Southern Appalachian Yearly Meeting
and Association
Representative Meeting #106 (Fall)
Columbia, South Carolina
Ninth Month, Sixth Day, 2003 -
10:00 am
min_()_.wpd
106 - 1 Opening
After a period of silence, Clerk Sharon
Annis welcomed Friends to representative meeting and read the following excerpt
from AConversations on the True harmony
of Mankind and How It May Be Promoted@
-- John Woolman, 1772:
The Love of Christ, which preserves
the faithful in purity of heart, puts men into a motion which works
harmoniously and in which their example yields clear and safe instruction: thus
our Redeemer said, AYe are the light of the world.@
This is the standard which God hath
commanded to be lifted up to the people, and the possibility of this standard
being now lifted up by us, standeth in that of a lowly watchful attention to
the leadings of him who is the Light of Life; and if we go from this standard,
we go into a wilderness of confusion.
106 - 2 Announcements
Sallie Prugh welcomed Friends on
behalf of Columbia Friends Meeting, oriented us to the available facilities and
thanked the many Columbia Friends who helped with hospitality.
Mary Calhoun, the SAYMA
administrative assistant, announced that copies of the SAYMA Faith and Practice
are available for sale. She distributed
a list of current SAYMA clerks. She also
passed around a flyer reminding monthly meetings that it is helpful if monthly
meeting minutes and newsletters include the names of those who hold positions
of responsibility in the meeting.
Tim Lamm announced that the SAYMA
Faith and Practice will soon be available on the SAYMA web site.
106 - 3 Agenda
The clerk reviewed the proposed
agenda.
106 - 4 Introductions
The clerk asked Friends present to
introduce themselves. A list of
attenders is attached as Appendix A.
106 - 5 Transfer of Duties
Banking -- Mary Calhoun presented
information required by our bank, Bank of America, to transfer duties to our
new treasurer. The bank requests that we
approve a list of resolutions set out in the ACertified Copy of Unincorporated
Association Resolutions -- Opening and Maintaining Deposit Accounts and
Services@ (Appendix B) in addition to
signing a signature card. The proposal
is that David Ciscel, our current treasurer, Sharon Annis, clerk, and Kendall
Ivie, past treasurer, will be the three people who are authorized to sign
checks for SAYMA. The Friends who will no longer be able to sign checks are
Penelope Wright and Mary Calhoun.
Minute -- Friends approve the
resolutions contained in the ACertified Copy of Unincorporated Association Resolutions -
Opening and Maintaining Deposit Accounts and Services @ and authorize Recording Clerk Lee Ann
Swarm to sign that document. Friends
also approve the change in those authorized to sign checks.
Sharon Annis also announced that
anyone who has assumed a new responsibility and has not received information
about their duties should contact her for assistance. Information about the duties of monthly
meeting representatives would be helpful for new representatives. Sharon and Mary will distribute that
information upon request.
The Handbook Committee is working
on a plan to distribute that information routinely. They plan that the entire handbook will be
available on the SAYMA website and individuals will have just a portion of the
document. This plan is based on the
large size of the document and the fact that it will be frequently revised.
Those who have held positions
within the yearly meeting are reminded to return requested information to
Barbara Esther, clerk of the Handbook Committee, about the duties of their
positions. Barbara=s new e-mail is: barbara.esther@bcsemail.org.
106 - 6 Treasurer
David Ciscel announced that the
financial information is being transferred to him so he can now begin to
receive checks and receipts. Please include your name with your receipts! His address is 1950 Nelson, Memphis, TN 38104
and his e-mail is treasurer@sayma.org. A review of last year=s budget and of this year=s budget to date will be presented
at the December representative meeting.
106 - 7 Re-Opening
Following lunch and a period of
worship, the clerk offered Friends the opportunity to take and read the minutes
received from other yearly meetings.
