PART 2, COMMITTEES, FUNCTIONS, ETC.

(NOTE: Revisions to some of this material, including the Events/Deadlines Calendar and Clerk and Committee Guidelines, have been approved. The new versions may be found here: in HTML, PDF, and RTF formats.)

YEARLY MEETING EVENTS/DEADLINES CALENDAR

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Guidelines for Clerks

See note, above, for current information on this section.

Developed in 1973, revised in 1984, 1998, and 2006

(Note: the term Meeting is to be understood as referring to Summer, Fall, and Spring business sessions unless otherwise specified.)

1. Before each session begins, the presiding clerk should provide the recording clerk and reading clerk with an agenda, which should include the names of all persons who are likely to be recorded in the minutes: the person reading the epistle, Friends to be introduced, and those who will be presenting reports. The reading clerk should likewise give to the recording clerk all material after it is read: travel minutes, memorials, nominations, and so on.

2. The day, date, time, and number in attendance of the session appears at the beginning of the minutes but does not have to be a separately numbered minute.

3. Each minute is separately numbered and covers a single identifiable topic. It is important that numbers be carefully kept in sequence, and for this purpose recording clerks must be mindful of their responsibility to inform the clerk who is recording the following session of the exact number of the minute with which that session will begin. (Remember to include and number the last minute: “The minutes of this session were approved.”)

4. Minutes record primarily the formal actions of the Meeting. Routine matters are recorded succinctly, reports are normally abstracted rather than repeated verbatim, and discussion from the floor is summarized so as to do justice to the general flavor of the points of view expressed, but in a concise form. The names of individuals expressing particular opinions are not recorded in the minutes. Announcements are not minuted.

5. The first minute normally records the worship that begins the session: “The Meeting opened with a period of worship.” “The 297th session of New York Yearly Meeting opened with songs of praise.”

6. Introduction of visiting Friends: “The following Friends were introduced: . . .” The clerk should provide the list of names, along with the yearly meeting, organizational affiliation, or other appropriate identification of each Friend.

7. Travel minutes: “The reading clerk read minutes of travel for . . . The Meeting instructed the clerk to endorse these minutes of travel.” All such travel minutes read at the same time should be recorded as a single minute.

8. Epistles: “Dorothy Livingston read the Epistle from Intermountain Yearly Meeting . . .” followed by a phrase or sentence (perhaps directly quoted) expressing a major point or two of the epistle.

9. Memorials: “The reading clerk read a memorial minute for . . . This minute will be filed with New York Yearly Meeting records.” The minute should include the Monthly Meeting of the deceased Friend, the meeting forwarding the memorial (the two may be combined if identical), a brief extract from the memorial, and a note of the response of the Meeting, if significant.

10. Nominations: “Nominations for the following committees were approved: . . . (See Friends under Appointment.)” Individual Friends are not named in this minute: The slates as submitted by the Nominating Committee are appended to the minutes. Only when an appointment represents an addition to a committee for which appointments have already been added is the name noted separately (this is the normal case at Fall and Spring Sessions). Nominations are usually presented at the session at which the committee is scheduled to report. However, if the slate is not complete, it is better to postpone the presentation until it is. It is vital that the slate include the name of the meeting in which each nominee holds membership. If a nominee is not a member of New York Yearly Meeting, this fact must be stated, and the Meeting must approve that individual separately: “The Meeting specifically approved the appointment of Dwight Spann-Wilson, of New England Yearly Meeting, to the Prisons Committee.”

11. Resignations: “The following resignations were accepted: . . .” (not “approved”).

12. Reports of committees or other groups are normally summarized concisely rather than reproduced verbatim. In abstracting such reports, it is extremely helpful if the recording clerk can obtain a written copy of the report from the person presenting it, preferably in advance.

13. The minuting of the report is sufficient evidence that it has been presented. The minutes should never record that a report was received, approved, or noted “with appreciation.” If it is used for some reports only, it signifies that we do not appreciate the others.

14. Interim financial reports are summarized like any other. Final financial reports are normally included in the minutes verbatim. Such reports are normally already printed, and a copy can simply be attached to the minutes.

15. Budget requests arising from the Meeting itself (and not in conjunction with the annual budget as approved at Fall Sessions) are usually minuted as requests and not as directives: “The Yearly Meeting asked the Financial Services Committee to consider an increase in the contribution to . . .” There are exceptions when the Meeting “directs the treasurer to pay out of contingency funds the sum of . . .” or “asks the Financial Services Committee to provide a means of paying travel expenses for . . .” but these are relatively rare.

16. Texts of proposed minutes are not recorded in their draft form, but only in the form in which they are finally approved: “The Prisons Committee presented a proposed minute on capital punishment, which was discussed at considerable length [a summary of the discussion may be included], amended, and approved as follows: . . .”

17. Each action of the Meeting is minuted separately. In exceptional circumstances where actions are closely related, they may be numbered, for example, 7A, 7B, 7C.

18. The minute of each Yearly Meeting action should normally include all the following information:

1. source: committee letter, individual
2. subject: including discussion, if pertinent
3. sense of the meeting: approval, agreement, support without approval, referral, postponement, rejection
4. action authorized: clarity is absolutely essential
5. who is to act: committee, clerk, staff, individual
6. when action is to happen: deadline
7. where to send it: if other than back to the Meeting

19. The draft minutes of each session are read at the end of the session for corrections and final approval. The clerks should be sure that corrections (where substantive) have the approval of the entire meeting and are not just the whims of vocal individuals. Technically, drafts do not become minutes until they are approved.

