Minutes for Representative Meeting December 5, 2020 held online on Zoom Present
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Minutes for Representative Meeting December 5, 2020 held online on Zoom Present Clerks: Marilyn Manzer, Presiding Clerk, Beverly Shepard, Mentoring Clerk, Katharine Carmichael, Recording Clerk Technical Support: Adrian Dolling CYM Trustees: Barbara Horvath, Anne-Marie Zilliacus CYM Staff: Cameron Fraser, CYM Secretary Yearly Meeting Standing Committee Clerks or Representatives Archives Committee: Elaine Bishop Camp NeeKauNis Committee, Kris Wilson-Yang Change and Sustainable Transformation Working Group: Celia Cheatley Contributions Committee: Penni Burrell Discipline Review Committee: Ruth Pincoe Education and Outreach Committee: Catherine Harding Finance Committee: Fran McQuail Nominating Committee: Charlotte Burch Personnel Committee: Holly Turner Personnel Management Group: Virginia Dawson Program Committee: Chris Hitchcock Publications and Communications Committee: Rachel Urban Shipley Quarterly and Half-Yearly Meeting Representatives Atlantic Half-Yearly Meeting: Ellen Helmuth Pelham Half-Yearly Meeting: Sheila Havard Western Half-Yearly Meeting: Celia Cheatley Yonge Street Half-Yearly Meeting: Gini Smith Representatives of Monthly Meetings Annapolis Valley MM: Penni Burrell Argenta MM: Seán Hennessey Calgary MM: Heidi Dick Coldstream MM: Sheila Havard Cowichan Valley MM: Donna Sassaman Edmonton MM: Katharine Carmichael Halifax MM: Dick Cotterill Hamilton MM: Chris Hitchcock Interior BC MM: Tam Fleming Montreal MM: Brooke Nancekivell New Brunswick MM: Ellen Helmuth Ottawa MM: Anne-Marie Zilliacus Pelham Executive MM: Lisa Smith Peterborough MM: Anne Trudell Saanich Peninsula MM: Ro Fife Saskatoon MM: Mark Stanley
Thousand Islands MM: Bert Horwood
Toronto MM: Ruth Pincoe
Vancouver MM: Rachel Yordy
Vancouver Island MM: Catherine Alpha
Winnipeg MM: Gwen Anderson
Yarmouth MM: Martha Laing
Yonge Street MM: Norm Smith
Observers
Annapolis Valley MM: Carol Bradley, Gary Hillier
Calgary MM: Kitty Dunn
Halifax MM: Maida Follini, Mel Earley
Hamilton MM: Pete Cross
Montreal MM: Michael Pedruski, David Millar
Ottawa MM: Sylvia Powers, Colin Stuart
Toronto MM: Dan Cooperstock, Lynn Robinson, Sylvia Grady
Yonge Street MM: Eve Schmitz-Hertzberg, George Ivanoff
Regrets
Laurel Beyer, Saskatoon MM
Sandy McKay, New Brunswick MM
Maggie Knight, Vancouver Island MM (Publications and Communications)
RM 2020.12.01 Opening Worship: The meeting began with 20 minutes of worship during which the
Clerk shared a reading of Advices and Queries # 8 and #14 as follows:
Worship is our response to an awareness of God. We can worship alone, but when we join
with others in expectant waiting we may discover a deeper sense of God's presence. We seek a
gathered stillness in our meetings for worship so that all may feel the power of God's love
drawing us together and leading us.
Are your meetings for church affairs held in a spirit of worship and in dependence on the
guidance of God? Remember that we do not seek a majority decision nor even consensus. As
we wait patiently for divine guidance our experience is that the right way will open and we
shall be led into unity.
RM 2020.12.02 The Clerk reviewed for Friends our online meeting protocols.
Adrian Dolling, was introduced as the Friend offering technology help for this meeting.
RM 2020.12.03 Announcements. The Clerk made the following two announcements which
Representatives are asked to share with their meetings and committees.
1. Access to Quaker.ca Business
Some Friends have recently experienced challenges with accessing the Business side of Quaker.ca.
One challenge was linked to Friends accessing the Business side of Quaker.ca through bookmarkingthe pages, and subsequent changes to webpage addresses (i.e. domain and IP configurations).
To access the Business side of Quaker.ca, go to the Quaker.ca homepage, https://quaker.ca/, and click
on the Business button. Friends can then use their previous log-in practices to enter into the Business
side of Quaker.ca. We recommend Friends create a new bookmark the Quaker.ca page if the old one is
not working.
To register for access to the Business side of Quaker.ca, complete the online registration process at
https://quaker.ca/register/. To reset your password for the Business side, go to
https://quaker.ca/register/password/.
2. Agenda items planned for upcoming CYM online meetings for worship for business:
January 23: Reporting and Clearness sessions for CYM Trustees and CYM Finance Committee
February 6: Reporting and Clearness session: CYM Archives Committee, and Recommendations from
CAST including approval of CYM priorities and services. In addition, CAST has revised a
recommendation submitted to Representative Meeting in June and is asking for approval of it in
February as follows:
CAST recommends that CYM Meetings for Worship for Business be responsible for changes to
our organization and our witness to the wider world, including:
Maintenance of our book of Discipline (Faith & Practice, Organization & Procedure,
Advices & Queries)
Discernment of public statements of our faith and beliefs
Recognition of new Monthly Meetings and Half-Yearly Meetings
All other business would be the responsibility of Representative Meeting, which could decide
to refer items to a CYM business meeting. Representative Meeting would need to meet more
than once a year. More frequent and shorter Representative Meetings can be held by online
conferencing.
