Frederick Friends Meeting

723 N. Market St. | Frederick, Maryland 21701

Frederick Friends Meeting met in worship with a concern for business on May 20, 2018 at 9 a.m.. Present were: Carol Ahlum, Ethan Bliss, Annette Breiling, Kathy Funkhouser, Ellen Lerner, Betsy Tobin, Greg Tobin and Karen White. Carlotta Joyner served as Clerk of Meeting and Michele Hartley served as Recording Clerk.  

The Meeting began with a brief period of silent worship, out of which the Clerk read the following queries on peace and social concerns:

• How does my life reflect “the virtue of that life and power which takes away the occasion of all war”?
• Where hatred, division, and strife exist, how can I be an instrument of reconciliation and love?
• As I work for peace, am I nourished by peace within myself and within the meeting?
• How have I expressed my faith in action? How are my actions grounded in my faith?

05/18—1: Annual Report, Peace and Social Concerns, Annette Breiling

Annette Breiling presented the annual report on behalf of the Peace and Social Concerns Committee (see Appendix I). This report detailed the many events that the committee hosted, cohosted and supported focusing on peace, social and environmental issues. The committee also recommended recipients for the 2017 distribution of the Meeting’s charitable giving; supported legislation and political advocacy; and, informally, participated in the Multi-Faith Alliance of Climate Stewards.

Friends discussed and clarified the following:

• Distribution of the letter about Nuclear War with North Korea was not sent to FCNL. 
• The MLK event includes members of the committee who are active volunteers in the local community. They have brought back issues to the committee, but not all of their activities or the issues are of the committee.
• Friends do not know if the Clean Energy Jobs legislation will be re-introduced.
• It was suggested that the students receiving Frederick County Student Peace Awards form working groups to further this work. This can, however, be a challenge since these students are graduating from high school.
• Friends discussed the status of committee members and participants and potential follow-up with those who haven't been attending or who have attended but are not officially on the committee. 

Friends accepted this report.

05/18—2: First Quarter Financial Report, Stewardship and Finance, Annette Breiling

Annette Breiling presented the Quarterly Financial Report submitted on behalf of the Stewardship and Finance Committee comprised of Chris Elbich, Karen White, Greg Tobin and Annette Breiling (see Appendix II).

The first quarter presents a deficit, which is not abnormal. Committee spending and member/attender donations are down and utilities exceeded what was anticipated. The yard sale line item notes a deficit because of supplies purchased in advance of the sale. The fire monitor is now paid annually, which may create a surplus, but this will be verified. Ministry and Counsel incurred a higher expense attributed to the production of print brochures. A decision needs to be made about what printing Ministry and Counsel will do—either for existing or new brochures and other print materials. The Communications and Ministry and Counsel committee budgets were combined because Communications is now under the Ministry and Counsel Committee.

While deficits can be seen in quarterly reports, Friends were reminded that there is a healthy reserve in savings due to stock market gains over the past twenty-plus years. Committees forecast their spending, but it is recognized that unexpected expenses arise. Quarterly reports are a snapshot and the committee looks at the longer arc and trends of spending throughout the year. With this in mind, the committee observes that the Meeting’s finances are healthy.

Friends accepted this report.

05/18—3: First Reading of the Roster of Service, Nominating Committee, Ethan Bliss

Ethan Bliss presented the first reading of the roster of service on behalf of Nominating Committee. The roster was accompanied by a report written by Nominating Committee’s Clerk, Helen Tasker (see Appendix III). Friends were encouraged to celebrate those who have joined committees and recognize that the roster serves us well, but can be fluid. 

Nominating Committee presented a proposed clerking team. The proposal will lead to changes in the current structure and may potentially simplify and center the Meeting in spirit. Kathy Funkhouser and Betsy Tobin are proposed as the clerking team. Julie Odland will also be a part of the team by way of writing announcements as one example. Nominating Committee will continue to provide support to the clerking team.

It was suggested that the roster also functions as a de facto policy document that notes term limits, which are not necessarily adhered to. Re-considering term limits is one of many ideas that have risen about the Meeting’s structure, which Nominating Committee will be looking at. 

Friends thank Nominating Committee and the proposed clerking team for their willingness to step into these roles. 

Friends accept the first reading of the roster and accompanying report.

05/18—4: First Reading of the Annual Calendar, Carlotta Joyner, Clerk

Carlotta Joyner presented the calendar for the July 2018 - July 2019 year (see Appendix IV). 
The calendar is presented in a similar fashion as has been done over at least the past 8 years and it is recognized that this, like the roster, may also be fluid. In bringing the calendar, the Clerk proposed that the reports regularly scheduled for July be moved to June or September, and the Friends planning to bring those reports have already agreed to the re-scheduling.