20. Promptly at the end of each session, the recording clerk will prepare printed copies of the minutes. The recording clerk is responsible for verifying that all documents referred to in the minutes (nominations; financial reports and other reports that are to be published in full; epistles of Yearly Meeting, Junior Yearly Meeting, and High School; and so on) are physically attached. Copies of travel minutes should be given to the clerk for endorsement.

21. As soon as the minutes of a session are printed, the reading clerk for that session will review them and identify decisions of Yearly Meeting calling for action by individuals or committees. The reading clerk will give copies of such minutes promptly to the individual or committee clerk responsible for action. The reading clerk will provide this information for “list of action minutes.”

22. Before leaving Summer Sessions, the clerk and the recording clerks will jointly review the entire set of minutes for proper numbering, removal of duplication, correction of typographical errors and misspellings of names, and misinterpretations that persist in spite of Meeting approval. The clerks should agree on any change made to assure that rewording does not in any way change the sense of the Meeting’s decisions. All clerks then sign the original copy of each session’s minutes, which becomes the official record of action of the Meeting. This signed copy and electronic version(s) are delivered to the Yearly Meeting staff for publication. The copy is kept by the clerk as a backup.

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ON SERVING AS A NAMED REPRESENTATIVE

(Note: This section also applies to those named by the Yearly Meeting to other Friends’ bodies.)

Spring and Fall Sessions transact business for the Yearly Meeting between its annual Summer Sessions. In order to encourage participation that reflects the whole body of the Yearly Meeting, monthly meetings appoint named representatives. All Friends are encouraged to attend Fall and Spring Sessions, whether or not they are named representatives.

Fall and Spring Sessions carry out instructions given by the Yearly Meeting and continue work on the business of the Yearly Meeting. They may act for the Yearly Meeting on any matter, except that they may not make changes in Faith and Practice or issue a statement of faith. Fall Sessions provide for an annual budget for the Yearly Meeting and accept covenant donations for collection from regional meetings.

Each session begins with a meeting for worship, which allows everyone to settle into the sense of one body gathered to worship, with a concern for business matters. There are usually two or three plenary business sessions. Many committees take the opportunity to schedule meetings at the time of Fall and Spring Sessions, and others are welcome to sit in. Sitting in on meetings is a way to keep in close and sympathetic touch with the committees of the Yearly Meeting, which is one function of these Sessions.

Business sessions at Fall and Spring Sessions are conducted according to Friends’ practice, in worship, as a search for the Light of God in each situation. Spiritual and practical preparation are important, as is openness to new insight and understanding. The usual guides to participation are helpful: Be ready to speak if needed, once to an item; be ready not to speak; help to maintain the quiet of worship so that truth can be heard.

All present participate in searching and finding the sense of the meeting. There is an expectation that named representatives will be well acquainted with the spirit and attitude of their own meetings. It can be helpful to the whole body to hear differences articulated in the course of a search for unity. It is important, however, to make a clear distinction between Friends’ representative system and a delegate system. In a delegate system a duly appointed delegate is empowered to speak and vote for her or his local group, and delegates can be instructed ahead of time how to vote on an issue.

In the Friends’ representative system, the primary purpose of the business meeting is to seek and to discover the Yearly Meeting’s response to God. No decisions are predetermined, by a hierarchy or by local meetings. Representatives may usefully report discussion of issues or minutes adopted by local meetings, but they are not there to “vote” on behalf of nor to represent the interests of their meetings. The allegiance of all Friends is to the truth.

The best interest of all Friends is served by paying attention to God. We conduct our business by engaging in corporate worship and opening ourselves to instruction by that of God in ourselves and others.

Named representatives have particular responsibilities:

• to attend Fall and Spring Sessions, or see that their Meeting appoints an alternate
• to prepare and participate in business sessions as a seeker after truth
• to serve as a link between local meetings and the wider body of the Yearly Meeting, including reporting at home on what happened at the sessions

To carry out these responsibilities, a named representative needs to have a copy of the current Yearbook.

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COMMITTEE GUIDELINES

See note, above, for current information on this section.

A. CLERKS

It is not intended that there be any rigid pattern of committee organization to which all committees are required to adhere. Nevertheless, experience has suggested certain guidelines.

Officers

Committees have a clerk and a representative to their section coordinating committee (who may or may not be the clerk), and usually a recording clerk. A few have a financial secretary and other appointees for whom experience has shown a need. Some have representatives to other committees such as Sessions or the Sharing Fund.

In advance of Yearly Meeting sessions, the Yearly Meeting office sends each committee clerk a form indicating appointments to be made by that committee and asking for names and phone numbers of the appointees.

Selection of Officers & Other Appointees

Some committees, often those representing separately incorporated bodies such as Oakwood Friends School or Powell House, decide on officers for the next year at a designated annual meeting. All others usually have a meeting at Summer Sessions for the specific purpose of organizing for the new year and including new members just approved by Yearly Meeting. It is helpful and time-saving to appoint an internal nominating committee in the spring that will report at Summer Sessions and make recommendations for clerk, representative to the coordinating committee, and as many other appointees as possible. The Yearly Meeting office should be informed of the names of officers before the end of Yearly Meeting sessions so that this information may be included in the Yearbook.

In some cases, committees may find it useful and desirable to delegate specific parts of their responsibilities to subcommittees that may be able to act effectively and quickly in the areas assigned to them.

Responsibilities of clerks

The duties, organization, and usual meeting times and places of each committee are described in this Handbook. Responsibilities of the clerk not indicated there are outlined below:

Committee Records and Expenditures

1. The clerk sees that committee minutes, records, and resource materials, including a copy of this Handbook, are maintained in a form that can be transmitted to succeeding officers. The clerk sends copies of all minutes to members, to the Yearly Meeting office, except when clearly inappropriate, and to the coordinating committee clerk.