A document from the CYM Clerks in support of this recommendation is attached to these minutes as
Appendix A. Representatives are asked to share this with their meetings.
2020.12.04. Correction to and Acceptance of Representative Meeting minutes from November 21,
2020
One correction: Norm Smith was the rep for Yonge St. Monthly Meeting. Otherwise the
minutes were accepted as circulated.
RM 2020.12.05 The agenda was reviewed.
RM 2020.12.06 Request re a Refugee Sponsorship Opportunity ---
Monthly Meetings are invited to consider sponsoring refugees who are detained on Nauru Island and
Papua New Guinea off the coast of Australia. Australian Quakers are providing funding assistance and
a Canadian organization is providing guidance. See the document in Appendix B.
RM 2020.12.07 Protocols regarding use of fundraising platforms for CYM fundraising.
Friends or committees or Meetings who wish to encourage donations to CYM during special events
using a fundraising platform are asked to use CanadaHelps.org, as CYM is already linked and registered
with them. CanadaHelps.org collects full mailing addresses and issues charitable tax receipts and they
are a nationally recognized online donation platform. A document explaining this request is includedin these minutes as Appendix C. RM 2020.12.08 Presentation of 2021 CYM budget for approval Anne-Marie Zilliacus, CYM Trustee Treasurer presented the CYM budget for 2021, which was approved with two adjustments. First, Toronto MM’s donation is likely to be higher than what is predicted. Second, the income from interest on trustee funds is unknown and therefore unrecorded. For both these reasons the actual deficit may be less than predicted. As was minuted at the representative meeting on November 21 st, it might be beneficial to simplify our financial reports. Most of our fund accounts are internally restricted and could be amalgamated. This would make our financial reporting more transparent and allow us to see more easily the financial health of our organization. We have an intention not to continue approving deficit budgets. Finance Committee’s notes on the budget are attached as Appendix D and the approved budget is attached as Appendix E. RM 2020.12.09 Minute re Personnel System. This approved minute arose from the Personnel Committee Reporting and Clearness session at Representative Meeting 21 November 2020. To resolve long-standing personnel administration and management concerns CYM Personnel Committee has engaged in an intensive five-year process toward developing a much-needed new CYM personnel system which has involved restructuring the oversight and management of personnel matters within the Yearly Meeting. At Representative Meeting on 21 November 2020, Personnel Committee presented queries and associated information to develop clarity for CYM with regard to our personnel practices. (See the Personnel Committee Reporting and Clearness Document appended to the November 21, 2020 minutes). In its Report, Personnel Committee urged that CYM requires professional, trained, informed staff to perform administration, coordination, and management responsibilities to meet legal and regulatory requirements. Representative Meeting is generally supportive of the suggestion that CYM should have a unified personnel system to ensure our accountability to legal and regulatory frameworks. CYM Friends were advised that it is a legal requirement of CYM, as an employer, to uphold privacy and confidentiality regarding staffing and employment agreements. CYM asks all Friends, when undertaking work that involves CYM staff or contractors, to consult with Personnel Committee or the Personnel Management Group to ensure that CYM goals are met, and that those involved feel supported. RM 2020.12.10 Meeting closed with worship List of Appendices A. To Canadian Yearly Meeting Friends from CYM Clerks, November 30, 2020 Supporting documentation for the CAST recommendation re CYM decision-making authority B. Refugee Sponsorship Opportunity C. Protocols regarding use of fundraising platforms for CYM fundraising
D. Budget Presentation to Representative Meeting December 5, 2020
E. Approved Canadian Yearly Meeting Budget for 2021. (See a separately attached document.)
Appendix A. To Canadian Yearly Meeting Friends from CYM Clerks, November 30, 2020
Supporting documentation for the CAST recommendation re CYM decision -making authority
CAST (Change and Sustainable Transformation Working Group) is bringing a revised recommendation
to the CYM online session 6 February 2021, as follows:
CAST recommends that CYM Meetings for Worship for Business be responsible for changes to
our organization and our witness to the wider world, including:
Maintenance of our book of Discipline (Faith & Practice, Organization & Procedure, Advices &
Queries)
Discernment of public statements of our faith and beliefs
Recognition of new Monthly Meetings and Half-Yearly Meetings
All other business would be the responsibility of Representative Meeting, which could decide
to refer items to a CYM business meeting. Representative Meeting would need to meet more
than once a year. More frequent and shorter Representative Meetings can be held by online
conferencing.
The CYM Clerks have reviewed a history of decisions approved by CYM and Representative Meeting
since 1997 regarding authority for decision-making within the organization. This history was compiled
by the CYM Secretary while independently working on his master’s thesis. We have some thoughts to
share.