Friends agreed to keep the regularly-scheduled July Meeting for Worship with a Concern for Business. Without the scheduled reports, that time could be used for deeper thinking on the Meeting structure. The July Meeting for Business will be planned and led by the new clerking team with continued support from Nominating Committee.

It was suggested that reports could be given at the end of Meeting for Worship and could change in their approach from action items and accomplishments to the general focus, commitments and leadings of each committee. This and other ideas can be discerned moving forward. 

Friends approved this first reading as the calendar for the year. In doing so, it is recognized that a second reading of the calendar during the June meeting is unnecessary.

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Meeting for Business reconvened at 12:30 pm after Meeting for Worship to discuss Property Committee’s decision on air conditioning and heating options for the Meeting House. Present were: Carol Ahlum, Annette Breiling Dat Duthinh, Kathy Funkhouser, Nick Funkhouser, Bob Hasnon, Linda Osborne, Isaac Smith, Robinson Smith, Rose Smith, Yarrow Smith, Ben Swet, and Greg Tobin

15/18—5: Recommendation on a Heating and Cooling system, Property Committee, Bob Hanson

Bob Hanson presented the recommendation on behalf of Property Committee (see Appendix V for mini-split system comparison, Property Committee’s report and the selected mini split specifications).

Bob Hanson provided Friends with background information about the Meeting’s current heating system, which uses fossil fuels to run. While this issue first arose to address cooling, it is thought that an electric-based system for both heating and cooling is a good choice because the system can draw from renewable energy sources in the future. Installing the mini-split in one zone in the Meeting house is the first step. Its efficiency and ability to both heat and cool the zone will require evaluation over a period of one to two years. Other areas may then be considered for this upgrade. For rooms outside of the mini split “zone” that are uncomfortably warm, requests to Property Committee can be made to install window units.

The mini split zone will include two units in the Meeting for Worship room, one unit in the office and one unit in the First Day School room.

It was noted that the mini split’s noise level starts at “whisper quiet.” The noise increases when the unit runs on a higher mode than the low speed option, but it is still considered quiet. 

Friends discussed the benefits of installing a mini split system now, even though Maryland did not pass the recently introduced renewable energy legislation. While less stringent, Friends were reminded that the 25% renewable energy by 2020 lawwas passed.

The life span of the unit is between 30 - 50 yeas. The expected life of a boiler is difficult to determine because there are many moving parts that can be repaired one-by-one. Often boilers are replaced when more efficiencies can be realized. The installment of the mini split will essentially be an upgrade to the heating system in lieu of fixing or replacing the boiler. While it cannot be guaranteed, it is predicted that by the end of the mini split’s life cycle, it will be drawing more from renewable energy sources.

It was noted that the Meeting is also in alignment with Quaker Earthcare Witness in that the Meeting will be spending its money in the direction of change. While this may not appear to be the least expensive option, it nonetheless promotes change in the right direction.

 
Individual committees met on their own in recent months to discuss this issue, including Ministry and Counsel and Peace and Social Concerns. Both committees support the installation of the mini split system. Trustees support the installation and are willing to release funds from savings to pay for it. 

While some Friends questioned whether a mini split unit will reduce the Meeting’s carbon footprint or be less expensive, Friends were in agreement that it will provide comfort to those who struggle with the warm temperature in the Meeting house during the summer months. 

Friends approve Property Committee’s recommendation to install the mini split units for the identified zone. In doing so, a check will be issued for down payment to the installers. 

Upon approval, Friends discussed logistics of turning on and setting the mini split system. Like the current heating system, the mini split system can be programmed for automatic cooling and heating. Property Committee currently determines how to set the heating thermostats. The operation of the mini split system will fall under Property Committee’s purview. If they should arise, Ministry and Counsel will address disagreements about the programmed settings and temperature as they relate to Friends’ comfort.

Announcements and Closing

Minutes were read back and approved during the course of the meeting.

The next Meeting for Business will be at 9:00 am on June 11. Draft agenda: 2nd reading of Roster of Service for 2018 – 2019, First Day School annual report, Trustees annual report, report on Sixth Month Interim Meeting.

Meeting adjourned with a thank you from the Clerk.

Respectfully submitted, 

Michele Hartley Recording Clerk ______________________ 

Carlotta Joyner, Clerk of Meeting ______________________

 

Appendices:

1. Annual Report, Peace and Social Concerns
2. Quarterly Financial Report
3. First Reading of Roster of Service and accompanying report
4. First Reading of the Annual Calendar
5. Heating and Cooling Decision, Property Committee

Appendix l

Frederick Friends Meeting

Peace & Social Concerns Committee Annual Report

April 2017 through May 3, 2018 

Social issues - racism, poverty, threats of war, gun violence and more darken our world this year.  At the same time, the planet is absorbing blows to the integrity of her atmosphere, air, water, and soil. Grounding a small Peace and Social Concerns Committee in the context of our times is challenging, to say the least.

