Manual of Procedure Committee Annual Reports

Every spring, each Committee of the Yearly Meeting is requested to prepare a report of their activities over the prior 12 months. These reports are gathered and shared during Annual Session, and then are printed in the Yearbook for that year.

2011 Report 2012 Report 2013 Report 2014 Report 2015 Report
2016 Report  

2016 Annual Report

The Manual of Procedure Committee (MoP) members this year are Alison Duncan (Adelphi), Peggy Dyson-Cobb (Maury River), Susan Kaul (Bethesda) (clerk), and Susannah Rose (Patapsco).

From the close of our Annual Meeting until the Yearbook is sent to press, the Manual of Procedure Committee (MoP) concentrates on copy-editing the Manual of Procedure and making sure the changes approved by the Yearly Meeting in Session are inserted correctly. During the remainder of the Yearly Meeting year we are available to interpret as needed.

The committee met once face-to-face at a Panera in Manassas, Virginia in February. It consulted by phone and email during the year, as needed.

The 2015-2016 work of the Committee to date may be seen in the minutes of Interim Meeting. Corrections and additions of a substantial nature (that which changes the meaning of the MoP), approved at an Interim Meeting are forwarded to the Yearly Meeting. Several general copy-edits were also made throughout the year and were reported as information to Interim Meeting.

This year Interim Meeting in March approved forwarding the following substantive changes to the Yearly Meeting.

Substantive Changes:

  • Amending the entry on page 11 to read: “I. Introduction: The purpose of this Manual is to provide a basis for the good order of the Religious Society of Friends within Baltimore Yearly Meeting by describing the current organizational structure of the Yearly Meeting, its officers and committees, and its relations to other Friends’ bodies. Changes that alter the meaning of this manual (substantive changes), are approved by Yearly Meeting in Session as described in article XI of this Manual.”
  • We found the first portion of second paragraph on page 1, “Article I. Introduction” not descriptive of the Manual, but rather of the functions & responsibilities of the Yearly Meeting, that are described elsewhere, and we recommend deleting it. (“Certain responsibilities have traditionally been vested in Yearly and Quarterly Meetings by the members of the constituent Monthly Meetings. Establishment, laying down, consolidation, or division of Monthly Meetings, though initiated locally, is [are] subject to the approval of the Yearly and Quarterly Meetings, if any, to which such local Meetings report. Friends have granted the Yearly Meeting the power to determine its budget and to make apportionments thereof to the Monthly Meetings, either directly or through the Quarterly Meetings”).
  • The last sentence in that 2nd paragraph, we recommend retaining: “This Manual deals solely with the organizational structure the Yearly Meeting establishes to handle matters, which are entrusted to it by the constituent Monthly or Quarterly Meetings or by individual Friends.”
  • On page 2, 4th point, we again recommend amending for clarity: “to approve a budget and to determine apportionments thereof to....”
  • On page 4, 2nd full paragraph, 8th line (in light of a decision made at the 2015 Annual Session): “The Trustees arrange for a certified public accountant to audit the Yearly Meeting’s books and records in accordance with Yearly Meeting policy, and receive and review the auditor’s report (currently, an audit is done annually).”
  • On page 5 and 6, we reordered the points 4 and 7 under the heading of “The functions of Interim Meeting are”:
    • new 4th point: “to appoint from the floor a Naming Committee of two Friends to nominate Friends for appointment to fill the vacancies on the Search Committee.”
    • new 7th point, for clarification: “to make sure that adjustments are made in the number of trustees of any corporation affiliated with Baltimore Yearly Meeting to comply with their legal requirements (see Article VIII).”
  • On page 6, we inserted a new paragraph coming after the final point, describing what had been the 5th point, moved and edited from the list of points for stylistic integrity: “The Naming Committee is appointed on Spring Yearly Meeting Day, and serves for one year or until a new Committee is appointed. The Naming Committee usually presents its recommendations to Interim Meeting on Summer Yearly Meeting Day. At any time, the Naming Committee may present to Interim Meeting nominations to fill vacancies on the Search Committee that occur during the year.”
  • On page 7, 7th paragraph, 1st line: “The Supervisory Committee also oversees the maintenance of the office property…”
  • On page 11, at the end of the committee description of the “Advancement and Outreach Committee,” add “The Internet Communications Working Group is under Advancement and Outreach’s care.”
  • On page12, at the end of the committee description of the “Camping Program Committee,” add “The Camp Diversity Working Group is under the Camping Program’s care.”
  • On page 15, at the end of the committee description of the “Ministry and Pastoral Care Committee,” add “The following working groups are under the care of Ministry and Pastoral Care:
    • Intervisitation Working Group
    • Women’s Retreat Working Group
    • Working group on Racism”
  • On page 16, at the end of the committee description of the “Peace and Social Concerns Committee,” add “The Right Sharing of World Resources Working Group is under the care of Peace and Social Concerns.”
  • On page 17, on advice from P&SC, change the 5th paragraph to: The Peace and Social Concerns Committee acts as the conscience of the Yearly Meeting in issues relating to prison concerns and the death penalty. The committee recommends to Nominating, as appropriate, one person to be approved by the Board of Directors of Prisoner Visitation and Support for a three-year, once renewable term. The Board meets in Philadelphia two or three times a year.
  • On page 19, at the end of the committee description of the “Unity with Nature Committee,” add “The Right Relationship with Animals Working Group is under Unity with Nature’s care.”
  • On page 28, the 4th paragraph has been changed upon advice from P&SC: The Peace and Social Concerns Committee recommends to Nominating, as appropriate, one person to be approved by the Board of Directors of Prisoner Visitation and Support for a three-year, once renewable term. The Board meets in Philadelphia two or three times a year.