It is a tradition among Friends that all members have the right to participate in decisions regarding the
organization in a ‘committee of the whole’ format. Thus Friends might object to more authority being
withdrawn from the collective body. However, Canadian Yearly Meeting is not a tight-knit cohesive
body whose members are in close communication. We are a disparate and geographically widespread
group who as a whole do not know one another well. This makes it difficult and possibly inadvisable to
make most decisions as a committee of the whole. In reviewing minutes since 1997 we can see many
instances where authority for some types of decisions has been delegated by CYM Meetings for
Worship for Business to Representative Meeting. The most comprehensive minutes were from CYM
1997, minutes 44 and 49:
With regard to concern about the need to carry out business necessary to the life of Canadian
Yearly Meeting ..., submissions [from Canadian Friends to a CYM-appointed ad hoc committee]
were in unity that the work not dealt with at Canadian Yearly Meeting sessions should be
handed over to Representative Meeting as a body standing fully enabled by the form of its
process and composition to make decisions and take actions. .........
Business necessary to the life of Canadian Yearly Meeting:
The following wording for Section VI of Organization and Procedure about RepresentativeMeeting was approved, and is referred to Discipline Review Committee for editing before
returning it for a first reading at the 1998 Yearly Meeting sessions. We ask Discipline Review
Committee to reconsider the wording of the whole section on Representative Meeting in light
of these changes.
Representative Meeting may act on behalf of the Yearly Meeting in:
i. financial matters
ii. personnel matters
iii. situations in which urgent action is required
iv. matters which fall clearly within existing testimonies or existing policies
v. other matters which may be delegated by Yearly Meeting.
Representative Meeting may not carry out the following business:
i. changes to the discipline
ii. extending our statement of faith.
Representative Meeting may decide that some issues would be more appropriately dealt with
at a Yearly Meeting level.
Representative Meeting consists of Representatives of each of our Monthly Meetings as well
as committee clerks. We go forward with this clarified description with a sense of trust in our
Representative Meeting.
Other transfers of decision-making authority since 1997 included:
2007 – CYM Clerks assumed responsibility for clerking Representative Meeting.
2011 – Approval of audited CYM financial statements was transferred to Representative Meeting, and
later to CYM Trustees in 2014.
2013 – Approval of CYM budget was moved from CYM-in-session to fall Representative Meeting.
2013 – Representative Meeting Nominating Committee was laid down and its functions transferred to
CYM Nominating Committee.
2014 -- Changes to section 6.2 of Organization and Procedure were approved for ‘second reading,’ as
follows:
Yearly Meeting authorizes the Yearly Meeting Clerks together with the Yearly Meeting
Treasurer and Clerk of Yearly Meeting Trustees to make decisions that need timely
implementation between sessions of Yearly Meeting or Representative Meeting and are clearly
in line with Quaker values and with our previous work. It is expected that this Committee of
Clerks will consult with the Clerks of Monthly Meetings, other Yearly Meeting Committees, and
the Clerk of Continuing Meeting of Ministry and Counsel, as appropriate. Any decisions taken
in this manner will be reported to thefollowing meeting of either Yearly Meeting or
Representative Meeting.2015 -- Minute #2015-08-35. Discipline Review Committee: Changes to our Practice Regarding First
Reading of Changes to the Discipline: ..... We approve the following change to our discipline:
Representative Meeting may now approve changes to the discipline. However, whenever possible, the
first reading should be presented during CYM in session.
2016 minute 16-08-42 Regarding Section 6.13 of Organization and Procedure:Discipline Review
Committee:
This section is approved for first reading but we ask DRC to make the following changes:
1. That one of the approvals of changes to Organization and Procedure be done at Yearly
Meeting in session:
2. That first and second reading must be done at separate times i.e. not in the context of one
Yearly Meeting or one Representative Meeting.
In recent years it has also been recognized that the CYM Trustees have fiduciary and legal
responsibility for the organization and by law are responsible for risks incurred in our operations. In
order to comply with Employment Standards Acts, CYM must transfer decision-making regarding
staffing and employment arrangements to the CYM Trustees.
There are other Friends’ Yearly Meetings that refer decisions to an executive body within their
organization, a practice that is more advisable in modern times when the operation of a large
organization is complex and requires more specialized knowledge than most Friends have. As the CYM
Personnel Committee said in their Reporting and Clearness session on 21 November 2020, “CYM
requires professional, trained, informed staff to perform administration, coordination, and
management responsibilities to meet legal and regulatory requirements.” For many organizational
decisions, Representative Meeting and Clerk’s Committee could rely on advice from such staff in
making decisions.
The CYM Clerks therefore support this recommendation from CAST and ask Monthly Meetings to give
serious consideration in preparation for discussing it on February 6, 2021.
Appendix B. Refugee Sponsorship Opportunity
Has your Meeting ever considered sponsoring an overseas refugee to Canada, but not known how to
go about it, or how to raise the required funds? An exciting new opportunity is available to guide you
through the sponsorship process, with funds already donated by Australian Friends among others.