Some of our activities are anchored in community events in which we regularly play a role. In spring we hosted a Health Care is a Human Right event attended by 30-40 people featuring Congressman Delaney’s staff representative, Kevin Mack. FCNL procedures learned by FFM’s FCNL Advocacy Team helped in organizing the event.

In August and September, we partnered with Women in Black and several other local groups to co-sponsor two events in remembrance of the Hiroshima & Nagasaki bombings. At the first, on the August 6 anniversary of the Hiroshima bombing, we showed a short film at our Meeting House and heard from speakers who personally lived through the bombing or experienced “downwind” effects of nuclear testing in the US. On September 24, for International Peace Day, we co-sponsored a Peace Vigil on the front steps of the Evangelical Reformed United Church of Christ in support of the new UN Treaty banning nuclear weapons.

We also presented FFM with a minute from BYM’s P&SC committee asking our Congresspersons to resist calls for a nuclear strike on North Korea. The minute was approved.

We polled Meeting members and attenders to gather views on how to distribute our $1500 charitable giving budget line item. We received 14 responses from which we prepared an average amount for each charity rounded to the nearest $5. Results: Able & Willing -$355; Friends Meeting School - $340; Religious Coalition - $165; Friends House - $165; FCNL - $145; Faith House - $115; AFSC - $105; Disaster relief - $95; I Believe in Me - $15.

Our calendar year began again with the Martin Luther King Jr. Beloved Community Supper, this year celebrated at Trinity United Methodist Church. Planning is egalitarian, shared with diverse community members. Turnout was large again this year.

A few liberal remarks at the 2017 MLK Jr. Supper offended a few Republican attendees and inspired a new local commitment to building peace across political lines. P&SC members created a series of Beloved Community mini-potlucks followed by community trainings encouraging deep listening, called Civil Dialogues. People with opposing views were trained to listen for each other’s core values.

Civil dialogue was the primary focus at FFM’s successful 2017 Picnic for Peace, too, where attenders with differing views exchanged ideas with a mind to expanding their understanding of views on a given issue. Turnout and response were good.

Addressing the critical issue of climate change, we drew a nearly packed house to our public showing of the climate film “Before the Flood.” We later initiated an FFM consideration of whether fracking offered a ‘bridge fuel’ to be allowed in Maryland; or is a disrespectful taking of the earth’s resources, best left in place.  After careful consideration, FFM decided to support a fracking ban. We publicly shared our decision through letters to local newspapers and key political figures. Ultimately, fracking was banned in Maryland.

Environmental and social justice merged in the proposed Clean Energy Jobs Resolution written by young Quaker Jamie DeMarco. DeMarco spoke to FFM about his draft legislation, which FFM endorsed. DeMarco’s bill proposed that Maryland lower her fossil fuel use while investing in alternative energy infrastructure and jobs in poorer communities. (The bill, along with other clean energy bills, failed to pass the 2018 legislature.)

Closer to home, we initiated collection of compost in our kitchen (though we were sometimes remiss about leaving out a compost collection container). The Bag Monster’s appearance following a Meeting for Worship convinced many f/Friends to pledge to refuse single-use plastic bags. We also proposed that FFM no longer purchase single-use plastic cutlery or Styrofoam food service items. In what almost felt like an online gathered meeting, FFM explored the issue deeply before agreeing to no longer purchase such items. Plastic single use cups, bowls, and cutlery were removed from Meeting kitchen cabinets; most were delivered to the Religious Coalition for their homeless care, while some were saved for the next MLK Beloved Community potluck.

Through our informal liaison with the Multi-faith Alliance of Climate Stewards, P&SC hosted that group’s showing of “From the Ashes” on May 3. This provided FFM an opportunity to explore and discuss, with those of many other faiths, the social and environmental damage our society has created by the burning of fossil fuels. 

P&SC committee members have been actively involved in the Frederick County Student Peace Awards program under the care of Friends Meeting School. The program honors high school students recognized for outstanding peace-building activities in their schools. Every public high school in the county participated this year along with Friends Meeting School, the MD School for the Deaf, and St. John Catholic Prep. At the 2018 Awards Ceremony, students described their goals for a better world. Each received $200 plus $100 for a charity of their choice. Award money was donated by FFM and 20+ community sponsors.

