Supervisory Committee Annual Reports
The text of recently received Annual Reports are below, with the most recently received at the top and older reports below. To jump to a particular report, simply click the year listed below.
|2012 Report||2013 Report||2014 Report||2015 Report||2016 Report|
The Supervisory Committee guides and supports the work of the General Secretary of the Baltimore Yearly Meeting and ensures support for and care of all staff members of the organization. One activity in which members of the Supervisory Committee have engaged with all office employees is hosting a lunch twice a year (in May and in November or December). Although the conversations at the lunches have been open to any topic, the Supervisory Committee has seen the lunches as a way of showing appreciation for the work of the employees, establishing a setting to learn more about one another, and providing opportunities to look at ways that employees and members of the Supervisory Committee could work together to advance the Yearly Meeting.
Two major activities in which the Supervisory Committee invested time and energy since the last annual report were defining and helping to implement the search process for a new General Secretary and revising the handbook for all Baltimore Yearly meeting employees. Regarding the search, the Supervisory Committee submitted to Interim Meeting a charge for an ad hoc search committee and a list of Friends to serve on the committee. Both were approved. The employee handbook is in the final stages of being revised and submitted to standing committees of the Yearly Meeting for comments and concerns before a final revision is approved.
Continuation of Interim General Secretary. Since Bob Rhudy was serving as General Secretary on an interim basis, the Supervisory Committee decided to conduct an abridged evaluation of his performance. One part of the regular process that we thought important was to learn from office staff members about their experiences under Bob’s leadership. We were pleased to learn that the staff members’ overall assessment of his performance, like that of our committee, was quite favorable.
During the evaluation process, the Supervisory Committee noted that Bob had formed a support committee for himself, built healthy and helpful interpersonal relationships with Friends across the Yearly Meeting, visited each of the three Yearly Meeting camps early in his tenure, and been appropriately supportive of Yearly Meeting committees. In addition, we received an assessment from Bob of how well he thought the job description, under which he was hired, helped to guide his work and how he felt about his being able to carry out the responsibilities expressed in the description. Having Bob’s assessment helped to shape the job description that was approved at Interim Meeting earlier in the year related to the ongoing General Secretary search process.
At a meeting in February, the Supervisory Committee shared personal assessments, as well as the information that was received from staff members and others, and united around the continuation of employment of Bob Rhudy as Interim General Secretary of the Baltimore Yearly Meeting until a General Secretary was duly appointed.
2016 Budget and Human Resources Costs: Office of the Baltimore Yearly Meeting human resources costs for 2016 are as follows:
|Total Human Resources Costs1||
|Employer Portion of FICA Tax||
|Benefits, including health care and contributions to 403 (b)||
|Employee contributions to health insurance||
1Includes a full-time, grant-funded position (Outreach and Inclusion Coordinator).
20.6 percent COLA increase and a 1 percent general increase, effective First Month, 2016.
The Supervisory Committee guides and supports the work of the General Secretary of Baltimore Yearly Meeting (BYM) and ensures support for and care of all staff members of the organization.
Personnel Issues: Upon the recommendation of the Camp Program Committee, the Supervisory Committee reviewed the job description of the Camping Program Manager and upgraded it to better signify the change in the role and responsibilities that had evolved over the years. The new job description resulted in a salary adjustment to align it with the new role and responsibilities.
On receiving Alison Duncan's resignation, the Supervisory Committee appointed a member to serve on the interview committee for a new Youth Programs Manager. Jocelyn Downling was chosen to be the new Youth Programs Manager and will begin work on 1 Eighth month.
In Spring 2015 we received from the Camping Program and Development Committees a draft job description for the new Outreach and Inclusion Coordinator ("OIC"). We revised the OIC job description and secured Interim Meeting approval in June. Supervisory appointed one member to the OIC interview group.
