Liaison for Facilities

Purpose: The Liaison for Facilities works with the facility staff and Yearly Meeting appointees to facilitate the annual gathering, including serving as a point of contact between the two organizations. 

Appointment: The Liaison for Facilities is appointed by the Yearly Meeting for a three year term.  (EC 2009.06 Executive Committee approves changing the Ghost Ranch liaison position name from Ghost Ranch Liaison to Liaison for Facilities and approves a three year term for that position.) The Liaison is a member of the Executive Committee and an ex officio member of the Finance Committee for the purpose of assisting with financial arrangements with the facility. 

Responsibilities of the Liaison for Facilities include:

1. Obtaining facility information needed for the Finance Committee’s contract negotiations and rate structuring, including rate policies affecting budgeting for future gatherings, and assisting the Finance Committee in decision-making and communication as needed.  The Finance Clerk serves as the contract authority for the Yearly Meeting.

2. Arranging and conducting planning meetings between facility staff and Yearly Meeting principals, usually held during the Annual Gathering and in November to prepare for the next annual gathering. The November meeting should involve the Finance Clerk, Operations and Registrar personnel, and key facility staff.

3. Keeping abreast of changes in facility staff and policies that affect the planning and operations of the Yearly Meeting’s Annual Gathering.

4. Creating detailed records of agreements and arrangements and notifying the Executive Committee, Finance Clerk, and IMYM Treasurer of such.

5. Supporting working relationships between facility staff and yearly meeting principals by coordinating communications, assisting with problem-solving as needed, and maintaining a general awareness of planning and operations issues.

6. Assisting the Executive and Continuing Committees in planning and problem-solving.

7. Visiting the facility during the year as needed to maintain a close working relationship between the staff of both organizations. 

Specific Coordination Activities:

1. Establish working relationships with Ghost Ranch staff, including Executive Director, Director of Guest Services, and other staff responsible for required services – including housekeeping, maintenance, garage, front desk, campground, nurse, children’s program, kitchen and transportation.  Monitor Ghost Ranch’s organization and personnel changes.

2. Assist Ghost Ranch and yearly meeting personnel with communications as needed.

3. Assist the yearly meeting’s registrars and operations teams during the early days as needed.

4. Represent the unique, symbiotic relationship between Ghost Ranch and IMYM so as to encourage achieving our shared goals and common values through understanding and cooperation. Encouraging financial support of Ghost Ranch by annual giving and estate planning is an appropriate activity for the Liaison. 

Financial Arrangements:  The Yearly Meeting pays the expenses of the Liaison for Facilities to meetings of the Executive and Continuing Committees, and to the annual session as needed.  (See the Guide page Who Pays IMYM Travel.)  Expenses for additional required travel to Ghost Ranch will be reimbursed as needed.  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.