Assistant Clerk Kristi Estes read
excerpts from epistles received by the yearly meeting:
Baltimore Yearly Meeting:
Baltimore Yearly Meeting of the
Religious Society of Friends (Quakers) gathered at James Madison University,
Harrisonburg, Virginian, 29 Seventh Month to 3 Eighth month, 2003 for our 332nd
Annual Sessions. The weight of the world=s violence lay heavy upon our
spirits as we were challenged by the theme, ACalled to be Peacemakers.@
During the Yearly Meeting retreat, Fran and Ed Norton guided Friends to
reflect on the spiritual source of the peace testimony by posing the query, AWhat does it mean to >mind the light=?@
In small worship sharing groups, we spoke of remaining faithful to the
Light when darkness seems to prevail within our Meetings or our world.....
Our yearning to live in Athat Light and Power that takes
away the occasion of all wars@ finds expression among us in how we treat one another and
how we bring up our youth. Peace and
security come from a culture of community, compassion, love, and faith. Reports from directors of our four camps
echoed this theme. In response to a fire
circle query, AWhat makes you happy?@ one young camper answered, AKnowing there=s a God to depend on.@
During these difficult times we take courage from the experience of our
youth that Adoing hard things makes you feel
really good about yourself.@ We endorsed Young
Friends= decision to embark on an
electronic exchange with youth in Northern Ireland; this project came about
through the leading of a Young Adult Friend, Leslie Keffer-King.
...Our Junior Young Friends (JYFs) program sponsors
four weekend conferences each year for our middle school age youth to address
their feelings of isolation in their schools, especially around issues of war
and peace. Junior Young Friends, while
participating in a peace vigil in Washington, D.C., were surprised to learn
that seasoned police could be frightened by the presence of a large number of
singing children. We were told of the
powerful worship sharing that happened right after the vigil.
...We experienced the power of
laughter and play as all ages came together in worship to sing and dance the
Hokey-Pokey with new words that expressed our Called to be Peacemakers
theme:
You put the peacemakers in you take
the warmongers out
You put the peacemakers in, and you
march and sing and shout
You do the power shuffle, and you
turn this world around
And that=s what it=s all about
(>The Power Shuffle= by Steve Schumaker, Ginny Frazier
and Paulette Meier)
Our testimony of equality prompted the
Working Group on Racism to conduct a Listening Project that probed views and
attitudes within the Yearly Meeting on diversity among Friends. This was an effort to understand our views as
a preliminary step to becoming a more open, welcoming, and diverse
community. We also approved the request
of the newly renamed ad hoc Committee on Gender and Sexual Diversity Concerns
to extend its charge to include advocacy as well as education. We continue to
labor in love with Friends United Meeting (FUM) regarding the impact of FUM=s policies and practices on gay,
lesbian, bisexual, and transgendered persons....
In the Carey Memorial Lecture, Paul
Lacey, Professor emeritus of English at Earlham College, centered on the
connection between making peace and telling truth. Using Denise Levertov=s poem, AMaking Peace,@ as a springboard, he reminded us
that Apeace is not something which is found
but something which is made...@ Peace grows from
truthfulness, as Awe find the right words for the
right deeds and put them together in right order@ to Abind ourselves to pledges we can
keep.@
In Levertov=s poem, Aa voice from the dark called out, AThe poets must give us imagination
of peace...= APaul called on us as Friends to
dedicate ourselves Anot to slogans but to tasks@ and to make Apeace pulse out into the world.@
Australia Yearly Meeting: (See Appendix C)
106 - 8 Concern from Atlanta Monthly Meeting
Martha Tate, representative from Atlanta
Monthly Meeting, brought the following minute in support of Philadelphia Yearly
Meeting and Priscilla Adams who are being sued by the IRS for withholding of
war taxes for consideration by the Yearly
Meeting:
AMay God=s loving spirit uphold you as you
and Priscilla Adams continue faithful in your peace witness towards the United
States government. We are especially mindful of Priscilla=s leading to withhold war taxes.
And we are holding her and Philadelphia Yearly Meeting in the Light. Please let
us know in what practical ways we may be of help to you all at this difficult
and challenging time.@
Friends considered how to respond
since only 10 monthly meetings and worship groups are represented at this
representative meeting.
Minute -- Friends agreed to distribute
this minute to monthly meetings, ask them to consider this minute and to give
feedback to Sharon Annis before the December representative meeting.
