Pacific Yearly Meeting Representative Committee

Religious Society of Friends (Quakers)

MINUTES

Third Month 6th day, 1999

Friends Church, Berkeley, California

OPENING Meeting began at 9 a.m. with silent worship.

Carin Anderson, Reading Clerk read from the Epistle from New England Yearly Meeting and a letter from the adults to the children of New York Yearly Meeting.

Clerk Margaret Mossman welcomed us and began the introductions, after which she reviewed the agenda. Fifty-nine Friends were present. (See Attachment A)

She summarized for us the evaluations of 1998 PYM at Mount Madonna, which were overwhelmingly positive. Opinions on food dichotomized. The Meeting for Memorials was the high point for most. Interest groups did not seem to generate as much comment as affinity groups. There were many suggestions on everything from logistics to scheduling to meals. A Friend added a concern on the safety of the lagoon and presence of lifeguards. Another suggested that it would be important to find some way to provide for feedback for those who were unable to be at Yearly Meeting.

Alan Edgar explained that Junior Yearly Meeting Friends would be coming in and out during the day, but would also be doing their own business in the other room.

Margaret Mossman reported that Gary Wolff, Nominating Committee, was unable to be here, but reported a need to fill one position due to the resignation of Linda Dunn from the Nominating Committee. She called for nominations for the Naming Committee. The names Edith Cole (Claremont), Andrea English (Strawberry Creek), Eric Bicknell (Berkeley), Eric Sabelman (Palo Alto), and Brian Vura-Weis (Inland Valley) were proposed. Margaret reminded us that most of these were from Northern California, and asked for more nominations. Edith Cole felt unable to serve at this time.

PYM RepCom 99-1 Andrea English, Eric Bicknell, Eric Sabelman, and Brian Vura-Weis were confirmed as members of the Naming Committee, contingent on Andrea's agreement to serve, and Ernest Bicknell agreed to convene the group.

REPORTS FROM QUARTERLY/MONTHLY MEETINGS

Alyce Dodge reported from Honolulu Monthly Meeting, focusing on statistical issues, on peace and social concerns budget issues, on programs for children and youth, and on starting a book group. She asked for feedback on other meetings' policies on contributions to ballot issues.

Sue Scott sent a report on behalf of Southern California Quarterly Meeting, which was read by Janet Leslie. A Growth and Vitality Committee was started a year ago, and there has been an effort to increase inter-meeting visitation and support smaller meetings. It has been difficult to find people to serve on Quarterly Committees.

Marilee Eusebio reported for College Park Quarterly Meeting. At the October meeting there was also space for PFOS to meet, and the January meeting was also well attended. Questions of "When have I felt at home, and when homeless, in my meeting?" have generated much thoughtful discussion. A change in the timing of monthly meeting reports, to be prepared in March, and read in April, has been made. Elaine Wadle added that the Southern California Quarter has adopted a theme for the year, with the first theme "discernment."

ARRANGEMENTS AND REGISTRATION

Clerk Margaret Mossman distributed a PYM 1999 Draft Agenda, Checklist for PYM Committee Clerks, Checklist for Meeting Representatives, and Types of Small Groups at PYM (see Attachments B, C, D, E). She suggested putting affinity groups before breakfast, with Meeting for Worship moved to immediately after breakfast. She changed worship sharing groups from the slot 3:45-4:45 to the slot 3:45-5. Dinner on Monday 6-7 p.m. was added. Eric Sabelman added that the outdoor worship will continue before breakfast. Interest groups will begin at 1:45 p.m. most days.

