Liaison for Facilities

Last Updated on 3 years by IMYM Tech Lead

(04/25/19)

Purpose: The Liaison for Facilities works with the facility staff and Yearly Meeting appointees to facilitate the annual gathering, including serving as a point of contact between the two organizations. 

Appointment: The Liaison for Facilities is appointed by the Yearly Meeting for a three year term.  The Liaison is a member of the Finance Committee for the purpose of assisting with financial arrangements with the facility and is a member of the Facilities Working Group which is part of Arrangements Committee.

Responsibilities of the Liaison for Facilities include:

1. Obtaining facility information needed for contract negotiations and rate structuring, including rate policies affecting budgeting for future gatherings, and assisting the Finance Committee in decision-making and communication as needed.  . Doing initial reading/editing of the proposed contract/MOU to make sure it corresponds with what has been discussed and agreed upon in meetings with the representatives of the facilities. The Finance Clerk serves as the contract authority for the Yearly Meeting
2. Planning and negotiating meeting space based on input from Arrangements Committee and/or IMYM Clerks
3. Arranging and conducting planning meetings between facility staff and Yearly Meeting principals,.  These meetings should involve key personnel and IMYM members (for example, the Finance Clerk, Operations and Registrar personnel, Arrangements Committee Clerk, etc.)
4. Keeping abreast of changes in facility staff and policies that affect the planning and operations of the Yearly Meeting’s Annual Gathering.
5. Creating detailed records of agreements and arrangements and notifying the Arrangements Committee Clerk, Finance Clerk, and IMYM Treasurer of such.
6. Supporting working relationships between facility staff and yearly meeting principals by coordinating communications, assisting with problem-solving as needed, and maintaining a general awareness of planning and operations issues.
7. Assisting the Arrangements and Representatives Committees in planning and problem-solving.
8. Visiting the facility during the year as needed to maintain a close working relationship between the staff of both organizations.

Specific Coordination Activities:

1. Establish working relationships with facility staff, including Executive Director, and other staff responsible for required services – including housekeeping, maintenance, , front desk, , nurse, , kitchen and transportation.  Monitor facility for personnel changes. (This will need to be modified for our new facility.)
2. Assist facility and yearly meeting personnel with communications as needed.
3. Assist the yearly meeting’s registrars and operations teams during annual gathering as needed.

Financial Arrangements:  The Yearly Meeting pays the expenses of the Liaison for Facilities to meetings of the Arrangements and Representatives Committees as needed.    Expenses for additional required travel will be reimbursed as needed.  Incidental operating expenditures for clerical supplies, communications, etc., may be submitted to the Treasurer for reimbursement.  The Treasurer should be consulted before incurring unusual expenses.