Faith and Practice
 

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Part II: The Form of Government

Chapter 2—General Organization

Section 3—The Yearly Meeting

F. Yearly Meeting Boards

1. General Responsibility

The different types of work carried on by the Yearly Meeting are grouped under the various Boards, and provision is made within the organization of each Board for necessary activity in all those realms of responsibility which may be designated to it. Any new type of work is cared for, if at all possible, by assignment to an existing Board, rather than by creation of a new board. All Boards are responsible to communicate concerns regarding Yearly Meeting direction, goals, themes, speakers, etc. to the Long Range Planning Committee.

2. General Regulations

1. Guidelines for Board membership

1. Terms of Office

All Board members serve for a three-year term. Inactivity on the part of a member is cause for relief from responsibility after appropriate contact. Members may serve a maximum of three 3-year terms then enjoy a 1-year break before returning to the Board.

2. Limitations of Board membership

Yearly Meeting members should only hold one position of major responsibility on the Yearly Meeting level, realizing that the commitments of time, energy, and money required to successfully discharge the duties of these positions are large.

3. Friends Membership

All Board members must be active or affiliate resident members of a local church within RMYM.

2.  Composition

Each Board consists of as many members as are needed to fulfill their responsibilities. Each Board is free to choose resource persons to meet with them as consultants in an unofficial capacity. Ideally, coordinators are selected by the respective Boards from within Board membership, but may be selected from outside the Board if necessary.

3. Organization

Each Board shall organize itself with a vice-president, secretary, and coordinators to carry out Board functions. The Board president is named by the Yearly Meeting Nominating Committee. Each president and vice-president shall serve as representatives to the Executive Board. Each Board meets as a board and assigns duties within its division, but reports and recommendations developed within any division must be ratified by the Board itself. Each Board may name an alternate representative to Executive Board in case of the absence of one of the officers.

4. Meeting of the Boards

Boards meet whenever necessary, care being taken to give adequate notice to all members. Regular meetings are held in connection with the Yearly Meeting sessions and Mid-Year Board meetings.

5. Responsibility for Reporting

Each Yearly Meeting Board shall submit a written report for presentation of their Board’s ministry to the Yearly Meeting sessions. These reports shall be submitted to the Yearly Meeting Secretary no later than two weeks prior to the opening session of Yearly Meeting for inclusion in the Yearly Meeting information packet. Board presidents shall also be asked to remain in contact with the Ministries Coordinator during the year by way of monthly or bi-monthly reporting for accountability by whatever means decided upon.

6. Resignations or Vacancies

Resignation or vacancy of the Board President shall be filled by the Executive Board.  The Nominating Committee/Task Force shall be notified of any resignations or vacancies within a Board.

7. EFI/NA Commission Appointments

The Ministries Coordinator will work with Boards to ensure that necessary appointments of representatives are made from Yearly Meeting Boards to EFI-NA Commissions.

 3. Board of Spiritual Life Ministries

The  Board of Spiritual Life Ministries stands in a pastor-counselor relationship to the Yearly Meeting as a whole. The scope of the ministry and of the people’s response to it is a major concern. A capable and qualified ministry, a well-placed and congenial ministry, a dedicated and Spirit-filled ministry—to these urgent and sometimes desperate needs it must give consistent and serious attention. Those selected for membership must be individuals of personal spiritual depth, attentive to the voice of the Spirit as they endeavor to foster spiritual health throughout the Yearly Meeting. The Board holds primary responsibility for the pastoral and evangelistic work of the Yearly Meeting. It also adopts measures designed to encourage the exercise of gifts and talents in the service of Christ and the church, among which may be musical, artistic, instructional talents, and gifts in evangelistic and pastoral ministry of the Word.

1. Recording and Pastoral Care Coordinator

1. Oversees the procedures for recording the ordination of ministers who have exemplified gifts of ministry as outlined in the procedural handbook.

2. Remains in contact with all recorded ministers in the Yearly Meeting for encouragement and prayerful support.

3. Makes regular contact with Yearly Meeting pastoral staff for encouragement and prayerful support.

2. Prayer Coordinator

1. Oversees and coordinates the Yearly Meeting prayer network.

2. Develops leadership for and schedules the prayer team ministry.

3. Looks for and provides training for potential prayer team members.

3. Local Church Resources Coordinator

1. Provides a direct link with local church Spiritual Life Board chairpersons.

2. Encourages and provides training and materials for the following areas related to Spiritual Life Ministries: pastoral sabbaticals, membership, the ministry of elders, available conferences, pastors retreats, speakers for special meetings for worship and evangelism, and others.