2. The clerk (or designee such as treasurer) authorizes expenditures of funds allocated to the committee. Reimbursement forms are available from the Yearly Meeting office. The Yearly Meeting treasurer advises committees on bookkeeping procedures. (See specific guidelines on committee financing and travel expense, pages 76–77 [previous version], and the Finances section of committee descriptions.)

Representation of the Committee

The clerk is:

1. invited to attend the Sessions Committee planning weekend and/or communicate with the Sessions Committee
2. expected to attend the March weekend meeting of all coordinating committee members of all sections, or to ensure that the committee is represented by another member
3. encouraged to attend the budget weekend

Summer Sessions

In March, each clerk is asked by the Yearly Meeting office to respond to certain questions or requests:

1. committee meetings at Summer Sessions: number and time
2. interest groups at Summer Sessions: number, topic, and responsible person
3. annual report of the committee: due by May 1 for Advance Reports
4. annual financial report of committee: due by April 1, for Financial Services Committee
5. budget for next year: draft budget request for Coordinating Committee weekend, preliminary budget request due in July

Fall and Spring Sessions

Clerks are asked well in advance if they wish to have a committee meeting at the time of these sessions.

Yearly Meeting Resources Available to Committees

Space in Yearly Meeting Office

Clerks wishing to use the office at 15 Rutherford Place for evening or weekend committee meetings should consult Yearly Meeting Office Use, page 81 [earlier version].

Staff Services

Staff services may be available for specific section projects. Contact the associate secretary.

Yearbook

The Yearbook is published in the fall of each year. It contains the minutes of the most recent Summer, Fall, and Spring Sessions, annual reports of committees, lists of committee members and their addresses, and names and addresses and officers of all monthly and regional meetings as well as of the Yearly Meeting.

Coordinating Committees

Coordinating committees and their clerks are available to advise and support the committees within their respective sections.

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B. COMMITTEE FUNCTIONS

Representation at Section Coordinating Committee Meetings

Since the coordinating committees must make broad decisions that affect the whole section, it is essential that each committee be represented at all Coordinating Committee meetings.

The Spirit of the Committee Meeting

clerks should try to foster a religious fellowship within the committee. Wherever possible, meetings should begin with a time of worship and sharing rather than a token momentary silence. Committees should meet regularly and as often as their duties require. In this way, they will be able to consider their business responsibly and their members, through regular opportunities for work and worship together, can come to “know one another in that which is eternal. ” Committee membership should be large and broad enough to reflect the Yearly Meeting as a whole. However, even when a committee is small, its work should reflect the thought and leadings of several Friends and should not be the work solely of its clerk.

A clerk should not be reluctant to recommend that a committee be laid down if its work is done or if its members have lost interest. When a clerk finds that committee meetings are poorly attended, this should be taken as a warning that something is wrong, and guidance should be sought from the Coordinating Committee.

All action of Yearly Meeting committees should be the result of a corporate seeking of unity in the manner of Friends, under guidance of the Spirit.

Criteria to be Applied in Considering Action

1. Does this project have its basis in the spirit and teaching of Friends? Is it something we are led to do by the Spirit and that we are committed to?
2. Is this something that needs to be done by New York Yearly Meeting rather than by a monthly meeting or some other Quaker group? Does it fall within the committee’s functions as defined by the Yearly Meeting? Is there any other Yearly Meeting committee that would more appropriately carry out the project?
3. To what extent does the project have the possibility of receiving support and participation from monthly meetings of New York Yearly Meeting and of Friends outside the committee?
4. Is this something that will help and educate others?
5. Is this something that is realistic, given our resources? Are people available who are willing to carry out the concern?
6. Is there a clear plan of action?

When hesitations on these questions are expressed, the appropriate coordinating committee should be consulted before the project is undertaken.

Forethought and judgment are also important in another area. Communications from a committee may be mistakenly interpreted as coming from all Friends or reflecting the position of the Yearly Meeting. Therefore, whenever such misinterpretation might be possible, a committee should seek the advice of its coordinating committee.

(Note [1973 decision]: All correspondence from New York Yearly Meeting outside the Yearly Meeting is sent by the clerk. “Committees of the Yearly Meeting are intended to be instruments of the Yearly Meeting and not independent operation entities. Their principal functions are to help implement approved action of the Yearly Meeting and to propose for Yearly Meeting consideration areas where action seems indicated.”)

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C. PROPOSING MINUTES

Many meetings and committees have concerns they wish to bring to the Yearly Meeting in the form of a proposed minute. The following queries can help clarify a group’s thinking before offering minutes to a coordinating committee for submission to Summer, Fall, or Spring Sessions.

1. Did the subject engage the monthly meeting, committee, or regional meeting?
   • Has it been circulated widely?
   • Did it generate discussion or enthusiasm?
   • Has it been discussed with Friends who may disagree?
2. What are the objectives of this minute?
   • Do you wish to encourage broader consideration?
   • Do you want the Yearly Meeting to thresh this through?
   • Are there alternate methods?
   • Have you considered the time pressures of Yearly Meeting sessions?
   • Are you asking for corporate witness?
   • How will this minute support the work of others?
3. What resources are needed?
   • Do you want help from other Friends?
4. How does this relate to previous Yearly Meeting activities?
   • What follow-up activities or responsibilities are anticipated?
5. Copies of proposed minutes, reports, etc., are given in advance to the presiding clerk’s table. It is suggested that proposed minutes be distributed to all in attendance at the business session.