The Supervisory Committee approved the job description for a Bookkeeping Assistant, secured Interim-Meeting approval of the job description, and appointed a member to serve on the interview committee. The interview committee agreed on a candidate and the General Secretary hired Emily Morgan to be the new Bookkeeping Assistant at the beginning of July.
In addition to finalizing particular job descriptions and having a member serve on each interview committee, the Supervisory Committee maintains a Personnel Handbook for the Yearly Meeting, which it has revised throughout the year and continues to update. For example, in 10th Month, 2014, Interim Meeting approved a change in policy to allow grant funds to be used for staff. In response, Supervisory has added the following language to the Personnel Handbook:
Provisions of this handbook apply to all parttime and fulltime employees, regardless of the funding source or position within the Baltimore Yearly Meeting organizational structure, unless specifically stated otherwise in the provisions.
Property Issues: Supervisory Committee is responsible for the maintenance of the Yearly Meeting Office property in Sandy Spring. During the past year, a new heating and air conditioning system was installed at the Office building, we approved the installation of solar panels on the Yearly Meeting office grounds, and we endorsed the installation of new lighting in the Office parking lot for safety. In June we finally approved repairs and some reorganization of the second floor of the Office Building to provide additional space for BYM staff. We anticipate some additional changes to make the second floor more accessible to all Friends.
General Secretary: As in past years, the clerks of Yearly Meeting, Interim Meeting, and Supervisory Committee served as a Review Committee to gather information and conduct a performance evaluation of the General Secretary. The review committee consulted with BYM staff, local-Meeting clerks, and Yearly-Meeting officers and committee clerks. The General Secretary provided a written selfevaluation as well. The purpose of this review is to provide feedback and guidance to the General Secretary on his performance as leader of the Baltimore Yearly Meeting. After considering the report of the Review Committee, Supervisory united on continuing his employment for another year.
In May, Riley Robinson accepted a job with FCNL and announced his resignation as General Secretary. The Supervisory Committee researched the appointment process in 2005-2006, proposed a similar process for identifying a new General Secretary, and secured Interim-Meeting approval for the search process at the June session. It also developed a position description for an Interim General Secretary, and in late June, hired Robert J. "Bob" Rhudy for that position.
2015 Budget and Human Resources Costs: Office of the Baltimore Yearly Meeting human resources costs for 2015 are as follows:
|Total Human Resources Costs||
|Employer Portion of FICA Tax||
|Benefits, including Health Care and Retirement
1 1.3 percent COLA increase and a 1 percent general increase, effective the First Month of 2015.
Baltimore Yearly Meeting – Religious Society of Friends
Supervisory Committee Report
Third Month, 15th Day, 2014
The Supervisory Committee, as a whole, guides and supports the work of the General Secretary of the Baltimore Yearly Meeting and ensures support for and care of all staff members of the organization. In this regard, the clerk of the Supervisory Committee has begun holding a quarterly meeting with all office staff members where they are provided an opportunity to share progress reports of their work, to raise questions and concerns, and to engage in general conversations about how we can work together to advance the Yearly Meeting. Other members of the Supervisory Committee are invited and occasionally attend the quarterly sessions with staff members.
Continuation of General Secretary. The Supervisory Committee interviewed staff members, solicited comments from relevant individuals and committees of the Yearly Meeting, and received a self-evaluation from the General Secretary consistent with the procedures for conducting an annual performance review. Subsequently, the presiding clerk, Elizabeth Meyer, clerk of Interim Meeting, Margaret Meyer, and clerk of the Supervisory Committee, Clinton Pettus, met in February with the General Secretary, Riley Robinson, to share a report reviewing his work for 2013 and establish performance objectives for 2014. The report contained commendations for achievements during the past year as well as areas for continuing improvement. The Supervisory Committee received a report of the review in February and has united around the continuation of employment of the General Secretary for another year.
Priorities for the General Secretary. Priorities for the General Secretary for the current year may be categorized as follows:
Identifying and following through on specifying time for personal leave each quarter;
Helping to identify and implement mechanisms for building a greater sense of trust and community with staff members and across the organization; and
Finding ways to better empower volunteers to do the agreed upon work of the Yearly Meeting.
