Nominating Committee

 (Adapted from IMYM 99-4.2 and draft descriptions furnished by 2003 and 2004 Nominating Committee Clerks.  Recommendations of the IMYM Nominating Committee (01/28/05) are included.) 

Purpose:  The Nominating Committee provides nominations for Yearly Meeting appointments and maintains an ongoing record of representatives appointed by Regional and Monthly Meetings. 

The Committee should meet during the annual gathering and normally at least one other time during the year.  The number and times of the meetings will be determined by the nomination activity.  (IMYM 99-4.2) 

Membership:  Members are a clerk who is appointed by the Yearly Meeting and one representative from each Monthly Meeting.  The Clerk is an ex officio member of the Continuing Committee and a member of the Executive Committee.  (IMYM 99-4.2)  The Monthly Meeting representative is normally expected also to be a member of the Monthly Meeting's nominating committee.  (Recommended by IMYM Nominating Committee, 1/28/05)  The Clerk of the Nominating Committee is a member of the Executive Committee and ex officio to the Continuing Committee.  

Terms:  Three years for the clerk and members.  (See Note 1.) 

Responsibilities of the Committee include:

1.  Being familiar with the structure of Yearly Meeting and the functions of its leadership and administrative positions through attendance and participation at the Annual Gatherings.

2.  Identifying in the Monthly Meeting those individuals who demonstrate appropriate skills and talents, and appear willing to serve the Yearly Meeting’s various needs.

3.  Discerning with loving honesty and care the right match between person and position.

4.  Respecting confidentiality in all sensitive aspects of the nomination process.

5.  Providing each nominee with the position description and responsibilities from the current IMYM Guide to Operations, and the name and contact information for person or persons most recently in the position.  This information should be provided to the nominee as soon as possible after she or he has been selected by the Nominating Committee. (IMYM 03-08)

6.  Assisting individuals being considered for a position with both understanding the nature and responsibilities of the position and with obtaining clearness at the Monthly Meeting level.  (IMYM 03-08)

7.  Reporting to the midyear Continuing Committee the current nominations status and submitting for advance distribution a slate of nominees for consideration by the Yearly Meeting at the next annual session.

8.  Maintaining an ongoing, current record of all appointees serving the Yearly Meeting, including the representatives named by Regional and Monthly Meetings, along with terms and contact information. The Committee will name a contact person to receive this information and publicize the data-collecting process. 

9.  Maintaining on the Yearly Meeting web site a bulletin board of "Current Appointments" to assist Monthly and Regional Meetings, Senior and Junior Young Friends, committee clerks and others track appointments and anticipate vacancies.  The web page should also include instructions for reporting nominations and appointments to the clerk of the Nominating Committee.  (Accepted as a new responsibility by the IMYM Nominating Committee on 01/28/05) (See Note 2.) 

Executive and Continuing Committees:  The Executive Committee meets in late summer to evaluate the various aspects of the most recent annual gathering and begin planning for next year's annual gathering.  The Clerk of the Nominating Committee may be asked to submit a written evaluative report in advance of this Executive Committee meeting.  In its winter meeting a few months later, the Continuing Committee completes the planning for the next annual gathering.  The Nominating Clerk attends this meeting to report on the status of nominations and to receive instructions from the Committee.  The Yearly Meeting pays upon request the travel expenses to these meetings. 

Financial arrangements:  The Nominating Committee has a budget allocation to be used for the Clerk’s travel and incidental operating expenditures for clerical supplies, communications, etc.  Requests for reimbursement are submitted (normally by the Clerk) to the Treasurer.  The Treasurer should be consulted before incurring unusual expenses.  Travel expenses of Monthly Meeting representatives are borne by the respective Monthly Meeting. 

Travel expenses of representative members will be reimbursed by monthly meetings.    However, no monthly meeting should be denied participation because of financial limitations.  Monthly meeting requests for financial assistance should be made to the Continuing Committee, which in turn will provide guidance to the Finance Committee for funds required.  (IMYM 99-4.2) 

Notes and Concerns:

1.  The staggered terms called for in IMYM 99-4.2 are omitted on the recommendation of the Nominating Committee (01/28/05).  The staggered terms are impractical because each Monthly Meeting appoints independent of the others.

2.  Maintaining information on the web site directly by the Nominating Committee has not materialized.  Current practice is to submit appointments for posting on the web site without contact information.