Coordinators of Operations

(Adapted from 1998 Guide, with August 2005 review by Tom Kowal.) 

The Coordinator of Operations coordinates logistical and communications needs of the annual gathering in coordination with the Registrar. 

Appointment: The Coordinator of Operations is appointed for three year terms beginning at the rise of an annual session.  Current practice is rotating terms for overlapping service.  The Coordinator in the second year of service takes the lead role and is a member of the Executive Committee.  The Coordinator of Operations is a member of the Executive Committee and ex officio to the Continuing Committee. 

Responsibilities of the Coordinator of Operations include:

1.  Coordinating logistical and communications needs of the annual gathering in cooperation with the Registrar and Ghost Ranch staff.

2.  Assisting the Registrar in preparing and distributing the program and registration materials.

3.  Working with the Registrar, Ghost Ranch staff, and the Advocate for Persons of Differing Abilities, to arrange for meeting rooms and places, equipment, and special services, including provision for full accessibility for physically challenged attenders (including those with wheelchairs, hearing impairments, and difficulties with mobility and comfort under rigorous conditions).

4.  Providing announcements and notices at the annual gathering as needed, and a message center for phone and postal communication for attendees.

5.  Coordinating on-site transportation for people with mobility restrictions.

6.  Providing a lost and found service.

7.  Assisting all Friends with the health and safety aspects of the annual gathering.

8.  Before and after the annual gathering, collecting and transporting equipment and supplies for the Registrar, Children's Yearly Meeting, SYF and JYF programs, doll project, and other programs, between program sites and the Ghost Ranch storage area (currently the Executive Director's residence). 

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 Coordinator of Operations 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 Coordinator of Operations attends this meeting to report on plans for the upcoming gathering and to receive instructions from the Committee.  The Yearly Meeting pays upon request the travel expenses to these meetings. 

Financial Arrangements:  Incidental operating expenditures for clerical supplies, communications, etc., are reimbursed.  The Treasurer should be consulted before incurring unusual expenses.