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Executive Committee

(9/24/07)

(Adapted from 1998 Guide to include current practice.) 

Purpose:  The principal purposes of this committee are to (1) carry forward work as per instructions of the Yearly Meeting and Continuing Committee from the most recent annual session; (2) evaluate the various aspects of the most recent annual gathering; and (3) begin planning for next year's annual gathering and the mid-winter Continuing Committee meeting.  The Executive Committee is advisory to the Clerk of Yearly Meeting, although its actions are minuted as a part of the Yearly Meeting's record.  

Membership:  Membership largely reflects the programs and activities of the annual gathering and its administration.  The following appointees are members of the Executive Committee (1998 Guide):

  • Clerk of Yearly Meeting
  • Recording Clerk of Yearly Meeting
  • Clerk of Continuing Committee
  • Registrar
  • Treasurer
  • Clerk to Finance Committee
  • Coordinator of Operations
  • Coordinator of Worship Sharing
  • Coordinator of Interest Groups and Seminars
  • Clerk of Senior Young Friends
  • Coordinator of Children’s Yearly Meeting
  • Coordinator for Junior Young Friends
  • Coordinator for Senior Young Friends (FAP)
  • Clerk to Ministry and Counsel Committee
  • Clerk to Faith and Practice Committee
  • Clerk to Nominating Committee (IMYM 99-4.2)

Members of this committee serve as ex‑officio members of Continuing Committee and are expected to attend its winter meeting to report on your planning and to receive instructions from the Committee. 

Responsibilities of the Committee include:

1.  Meeting in late summer to evaluate the recent annual gathering and planning for the next gathering, including identifying issues needing consideration by Continuing Committee.  Members may be asked to submit written reports in time for distribution before meeting.

2.  Carrying out administrative instructions by the Yearly Meeting and Continuing Committee.

3.  Requesting special meetings of the Continuing Committee or the Yearly Meeting as required.

4.  Providing oversight for the website. (IMYM 05-06)

5.  Providing oversight for the Committee on Procedures.  (IMYM 05-06) 

Who Attends the Executive Committee Meeting:  Those positions involving two or more people normally may be represented by only one to conserve time and resources.  In certain cases, additional participation may be desirable from a program perspective.  The Clerk may invite other participants where warranted to carry out the Yearly Meeting's business.  

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:  The Yearly Meeting pays upon request the travel expenses for any participant in the Executive Committee meeting.  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.