106 - 9 Concern from Foxfire Friends Meeting
Mary Calhoun of Foxfire Friends
Meeting presented a minute approved by that Meeting on May 4, 2003:
AStandards of Government@ Peace Minute
AIn the interest of avoiding future
occasions for war, we call on Quaker groups to join in support of a search for
a world consensus on minimum standards for governments. Ultimately, appeals should be made to all
people without regard to boundaries and to such governmental bodies as the
United Nations.
"To open discussion, some
issues to consider include:
1. Should there be term limits for
leaders of government?
2. What concerns are there when a
government aligns with one religion?
3. Should there be universal
participation in world peace initiatives?
4. What are acceptable levels of
citizen participation in government?
5. Should every government have
separation of powers?
6. Other issues? (i.e., war
declarations, military, crises in leadership, internal police powers, economic
influences...)@
Foxfire asks
that the minute be considered by yearly meeting for possible approval.
Minute -- Friends agreed to distribute
this minute to monthly meetings and ask them to consider this concept of
minimum standards of government. A paragraph giving background to both of these
monthly meeting minutes will be developed and distributed to monthly meetings
with these minutes. (See Appendix D).
106 - 10 Announcement from Nashville Friends Meeting
Nashville Friends Meeting is happy
to let SAYMA Friends know that we have made the move to our new location 530 26th
Ave N, Nashville TN 37209, 615-329-2640, www.nashvillefriendsmeeting.org.
Our new location is not far from where we used to be, but in a much more
racially and economically diverse neighborhood. Even before officially moving
in we have been included in an organizational meting for neighborhood renewal.
Already we have heard of some exciting possibilities of outreach and
participation in the area. At this very moment Friends are happily slapping
paint on the walls so that the beautiful renewable wood floor can be installed,
which will complete phase one and allow us to legally occupy the premises.
Thanks to the vision of a now
departed Friend, we have had a building fund slowly growing over the
years. We rejoiced when we sold our old
property for more than we purchased the new. But that cushion has been depleted
and we find ourselves in need of more funding before we can move on to phase
2--completion of basement classrooms and disability access to our lower level.
As a first measure we are seeking contributions or loans from Friends. We would
love it if we didn=t have to seek a bank loan.
Upon completion of Phase 3--full
kitchen and showers--we plan to have a thanksgiving celebration and will be inviting
all SAYMA to participate. God willing, that will be before 2004.
106 - 11 Faith and Practice Revision Committee Report
Kristi Estes read the attached
report (Appendix E) from the Faith and Practice Revision Committee. Please note that monthly meetings are asked
to consider the proposed changes and give written feedback before the December
Representative Meeting or let the committee know that a monthly meeting has
decided not to respond. Kristi
notes that feedback is actually needed before the next meeting scheduled for
January.
Minute -- Friends accept the report and
agree to take the recommendations regarding both the proposed name change and
the draft rewritten section of Part II to our monthly meetings for
consideration.
106 - 12 Oxford Monthly Meeting
In the absence of Ministry and
Nurture, Sharon Annis asked what is planned to celebrate the formation of their
meeting and acceptance into SAYMA. A
certificate of recognition is usually a part of this process. Judy Guerry who is part of Ministry and
Nurture will discuss it with the clerk of Ministry and Nurture.
106 - 13 Nominating Committee
Penelope Wright reported for the
Nominating Committee that the ad hoc committee to examine SAYMA=s peace and social concerns committee
also includes Rachel Bliss, Grayfred Gray, Deanna Nip, Joan Barnette and Sharon
Annis. (Steve Livingston, Anne Welsh and
Dennis Gregg were previously named to this committee.) Penelope nominated Jeremiah Gold-Hopton as
SAYF co-clerk for a two-year term.
Minute -- Friends approve this
nomination.
106 - 14 Young Quakes Conference
Penelope Wright announced that
Friends General Conference is hosting a Young Quakes conference that
will be held outside Nashville on October 10-13. Friends are asked to encourage
high-school-aged Friends to attend.
106 - 15 SAYF Steering Committee
Kristi Estes read the attached report. (Appendix F) Photos
accompanying the report were passed around.