Australia has a very harsh refugee policy. Asylum seekers arriving by boat are detained, often for years,
on Nauru Island or Papua New Guinea. Australian Friends are naturally appalled and eager to help
these individuals. They have been donating funds for "Operation Not Forgotten" to the Refugee
Council of Australia which then gives the funds to a Canadian organization, MOSAIC. MOSAIC is a
Sponsorship Agreement Holder, which means they have an agreement with the Canadian government
to sponsor refugees.
MOSAIC has the funds in place and has already started submitting sponsorship applications. What
MOSAIC needs now are sponsorship groups all over Canada to help settle these individuals. Inaddition to being a Sponsorship Agreement Holder, MOSAIC is also a settlement agency, and has the know-how and resources to walk you through the settlement process and to train your sponsorship group. Australian Friends are hoping that Canadian Friends will take up this exciting opportunity. Several Canadian Meetings have been involved with refugee sponsorship and have found it to be a deeply enriching experience, building trusting relationships with Quaker group members and refugees alike. For more information, please contact Eleanor Andrew (of Toronto Monthly Meeting) at elroseandrew@gmail.com or (416) 206-4663. Appendix C. Protocols regarding use of fundraising platforms for CYM fundraising This document is prepared by CYM office staff and CYM presiding clerk and has been approved by Clerks' Committee and the Clerk of Contributions Committee for distribution. A Friend's daughter organized a "GoFundMe" page for her friends to donate to CYM in honour of her birthday. This was announced to Friends at Representative Meeting as a desirable fundraiser. Although the intent is much appreciated, CYM staff have found that accepting the funds raised has required many hours of work on their part, much of which adversely impacted the CYM accountant at a time when she was already overbusy with CYM's 2021 budget preparation and preparing the data on trust accounts for the year-end. It seems that donors were told that their donations would be eligible for a charitable income tax receipt. The amount of work required from our staff to receive these funds and issue receipts makes us question whether the income received is actually greater than the costs associated with receiving it. Our Accountant found that funds received via GoFundMe required CYM to set up an entirely new bank account associated with PayPal Giving Fund which is linked to GoFundMe. CYM is registered with PayPal, but the PayPal Giving Fund is not the same. CYM staff attempted to set up the PayPal Giving Fund within its already existing PayPal account but it proved to be problematic. The new setup required a significant amount of staff time, including proof of business registration, proof of charitable registration, names/contact information of Officers and Trustees, proof of Officer & Trustee addresses, etc. These pieces of information could not be collected and submitted at once; rather it was a step-by- step process in response to GoFundMe's procedure. CYM would have needed to provide this same information if it had been able to set up the Paypal Giving Fund with the already existing PayPal bank account. Hours of staff time was required to administer the setup process and more hours will be required to collect donor information through donor email addresses. GoFundMe does not collect civic addresses nor do they provide official tax receipts. The Paypal Giving Fund charges a 3.55% administration fee on each donation dollar. Canada Helps charges 3.6% on each dollar and they provide a Canadian charitable receipt for each donation. Friends or committees or Meetings who wish to encourage donations to CYM during special events using a fundraising platform are asked to use CanadaHelps.org, as CYM is already linked and registered with them. CanadaHelps.org collects full mailing addresses and issues charitable tax receipts and they are a nationally-recognized online donation platform. Although CYM is now set up for GoFundMe, it will still require extra staff time because of the problem of receipts. Friends are asked to first connect with the Office Finance Team to explore the financial
and time implications before proceeding with GoFundMe. Working with any other online fundraising
platform can be problematic.
We strongly encourage Friends to take these considerations seriously due to the significant additional
last-minute and rushed workload related to the GoFundMe setup.
Appendix D. Budget Presentation to Representative Meeting December 5, 2020 by Anne-Marie
Zilliacus, CYM Trustee-Treasurer
We looked at the projected results to year end 2020 at the November 21 Representative Meeting.
Now we build on that with the 2021 budget. The main spreadsheet (the first tab) has the following
columns: • Column F is the 2021 Draft Budget.
• Column E is the Projected year end 2020.
• Column D is the actuals to October 15 2020.
• Column C is the 2020 Budget passed last year.
We will be looking mainly at columns E and F because we already examined the others at the
last meeting.
The spreadsheet also has several tabs:
• Tab 1, the main tab, brings together the budgets for the CYM General, Publications and
Communications (PubCom), Education and Outreach (E&O) and the Archives Committee Funds. •
Tab 2 shows the Programme Committee budget for 2020 and what would have been spent if we
were to have a face-to-face CYM session in Winnipeg. This is for information only as we have not
budgeted for a face-to-face session in 2021.
• Tab 3 is the E&O budget.
• Tab 4 is the PubCom budget.
• Tab 5 is the Archives Committee budget.
Education & Outreach Budget (E&O)
• E&O supports online courses, capacity-building workshops, Canadian Young Friends Yearly
Meeting (CYFYM) gatherings and initiatives and support for children and families to travel
to CYM face-to-face sessions.
• E&O applied for a grant from the Samuel Rogers Memorial Trust (SRMT) and was approved for
$11,500.
• Since approximately half of Canadian Quakers live in Ontario, SRMT is able to support
approximately half of E&O’s expenses and CYM’s own funds support the balance. • In 2021,
with no face-to-face CYM sessions and little other travel by Friends, E&O will not be
supporting gatherings or support for children and families going to Winnipeg.
