Philadelphia Yearly Meeting
Interim Meeting
26 June 2003

Following the pattern which has been established for this work, the evaluation relied in part on reading the minutes and annual evaluations of the Standing Committee. Also, information was gathered by in-depth phone interviews with committee members. Clerks of working groups under the care of the General Services Standing Committee were interviewed. In-depth interviews were held with both Anne Moore, clerk of the Standing Committee, and Viv Hawkins, who provides staff support for General Services. Monthly Meetings were contacted by letter asking for input into the evaluation; twenty-one Meetings responded with useful and insightful information about the work of the Standing Committee.

The report states in part:

The General Services Standing Committee currently has fifteen members with an average attendance of eleven at its monthly meetings. The commitment of the committee members, with members working between meetings and even when absent from committee meetings, is extraordinarily high. There is enthusiasm for the work, full awareness of its responsibilities to Philadelphia Yearly Meeting and a high level of expertise on the committee. There is widespread affection, respect and appreciation for the abilities and dedication of the clerk. The recording clerk provides excellent minutes and has enhanced the close knit relationship of the members. This standing committee has benefited from a low turnover in membership and from individual members who are particularly skilled in the areas of budgetary and financial matters.

The report notes that the General Services Standing Committee represents the "nuts and bolts", the infrastructure of Philadelphia Yearly Meting. While it is vital to our corporate lives within the Yearly Meeting, it is largely invisible to many Friends. The Evaluation Working Group commended the General Services Standing Committee for its smooth and effective functioning. They further suggested that the committee might seek ways to help individual Friends and Monthly Meetings understand better the relationship between them and the Standing Committee and to help make the inner workings of the Yearly Meeting more transparent to Monthly Meetings. Doing so would help members of Philadelphia Yearly Meeting become more aware of the relevance of the General Services Standing Committee and its working groups.

When members of Interim Meeting were asked for comments and questions on the report, a Friend suggested that one factor in the smooth functioning of the General Services Standing Committee is the synergy it enjoys from close association with Yearly Meeting staff. Perhaps if other Standing Committees had the benefit of close work with staff, then their evaluations could be as positive as this one has been.

B. Preliminary Report on the Structure of the Yearly Meeting

In March of 1998, the new structure for Philadelphia Yearly Meeting was implemented, with the advice that it be evaluated after five years. Interim Meeting followed this recommendation in October 2001 by establishing the Structure Evaluation Project Group. It has met twenty-two times in the eighteen months of its existence, and tonight brought to Interim Meeting a preliminary report on its work. Members of Group seated on the facing bench to present their report were: Fran Beer (Newark), Dorothy Carroll (Birmingham), Gretchen Castle (Doylestown), John M. Caughey (Westtown), Robert Dockhorn (Green Street), John Kelly (Princeton), Paul Kester (Newtown), Taylor Lamborn (Reading), Sue Makler (Abington), and Marilyn Trueblood (Gwynedd).

The preliminary report begins with the basic query of how the present structure is serving to enrich and support the spiritual journeys of Meeting, members, and attenders. A Framework is then presented which groups areas of examination around eight themes:

1. Overview of Philadelphia Yearly Meeting: Clarity of Purpose and Spiritual Process
2. Relationship of Standing Committees and Working Groups
3. Relationship of Yearly Meeting and Monthly Meetings
4. Regions / Quarters
5. Paths of Concerns6. Finances
7. Nominating Process
8. Future Evaluations of the Yearly Meeting

Each theme further lists a number of tasks and qualities of our work together. For example, items listed under Theme No. 7, Nominating Process include: Nominating Committee's role in relation to Standing Committees and to Working Groups Scarcity / abundance of human resources.

The Structure Evaluation Group also gives a number of Observations for each theme, but does not draw conclusions; there is still a process of discernment which the Group is going through before they are ready to synthesize input on a particular theme. For example, under Theme 1, Overview, it is observed that While some feel that the purpose of Philadelphia Yearly Meeting is inherent in our existing structure and tradition, others feel that a clear statement of purpose is essential and we do not have such a statement. Many see long-range planning as important, but many also find it important to leave room to follow leadings as they arise.

