Executive Committee of the Ohio Valley Yearly Meeting
August 29, 2026 Hosted by Campus Friends Meeting
1. We gathered in centering worship at 12:02 pm at Campus Friends Meeting in the T. Canby Jones Meetinghouse at Wilmington College.
2. Roll Call of Representatives.
Yearly Meeting Officers:
Presiding Clerk: Diann Herzog
Assistant Presiding Clerk: Peter Hardy
Recording Clerk: Terre Holada
Assistant Recording Clerk: Nikki Coffey Tousley
Treasurer: Wilson Palmer
Assistant Treasurer: Rick Boyce
Committee Clerks:
Auditing Committee: absent (J P Lund and Dan McGregor)
Budget and Finance Committee: Rick Boyce
Children’s Program Committee: Diann Herzog
Earthcare Committee: David Duvall
Gatherings Committee: Sandy Felt
Nominating Committee: Ellen Hodge
Personnel Committee: Absent
Planning Committee: Martha Viehmann and David Duvall
Religious Nurture and Education Committee: Rex Sprouse
Youth Services Committee: David Hyde absent, Ben Griffith representing
Quarterly Meeting Clerks:
Miami: Nikki Coffey Tousley
Whitewater: Ellen Hodge
Monthly Meeting Representatives:
Bloomington: Rex Sprouse
Campus: David Pfaltzgraff-Carlson
Clear Creek: David Garman
Community: Absent
Dayton: Nikki Coffey Tousley
Eastern Hills: Martha Viehmann and Wilson Palmer
Fall Creek: Ellen Hodge sends regrets
Fort Wayne: Terre Holada
Lafayette: Jill Hutchcroft
Lexington: Ben Griffith and Peter Hardy
Louisville: Barry Zalph
Miami: Travis Cook
Mississinewa/White Rose: absent
North Meadow: Dinah Duvall absent, in her place Chris Newlan
Oxford: Cecilia Shore and Michael Hill
Yellow Springs: Annie Blanchard and Carol Simmons
Yearly Meeting Staff:
Administrative Assistant: Susan Lee Barton
Youth Secretary: vacant
Social Action Coordinator: Sandy Felt
Administrators:
Quaker Quill Editor: Cecilia Shore
Records Coordinator: absent
Statistician: absent
3. The agenda was shared and approved with some changes.
4. The clerk reported she met with and apologized to some Friends of Color and AFSC representatives at OVYM annual sessions, after things were said publicly at Yearly Meeting which were interpreted by some Friends as negative and hurtful to people of color and even some statements implying that Friends of Color are not fully Quakers. The clerk asked for suggestions on a way forward – perhaps forming a Racial Wounding task force, compiling a list of resources, or offering a workshop or retreat. Rex Sprouse said that the Religious Nurture and Education Committee was looking at a retreat focusing on healing that would encompass racial injuries along with other concerns. We acknowledge the need for education within our Yearly Meeting. Martha Viehman welcomed suggestions for workshops at Yearly Meeting sessions. The clerk is committed to following up and asks for suggestions of how we move forward. A concern was spoken that there is a tension of possibly hurting someone’s feelings that prevents a person from speaking a truth that we need to hear. We need to be open and understand that it can be a painful discussion. The clerk asked if Friends were satisfied that the discussion was over for today and we could continue with the agenda. Friends agreed.
5. Youth Services Report and Recommendation – Ben Griffith reported for the Committee. We accepted the report including a Handbook description of an Interim Youth Secretary position, which is appended to these minutes. The committee recommends hiring Carol Simmons in the role of Interim Youth Secretary with a focus on rebuilding the program, to start immediately and continue through this fiscal year. The committee has drafted a job description which focuses on outreach to meetings, youth and parents, along with programming for youth. Hiring Carol is a departure from our usual process of advertising for the position broadly.