• Support for online courses and capacity building workshops can continue and the total expenses
for these activities are $23,000.
• E&O uses contractors to offer its services as well as time from the CYM Secretary, Office
Administrator and Staff Accountant, whose remuneration is in the Yearly Meeting Office budget. •E&O activities are supported by a grant from SRMT and by drawing down its own fund. When
this fund is depleted, support will have to come from the CYM General Fund.
Publications & Communications (PubCom) Budget
• Income for PubCom consists of advertising revenue, subscription income and an SRMT grant for
a total income budget 2021 of $30,350.
• PubCom’s programs are the website, the Canadian Friend (CF) and the Learning Series
(pamphlet production). They also have a new electronic newsletter produced by a Friend
serving on PubCom and the web/CF editor.
• Total expenses are $48,573 and the CYM General Fund will support PubCom activities with
$18,223 as well as staff support. PubCom employs the web/CF editor and uses some of the
CYM Secretary’s, Office Administrator and the Staff Accountant’s time.
• The PubCom fund has no balance at present and could be quite easily folded into the CYM
General Fund if we wish to simplify our books of account. This is being considered by
PubCom and Finance committee.
Archives Committee Fund
• The Archives budget has changed a lot in the last few years. Originally Archives committee had
the valuable volunteer services of Jane Zavitz Bond to the CYM archives. Since she is no
longer available to do this, the committee has had to employ an archivist directly.
• In the last year, with Pickering College closed during COVID for much of that time, the Archives
have been inactive, which is why there is so little to show for income and expenses in 2020. • In
2021 the Archives Committee is hoping to employ an archivist and a cataloguer, as well as have
some other expenses.
• SRMT granted Archives $25,000 for 2021 and the committee projects total expenses of
$41,245. • Since the Archives is located in Ontario and all its activity takes place in Ontario, SRMT
does not require CYM to match its grant. The Archives Committee Fund can be used to cover
those expenses not covered by the grant.
• The Archives Committee Fund will begin 2021 with a balance of $23,068 and can absorb the
$16,245 net decrease and should end the year with a balance of $6,822.
• CYM will have to seek outside sources of income (SRMT grant or other outside sources of
revenue) if we want to maintain this level of budget in the future. This is something that
should be considered by CAST and Finance Committee.
CYM General Fund (CYMGF) Budget Overview
We are showing the budget for the CYMGF together with the three budgets above so that Friends
can see the full effect of all our budgeting.
• Income for CYMGF is $232,552 but when the income from PubCom, E&O and Archives is added,
the total is $299,402.
• Expenses for CYMGF are $307,662 but when expenses from PubComm, E&O and Archives is
added, the total is $420,480.
• This results in a deficit in these funds of $121,079, which is less than the budget deficit for 2020but more than our projected deficit for yearend 2020.
CYMGF budget detail
Revenue
• Monthly Meeting contributions: although we received more than budget in 2020 from Monthly
Meetings, we can’t presume these increases will recur. Therefore, the budget for 2021, to be
conservative is the same as 2020, $140,745.
• Donations: we are on track to reach the budget for 2020 and Finance Committee sees no reason
to increase our expected donation budget, which remains at $72,000. We do not budget for
bequests, because they are unpredictable.
• Annual Gathering: The November 7th Representative Meeting decided we would have an online
gathering in 2021, rather than an in-person one. Based on the results for 2020 we are
budgeting $4,000 in income (either from donations or registration fees) and $2,000 in
expenses (for the printing of the directory). No salary has been assigned to the gathering as
yet although there are significant salary costs whether the gathering is online or face-to-face.
• Interest: We earn interest from money we have in the bank that we place in temporary
investments and from the Meetinghouse fund and other trustee funds for a total of $15,307
in the budget 2021.
• Sales of faith and practice books: are budgeted at $500.
Expenses
• Yearly Meeting Committee expenses are $4,300, Contributions committee ($3,000 in mailing
costs for our appeal) and small amount to cover miscellaneous expenses for other committees. •
Yearly Meeting Office is the largest expense because it includes the CYM office staff, (CYM
Secretary, Office Administrator and Staff Accountant). We should remember that this is not the
whole salary bill as there are also additional committee contract salary costs and service
contracts.
• There are some increases in the Yearly Meeting Office:
o Directors & Officers + Liability insurance has increased to $6,000
o Professional Fees for 2021 increased from $3,250 in budget 2020 to $10,000 because
Personnel Committee and the CAST process requires the expertise of human
resource and legal professionals.
o Staff travel and Secretary travel are down as it is unlikely that any staff will travel before
the summer at least
o Office salary costs are based on the status quo with a slight increase for COLA. We
anticipate there will be adjustments to this when the restructuring being undertaken
by Personnel and CAST is complete.
• Committee travel is down from the budget of $20,350 in 2020 to $3,700 because we ask
committees to continue meeting online in 2021. There is a budget of $2,500 to be transferred
to CFSC to support their committee meetings (they might have a meeting in the fall of 2021)
and Archives Committee travel will be meeting in 2021 because they need to be physically
present in the Archives in order to do their work. This committee now has participants from
across Canada, which necessitates a budget to bring them together.• Other Bodies Travel is budgeted only for the Canadian Council of Churches, which meets,
obviously, in Canada. Other bodies are in the U.S. and Finance Committee agreed that travel
would be unnecessary for them. Clerks Committee is considering a process for CYM to
review our participation in these bodies and the associated costs.
