The Guide

The Guide to Procedures describes the operations of Intermountain Yearly Meeting. Its purpose is twofold: (1) to codify accepted practices to help volunteers and workers understand Yearly Meeting expectations; and (2) to help the annual gathering and the Yearly Meeting to function smoothly and with right order.

As an administrative tool for operating the Yearly Meeting, the Guide stands in a supporting relationship to the Faith and Practice, which describes the fundamental principles of structure and practice for the Yearly Meeting. Beginning in 2004, the Guide has taken the form of a Web Guide to provide users with better access and to allow an improved updating process.

Some of the procedures described in the Guide are specified by minuted action of the Yearly Meeting and other procedures are based upon practices that the Yearly Meeting has found by experience to be successful. Overall, the Guide attempts to provide a description of what people in the Yearly Meeting have grown to expect from its officers and committees.

Representatives Committee

In 2013 the Yearly meeting instituted a new structure which transferred direct oversight of the Guide and its upkeep to the Representatives Committee. The Procedures Committee will bring substantive changes that come to their attention to the Representatives Committee for consideration. All matters of principle and the general evaluation of Yearly Meeting operation would remain the responsibility of Representatives Committee and the Yearly Meeting.

Membership

Members are the clerk, appointed by the Yearly Meeting, and one representative from each of the Regional Meetings.

Terms

Three years for members and clerk.

Responsibilities of the Committee include:

Maintaining a Guide describing approved and accepted procedures for operating the Yearly Meeting. This is done by updating and revising all job descriptions on a designated rotation. The Guide is currently located on the Yearly Meeting web site, imym.org, under People and Positions.
Working with the Nominating Committee to promote use of the Guide in considering appointments and clearness for such. Asking the Committee to furnish the appropriate job descriptions to each person they nominate for a position.
Incorporating into the Guide those changes approved within the minutes of IMYM.
Request that every person serving the Yearly Meeting review their job description, usually when they have finished their term, so the Guide accurately describes the desired current practices of the Yearly Meeting.
As Friends review their job descriptions the committee would identify any suggested changes or questions that involve substantive issues that need to be brought to the attention of the Representatives Committee. Most changes do not need the approval of the Representatives Committee.
Reporting to the Representatives Committee and Yearly Meeting.

Financial Arrangements

The Yearly Meeting pays the expenses of the Clerk to meetings of the Representatives Committee as needed. Incidental operating expenditures for clerical supplies, communications, etc., may be submitted (normally by the committee clerk) to the Treasurer for reimbursement. The Treasurer should be consulted before incurring unusual expenses.