Interim Meeting - June 11, 2011
Interim Meeting Minutes
June 12, 2011, 9:30 a.m. to 2:15 p.m.
Arch Street Meetinghouse
1. Opening Worship
Friends gathered at the appointed hour for Philadelphia Yearly Meeting’s Interim Meeting Session and settled into worship.
2. Welcome
Out of deep worship at about 9:50 the Clerk Thomas Swain (Middletown MM Concord Quarter) greeted us and asked us to be grounded in worship and love in our work today. He introduced himself and others at the clerk’s table, Alternate Clerks Jada Jackson (Trenton MM and Burlington Meetinghouse Worship Group), Dana Kester-McCabe (Wicomico River MM), John Ellsworth (Gwynedd MM), and Sallie Jones (Birmingham MM); Recording Clerk Jim Herr (Lancaster MM); and General Secretary Arthur Larrabee (Central Philadelphia MM).
There were no newly appointed representatives to Interim Meeting. We had 33 visitors including several rising clerks of Standing Committees. Staff members included Beth Lawn, Wade Wright, Phil Anthony, Christie Duncan-Tessmer, Martin Reber, Lola Georg, Elizabeth Piersol Schmidt, Cookie Caldwell, Jennie Sheeks, Jill Tafoya, Holly Olson, and Rita Varley here for her last time as Philadelphia Yearly Meeting (PYM) librarian and also recognizing the 50th anniversary of the library. Jennie asked for volunteers for the YM phonathon.
Meeting approved clerk’s request to make the agenda flexible, recognizing that some items might be dealt with during summer or at a later time.
3. General Secretary’s Report
Arthur Larrabee invited us to not get out his written report; he is feeling a different energy this morning than he felt 10 days ago when he wrote it. At that time he was feeling caught in the cross-currents of the budget process. Today he is feeling the importance of speaking our truth and letting go of it to allow the spiritual energy to have room. This is different from the normal social way of speaking one’s truth and holding to it until winning. Arthur said he holds himself to this same standard—to speak his truth and release it to the meeting. Clerk thanked Arthur for his report.
4. Vital & Growing
A Friend told us there are suddenly 19 young people in Millville Meeting—up from 8. A Friend told us that Chester Meeting has seen several new people walk in the door. Trenton Meeting has recently developed a First-day School and almost no one leaves from the 16 who worship when it comes time to consider the work of the Meeting. A Friend told us that a young Friend from Central Philadelphia is going to a new religious life program at Earlham. Lansdowne Meeting has seen an influx of new members under 40. Lancaster Meeting sponsored the 30th peace essay contest to which they had 70 entries. A Friend had returned from Iraq and Ramallah where he saw a “War Is Not the Answer” sign still on the wall as painted by the PYM Young Adult Friends. There was a wonderful family-overnight with parents and young children at Burlington, with people who had never before participated in YM activities.
5. Financial Stewardship Committee
Clerk reminded us that in April we requested Financial Stewardship Committee to come to us today with a revised budget. He asked us to realize we are not here to approve this budget but to come to unity to release the budget to our Monthly Meetings. Jack Mahon (Woodstown MM), clerk of Financial Stewardship, read the letter distributed to all. He noted there was opposition in the committee to proposed religious education staffing, but the individuals were minuted as standing aside. Jack urged the long Range Planning Committee to consider the process of zero-based budgeting, for which there has been support. Fourteen members of the Financial Stewardship Committee (FSC) stood to be recognized.
Clerk suggested we first have a time to raise questions for clarity and then have time to present concerns.
Julian Brelsford (CPMM), a member of the committee, said that Financial Stewardship has decided that Arthur is correct—this is a financial emergency. There are things we are responsible for—whining and complaining at our friends, wishing to gum up the works of budget approval, for instance. A lot of the cause of the emergency is us, the members of PYM.
A friend asked about the schedule being accelerated for designated funds to be released into the general fund. This will release remaining funds 2 years ahead of time.