4. Yearly Meeting Program Coordinator

1. Oversees the subcommittee for Music Ministry during Yearly Meeting sessions which includes the naming of a Director of Music, Accompanist, and person(s) to handle the sound system and set up for the various types of meetings.

2. Conducts follow-up communication with Yearly Meeting speakers as arranged by Executive Board and finalizes arrangements for travel, housing, etc.

3. Submits the necessary biographical sketch of Yearly Meeting speaker(s) to the editor of The Traveling Minute (the RMYM newsletter) by the appropriate deadline for inclusion in the Yearly Meeting informational issue. 

4. Board of Christian Education Ministries

The Yearly Meeting is convinced that a knowledge of the Word of God and an understanding of its application to daily life is essential in the winning of people to the Kingdom of God. Through this Board, the Yearly Meeting hopes to equip and encourage believers in their ministry for Christ. Areas of responsibility and personnel requirements include:

1. Youth Coordinator/Committee

1. The Youth Coordinator will oversee a Youth Committee, who is selected by the Board, and who will develop and coordinate the Yearly Meeting youth program (middle school through high school) throughout the year.

2. The Youth Committee will meet as needed during the year and is accountable to the Board by reporting.

3. The Youth Committee develops leadership among the youth by development of a Youth Executive Board with officers elected by RMYM youth. Their goals include, besides leadership development, having the input of the youth in the overall youth program.

2. Camp Coordinator/Committee

1. The Camp Coordinator will chair the Camp Committee, who is selected by the Board, and who will develop and coordinate the Yearly Meeting camping programs.

2. The Camping Committee will

• promote excellence in camping by sharing ideas and pooling resources and personnel to be more effective in the yearly meeting programs;

• promote the camping program throughout the Yearly Meeting;

• select and encourage Directors for each age-level camp;

• help the Directors in the selection of camp counselors, providing necessary forms, applications, and legal information;

• work closely with Quaker Ridge Staff to run effective, safe camping programs; and,

• make regular reports to the Board of Christian Education Ministries for accountability.

3. Yearly Meeting Program Coordinator

1. Develop, staff, and oversee a program for Junior Yearly Meeting.

2. Work with the Youth Committee regarding the Youth Yearly Meeting program.

3. Have schedules, staffing, and programs finalized by March, prior to each Yearly Meeting session. All information should be sent to the Yearly Meeting office for inclusion in The Traveling Minute (the RMYM newsletter).

4. Oversee the operation and staffing of a nursery for Yearly Meeting sessions.

5. Plan Sunday School for all ages during Yearly Meeting sessions.

6. Provide for Christian Education workshops and seminars at Yearly Meeting sessions.

4. Public and Private Education Coordinator

1. Act as a representative of RMYM in matters relating to institutions of higher education, i.e., Barclay College and George Fox University, and other educational institutions.

2. Encourage young Friends to attend Friends or other Christian schools and encourage the use and development of scholarship programs around the Yearly Meeting.

3. Notify churches and individuals of available scholarships and present guidelines for application.

4. Encourage participation for the cause of Christian witness in local school organizations such as PTA, school board membership, volunteerism, etc.

5. Discover ways to encourage and prayerfully support home schoolers within our Yearly Meeting.

5. Local Church Resources Coordinator

1. Provides a direct link with local church Christian Education chairpersons, the Yearly Meeting Board of Christian Education Ministries, and the Christian Education Commission of Evangelical Friends International/North America Region (EFI/NA).

2. Promote and develop projects relating to the Sunday school, teacher training and achievement awards, area workshops, summer ministry opportunities such as vacation Bible schools, and curriculum and promotion encouraged by EFI/NA Christian Education Commission and Consultant.

 5. Board of Stewardship Ministries

Implied in the concept of stewardship is not ownership, but oversight—the proper care of that which is owned by others and entrusted to those designated as stewards. It is a function not only of those appointed to the Board of Stewardship Ministries, but also of everyone. The Board seeks to promote the concept that something of value is of divine origin and ownership, committed to the care of humanity. That care may be negative and the resources dissipated; on the other hand, it may be thoughtful and devout, with results that honor God. With the cooperation of all members, as they conduct their own affairs with a deep sense of stewardship, the Board carries the responsibilities of the Yearly Meeting finances. The Yearly Meeting Treasurer shall serve as an ex officio member of the Board.