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D. FINANCING

1. Committee Financing

a. Budget

For a spring meeting of the committee, the clerk or designated person prepares a proposed budget for the next calendar year using the budget request form, with instructions from the coordinating committee. The coordinating committee considers it with other committee requests. The coordinating committee looks at its overall preliminary budget and may adjust the request, to allow for changes in priorities of the Section. The Section’s preliminary budget is sent to Financial Services Committee so that an overall preliminary budget can be reported to a business session.

After budget approval at Fall Sessions (Sharing Fund goals are reported in July), the committee, with coordinating committee approval, may adjust the individual terms so that the approved line items equal the anticipated expenditures.

b. Spending

All expenses, especially travel expenses, must be approved in advance by the appropriate committee person. Funds are limited.

Committees may reallocate expenses within their approved budgets. The committee clerk notifies the Coordinating Committee clerk immediately. If the entire budget has been spent, approval must be sought from the Coordinating Committee for using funds of another committee in that section. A committee or section cannot spend more money than is in the approved budget. Overall spending should be kept under the actual receipts of the Yearly Meeting. The transfer of funds is to be reported to Financial Services Committee and the next business session of the Yearly Meeting.

c. Reimbursement

1. A voucher system has been set up to assure that all payments are properly charged. For any payment, completely fill out a copy of the section’s voucher. After approval by the clerk, the voucher is sent with an original bill, copy of a minute, and/or other substantiating information. (Bills will not be paid without a completed voucher.) If the payment is a donation to another organization, attach a transmittal letter or the check will be sent to the clerk to forward. See Guidelines for Travel Expense Support (page 79 [of previous version]).

The bookkeeping service prepares checks bimonthly. Vouchers should be in the office by the 1st or 15th of each month.

2. All payments from a committee’s budget are authorized by the committee clerk.

3. Vouchers for payment of expenses and instructions for their use are available from the Yearly Meeting. The appropriate vouchers for each committee are sent to committee clerks.

All correctly processed vouchers received in the Yearly Meeting office by the last business day of the month will be processed and a check mailed by the 15th day of the following month. Those received by the 15th day of the month will be processed and a check mailed by the last business day of the month.

Vouchers must be approved by the person with the spending authority for a particular account. However, individuals may not approve their own expenditures. Thus the clerk of a subcommittee must either submit with the voucher a minute from the committee authorizing the expenditure or obtain approval on the voucher from the appropriate coordinating committee clerk.

4. Periodic financial reports are prepared by the bookkeeping service and will be sent regularly to committee clerks.

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2. Funding from Outside Sources

This is a policy statement approved by Representative Meeting in 1980, on Requests by Yearly Meeting Committees for Funding from Sources Outside the Yearly Meeting. It is applicable to all Yearly Meeting committees except for those that are separately incorporated, such as Oakwood Friends School, Powell House, and Friends Foundation for the Aging (formerly the McCutchen—Yearly Meeting Friends Home), which are encouraged to develop their own guidelines for seeking outside funding.

Friends are committed to expressing faith in action. We show our commitment by putting our own time, our own energy, and our own money into activities that demonstrate our beliefs. New York Yearly Meeting funds its concerns in part through the Yearly Meeting Operating Budget and trust funds of the Yearly Meeting, and the rest from the Sharing Fund. When an emergency exists, or a significant opportunity for a contribution to human welfare appears that is beyond our financial resources at the time, outside funding may be considered.

Because of the danger that seeking outside funding may become an end in itself and the possibility that projects funded by such grants may become primarily interested in their own survival, it is important that there be clear guidelines for the grant applications. The following considerations should precede requests for outside funding:

1. A clear definition of the project should be developed by the originating group, showing the aims, the amount of money needed (according to budget categories, not just total), the time for the project’s completion, and the disposition of the project once the portion to be funded is completed.

2. Friends should be clear on the nature of the organization from which funds are being requested.

3. Grants should be requested in the name of New York Yearly Meeting. They should be administered in such a way as to maintain the project’s Quaker origin, character, and identity and to be thought of as New York Yearly Meeting projects.

4. For any staff to be added as a result of project expansion due to outside funding, the Personnel Committee of the General Services Section shall review and must approve the proposed job descriptions, supervisions, salary, etc., for consistency with the Yearly Meeting personnel policies.

5. Certain projects supported by Yearly Meeting funds may be encouraged to seek independent status or other affiliation, in order that they may continue to grow and that the way may be open for Yearly Meeting committees to venture forth into other areas of endeavor. Such modifications should be made by the originating group in consultation with the section coordinating committee and the Financial Services Committee.

6. The proposal developed in accordance with the guidelines above shall be considered by the appropriate section coordinating committee. It shall be considered first on its merits, then for its relationship to other funding interests of committees in the section and for the appropriateness of seeking outside funding. If the coordinating committee approves, the proposal will be presented to the General Services Coordinating Committee and the NYYM Trustees for further seasoning on issues including, but not limited to, insurance, payroll, liability, taxes, employment status, and other possible legal issues.

7. All money from grants will be held by the Yearly Meeting treasurer in a project-specific fund. The treasurer will have the responsibility for proper administration of these funds.

8. Responsibility for oversight of the funded project rests with the committee that originated it, and its general oversight with the section coordinating committee.

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E. GUIDELINES FOR COMMITTEE MEMBERS

You were asked if you would serve as a member of a committee of the Yearly Meeting for a stipulated term, and after reading the description of the committee and its responsibilities and considering your other obligations for that period, you agreed to serve if nominated and appointed.

Now you have been appointed by the Yearly Meeting. If you are at Yearly Meeting sessions when nominations to your committee are approved, take note, consult your schedule, and attend the organization meeting of the committee. You will also receive a notification card from the Nominating Committee and, in the fall, the Yearbook, which includes the Yearly Meeting proceedings, an annual report of your committee, and a list of committee members and their addresses. All committee members should refer to the Yearbook, the Yearly Meeting Handbook, and Faith and Practice.