We are blessed by the addition of Ellen Lerner to committee membership, and are enriched by some very helpful regular “drop-ins.” We gratefully recognized Ian Tasker’s 12 years of faithful service connecting Meeting with the Soup Kitchen. Jason Laird now serves as liaison. We ‘adopted’ the Soup Kitchen Ministry, formerly overseen by Religious Education, at the advice of Ian and with Jason’s approval. We are grateful to Dat Dothan and Michelle Hartley co-clerks of our Meeting’s FCNL Advocacy Team; to Bob Hanson & Property Committee for calculating our individual/collective carbon footprints; and to Program Committee, which has helped us in innumerable ways. We are also grateful to Jim Wagner for his gift of music at our two Hibakusha events, as well as to Jim Carpenter & Bob Hanson for ongoing technical support for our programs.

Respectfully submitted,

Ann Payne and Annette Breiling, Co-clerks

Committee members: Gabrielle Bains, Jim Carpenter, Ellen Lerner, Julia Lockett, Eleanor Milligan, Lynda Osborn, Ben Swet, Ian Tasker, Jim Wagner

Appendix II

Frederick Friends Meeting 1st Quarter 2018 Financial Report

After the first three months, our expenses are approximately $2,400 higher than income.  This is not unexpected as we are always in deficit after our first quarter because contributions are usually a little low and we pay out all of the camp scholarships for the year. However, it is important to note that committee spending is down about $2,000 most significantly due to a reduction of $1500 in property expenses.  Total utility expenses exceed the quarterly budget by $1,337 probably due to the timing of bills and their payment.

In summary, our finances are in relatively good shape with no surprises. The table below presents the details of our incomes and expenses. Numbers in bold type are considerably divergent from the budget. (see attachment for line item chart) 

Appendix III

Presented first reading May 2018

*New in position this year

 

 

 

 

Nominating proposal for Moving ahead with clerking May 20, 2017

Betsy Tobin and Kathy Funkhouser agreed to be the Clerking team for the next term:  2018-2020.

AS FFM moves ahead with thinking about how we can support all the activities meeting engages in it is important that we have a clerking team address our needs as a meeting.

Kathy will serve mostly in the presiding clerk role during managing business meetings while Betsy serves in the Recording clerk capacity.

Julie Odland has agreed to write and distribute announcements.

Other duties that will be addressed and assigned:

• Ex-officio as Trustee
• Check signing
• Phone call answerer

Betsy and Kathy will work together to set the agenda, call for reports.

Nominating committee will work as a support team as the clerks lead us through a year of simplifying and centering in Spirit.

Some questions and possibilities:

• Do we need reports of what each committee does each year, or can we have rotating reports on an every-other-year basis?
• What balance of outward and inward work do we as a meeting want to focus on?
• How can we affirm and honor the work that other committees do?
• How can we grow into making our meeting an energy source so that we can each:

Be patterns, be examples in all countries, places, islands, nations wherever you come; that your carriage and life may preach among all sorts of people, and to them; then you will come to walk cheerfully over the world, answering that of God in everyone; whereby in them you may be a blessing, and make the witness of God in them to bless you.

• Statement of 1656, from The Works of George Fox (1831)

Appendix IV

Appendix V (see attachment for equipment specifications)

 

Subject:  Request for agenda item at May Business Meeting, FFM

From:   FFM, Property Committee, Bob Hanson contact

Date:    April 28, 2018

To:       FFM Business Meeting

CC:      FFM Trustees, Property Committee

Dear Friends,

At the April Meeting of the Property Committee a decision was made to proceed with the first step in moving the Meeting House from a fossil fuel heat source to an electrical mini-split for heating and cooling.  There have been many discussions and a Meeting-wide Threshing Session on the subject of air conditioning in the large meeting room.  These discussions have grown to include Meeting’s desire to reduce the use of fossil fuels and make the Meeting House comfortable to all who use it.  The approach to phasing out the Meeting gas-fired boiler in “zone 1” and cooling the north-side first floor rooms will increase room comfort and reduce our yearly energy cost. There are five “zones” in the building. The cost of converting them will vary somewhat but can be phased in over time.

The cost of moving Zone 1 to a mini-split heating and cooling system involves the following equipment and cost:

            One outside unit placed under the north wall fire-escape, LG 36000-38000 BTU

            Two indoor units in large meeting room place above worth windows, 15,000 BTU

            One inside unit in front children's room placed on west wall, 9,000 BTU

            One inside unit in office placed on east wall, 7000 BTU.

Total cost for equipment and labor for LG Mini-splits is              $12,031.14

A 240 volt line will also need to be added for the outside unit.         $ 600.00

Total Cost: (see attached letter of acceptance from Crum, Inc.)    $12,631.14

For specifics on SEER ratings, noise levels, size, color, electrical use, etc see Bob Hanson.

Property Committee is requesting this proposal be added to the May gathering of Business Meeting for approval. Bob Hanson will be at the meeting to answer questions.

In the interest in getting this equipment installed before the summer season at Friends Meeting, a copy of this request has been forwarded to Trustees.

Yours,

Bob Hanson, Property Committee, FFM

301 305-2961