North Pacific Yearly Meeting

of the Religious Society of Friends (QUAKERS)

Coordinating Committee Minutes of July 26, 2017

North Pacific Yearly Meeting Coordinating Committee

University of Puget Sound, Tacoma, WA

Minutes of July 26, 2017


Present: Kenny, Otis, Coordinating Committee Clerk, Boise; Stever, Ann, Recording Clerk, University; Alcott, John and Beth, Outreach & Visitation (John), Eugene; Coahran, Margaret, Pullman-Moscow; Dart, Helen, Eugene; Eck, Dave, General Arrangements Clerk, Multnomah; Foster, Georgia, MGOF; Gabriel, Sea, Peace & Social Concerns, South Seattle; Garnett, Lucy, Salmon Bay; Humphrey, Lucretia, Rising Clerk, NPYM, Faith & Practice Committee, Great Falls WG; joy, eric maya, Olympia; Laird, Anne, Agate Passage; McLauchlan, Nancy, Ministry & Oversight Committee Clerk, Bridge City; Metcalf, Ron, Lopez Island; Ostrom, Warren, NPYM Presiding Clerk, University; Percival, Nora J., NPYM Secretary, University; Robb, Alice, Bellingham; Snyder, Jane, Associate Clerk Coordinating Committee, Multnomah; Townsend, Debbie, Faith & Practice Committee Co-Clerk, Eastside; Warner, Maurice, Salmon Bay; Weimeister, Clint, Port Townsend; Willard, Kathryn, Nominating Committee Clerk, Tacoma; Wood, Virginia, Salem; Zerwekh, Multnomah.

Meetings unrepresented: Billings, Corvallis, Missoula, Sandpoint, Whidbey Island.

CC 07.17.1 The Meeting opened with worship. Friends then introduced themselves.

CC 07.17.2, Minutes
Minutes of the March 18, 2017 meeting were approved as distributed.

CC 07.17.3, Faith & Practice Committee
Debbie Townsend, Co-Clerk of the Committee, reported that the revised Book of Faith & Practice (F&P) will be presented for acceptance at the Saturday plenary session. The committee will have tables at dinner Thursday and Friday evenings for questions and discussion. Western Friend is publishing F&P. Western Friend is offering 95 free 1-year subscriptions to people from NPYM who are not yet subscribers. NPYM is asked to provide to Western Friend the names and contact information for people to be sent Western Friend. This can be done by individuals and Meetings. Western Friend encourages us to consider anyone who might appreciate the magazine – young, new, individuals, Meetings.

CC 07.17.4, Outreach and Visitation Committee
John Alcott, representing the Outreach & Visitation Committee (O&V), reported on round 2 of the visitation program, “Knitting us Together”. Al and Sherry Hendrix of Lower Columbia Worship Group and Camas Friends Church visited Friends in Montana for about 10 days this past spring. O&V is working on how to get the best fit of visitor and those who wish to be visited. The committee has had many applications from those who wish to be visitors. At this time, the committee asks potential visitors what topics they can offer (usually 3 possibilities) and then give a menu to groups to be visited. In response to a question, John reported that he did not think applicants carry a minute from their monthly meeting. Visitors are accompanied by an elder, and Friends can apply to O&V to be a traveling minister or an elder.

CC 07.17.5, Ministry & Oversight Committee
Nancy McLauchlan, Clerk of Ministry & Oversight (M&O), reported that the committee had a 1 1/2 day retreat immediately prior to Annual Session. Their job at Annual Session is to hold the spiritual center.

The committee hosted a conference call consultation on eldering in January and one on staying grounded in today’s world in the spring. The committee is unsure why the first was better attended, whether it was the timing, topic or something else.

The committee has posted State of the Meeting reports on the NPYM website, after receiving permission from the meetings.

They will have a table for newcomers at Annual Session on Thursday evening and one for Monthly Meeting M&O Clerks Friday lunch.

CC 07.17.6, Nominating Committee
Kathryn Willard, Clerk, reminded us that we will never have all positions filled at any given time. Copies of their report and recommendations (attached to file copy of minutes) were distributed. The committee examined what the Yearly Meeting really needs and managed to reduce the number of positions they seek to fill from 95 to 83. It was noted that most Monthly Meetings also struggle to fill positions. We were reminded that nominations can be approved throughout the year – hopefully most at Annual Session, but also by Coordinating or Executive Committee. Nominating Committee was thanked for its hard work. It can be very rewarding when people say yes! Kathryn shared that she wanted to say she has met and talked with some wonderful people.

CC 07.17.7, Annual Session General Arrangements
Dave Ek, General Arrangement Clerk, shared information about locations where groups could meet during meals.

CC 07.17.8, Annual Session Planning Committee
Warren Ostrom, Clerk, reported that there was a problem with on-line registration and that system will not be used again. Kim Williams, Registrar and John Gotts, webmaster, will work on finding a commercially developed system.

CC 07.17.9, Peace & Social Concerns Committee
Sea Gabriel, Clerk, reported that they are restarting the committee, which has been inactive. The committee’s Interest Group will season a proposed minute on racism to bring to this Annual Session, with the hope that it will then be seasoned throughout the Yearly Meeting during the coming year.

CC 07.17.10, NPYM Directory
Nora Percival, NPYM Secretary, brought a proposal that we put the Directory on line. Currently we produce our Directory once a year. It costs about $400 to produce it on a CD and mail them to CC members, officers, each meeting and worship group. It is out-of-date within a day of production. An on-line directory would be available on demand and updated as soon as a change or addition was provided to the NPYM Secretary. Fewer and fewer people have a CD drive.

Concerns about privacy were addressed. The Directory does not now and would not have critical information, such as social security numbers or any kind of financial information. We were reminded that many of us provide financial information when we order on line on Amazon, for example. The only people who would have to access this directory would be people whose information is in the Directory, because you will have to sign in.

There would be no change in current practice in which individuals can opt in or out of the Directory. If someone wishes, they can put name and just one way of phone or email or address or phone. Coordinating Committee noted that it is critical that we be able to communicate with one another. The clerk of Nominating Committee was thrilled with the proposal.

Coordinating Committee approved authorizing the NPYM Secretary to implement an on-line NPYM Directory. NPYM will no longer produce the Directory on a Compact Disk. It is the responsibility of Meetings and Worship Groups to provide contact information to the Secretary for the Directory. At a minimum, we need to have names and one way to communicate with a person. The ability to communicate with one another is vital.

CC.07.17.11, Concerns
Joyce Zerwekh shared her concerns. She noted that there were problems with both registration and interest groups this year. She felt that as the member of Coordinating Committee from Multnomah Meeting, she did not have information so she could explain to her Meeting what was going on. She asked that those who are responsible in the Yearly Meeting not stay silent when there are problems, but share information with members. She was very pleased to know we have a new webmaster and are going to have a new registration system. She felt that nothing seems to have been done to address Nominating Committee’s inability for many years to fill all our positions. Both she and eric maya joy noted that it is difficult for newcomers to register because we use so many abbreviations. She shared her major concern that she does not feel it is clear who can make decisions about what. She believes that we need to first see problems before we can analyze them and seek solutions. We clearly need a younger generation if we are to be a vibrant Yearly Meeting. To do this, we need to be clear about who we are.

The meeting closed with a period of worship.

Otis Kenny, Clerk

Ann Stever, Recording Clerk