1. Budget Coordinator/Committee

1. The Budget Coordinator chairs the budget committee, which is selected by the Budget Coordinator in consultation with the Board.

2. The Coordinator receives the budget requests from the Yearly Meeting Boards and submits a proposed budget to the Executive Board at an appointed time during Yearly Meeting sessions. Approval of the Yearly Meeting financial program will rest with the Yearly Meeting in the regular sessions. Necessary revisions may be made by Executive Board during Mid-Year Board Meetings.

3. Determines and oversees a schedule for regular audits of the Yearly Meeting financial records.

2. Resource Sharing and Benevolence Coordinator

1. Keeps the Stewardship Board aware of individual or group needs that may be helped through resource sharing, by making the local churches or the Yearly Meeting aware through news articles, phone calls, etc.

2. May coordinate with the Social Action Coordinator on the Board of Out-reach Ministries to develop plans, goals, and vision for ministry development in this area.

3. Development and Fundraising Coordinator

1. Promotes the Yearly Meeting Budget throughout the Yearly Meeting.

2. Oversees any fundraising efforts which are attempted outside of the approved Yearly Meeting budget.

3. Oversees the education and promotion of effective stewardship through estates, wills, and other forms of giving.

4. Communications Coordinator

1. Oversees the production and quality of all Yearly Meeting publications.

2. Names the editor(s) for The Traveling Minute (the RMYM newsletter) and recommends the appropriate budget.

3. Names the RMYM Regional Editor for The Friends Voice (the EFI/NA newsletter).

4. Is a direct link with the Communications Commission of EFI/NA.

5. Develops links with local churches for the submission of local news for both publications.

6. Coordinates with the Yearly Meeting Secretary the editing, printing, and cost determination for the Yearly Meeting Minutes.

7. Works with the Long Range Planning Committee to review and update the Faith and Practice.

8. Collects and makes available through reporting and news releases, epistles and greetings from Friends around the world.

9. Oversees the writing of the Yearly Meeting epistle, to be presented near the close of Yearly Meeting sessions.

5. Local Church Resources Coordinator

1. Provides a direct link with local Stewardship chairpersons.

2. Furnishes stewardship aids to local meeting Stewardship chairpersons.

3. Collects information from local churches regarding their commitments to Yearly Meeting budgets (general and missions).

6. Archivist

1. The Archivist and his or her committee of two, who are named in conjunction with the Board, is responsible for maintaining the records of the Yearly Meeting, including minutes and other documents containing pertinent information, as well as other data. These records shall be in such a condition that they can be referred to by persons both within and from outside the Yearly Meeting.

2. The following guidelines should be followed:

• documents may be checked out on recognition, one at a time, with a signed request from the meeting presiding clerk;

• documents are to be returned to the Yearly Meeting safekeeping facilities within thirty (30) days;

• exceptions to the two previous guidelines would require a minute from the local meeting and approval by the Archive Committee.

• when any document is mailed, it should be handled carefully and sent by certified or insured mail.

3. The archivist is responsible for the maintenance and preservation of the records in his or her keeping and, at his or her discretion, may exempt documents from checkout procedure if fragile conditions warrant such measures.

4. Establish and maintain Retention Policy.

7. Trustees

The Board of Stewardship Ministries shall appoint six members of the Yearly Meeting to serve as trustees of the Yearly Meeting. The Board shall pay careful attention to the qualifications necessary for individuals to act as Trustees on behalf of the Yearly Meeting, i.e., expertise in the areas of business and stewardship, maturity in their relationship with Christ and with people in the Yearly Meeting, knowledge and understanding of the guidelines and principles of the Yearly Meeting as stated in the Faith and Practice and the Articles of Incorporation, etc. Trustees will:

1. Inspect and perfect, or cause to be perfected, when necessary, title to land and other estates belonging to the Yearly Meeting.

2. Attend to the appropriation of charitable legacies and donations when necessary.

3. Hold title to all real estate of the Yearly Meeting.

4. In cases where meetings are not incorporated, hold their property in trust for the local meeting.

5. Invest all funds held in trust with the Yearly Meeting for mission fields, individual meetings, or any other stipulations made by the donor.