Non-Substantive Changes (general copyedits):

  • On page 1, 5th paragraph, we amended for clarity and active voice: “The Yearly Meeting appoints officers and committees necessary to carry out its concerns effectively.”
  • On page 17, 3rd paragraph, 2nd line, to correct spelling of Meeting: “It seeks to challenge the Yearly Meeting and….”
  • On page 25, for consistency with other Friends Schools: “Friends Meeting School, Inc.”
  • On page29, to reflect actual practice: “Revisions to Faith and Practice are initiated by one or more Local or Quarterly Meetings….”
  • On page 34 through 51: The Manual of Procedure Committee would like to suggest a “non-substantive change” for the different level of headings for the Appendices. For example, beginning on page 34, Appendix D, Youth Safety Policy, contains four sub-appendices. This becomes especially confusing when the “Appendix D, Youth Safety Policy, Youth Safety Appendix D” (p51) is then followed by “Appendix E, Guidelines for Embracing the Ministry of Friends.” We suggest numbering these sub-appendices thusly: Appendix D.1, D.2, etc.

This year, again, our committee met at a Panera, a chain restaurant we found to be familiar and comfortable. We recommend that geographically challenged committees may also find such facilities at mutually convenient locations helpful. Through trial and error, we have also found sharing cell-phone numbers in advance to be helpful.

Submitted,

Susan Kaul (Bethesda), clerk

1All page numbers refer to the 2015 hard-copy Manual of Procedure of Baltimore Yearly Meeting.


2015 Annual Report

The Manual of Procedure Committee (MoP) members this year are Jennifer Brooks (Sandy Spring), Peggy Dyson-Cobb (Maury River), and Susan Kaul (Bethesda) (clerk).

From the close of our Annual Meeting until the Yearbook is sent to press, the Manual of Procedure Committee (MoP) concentrates on copy-editing the Manual of Procedure and making sure the changes approved by the Yearly Meeting in Session are inserted correctly. During the remainder of the Yearly Meeting year we are available to interpret as needed.

The committee met once face-to-face in Charlottesville, Virginia, in March. It consulted by phone and email during the year, as needed.

The 2014-2015 work of the Committee to date may be seen in the minutes of Interim Meeting. Corrections and additions of a substantial nature (that which changes the meaning of the MoP), approved at an Interim Meeting are forwarded to the Yearly Meeting. Several general copy-edits were also made throughout the year and were reported to Interim Meeting.

This year Interim Meeting in March approved forwarding to the Yearly Meeting:

  • Amending the entry on page 10[1] to read: “The names of members and the dates of establishment of ad committees and working groups are listed in the 2012 Yearbook on page 143-44.
  • Amending the entry for the Advancement and Outreach Committee on page 11 to read: “The Committee works with the Publications Committee to assure that is responsible for the dissemination of useful information about Baltimore Yearly Meeting, its local Meetings, and the Religious Society of Friends, and that it is available from the Yearly Meeting web site and other Yearly Meeting publications.”
  • Amending, on page 13-14, a portion of the entry for the Educational Grants Committee to read: “The Educational Grants Committee is composed of at least six members nominated by the Nominating Committee and appointed by the Yearly Meeting, plus the Treasurer of the Yearly Meeting, ex officio. The purpose of this committee is to help Friends secure pursue post-secondary education by providing grants, which may be applied to undergraduate attendance at accredited post-secondary educational institutions such as universities, colleges, professional, and vocational schools, either full or part-time by providing grants for undergraduate-level study. Monies and income from the Educational Fund, the Education Fund Income Fund, and the Fair Hill/Greist Education Endowment Fund, portions of the Consolidated Endowment Fund, and such other funds as the Yearly Meeting deems appropriate are used to provide post-secondary grants.”
  • Amending, on page 3, duties of the Treasurer: “The Treasurer attends Interim Meeting, and serves as a member of the Trustees, and the Supervisory Committee and the Educational Grants Committee.”
  • Amending, on page 22, the entry for Friends General Conference (FGC), to reflect current statistics: “Friends General Conference, established in 1900, is an association of some 14 15 Yearly Meetings and other regional Friends entities and eight 12 Monthly Meetings as of 2002 2015.
  • Amending, on page 22, the entry for Friends United Meeting (FUM), to reflect current statistics: “Friends United Meeting was formed in 1902 as the Five Years Meeting of Friends, changing its name to Friends United Meeting in 1960. As of 2015, it is composed of Yearly Meetings, 20 as of 1999, and smaller Quaker Groups 12 North American Yearly Meetings, and 22 Yearly Meetings from the Carribean, East Africa, and the Middle East.
  • Deleting the entry on page 28 for Young Friends of North America, as this Special Group no longer exists.

Interim Meeting in June approved:

  • MoP will review Yearly Meeting Committee entries to insure that all Working Groups are appropriately listed and indexed.
  • Until such a time when we have an approved, updated Faith and Practice, we will add the following third paragraph to the F&P entry on page 29, “X. Changes in Faith & Practice,” which will read:
For “Important Minutes” from prior years, please see the Draft 2013 Faith & Practice, pages 241-55 at http://www.bym-rsf.org/publications/fandp/

The Committee attempted to meet face-to-face once, but due to illness, only two of us met in Charlottesville. Once again, we met at a Panera, and we recommend that geographically challenged committees meet in such facilities because the coffee is a bottomless pot, there are adequate computer accommodations, and the restrooms are standardized. J We also advise sharing cell-phone numbers in advance. We corresponded frequently throughout the year.

Submitted,

Susan Kaul (Bethesda), clerk

[1] All page numbers refer to the 2014 hard-copy Manual of Procedure of Baltimore Yearly Meeting.


2014 Annual Report

The Manual of Procedure Committee (MoP) members this year are Jennifer Brooks (Sandy Spring), Susan Kaul (Bethesda), and Katherine Smith (Maury River).

From the close of our Annual Meeting until the Yearbook is sent to press, the Manual of Procedure Committee (MoP) concentrates on copy-editing the Manual of Procedure and making sure the changes approved by the Yearly Meeting in Session are inserted correctly. During the remainder of the Yearly Meeting year we are available to interpret as needed.

The 2013-2014 work of the Committee to date may be seen in the minutes of Interim Meeting, as the Committee generally only presents proposals approved by Interim Meeting to the Yearly Meeting.

This year Interim Meeting in March approved:

  • allowing Trustees to take under their care the Youth Safety Working Group, even though Trustees are not technically a standing committee (see page 21).[1]
  • adding the dates of incorporation of both Friends House, Inc. (1966) and Friends House Nursing Home, Inc. (1968) to their respective entries in the Manual (see page 25).
  • using language to define substantive and non-substantive changes rather than simply citing a particular edition of the Chicago Manual of Style (substantive changes are those that change the meaning of the Manual of Procedure and require approval. Non-substantive changes, which do not alter the meaning of the passage, do not require approval) (see page 29).

Interim Meeting in June approved:

  • adding the clerk of Trustees to the list of persons expected to attend Interim Meetings (see page 5).
  • language describing the Youth Safety Policy Working Group, and who constitutes its members was added to the Manual as Appendix E.
  • reflecting actual practice of how committees meet: “All committees are expected to meet at least once annually, either in person or using modern technology such as voice- or video-teleconferencing, and are expected to report annually” (see page 5).
  • As in years past, the committee has diligently been searching out and correcting non-substantive copy-edits. This year we paid particular attention to the use of “should,” replacing that word with some form of “expect” (“is expected to,” “expects to,” etc.).

Friends Meeting School was taken under the Spiritual Care of BYM at the 2009 Annual Sessions (Y2009-61), but due to a variety issues, no entry has yet been entered into the Manual. MoP has been working with the school and hopes to be presenting an entry for approval at the August, 2014 Annual Session.

The Committee attempted to meet face-to-face once, but due to miscommunication on the part of the clerk, two of us met in Charlottesville in one location and another of us worked at another franchise of the same name, but at a different location in Charlottesville. Nevertheless, we recommend that geographically challenged Friends meet in such facilities because the coffee is ever-flowing, there are adequate computer accommodations, and the restrooms are standardized. We advise sharing cell-phone numbers in advance. We corresponded frequently throughout the year.