Your committee clerk will inform you of the meeting times of the committee. It is your responsibility to attend, or to send regrets if unable to attend, and to participate in activities and decisionmaking of the committee. If you find yourself unable to be a contributing member of the committee, consider resigning so that another Friend who can be more active may be named. Letters of resignation go to the clerk of the Yearly Meeting, in care of the Yearly Meeting office, a copy to the clerk of the committee, and a copy to the clerk of the Nominating Committee. According to Yearly Meeting decision, Friends may be renominated for a second term on a committee but not for a third term without at least one year intervening. Such a practice allows for both continuity and the opportunity for new members to contribute to the work of the committee.

Most committees have some funds for expenses, but membership on a Yearly Meeting committee will probably require financial outlay for travel, telephone, and the like.

What, beyond attendance at meetings, makes a good committee member? Here are some of the characteristics:

• personal interest in the assignment of the committee
• understanding and assumption of the role of the committee, as expressed in the charge by the Yearly Meeting
• capacity to give guidance to the Yearly Meeting as a whole on possible changes in the role of the committee
• ability to see the place of the committee in the overall work of the Yearly Meeting

Committees exist to carry out the will of the Yearly Meeting. In so serving, committee members find fulfillment.

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GUIDELINES FOR TRAVEL EXPENSE SUPPORT

POLICIES

Friends are reminded that no one should be prevented from doing the work of the Yearly Meeting because of financial limitation. Indeed, one of our current needs is to find enough people to do the work in a way that encourages younger and newer members to work with seasoned members, and does not overuse a few.

However, New York Yearly Meeting’s funds need to be used frugally and equitably. It is important to be mindful that every dollar spent for committee work has to be raised from individuals’ contributions to monthly and regional meetings and the Yearly Meeting.

Friends who are able to pay their own travel expenses, wholly or in part, are expected to do so. Friends are encouraged to document their unreimbursed expenses for the purpose of deducting them on their income tax returns.

Committees are expected to organize their business so that costs in money and time are kept reasonable, to encourage full and satisfying member participation. Committee clerks are encouraged to explore new methods of communicating and accomplishing committee work, such as conference calls, fax, and e-mail, as they become available.

PROCEDURES

Section clerks will oversee all travel expenses within their sections. They will be responsible for:

1. assisting committee clerks in budgeting travel expenses

2. approving all specific requests and forwarding them for payment

3. denying requests when total costs are over budget or when guidelines are not met

4. approving travel advances in exceptional situations

For budgeting purposes, section clerks are to provide committee clerks with forms for developing their proposed budgets for the next year, along with copies of these travel policies and any other relevant material.

Committee clerks are responsible for reviewing needs for travel reimbursement with all committee members (especially new members). Committee clerks are also responsible for ensuring that each committee member receives a copy of these policies and guidelines, and understands them. Committee clerks should also ensure that members needing reimbursement are provided with copies of the reimbursement form and that members are encouraged to practice austerity in incurring expenses.

Before the end of Yearly Meeting sessions, the section clerks collect the proposed budgets, discuss them with the committee clerks as needed, and provide a compiled section budget (including travel costs) to the clerk of the Financial Services Committee.

GUIDELINES FOR REIMBURSEMENT

Reimbursement of expenses incurred by Yearly Meeting committee members to attend Yearly Meeting sessions, and by named representatives and committee members to attend Summer, Fall, and Spring Sessions: The representative or committee member should seek financial aid from the monthly meeting he or she represents. If that meeting is unable to meet the financial need fully, the meeting can request additional funds from the Advancement Committee to make up the difference.

Reimbursement of expenses incurred by a committee member to attend committee meetings of a Yearly Meeting committee, a task group, or an ad hoc committee, not held at Summer, Fall, or Spring Sessions:

1. The committee member is to obtain approval from the clerk of the committee (or other designated person) prior to traveling, when possible. (This will prevent overspending the travel budget for the committee.) After the travel has been completed, the member submits an itemized expense report to the committee clerk for authorization to pay the amount previously approved. The committee clerk will then forward the report to the section clerk for approval and payment.

2. In exceptional situations, travel funds may be advanced prior to the travel at the discretion of the section clerk.

3. Reimbursable expenses are the cost of travel at the most reasonable fare and the cost of reasonable meals and lodging (including Powell House) when necessary. Reimbursement for automobile travel is at the rate of 15 cents per mile (as of April 15, 2005).

Reimbursement for expenses of New York Yearly Meeting representatives who are appointed to organizations outside New York Yearly Meeting:

These reimbursements will be approved by the Nurture or Witness coordinating committees and administered by the section clerk or designated person.

Reimbursement for expenses of New York Yearly Meeting officers:

Funds are budgeted to cover these expenses. The officer is to obtain approval from the Yearly Meeting clerk, when possible, prior to the travel. Following the travel, an itemized expense report is to sent to the Yearly Meeting clerk for authorization to reimburse the expense.

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APPOINTMENTS

A. NOMINATING COMMITTEE

The regional meeting appoints Friends to the Yearly Meeting Nominating Committee for three-year terms. The appointments are usually made at a spring meeting, to start in August. However, when vacancies occur, the Regional Meeting should fill them during their next session, with service to start immediately.

The Nominating Committee organizes during the Summer Sessions, welcoming new appointees from the regional meetings. Its calendar is:

• At Fall Sessions, individuals are asked to find Friends willing to serve on specific committees.
• At a May meeting at Powell House, bring together all nominations and set up committee slates, seeking to include all regions.
• At Summer Sessions, approve final committee and officer suggestions. Proposed nominations are posted prior to presentation to business session to permit Friends to question individual suggestions.