In addition, we are working with the General Secretary to find more effective ways for him to cause positive outcomes to occur in and for the Yearly Meeting and to spend less time doing them himself.
2014 Budget and Human Resources Costs:
Office of the Baltimore Yearly Meeting human resources costs for 2014 are as follows:
Total human resources costs
Employer portion of FICA tax
Benefits, including health care and contributions to 401(k)
1 1.2 percent COLA increase and a 1 percent general increase, effective First Month, 2014.
Supervisory Committee acts as the Personnel Committee of Baltimore Yearly Meeting. It met nine times this year. Members served on search committees for a new camp caretaker and camp director and performed an exit interview for a retiring camp caretaker. The committee also reviewed the Personnel Manual to ensure that it is up-to-date.
Several staff job titles were changed: The Yearly Meeting now have a Youth Program Manager and a Camp Program Manager. In addition the job description of the Administrative Assistant was upgraded and the position changed from hourly to salaried. The job title also was changed to Administration Manager, and a salary adjustment made.
Supervisory Committee completed a comparison of our staff salaries to those for equivalent positions in the DC metro area, as it had agreed to do each five years. We concluded that the majority of our staff salaries compare favorably to those for similar jobs in area non-profit organizations. The committee informed the Camping Program Committee that salaries for Camp Directors are below what Supervisory believes reasonable. (Camp salaries are set by the Camping Program Committee.) On the advise of legal counsel, Supervisory Committee also directed the Camping Program to perform background checks on adult volunteers at camp.
During 2012 Supervisory Committee wrote and reviewed with relevant committees and staff a document on Staff and Committee Relationships, which is attached.
Supervisory Committee is responsible for long-term maintenance of the Yearly Meeting property in Sandy Spring. During the past year, a 21-inch thick layer of insulation was installed in the office building attic, resulting in noticeable savings in energy consumption. In addition, considerable tree pruning was done. The committee, working with the General Secretary, continues to investigate solar power options for the building.
Presiding Clerk, Elizabeth Meyer and Supervisory Committee Clerk, Margaret Meyer, met with Riley Robinson to review his work for the year. Input for this review was given by committees and individuals, including staff supervised by the General Secretary. The committee is pleased with the breadth and depth of Riley’s knowledge of procedures and his ability to be in touch with the Yearly Meeting's many constituents. The committee has engaged him as General Secretary for another year. It has asked him in the coming year to strengthen his role as staff supervisor and leader.
2013 Budget and Personnel Costs (reflecting a 2% COLA plus a 1% general increase, effective Jan. 1)
|Total staff cost to YM:||$ 589,506|
|Aggregate salary||$ 497,706|
|Employer portion FICA tax||$ 34,241|
|Benefits, including health and retirement||$ 57,559|
As the Committee charged with care and oversight of Baltimore Yearly Meeting’s paid human resources, the Supervisory Committee is providing this guidance to assist committee members and BYM staff members. To work most effectively together, both staff and committee members need a clear understanding of their roles within BYM, including BYM’s structure for employing and supervising staff. Supervisory Committee offers this guidance to help build this understanding.
Baltimore Yearly Meeting carries out its work through volunteers, committees, and some paid staff members. In whatever capacity a Friend works -- whether staff or volunteer, working independently or as part of a committee –the goal is the welfare and progress of the Yearly Meeting rather than accomplishment of any particular task. In all of our work, we seek to serve the Divine.
Employment and Supervision of Staff
The General Secretary, as BYM's chief administrator, has ultimate responsibility for the hiring and supervision of staff. The Supervisory Committee has a hiring policy which outlines the steps involved in hiring staff. Briefly, hiring involves the following:
• A Committee proposes a position, drafts a job description, and makes a compensation proposal.
• Supervisory Committee approves the job description and compensation.
• Interim Meeting approves establishment of the position.
