October 2021 Meeting Minutes
GRASS VALLEY FRIENDS MEETING
Of the Religious Society of Friends of the Truth
College Park Quarterly Meeting, Pacific Yearly Meeting
MINUTES & RECORD
Meeting for Worship on the Occasion of Business
10/10/2021
We met on Zoom with a group present in the meetinghouse (hybrid trial meeting)
Present: Don McCormick and Anita McCormick (outgoing clerks), Dean and Karen Olson (incoming clerks), Gordon Starr, Hayley Wilson, Dorothy Henderson, Doug Hamm, Crystal Scanlon, Amy Cooke, Reed Hamilton, Judy Hamilton, Dianne Marshall, fosten wilson, Kathy McCreery, Chamba Cooke.
The Meeting opened with silent worship.
The outgoing clerks, Anita and Don, gave the following remark:
Co-Clerks Clerks’ remarks: “Never doubt that a small group of thoughtful committed citizens can change the world. Indeed, it is the only thing that ever has.” Margaret Mead
Action Items and Seasoning:
MINUTE 2021.10.01: Dean Olson and Karen Olson will serve as co-clerks for Grass Valley Friends Meeting for the 2021-22 year.
COMMITTEE REPORTS (see reports appended, committee clerk is noted in bold)
STEWARDSHIP: Mary Starr, Gordon Starr, Reed Hamilton, Pat Phillips, Doug Hamm, Fosten Wilson (Treasurer, Ex-officio) Dianne Marshall (ex officio as Librarian and Newsletter Editor), Hailey Wilson
Gordon Starr gave the report verbally. The committee has discussed when the Meeting will begin to pay the monthly rent at Sierra Friends Center. The SFC has allowed the Meeting use of the meetinghouse today for the trial hybrid meeting. There are some tasks that need to be done in order to settle into the meetinghouse (unpacking the container, for example).
They have also discussed the signers on the bank account – both of the current signers are absent from the physical location. fosten wilson reported that a letter will be brought forward in November to take to the bank naming the treasurer, co-clerks, and clerk of Stewardship as signers on the bank account.
fosten gave the Treasurer’s Report, attached.
Minute 2021.10.02: Grass Valley Friends Meeting approves the 2021-22 budget as appended to these minutes.
Meeting has not approved moving back into the meetinghouse yet. It is recommended by the committee that we move back into the meetinghouse. The committee recommends that we move back into the meetinghouse on November 1.
The meetinghouse is still under construction, and the rental agreement has not come forward to the meeting for consideration. The Children’s Committee and the Hybrid Committee also have concerns. The current rental agreement is in force. Marty proposed that the new rental amount would be $575 per month. This has not been approved.
We have approved the expenses for the wifi installation and monthly service. We approved a one time expense of $225 and the monthly service of $25. If that is changed we will need to come back to Meeting.
We agreed to hear the reports from the rest of the meeting before considering the new rental agreement and timeline for moving back into the Meetinghouse.
SPIRIT & WITNESS: Gordon Starr, Judy Hamilton, Gordon Bishop, Dorothy Henderson, Anita and Don McCormick (ex-officio Co Clerks), Judy Hamilton
Judy Hamilton gave the report, appended.
It was noted that FGC also has a mentorship program.
- Ad hoc Hybrid Committee:
Members: Judy Hamilton, Gordon Starr, Reed Hamilton, and Dianne Marshall
Gordon Starr gave the report which is appended to these minutes.
NOMINATING: Doug Hamm, Patrica Phillips, Karen Olson
See approval of the minute above, confirming our new clerks.
WELCOME: Karen Olson, Kathy McCreery, ex officio Website/Facebook Coordinator (Amy Cooke), ex officio Zoom coordinator (Hailey Wilson and Stuart Smith), ex officio Email Coordinator (Judy Hamilton)
Kathy McCreery gave the report and presented the organization of the month, Quaker Center.