106 - 16 Report -- ad hoc committee to examine SAYMA=s Peace and Social Concerns
Committee
Sharon Annis read the committee=s report. It is attached as Appendix
G.
Minute -- Friends approved sending the
recommendation for the work of this proposed committee to monthly meetings for
consideration. Friends also approve
asking monthly meetings to consider three possible names for the committee: The
SAYMA Peace and Social Concerns Committee, The Quaker Concerns Facilitating
Committee and the Social Concerns Facilitating Committee and to decide which name
most accurately reflects the purpose of this committee.
106 - 17 Treasurer
David Ciscel, the SAYMA treasurer,
proposed amending the earlier minute to replace Kendall Ivie with Assistant
Clerk Kristi Estes as the third person authorized to sign check since Kristi is
available today to sign the signature card and she also lives in Memphis.
Minute - Friends approve this change.
106 - 18 Junior Yearly Meeting Ad Hoc Committee
Ron McDonald presented the following report:
There are a number of ways to see
that JYM was a great success this year:
-- evaluations were very good
-- attendance was substantially up
-- volunteerism was equal or up
-- impressions of leaders were
quite positive
-- many friendships were formed
-- the Catechesis method was warmly
received
What should we do to build on this
good foundation?
This committee will bring proposals
for the next JYM to the December Representative Meeting. If Friends are aware
of Friends who have the gifts for coordinating JYM, please bring these names to
the attention of Clerk Sharon Annis.
106 - 19 Ecological Concerns Network
Susan Carlyle reported for the
committee. They met this morning and
planned for activities at yearly meeting.
They plan to focus on the use of cloth napkins by giving each yearly
meeting attender a cloth napkin to be handed out at registration. They will also consider how to present the
state of the meeting reports. David
Ciscel is planning an ecologically oriented workshop for yearly meeting. They also plan to continue to present the
Earth Charter to the yearly meeting.
106 - 20 Calendar
The 2003 December Representative
Meeting will be held December 5 - 6 at Atlanta.
The April meeting will be held April 2 - 3, 2004, tentatively at
Nashville. The September Representative
Meeting will be September 10 - 11, 2004,
in Berea.
106 - 21 Yearly Meeting Planning Committee
Tim Lamm presented the following
report for the committee:
Yearly Meeting Planning Committee
Report to SAYMA Representative
Meeting
September 6, 2003
Looking Back
Planning Yearly Meeting is an
adaptive process. The Planning Committee
makes a few changes each year, then evaluates them to see what worked and what did
not, using the evaluation forms attendees hand in and our own internal
review. This past year we made several
changes in the schedule for Yearly Meeting:
-- Morning and evening worship for
all.
-- Workshops Thursday afternoon;
featured speaker Thursday night.
-- More hours for meeting for
business.
-- Worship sharing after lunch
(instead of after breakfast).
We believe these were mostly
successful. Next year we will reinforce
the idea that Yearly Meeting starts at noon on Thursday. There were some negative comments about
having worship sharing after lunch, so we may go back to the previous time
period for that.
Some other innovations were:
-- Centers for women and FGLBTQ
concerns.
-- Registration in Gladfelter after
the first afternoon.
-- A revised registration form.
-- Talent show organized by SAYF.
These changes also seemed to work
well, except that several people commented the talent show was disorganized and
many of the performances seemed unrehearsed.
The planning committee is considering alternatives to the talent show
for next year.
In
the evaluations, the speaker Lloyd Lee Wilson got high marks. There were many comments about inefficient
handling of business and lack of proper preparation of business items.
Looking Ahead
The theme we have chosen for Yearly
Meeting 2004 is AFeeding the Flames of Faith:
Integrating Spirit and Action.@ This past year we
examined the roots of our faith in Friends= traditions; next year we propose to look at how our faith
integrates both active and contemplative sides---how our activism is based in
our spiritual life and conversely how our spiritual life is influenced by our
activism. In keeping with the custom of
having an outside speaker in alternate years, we plan to draw primarily on
resources within SAYMA for the program.
We ask that all workshops relate in some way to the theme, and we invite
suggestions for workshop leaders.