• The General Secretary (or designee) creates the job announcement and selection committee in accord with the hiring policy. The selection committee includes the General Secretary or designee, member(s) of the related program Committee and a member of Supervisory Committee. The direct supervisor for the position will be a member of the selection committee.
• The staff person is hired by the General Secretary, regardless of who directly supervises.
Workload of Staff Members
Staff members typically have responsibilities to BYM as a whole and to several committees, even though their primary work may be assigned to a single committee. The staff members should be knowledgeable and supportive in interpretation of their roles, just as the committees should remain aware of the need to confer with the staff member and each other as appropriate. Some staff members are hired expressly to work primarily with a specific committee. In that case, the relationship between the committee and staff is similar to that between a Board of Directors and its Executive Director. The staff person both serves the committee and provides leadership in carrying out the committee’s work. Other staff may be assigned to provide services generally to many committees. In this case, the staff role may vary with the committee, but everyone needs to remain aware of the workload generated by multiple responsibilities.
Committee and Staff Roles
The role of staff members is different from that of committee members, and the roles should not be seen in hierarchical terms. Each has an important function, and neither can function well without the healthy function of the other. For instance, committees should not develop a dependency on staff to the point where staff directs policy decisions. Nor should new tasks be given to staff members without adequate consideration of staff workload or of how the task should best be handled.
The Yearly Meeting’s Manual of Procedure sets out each committee’s charge. The committee discerns the program (goal, vision of program, changes which need to be made, etc.), as led by the Spirit, in order to serve the Yearly Meeting and, ultimately, the Divine. The committee reviews the program as it is being carried out. The committee evaluates the program and makes long-range plans for the program. The committee writes an annual report for the Yearly Meeting, and presents it to Annual Session (usually as a written advance report). No individual can speak for the committee without the committee’s consent.
Each committee member needs to prepare for committee meetings by reading advance materials, including the agenda and reports prepared for the group. Some of these materials are complicated, needing careful advanced consideration and review. If approved by the committee, these are the product of the committee, not of the initial author.
Committee members are encouraged to undertake roles to support the committee’s work, including preparing meeting agendas and recording minutes of meetings (taking minutes is not a staff function, see discussion below). In addition, members of the committee may work together or with staff to carry out specific tasks or to draft reports for the group. While working as a committee, the members direct the staff person in accord with the group’s deliberations.
Members of the committee may also do volunteer activities within the program, such as serving as Friendly Adult Presences for conferences, cooking at camp, helping with construction of new cabins at camp, or visiting Meetings to talk about the program. While serving as a volunteer, the member may be directed by the committee’s primary staff person or another staff person.
Committee members are encouraged to remember that staff members acquire valuable experience and skills from their unique job responsibilities, and committee members can learn from the staff member’s experiences. In addition, appreciation for the successful accomplishment of staff (or anyone’s!) activities is important.
In Baltimore Yearly Meeting, staff members are hired to accomplish tasks which require more time or specialized skills than is available from volunteers. Staff members should realize that someone else within the Yearly Meeting could also do their jobs; indeed such a person may be a helpful resource to the staff person. Staff members also must be mindful that the General Secretary, in consultation with direct supervisors and committee members, has ultimate supervisory responsibility for the staff.
Staff should expect to accomplish the following, although some of these activities may be accomplished by a committee member, or jointly by staff and committee clerk:
• Create preliminary agendas for committee meetings;
• Propose goals and activities for the program and/or the committee;
• Implement activities, consistent with committee policies, alone or with committee members;
• Prepare a budget and long range plan for the program(s);
• Write interim reports on the program for the committee; and
• Ensure that the committee prepares reports for the Yearly Meeting.
These tasks, normally assumed by staff, are intended to support the committee and the program which it oversees. The staff and committee member should remember that these activities are to support the committee, and may be revised or jettisoned by the committee in the course of its discernment. Both committee members and staff are encouraged to listen sensitively, deliberate carefully and to appreciate the work that goes into all contributions. Ultimately, all committee work seeks to be Spirit-led, serving the Divine.