The Structure Evaluation Group asked members of Interim Meeting for comments on the report as a listening session for their work. The clerk of Interim Meeting then went through the report, asking for input on each of the eight individual themes. In the discussion which followed, members of the Group made frequent reference to two foundation documents for the structure of our Yearly Meeting. They are:

Outline of Authority and Accountability for Philadelphia Yearly Meeting Working Groups, Standing Committees and Interim Meeting, which was approved by Interim Meeting 24 June 1999.

Roles and Responsibilities of the Five Standing Committees, from the Implementation Committee of Philadelphia Yearly Meeting, [March 1998].

In response to Friends comments and questions, members of the Group offered the following:

The Group was able to put personal experience on the margins of the process and listen to the voices of a broad range of Friends in the Yearly Meeting.

The new structure of our Yearly Meeting is in a process of maturation
.
The Group is not yet ready to address the prohibition for a Friend serving on a Standing Committee and at the same time on any of the Working Groups under its care. This has been an area of concern for many Friends since the new structure was implemented.

The question of whether the Yearly Meeting is relevant at all to some within our Monthly Meetings is important, and probably needs additional study and input.

The staff of Philadelphia Yearly Meeting is highly valued by Friends from across the Yearly Meeting.

A recurring observation with all eight themes is that some Friends feel that we have a scarcity, and others an abundance of the same resource or quality.

It is not just the Yearly Meeting that must take responsibility for bringing about changes in the structure and in our work together, but also Quarterly Meetings, Monthly Meetings, and individual Friends.

To facilitate completion of their work, the Structure Evaluation Working Group has asked the clerk of Interim Meeting to appoint a special listening group to meet with them this summer. She has done so, and Friends asked to serve are Rick Dow (Lehigh Valley), John Ellsworth (Solebury), Marsie Hawkinson (Third Haven), Lyle Jenks (Swarthmore), and Diane Metz (Seaville).

Minute # 4. Report of the Nominating Committee

Sue Makler (Abington), clerk of the Nominating Committee, reported the following nominations:

Friends approved the nominations presented, and accepted the resignations.

Current Count for Standing Committees including the above
Education = 16 General Services = 15 Peace & Concerns = 12
Support & Outreach = 14 Worship & Care = 15 Financial Stewardship = 7 at large + 9 SC reps*
(* SC reps = Standing Committee Representatives)

Minute # 5. Financial Stewardship

A. Jackie Bowers, clerk of Financial Stewardship, brought forward a Minute of May 15, 2003 from that committee asking that Interim Meeting establish a task force to study the appropriateness of contributions to external organizations where our affiliations are directly determined by Yearly Meeting in session or by Interim Meeting and which are now in Interim Meeting's budget. These include: American Friends Service Committee, Friends Committee on National Legislation, Friends General Conference, Friends World Committee for Consultation, Metropolitan Christian Council of Philadelphia, National Council of Churches, Pennsylvania Council of Churches, and the Quaker Information Center. The contributions to these groups in the most recent year total some $70,000.

Friends of Interim Meeting approved the creation of a task force for this purpose, and authorized the clerk to name its members. The task force will be charged with reporting back to Interim Meeting in September. Jackie offered to meet with the task force, and Thom Jeavons stated that there will be staff support for its work. Both information and background for the contributions will be provided.

A Friend offered that the task force will want to consider what the Yearly Meeting and our members gets back from these external organizations in addition to the money that we spend on contributions to them. This should be an important element in the process of discernment in determining an appropriate contribution for each one.

B. Jackie also gave a "Heads Up" for the budget process for the coming year, FY05 which will cover July 2004 through June 2005. Financial Stewardship is working on preparing this budget at the present time. Jackie stated that while the budget process we have just gone through for FY04 was a tough one, the one for next year will be even more so. Given present income and expense projections, it will be extremely difficult.

Minute # 6. Business of the Standing Committees

A General Services Standing Committee
The clerk of the General Services Standing Committee was not able to be present, and several Friends reported for her.

1. Elizabeth Foley (Mickleton), reported on the progress of the Philadelphia Yearly Meeting annual fund. The goal for 2003 was $435,000. Friends had thus far given $408,287, leaving a shortfall of $26,713. Elizabeth reviewed results of a recent survey of members of our Yearly Meeting which shows both a high level of educational attainment and a privileged amount of household income. She concludes: "These statistics describe a greatly blessed people who can well afford to support their faith community."