Finally, we hope to correct a
couple of problems that were evident at the last gathering. We will pay more
attention to accessibility in scheduling rooms (though not many meeting rooms
at Warren Wilson are accessible). And we are pleased to say that Junior Yearly
Meeting will have more space next year: the College is going to allow us to use
the campus church building with its large fellowship hall and class rooms.
Submitted by
Tim Lamm, clerk
YM2004 Planning Committee
The wider Quaker organizations who
will be featured at Yearly meeting this year will be the American Friends
Service Committee national office, Right Sharing, and the Alternatives to
Violence Project.
Minute - Friends approved the proposed
theme.
106 - 22 Closing
Minute - Out of the silence of the closing
worship, Friends expressed their appreciation for the bountiful hospitality we
have received from Columbia Friends Meeting. The colorful Harmony School
classroom and the warm, joyful welcomes gave us a solid basis for our
deliberations. Friends especially
appreciated the ecological concerns demonstrated by the inspiring use of cloth
napkins. Thanks to Columbia Friends!
106 - 23 Approval of Minutes
Friends approved these minutes throughout
the course of the representative meeting, subject to final editing by the clerk
and recording clerk.
___________________________________
______________________________________
Sharon Annis, Clerk Lee Ann
Swarm, Recording Clerk
(archive copy signed) (archive
copy signed)
Appendix A
Attenders
Barbara
Esther................. Asheville
Ellen
Johnson................. Athens
Jonah
McDonald................. Atlanta
Martha
Tate................. Atlanta
Tim
Lamm................. Berea
Beth
Myers................. Berea
Marmon
Thompson................. Celo
Bill
Reynolds................. Chattanooga
Gita
Larson................. Columbia
Sallie
Prugh................. Columbia
Alice
Wald................. Columbia
Deanna
Nipp................. Cookeville
Hazel
Hall................. Cookeville
Mary
Calhoun................. Foxfire
Bob
Keiter................. Foxfire
Judy
Guerry................. Huntsville
David
Ciscel................. Memphis
Kristi
Estes................. Memphis
Ron
McDonald................. Memphis
Penelope
Wright................. Nashville
Susan
Carlyle................. Swannanoa
Valley
Bob
Welsh................. Swannanoa
Valley
Sharon
Annis................. West
Knoxville
Barbara
Conant................. West
Knoxville
Missy
Ivie................. West
Knoxville
Lee
Ann Swarm................. West
Knoxville
Appendix B
Bank Requirements and Documents
"Heads Up" re Bank
Requirements
The paperwork accompanying the bank
signature card has gotten more formal.
The usual required document is a "Certified Copy of Unincorporated
Association Resolutions -- Opening and Maintaining Deposit Accounts and
Services," which is a list of eight resolutions which the bank presumably
expects will be adopted in Roberts-Rules-of-Order fashion. In the past SAYMA has skated by on just a
signature (but no meeting date) that "certified" that it had
"adopted" these resolutions.
The new requirement is that we attach the pertinent portion of our
minutes, to document that SAYMA approved the required resolutions.
The substance of the resolutions
seems to be --
-- designating the bank by name
-- persons/titles authorized to
sign checks and do any and all banking business
-- excusing the bank from
responsibility for overdrafts, embezzlement, or misuse of facsimile
signatures on the part of authorized signers
-- bank can rely on signature names
certified to it by the person who signs the "Certified Copy of
...Resolutions...," and that signature
names will be updated appropriately
-- actions of authorized signers
are legitimate even before "Certified Copy of ...Resolutions..."
gets to the bank
-- the "Secretary" is
authorized to sign the "Certified Copy of
...Resolutions..." and the "Certified
Copy..." conforms to our
rules, bylaws, articles, charter....
-- plus two or three other
customary banking procedures
I can't think of anything in our existing
minutes that would document that SAYMA agreed in business session to the
substance of such resolutions.
Submitted by
Mary Calhoun, Administrative
Assistant
8-29-03
Appendix B, continued
(bank document, hard copy only)
Appendix B, continued
(bank document, continued)
Appendix C
(Australia YM epistle -- hard copy
only)
Appendix C, continued
(Australia YM epistle, continued)
Appendix C, continued