Junior Friends Advisor

POSITION: Junior Friends Advisor (4 positions)

Original description June 1996, revised October 2008

Revisions approved by NPYM Steering Committee, January 2009, additional revisions approved by Coordinating Committee, April 2013

NOMINATION AND APPROVAL: Junior Friends (JF) submit names to NPYM Nominating Committee, which makes the final nomination to NPYM. Usual y nominations are approved at Annual Session; however, nominations can also be approved by Coordinating Committee or Executive Committee.

TERM LENGTH: 2 years; overlapping terms recommended

TERM BEGINS: October 1

REPORTS TO: Youth Committee and Coordinating Committee (CC)

WORKS PRIMARILY WITH: Junior Friends, AS Program Coordinator, AS General

Arrangements Clerk (GA Clerk), Youth Committee, and CC Clerk

DEFINITION: JF advisors are the liaison between NPYM and the NPYM JF. JF advisors work with JF to plan for Annual Session, Camp, and Ski Trip. The advisors are responsible for providing or arranging for adult supervision during all NPYM-sponsored JF events. Although all of the advisors do not need to attend al of the events, there should be one or two advisors and other adults as needed at each NPYM-sponsored JF event.

The Junior Friends Advisors are responsible for implementing, and are subject to, the NPYM Youth Safety policy.

The Youth Committee provides advocacy, support, assistance, and resources as needed.

TASKS AND TIMELINE:

Annual Session through December

• Work with JF to assure that ski trip is organized.

• Review registration and parental release forms for completeness and accuracy.

• Make arrangements for appropriate levels of adult supervision during the ski weekend.

• Assist the Jr. Friends in planning the program, meals, and budget for the ski weekend.

• Work with JF to assess possible camp sites.

January through March

• Work with JF to pick a camp site.

• Help JF develop camp registration materials and submit them in a timely way to the AS Registrar and General Arrangements Clerk for inclusion in the AS registration packets.

• Work with GA Clerk to arrange for appropriate space at AS for JF activities. For new AS sites, a site visit may be useful.

• Work with JF to plan their schedule for AS. As much as possible this should be coordinated with the theme of YM and with the adult schedule.

• Help JF prepare a budget for AS activities, and for camp.

April through Annual Session

• Help JF plan activities and logistics for camp.

• Stay in contact with AS Planning Committee regarding JF plans and needs for AS.

During Annual Session

• Serve as contact between rest of AS and JF. (The Youth Committee can serve as resources and advocates.)

• Work with JF in an advisory capacity to plan and conduct activities, coordinating as

much as possible with the rest of the AS.

• Keep JF aware of other events outside of the JF programs that may be of interest to JF.

• Supervise activities to ensure the health and safety of participants.

• Work with the JF officers to handle the JF funds.

• If concerns arise, work within the JF process for dealing with concerns, communicate with parents, and officers of the YM.

• Supervise clean-up of JF activities and spaces at the end of AS.

During Camp

• Supervise activities to ensure the health and safety of participants.

• Help JF with Quaker process for their Meetings for Business and life at camp.

EVALUATION:

• The JF Advisors prepare an annual report and submits a copy to the GA Clerk, the JF clerks, and the CC clerk by September 21. This report should include information that would be helpful to the next year’s committee including what worked (or didn’t); and any recommendations for changes to the job description.

• In consultation with JF officers, prepare a final budget statement for AS and Camp activities. Submit this to the NPYM treasurer as soon as possible and no later than August 31.

EXPENSES AND TRAVEL: Reimbursement is provided for office expenses (long distance phone cal s, postage copying, etc.). Travel expense is reimbursed according to the NPYM travel reimbursement policy. Requests for reimbursement (or reports for “in kind” donations) with receipts should be submitted to the NPYM Treasurer.

OTHER INFORMATION: The Junior Friends budget supports Annual Session fee waivers for Junior Friends Advisors. If an individual’s job for Annual Session prevents a person from participating in the majority part of the Annual Session, he or she is not expected to pay to attend. Thus the amount of the fee waiver is whatever the person’s expenses would otherwise be, including program fee, lodging, and meals.