2. Kathy Reilly ( Westfield), reported on three unrestricted gifts to Philadelphia Yearly Meeting. Alfred Jacob, participant in the Pooled Life Income Fund, in the amount of approximately $3,000; James W. Moore, around $130,000; and Edward Woolman, about $500,000. Our guidelines for unrestricted funds state that for gifts under $250,000, half of the gift up to $50,000 will go to the Membership Development Support Fund and the remainder goes to the Unrestricted Bequest Pool which is distributed to the General Fund at the rate of 20% per year.Over $250,000, Interim Meeting or Yearly Meeting in session will make a decision on accepting the funds, and then decide how the income will be used. Friends of Interim Meeting accepted the Woolman gift, and asked Financial Stewardship to study the situation and bring a recommendation for its use to our September meeting. At that time, Elizabeth Foley will also bring a report on the connection of each of these persons to our Yearly Meeting.

3. Paul Kester, clerk of the Financial Oversight Working Group, brought their report on Designated Funds, General Fund Sources and Reserves. The report was presented by TylaAnn Burger (Green Street), Assistant Treasurer of the Yearly Meeting, and Art Torelli (Arch Street), a member of Financial Oversight Group. The report deals primarily with the use of designated funds which are those funds whose use Interim Meting has the power to change.

Philadelphia Yearly Meeting has nineteen designated funds with a total principal amount of some $14,700,000 on March 31, 2003, and an annual income of some $800,000 for fiscal year 2003. These funds came from unrestricted bequests, unexpected donations of large sums of money, or money that has come from consolidation. Several of these funds came with "precatory language", asking that the Yearly Meeting direct the money towards a specific purpose but not requiring that the money be spent on a specific activity or cause. The largest individual designated fund is the Chace Fund which receives approximately $413,000 in income each year; the second largest is the Troemner Fund which receives approximately $135,000. Of the nineteen funds, only the Troemner Fund prohibits our spending the principal, if we were otherwise to decide to do so.

It is the responsibility of Interim Meeting each year to approve the use of these funds. A detailed spreadsheet was provided showing the amount of the principal, the yearly income for FY03, and how that income will spent. Paul explained the use of each group of funds. Friends asked whether additional funds could be moved into the Reserve Funds group, which provides upkeep and maintenance for our buildings and equipment. Yes, this is possible if we so choose.

Friends of Interim Meeting approved the current use of these funds.

4. Friends from the Financial Oversight Working Group also brought forward a proposal for changing the way in which we contribute to financing the renovation at Friends Center. Financial Oversight recommends that a capital contribution of $300,000 be provided by Philadelphia Yearly Meeting towards the Friends Center renovation project. This would come from and halve the principle of the Yarnall Fund, the proceeds of which presently flow into the General Fund. This is not an increase in our support of the renovations. Instead, it would rather enable a reduction in the original proposal of a fifty percent rental increase to a twenty-five percent increase, of which ten percent would be considered rent, and fifteen percent would be applied towards debt reduction. Friends of Interim Meeting approved the use of Yarnall Funds for this purpose.

5. Viv Hawkins (Central Philadephia), Yearly Meeting staff director for Business Information Services, brought a recommendation of the General Services Standing Committee that we accept a restricted gift of $8,000 from the D'Olier Foundation for the use of the Burlington Meeting House. Restricted gifts of more than $5,000 must be accepted by Interim Meeting or Yearly Meeting in session. Friends of Interim Meeting accepted the gift with gratitude.

6. Viv also brought a recommendation from General Services that Interim Meeting approve the sale of the property at 348 High Street, adjacent to the Burlington Meeting House. She presented the background of the acquisition and use of this property, and a study of the probable effect of the sale on the Burlington Meeting House. Friends of Interim Meeting approved the sale.

7. Viv further presented a report from the Annual Sessions Planning Group, which has carefully considered the purposes and needs of the Residential Session of our Yearly Meeting. They now are asking Interim Meeting to forego a Residential Yearly Meeting session in 2005. Friends of Interim Meeting approved. The Annual Sessions Planning Group also stated an uncertainty about the wishes of members of our Yearly Meeting about future Residential sessions. They asked that Interim Meeting help with this discernment process. Interim Meeting will form an Ad Hoc group, open to any member of the Yearly Meeting, to study the value and feasibility of Residential sessions of our Yearly Meeting.

