Philadelphia Yearly Meeting of The Religious Society Of Friends |

Philadelphia Yearly Meeting
Interim Meeting Minutes – Approved
Saturday, May 8, 2010
Arch Street Meetinghouse

1. Opening Worship

Friends gathered at the appointed hour for Philadelphia Yearly Meeting’s Interim Meeting session May 8, 2010. The Meeting settled into worship.

2. Welcome and Sharing Our Vitality

Out of Worship, the clerk welcomed those in attendance. Friends on the facing bench introduced themselves. Clerk, Thomas Swain (Middletown MM, Concord Quarter), Jada Jackson, alternate clerk (Trenton MM), John Ellsworth, alternate clerk (Gwynedd MM), Dana Kester McCabe, alternate clerk (Wicomico River MM), Rich Ailes, recording clerk (Middletown MM, Concord Quarter).

New representatives to Interim Meeting introduced themselves. Thomas Hardy (Green Street MM), Robert Holt (Solebury MM), John Cary (Lansdowne MM), Daniel Seeger, alternate representative (Newtown MM). Clerks of Standing Committees present are: Benjamin Lloyd, Worship & Care, Patricia Finley, Peace & Concerns, Susan White, Support & Outreach, George Garrettson, General Services. Yearly Meeting staff present are: Phil Anthony, Christie Duncan-Tessmer, Beth Lawn, Jill Tafoya, Wade Wright, and Rita Varley. General Secretary Arthur Larrabee could not be here because he is attending the 50th reunion of his Westtown graduating class.

The agenda was approved with some additions and deletions. The Advisory Committee’s recommendations for Donor Recognition and Committed Funds Policy were taken off the agenda.

The clerk asked representatives to share examples of their Meeting’s growth and vitality. Gwynedd Meeting has a new website, Haverford Quarterly Meeting having stepped back from the possibility of being laid down, recently met for business and fellowship and is planning a social outing for this summer. Salem Quarterly Meeting held a successful meditation retreat on May 1st, under the care of the quarter's Worship & Ministry Committee. Germantown Monthly Meeting’s most recent newsletter is seven pages long. Woodstown Monthly Meeting finally completed a seven year long project that made the Meeting handicapped accessible. Peace & Concerns Standing Committee recently called over 300 people to publicize their Peace & Justice Day to be held May 15th at the Burlington Conference Center.

Wade Wright (Millville MM) spoke about the Yearly Meeting’s Spiritual Formation program which is now nine years old. This year the following Monthly Meetings participating are Old Haverford, Central Philadelphia, and Haddonfield. There is another Yearly Meeting wide program happening again in the fall. Wade had the Meeting settle into worship and ask the inner guide to help us think of those Friends and attenders we knew who wanted to go deeper in their spiritual lives. He handed out brochures on the program to give to those folks who came to mind and to share with others in our Monthly Meetings.

3. Staff as Appointed Elders

The clerk called upon Tom Armstrong (Plymouth MM) and an Elder of Yearly Meeting, to present the discernment of the group of Elders to the question of whether or not a staff person could be appointed as a Yearly Meeting Elder. Elders who were present were asked to stand. Alison Anderson (CPMM), Mario Cavallini (Mickleton MM), Jim Morrisey (Reading MM), and Christopher Nicholson (Germantown MM) rose. Tom explained the Elders’ sense that this was a decision which Interim Meeting had to make. They brought forward 3 queries to help today’s discussion:

When a Friend becomes a staff member of Yearly Meeting, does she/he surrender his/her responsibilities as a member of Yearly Meeting to express her/his opinion about the organization in Interim Meeting?
Would a staff member as an elder have a bias that would favor staff over Friends active in Yearly Meeting who are not staff?
Would the inclusion of a staff member as an elder lead to a favored status as an employee; thereby creating an inequality in their employment status?

Friends engaged in the discussion realizing this was a difficult concern which needed to be addressed. There was a strong sense amongst many present that staff persons who are members of our Yearly Meeting are bound to be ministers of the truth and need to be accepted as equals. They can be accepted to membership on sensitive committees, including serving as elders. We as a body can trust that our committee members and our Yearly Meeting can handle any possible conflict of interest.

But others present clearly felt uncomfortable with a possible conflict of interest. We should only appoint staff to committees if there is a scarcity of applicants, but we have no scarcity here so why create a possible problem in the future. Staff people as part of their service need to let go of their personal perspectives much the same as a clerk or recording clerk steps aside from their viewpoints in the interest of furthering the goals of the Meeting. Some present shared experiences of staff who were overbearing in their committee work while others had seen instances where staff were told their perspective “did not count”.