• Donations to Other Bodies are slightly higher than 2020 because Finance Committee evened
out the contributions to Friends General Conference, Friends United Meeting and Friends
World Committee for Consultation to $1,000 each. It is also the first year that CYM will
contribute directly to KAIROS rather than through CFSC.
• Designated donations are not budgeted.
• Cost of sales of Faith and Practice books are $1,137. That is $137 for the cost of sales of the
books actually sold and $1,000 as we are writing off the cost of the books we have in
storage.
Changes in Fund Balances
The section in orange on Tab 1 of the spreadsheet shows how our funds would change with
the budgeted income and expenses in 2021.
• CYM General Fund Opens with a balance of $568,069, has income of $232,552, expenses of
$307,662 and transfers $18,223 to the PubCom Fund, ending with a balance of $474,735. •
PubCom fund opens with a zero balance, has income of $30,350, expenses of $48,573 and
receives a transfer of $18,223 from the CYMGF, ending with a balance of zero.
• E&O Fund opens with a balance of $86,740, has income of $11,500, expenses of $23,000 and
does not require support from the CYMGF because it has sufficient in its fund to cover its
expenses. It ends with a balance of $75,240, the majority of which comes from donations to
the Quaker Renewal Fund that was merged into the E&O Fund [WHEN? LAST YEAR?].
• Archives Committee Fund opens with a balance of $23,067, has income of $25,000 and
expenses of $41,245, ending with a balance of $6,822.
• Opening Balance for all four funds added together is $677,875 and the closing balance of all
four funds is $556,797, a decrease of $121,079 in the funds (shown in the green line above
the orange).
Appendix E. Approved Canadian Yearly Meeting Budget for 2021
.12/09/2020 Draft 2 2019 Budget
2021 CYM General Fund Budget for presentation to Representative Meeting
2021 Draft
2020 Budget with
2020 Actuals to Projected Online CYM
Budget Oct 15 Year End 2020 Sessions
Summary Section
Revenue/CYM General Fund
Monthly Meeting contributions 140,745 88,482 157,216 153,245
Donations 72,000 46,965 72,000 72,000
Annual gathering 75,152 3,941 3,941 4,000
Interest and other 7,186 5,654 5,654 18,000
Interest on Travel Capital Fund 10,307 6,249 11,623 10,307
Designated donations to other Q Orgs 3,381 3,381 -
Sale of Faith & Practice Books 2,000 544 544 500
Total General Fund Income 307,390 155,216 254,359 258,052
Pub Com Income 26,804 28,179 28,179 30,350
E&O Income 23,000 20,000 20,000 11,500
Archives Income 25,000
Total Revenue CYM General, PubComm, E&O and
Archives Funds 357,194 203,395 302,539 324,902
Expenses CYM General Fund
Yearly Meeting committees 10,000 3,099 6,000 4,300
Annual gathering 85,730 1,119 1,119 2,000
Representative Meeting 7,000 6,715 6,715 -
Yearly meeting office 272,416 215,108 280,276 290,400
Travel and lodging-committees 20,350 5,000 5,000 3,700
Travel and lodging-other bodies 5,750 155 1,155 1,000
Donations to other bodies 4,925 4,725 4,725 5,125
Designated donations to other Q Orgs 3,381 3,381
Cost of Sales - Books and GST 9,123 1,137 1,137 1,137
Total CYM General Fund Expenses 415,294 240,438 309,507 307,662
PubComm Expenses 51,308 34,125 51,308 48,573
E&O Expenses 46,000 - 2,000 23,000
Archives Expenses 41,245
Total Expenses for CYM General, PubComm, E&O and
Archives funds 512,602 274,564 362,816 420,480
Excess (deficiency) of revenue over expenses in CYM General,
PubComm, E&O and Archives Funds (155,408) (71,169) (60,277) (95,579)
Opening Balance CYM General Fund 571,654 586,228 586,228 568,069
Add Revenue CYM General Fund 307,390 155,216 254,359 258,052
Add Bequests (60% to CYM General) 60,000 60,000
Deduct expenses CYM General Fund (415,294) (240,438) (309,507) (307,662)
Budgeted Transfer to PubComm (24,504) (12,347) (18,223)
Transfer to Archives (10,665) -
Closing Balance CYM General Fund 439,246 561,005 568,069 500,235
Opening Balance PubComm - 10,782 10,782 (0)
Net income (expenses) PubComm (24,504) (5,946) (23,129) (18,223)
Transfer from CYM General 24,504 12,347 18,223
Closing Balance PubComm (0) 4,836 (0) (0)
Opening Balance E&O 64,566 68,740 68,740 86,740
Net income (expenses) E&O (23,000) 20,000 18,000 (11,500)