8. The General Services Standing Committee also provided to Interim Meeting detailed reports of grants which have been made by the Chace Fund and the Bequests Funds Granting Groups. Meeting on April 14, 2003, eighteen grants were made by Chace totaling $125,581. Chace grants were grouped under the headings Education, Friends, Minorities, Native American, Youth, Prison / Criminal Justice, Youth, and Other Quaker Testimonies.

The Bequests Funds Granting Group met on May 1, 2003 and made nineteen grants totaling $168,000. The grants help to fund projects under the headings Yearly Meeting Project; Monthly and Quarterly Meeting Projects; Friends School Projects; Projects of Friends Retirement Facilities; Projects of Friends Organizations, and Projects of Other Organizations with Substantial Quaker Involvement.

9. Friends of Interim Meeting were asked to read and consider carefully a report from General Services on new guidelines for organizations requesting grants from the Chace Fund. This was distributed with the materials for the meeting tonight, and will be discussed at the September Interim Meeting.

B. Support and Outreach Standing Committee

Betsy Appelbaum (Newtown), reported for the Support and Outreach Standing Committee.

1. The Support and Outreach Standing Committee has laid down the Publications Granting Group.

2. Mark E. Dixon (Willistown), reported for the Publications Service Working Group. The Group, joined by the Support and Outreach Standing Committee, is requesting that Philadelphia Yearly Meeting sponsor and participate in a "Back to School Reading Project" in Fall 2003. Specifically, this would encourage Meetings, congregations and organizations throughout the region to read and discuss the recently reprinted 1955 novel The Virginia Exiles by Elizabeth Gray Vining. The novel is based on historic arrests of Quakers as security risks and their confinement without trial during the American Revolution. The Publication Service Working Group feels that the parallels are so strong between the novel and present actions by the U.S. and other governments in the name of security that more persons could be drawn to focus on the current erosion of civil rights. There is no financial commitment for this project on the part of the Yearly Meeting beyond a small amount which is covered by the budget of the Working Group.

The four ways in which support is requested for this project are:

1. Permission to promote this project with news releases and other publicity tools issued in the Yearly Meeting's name and on Yearly Meeting stationery.
2. Permission to speak to the media in the Yearly Meeting's name to promote this project.
3. Permission to ask Friends via the PYM News and other vehicles to consider organizing reading groups around this book within their Monthly and Quarterly Meetings, and to consider cooperation with other groups desiring to do the same.
4. Commitment to add temporarily to the Yearly Meeting homepage a brief description of the project with a hyperlink to www.quakerbooks.org where the book can be ordered.

Friends of Interim Meeting approved this request.

3. Lyle Jenks (Swarthmore), reported that Peggy Morscheck is leaving her position as director the Quaker Information Center. Friends were asked to help make this vacancy know, and encourage those interested to apply. This will be an Interim Staff Position, 4/5s time, for the period September 1, 2003 through June 30, 2004 while Friends Center engages in strategic planning for the future. Duties include service to member organizations, service to inquirers, and organizational facilitation and management including fundraising.

4. Betsy reminded Friends of Interim Meeting of the importance of the Yearly Meeting Talent Bank. It is helpful both in identifying Friends to fit into a particular task, and is also helpful to the Nominating Committee. Folders with applications for the Talent Bank are available tonight for us to take back to our home Meetings to encourage Members to register their particular skills and interests for future service to our Yearly Meeting..

C. Peace and Concerns Standing Committee

Howard Cell (Yardley, clerk of the Peace and Concerns Standing Committee reported for that committee.

1. A copy of the Annual Report of the Oversight / Support Group for the Philadelphia Yearly Meeting United Nations NGO Representatives was provided to Friends of Interim Meeting. The Group has "spent time this year considering how best to further the knowledge and understanding of the United Nations among Friends of our Yearly Meeting." Also, Theresa Fitzgibbon (Trenton), has just completed twelve years of service as first the alternate and then the main representative of Philadelphia Yearly Meeting to the United Nations Department of Public Information. Linda Jeffrey (Woodstown), has been appointed as the new main representative; she had been the alternate. Margaret Grace (Princeton), is the new alternate representative. The report notes that under Linda's sponsorship and guidance, "Quiet Diplomacy", a professional quality video about the Quaker United Nations Office and the witness of Friends on its Board has just been created. More information on this video will come to Interim Meeting in September.

