Coordinators for Junior Young Friends

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Last Updated on 3 years by IMYM Tech Lead

Revised (04/12/19)

Purpose

The Coordinators work with Junior Young Friends in planning and implementing their various programs and in meeting organizational needs.

Appointment

JYF will be staffed by a rotation of monthly meetings.  Each meeting or group of meetings would have a 2-year responsibility to run the JYF program.  One person from each group would have a 3-year responsibility.  That person apprentices or shadows with the outgoing meeting in preparation for working with their own meeting the following 2 years. RC Minute #2-6-2015.  The current rotation can be found at the end of this document in Attachment A.

The Clerk of the Youth Working Group will give the selected monthly meetings a year’s advance notice of their responsibility to shadow the coordinators and explain the need for background checks.

Should a region or meeting be unable to fulfill their obligations or find a trade partner, the Youth Working Group Clerk is empowered to hire appropriate staff.

This rotation can be modified by the Youth Working Group with input from the meetings involved.

 The Coordinators are members of the Youth 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 for Junior Young Friends include:

  1. Working with Junior Young Friends, their officers, and the Senior Young Friends leadership in planning and implementing the Junior Young Friends program during the annual gathering.
  2. Assisting Junior Young Friends in understanding and using Friends practices during this process and in their participation in the annual sessions for business.
  3. Facilitating communication between Junior Young Friends and the rest of the Yearly Meeting.
  4. Assisting in the various nominations required of Junior Young Friends.
  5. Sending to the Registrar, by the end of January, the annual gathering program for the Junior Young Friends.
  6. Carrying out such additional responsibilities as may be agreed to with the Junior Young Friends Clerks, the Senior Young Friends leadership, the Youth Working Group Clerk, the Yearly Meeting Clerk, or the Arrangements Committee.
  7. Facilitating availability of copies of epistles from Young Friends in other yearly meetings.
  8. Assisting with the preparation of the Junior Young Friends epistle.
  9. Working with   our IMYM Facilities Liaison and facilities staff to meet program needs for facilities and equipment for the annual gathering.  (There may be reasons for some joint program and logistics planning with the Coordinator for Senior Young Friends and Children’s Yearly Meeting.)
  10. Preparing an evaluation report of the last gathering to send to the Youth Working Group Clerk and Arrangements Committee Clerk by the fall.  This report is essential for evaluation and planning, even if your term has ended.
  11. Communicating with the Youth Working Group 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 the next IMYM.

Junior Young Friends Nominations

Nominations are submitted by Junior Young Friends to the Clerk of the Nominating Committee to be advanced to Yearly Meeting for approval.  A person may hold more than one appointment.

  1. Junior Young Friends Clerks.
  2. Regional Representatives to Arrangements Committee, one from each region for a one-year term with the responsibilities listed below:
    1. Being aware of the interests and abilities of the Young Friends in the Regional Meeting for use in planning the programs for the annual gathering and other Yearly Meeting activities.
    2. Encouraging young people in monthly meetings and worship groups to participate in the Young Friends programs.
    3. Assisting the Clerks and Coordinators of Junior Young Friends in planning the programs for the annual gathering.
    4. Encouraging Young Friends within their Regional Meeting to meet together at times other than the annual gathering.
    5. Encouraging young people interested in Quakerism to attend regional and monthly meetings, worship groups and other Quaker activities.
    6. Attending Arrangements Committee at the expense of their regional or monthly meetings, in order to assist with planning Young Friends’ activities for the annual gathering.

Financial Arrangements  

The Yearly Meeting is responsible for the expenses for the Coordinators for Junior Young Friends to attend meetings of the Arrangements Committee and to the annual session as needed.  (See the Guide page Who Pays IMYM Travel.)  Junior Young Friends have a budgetary allowance supplied by annual gathering fees for program expenses.  The Clerks and Coordinators should consult with the Treasurer and one another as needed regarding the current budgetary situation and spending needs.

Attachment A

The rotation would be:

  • New Mexico Region (including Durango) rise of meeting 2016 with the identified person shadowing during 2016.  To serve 2017 and 2018.
  • Pima and nearby worship groups:  Shadow during 2018.  To serve 2019 and 2020.
  • Tempe, Phoenix and Flagstaff:  Shadow during 2020.  To serve 2021 and 2022.
  • Boulder and Ft. Collins:  Shadow 2022.  To serve 2023 and 2024.
  • Mt. View and Colorado Springs:  Shadow 2024.  To serve 2025 and 2026.