submitted by Richard Ailes - Clerk
Nominating Committee continued to build on the good work of previous Friends this past year. We met 7 times from 5th month, 1998 until 5th month 1999. Sessions were held at 4th & Arch St. Meetinghouse, 6th day from 9:30 in the morning until 1:00 in the afternoon. This time schedule, a slight change from the past, allowed Friends from the outlying areas to have some part of their day left to enjoy after the session was over. We were able to adhere to this schedule at all of our meetings, getting the most important work done and leaving less important work for the next meeting. We did not have too much in the way of unfinished business at year's end.
The work of the committee was serious and focused, yet there was plenty of time for laughing and good fellowship, the kind which enhances the experience of any Yearly Meeting committee. Robin Meaker, our previous clerk, had successfully navigated the committee through the transition period of the new structure. We started in right away finding Friends to serve on the 5 Standing Committees and the Financial Stewardship Committee. One might have thought the work easier than keeping track of 53 PYM committees under the previous structure, but the work was made taxing by the critical nature of the new oversight groups and by a steady stream of resignations throughout the year. 19 Friends resigned from Standing Committee service during this time period and 8 did not return to service after their first term was up in 3rd month of this year.
In all, Nominating Committee asked 220 Friends to serve on various positions (we are also responsible for some external and affiliated organizations). We were able to recommend to Interim and Yearly Meeting the names of 71 Friends who accepted the call to service, 40 of those Friends for service on Standing Committees despite the rigorous demands of the appointments. 13 Friends accepted new positions on the Friends General Conference Central Committee while others were appointed to organizations like Friends World Committee for Consultation, Interim Meeting, AFSC Corporation and the National Council of Churches. Along with this, 20 out of 28 Friends who were asked to serve another term on the Standing Committees decided to return on the 2002 panels. The Yearly Meeting was indeed blessed by all of these appointments
Because some of the dust had settled regarding the recent changes in Yearly Meeting, members thought it time to publish a new Nominating Committee handbook. The purpose would be to describe the functions and responsibilities of Nominating Committee and the Standing Committees, providing a succinct explanation of the new structure to Friends and attenders in the Yearly Meeting. A small committee ably worked on this throughout the year, bringing forward several drafts for review. The handbook was published in 6th Month, 1999 in time for annual sessions at Allentown and was well received. It is currently being distributed to Clerks of Monthly, Quarterly, and Yearly Meeting, as well Standing Committee clerks and Nominating Committee members. The handbooks are for the use of all members and attenders of each Monthly Meeting. They are in a looseleaf format which allows for easy copying and updating. Updates are to be mailed out on a yearly basis.
New clerks of Yearly Meeting were nominated and appointed this year at 3rd Month and 7th Month sessions. Traditional practice had us bring forward names for clerks at the end of the residential session in Allentown, but after consultations involving clerks of Yearly Meeting and Planning Group and Nominating Committee in session, it was decided to bring forward names for approval at 3rd Month sessions in Philadelphia. Friends approved appointment of Arlene Kelly as Yearly Meeting clerk at 3rd Month sessions, her term to begin at the rise of 7th Month sessions in Allentown. This gave the new clerk and the outgoing clerk, Martha Bryans, a time for transition which was much appreciated. It is suggested if the opportunity for a transition exists in future appointments of Yearly Meeting clerks, Nominating Committee should take advantage of this.
Some issues remain to be dealt with for the coming year.
1-How to deal with Standing Committee members whose participation is believed to be interfering with the Standing Committee's work. This issue requires a formal process. This spring Nominating Committee in session reviewed some Friends participation and decided not to ask them to return to service for another term. We believe we acted in the best interest of the Yearly Meeting in doing this, though we now see that a written policy for dealing with such matters should be produced, reviewed and approved.
2-Making the Skills Bank more effective for recruiting. Nominating Committee did suggest a minute regarding access to Skills Bank data which was amended and approved at Interim Meeting, 6th Month, 1998. However we were unable to put much energy into getting more Friends and attenders to volunteer their personal data for use in the Skills Bank, a necessity if the database is to be used successfully.
3- Affiliated organizations to which the Yearly Meeting makes appointments (Friends World Committee for Consultation or National Council of Churches are examples here). There needs to be a better understanding of the requirements and the recruiting cycles of these groups. Usually they do not follow the same recruiting cycle as the Yearly Meeting making it difficult for synchronization. Also descriptions of their requirements need to be updated and better organized.
4- Standing Committee work needs to be evaluated (an Interim Meeting committee is currently being set up to do this). Since inception of the Standing Committee structure two years ago, there have been 29 resignations. This may be normal for an organization which has dramatically changed its structure or it may indicate something more serious. Whatever the reason such resignations keep us far from the goal of having a full compliment of 24 members on each Standing Committee.
I am pleased to have been led into clerking the Nominating Committee this year. It has been an invigorating experience, full of moments in which the Spirit has moved among us, and made all the more worthwhile by the good sense and fellowship of those Friends with whom I serve. I await the Spirit to guide us ever more faithfully in our future work.