A friend asked why we are anticipating future years of down-turn when the market values are coming back. TylaAnn Burger (Green Street MM), PYM treasurer, said the Fiduciary uses a 3 year rolling average. In addition, starting last year the payout has been dropping by .25% per year to make our funds more secure. This means a reduction of over $200,000 per year. In 3 years this will start to turn around.
A friend asked about staffing decisions. Ben Lloyd (Haverford MM), FSC, said the committee struggled most passionately about human resource issues but decided their job was to be concerned with the budget, not human beings.
A Young Friend asked about the way the new budget will affect the Young Friends program. Jack reiterated that FSC is only focused on how this budget must be created. Arthur said he was asked to make a recommendation of reducing staff expense by $600,000. His priorities are: strong programs, a strong staff, and a sustainable budget. He feels it very important to keep religious education programs strong despite losing 1 full time employee. Arthur added that it is very painful for the staff to have layoffs every year—some have even questioned working for PYM any more. He urged pursuit of a sustainable budget.
There was a question about maintaining the library. Volunteer training is in process, to work closely with the library services group. It is anticipated the library will be open two days a week.
Clerk then opened the meeting to comments.
A Friend expressed concern that the past 5 years’ effort to bring the relevance of the Yearly Meeting to Monthly Meetings may disappear in this difficult budgeting process. He said this may cause Monthly Meetings to give less money. However, a Friend said at their most recent meeting, Caln Quarter had agreed to increase funding to Yearly Meeting.
A Young Adult Friend expressed several concerns: are we shifting from full-time staff with benefits to part-time without? Are we offering early retirement? There should be more staff for Young Friends than Young Adult Friends.
We heard that the Employee Services Committee has tried to not balance budget on the backs of employees. They are not using part-time employees to fill space of full time.
A Friend said he has asked a question at the few Interim Meetings he has attended: does the donation basket cover the cost of our treats? Answer: No. We, ourselves, need to be more generous.
TylaAnn requested we consider the fact that, in the long term, we must reduce staffing to 21-24 full time employees from this budget’s 31+. She urged us to consider what to cut.
A Friend, making calls last week with the phonathon, found great faith in our membership for Yearly Meeting.
BREAK
A Friend pointed out that FSC was asked in April to consider our concerns. They have come back with an unbalanced budget that is $400,000 larger.
Ben Lloyd, clerk of Worship and Care Standing Committee, asked us to consider a Sabbath Year. He said he feels this is not really a financial problem, it is a spiritual problem. Worship & Care is convinced we will not be able to come up with solutions to either the financial or spiritual challenges in a month, before the end of Sessions. They want to be sure employees receive full benefits for another year. Proposal: cut back the work of committees by 25%, cut back employees 1 day a week—20%. A reduction in committee work will yield money, which should be put in a “fund for sufferings” to help staff. The fund would be controlled by the General Secretary.
Wade Wright (Millville MM), as coordinator of Upper Susquehanna Quarter and clerk of Spiritual Formation, feels the Yearly Meeting is healthy. It is not crumbling. This is a financial crisis, he stressed, not a spiritual crisis.
Clerk said he has heard we want a balanced budget. Meeting approved.
A Friend urged us to consider the reality of the two staff who are to be let go and are 2½ yrs. from retirement.
Andrew Anderson (MM Friends of Philadelphia), rising clerk of the Financial Stewardship Committee, asked that the budget go back to FSC for consideration, with the General Secretary to work out what is moral and just for staff being let go, to work with FSC and Personnel Services Committee to find a way to give those who are close to retirement more support than the previously suggested severance.
A Friend asked that the Young Friends program receive priority over Young Adult Friends. Friends approved.
The clerk’s table exited for 10 minutes to return with these Minutes:
“We are asking the Financial Stewardship Committee to consider a revised budget for 2012 that shows enhanced severance for those within two years of retirement whose positions are being released, and to have a budget that has no deficit.” Meeting approved.
“We approve forwarding the revised budget that was proposed to this meeting today to Monthly Meetings with the above minute attached and a summary of our proceedings at Interim Meeting today. We greatly appreciate the enormous effort of the Financial Stewardship Committee and we expect to hear at Annual Sessions a report of their continuing work.” Meeting approved.
