Advocate for Persons of Differing Abilities and Kitchen Liaison
(07/24/07)
(Position created by IMYM 96-4. Description prepared in consultation with Betsy Clark, Advocate for 2003-2005)
The Advocate for Persons of Differing Abilities and Kitchen Liaison identifies the mobility, housing, communications and other needs of those having differing abilities who register for the annual gathering, and works with the host institution and Yearly Meeting personnel to meet those needs. The Advocate also serves as liaison with the host institution and its food staff to facilitate a smooth, effective food service for the annual gathering.
Appointment: The Advocate for Persons of Differing Abilities and Kitchen Liaison is appointed for a three year term beginning at the rise of an annual session. The responsibilities for this position can be divided into two activities, and thus the position is suitable for two people to share.
Responsibilities of the Advocate for Persons of Differing Abilities include:
1. Receiving from the Registrar in May a list of the mobility, housing, communications and other needs of those having differing abilities who register for the annual gathering. It may be appropriate to consult directly with such registrants to learn details about their needs and to encourage continuing communication as desired.
2. Arranging with the Registrar, Coordinators of Operations, Worship Sharing, and Interest Groups and Seminars, and other Yearly Meeting personnel as appropriate to meet the identified needs of registrants.
3. Facilitating special needs as they arise, including maintaining a prompt-response messaging arrangement, traditionally using the Registration/Operations center.
4. Monitoring as appropriate the well-being of the attenders with differing abilities to see that their needs are being met.
5. Obtaining and evaluating responses on the annual gathering evaluation form and planning needed improvements for future annual gatherings.
Responsibilities of the Kitchen Liaison include:
1. Obtaining from the Registrar estimates for the number of vegetarian meals and Sunday bag lunches needed and communicating this information to the host institution's food service manager.
2. Prior to the annual gathering, reviewing with the food service manager the current food service practices to allow the preparation of announcements, posters, communication needs, etc.
3. Preparing posters reminding attenders of dining room practices.
4. During the annual gathering, meeting with the food service manager daily to review meal counts and practices, and share concerns as needed.
5. Arranging for the monitoring of head counts or other measures as needed for management of the meal count.
6. At the conclusion of the annual gathering, reviewing with the food service manager the overall effectiveness of the food service from the perspectives of the host institution and the attenders, and planning needed improvements for future annual gatherings.
7. Obtaining and evaluating responses on the annual gathering evaluation form and planning needed improvements for future annual gatherings.
Statement to Monthly Meetings Regarding Help (for Registration Packet): Adopted by Continuing Committee, Jan. 2005
“This year at yearly meeting we are asking friends from each meeting to assist those from their meeting who have special needs related to differing abilities. It has been noted that the monthly meetings seek an appropriate role in assisting attenders at annual gathering with their differing abilities needs. This may include consulting with the Advocate about specific needs and how they are being addressed and identifying attenders from the local Meeting to provide assistance at the annual gathering. It has been noted that individuals from the person’s own Meeting are often better able to provide unobtrusive support. There my be times when a Monthly Meeting will need assistance from the wide group. Sometimes those with special needs do not inform their monthly meetings of plans to attend the annual gathering. Prior to yearly meeting the registrars will send information to meetings about who is coming to IMYM from their meeting so that the meeting can figure out who might assist whom and what assistance may be needed from the IMYM via the advocate for Persons with Differing Abilities.”
Statement Regarding Dietary Options (for Registration Packet): Adopted by Continuing Committee, Jan. 2005
“Ghost Ranch will continue to offer dual selections for vegetarians and omnivores, soy milk, and a salad bar. Persons requiring special foods and supplements should be advised to bring her or his own supplies. If this does not meet the needs, she or he should speak with the IMYM kitchen liaison ____________ who is the only one authorized to discuss concerns with the kitchen."
Helpful Posters for Dining Hall:
The following tactful posters are useful: (Abbreviate the wording as appropriate.)
1. No meetings in the dining hall outside of the specific dining hours. (Interferes with cleaning the dining hall.)
2. Before eating, remove dishes from the tray and take tray to the tray stand.
3. Return dishes to kitchen promptly after eating. Then return to table for lingering conversation.
4. Help busy, overloaded, tired parents, children, others with their dirty dishes.
Take only one entrée plate. The plate count determines the kitchen's meal count.
Continuing Committee: In its winter meeting, the Continuing Committee completes the planning for the next annual gathering. The Advocate for Persons of Differing Abilities and Kitchen Liaison attends this meeting. The Yearly Meeting pays upon request the travel expenses to the meeting.
Financial Arrangements: The Yearly Meeting pays the expenses of the Advocate for Persons of Differing Abilities and Kitchen Liaison to the annual session as needed. (See the Guide page Who Pays IMYM Travel.) Incidental operating expenditures for clerical supplies, communications, etc., are reimbursed. The Treasurer should be consulted before incurring unusual expenses.