B. INDIVIDUAL COMMITTEES

New appointments to a committee are usually approved during sessions at Silver Bay and begin immediately.

Larger committees may find it necessary to have a nominations procedure for assistant clerk, financial clerk, recorder, etc. Such committees will appoint a nominating committee at April Representative Meeting. This committee reports back to the committee with their recommendations during Yearly Meeting sessions at Silver Bay.

C. RESIGNATIONS

Resignations are made by writing the clerk c/o the Yearly Meeting office with copies to the committee clerk. Friends should resign when they find they cannot participate in the work of the committee. This permits the Yearly Meeting Nominating Committee to find people to fill the vacancy.

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OFFICE GUIDELINES

A. YEARLY MEETING OFFICE USE

The following guidelines were developed in order to ensure that Yearly Meeting office space and equipment are most effectively used by both committee members and the Yearly Meeting staff.

The use of the office and the Yearly Meeting committee rooms is encouraged, but the office must be notified in advance so that the space can be scheduled. This is necessary to avoid conflicts on the calendar, and because custodians, who have responsibility for the building, are not permitted to open the office without advance notice.

Priorities for the use of the facility are as follows:

1. Yearly Meeting committees, including ad hoc groups

2. New York Quarterly Meeting

3. occasionally, outside groups—but only if a Yearly Meeting Friend accepts specific and full responsibility for security and cleanup

The space is available primarily evenings and weekends.

When the task or meeting is completed, the area that has been used should be cleaned up, with papers and other articles put away. You are welcome to bring food or beverages, but food in the cabinets or refrigerator belongs to others.

Please do not abandon leftover food. Dishes are to be washed and put away. Detergent and paper towels are provided. It is important to keep the facilities as neat and clean as possible in order to discourage nonhuman visitors and inhabitants. Therefore, Friends are encouraged to take food items and garbage with them or, if that is not possible, to place them in the covered garbage container in the kitchen.

B. USE OF MAILING LIST/LABEL REQUESTS

Committee clerks may obtain mailing labels for their committees from the Yearly Meeting office. Monthly Meeting clerks may obtain mailing labels for their meetings also from the Yearly Meeting office. At least one week’s notice is appreciated.

Requests for use of the mailing list should be directed to the General Services Coordinating Committee. Use of the mailing list is limited to a single mailing, and a fee may be charged for supplying the list or the labels. Use of the list is restricted to Friends, Friends’ organizations, and closely related groups. All use must be approved by GSCC.

C. RETENTION OF OFFICE PAPERS

The Yearly Meeting office retains committee minutes, committee reports, financial reports, and newsletters of subordinate meetings for at least ten years. The materials are then sent to Friends Historical Library at Swarthmore College. A full file of Yearly Meeting publications, such as Spark, is offered to the Friends Historical Library, which may preserve them on paper or by other means.

Minutes of Yearly Meeting, Representative Meeting, and Ministry and Counsel are also deposited in the archives of Friends Historical Library

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GUIDELINES FOR MONTHLY AND REGIONAL MEETINGS

A. RECORDKEEPING

This section not yet revised, July 2008.

1. Guidelines for Recordkeeping

Though the Records Committee recognizes its responsibility to see that records of the meetings are preserved regardless of format or condition, the preservation of the records is made more certain by using durable paper and storage in archival-quality binders. It is advised that meeting minutes be typed on acid-free paper, 8.5 by 11 inches. Both bond paper (for use on one side or photocopying) and heavier ledger paper (for typing and copying on both sides) may be bought from stationery suppliers. When minutes have accumulated to the thickness of not more than two inches, they should be collected in chronological order and placed in good-quality binders, labeled with identification of the originating meeting and dates covered.

At intervals of five to ten years, the volumes of local and regional meeting minutes should be sent or delivered to Curator, Friends Historical Library, Swarthmore College, 500 College Avenue, Swarthmore, PA 19081-1399. The Curator will provide receipts to the originating meeting and to the Yearly Meeting Records Committee. A duplicate set of minutes can be retained by the meeting for reference when the originals have been deposited in Friends Historical Library.

Newspaper clippings, programs, pamphlets, and other items should not be attached to the minutes or bound with them, but may be kept in scrapbooks for meeting archives if copies are made on acid-free paper (necessary in case of newspapers, which are printed on paper that readily deteriorates). No staples, pins, metal clips, or any pressure-sensitive adhesives (such as Scotch tape) should be used on any records.

Monthly meetings are expected to name recorders, whose duty it is to maintain accurate membership registers. Such registers should be recorded on meeting membership sheets, one for each person, and kept in a loose-leaf binder. Meeting membership sheets will be supplied from the Yearly Meeting office, and may be duplicated on acid-free paper as needed by the recorder. When an individual’s membership is ended by transfer, removal, release, or death, that membership sheet should be placed in a separate binder. Cumulations of terminated membership sheets should be sent to Friends Historical Library at ten-year intervals.

For clarification of procedures and practices, the committee recommends The Handbook on Records: Their Creation, Maintenance, and Preservation in the Meeting. This 61-page softcover booklet is published by Baltimore Yearly Meeting, 17100 Quaker Lane, Sandy Spring, MD 20860 ($6. 00, plus $3. 50 for shipping and handling).

2. Access to Records in Friends Historical Library

This section not yet revised, July 2008.

All official records transferred to Friends Historical Library remain the legal property of the depositing meeting or its successor body. From time to time, a meeting may need to request return of its original records for legal or other purposes. In such case, a request from the clerk of the meeting or the clerk of its trustees should be addressed to the curator of Friends Historical Library stating the need and citing formal action by the meeting. All records so withdrawn should be returned to Friends Historical Library as soon as the immediate need has been satisfied.