Closing Balance E&O General/QR Fund, Available PH & QS 41,566 88,740 86,740 75,240
Opening Balance Archives Committee Fund 12,269 12,269 12,269 23,067
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Budget Oct 15 Year End 2020 Sessions
Net income (expenses) Archives 133 (16,245)
Transfer to Archives from CYM General Fund in 2020 10,665
Closing Balance Archives Committee Fund 12,269 12,269 23,067 6,822
Opening Balance CYM General Fund and other funds 648,489 678,019 678,019 677,875
Closing Balance CYM General Fund and other funds 493,081 666,850 677,875 582,297
Detail Section of CYM General Fund Budget
Revenue
Section 1: Suggested Contributions and Gifts from Meetings
Annapolis Valley MM (prev. Wolfville) 1,050 1,400 1,400 1,050
Argenta MM 1,050 - 1,050 1,050
Calgary MM 1,155 2,000 2,000 1,155
Coldstream MM 2,100 1,500 1,500 2,100
Cowichan MM 809 800 800 809
Edmonton MM 3,675 4,000 4,000 3,675
Halifax MM 2,888 1,000 1,000 2,888
Hamilton MM 6,825 15,000 15,000 6,825
Kitchener MM 2,079 - 2,079 2,079
Montreal MM 725 - 725 725
New Brunswick MM 2,100 - 2,100 2,100
Ottawa MM 17,750 82 17,750 17,750
Pelham Executive Meeting 2,205 1,500 1,500 2,205
Peterborough MM 630 1,000 1,000 630
Saanich Peninsula MM 735 100 100 735
Thousand Islands MM 2,363 6,000 6,000 2,363
Toronto MM 72,500 35,000 72,500 85,000
Vancouver MM 6,300 12,200 12,200 6,300
Vancouver Island MM (prev. Victoria) 5,145 - 5,145 5,145
Interior BC MM 1,050 - 1,050 1,050
Winnipeg MM 630 - 630 630
Wooler MM 788 - 788 788
Yarmouth MM 1,890 1,800 1,800 1,890
Yonge Street MM 4,305 5,100 5,100 4,305
Total Section 1 Monthly Meeting contributions 140,745 88,482 157,216 153,245
Section 2: Individual Donations and Other Income
Donations -Gen.-Can Helps 3,000 2,879 3,000 3,000
Donations-Committee Travel 1,000 - 1,000 -
Donations-General 34,000 13,840 34,000 34,000
Donations-In Kind 806 1,000
Donations-donations -other 154
Donations-Gen.-PAC 34,000 29,286 34,000 34,000
Total Donations 72,000 46,965 72,000 72,000
Section 3: YM Session and Representative Meeting
Annual Session Registrations 75,152 - - 4,000
YM Session - In Kind Req'd Serv - -
Donations- YM Session 3,941 3,941
75,152 3,941 3,941 4,000
Section 4: Interest, Trust and Other Income
Interest - CYM General Fund 7,186 5,061 5,061 5,000
Interest - Miscellaneous 594 594 13,000
Interest on Travel Capital Fund 10,307 6,249 11,623 10,307
Total Interest Trust and Other Income 17,493 11,903 17,277 28,307
Donations to Other Quaker Organizations
Canadian Council of Churches - TP - -
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Friends General Conference - TP 129 129
Friends United Meeting - TP 100 100
Friends United Meeting - Ramallah - TP 1,202 1,202
Friends World Conference for Consultation - TP 1,950 1,950
Total Donations to Other Quaker Organizations 3,381 3,381 -
Other Income in budget
Sale of Faith and Practice Books 2,000 544 544 500
Total Revenue CYM General Fund Budget 307,390 155,216 254,360 258,052
CYM General Fund Expenses
Section 5: YM Committees and other YM Bodies
Clerks' committee 100 16 100
Cont.Mtg. Ministry & Counsel 300 - 300
Discipline Cttee - O&P expenses 300 - 300
Contributions Committee Expenses 6,000 2,755 6,000 3,000
Nominating Committee Expenses 300 - 300
Personnel Cttee 3,000 329 - 300
Total Yearly Meeting Committees 10,000 3,099 6,000 4,300
Section 6: YM Session and Representative Meeting
Annual Gathering-Misc Expenses 1,000 1,119 1,119 2,000
Camp Sites 2,142
Facilities Costs 3,000 -
Lodging 30,450
Meals 22,428 -
Food Coop - net expenses -
Participant Grants (see donations) 5,000 -
AV Equipment 210
Pre-CYM Workshop Expenses
Programme Committee Expenses 500
Program Committee Travel 3,500
Required Positions Reimbursements 14,500 -
Speaker Expenses 2,000 -
Youth Programme 1,000 -
Salaries & Benefits (YM) - -
Total annual gathering 85,730 1,119 1,119 2,000
Representative Meeting
Representative Meeting Travel 7,000 6,715 6,715 -
Section 7: Yearly Meeting Office
Audit & Accounting 9,000 8,900 8,900 9,000
Bank Charges incl. U.S. Exchange 2,500 1,097 2,500 2,500
Directors & Officers Insurance and Liability Insurance 2,400 5,846 5,846 6,000
Employee Development 1,500 140 500 1,500
Equipment Purchases 1,000 1,529 1,000 1,000