REPORT FROM REGISTRARS

John deValcourt, Registrar, reported that, although 1998 fees for Mount Madonna were higher, registration was higher, 510, while the average number eating a meal was 400. The minimum for this year will be 333 (2/3 of 500). The fees will go down $1 next year. The daily fee will be $32, while housing fees remain the same, except for double rooms with private bath, which will go up to reflect the actual cost. Because Friends volunteered to help clean up at $7/hour, our total fee was reduced by $350. Friends may be needed to help prepare the site this year. Registration over 500 will tax the ability of the facility, so there may have to be a limit on registration of 500 there at any one time. Because PYM dates are a week later, registration dates will be a week later also, i.e. June 11 for early registration, July 12 to guarantee meals or lodging, or for refund, and July 21 to avoid Mount Madonna surcharge, all being postmarked dates. The Clerk added that camping groups were proposed in the evaluation and are being considered. No meat is allowed anywhere on the site. One Friend suggested that there might be a meat-eating affinity group, which might go off-site for certain, meals. A group campsite at the county park would have to be reserved separately by those interested.

ARRANGEMENTS

Sue Torrey (Central Coast), and Peggy Thompson (Santa Cruz), Co-Clerks, reported. Sue Torrey and Alan Edgar met with Mount Madonna staff yesterday. Meals will be posted, with alternatives also listed, and a special needs server will be provided, with a special 24-hour refrigerator also for special needs. Cars will be allowed to unload at arrival. Helpers will be needed to help with set-up at $7/hour, which can go to PYM, to Mount Madonna, or to the individual. Peggy will take that information. The plenary meeting room can be used in the evening for quiet meetings. Mount Madonna will provide increased safety equipment at the lake, and PYM will provide additional lifeguards. There will be more space for displays, but arrangements clerks will need to know by July 1 of needs for space for committee meetings, displays, and tables, chairs, and AV equipment. Peggy will be responsible for travel and needs to know as early as possible of needs. A Friend asked whether it might be useful to designate a separate special needs committee to take some of this load away from arrangements people. Jill Lessing has offered to work with arrangements to help with those issues. A Friend suggested a place on the form for those coming early. Clerks said that should be arranged both with Mount Madonna and the Clerks.

Janet Leslie, Assistant Clerk, who is responsible for small groups, reminded us of the handout "Types of Small Groups at PYM." She reminded Friends of the July 1 deadline, and indicated that it would be very helpful to have requests in writing.

Margaret Mossman reminded Friends of all the deadlines on the Checklist sheet, and especially reminded Friends that there may be several different people to notify of different needs attached to any one event, need, or meeting. Clerks should submit State of the Meeting reports by May 1 to Ministry and Oversight. Reports to the Statistical Clerk Anne Davenport are due on July 1. Memorial minutes are requested by July 1 when possible.

Following lunch, Representative Committee convened again with silent worship at 1:20 p.m.

NAMING COMMITTEE

Brian Vura-Weis (Inland Valley) reported for the new Naming Committee on the nomination of Betty Miller (Apple Seed) to replace Linda Dunn, who has resigned for the Nominating Committee term to end in 2001. Clerk Margaret Mossman reported that Andrea English reports that she will be unable to serve.

CHILDREN'S PROGRAM

Kim Lacey (San Francisco), Clerk, reported on the upcoming children's program for PYM 1999. Winnie Sunshine will be coordinating the pre-school program, and Tom Farley the elementary program, and extensive use will be made of volunteers. There will also be a Transition to Junior Yearly Meeting program. The Program will be prepared for two evening sessions. There will now be a community time before dinner that will allow families to be together, and will relieve the program staff. Swimming continues to be important to children and to intergenerational sharing. Program people will come in early to prepare. The Program is soliciting paid help for the children's program, and people are encouraged to contact Kim Lacey.

JUNIOR YEARLY MEETING

Anna Morgan (Orange County), Aimee Sunshine-Hill (La Jolla), and Jean Boling (Palo Alto) reported on their ongoing meeting. There may be an Alternative to Violence training and a trip to the Santa Cruz boardwalk, and a camp-out or barbecue and they are still thinking about a dance. They will also be learning about the Mount Madonna community itself.

YOUNG FRIENDS

Josh Vura-Weis (Inland Valley), Clerk, reminded us that Young Friends are roughly college age and above. They are seeking some balance between linkage with Junior Yearly Meeting and PYM adult Friends' activities. They hope to be able to camp closer in near the lake and to be able to use the plenary room later at night to establish greater solidarity. They plan more structured worship-sharing because they felt a lack of that last year. There will be a planned schedule this year. Roughly 15-20 were present last year, and the same is hoped for this year.

