Last Updated on 2 years by IMYM Tech Lead
(03/19/14)
Purpose: The Coordinators of Operations coordinate logistical and communications needs of the annual gathering in cooperation with the Registrar.
Appointment: The Coordinators of Operations are appointed for three year terms beginning at the rise of an annual gathering. It is recommended that terms be staggered. The Coordinators 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 Coordinators of Operations include:
1. Coordinating logistical and communications needs of the annual gathering in co-operation with the Registrar, Facilities Liaison, and the Ghost Ranch staff.
2. Working with the Registrar, staff of the host facility, and the Advocate for Persons of Differing Abilities to arrange for meeting rooms and places, equipment, and special services including provision for full accessibility for physically challenged attenders (including those with wheelchairs, hearing impairments, and difficulties with mobility and comfort under existing conditions.).
3. Maintaining ongoing communication with appropriate host facility staff during the annual gathering.
4. Providing announcements and notices at the annual gathering as needed and a message center for phone and postal communication for attendees.
5. Coordinating on-site transportation for people with mobility restrictions.
6. Providing a lost and found service.
7. Assisting all Friends with the health and safety aspects of the annual gathering.
8. Before and after the annual gathering, collecting and transporting equipment and supplies for the Registrar, Children’s Yearly Meeting, SYF and JYF programs, doll project, and other programs between the program site and the storage area at the host facility.
9. Act as a member of the “Operations Team” (Coordinator of Operations, Facilities Liaison, clerk of the Finance Committee, and Registrar(s) meeting with host facility staff in the fall of the year.
10. 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.
12. Attending the winter meeting of the Arrangements Committee and, one week before that meeting, sending a preliminary report about the plans for Operations during the upcoming gathering to the Clerk and the website.
Financial Arrangements: The Yearly Meeting pays the expenses of the Coordinators of Operations to meetings of the Arrangements Committees, and to the annual session as needed. (See the Guide page Who Pays IMYM Travel.)Incidental operating expenditures for clerical supplies, communications, etc. may be submitted to the Treasurer for reimbursement. The Treasurer should be consulted before incurring any unusual expenses.