Responsibilities for Arrangements with Ghost Ranch

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Intermountain Yearly Meeting’s Relationships with Ghost Ranch

 1.   The Liaison with Ghost Ranch facilitates the activities of the Yearly Meeting’s various officers, clerks, coordinators and staff with Ghost Ranch management and staff.  The Liaison is a member of the Yearly Meeting’s Finance Committee and obtains information from Ghost Ranch needed for the committee’s negotiations and rate making.  The Liaison provides a point of contact for Ghost Ranch management whenever it needs information about Intermountain Yearly Meeting.  Several visits to Ghost Ranch are made during the year.  During the Annual Gathering, the Liaison convenes a meeting of principals from the Finance Committee and Ghost Ranch management to begin preparation for the next Annual Gathering a year hence.  The Liaison attempts to keep abreast of changes in Ghost Ranch management and staff responsibilities and their organization that affect the planning and operations of the Yearly Meeting’s Annual Gathering.  The Liaison prepares reports on correspondence to record agreements arrived at.  

2.   The Finance Committee is responsible for:

a.  negotiating with Ghost Ranch the best appropriate prices for

                        (1) accommodations (beds with meals, camping and meals),

                        (2) support of the Yearly Meeting’s youth program and for providing specialized       camp experiences and

                        (3) other pertinent charges

b.  translating the Ghost Ranch charges into a detailed  rate structure to be charged participants as approved by the Continuing Committee.

c.  having a  designated member of the Finance Committee review the final bill before payment by the Treasurer. 

3.   The Registrar and Operations offices are responsible for making the arrangements with appropriate Ghost Ranch staff for

a.   registering participants, assigning accommodations, and collecting information from participants as needed for coordinators of activities of the Annual Gathering,

 b.   appropriate meeting places, and

 c.   use of Ghost Ranch facilities, equipment and appropriate vehicles. 

4.   The Kitchen Liaison is responsible for working with the Ghost Ranch food service unit to assure they are informed on participant meal needs, including allergies and other dietary needs. 

5.   The Advocate for Persons of Differing Abilities (who may also be the Kitchen Liaison) is responsible for working with Ghost Ranch staff to alleviate conditions that may interfere with the participation of differently-abled people. 

6.   The coordinators of the Yearly Meeting’s Youth Programs (the Children’s Yearly Meeting, the Junior Young Friends and the Senior Young Friends programs) are responsible for initiating planning discussions following the winter Continuing Committee meeting, and for keeping the Ghost Ranch Program Office informed of their schedules and pertinent needs for their activities during the Annual Gathering.  The Coordinators, with their clerks and co-clerks, engage with the various leaders of the Ghost Ranch Program Office during the Annual Gatherings to assure their joint needs are met. 

            (Note:  It is recommended that a Youth Program Coordinator for the Yearly Meeting be named to be responsible for coordinating all youth programs and assure arrangements with the Ghost Ranch Program Office are initiated and carried out appropriately.) 

7.   The Coordinator of Interest Groups also has the responsibility for planning, obtaining leaders for, and arranging the seminars of the first three days of the Annual Gathering.  In this planning, the Coordinator works with the Ghost Ranch staff person in charge of planning the Ghost Ranch short courses held at the same time.  The Coordinator, for assistance in the early days, also works with the Coordinator of Operations, Registrar, coordinators of the Yearly Meeting’s Youth Programs and the Ghost Ranch staff person in charge of the youth activities.  

Note: This statement of responsibilities is intended to reflect the minute from IMYM-2004 establishing the Liaison person as a member of the Yearly Meeting’s Finance Committee, and the history described in the list of documents and reports appended to first draft of this statement dated 06-10-04.

The date of this draft statement is 04-25-05.