2. Howard brought forward a report from Laurence Sigmond (Germantown), Peace and Concerns Coordinator, on Telephoning Local Meeting Clerks to offer Assistance on Concerns with Iraq. After the annual sessions of the Yearly Meeting in March, the Peace and Concerns Standing Committee asked Laurence to contact every local Meeting's clerk as a follow-up on the Yearly Meeting's Minute of Concern on Iraq.

3. Howard presented a Minute of Appreciation from the Peace and Concerns Standing Committee for the long years of service of Suzanne Day (Westfield), on War Tax Concerns. Especially noted was her deep knowledge of historical precedent and how it could be applied in the current situations. Friends of Interim Meeting warmly joined in this Minute.

4. Theresa Fitzgibbon, (Trenton), was asked to make some concluding remarks on her service as a representative of our Yearly Meeting to the United Nations Department of Public Information. Theresa brought Friends of Interim Meeting a copy of the United Nations Resolution on the International Day of Peace, and talked about its significance within the United Nations. The Resolution declares that the International Day of Peace "will serve as a reminded to all peoples that the United Nations with all its limitations is a living instrument in the service of peace." Theresa further reminded us that the role of Civil Society, including voices such as ours, has achieved a high level of respect and responsibility within the Untied Nations. This is evidenced by the Secretary General appointing the former President of Brazil to lead a high-level review of UN-Civil Society Relations.

Howard brought forward a Minute of Appreciation from the Peace and Concerns Standing Committee for the witness for peace and justice that Theresa has made at the UN on our behalf for the last twelve years. Friends of Interim Meeting joined in this Minute, and expressed special thanks to Theresa for her work.

5. The Middle East Working Group and the Peace and Concerns Standing Committee brought forward a recommendation that Philadelphia Yearly Meeting become an endorsing group for a Statement to be read at the National Press Club, Washington, D.C. by the Rebuilding Homes Campaign, the Jewish Voice for Peace, the American-Arab Anti-Discrimination Committee, and Assure International Humanitarian Access. It begins:

Israelis and Palestinians are beginning the hard work of "ending terror and violence, normalizing Palestinian life, and building Palestinian institutions." However, since May of this year, a crucial Roadmap requirement has been sharply curtailed: the Government of Israel is blocking "the full, safe, and unfettered access of international and humanitarian personnel in the West Bank and Gaza." During this critical transition to peace, there is a humanitarian crisis in the Occupied Territories. Human services are vitally needed. Independent human rights monitoring is the only way to assure any credible peace process.

The Statement goes on to list actions of the government of Israel against such humanitarian presence and aid. It concludes:

We ask Americans to take immediate action. Please call and write your representative, the State Department, and the Israeli Consulate to express your concern and guarantee unfettered aid and independent monitoring.

Friends of Interim Meeting approved this Statement. Chris Mahon as clerk of Interim Meeting will email the group saying that Philadelphia Yearly Meeting is in support of the Statement.

6. The Peace and Concerns Standing Committee brought a Report on the Peace Well Initiative to Interim Meeting. It reminds Friends that at the June 2002 Interim Meeting, a proposal to establish an organizational or conceptual structure - the Peace Well - for the peace work of Philadelphia Yearly Meeting was established. The report goes on to show how various part of our Yearly Meeting have carried out peace work during the last year. Two elements of the Peace Well proposal which have further been implemented are the Online Peace Witness for the Yearly Meeting, through our web site, and a Core Peace Support Registry, which has been developed by Laurence Sigmond the Peace and Concerns Coordinator.

The report concludes that two elements of the proposed Peace Well which have not yet been implemented are the Meeting on Peace and Justice, and the Friends in Residence for Peace Witness / Peace Fellows. A way has not yet opened for these two. However, Peace and Concerns is asking Interim Meeting for approval to explore how the Pendle Hill Peace Network, now being proposed, might fit into the Peace Well plan, or otherwise be of interest to our Yearly Meeting. Friends of Interim Meeting approved asking the Peace and Concerns Standing Committee to explore the possibility of Philadelphia Yearly Meeting becoming a founding member of the Pendle Hill Peace Network. Howard will investigate this possibility.

