SAYMA Representative Meeting # 97 (Fall) Nashville, Tennessee September 16, 2000, 9:00 am In attendance: See attached list. 1. After period of silence, Clerk Penelope Wright read from Psalm 56:3-4: As a deer yearns for running streams, So I yearn for you, my God. I thirst for God, the living God; When shall I go to see the face of God? 2. Introductions. The clerk closed the silence by welcoming Friends to her home Meeting House. She invited all present to introduce themselves and state their role today. The clerk read the following passage from the Asheville Monthly Meeting newsletter, written by James Neal Cavener, in memory of Friend Bob Lyon. Robert Arneson Lyon was born in Waltham, Massachusetts on March 4, 1921, and died in Asheville, North Carolina on August 19, 2000. He was raised an Episcopalian, and entered Piedmont College in Georgia during the Great Depression. The college allowed him to work to help with the financial demands of the time, and one of his jobs was to plant hillsides with a newly introduced Asian vine, designed to stabilize the earth disturbed by road-building and other projects of the Works Progress Administration (W.P.A.). Henceforth, each time we see a stately Gothic-towered stand of Kudzu along a Southern highway we can think of it as a memorial to our Friend, Bob Lyon. 3. Announcements. Individuals made announcements as follows: Mary Ann Downey. Chattanooga Monthly Meeting will host a one-day workshop on clerking on October 21. Mary Ann Downey will lead the workshop. Overnight hospitality is available. For more information, contact Mary Baxter. Atlanta Monthly Meeting has published a history of its first fifty years. It is available for $20 from Atlanta Monthly Meeting or from the Friends General Conference bookstore. Earlham College has published curriculum materials, AFriendly Consensus: Speak, Listen, Unite,@ for teenagers, written by Trayce Peterson and Mary Ann Downey. Kim Carlyle, Environmental Concerns Network. A leading cause of air pollution and global warming is automobile travel. American automobile use is now about 3 trillion vehicle miles traveled (VMT) each year but only about 30% is commuting. Some of these discretionary VMTs are used to travel to FGC Gathering. Final and signed edition, published from the SAYMA office November 10, 2000 Since FGC Gathering 2001 is in nearby Blacksburg, Virginia, many SAYMA Friends will likely attend. We could eliminate thousands of VMTs, enjoy Friendly fellowship en route, and arrive relaxed if we rode a bus. Chartered buses could originate in Nashville or Memphis, and Atlanta and make stops along the way in Knoxville, Chattanooga, Asheville. Would representatives please take this idea back for consideration in your monthly meetings? It will take some coordination and organization, so we should try to get an idea of the level interest as early as possible. This travel plan would be entirely voluntary and would be paid for by the participants with no impact on yearly meeting's budget. Please respond to Kim Carlyle 828/626-2572 kcarlyle@juno.com Pam Beziat. Nashville Monthly Meeting=s Fall Retreat will be October 6-8 at Montgomery Bell State Park, about 30 miles west of Nashville. Other Friends are welcome to join Nashville Friends for this annual event. Extending the theme and experience of Yearly Meeting 2000, Friends will share spiritual journeys. There will be intergenerational craft-making and other activities. For more information, contact Dot Dobbins (paulschrag_erg@bellsouth.net, 615 321-5659). Geeta McGahey. Geeta McGahey serves as a board member of Right Sharing of World Resources (RSWR). She has a display and video available for monthly meetings to borrow, and she is willing to come speak. She encourages Monthly Meetings to sponsor a RSWR Day to spread the word about this Quaker project. Penelope Wright. Back issues of the Friendly Woman magazine are available. The group working on Friendly Woman has experienced an amazing discernment process using the Internet. Queries are available for the next two issues, on AWomen, Money and Economic Power@ and AEco-Feminism.@ There is a Friendly Woman web site: http://user.icx.net/~richmond/FW/fw_home.html. Peter Buck. The Asheville Friends for Lesbian and Gay Concerns group is hosting a regional support gathering at Asheville Friends Meeting House, October 27-29. Contact Paul Endry (pjendry@ioa.com, 828 254-0520) or Jim Cavener (ASRobinson@aol.com, 828 252-7666) for more information. Kendall Ivie. The SAYMA web site, www.sayma.org, is up and active. There is a page for each Monthly Meeting and Worship Group. If a meeting has not already responded to Kendall Ivie, please check to make sure information is correct. Also please be sure that someone from each Monthly Meeting or Worship Group has been appointed to receive e-mail sent to through the web site. Responses can be made directly from the web site. Tim Lamm. Berea Friends Meeting is sponsoring a Couples Enrichment Retreat October 13-15. There is still space for three more couples. Couples in committed relationships are welcome. Contact Peter Reilly (Peter@Reilly.net, 859 986-9773). 