Last Updated on 2 years by IMYM Tech Lead
(DRAFT)
(03/20/14)
Purpose: The Advocate for Persons of Differing Abilities and Kitchen Liaison identifies the mobility, housing, communications and other needs of those having differing abilities who register for the annual gathering, and works with Coordinator of Operations and the host facility to meet those needs. The Advocate also serves as a single point of contact for communication with the host facility and its food service with respect to specific food and dietary requests.
Appointment: The Advocate for Persons of Differing Abilities and Kitchen Liaison is appointed for a three year term beginning at the rise of an annual session. The responsibilities for this position can be divided into two activities, and thus the position is suitable for two people to share. The Advocate/s are members of the Facilities Working Group which is part of the Arrangements Committee charged with planning and supervising the annual gathering.
NOTE: If your Working Group has no Clerk, then direct your reports and any questions or issues that arise directly to the Clerk of Arrangements Committee. We also encourage you to read the Guide description of your Working Group and reach out to other members of that Group for help.
Responsibilities of the Advocate for Persons of Differing Abilities include:
1. Receiving from the Registrar in May a list of the mobility, housing, communications and other needs of those having differing abilities who register for the annual gathering. It may be appropriate to consult directly with such registrants to learn details about their needs and to encourage ongoing communication.
2. Contacting the Monthly Meetings of such Friends to request that the Monthly Meeting assist with their needs while at the Annual Session.
3. Arranging with the Registrar, Coordinators of Operations, Worship Sharing, and Interest Groups and Seminars, and other Yearly Meeting personnel as appropriate to meet any special needs.
4. Working closely with the Coordinator of Operations to meet any additional needs as they arise.
5. Obtaining and evaluating responses on the Annual Session evaluation forms and planning needed improvements for future gatherings.
6. Preparing an evaluation report of the last gathering to send to the Clerk of your group by the fall. This report is essential for evaluation and planning, even if your term has ended.
- Communicating with the Clerk and other members of your group as needed.
- Attending the winter meeting of the Arrangements Committee and, one week before that meeting, sending a preliminary report about the plans or issues you have for the upcoming gathering to the Clerk and the Web Clerk.
Responsibilities of the Kitchen Liaison include:
1. Obtaining from the Registrar an estimate of the number of vegetarian meals and omnivore meals needed for each day of the Annual Session and communicating this to the host facility food service manager.
2. Reviewing current food service practices with the food service manager in order to a) include necessary information in the registration packet, and b) publicize food policies during the Annual Session, and c) facilitate the special food requests of the Senior Young Friends and other groups as appropriate.
3. Preparing posters and flyers reminding attendees of dining room policies.
4. Meeting with the food service manager daily during the Annual Session to review meal counts, share concerns and address problems, if any.
5. Managing meal number counts as necessary.
6. Serving as the only contact between individual attenders and host facility kitchen staff.
7. Reviewing with the food service manager the overall effectiveness of and satisfaction with the food service from the perspective of the host facility and the attenders at the end of the Annual Session. Planning needed improvements for future sessions.
8. Obtaining and evaluating responses on the Annual Session evaluation form and planning needed improvements.
9. Preparing an evaluation report of the last gathering to send to the Clerk of your group by the fall. This report is essential for evaluation and planning, even if your term has ended.
- Communicating with the Clerk and other members of your group as needed.
- Attending the winter meeting of the Arrangements Committee and, one week before that meeting, sending a preliminary report about the plans or issues you have for the upcoming gathering to the Clerk and the Web Clerk.
Financial Arrangements: The Yearly Meeting pays the expenses of the Advocate for Persons of Differing Ability and Kitchen Liaison to attend the Arrangements Committee meeting and to the Annual Session as needed. Incidental operating expenditures for clerical supplies, communications, etc., are reimbursed. The Treasurer should be consulted before incurring unusual expenses.
Suggested language for registration packet: Meals at Yearly Meeting sessions will include both vegetarian and omnivore selections (for which advanced registration is required). Soy milk and a salad bar will be provided. Persons requiring special foods or supplements should bring and store his/her own supplies. If this does not meet an individual’s needs, he or she should speak with the IMYM Kitchen Liaison who is the only person authorized to discuss concerns with the kitchen staff.