QUAKER CENTER
MISSION STATEMENT: Quaker Center seeks to nurture the spiritual growth and faithfulness of Friends and others, while strengthening Quakerism and its witness in the world. We offer programs and personal retreats exemplifying Friends’ testimonies of community, integrity, simplicity, peace, and equality. We strive to live in right order with all creation, especially with the redwood forest that sustains us here in the Santa Cruz mountains.
Quaker Center is located in Ben Lomond which is between San Jose and Santa Cruz on the California coast. Quaker Center offers workshops of interest to Quakers and others once a month. They rent out space for retreats, weddings, and conferences. Their programs have been on line for the past year. They have begun to reopen and hosted a family work camp in August. You can keep in touch via their newsletter or their website for info on live programs.
They have a meeting for worship everyday from 7:30 am to 8am on zoom. Every Wednesday at 10am they have worship sharing from a particular reading. This week it is from “Standing By Words” by Wendell Berry.
There are hiking trails and a labyrinth on the property.
Their website is Quakercenter.org
CHILDREN’S PROGRAM: Karen Olson, Judy Hamilton, Dorothy Henderson, Gordon Bishop, Anita McCormick, Doug Hamm, Don McCormick
Dorothy Henderson gave the report, attached.
It was noted that hybrid meetings are too difficult for the children’s program. The committee has discussed having both entirely zoom programs and entirely in-person program times. The committee does not know the guidelines needed for in-person children program gatherings. They want to move carefully and they do not want anyone to feel left out. It is a delicate place the committee wants to move forward with care.
Meetinghouse: We returned to discernment about moving back into the meetinghouse. There are many things to consider, including the impacts to the Children’s Program. Can we solve these all at once? Should we start in-person meetings in November and solve the problems as they arise, including the Children’s Program? Others felt that there are still issues (for example, equipment storage and contact tracing) that need discernment before we make the decision to move back into the meetinghouse. There was gratitude expressed for the ad hoc committee, and for the work they have done and the work that is still needed.
As we experiment with the building, there is a concern that we need to pay rent for the building’s use. Are we not able to have trial hybrid meetings unless we pay rent? How can we review the rental agreement and let it season before moving back into the meetinghouse? It was noted that October 17’s meeting will overlap with CPQM. On October 24 we could do a hybrid, and then October 31 is a Family Meeting. The communication is that we had permission for one hybrid meeting without paying rent. If we have another hybrid meeting, then we may have to pay rent or a use fee. If we use the meetinghouse, we should expect to have to pay for it.
What needs to come to the Meeting for Business regarding the rental agreement? The agreement has been altered a few times over the months of Covid and after the fire. There was discussion about how to remunerate SFC and have clarity about the agreement we have with them. Do we need liability insurance before we begin meeting in person again?
We ask that the Stewardship Committee, Children’s Program committee, Spirit and Witness committee and the ad hoc Hybrid Committee continue to gain clarity on the issues that have been raised and bring back a report to the November Meeting for Business. It was suggested that the ad hoc Hybrid committee make an appointment with a representative from Sierra Friends Center to resolve the questions that have been raised. Do we pay a day rate for the meetinghouse in the meantime? This was delegated to the ad hoc committee.
REPRESENTATIVE and OFFICER REPORTS
- Treasurer’s Report. fosten wilson gathe the report, attached. (see Stewardship Committee, above)
ANNOUNCEMENTS
- If you use Facebook, follow the Grass Valley Friends Meeting page, or join the Facebook Grass Valley Friends Meeting group. If you share a post from the page, your friends will see it!. It helps our visibility. Follow this link.
- It’s easy to give to Grass Valley Friends Meeting! Go to gvfriends.org and click on the Give button. This takes you to a secure site for donations. Please consider making your contribution monthly. Your contribution covers our Pacific Yearly Meeting dues and ensures that our activities as a Meeting are sustained. Thank you.
- Woolman at Sierra Friends Center is seeking a new Executive Director. Please see their website, Woolman at Sierra Friends Center, for more information.
- College Park Quarterly Meeting, October 15-17. See https://collegeparkquarterlymeeting.org for more information. The next quarterly meeting gathering will take place on the weekend of October 15-17. We will focus on the following two queries:
How are we finding spiritual sustenance in the time of pandemic, zoom, isolation?