4. Ministry and Nurture Committee. Ernest Lee reported that the Ministry and Nurture Committee (M&N) will begin its meeting today with introductions and news of Monthly Meetings and Worship Groups. Mary Ann Downey has requested a traveling minute for work with Friends General Conference=s Traveling Ministries Committee. The committee will update the list of Monthly Meeting and Worship Group representatives to M&N. The committee will also seek to clarify M&N=s role in approving requests for funds for scholarships, traveling ministry or other related activities within SAYMA. The committee will discuss the relationship between Monthly Meetings and Worship Groups. In a related matter, Administrative Assistant Mary Calhoun asked that Friends be mindful of making sure that the office is notified when new individuals are appointed as representatives to M&N or other SAYMA bodies, as Meeting clerks and as Worship Group contact persons. 5. Southern Appalachian Friend. The latest edition of the SAYMA newsletter, Southern Appalachian Friend, is ready for distribution. It is no longer being mailed to individuals, but is packaged in bulk for Monthly Meetings to distribute. Representatives should take their Meetings= copies home today. 6. Treasurer's report. Kendall Ivie presented the following treasurer=s report. The financial statements are attached. Our financial health has steadily improved. At this time in 1997 we had cash on hand of about $6,000, in 1998 it was about $16,000, in 1999 it was just under $22,000 and today we have just over $23,000. Of this amount $6,956 is set aside in various funds. Set aside funds are now fully integrated with the accounting system. The SAYF checking account now is reported with the rest of the accounts. The savings account has been closed and a money market account has been opened with an initial deposit of $18,000. An account has been set up with Vialog Communications for conference calls. Committees can use this service and SAYMA will be billed directly. Committee clerks are asked to contact Kendall Ivie several days prior to the first conference call to get information on using the system. Question: Will the dramatic increase in cash on hand (compared to several years ago) continue? Answer: Kendall Ivie explained that cash flow has evened out because, at the request of previous treasurer David Ciscel, most monthly meetings are now making quarterly rather than annual payments. Also, funds that had been on deposit with FCNL were recalled. He does not expect the cash balance to go significantly higher. Suggestion: Develop a form that Friends can use if they wish to pay their own travel expenses as a donation to SAYMA. Prototype forms are available from other Quaker organizations. Kendall Ivie requested that Friends submit requests for reimbursement or other payments promptly. 7. Finance Committee. There was no report from the Finance Committee, However, the clerk reported that the committee=s work on securing 501c(3) tax status is ongoing. The clerk asked if any monthly meetings had requests for inclusion of new line items in the budget. There were no such requests. 8. Personnel Committee. The clerk reported that the Personnel Committee has received two applications for the SAYF administrative assistant position. Other applications may be on their way. The committee will be reviewing applications soon and hopes to make a decision before December Representative Meeting. The committee is also reviewing the compensation schedule for staff. They are also going to be looking at volunteer job descriptions, including supervision. Mary Calhoun spoke to the importance of developing complete job descriptions, so that volunteers are not surprised to learn the whole of what they have taken on. When jobs turn out to be more than expected, if affects staff and current and former officers as well because they need to help train the new volunteer. 9. Southern Appalachian Young Friends (SAYF). Friends accepted the attached Southern Appalachian Young Friends report with gratitude for all the ongoing work and efforts at accountability of this group. The clerk reported that two SAYMA Young Friends, Lydia Hearne from Asheville and Daniel Sword from Nashville, were selected at the FGC Gathering to attend a Pendle Hill workshop on clerking in preparation for leadership roles in the teen program at next year=s Gathering. 