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November 10, 2024 Minutes of Monthly Meeting for Business

Minneapolis Friends Meeting Posted on by

Minneapolis Friends Meeting

Minutes of Monthly Meeting for Business

November 10, 2024

[names and some information edited for posting on the web]

Attendance: Stephen S. – presiding clerk, Tom W.– recording clerk, 32 other attenders in-person and 19 on Zoom.

  1.  Worship
  2. Land Acknowledgement
  3. Agenda Approved —Clerk        
  4. October 13, 2024 Meeting for Business Minutes –  Approved
  5. Care and Counsel Committee (C&CC) – Proposal to create an on-line discussion group for seniors —John S.  For six months Care and Counsel has been exploring ways to support seniors in Minneapolis Friends Meeting (MFM).  They spoke to the Aging Resources Director of New York Yearly Meeting for some ideas. One recommendation is for us to create an online discussion group for seniors, where people can share their experiences with aging. This would be a good source of ideas as we move forward. A show of hands indicated that about 20 individuals in business meeting would be interested in participating in such an online forum. C&CC would work on the logistics. Friend asked if there would be consideration for an in-person gathering, in addition to an online group. There was a request to invite Mayim Rabin to participate with us when developing an online discussion group. Friends Approved inviting Mayim Rabin to participate.
    • Clerk asked C&CC to bring back to monthly meeting a more specific proposal on organizing an online discussion group, involving queries about aging and what Meeting might do to be supportive.  It would be good to make this an on-going program. We used to have a group in Meeting called the “Golden Oldies”.  Meeting Approved moving forward with this suggestion.
    • Friend suggested Meeting consider expanding the focus on care giving to more than just our senior members, to be more inclusive, by reaching out to younger people in the Meeting, to families and to those caring for their elders. Care and Counsel has given a lot of thought on how to reach out to families.  Clerk supported the idea that we should include the needs of care-givers.  This is just the start of the process.
    • There was an additional request.  The Conflict Soiree group has asked that their group be taken under the care of Care and Counsel Committee.  Friends Approved placing the Conflict Soiree Group under the care of Care and Counsel Committee.
  6. Fall Together Committee Report—Wina M. and Ed S.   “Fall Together” was held at Fish Lake Park on the last Saturday in October. Forty people participated throughout the day, including three children and several dogs. Pavilion rental was $385, which is an increase from previous years; and treats and pizza were donated by Camp Committee members. Highlights included singing, a group hike, and the ever-popular variety show. There wasn’t enough time devoted to singing and the pizza could have arrived earlier, but this year’s Fall Together was a big success and the format seemed to work well. The committee will work on increasing turnout next year.
    • Discussion:  Sue K. has posted pictures on bulletin board from fall camp.     There was a conflict with NYM interim sessions occurring at the same time as Fall Together. We should work now to make sure the schedules don’t conflict next year.  Friend appreciated how the camp committee organized and directed all aspects of the get-together. It was a great thing. Friends accepted the report and Presiding Clerk declared it a wonderful time.
  7. Solar Project Ribbon Cutting proposal—Rick V., Property Committee   Our roof-top solar display was developed and financed by RE-volv. They are proposing a springtime community event and ribbon cutting to celebrate the completion of the solar array and as a way to promote solar power for other non-profits and faith communities in the area. This would involve food and display tables to disseminate information on ways to reduce our footprint. MFM would handle refreshments provided by RE-volv, and we would identify who to invite and would send out the invitations. People have expressed interest in this, but it needs approval since it is a community event.
    • Discussion: Friend was concerned about making this too much of a marketing event for RE-volv, with lots of placards around promoting RE-volv.   Another suggestion was to have Meeting use this as an opportunity to promote ourselves within the community. This is an example where we benefit from connection to Minneapolis Council of Churches. Some thought our local Linden Hills representatives and city council members should be invited to hear about this. One idea was to make it less about marketing and more about inviting others in the city who have done similar projects to support green energy.  Clerk – there is interest in supporting green energy. This in an opportunity for MFM to take the lead in our community while minimizing the promotion of RE-volv, making this more about outreach for us, than promoting a business.  Carolyn indicated that our practice regarding outside events, such as this, is to have specific members be the responsible parties representing MFM’s interests to the sponsoring organizers. She listed a number of individuals who have been active supporting the solar project: Roger, Kim, Mary B, Lin, Mike H.  Friends APPROVED going ahead with the Solar Project Ribbon Cutting.
  8. Winter Envelope Gift Proposal – Palestine Children’s Relief Fund, Peace and Social Concerns Committee – (P&SCC)—Deborah J., Ellen S. – Palestine Children’s Relief Fund was founded in 1991 by concerned humanitarians in the USA to provide free medical care to thousands of injured and ill children who lack local access to care within their local health care system. Over the years, they have sent over 2,000 affected children abroad for free medical care, sent thousands of international doctors and nurses to provide tens of thousands of children free medical care in local hospitals, and provided tens of thousands of children humanitarian aid and support they otherwise would not get. Their mission is to provide medical and humanitarian relief collectively and individually to children in the Middle East, regardless of their nationality or religion.  Peace and Social Concerns Committee is recommending the Winter Envelop Gift go to Palestine Children’s Relief Fund.
    • Discussion: Friends had many concerns about the status of hospital care and providing medical assistance to children in a war zone. Are there any guarantees that donations to this group will actually get to their intended recipients? Can we track what happens to the money – to make sure it gets to the children we want to help? There is no way to insure what will happen to donation, but our best chance for success is to donate through an established organization, such as Palestine Children’s Relief Fund. One option is to include a cover letter with our donation, specifying our concerns about what will happen. There is an expectation that the target population is not just the Palestinian children in Gaza, but a larger cross-section of children in the Middle East who are impacted by war. The Palestine Children’s Relief Fund is headquartered in Los Angeles, so that is where our donations would go. Presiding clerk reflected that there seems to be clear support to do whatever we can do to support their mission and their organization.   Friend raised a concern that our Winter Envelope Gift is usually divided between two organizations, and only one was selected for this year. This was discussed by P&SCC and they decided that the situation in the Middle East is extreme and warrants us consolidating everything into one gift.  Friends APPROVED sending the Winter Envelope Gift to the Palestine Children’s Relief Fund along with a cover letter.