Generally, it is not the responsibility of staff to take committee minutes. Having committee members serve as recorders can strengthen committee members’ general institutional wisdom and, if all goes well, help develop new clerks. In addition, staff objectivity in taking minutes can easily be questioned. However, prompt completion of minutes is required for both staff and committee members to continue to work well in their required activities.
The staff member is expected to have or obtain technical knowledge related to the area of work, and to share that as appropriate with the committee. Leadership is expected from staff members. If the staff believes the committee could be working more effectively, the staff member should talk to the clerks, talk to his or her supervisor, or propose a plan for corrective action. Staff need not wait for a committee to evaluate itself, but may challenge the group. Even within an area of expertise or knowledge, the staff member must abide by the committee's decision about implementation. The committee also has a responsibility for leadership and needs to look at its own role if the committee's relationship with staff becomes difficult.
If a staff member believes the committee has made a decision in error, s/he can talk to her/his supervisor. If s/he believes there are irreconcilable differences with the committee, the individual may, in time, have to seek clearness about the best use of her/his skills and leadings in Baltimore Yearly Meeting, or elsewhere. Likewise, a committee may be led to consider whether the staff member is serving it well. This situation should be discussed carefully with the General Secretary, with suggestions for improvement. The General Secretary is responsible for decisions about employment and termination of staff.
Although staff and committee members in Friends’ organizations are likely to share a spiritual bond, it is essential for all to respect the professional supervisor-supervisee relationship. This mutual respect supports quality work.
While transparency is desirable in Quaker process, Friends should ask themselves and each other what is actually valuable to share and how to share it constructively, both within the group and outside of it. Committee and program information is held in trust by staff and committee members as a tool for carrying out the program, not for any other uses.
Third Month 17th, 2012
Supervisory Committee acts as the Personnel Committee of Baltimore Yearly Meeting. During this year, there have been changes in the staffing patterns for camp property managers, and camp directors. In addition, the Committee oversees provision of benefits for our employees. The Clerk of the Committee serves as consultant and support person for the General Secretary. The Committee meets about eight times each year.
Continuance of General Secretary: Presiding Clerk, Elizabeth Meyer, and Supervisory Committee Clerk, Margaret Meyer, met with Riley Robinson in December to review his work for the year. Prior to that meeting, the Committee solicited feedback from staff, Committees of the Yearly Meeting, and Clerks of Monthly Meetings. Supervisory Committee also contributed insight. Friends are quite pleased with Riley’s work on our behalf and congratulated him. Supervisory Committee heard the report of this review in January and has continued the employment of our General Secretary for another year.
Priorities for the General Secretary: The General Secretary continues to be responsible for work on the financial and legal matters of the Yearly Meeting. These involve several committees and initiatives for revised activities. In addition, he is responsible, with Supervisory Committee, for maintenance of the Yearly Meeting property in Sandy Spring. We have asked him to spend additional time with the Camping Program this year. He continues to represent us to other Quaker organizations, and to help us envision our own future. In addition, he works closely with other Yearly Meeting staff to ensure that they work effectively and continue to grow in their activities. The General Secretary also tries to visit Monthly and Quarterly Meetings on a rotating basis. There is more in this list than one person can accomplish, so we ask for each and every member of the Yearly Meeting to consider how he or she can also contribute.
2012 Budget and Personnel Costs: During 2012, staff costs to Yearly Meeting are anticipated at:
Total staff cost to YM: $577,117
Aggregate salary $424,193
Employer portion FICA tax $32,448
Benefits, including Health care and contribution to 401(K) $120,476
The Committee is working on materials to help staff and committees work together well. In addition, a new sabbatical policy is being written. Riley Robinson will be eligible for sabbatical in 2013. The Committee expects to revise the arrangement of administrative assistance activities in the main office, possibly employing another part-time individual.