How have we been able to support each other in our spiritual groundedness in this difficult time?
Registration is now open. Click here to fill out the online registration form.
- Tithely now allows the user to change the dollar of their gift without making a new donation request.
ACTION ITEMS & ITEMS SEASONING
- The ad hoc Hybrid Committee Meeting will be working on the issues raised in this meeting to help us gain clarity on the rental agreement, children’s program, Covid requirements, storage, timing to empty the storage container, and liability insurance.
READING OF THE RECORD AND MINUTES
Note: The record and the minutes were read, corrected and approved.
If you are giving a report to GVFM, please send the actual report to the recording clerk at grassvalleyfriends@gmail.com THE FRIDAY BEFORE MEETING FOR BUSINESS.
GVFM Newsletter Reminder: Please have items into Diane Marshall by Tuesday at 10 am.
The Meeting closed with silent worship.
Respectfully recorded by Amy Cooke, recording clerk.
APPENDICES:
- Budget
- Spirit and Witness
- Treasurer’s Report
- Hybrid Meeting Committee report
- Children’s Committee
————————————————————————-
BUDGET 9.12.2021
| Current Budget | actual | Proposed | Change | ||||||||
| fy 2021 | Oct ’20 -9-11-21 | fy 2022 Budget | |||||||||
| Income | |||||||||||
| 400 · Contributions | 9,147 | 11,120 | 13,541 | ||||||||
| Expense | |||||||||||
| 600 · Meeting Expenses | |||||||||||
| 602 · Newsletter Expenses | 400 | 339 | 350 | -50 | |||||||
| >>> | 603 · Rent & Cargo Container | 3,150 | 1,245 | 6,000 | 2,850 | ||||||
| >> | 604 · Meetinghouse Maintenance | 250 | 0 | 250 | |||||||
| 605 · Reps Travel Expenses | 50 | 0 | 50 | ||||||||
| 606 · Officers’ Expenses | 50 | 40 | 50 | ||||||||
| 609 · Misc Unbudgeted Expense | 100 | 878 | 200 | 100 | |||||||
| >> | 610 – Zoom fee | 150 | 150 | 150 | |||||||
| >> | 611 · Internet & Meeting Webpage | 25 | 16 | see note | 565 | 540 | |||||
| 613 Tithe.ly fees | 50 | 106 | 130 | 80 | |||||||
| >> | 615 · Liability Insurance | 0 | 0 | 600 | 600 | ||||||
| 616 · Teen Helper – childcare | 0 | 0 | 100 | 100 | |||||||
| 620 · Meeting’s Memberships | |||||||||||
| 621 · PYM Dues | 3,332 | 3,136 | 3,332 | ||||||||
| 622 · CPQM Dues | 70 | 64 | 64 | -6 | |||||||
| Total 600 · Meeting Expenses | 7,627 | 5,973 | 11,841 | 4,214 | |||||||
| note: $25 webpage +$300 internet access + $240 installation = $565 | |||||||||||
| 640 · Committee Expenses | |||||||||||
| 641- Spirit & Witness | 50 | 0 | 20 | -30 | |||||||
| 642 · Nominating Comm | 20 | 0 | 20 | ||||||||
| 644 · Religious Ed – children program | 150 | 0 | 150 | ||||||||
| 646 · Stewardship Comm (subscr = $133) | 180 | 80 | 190 | 10 | |||||||
| 647 · Welcome Comm | 100 | 0 | 250 | 150 | |||||||
| Total 640 · Committee Expenses | 500 | 80 | 630 | ||||||||
| 660 · Donation Expense –>>(to be paid as current income allows) | |||||||||||
| 661 · AFSC | 100 | 100 | 100 | ||||||||
| 662 · FCNL | 100 | 100 | 100 | ||||||||
| 666 · FCL – Calif. | 100 | 100 | 100 | ||||||||
| 667 · Friends House | 40 | 40 | 40 | ||||||||
| 668 · Quaker Center | 100 | 100 | 100 | ||||||||
| 669 · Sierra Friends Center | 300 | 300 | 250 | -50 | |||||||
| 673 · Nonviolent Peaceforce | 40 | 40 | 40 | ||||||||
| 675 · Laura Wilcox Memorial at FCNL | 100 | 100 | 100 | ||||||||
| 676 · Hospitality House | 140 | 140 | 140 | ||||||||
| >> | new Nisenan Nation | 100 | 100 | ||||||||
| Total 660 · Donation Expense | 1,020 | 1,020 | 1,070 | ||||||||
| Transfers to other Funds | |||||||||||
| Scholarship Fund (PYM, CPQM, etc.) | 0 | 0 | 0 | ||||||||
| Scholarship Fund (Quaker Center) | 0 | 0 | 0 | ||||||||
| Sharing Fund | 0 | ||||||||||
| Total Expense & Transfers | 9,147 | 7,073 | $13,541 | 4,394 | 13,541 | ||||||
| Net Income | 0 | 4,046 | $0 | ||||||||
Treasurer’s Report for all of fy 2020 – 2021
10-9-2021
summary = Strange year, good enough financially.
