Facilities Working Group and Clerk

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Last Updated on 2 years by IMYM Tech Lead

(04/22/19)
Purpose: The Facilities Working Group has responsibility for the general physical oversight and planning of the Yearly Meeting annual session. The Committee reports its progress and any concerns to the Arrangements Committee.

Membership: The IMYM Nominating Committee appoints all the members of the Facilities Working Group. The members of the Facilities Working Group include:

  • Clerk of the Facilities Working Group (Decided in 2019 to not fill this position but not delete it for now)
  • Operations Coordinator(s)
  • Registration Coordinator(s)
  • Facilities Liaison
  • Ombudsman for Persons of Differing Abilities
  • Kitchen Liaison.
  • Bookstore Coordinator
  • Volunteer Coordinator

The Facilities Working Group Members have responsibility to:

  1. Receive and evaluate outgoing and current members input.
  2. Prepare plans for next annual gathering.
  3. Identify issues and provide reports as needed before the Arrangements Committee meeting in January.
  4. Coordinate with the staff of the facility hosting the annual gathering.
  5. Keep the Clerk of the Arrangements Committee fully informed of their progress and any concerns they might have.
  6. Attend the annual gathering.
  7. Meet at the end of the annual gathering to discuss how the year went and make recommendations to the new and continuing coordinators. The clerk summarizes their discussion and sends it to continuing and new members of the Facilities Working Group and to the Arrangements Committee Clerk. If this meeting does not happen at the gathering, the outgoing Working Group members have the responsibility to complete the assessment by e-mail and phone by mid-July or when the Arrangements Clerk begins summarizing the gathering evaluations.

Facilities Working Group meetings would occur primarily by telephone and Internet contact. A face-to-face meeting would occur during the annual session. Some people, as determined by the Arrangements Committee Clerk, would attend the Arrangements Meeting in January.

Financial Arrangements: The Yearly Meeting pays upon request the travel expenses of the members of the committee to the January meeting of the Arrangements Committee.

The Treasurer may issue reimbursement for incidental operating expenditures such as stationery, software, and communications. The Clerk should consult the Treasurer before incurring unusual expenses.

FACILITIES WORKING GROUP CLERK

(This position is not in effect now and most of these duties are being done by Arrangements Committee Clerk.)

Appointment: The IMYM Nominating Committee appoints the Clerk of the Facilities Working Group for a three year term beginning at the rise of an annual session.

Facilities Working Group Clerk Responsibilities

Among other useful guides, ageneral description of clerking duties and responsibilities, and over-all work and attitudes begins on page 57 of IMYM’s Faith and Practice. In addition, the following expectations pertain to the Facilities Working Group Clerk.

  1. To coordinate any group meetings needed (by e-mail, phone, face to face), to take and maintain minutes of decisions.
  2. To monitor all coordinators’ correspondence in order to catch glitches and overlaps.
  3. To make sure that the Working Group efforts proceed in a timely manner.
  4. To provide for continuity, help do the work, and help season ideas of individual coordinators.
  5. To keep the Clerk of Arrangements Committee fully informed of the progress and concerns of all the Coordinators and other members of the committee.
  6. To furnish the Clerk of Arrangements Committee in a timely manner all the reports needed for the Arrangements Committee meeting in January.
  7. To attend the annual gathering and to assist in coordination of that event.

Financial Arrangements: Upon request, the Yearly Meeting pays the travel expenses of the Clerk to the January meeting of the Arrangements Committee.