MEETING FOR WORSHIP FOR BUSINESS

THURSDAY, SEPTEMBER 6, 2001

Present: Rick McCutcheon, Tamara Fleming, Rex Barger, Roberta McGregor, Don Woodside (clerk), Harriet Woodside, Helen Brink, Ian Graham, Susan Wortman (recording clerk)

Regrets: Helen Paulin, Andy Muller, Sian Baker

1. Meeting began with silent worship.

2. Minutes: The minutes from the June 4 Meeting for Worship for Business (M4W4B) and the two called meetings, July 1 and August 8 were read and accepted with the following corrections:

June 4: 5.1 - Sunday, June 24 M4W, not M4W4B

July 1: 3 - Raj, not Rap

August 8: Present - Sian, not Sean

[* 3 - see below in 3.3 for confusion concerning the amount available in the Dunford Bequest *]

4 - Helen Brink pointed out that the autumn is actually the preferred time to insulate, due to the garden being less vulnerable to disruption.

[* 4 - see below in 3.4 for adjusted phrasing in this minute *]

3. Matters Arising

3.1 Upcoming Events

Thursday, September 20 potluck - 6/6:30pm - topic changed from Conflict Resolution to Quaker Passions, Projects and Programs, to give Ministry and Council more opportunity to develop a program for the conflict resolution evening. This topic arose from the Visioning Process. Discussion was held as to what we actually meant! We decided on a broad focus of what it is that we are passionate about, as a way to learn more about each other and discover where we as a meeting might be moved, and that this might be considered at a second potluck. Roberta McGregor offered to co-facilitate this event, and will seek another to join her.

Monday, October 8 - 4 pm - Thanksgiving supper; Don Woodside will ask for volunteers to organize this event at this Sunday's M4W

Thursday, October 18 potluck - 6/6:30pm - Presentation on Iraq by Rick McCutcheon and Tamara Fleming.

Friday, November 30 potluck - 6/6:30pm - Conflict Resolution, organized by Ministry and Council, with possible help from Rick and Tamara. M∓mp;C are encouraged to look back on the records from the Visioning Process on this topic.

Friday evening and Saturday, November 16 and 17 - HMM is hosting Representative Meeting. We will require organizers and people to provide food and billeting. Don will ask for volunteers at this Sunday's M4W

Half-Yearly Meeting - it was unknown at this time if HMM is responsible for hosting and organizing this event, held the end of October

3.2 Nominating Process

Friends are reminded that we adopted a guiding, working paper on the Nominations process. Ian will provide a copy of this, as well as the additions to it in the June M4W4B, to the conveners of the committees. A suggestion was also made that after a year, and the review at that time, we consider whether or not we wish to send the document and suggestions to the Organization and Procedures Committee (O∓mp;P).

3.3 Refugee issues

The letter from HMM to the Dutch authorities was written and given to the Wissa Support Group. A meeting is going to be held in Holland in September concerning the refugee status of the Wissa family. A question was raised as to the different amount noted as available from the Dunford Bequest, in the July 1 and August 8 minutes. The Treasurer will converse with the trustees to determine the correct amount available.

3.4 Insulation issues

Discussion took place concerning the phrase `when the way opens' in Minute 4 of the August 8 minutes. An alternate phrasing was proposed and accepted:

"When sufficient money is in the Insulation Fund, it will be held in reserve until the way opens to carry out the project."

Roberta McGregor suggested that a seed donation be made by HMM to the Insulation Fund as a way of recognizing and symbolizing our support for this project. This decision was deferred until the Financial Report is presented.

4 Reports

4.1 Nominating Committee

Beverly Shepard has been named to fill the remaining Nominating Committee opening. HMM enthusiastically accepts this recommendation. The Naming Committee is now laid down.

4.2 Financial Report

Ian Graham brought forward the following information:

a) We have $4,735 cash on hand, less $400 outstanding checks and the designated amount to long term maintenance of $2,000, leaving available cash of $2,335.

b) Ian proposed to bring us pledge forms to help us plan for next years projects. There was some discomfort about pledge forms, expressed with the recognition that this objection was not practical, as there is a need to know what our financial resources are going to be. We ask the Financial Committee to thresh this issue further, including a request for feedback on this issue in the September newsletter.

c) Ian is asking the committees to prepare requests by the end of November for funding for the upcoming year. Peace and Social Action will be asked if they would be willing to take on an advisory role in determining the amounts and designations of charitable donations made by HMM. We ask that they let us know by the October M4W4B, if they are willing to do this.

d) The commitment to the Wissa refugee family is $3,000 if their claim is accepted by the Canadian government. There is approximately $1,800 available from the Dunford Bequest, leaving $1,200 needed from next years operating account.

e) In order that committees know their budget amounts by January, Ian will be bringing the 2002 budget to our attention at the December M4W4B.

f) A $500 designated donation has already been made to the Insulation Fund!

g) Pursuant to 3.4 above, concerning a seed donation to be made to the Insulation Fund from HMM: We deferred this decision until the October M4W4B when more complete budget information will be available.

4.3 Outreach Committee

4.4 First Day School both deferred until October M4W4B

4.5 Auditor's Report

The Auditor's Report from Kris Wilson-Yang (see attached) was received with much thanks. Don will contact Kris concerning a debriefing report from the Gardening Committee. Ian will provide the information concerning the Refugee and Insulation Projects at the October M4W4B.

4.6 Report on M4W4B

If the two reports on the meetings held to discuss M4W4B that arose out of the Visioning Process have not already been published in the newsletter, they will be in the September newsletter. This will be discussed at the October M4W4B.

5 New Business

5.1 Co-clerking plan

Dick Preston will be clerking in the fall, with exception of today's and November's M4W4B. Don Woodside will be clerking in the winter.

5.2 M4W4B

M4W4B will be starting at 7pm, instead of 7:30, with the aim of ending earlier in the evening. Items to be added to the agenda are to be submitted to the clerk by the Friday before M4W4B.

We will continue the practice of alternating the first Monday and Thursday evenings in the month for M4W4B. However, although tonight's meeting is a Thursday, the October M4W4B also will be held on a Thursday. We will begin alternating after that.

Upcoming dates: Thursday, October 4 7pm

Monday, November 5 7pm

Thursday, December 6 7pm

Concern was expressed about the low attendance tonight for M4W4B. Friends are reminded that M4W4B is also a Meeting for Worship! All are welcome, members and attenders.

5.3 Visioning Review

5.4 Donations planning

5.5 Changes to Meetinghouse: computer, microwave, bible in library

all deferred to October M4W4B

5.6 Presentation by Rick McCutcheon and Tamara Fleming on Iraq

As noted above in 3.1, Rick and Tamara will be presenting on Iraq at the October potluck, Thursday, October 18, 6/6:30pm.

5.7 Request for the Meetinghouse for September 28 or 29

The Friends of the Red Hill Valley have requested the use of the Meetinghouse. This was approved. John Milton will let Beverly Shepard know the date when it is decided.

5.8 Mail Slots

Tom Edge has suggested we install mail slots in the Pendle Hill Room. This idea will be sent to the Maintenance Committee for threshing.

5.9 Call from Gaia 2001

Information concerning Gaia 2001 is available from Beverly Shepard.

Final note: It was brought to the attention of Meeting that November 24 will be the 50th anniversary of the establishment of Hamilton Monthly Meeting!

6 Meeting closed with silent worship and a song.