With our budget set much lower for the year, we did well. Inbound contributions were lower than when we met in-person, as expected. Yet those contributions were more than we needed, especially after we stopped paying rent in January while the Meeting House was renovated. And our outbound donations have been paid in full. THANK YOU all for your contributions.
So, our income ($11,454) exceeded our spending ($7,171). Altogether we ended the fiscal year with more in the bank than we had on October first of last year. Whew, a sigh of gratitude.
Now, as we restart meeting in-person we will also return to paying rent to Sierra Friends Center. Our costs will rise. The Stewardship Committee is meeting each month and watching the balance between our spending & income.
All contributions to Grass Valley Friends Meeting — whether money, service, or prayer – are deeply appreciated.
Money contributions are either to my address below or online by using the “give” button at “gvfriends.org”.
Thank you, fosten
Fosten Wilson, Treasurer
15719 American Hill Rd
Nevada City, Calif. 95959
October 2021 Spirit and Witness Report
The committee: Judy Hamilton, Gordon Starr, Gordon Bishop, Amy Cooke, Dorothy Henderson and our two presumptive clerks Karen and Dean Olson met yesterday.
We received a letter from Charity Bryson requesting her membership be withdrawn. This was apparently sent some months ago but had not yet been addressed. Dorothy will be meeting with Charity, apologizing to her for the delay and see if there is any way we can address her issues or serve her.
Spiritual Life schedule
- Oct. – Bible Study with Dorothy
- November – Climate Change/Discernment with Amy
- December – Birthing the Christ within with Gordon
- January – Our relationship with the Nisenan with Dorothy
We have several Committees of Care meeting as needed with their respective people and all are doing well.
Waking up to Race- Dorothy reported the WUTR book group is doing great. They continue reading Healing Resistance by Kazu Haga and met on September 29th after a summer hiatus. There was deep and vulnerable sharing.
Quaker Buddies: The Buddy (or liaison) idea, originally brought from Orange Grove Meeting, is that the Meeting contact list of people be divided among members of S & W. The folks would then be contacted occasionally by any of several mediums ( phone, email, personal contact, etc) to see how
they are doing. It was noted this might have served some members of our Meeting who now feel estranged. Dorothy is struggling with how to divide up the people – let folks select those they are familiar with or do it randomly. With Dean and Karen included in our committee each member would have about eight people to contact. Several people expressed reservations about the added time and
responsibility to do this and keeping track of who to contact and when. Dorothy will continue to work on this.
Scheduling Committee Rep. Reports It was agreed that on odd months someone from S and W will
do a report on one of the organizations that Meeting supports. Included would be getting a
notice in the newsletter and bringing the group to our attention during after Meeting announcements.
Schedule is as follows
November – QUNO, Amy
January – Nisenan, Dorothy
March – Interfaith, Dean and Karen
May – AFSC, Dorothy
July – FCNL/FCL-Ca, Gordon S.