Meeting records will not be released to any party other than the meeting concerned but may be inspected by anyone at Friends Historical Library, or at depository libraries if the records have been microfilmed. Access to the Minutes of Ministry and Oversight committees is restricted for a period of seventy-five years from the date of creation, unless the relevant meeting has instructed Friends Historical Library otherwise.

As records in the custody of Friends Historical Library are microfilmed, copies of the film will be deposited in the following libraries:

1. Center for the Humanities, New York Public Library, New York, NY

2. Manuscripts and Special Collections, New York State Library, Albany, NY

3. Lockwood Memorial Library, State University of New York at Buffalo, Amherst, NY

4. Special Collections and University Archives, Rutgers the State University of New Jersey, New Brunswick, NJ

5. Long Island Studies Institute, Hofstra University, Hempstead, NY (for Long Island meetings only)

Cataloging of the minutes according to archival standards is in progress. Access to catalogue entries is possible through the World Wide Web on personal computers at http://tripod.brynmawr.edu.

Friends and others may direct inquiries to the curator of Friends Historical Library or to the clerk of the Yearly Meeting Records Committee concerning current status of the microfilming project and availability of the films at depository libraries.

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B. GUIDELINES FOR MONTHLY MEETING RECORDERS

This section not yet revised, July 2008.

Membership in the Religious Society of Friends is held in the monthly meeting. Each monthly meeting appoints a recorder, who maintains the official membership lists and records for every member of the monthly meeting.

Membership records should be kept on meeting membership sheets on acid-free paper, one for each member. When membership is ended by removal, death, or otherwise, that membership sheet should be removed to a separate binder. Cumulations of removals, appropriately designated, should be sent to the Friends Historical Library at Swarthmore College at five- to ten-year intervals.

As the recorder is notified by the Monthly Meeting of changes in the status of any member of the meeting, these changes are duly noted in the meeting records and the appropriate form filled out and sent in to the Yearly Meeting office so the changes can be made in the Spark mailing list and for publication in the Notices column. This includes marriages, new members, transfers in and out, deaths, and address changes. Notices of births may be sent to the Yearly Meeting office for publication in Spark, whether or not the baby is a member of the meeting. Marriages are also announced at the wish of the meeting and the parties involved. Twice a year, a computer printout is sent to each Monthly Meeting recorder for changes and corrections.

The Monthly Meeting recorder is also responsible for the Statistical Report of the members of the meeting, based on the official records. The form for this annual report is mailed to the recorder by the Yearly Meeting office.

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C. DEADLINES FOR YEARBOOK ENTRIES AND CONTINUAL UPDATES

This section not yet revised, July 2008.

The meeting clerk should immediately notify the office in writing of changes, since information is continually updated. This permits lists and mailing label requests to be current.

May 1—Your clerk is sent a form for information of your meeting and its officers.

May 1—Your recorder is sent a printout of the Spark mailing list and a form.

July 15—Deadline for forms to reach Yearly Meeting office, for information to be included in Yearbook.

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MISCELLANEOUS

NEW YORK YEARLY MEETING WEB SITE

This section not yet revised, July 2008.

Given the increasing importance of the Internet as a source of information, the NYYM Advancement Committee determined that a World Wide Web presence for the Yearly Meeting would be both a valuable outreach tool and a means by which seekers could more readily learn about Quakers and the Yearly Meeting’s constituent Meetings. Consequently, Advancement Committee undertook the creation of a prototype site appropriate to the committee’s outreach objectives.

At Representative Meeting in December 1998, NYYM agreed to designate the prototype Web pages, which had been available for Friends’ review, as the official New York Yearly Meeting Web site.

The following terms and procedures, presented by the Advancement Committee to the Yearly Meeting, are understood to be the guidelines for management of the Web site:

1. Advancement Committee will pay for (out of income from the Leach Fund) and oversee the maintenance and timeliness of the site to be located at nyym. org.

2. Until the Yearly Meeting designates otherwise, new materials will not be added to the site without the approval of the Advancement Committee.

3. Only existing public documents of the Yearly Meeting that contribute to advancement purposes will be used.

4. A calendar of events will be maintained.

5. No addresses of individuals will be used.

6. The site will attempt to be minimalist. Though intending to provide basic information about Quakers and NYYM, it will primarily highlight links to individual Quarters/Regions, individual Meetings, and other Quaker Web pages.

7. Meetings that do not have their own Web pages will be represented by the information currently in the 1999 YM Directory (or an updated version thereof).

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A. Job Descriptions Available

Upon written request to the 15th Street office, a member of New York Yearly Meeting may receive a copy of the current job descriptions and/or salary ranges.

B. New York Yearly Meeting insurance coverage

The Yearly Meeting provides various forms of coverage for its employees, as follows:

• Health Insurance: Basic medical and major medical for all full-time employees.
• Disability Insurance: Standard New York State Disability benefits program for loss of pay.
• Worker’s Compensation: Standard medical costs and loss of pay benefits program.
• Unemployment insurance: Standard unemployment program.
• Multiperil insurance: Various forms of liability and loss are covered.
• Pension: A percentage of employee’s salary is invested each year.

In addition, the treasurers of the Yearly Meeting, the Yearly Meeting Trustees, the Sharing Fund, and the Advancement and World Ministries committees are bonded by the Yearly Meeting.

Details of the various coverages may vary year to year and are available at the offices of the Yearly Meeting.

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C. Publications available from Yearly Meeting committees or office

This section has not yet been revised, July 2008.

1. Yearly Meeting Office:

Faith and Practice—cost $6.00, $5.00 for ten or more copies (includes postage)

NOTE: Prices for F&P are different now.