MINISTRY AND OVERSIGHT

Marilee Eusebio (Davis), Clerk, reported that the committee met in a conference call in November and in a weekend meeting in January, and will meet again in May. The committee now separates into ministry and worship functions and oversight functions and then comes back together. The committee has decided to focus on end of life issues. It will do an interest group on committed relationships. A letter will go out with queries on how meetings deal with mental health issues. The oversight group met together on the right holding of yearly meeting. They will lay down the Right Holding Subcommittee in August and ask the Right Holding Subcommittee to report on its history and set up a structure for regular review every 3-5 years. Ministry and Oversight is also considering recommending that much of the business of PYM be transferred to the March Representative Committee.

The Clerk clarified that PYM would remain the same length, but that some business be moved to Representative Committee in March. Representative Committee would be lengthened. One Friend hoped that attendance at Representative Committee would increase if such were to happen. Another reported that the effect of this kind of action in NY Yearly Meeting has led it to become virtually an interim yearly meeting. Another was troubled that the size of the state of California might make this difficult financially and otherwise. Another felt that this was too big a question to act on today. Another concurred with this Friend's thinking, and suggested asking the Committee to come back to PYM with a specific proposal this summer. While it was clear to this Friend that Yearly Meeting could not be lengthened, particularly for younger friends, this proposal bore a need for more thinking. We were reminded that at one point we had laid down Representative Committee and had an Executive Committee to season proposed changes, and should perhaps rethink this. Lengthening Yearly Meeting might still be possible. One friend suggested that we do not necessarily pick our Representatives on the basis of their spiritual or other weight currently, and might not want to make such a significant change without rethinking the issue of representativeness itself. A Friend asked why we might want to lay down Right Holding Committee. A member of the committee reported on a conversation with the Clerk of Right Holding that led her to think we might be acting too fast. The Clerk of M and O suggested that the dividing of the internal process of M and O was related to the laying down of Right Holding. One Friend reported that many wanted to hear all the business of Yearly Meeting, and that we might want to increase funding for the number of Representatives for Representative Committee if we were to consider such action. One Friend suggested that doing much business at PYM plenaries was an important educational process for the whole group.

We heard the recommendation of Ministry and Oversight and referred the matter back to that committee to bring a specific proposal in August.

Marilee Eusebio turned to Ellie Schacter (La Jolla) to report on the process of financial assistance for attending Yearly Meeting. Ellie handed out a draft financial assistance form (See Attachment F) which would go to Monthly Meetings rather than to the registrars, with a simple sentence on the registration form referring individuals to the Monthly Meeting. Requests beyond the capacity of the Monthly Meeting would be forwarded on to Yearly Meeting. Harry Bailey (Grass Valley), Clerk of Finance Committee, reported that the attendance assistance fund had been used very little until last year, when its use was responsible for increased attendance. The total amount requested was roughly $12,000, of which roughly half came from Monthly Meetings. The placing of the initiative with Yearly Meeting appears to have been important in this, and sending it back to Monthly Meetings may jeopardize our ability to do PYM at Mount Madonna.

Many Friends spoke to issues of clarity of the process and of the form, to issues of timing between registration and scholarships, and to the issue of where the locus of decision should be between the Monthly and the Yearly Meeting.

The Clerk suggested that the committees meet today to see whether they could bring greater clarity to the matter, or whether they could settle the matter later.

PACIFIC FRIENDS OUTREACH SOCIETY

Shan Cretin reported on the proposed PYM site offered by the Lovetts in Visalia and displayed a map showing the surrounding nature preserve and available home sites. She asked for interest in acquiring the six lots, and indicated that meetings will receive a letter offering a PFOS visit. The asking price for each lot is $125,000. It is thought that there is currently interest among Friends in holding three lots.