10. Nominating Committee. Steve Meredith reported for the Nominating Committee. The committee has been working to fill several positions that were open but not filled at Yearly Meeting 2000. John Potter of Nashville is seriously considering service on the SAYF Oversight Committee. Angie Love of Atlanta is likewise considering service on the SAYF Steering Committee. The Nominating Committee recommends Bill O=Connell of Birmingham as Alternate Representative to the AFSC Corporation. The committee is still seeking individuals for the position of Assistant SAYMA Treasurer and another member of the finance committee. The committee would appreciate suggestions for either of these positions. Friends approved the appointment of Bill O=Connell as Alternate Representative to the AFSC Corporation and the appointment of John Potter and Angie Love, if they accept, to the SAYF Oversight Committee and the SAYF Steering Committee, respectively. The clerk asked for approval of the practice of recruiting volunteers to serve as Yearly Meeting Site Liaisons through the Yearly Meeting Planning Committee rather than through the Nominating Committee. Friends approved. 11. Ad Hoc Faith and Practice Review Committee. The clerk reported that a question has come up about whether the composition of the Ad Hoc Faith and Practice Review Committee meets the requirements listed in the SAYMA Guide to Our Faith and Our Practice. It has been determined that the committee does meet those requirements. Steve Meredith reported for the committee. Free Polazzo of Anneewakee Worship Group is the committee=s convener. The committee will meet in Nashville on Saturday, October 21 from 10 am to 2 pm. Meetings which have suggestions in addition to those already submitted should communicate with Free Polazzo (freepolazzo@mindspring.com) before the October meeting. The committee hopes to recommend at December Representative Meeting whether or not an Examining Committee should be established to propose revisions, and if so, which sections of the Guide to Our Faith and Our Practice need to be considered. Representative Meeting temporarily adjourned for the lunch break. Afternoon session 12. After a period of silence, The clerk opened the afternoon session with the following excerpt from London Yearly Meeting Proceedings, 1953, Minute 17, p. 253: In the fulfillment of our fundamental responsibility of bringing men and women to God, there are openings for every Friend. Some have gifts that will help those with spiritual problems; others are better equipped to meet intellectual difficulties; all must strive for a rich and joyous fellowship in the meetings into which we should draw seeking souls. We must go out to those around us in a spirit of love and prayer, letting our lives speak. 13. Ministry and Nurture Committee. Ernest Lee reported that Ministry and Nurture had a fruitful sharing of news from meetings. The committee considered Mary Ann Downey=s request for a letter of support. She will meet with the committee this afternoon. 14. Site Selection Committee. Bill Reynolds presented the attached report from Larry and Becky Ingle, clerks of the Site Selection Committee. The clerk reminded the meeting that Friends had earlier agreed that if Shorter College should not turn out to be available for Yearly Meeting 2001, Yearly Meeting would return to Warren Wilson College. Since the site of Yearly Meeting is changing, it will be desirable to change the location of spring Representative Meeting to a meeting closer to Warren Wilson. Asheville Friends agreed to check with their meeting to see if they can host April Representative Meeting on April 7 (with committee meetings as needed the night before, on April 6) and let Mary Calhoun know their decision. Friends agreed to continue to try to meet at Shorter College in 2002 and 2003, with the possibility of extending to a third year there to equal the three years east of the mountains. 15. Yearly Meeting 2001 Planning Committee. Mary Ann Downey, clerk of the committee, reported for the Yearly Meeting 2001 Planning Committee, which had met the previous evening and in the morning. The committee asked Representative Meeting to approve the theme, ATeach us to be whole: Gather us, heal us, lead us.@ These are words from a song, ARainbows in the Sun.@ The committee felt this theme would provide opportunities to address a number of suggested issues: intergenerational connections, the need to be centered as we move and work in the world, and community as a place of healing. Friends approved the suggested theme. The committee had developed a list of possible speakers and asked for feedback from individuals at Representative Meeting. The committee will discuss with potential speakers how their work and/or life connects with the theme and how the speakers might address it at Yearly Meeting. Friends agreed that the committee should follow through with potential speakers and report to December Representative Meeting. The committee is empowered to make the decision on the speaker. The committee will be developing a form for people who are interested in leading workshops at Yearly Meeting, and workshop leaders will be asked to submit a letter of support from someone who can speak to their ability to present a workshop. Also, the participant registration form will include some new opportunities to sign up, including signing up for workshops. 