Equipment Service 1,500 1,483 1,500 1,500
Internet Service 850 459 850 850
Office Supplies 1,000 577 1,000 1,000
Postage 1,000 133 500 1,000
Professional Fees 3,250 8,738 10,000 10,000
Secretary Expenses 1,250 - 1,250 1,250
Senior Staff Search 570 -
Staff Travel 500 - -
Secretary Travel 7,050 - 2,000 3,500
Telephone 3,200 2,733 3,200 3,200
Office Salaries & Benefits 235,846 183,474 241,230 248,100
Total Section 7 Yearly Meeting Office 272,416 215,108 280,276 290,400
Section 8: Committee Travel Lodging & Registration
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Board of Trustees Travel 600 -
CFSC -Committee Travel 5,000 5,000 5,000 2,500
Clerks' Expenses 500 -
Cont. Mtg. Ministry & Counsel 1,500 -
Discipline (O&P) Committee Travel 1,000 -
Finance Committee Travel 1,000 -
Contribution Committee Travel 1,500 -
Education & Outreach -Committee Travel 4,000 -
Nominating Committee travel 1,500 -
Other Travel -
Personnel Commitee Travel 750 -
Publications & Communications Cttee 3,000 -
Archives Commitee Travel 1,200
Total Section 8 Committee Travel & Lodging 20,350 5,000 5,000 3,700
Section 9: Other Bodies Travel, Reg/Lodging
Canadian Council of Churches-Travel 1,000 155 1,155 1,000
Friends General Conference Lodging/Travel 750 -
Friends United Meeting Lodging/Travel Trienniel 1,000 -
Friends World Cttee for Consultation -Lodging/Travel World Plenary (2023) 1,000 -
KAIROS Travel 1,000
World Council of Churches Travel 1,000
Total Section 9 Other Bodies Travel, Reg/Lodging 5,750 155 1,155 1,000
Section 10: Donations to Other Bodies
Canadian Council of Churches 500 500 500 500
Friends General Conference Cont - - - 1,000
Friends United Meeting (FUM) 1,800 1,800 1,800 1,000
FUM 3rd World travel 200
Friends World Ctte for Consultation Contribution 1,800 1,800 1,800 1,000
KAIROS 1,000
World Council of Churches - Contribution 625 625 625 625
Total Section 10 Donations to Other Bodies 4,925 4,725 4,725 5,125
Designated donations to other Quaker Organizations 3,381 3,381
Cost of sales - books 9,123 1,137 1,137 1,137
Total CYM General Fund expenses 415,294 240,438 309,507 307,662
Page 4 of 712/09/2020 Draft 2 2019 Budget
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actuals to Budget
Education and Outreach Budget 2020 2020 Budget Oct 14 Draft 1
E&O Income
Grants received (outside CYM - Samuel Rogers) 23,000 20,000 11,500
Donations 20,000
Total Income E&O 43,000 20,000 11,500
E&O Expenses
Personnel Expenses 13,750 8,000
General Expenses 750 1,000
Initiative expenses 31,500 14,000
Total Expenses 46,000 - 23,000
E&O General Fund Opening Balance 62,610 62,610 82,610
Plus Income 43,000 20,000 11,500
Less Expenses (46,000) - (23,000)
E&O General Fund Closing Balance 59,610 82,610 71,1102021 DRAFT PubCom budget
2020 budget
(proposed by
PubCom, 2020 actuals Draft 2021 budget
approved) to Oct 14 for discussion
Income
The CF : Advertising 300 300 350
Cdn Friend Donations - 120 -
Cdn Friend Subscriptions 2,000 4,476 2,000
SRMT Grant 24,504 23,283 28,000
Total Income 26,804 28,179 30,350
Expense
Misc: telephone, etc 3,500 3,500
HST Expense 2,507 2,507
Internet Resources Manager 6,000 7,000
Website Services/Design/Update 6,250 1,500
Website Editing Services 8,785 14,847 8,785
PubCom General Expenses 928
Cdn Friend Contractors 15,981
Cdn Friend General Expenses 2,369
Learning Series Board 4,500 5,000
"The CFf": Mailhouse 1,337 1,377
Membership (QUIP) 100 100
"The CFf": Postage 2,292 2,360
"The CF": Printer 5,538 5,704
CF Editor Contract 10,500 10,500
Electronic newsletter expenses 240
Total Expense 51,308 34,125 48,573
Net Income (Expense) (24,504) 18,223Archives Budget 2021
Budget Actuals Budget
Acc # Acc Name 2020 2020 2021
Income
Archive Donations 350 -
Archive Grant Income (SRMT) - 25,000
Total Income - 350 25,000
Expenses
Staff Salaries and Benefits
Archivist salary and benefits 36,750
Cataloguer 900
General Expenses
Aquisitians 500
AAO Membership 95
Digital support 1,000
Committee costs at Pickering College 500
Supplies 1,500
Printing 217 -
Total Expenses - 217 41,245
Net Increase (decrease) - 133 (16,245)
Archives Fund Balance Jan 1 12,269 23,068
Add Net Income 133 (16,245)
Add transfer from CYM General 10,665
Archives Fund Balance Dec 31 23,068 6,823You can also read