6. Administer the Building and Loan Fund with the help and advice of the Board of Outreach Ministries.

7. Oversee the funding and administration of the Development Fund according to its guidelines.

8. Be the official legal representatives for the Yearly Meeting regarding the signing of official documents for the procurement of loans, lines of credit, or other financial arrangements that may be useful in the furtherance of the ministry of the Yearly Meeting.

9. Stay abreast of current information/legislation, which could affect properties and assets.

8. Pension Trustees

Pension trustees for the pastoral retirement fund shall be named by the Board of Stewardship Ministries. Three trustees shall be named for 3-year terms, with one trustee rotating off each year. A pastoral delegate shall be named to serve in an ex-officio capacity.

6. Board of Outreach Ministries

"Go ye" —these were the parting words of the Master as He left the earthly scene. But He added the reassuring words, “I am with you always.” It is with this sense of outreach and the consciousness of divine presence and guidance that the true disciples of Christ are moved to reach out to people of every culture, both far and near. The vision and concern must be kept clear and compelling: the Board of Outreach Ministries endeavors faithfully to foster interest and responsibility in mission and service as it administers the program of the Yearly Meeting. It seeks to extend the Gospel ministry into neglected areas of city and countryside.

1. Home Ministries Coordinator

1. Projects and advances the Yearly Meeting program in new unchurched areas of our populace, challenging the Yearly Meeting with the need and possibilities in the field of church planting and meeting extension.

2. Interviews candidates for church planting sites, researches needs of the area, and recommends the direction for ministry.

3. Recommends disbursement of the Building and Loan Fund to the Board of Stewardship Ministries according to the fund guidelines.

2.  Social Action Coordinator

1. Educates and guides the Yearly Meeting on moral issues and social action.

2. Encourages service and benevolence in care for the aged and underprivileged.

3. Encourages service and benevolence in cooperation with relief organizations.

4. Encourages activity in legislation, voting, and stirring social consciousness.

5. Receives reports from various organizations supported by the Yearly Meeting, i.e., Where Grace Abounds, Friends Disaster Service, etc.

6. Teaches and encourages the Friends Peace Testimony.

3. Friends Disaster Service Coordinator

 

4. Local Church Resources Coordinator

1. Provides a direct link with local church Outreach chairpersons.

2. Encourages Outreach Ministries not only within local churches but among local churches of the Yearly Meeting.

7. Board of Missions Ministries

1. Education Coordinator

1. Works with Evangelical Friends Mission (EFM) as a liaison to the Board, especially regarding the general oversight of Rough Rock Friends Mission, but with concern and support for the worldwide ministry of EFM as well.

2. Direct link with the Missions Commission of EFI/NA for disbursement of information to the Yearly Meeting and to make missions educational materials available to local churches through the Yearly Meeting.

3. Encourages potential candidates in the area of missions involvement with EFM.

2. Fundraising Coordinator

1. Is actively involved in the raising of the Yearly Meeting missions budget.

2. Oversees special projects or special offerings for missions, keeping in mind the needs in overall giving in the Yearly Meeting.

3. Resource person for the development and encouragement of Faith Promise programs throughout the Yearly Meeting.

3. Friends Women Representative

Serves as an ex-officio member of the Board to provide a link with the work of Rocky Mountain Friends Women.

4. EFM Men Representative

Serves as an ex-officio member of the Board to provide a link with the work of EFM Men.

5. Local Church Resource Coordinator

1. Provides a direct link with local church Missions chairpersons or contact persons.

2. Provides information regarding the availability of missionaries on deputation or for special services.

8. Board for Quaker Ridge Ministries

1. Camp Development Coordinator

1. Responsible for development and policies regarding the management and expansion of Quaker Ridge Camp and Conference Center.

2. Works with the Executive Director, reporting all necessary information to the Board.

3. Pursues with the appropriate staff member areas of marketing and fundraising, which will benefit the ongoing ministry of the Camp.

4. Works with the Executive Director on site development and needs of the physical plant and properties.

2. Program Coordinator

1. Researches and develops specific types of program offerings that the Yearly Meeting might sponsor, i.e., pastoral retreats and get-aways, marriage enrichment seminars, community meetings, etc.

2. Is aware of general scheduling of Camp facilities.

3. Staffing Coordinator

1. Works with the Executive Director to determine need for camp staffing, develop policies and guidelines, and pursue potential staff members

2. Works with the appropriate staff member to schedule Bible studies and ministry to summer youth staff.

4. Local Church Resources Coordinator

1. Provides a direct link with local church contact persons.

2. Encourages participation for camp workdays and special camp programs.

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