some concern about the process of requesting funds. It is confusing and is a change from what we did in the past and they are not sure they can support it.  Would it be possible to regularly replenish the travel fund from the regular budget – such as $500 a year?  Clerk asked if the Trustees might consider this. Linda stated that the Trustees manage the fund, but Meeting authorizes any requests that are made to use the travel funds. … John S asked for clarification on Terry’s request for $500 that was granted at last month’s meeting for business.  Clerk confirmed that today’s request and discussion regarded process and that Terry’s request had been approved. Clerk asked for approval of the revised travel fund policy. Friends APPROVED the revised Trustee Travel Fund Policy and suggest we consider ways to replenish the travel fund. Friends re-affirmed approval of the $500 request for travel funds for Terry H.  Doug H expressed interest in working with the Trustees to develop a process to replenish the travel fund.

7.  Report of Ad Hoc Accessibility Committee—John K  Initially, the committee was named the Ad Hoc Committee on Inclusion, but it would be more accurate to use “accessibility” instead of “inclusion”, since that is the real focus of the committee. They want Meeting to become comfortable with the new scope of the ad hoc committee and will ask Meeting to discuss a new charge for the committee next month. They may request that meeting committees take accessibility into consideration as they conduct their business. Discussion: Will the ad hoc committee be addressing the elevator? The goal is to let the Property Committee and Trustees continue to assess and monitor the elevator operations. … Why is this an ad hoc committee? Isn’t this an ongoing concern that should be adopted by Meeting by making the committee permanent?  The plan is for them to continue as an ad hoc committee. They may ask to become a permanent committee, but they are not ready to do that, just yet.   Presiding Clerk – we should be proud of the work the Meeting has already done to make our activities more accessible. We have done a lot – ventilation system updates, hearing devices, Braille song sheets, Zoom and AV system. But there are still areas for improvement. Let the ad hoc committee know of your individual concerns.

8.  Proposal to Install a Little Free Library on 44^th St.—John S  Normally, this would be proposed to Meeting by a committee and not by an individual. However, the project has been vetted by Property Committee and they support the idea of a Free Library, but they are unable to take this project on at this time. Mary L and John S will share the cost of providing the Free Library – about $200. Property Committee will arrange to have the library mounted on the 44^th St side of the meeting house where it will be more visible to passing pedestrian traffic and where it will not compete with another Free Library mounted across the street from the meeting house on York Ave. Welcoming and Outreach Committee has agreed to maintain the Little Library and will regularly check it for trash and will keep it clean, but they will not police the contents. John believes it best if we leave the contents of the library to the conscience of the contributors. Friend asked if the children of the Meeting could decorate the Free Library before it is mounted.  Another Friend suggested half of the books should be oriented toward children. Friends APPROVED moving ahead with the Little Library Project.

9.  Communications and Announcements—Clerk   On Sunday, December 24^th, Mid-Morning Program will start early at 10:05 AM. This will allow more time for carol singing. In continuing a wonderful tradition at MFM, Friends are invited to bring instruments to play along with the singing.

10. Closing Worship