Carol Simmons was invited to talk about her calling and vision for the role. Last year she visited with monthly meetings as a member of the committee to discern what we want from a youth program and to recruit volunteers. While visiting meetings on behalf of the committee as the committee was looking for a way forward in rebuilding, and especially at sessions when there were no youth, Carol saw clarity that if we had had a youth secretary, the committee would have become more successful at reaching out to youth and their families. It became apparent that the work restructuring the Youth program and reaching out to families would require a paid Youth Secretary in place to do all of this work. While exploring the needs of the children and youth and reading an initial draft of the responsibilities, she felt excitement and an urging to do this with both feet. It is ironic that looking to hire a staff person requires a staff person. She also shared a part of a quote by Wendy Cooler of Baltimore YM:
I am left wondering… what might change in our meetings if we took youth ministry seriously not as a pipeline or a proving ground, but as a site of deep theological and spiritual formation for the whole community. When children are enfolded rather than displayed, when their relationships with adults are real and mutual, the center of gravity shifts. The movement of the Spirit becomes easier to feel. And the work of public ministry, in all its forms, becomes a little more honest, a little more possible, and a little more shared.
Ben added that the passage meant a lot to the youth committee and led them to question what they want in a staff person to work with the youth.
There was discussion of hours to be worked, and Wilson clarified that in the existing contract the expectation has been approximately 1⁄3 time. It was noted that we hire on a contract basis, not an hourly wage, but an expectation is helpful. The committee accepted changing 3⁄5 to 1⁄3 in the proposed draft. The clerk asked Friends if we approve of adding the position of an interim youth secretary, directing us to the job description attached to the report.
Friends approved the hiring of Carol Simmons at approximately 1⁄3 time as interim youth secretary in this new position. The Youth Committee will work with Personnel to draft a contract.
6. Social Action Coordinator Report – The report was accepted and is appended to these minutes. Sandy Felt reported on her work over the last few months, which has included visiting meetings, leading programs, and monitoring our Signal chat. Worship Sharing continues every other First Day at 5pm, with a number of faithful Friends. Information is on the Social Action page of our website. Sandy reported that she plans to step down from the position at the end of September. Friends accepted her resignation with gratitude for her service. This was a three year experiment, and she has served two, so we will need to advertise for someone to replace her. The clerk asked if Friends are easy with her consulting with others involved to move toward hiring a new Coordinator. Friends approved.
7. Nominating Committee Report – Ellen Hodge reported for the committee. The report was accepted and is appended to these minutes. The committee is seeking a Publications Coordinator and additional members of Auditing, Planning and Religious Nurture and Education Committees. It was discussed that the auditing committee has two people and historically only had two people, so no one is needed for that committee. We also need representatives to the committee from Bloomington, Clear Creek, Campus, Lexington, Louisville, Miami and Yellow Springs Meetings. Ellen reported that when the committee meets, they have a good working relationship and enjoy their time together, but the committee cannot function at its best without a representative from each monthly meeting attending regularly. This might be seen as a committee that is difficult and unrewarding, but she said it’s very rewarding and unexpectedly enjoyable. Karen Atcheson is now the clerk of this committee. Ellen is the recording clerk.
Friends approved the following nominations:
Budget and Finance – Phil Henry (Dayton Friends) 1st Term
Planning – Tobias Dean (Community Friends) 1st Term
Thanks were expressed to Ellen who took time out of her vacation to be here.
8. Statistician – Peter Hardy, outgoing statistician, presented a proposal to create a small Ad Hoc Vitality Committee which would consider ways we can better assess and use our statistical data to identify and foster the vitality of our meetings. The proposal is appended to these minutes. He suggests we are seeing an increase in interest in Quakerism, especially among younger people. It was suggested that this committee might include Quarterly Meeting clerks and a representative of Religious Nurture and Education. It was also noted that we do not currently have anyone in the statistician role and that reporting statistics is already a burden for some local meetings. We agreed that while this proposal may be a valuable leading of the Spirit, it needs seasoning. At this point Friends agree that the idea has merit, but way forward is unclear. Rex Sprouse suggested that this seasoning be taken under the care of the RNE committee, with their approval. Friends approved.