D. Worship and Care Standing Committee

Jim Morrissey (Reading), co-clerk of the Worship and Care Standing Committee, brought the Annual Report for that committee. The report states:

Worship and Care in the year 2002-2003 has continued to labor in bringing the structure of the working groups gathered under its care into alignment with the current structure of Philadelphia Yearly Meeting. Deepening and Strengthening, Pastoral Care Newsletter, and School of the Spirit changed from projects to working groups.

The report goes on to detail how the work of the Standing Committee and its working groups has continued to work more smoothly. Also, there is increased coordination with other Standing Committees. However, Worship and Care continues to report difficulty in attracting members to the working groups under its care.

Minute # 7. General Secretary's Report

Thom Jeavons presented the General Secretary's Report and brought forward a Memorandum on Impending IRS Action. In this Memorandum to Interim Meeting of June 26, 2003, Thom begins:

It is my responsibility to inform you that we have received communication from the U.S. Department of Justice, Tax Division, informing us of their intention to file a civil lawsuit against PYM seeking to collect funds to cover both the wages of Priscilla Adams we have refused to garnish to pay the taxes the IRSA says she owes, and an additional 50% penalty. This communication was received on June 3, 2003. It informs us that if PYM would simple pay the wages they believe we should have collected on their behalf to meet Priscilla' s obligations the IRS was willing to forego the 50% penalty. It appears that, taken together, the wages and penalty PYM would owe if the IRS wins a judgment amounts to approximately $60,000.

Thom goes on to say that he has consulted with Peter Goldberger, who has acted as our attorney in these matters, to work with us, and Peter has looked into the matter. Thom concludes:

Members of this body need to be prepared to make decisions in September about whether or not PYM wishes to contest the IRS actions in court, to try to negotiate a settlement, or to meet the IRS demands.

Friends of Interim Meeting will accordingly plan to consider this matter at the September meeting.

Minute # 8. Clerk's Correspondence

At the January 23 Interim Meeting, among other actions in support of a Minute of Concern for Energy Stewardship in Meeting Facilities and Households, Friends approved asking the clerk to send the minute with a covering letter to Monthly Meetings. She did so, and has received a number of replies from Monthly Meetings describing their actions and concern for the environment. She will forward these to the Environmental Working Group, from which this minute arose.

Minute # 9. Minutes of 24 April 2003

Friends approved the minutes of Interim Meeting for April 24, 2003 with the following corrections:

Minute # 3 B, page 4. Last paragraph now begins: "A Friend suggested that when annual reports are made within the Yearly Meeting, the priorities should be reference so that we can see how they relate to our corporate work and witness.

Page 5, First sentence: the phrase "to Interim Meeting" is dropped so the sentence reads: "Friends then approved asking the clerk to work out a way to ask those making annual reports to reference the priorities set for the Yearly Meeting."

Minute # 3 D, page 5. Third paragraph, third line is corrected to read: "The Committee plans to have the preliminary report ready for the June Interim Meeting."

Minute # 6, page 7. Third paragraph, second line. Sentence should read: "In preparation for that meeting, the General Secretary sent a mailing to all Monthly Meetings."

Minute # 10. Schedule of Future Meetings and Adjournment

For some years in recent times, Interim Meeting had held regular meetings each month, except that November and December were combined into one meeting in early December, March was excluded since that is the time of Yearly Meeting in full or one-day sessions, and July and August were excluded as vacation months.

Last year we did not choose to have sessions of Interim Meeting in November and May. With fewer meetings, the load of business at each meeting was very heavy. In the coming year, we will consider whether to exclude sessions in October or November, and in May depending on the work to be done. With this in mind, Friends approved a schedule for Interim Meeting for the coming year. We will plan to meet in October, unless in September we find that our work does not require meeting then. We will hold open the question of whether we will meet in May, depending on the work before us at that time.

God willing, Interim Meeting will meet again in 2003 on September 25, October 23, and December 4; and in 2004, on January 22, February 26, April 22, May 27(if needed), and June 24.

Friends settled into worship and adjourned near the hour of 9:10 p.m. We shall meet again, God willing, on 25 September 2003.

Chris Mahon, clerk
Susan White, recording clerk