TREASURER

Shan Cretin, Treasurer, thanked Walter and Phyllis Jones for their excellent work as Treasurers. She handed out budget sheets (Attachment G). She reminded officers and representatives to fill out the reimbursement form, and reminded us that representatives will receive one half the amount from PYM and one half from their Monthly Meetings. She announced the availability of address labels, and asked everyone with email to provide an address. She then explained the reports.

FINANCE COMMITTEE

Harry Bailey (Grass Valley), Clerk, reported on page 4 of the above handout, relative to the PYM session itself. Last year's session at Mount Madonna was a financial success, which is accounted for primarily by high attendance. The Attendance Assistance Fund was important in this, providing over $12,000 in assistance, with half of that from Monthly Meetings. The request for contributions also provided $4,769. Overall, PYM netted roughly $8,000 on the session. If attendance drops, as it may in the second year of a new place, we would do less well. In addition, the amount paid to Mount Madonna will rise by 7%. We will have to transfer roughly $6000 from our reserves to the session account if attendance is as projected.

Miscellaneous contributions last year were $4769.87; this year is estimated at $3000. Session attendance subsidies last year were $2965.80; this year is estimated at $4500.

Shan Cretin, Treasurer, indicated that there may be a need for contributions to the Young Friends account, which was used heavily last year.

One Friend noted significant differences in budgets for the registrars and secretariat between last year and this year. The Finance Committee Clerk indicated that, to be safe, higher figures were included in each case.

PYM RepCom 99-2 The budget for the PYM session was approved.

Harry Bailey reported for Finance Committee on the PFOS request related to financing for further exploration for a permanent site. Some funds from the sale of the San Fernando Friends Meeting House were deposited with the PYM Holding Corporation to assist in the acquisition of a permanent site for PYM. Pacific Friends Outreach Society was formed in 1996 to further this work. PFOS' next step in exploration of a proposed site in Visalia is preparation of a conditional use permit application. The Finance Committee recognized that PYM authorized the formation of PFOS and may use the site it develops, but that PYM is not being asked at this time to make the decision to use the site. The information PFOS will develop for the conditional use permit application will help PYM evaluate the Visalia site. Finance Committee recommended releasing $25,000 of the Holding Corporation money, contributed from the sale of the San Fernando Meeting House, to PFOS to obtain a conditional use permit for the proposed Visalia site. There was much discussion.

PYM RepCom 99-3 The proposal to give $25,000 of the Holding Corporation

money to Pacific Friends Outreach Society (PFOS) to obtain a

conditional use permit for the proposed Visalia site was approved.

SITES COMMITTEE

Eric Moon reminded us of our tradition of meeting two years in Northern and two years in Southern California. Sites Committee usually hopes to bring a recommendation to Rep Com for approval, but does not have one yet this year. Eric laid out different possible Yearly Meeting calendars: first all-August-days week, last of July plus first of August, second all-August-days week, last week of all-July days, 3rd week of June. Cal Poly in San Luis Obispo has only August 14-19, with possibility of July 24-29. It may be possible to return to St. Mary's College in Moraga. He noted that none of these were in Southern California. He indicated that each meeting would be getting a letter asking for feedback about various options. Some Friends recommended consideration of Mount Madonna. Friends voiced different opinions about when summer school might affect students and which sites seem more central. Sites Committee requested plenary time and possibly an interest group.

CHILDREN'S RELIGIOUS EDUCATION AND SECRETARIAT COMMITTEES

The Clerk indicated that both Children's Religious Education Committee and the Secretariat Committee are currently without clerks.

DISCIPLINE/ FAITH AND PRACTICE REVISION COMMITTEE

Lincoln Moses reported that Faith and Practice Revision Committee has had four two-day meetings and plans two more, and has a nearly-complete draft. They are planning to publish a "preliminary edition," with the exception of some appendix material, a section on quotations, and another on emerging concerns, in time for Rep Com 2000. Suggestions for additions, deletions and modifications will come in the next year.

They request interest group time. They expect to issue the section on advices and queries, revised from the green booklet, in 1999.