  9. Stewardship and Finance Committee report – Carolyn V.   There is a slight discrepancy between the bank statements and our accounting system, Quick Books, when looking at our income. This is not significant when looking at the overall budget and is attributed to the fact that not all income goes to the general fund total – designated giving is not used for operating costs and reimbursements do not appear as additional income, since each line-item has taken reimbursement into account.
    • Where we stand:   We have received $74,800, that is 56% of full budget, and our expenses were 40% of bare bones budget.  That includes ½ of our contributions to Quaker Voluntary Service and the Trustees Building Fund. Although we do not yet know if the increased giving we have seen in the first 7 months of the year will continue, it feels encouraging that we have received 51% of our expanded budget and have only spent 47% of our approved budget. Traditional giving patterns would see 40% of the budget funded in the first two quarters; 40% more funded in the third quarter; and 20% in the fourth quarter. Some Friends generously gave their annual contribution in the first quarter rather than the traditional third quarter. So, we will know more clearly how we stand after the end of the year. In addition, internet domain fees were not put in the budget for this year and there are six meals scheduled for Loaves and Fishes- which is more than previous years – so, there will be some added expenses to the budget this year. But overall, the word for now is, THANK YOU, Friends! And keep it up!
    • Automated Giving: If you wish to pursue automated giving, which helps the Stewardship and Finance Committee know what income to expect, contact your bank to find out what their process is. Likely you will need MFM’s routing number. You can get that from Mike Finley or from me. It is helpful for you to alert someone on the committee if you are setting up new deposits. Sometimes automatic payments come as a check from your banking institution. Sometimes they simply appear as an automatic deposit with your name on the bank statement. But sometimes, they appear as an automatic deposit without any name. Alerting us to your new automatic deposits helps ensure our contribution records are accurate.  Also, we are looking for a CPA to work with to seek reimbursements from the government for our solar costs. To be reimbursed we have to file taxes, and we do not usually file taxes.
    • Discussion: Charlie knows a CPA who works with BGM and they work with non-profits. He will get the name to Carolyn. Clerk – our income was $66K at the end of the 2nd Quarter (Sept 30) and $74K at the end of October. There were some very generous donations made in April but we cannot assume there will be the same generosity at the end of the year.  Friends accepted the update on the Stewardship Report.
  10. Proposed Plan for Balancing the Budget—Clerk   [See Attachments for Draft Plan] In December Clerk wants us to look where we are spending our money for 2025-26, to review our priorities and to help advise Stewardship Committee. He is asking Liaison and Review, Property, Children and Families, and the Tech Committee to review salaries allocated in the budget with the hours actually worked, to get them in closer alignment. Next year, he wonders if committees should bring costs related to specific events to monthly meeting where, upon approved, they would be funded out of a contingency fund created for this purpose. Other considerations: should we develop a fund-raising committee? What are our plans to bring people into Meeting? How do we reach out to the community?
    • Discussion: A Friend was concerned about the need to review salaries – are we cutting back on hours? Not really. We just want to review the budgeted hours. Employees often do not work all the hours that are budgeted in their job position. We are not unhappy with the hours and salaries – there is just a disconnect between what is budgeted and what is actually spent … One Friend wanted to know why this happens – we should be spending more …  Friend does not think a slush fund contingency would really help. It would be more effective to align expenses more closely with what we intend to do.  Committees need to be more specific in their annual requests and not rely on a slush fund.  If they fail to anticipate some of their costs, they would not receive extra funds. Another Friend liked the idea of a slush fund because it is hard to predict all the needs of some committees for 12-16 months. It is good to have a resource to respond to needs as they develop.  Another expressed concern about having to bring every $25 dollar request to monthly meeting. It might help to have the Clerk or some designee authorized to grant up to a certain amount. There was a request to add a budget line item for endowment development as part of a five-year plan. Presiding Clerk asked if Friends are comfortable with the general proposal.  Yes, Friends support the general proposal.
  11.  Proposed Minute on Prioritizing Contributions to Organizations–Clerk  There was not enough time to give this appropriate consideration, so it was postponed.
  12. Announcements and Correspondence—There were no announcements.
  13. Closing Worship

 

ATTACHMENTS

Clerk’s Draft Minute in Response to Meeting’s Discernment on the Budget Situation

Criteria for Meeting Funding of Organizations Peace and Social Concerns, Stewardship and Finance and Meeting shall consider the following criteria in recommending funding for organizations.

  1. Obligations to local Quaker organizations dependent on Meeting support such as Northern Yearly Meeting, Quaker Voluntary Service, Minnesota Friends School, Loaves and Fishes and Friends for a Nonviolent World have the highest priority and are funded first.
  2. National Quaker Organizations have second highest priority and are funded next.
  3. Donations to other local community organizations should be limited to those:
    1. Arising out of a specific local concern of the Meeting adopted by minute of the Monthly Meeting for business, and
    2. Involving active participation by members and attenders on behalf of the Meeting.
  4. Total budgeted donations to organizations should not exceed 10% of expected income and will be funded at the end of the fiscal year if funds are available after other budgeted expenses are covered.
  5.  Stewardship and Finance will review the items in the 2024-25 contingency budget and make any changes needed to conform to these criteria before any funds are paid out this fiscal year?

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