Yearbook—sent to all appointees and meetings

Spark—sent to all member families, meetings, and Quaker organizations

Advance Reports—given to attenders at session at Silver Bay and published in Yearbook

Handbook—sent to each meeting and committee clerk

2. Ministry and Counsel:

Recording Gifts in Ministry—November 1992

Marrying under the Care of Friends—March 1988

3. Advancement Committee:

Some books and pamphlets are available from the committee’s literature clerk.

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D. Forms available from Yearly Meeting office

1. Membership and Final Affairs forms, found at the back of Faith and Practice

2. Budget Request (see pages 88–90 [previous version])

3. Travel Reimbursement (see page 91 [previous version])

4. Expenses Incurred Doing Volunteer Work (see page 92 [previous version])

5. Recorder’s forms—contact Yearly Meeting office

6. Vouchers for other expenses—contact Yearly Meeting office; may also be available electronically

HOW TO COMPLETE THE BUDGET FORMS AND EXPLANATION OF REQUESTS

This section has not yet been revised, July 2008.

The budget explanation will not only be used by Witness Coordinating Committee but will also be part of what goes to the Yearly Meeting. Explanations may be brief but should help others understand the committee’s activities. If there are new items or major changes (either cuts or increases), please explain the basis for these briefly.

If a committee needs help in completing the request and explanation, please contact the clerk of Witness Coordinating Committee. Also Financial Services Committee has some ability to help committees with budgeting.

1. Administrative

1.1 Committee expenses

Examples of what to include:

Postage: Estimate number of pieces and cost per piece, based on actual outlays in the past. The explanation should contain this information.

Telephone: Based on previous actual, with explanation if there will be any major change.

Printing and copying: Estimate number of pieces and cost per piece.

Any other outlays such as stationery.

1.2 clerk’s expenses

This would include copying, postage, phone, and other expenses incurred by the committee clerk.

1.3 Yearly Meeting appointees’ expenses (other than travel)

Expenses other than travel or donation to the organization. Show travel under 1.4 and donations under 1.5.

1.4 Travel

Explain purposes and basis for estimate. Use most reasonable mode (don’t drive when flying is cheaper, for example). (Remember to complete a travel request form before making the trip, and to submit receipts and voucher for reimbursement afterward.)

1.5 Donations

This is for donations from the Operating Budget only and must be approved by the entire Witness Section. Other donations to Friends’ groups or other groups are provided by committees through the Sharing Fund and are shown in sections 3 and 4. Currently only William Penn House falls in the category of Friends’ groups for this purpose.

2. Program

2.1 Materials

Books and other resources. Explain the purpose.

2.2 Interest group leader expenses

If the committee plans to bring someone to Silver Bay and support their attendance, itemize the cost of doing so.

2.3 Powell House or other programs

Expenses associated with workshops or other programs sponsored by the committee. Aid for people to attend should be handled under 2.4, Scholarship aid.

2.4 Scholarship aid

This is assistance to individuals to attend programs such as Powell House, Pendle Hill, etc. Scholarships to educational institutions should be entered in section 5.

2.5 Aid to individual Friends or to monthly or quarterly meetings

Explain purpose and method for liaison.

2.6 Other

Please describe.

3. Support of Friends’ Groups

Indicate whether support is for general operating or for a specified program. For example, under AFSC is the support to a national or international program, NYMRO, etc. Indicate method for liaison. Explain why the committee has chosen to work through another group and how this furthers the directions the committee is taking.

4. Support of Other Groups

Describe in a sentence or two the group or program and what the committee’s donation would be used for. Indicate method for liaison. Explain why the committee has chosen to work through another group and how this furthers the directions the committee is taking.

5. Scholarships

List the individuals or schools receiving funds and a phrase or two about the recipients. Explain what process is used for selection and what liaison occurs.

6. Total

This is the sum of all expenditures, whether they are supported by Operating Budget, Sharing Fund, or other sources. This line should match the total line in the Income section.

Income

Trust Funds

A few committees such as Indian Affairs have income from trust funds over and above the funds received from the Sharing Fund and Operating Budget. Anticipated income should be shown.

Other Sources

Itemize anticipated income from grants, sale of material, memberships (in the case of AVP), payment for activities, and the like. Committees contemplating obtaining a grant should review the Handbook section on funding from outside sources.

Operating Budget Request

This is the sum of the items in Section 1 of expenses.

Sharing Fund Request

This is the sum of Sections 2-5, minus trust fund or other sources. If it is considerably larger or smaller than previous years, please indicate why.

Total

The sum of trust funds, other sources, Operating Budget request, and Sharing Fund request.

Balance

Use the balance for the committee shown in the Funds Held for Others report of the Yearly Meeting treasurer. These funds are available to be spent in the current year.

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NEW YORK YEARLY MEETING WITNESS COMMITTEES

BUDGET REQUEST

NOTE: This is a two-page form. Use p. 90 [previous version] for Explanation of Expenditures.

Committee ____________________________________________________ Date ___________________________

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EXPLANATION OF EXPENDITURES TO SUPPORT BUDGET REQUEST

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TRAVEL REIMBURSEMENT FORM

New York Yearly Meeting reminds Friends that no one should be prevented from doing work of the Yearly Meeting for financial reasons. Yearly Meeting has funds available to meet travel expenses; however, those funds are limited. Friends who are able to pay their own travel expenses, either wholly or in part, are asked to do so.

Signature: ________________________________                                                                                    

Date: ____________________________________                                                                                    

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EXPENSES INCURRED WHILE DOING VOLUNTEER WORK
FOR A CHARITABLE ORGANIZATION

(Keep all receipts and attach to form)

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