S and W members will work with those who have in-depth knowledge about an organization while preparing these reports.
Nisenan Acknowledgment: Judy called attention to the unresolved issue of how to
acknowledge the original presence of the Nisenan people on this land. Judy will send out an article on this issue and we will take it up at a future meeting before bringing it to Meeting for Business.
Report from the ad-hoc committee on creating a hybrid Meeting
Committee members: Judy Hamilton, Reed Hamilton, Gordon Starr, Dianne Marshall
We have met twice at the Meeting House and, with a laptop, microphone and the television, held a mock hybrid meeting. Judy, on her tablet at the dining hall, gave us feedback on the camera and sound and with some adjustments we met with fairly good success.
We discussed what guidelines to recommend to those who attend Meeting in person and agreed that they should be fully vaccinated, wear masks and sit 3 feet apart. Couples could sit together. Those who have messages to share will need to stand in front of the microphone in front of the TV and may need to remove their masks to be heard. Those on Zoom will continue to un-mute to speak.
For the time being, since the Children’s program presents additional technical challenges, we don’t feel ready to have that be a part of the person to person Meeting. Later, because they might not yet be vaccinated, they could meet at a designated spot still to be decided on..Dining Hall patio?, in front of the office?, at Karen and Dean’s?.
When we actually begin in person worship, the email coordinator will send out the Zoom invite along with the requirements for in person Meeting. We decided to do a trial meeting on Sunday, October 10 with Judy, Reed, Dianne and Lawen in the Meeting House attending Meeting by Zoom.
Gordon has loaned his microphone for use and Reed and Judy have loaned their speakers. Reed and Judy will bring their laptop when they attend but someone else will need to bring theirs when they are not able to come. The laptop will need to be compatible with various cords we have in the Meeting House. We have not yet figured out where the speakers and microphone will be stored or how we will decide who does the set up.
We feel that for this experimental stage, we do not need to purchase any further equipment or hire someone to help with the technical logistics.
Children’s Program Committee Report
The Children’s Program Committee met to discern our response to several questions that have come up in the past year as we have adjusted to zoom, to the possibility that we could meet in person and then to the likelihood of the Meeting for Worship being a hybrid meeting. We acknowledged our current situation to be:
- Small number of attendees for Children’s Program. We most often have one child (one very faithful child) in the weekly Children’s Program. We now have a new child who has just joined our meeting as her family moved from San Francisco to Grass Valley. In addition, we have children that do not come because we are on zoom and that we believe will join us when we are in person.
- Second Sundays no longer has a regular teacher; we are able to offer our program every other second Sunday.
- We do not expect to offer the Children’s Program in a hybrid format as children want to run, play and move about in a way that does not lend itself to hybrid (especially in a children’s paradise like Sierra Friends Center.)
We met on zoom and listened carefully to the wishes of each teacher (sadly missing Anita who was not well). After a brief worship we summarized our current position regarding the above issues:
- We want to offer the Children’s Program each week no matter how many children we have. We want to come prepared to teach. We also anticipate other children returning when we are able to offer the program in-person.
- When we are able to teach in-person again, we will have a teacher for every second Sunday. We will then face the issue of needing two adults for each Sunday, something we have not needed with zoom and that we do not currently have.
- We continue to be clear that we do not want to offer a hybrid version of the Children’s Program. We also agreed that if a particular teacher was unable to meet in-person (because of concern about Covid variants, for example) they could decide to offer the program wholly on zoom and we would notify the families in advance.
In summary, we are eager to return to in-person First Day School and we are ready to offer our program each Sunday. However, we acknowledge a number of issues that need to be addressed before we go forward. These include: identifying and following covid precautions required by SFC policies; identifying a second adult willing to accompany the teacher each Sunday; discerning ways in which the program can go forward at times on zoom if the teacher is unable to be present in-person but wants to teach.
There are likely other issues that we have not considered and we expect to receive guidance from the Hybrid Subcommittee of Spirit and Witness as we go forward.
Respectfully submitted,
Dorothy Henderson
Clerk