Submitted,

Susan Kaul (Bethesda), clerk

[1] All page numbers refer to the 2013 hard-copy Manual of Procedure of Baltimore Yearly Meeting.


2013 Annual Report

From the close of our Annual Meeting until the Yearbook is sent to press, the Manual of Procedure Committee (MoP) concentrates on copy-editing the Manual of Procedure and making sure the changes approved by the Yearly Meeting in Session are inserted correctly. It then rests until the beginning of the year.

The remaining work of the Committee to date may be seen in the minutes of Interim Meeting as the Committee generally only presents proposals approved by Interim Meeting to the Yearly Meeting.

This year Spring Interim Meeting approved adding clarifying language to the section on Trustees (page 4 of Manual of Procedure); correcting the name of the Steering Committee of Earthcare Witness (p. 20); adding the date Sandy Spring Friends School was established to reflect the practice in use for other Quaker organizations (p. 26); deleting references to the Mid-Atlantic Region of AFSC, since that body no longer exists (p.27); adding a clarifying phrase to the description of the National Religious Campaign Against Torture (NRCAT) (p. 28); and also on page 28, amending Prisoner Visitation and Support, Quaker Earthcare Witness, and Quaker House, all to reconcile their descriptions with actual practice.

Summer Interim Meeting approved adding language to the entry for the Miles White Beneficial Society (p. 25-6) to reflect actual practice.

Friends Meeting School was taken under the Spiritual Care of BYM at the 2009 Annual Sessions (Y2009-61). No entry for the school was added to the subsequent Manuals. An effort was made this year to correct this oversight, but the language suggested was neither sufficient nor correct. The MoP Committee will continue to work with the school and Interim Meeting on this.

As in years past, the committee has diligently been searching out and correcting non-substantive copy-edits. This year we paid particular attention to the use of congruent language in describing our standing committees and other Quaker organizations affiliated with Baltimore Yearly Meeting.

The Committee met face-to-face once and corresponded frequently. The untimely death of Howard Fullerton (clerk) has, of course, been a great loss to the committee. The corporate history contained in his memory cannot be replaced. But more than that, we deeply miss our friend and colleague.

Jennifer Brooks (Sandy Spring) and Susan Kaul (Bethesda)


2012 Annual Report

From the close of our Annual Meeting until the Yearbook is sent to press, the Manual of Procedure Committee concentrates on copy-editing the Manual of Procedure and making sure the changes approved by the Yearly Meeting in Session are inserted correctly. It then rests until the beginning of the year.

The remaining work of the Committee may be seen in the minutes of Interim Meeting as the Committee only presents proposals approved by Interim Meeting to the Yearly Meeting. Part of this work may be seen in the minutes of Spring Interim Meeting as IM2012-8 and Appendix H to those minutes. These represented two changes: 1) to provide for appointing trustees to the Miles White Beneficial Society, and 2) streamlining the process of changing the Manual of Procedure.

At Summer Interim Meeting the Committee will propose the following two changes: 1) clarifying when the term of office for Trustees ends, and 2) changes in the description of the Youth Programs Committee to reflect the current practice of Young Friends.

The committee has been working on a listing of ad hoc Committees, Task Groups, Working Groups, and Special Groups active in the past twenty years. It is attached to this report.

The Committee met face-to-face once and corresponded frequently. We enjoy our meetings. The members are Jennifer Brooks (Sandy Spring), Howard Fullerton (Clerk, Sandy Spring), and Susan Kaul (Bethesda).

Howard Fullerton (Sandy Spring)


2011 Annual Report

The Manual of Procedure Committee consists of four (4) individuals, one of whom was out of the country this year and used email to actively participate in the Committee's work. A review of actions taken by Interim and Yearly Meeting that were not reflected in the Manual of Procedures (Manual) was needed since the Committee had been fairly inactive in recent years. To begin this work, we met face-to-face twice this year; one meeting was a day “retreat” where several sections of the Manual were reviewed. The Committee’s goal is to accurately reflect how our Yearly Meeting manages the business before it. When inaccuracies are found or stated procedures raise questions, our Committee attempts to bring these to the appropriate committees or people for resolution.

Recent reports of the Committee’s recommendations have been brought to Interim Meeting. This work continues and we expect to bring forward recommendations for our own Committee description and for the Yearly Meeting’s process for modifying the Manual next year.

Howard Fullerton, (Sandy Spring), Clerk