16. Iraq Economic Sanctions Minute. At Yearly Meeting 2000, Nashville and Atlanta Monthly Meetings presented minutes opposing economic sanctions against Iraq. Friends united with the spirit of the minutes but did not approve specific wording. Yearly Meeting encouraged further education and development of a revised minute to propose at Yearly Meeting 2001. Pam Beziat reported that Nashville Monthly Meeting continues to be concerned about carrying this issue forward. At least five other meetings have been working to understand and speak to the issue of sanctions against Iraq. Pam Beziat presented two queries: How do we continue the education at the monthly and yearly meeting levels? How do we listen to the spirit in seeking a unified minute? Frank Cummings of the South Eastern Regional Office (SERO) of the American Friends Service Committee (AFSC) has offered help in providing information on the topic of sanctions against Iraq. AFSC staff may be able to visit some monthly meetings and lead forums. Also, Ilise Cohen of SERO is available to facilitate a small group from within SAYMA to work further on a minute. Friends agreed to encourage monthly meetings which want to work on this issue to work together with each other and with AFSC staff. 17. Death Penalty. At Yearly Meeting 2000, Asheville and Brevard Monthly Meeting presented minutes regarding the death penalty. Yearly Meeting approved a brief minute and asked monthly meetings to continue to consider the issue of the death penalty. The clerk asked if monthly meetings had work on this issue to report. The following work was reported: Birmingham Monthly Meeting has discussed and endorsed SAYMA=s minute. Larry Ingle of Chattanooga Monthly Meeting and Pam Beziat of Nashville Monthly Meeting participated in a sit-in against the death penalty at the governor=s mansion in Nashville. Celo Monthly Meeting has published its minute on the death penalty in the local and Asheville newspapers. Bruce Pearson of Columbia Monthly Meeting has served as the chairperson of the South Carolina coalition against the death penalty. Frank Cummings of AFSC/SERO has offered information on resources and activities against the death penalty. Friends agreed that it would be worthwhile to share information on our monthly meeting and individual work against the death penalty through the Southern Appalachian Friend. Mary Calhoun will publish an IMP notice requesting submissions for the next issue on this topic. 18. Minute of appreciation. Friends expressed appreciation to Nashville Monthly Meeting for gracious hospitality during today=s meeting. 19. Approval of minutes. Friends approved these minutes throughout the course of the meeting, subject to final editing by the clerk and recording clerk. The clerk reminded Friends that next Representative Meeting will be December 2, 10 am in West Knoxville. The meeting closed with a period of silence. Penelope Wright, Clerk Carol Lamm, Recording Clerk (archive copy signed) (archive copy signed) Attendance List (from sign-in sheet) SAYMA Representative Meeting # 97 (Fall) Nashville, Tennessee September 16, 2000 June Lee, West Knoxville Missy Ivie, West Knoxville Mary Litch, Birmingham Ernest Lee, West Knoxville Beth Keiter, Foxfire Kendall Ivie, West Knoxville Edie Patrick, Foxfire Maureen Flannery, Berea Carol Spraker, Cleveland John Spraker, Cleveland Stan Spraker, Cleveland Tim Lamm, Berea Diana McKeever, Nashville Susan Carlyle, Asheville Sallie Prugh, Columbia Bill Reynolds, Chattanooga Kim Carlyle, Asheville Kit Potter, Nashville Rachel Weir, Celo Pam Beziat, Nashville Mary Ann Downey, Atlanta Connie LaMonte, Birmingham Penelope Wright, Nashville Steve Meredith, Bowling Green Jeanette Reid, Asheville Radsin (?) Jones, Columbia Bill Holland, Atlanta Diana Lalani, Cookeville Mary Calhoun, Foxfire Geeta McGahey, Celo Peter Buck, Asheville Sara Rose, Royal Carol Lamm, Berea SAYMA Balance Sheet Acct Balance ASSETS Cash and Bank Accounts Checking 3,664.91 Money Market 11,044.00 Savings - SAYF Checking 1,444.26 TOTAL Cash and Bank Accounts 16,153.17 Other Assets FWCC-3rd World Del 650.00 FWCC Triennial Fund 1,879.00 Payroll Assets - Released Friend Fund 2,150.00 Spiritual Development Fund 1,082.00 YM Scholarship Fund - Youth Quake 1,195.00 TOTAL Other Assets 6,956.00 TOTAL ASSETS 23,109.17 LIABILITIES - OVERALL TOTAL 23,109.17 SAYMA Income Statement Category Description 9/16/00 INCOME Assessments 5,006.88 Contributions 286.45 Interest Inc 12.67 YM Bookstore 192.25 YM Registration 47.50 YM Scholarship Donations 25.00 TOTAL INCOME 5,570.75 EXPENSES Bank Chrg 46.00 Delegate - WQO 1,011.00 Junior YM: JYM Expenses 40.39 TOTAL JYM 40.39 Office Expenses: Duplication 1.75 Internet access - email 200.00 Postage 11.55 Supplies .35 TOTAL Office Expenses 213.65 Payroll Expense 1627.43 SAYF Exp.: CommMtg. 