Continuing Committee
(6/25/07)
(Adapted from 1998 Guide.)
Purpose: The Continuing Committee is the standing representative committee of the Yearly Meeting and is entrusted with the general care of matters affecting IMYM between its annual sessions. The Continuing Committee function is both deliberative and executive when it is in session. It carries primary responsibility for the program and planning of the annual gathering.
Membership: Members are one or two representatives from each Monthly Meeting, Preparative Meeting, and Worship Group, and the following Friends who serve ex‑officio: the Executive Committee, Clerks‑Designate of Yearly Meeting and Continuing Committee, Advocate for Persons of Differing Abilities and Kitchen Liaison, Junior Young Friends Clerk, Young Friends representatives from each region, and the Clerks of the Nominating Committee and the Committee for Oversight of IMYM/AFSC Joint Service Projects.
Ex officio members are normally expected to report to the Continuing Committee at its winter meeting, primarily on matters pertaining to the conduct of the annual session.
Responsibilities of the Committee include:
1. Meeting both in the winter (currently late January) at a place determined by its clerk, and immediately preceding the yearly meeting sessions.
2. Receiving concerns or minutes from Regional, Monthly Meetings and Worship Groups.
3. Considering problems brought to its attention, and resolving the problems or making recommendations to the annual yearly meeting sessions.
4. Considering items of business to come before IMYM to clarify proposed actions.
5. Acting on behalf of IMYM on those matters not involving new principle.
6. Appointing committees as needed to prepare for and carry out the sessions and program of the yearly meeting.
7. Receiving reports from officers and members of the Executive Committee concerning the details of preparation for the program and activities of the next yearly meeting session and assisting with decision-making as needed. Considerations will normally include theme, guest resource speaker, worship sharing groups, interest groups and seminars, Junior Yearly Meeting, Senior and Junior Young Friends programs, general scheduling, arrangements for infants & small children, facilities logistics and cost considerations, recreational opportunities, and free time.
8. Calling a special yearly meeting as needed.
9. Being responsible for long range planning for the needs and welfare of the yearly meeting.
Duties of the Representative Continuing Committee Members:
1. Reporting to the Clerks of Yearly Meeting and Continuing Committee any changes of Continuing Committee representatives in their Meeting or Worship Group, of officers, meeting place or time, including addresses and phone numbers.
2. Attending committee meetings and reflecting the sense of their Meetings and Worship Groups on items referred by the committee or IMYM.
3. Presenting to their Monthly Meetings or Worship Groups the letter/questionnaire received in the autumn from the Continuing Committee Clerk for consideration by all Friends in IMYM.
4. Sending written responses to the Continuing Committee Clerk at a minimum of two weeks prior to the mid-winter meeting of Continuing Committee.
5. Seeking and conveying the sense of their Meeting or Worship Group about matters referred to them by the Clerk, officers, or committees of IMYM, and about those matters which arise from their Regional, Preparative, or Monthly Meeting or Worship Group.
6. Maintaining their Meeting or Worship Group's file of Continuing Committee and IMYM minutes, the Guide, and other pertinent records that are to be passed on to their successors.
7. Reporting to the Monthly Meeting or Worship Group the actions and plans of the Continuing Committee.
8. Preparing members and attendees of their Meeting or Worship Group for participation in the IMYM sessions and program and answering questions as well as explaining the opportunities, rules, and limitations of the host facility, the kinds of accommodations, and registration procedures.
9. Acting as liaison between the officers and conveners of IMYM and the Monthly Meeting.
10. Encouraging Monthly and Regional Meeting financial support for those in need of financial help to attend IMYM and assisting the Monthly Meeting with arranging scholarships according to the procedure set out by the Monthly and Yearly Meetings.
Task Groups: Task groups to deal with key issues essential for planning the annual session and significant items of concern to Intermountain Yearly Meeting, identified by the Executive Committee, should be appointed by that committee, and may include members of Continuing Committee and other Friends from Intermountain Yearly Meeting. The task groups, where possible, should take their members primarily from a region, to facilitate travel and to lower costs. (CC 02/03-27)
Financial Arrangements: Travel expenses of representative members to the winter meeting are the responsibility of the appointing Monthly Meeting, Preparative Meeting or Worship Group.
The Yearly Meeting pays upon request the travel expenses of the ex officio members of the committee to the winter meeting of the Continuing Committee.
Regional Representatives of Young Friends to Continuing Committee are expected to travel to the winter meetings at the expense of their regional or monthly meetings.
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.