9. Treasurer’s Report – Wilson Palmer presented an overview of our finances, which was accepted and is appended to these minutes. He gave his thanks for additional donations by meetings and individuals, which are helpful in minimizing our expenses. There was a significant unbudgeted expense this year for our Preventing and Responding to Sexual Violence training, but that was more than offset by lower youth expenses, as we did not have a youth secretary for part of the year. The clerk asked if Friends had questions for the treasurer. At Martha Viehmann’s request, Wilson said that the June sessions came the closest ever to covering its own costs, though we expect to pay some of the cost as part of our ministry. Because Wittenberg College failed to serve lunch on Sunday, they discounted all the meals as a courtesy. Wilson said it is more important that Planning Committee focus on a successful event, rather than worrying about finances. That should be the Yearly Meeting’s responsibility. Friends asked about the “Youth Committee Fund.” Wilson clarified that this was set up to set aside monies from Youth fundraising. The Youth Committee has a budget of $6,300.00. If they overspend, they can help make up the difference through fund raising and donations. The report was accepted.
10. The clerk raised the question of whether Executive Committee meetings should be held in person, hybrid, or only by Zoom. Concerns were raised about the sound over Zoom. Perhaps the quality would be better if it were not hybrid. Technical issues seem to plague us, but we have new equipment and our administrator noted she is learning. We miss the social time and exposure to local meetings if we meet only on Zoom. Community building efforts can be done over Zoom like having lunch in break-out rooms. Resources like gas and time can be saved with Zoom. Clerking and attending to the Spirit is particularly difficult over Zoom. People could meet in small groups and still meet over Zoom. The clerk asked that we make a decision for November. Perhaps trying an all Zoom meeting would be better in February when the weather could be a negative factor. Friends agreed to hold a centrally located hybrid meeting in November and an all Zoom meeting in February and then discern the final decision in April. Friends approved.
11. Susan Lee reminded us about the volunteer sign-up form on the Yearly Meeting website. This is not only for volunteers for the yearly meeting, but a way of any meeting to find a volunteer. Perhaps a person could teach a craft, or speak on an issue, or provide a specific skill to a meeting in need.Committees can seek people who could help on a specific project for a short time. Susan Lee would like feedback on making this more successful.
12. Sexual Misconduct Policy and Procedures. Gail Koehler sent an email to Diann saying that the policy will be ready for final approval in November.
13. Sandy Felt reported for the Gatherings Committee. The Butterworth Farm Gathering on June 28th had 24 people in attendance. They had a pot luck lunch. The event was well received. The next gathering will be September 20th at Cope Environmental Center. Clear Creek will be reimbursed $250.00 for rental of the building.
14. Carol Simmons reported that Friends Music Camp has been revived. They held a camp at Goshen College in Indiana with 19 campers this summer. It was a success and they hope they can double the numbers next year, which will mean increased fundraising. The setting was peaceful. Carol gave positive reports from campers and family. We accepted the report.
15. The clerk asked for monthly meeting news, and several Friends responded.
16. We are grateful and appreciative to Campus Friends for their generous hospitality in hosting us today, and minute our gratitude.
17. Announcements.
- Martha Viehman thanked Friends who completed an evaluation on the OVYM Annual Sessions. She asked us to tell our stories in order to encourage newcomers to attend. We will return to Wittenberg, though we are unsure of the date at this time.
- Clear Creek will host a Gathering on September 20th at Cope Environmental Center 9:45am. Flyer Attached
- FGC is having a Zoom conference on Outreach September 25-27.
- Patricia Thomas of Campus Meeting will offer a second hour presentation on Bayard Rustin, Sunday August 30th following their worship; all are invited.
- Joint Quarterly Meeting will be held October 24 (1pm) to October 25 (2:30 pm). The theme will be Refreshings of the Spirit. The weekend will be an intergenerational space to relax, connect and be in fellowship. We will take time to strengthen and nurture our Spirits, finding ways to uplift one another and celebrate even in the midst of the storms that surround us. We particularly encourage families to come. Hosted by Miami Quarter at the Schweitz Boy Scout Leadership Center near Dayton.
- Feedback regarding Susan Lee’s job performance are due by the 30th of September to Diann.
18. The minutes were approved and we settled into waiting worship.
Submitted by Terre Holada and Nikki Coffey Tousley