The Recording Clerk agreed to send minutes of this meeting on Saturday night.
6. General Secretary Oversight & Evaluation Committee
Jada Jackson asked all staff to leave the room. Due to the lateness of the hour, Jada then requested the report of this Committee be given in September, though the report is ready today. Meeting agreed.
8. Education Standing Committee
Karen Winner (CPMM) interim co-clerk of Education Standing Committee, read a minute concerning the composition of the board of Westtown School. John Evans (Westtown MM,) clerk of the Board, explained that his board has seen value in including gifted parents and others on the board who are not members of PYM but who have a foundation in Quaker education.
It is proposed that the requirements for the Quaker composition of the Board be changed from 2/3 to a majority of the Board membership, and the requirements for the composition of the Board of Trustees who are members of Philadelphia Yearly Meeting be changed from a majority to 1/3.
A friend expressed the importance of the Board. Others said they were not comfortable with the reduction of Quaker connection to the school. Clerk clarified that the school needs financial resources, which can best be provided by wealthy parents and alumni. The board will still have Quakers as 51% of its members. One Friend stood aside. Meeting approved this proposal.
9. Consent Agenda
A. Interim Meeting Minutes for May 14, 2011. Approved.
B. Nominating Committee Report & Appointments. Approved.
C. Advisory Committee Notes, May 3, 2011. Received.
D. General Services Standing Committee minute conforming Westtown School Articles of Incorporation to 2002 Interim Meeting approvals.
This matter, formerly No. 7 on the agenda, was moved to the consent agenda. Interim Meeting approves the “Further Amended and Restated Articles of Incorporation of Westtown School” as presented. Further, Interim Meeting receives into the record the document submitted in support of Agenda Item No. 7 which correlates the “Further Amended and Restated Articles of Incorporation Westtown School” with the Articles of Incorporation as approved by Interim Meeting on June 27, 2002.
E. General Services Standing Committee minute regarding PYM joining in conveyance of George School and Westtown real estate.
With respect to Westtown and George School real estate, title to which is now being held by Friends Fiduciary Corporation, it is approved that Philadelphia Yearly Meeting will join in the conveyance from Friends Fiduciary to the respective school corporations for the purpose of conveying any unresolved or unclear interest it may have in the real estate intending for there to be no confusion in the future about the Yearly Meeting’s intentions with respect to the real estate. Thomas Swain, Clerk, is authorized to sign the deed on behalf of the Yearly Meeting and Arthur M. Larrabee, General Secretary, is authorized to be a second signature if one is needed.
10. Discerning & Planning Group
Dana Kester-McCabe explained the minute of instruction for Philadelphia Yearly Meeting Discerning & Planning Group.
A friend suggested this committee should be allowed to work completely “outside the box,” and another suggested some of the appendix B, with detailed considerations, be eliminated. However, Dana explained these specifics are sticking points that must be addressed and that the basic idea is to come up with all new solutions. This discerning and planning is to be done without paid consultants, with minimal cost.
Clerk did not receive approval for this minute, so it will go forward to Annual Sessions for consideration.
12. Arch Street Meeting House Standing Committee
Les Hopton (Moorestown MM) brought our attention to the proposed Arch Street Meeting House Preservation Trust. Arthur explained the Yearly Meeting would maintain and control the new entity. Meeting approved incorporating this trust.
13. The Sessions Opportunity: a Vision of Leadership
Clerk advised us that at Annual Sessions we will have continuing consideration of the budget and a continuation of long range planning. This is the year we are needed. But we also need to participate in joy and appreciation, as our time together is a wonderful opportunity for openness and love that stands in opposition to regular life. Clerk urged us to go back to our Meetings to encourage all to join in the experience
Clerk expressed appreciation to Jack Mahon, outgoing clerk of Financial Stewardship Committee. There was great and general agreement.
14. Worship
After a period of worship, we adjourned at 2:45. We agree to meet again at annual sessions, July 27-31, on the campus of DeSales University, Center Valley, PA, and meet September 10 as Interim Meeting.
Thomas Swain, Clerk
Jim Herr, Recording Clerk