EAST-WEST RELATIONS COMMITTEE

Carl Anderson, Clerk, reported that the staff of Friends House Moscow is now all Russian, and reported on conflicts in the former Soviet Union and the impact on Quaker work, as well as on finances and fund-raising. (See attachment H) They request time for one interest group.

LATIN AMERICAN CONCERNS

Brian Vura-Weis, Clerk, reported that a web page should be ready shortly, and will be downloaded and sent to all Meetings, which should help to link Meetings and projects better than a newsletter. They propose to bring Miguel Angel from Guatemala to PYM, and will request plenary time and probably at least two interest groups. Money from last year was not spent, but neither was it carried forward.

One Friend noted that it might be important to set up email contacts for all meetings so that committees would not have to download and send material. Clerk Margaret Mossman reported that progress was being made on the development of a PYM web-site, and also suggested that each Meeting appoint a contact who would regularly check a PYM web-site or receive email and transmit that to the Meeting. She also mentioned a web-site, Quaker.org, maintained by a Friend in NY, to which we might connect. Another friend mentioned an FCL web-site, and an FCNL web-site.

PEACE AND SOCIAL ORDER

Trudy Storm, Clerk, reported that the Committee met twice. It has revised its contribution to Faith and Practice, remaining comfortable with the term "social order" in its English origins. Mention was made of current funding for a young Friend from the Student Conscience Fund, which they believe will be repaid as expected. Their next meeting will be early June. Kay Anderson, liaison to Quaker Peace Teams, has requested an interest group, which may include an African representative. Another interest group on the abolition of nuclear weapons is proposed, combining issues of millennium 2000 with Abolition 2000. Claremont Meeting has expressed a concern on inequality, and is proposing to set up an inequality fund. There are also concerns on the privatization of prisons, and concerns that Friends may have lost their concern over prisons. They propose a joint interest group with JYM on homelessness. They are exploring a joint project with Unity With Nature on energy usage and simplicity. A play, 1000 Cranes, may fit into the vigil slot on Friday evening. They will propose several display tables. On several interest groups, they will want to work with AFSC, FCL, and FCNL. There will be a millennium vigil at the Nevada nuclear test site.

One Friend mentioned that FCL would be likely to request interest group time.

UNITY WITH NATURE COMMITTEE

Martha Hunkins (Humboldt), Clerk, reported on their recent meeting. Among their projects are: a letter to Meetings asking them to reflect on the meaning of the light within in relation to the earth, a letter to the Brinton Visitor Committee asking them to consider these concerns in future visitors, and a possible proposed contribution to Earthlight magazine. They want to update the list of Meeting contacts. A PYM sponsored camp-out will be the weekend before PYM in the Monterey Bay area, with the facilitation of Pat Wolff. A Unity with Nature speakers list is being drawn up. A letter, in the folders here, requests participation in Earth Day activities. Earthlight magazine's possible conversion to a 501-C-3 form of organization is under discussion. There is no unity at this time. Four or five interest groups will be requested, on such topics as: the spirit and earth concerns, Earthlight, deep ecology/adult religious education on earth issues, and co-sponsorship with Peace and Social Order on energy and simplicity issues. Roughly 20 minutes of plenary time will be requested. They are also considering "dispersed community worship." They may work on program with JYM. They may do a "sense of place" nature walk with Mount Madonna staff. The unity with nature pre-breakfast meeting for worship will continue.

OTHER BUSINESS

Naming Committee

PYM RepCom 99-4 Meeting approved Betty Miller to the term vacated by Linda Dunn on Nominating Committee to end in 2001.

JYM

JYM wants the "Intergenerational Community Dance" to be on Thursday night.

Betty Miller reported that FWCC will be meeting in Southern California. Also, Central Coast Preparative Meeting is now under the care of Santa Cruz Meeting.

Tom Farley reported that Ben Lomond puts on children's summer camps.

Ministry and Oversight will request four or more interest groups.

A number of announcements were read by the Assistant Clerk.

The minutes were approved as corrected.

Meeting ended with a period of worship at 6:00.

Submitted by: Margaret Mossman, Carolyn M. Stephenson,

Clerk Recording Clerk