176.46 Office 67.41 Retreat Exp 580.00 TOTAL SAYF Exp 823.87 Training 235.00 YM Expenses: YM Bookstore 2993.78 YM Other 11.45 TOTAL YM Expenses 3005.23 TOTAL EXPENSES 7002.57 TOTAL INCOME - EXPENSES (1431.82) SAYF Report to SAYMA Fall Representatives Meeting from SAYF Margaret Farmer, Co-Clerk The current schedule of events for SAYF is as follows: Sept. 1-3: Retreat at West Knoxville, with service project. Theme: Quaker Spirituality Oct. 13-15: Workcamp at Penn Center. Nov. 10-12: Retreat at Asheville: planned and led by Nurturing Committee Jan. 12-14: Retreat at Chapel Hill. Theme:TBA Feb. 9-11: Joint meeting of Steering, Nurturing, and Oversight Committees of SAYF at Columbia, SC March 9-11: Retreat at Asheville. Theme: Community Service Project. Co-hosted by Celo Friends Meeting. April 20-22: Retreat at Atlanta (location TBA) In the absence of both Co-Clerk and paid staff person, the year's work for the Steering Committee has been apportioned in the following way: Administrative Coordinator: Margaret Farmer Will focus on refining registration process, communication links on committee in order to pave way for paid staff person; is liaison with Oversight Committee; oversees/evaluates operational policies/procedures, coordinates meetings and overall operation of SAYF, oversees design/implementation of ongoing education plan for FAPs Program Coordinator: Wren Hendrickson Liaison with Nurturing Committee; answers questions about the SAYF program; assists with planning of retreats (Each retreat has its own Lead FAPs and a planning committee of young Friends. Wren is their resource person.) FAP Coordinator: Jane Goldthwait Assigns someone to orient each new FAP; keeps track of the letter of approval process for each FAP; sends out applications to those interested in working as FAP or FAPIT. Assists in development of FAP training (All Steering Committee members will assist in developing this program: Jane will probably have a fairly strong role in this.) Newsletter Coordinator: Kathleen Mavournin Turtle McDermott edits the newsletter. Kathleen will coordinate getting the materials to her. Archives/Records: Toni Rockwell Keeps current health records of all SAYF attenders; keeps, and sets in order files turned over from previous Steering Committee members; assists with compiling statistics. In addition to operating the SAYF program and prepare for transition to having a part-time administrative staff person, there are two things which the Steering Committee has initiated work on: Updating policies/procedures to reflect current practice; the Nurturing Committee is looking at the SAYF guidelines to discern if they can be presented in a more effective way Evolving an orientation/development program for FAPs, to ensure more consistent training and support; this will initially involve periodic short training sessions throughout the year. Some of the themes will include: 1. boundaries for adults working with young Friends 2. crisis management 3. safety training 4. orientation to the SAYF program I would like to express deep appreciation to all Steering Committee members for their support and dedication to this program. A special thank you goes to Kathleen Mavournin who has set up listserves for the various committees, allowing more dialog among our members. August 31, 2000 Memorandum To: SAYMA Representative Meeting From: Larry and Becky Ingle, clerks of Site Committee Date: 11 September 2000 RE: SAYMA 2001 As some may have heard, officials at Shorter College in Rome, Georgia, have informed us that they will not be able to host us next year. The principal reason is that their newly employed president will not take over until January, and those in charge now do not want to make a commitment to having us until he officially arrives. We trust that the college will be available for SAYMA 2002, for we are convinced that it is a place that will appeal to Friends. Fortunately, Hibbard Thatcher, past clerk of our committee, foresaw this possibility last June and made tentative arrangements with Jon Verner of Warren Wilson College for us to return there for next yearly meeting, June 7-10. We have today confirmed that date with him, and we are all set to go back to Swannanoa. Representative Meeting will need to appoint a new local arrangements committee, possibly the one that did such a sterling job last year. We realize that going back to Warren Wilson next year will mean that we have broken our stated agreement that we will meet every two years on the western side of the mountains. We are sorry about this situation, but there was nothing else we could do. (In fact, after Shorter College informed us of their desire to delay our coming, we scurried around to find another site in the west, but the only real prospect we had, the University of Tennessee at Chattanooga, was all ready for a site visitation when they recalled that the building that we would be primarily using would be in the throes of renovation at the time we wanted it.) We have taken seriously our commitment to Friends west of the mountains to meet outside North Carolina, and we regret that, due to circumstances beyond our control, we have been unable to do so. If Representative Meeting would like to decide to meet in the west for three, rather than two, years, we will be more than pleased to comply.