After a long time of discussion where strong views were expressed either way, the clerk tested the body asking if Friends approve appointing staff persons as Yearly Meeting elders. There were voices of approval and unapproval from the body indicating the Meeting was not in unity and the decision, at this time, was removed from consideration. Since we lack unity to approve staff, the clerk suggested that Nominating Committee should bring forward a new name for the open Elder appointment using the same process used in bringing forward previous appointments (i.e., the Clerk and Nominating Committee bring a name forward to Interim Meeting for its consideration). This was approved.

4. Standing Committee Evaluation

After a break, Tom Armstrong, speaking for the Standing Committee Evaluation Working Group, informed the Meeting that the evaluation process is beginning. The evaluation occurs with one Standing Committee per year, involving meeting observations and discussion with members, ending with a written evaluation meant to help the Standing Committee improve its work.

5. Report on PYM March Session

John Ellsworth, alternate clerk, invited Ken Park (Providence MM) from the Annual Sessions Planning Working Group to report on our just completed annual session in March. Over 500 Friends and attenders, including about 101 children, participated. Evaluations indicate that Friends were very pleased with the sessions; sharing things like the richness of the fellowship, truth in our discussions, and the value of the small worship sharing groups. The following estimated breakout of attendance was provided. The estimate may be revised when duplicates amongst walk-ins and pre-registered gets determined:

Walk-ins: 244

Pre-Registered: 228

Children: 45

Middle School Friends: 24

Young Friends: 32

Ken then presented a minute of appreciation for Amy Brimmer (Fallsington MM) who is stepping down as clerk of the Planning group.

Amy Ward Brimmer served Philadelphia Yearly Meeting as Clerk of its Sessions Planning Group since the fall of 2007. Due to work-related and family commitments, she resigned following this year’s March Sessions. We, the Sessions Planning Group, wish to minute our sincere appreciation for her dedication to the Yearly Meeting and for the leadership she has given to the Group over the past three years.

Amy spent almost a year working closely with the previous clerk, Sue Makler (Abington MM), learning about the complicated job of planning and implementing two large meetings a year. She then worked closely with the first fully dedicated session’s coordinator, Michael Gagne (CPMM), to help design a format for March and summer sessions that has drawn significantly larger numbers of attenders over the past three years. These sessions have energized the members of Yearly Meeting regarding Right Relationship with the divine, each other, and the world we share, and encouraged greater participation in other activities of Yearly Meeting. She participated in the search for Lou Ann Merkle and was involved with the recent rapid and successful transition between coordinators. She has the gift of persuasion, and has used it—masterfully and with wonderful efficiency and good humor—to engage the full Sessions Planning Group in dedicated work. She has been a champion for the staff, the Sessions Planning Group, and the volunteers. We will miss her leadership but are gratified that she will remain as member of the Sessions Planning Group.

Meeting approved the minute of appreciation. Paula Cell (Germantown MM) is the new clerk.

6. Financial Oversight Working Group Report on Investments

Jackie Bowers (Fallsington MM) and acting clerk of the Financial Oversight Working Group presented the annual report of the Yearly Meeting’s investment income. The report includes an exhaustive review of all investments in effect as of June 2009, with a breakdown by each Standing Committee and the respective funds which they oversee. It is available from any Interim Meeting representative. Jackie noted that our investment income has increased since the report was produced in 2009. The report was accepted by the Meeting.

7. Nominating Committee Report

Marc Harrison (Media MM), assistant clerk of Nominating Committee, presented the committees report. All appointments listed below were approved. Marc informed the Meeting that an appointment to Friends Fiduciary approved at Interim Meeting in April was declined by John Shaw.

APPOINTMENTS REQUESTED

Faith and Practice Revision Working Group

Name Monthly Meeting Quarterly Meeting Term Expires

Howard Cell Germantown Philadelphia 2013

Ann Yasuhara Princeton Burlington 2013

Friends Fiduciary Corporation

Name Monthly Meeting Quarterly Meeting Term Expires

Lou Matlack Moorestown Haddonfield 2013*

Correction to last report: John Shaw did not accept reappointment to Friends Fiduciary in 2010.

Westtown Committee

Name Monthly Meeting Quarterly Meeting Term Expires

Martha Bryans Uwchlan Caln 2013

Tim Barnard Willistown Concord 2013*

David Jones Birmingham Concord 2013*

Kent Julye Germanton Philadelphia 2013*

Mark Myers London Grove Western 2013*

Brenda Perkins Swarthmore Caln 2013*

*Reappointment

8. Minute of Appreciation for Kathy Reilly

TylaAnn Burger (Green Street MM,) Yearly Meeting treasurer, presented a minute of appreciation for Kathy Reilly, Yearly Meeting Associate Secretary for Business and Finance, who is retiring in June. TylaAnn reminded us that every year Kathy takes about 135 pages of budget material and distills it down to a one page report, an enormous task. TylaAnn, who has been working with Kathy for the past 6 years, praised her highly, and many in attendance followed suit. Jackie Bowers suggested we think of Kathy as a monk with an accounting degree. When Kathy was asked recently what her most rewarding work has been, she recalled her successful effort at helping to establish Friends Health Insurance. The following minute was approved with enthusiasm by the Meeting:

As Kathy Reilly prepares to leave the service of Philadelphia Yearly Meeting to retire, we express our appreciation for her work and for the many contributions she has made to PYM. Kathy has served PYM for the past 11 years in many different capacities, most recently as Associate Secretary for Business and Finance. She has generously shared her knowledge and expertise. Her careful mentoring has encouraged the personal and professional growth of those in her department. Her good humor and quiet support have brought joy to the staff and members of PYM.

Under Kathy’s leadership, the Business and Finance department has experienced a number of improvements. She has committed herself to bringing our financial practices and procedures up to date by converting our system from a for-profit system to a not-for-profit system. She has actively supported staff by developing accounting manuals used in her department and by all staff, and she has implemented an orientation to the accounting systems for new employees. She was instrumental in moving from a paper based to a computer based payroll system. Under her leadership, the accounting department has had clean audits with no management letters.

She has worked tirelessly at both the Arch Street Meetinghouse and the Burlington Conference Center to clean up, revitalize and create warm and welcoming environments.

She has worked with the treasurers of Quarterly and Monthly Meetings, providing support to them via the creation of the Treasurer’s Support section of the PYM website, holding workshops, and developing a manual for their use. Her impact has been felt not only here at PYM, but well beyond by the creation of Treasurers Manuals that are sold and used by meetings throughout the United States.

The work she has done will be remembered and appreciated. We are deeply grateful for Kathy’s work and leadership on behalf of Philadelphia Yearly Meeting.

9. Report on Annual Evaluation of the General Secretary

Jada Jackson, clerk of the Oversight and Evaluation committee for the General Secretary presented the report on the service of Arthur Larrabee. The other members of the committee are: Thomas Swain, PYM Clerk; Jackie Bowers, clerk of Personnel Oversight Committee; and Chris Nicholson, member-at-large. Annually the committee seeks comments regarding the General Secretary’s performance and conducts an evaluation. On even-years the committee conducts a more intensive feedback process that includes 360-degree evaluations from staff. For the first time the 360-degree evaluation process was extended to include the nine major PYM committee clerks; the seven Standing Committees, Nominating Committee and Financial Stewardship clerks. The report was read with comments appreciating the degree of excellence our General Secretary has performed in service to our Yearly Meeting. It included the committee’s recommendation that Arthur’s employment be continued. After the draft report was read, the committee listened to IM’s reflections. The committee, in the evaluation process, had previously considered all of the comments made. The Clerk asked if Friends were able to approve it as read. Meeting received the report and approved the recommendation of the Oversight and Evaluation committee to continue the employment of Arthur Larrabee as our General Secretary”

10. Approval of Interim Meeting Minutes from April

Minutes from last Interim Meeting in April were reviewed and corrections were made:

Section 4 should be titled PYM FYE 2011 Budget. FYE is an acronym for “Fiscal Year Ending”

Section 4, paragraph 2, after the wording “with a $594,000 difference.” add the following: “However new issues were discovered with the original estimates that lead to the inability to present a sustainable budget. New efforts were needed.”

Section 4, paragraph 9, change the wording from “Some of the creation of PYM Today will be contracted out to Friends Journal” to “Some of the technical publication and printing of PYM Today will be contracted out to Friends Journal”.

Section 4, paragraph 10, change the wording from “we will use income from unrestricted funds (approximately $600,000.)”, to “we will use unrestricted funds (approximately $600,000.)”.

Minutes from April were approved with these changes.

11. Minute of Travel for Thomas Swain

Jada Jackson, alternate clerk of Interim Meeting, presented a minute of travel and ministry for clerk Thomas Swain from his Monthly Meeting, Middletown, of Concord Quarter. Thomas will be traveling in Great Britain for the next few weeks conducting workshops and talks on Quaker spiritual renewal at Woodbrooke, Northamptonshire Area Meeting, and Gloucester Meeting. He will also be attending Britain Yearly Meeting. The minute of travel and ministry has been endorsed by Concord Quarterly Meeting. Interim Meeting approved this endorsement signed by Jada Jackson: “We the Friends of Philadelphia Yearly Meeting Interim Meeting of the Religious Society of Friends endorse this travel minute with gratitude. We send our dear Friend and faithful Clerk, Thomas Swain, with love and blessings. May you hold him in this ministry as we do.”

After a period of worship we adjourned to meet again, June 12th, 2010 at 9:30 AM

Thomas Swain, Clerk
Rich Ailes, Recording Clerk

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