Representative to AFSC

POSITION: Representative to American Friends Service Committee (AFSC)

Approved by NPYM Steering Committee, January 2009

Revised July 2012; approved by Coordinating Committee, November 2012

APPOINTED BY: NPYM at Annual Session; once the appointment is confirmed at the AFSC Corporation Meeting in March, Yearly Meeting Representatives become members of the AFSC Corporation.

NOMINATED BY: NPYM Nominating Committee

TERM LENGTH: Three years, one reappointment is possible.

TERM BEGINS: October 1.

MEMBERS: Four, with staggered overlapping terms.

REPORTS TO: Associate Clerk of Coordinating Committee, and Peace and Social Concerns Committee.

Works Primarily with: AFSC and committees; AFSC regional and local offices; Meetings and worship groups within NPYM, Associate Clerk of Coordinating Committee, NPYM Peace and Social Concerns Committee.

DEFINITION: AFSC is an independent Quaker organization which carries on programs of service, development, justice, and peace, on behalf of several branches of Friends in America. The AFSC Corporation is made up of representatives from most YMs in America and “at large” members. Together they are responsible for the governance of AFSC. NPYM representatives’ major responsibility is to actively relate to and exchange information between AFSC and Friends in NPYM.

TASKS:

• Meet with other representatives to divide up the work and make sure that the newer representatives have a sense of what they should be doing. See also the Convener’s job description below.

• Reach out to Meetings and Worship Groups for the purposes of sharing information, identifying local liaisons, arranging in-person visits, and supporting other events related to the work of the organization.

• Corporation members are urged to attend the annual AFSC Corporation Meeting, National Board Meeting, and Annual Public Meeting. These are usually held the first or second weekend in March.

• Review and study materials sent from the National AFSC office (such as reports for the Executive Secretary, publications of various program divisions, list of resources, meeting agendas, etc.). Pass the information on to people who might be interested in AFSC.

• Respond promptly to specific requests for comment, advice, or review of the draft material.

• Consult with other Corporation members (both members at large and board members) in NPYM and the AFSC Pacific NW Regional Office.

• Work with the NPYM Peace and Social Concerns Committee to establish and implement a process for communication with Meetings and Worship Groups within NPYM.

• Provide feedback and concerns from NPYM to the National and regional AFSC offices.

• Work in collaboration with AFSC regional office in providing outreach to Friends. Let the office know when you will be visiting meetings.

• Attend NPYM Annual Session, and Quarterly Meetings when possible, and promote the organization by setting up a display and conducting an interest group. When it is AFSC’s turn to be the featured agency at the NPYM annual session, Corporation Members from NPYM need to take the lead in coordinating with AFSC regional office for planning this presentation.

• Be available for nomination to regional AFSC committees.

EVALUATION: The Representatives work together to prepare an annual report on the organization to NPYM and send a copy to the Associate Clerk of Coordinating Committee and the Clerk of Peace and Social Concerns Committee by June 1. This report should focus on the activities of the representatives and matters related to the interests of Friends within NPYM, and may include information useful to next year's AFSC representatives (what worked, what didn't) and any changes that should be made in the job, or the job description.

If files or a notebook was received with material from previous AFSC representative updates information with current reports/evaluations and other materials that may be helpful. At the end of your term pass this information on to the new representative.

EXPENSES & TRAVEL: NPYM encourages Friends possessing a variety of economic means, and particularly young adults, to serve as representatives to affiliated organizations. Based on aggregate historical data and anticipated need, NPYM allocates a pool of funds in the annual budget to cover expenses of representatives, with any overruns covered from reserves. NPYM will reimburse all reasonable costs for all of the appointed representatives who attend the annual governance meeting(s) of an affiliated organization. Submit expenses to the NPYM Treasurer using the reimbursement form (available online).

Reimbursement is not available for expenses related to participation on a program or administrative committee; it is assumed that the affiliated organization will assist with those extra costs. It is assumed that all representatives will be thrifty in their arrangements, and limit reimbursement requests to essential expenses. Representatives who are financially able to do so are encouraged to cover a portion of their own costs, and to report those expenses as an in-kind contribution to the YM.

For travel to Coordinating Committee meetings, travel expense is reimbursed according to the NPYM travel reimbursement policy. For attendance and travel to Annual Session, Friends may request assistance per the NPYM financial aid policy.

OTHER INFORMATION: It is the policy (1996) of NPYM to not send substitutes to annual meetings when the representatives are unable to attend.

CONVENER: One of the representatives (typically the longest serving) is appointed through the regular NPYM nominating process as a Convener to help the representatives coordinate their activities.

The Convener has the following responsibilities (which may be delegated to another representative):

• Coordinate production of an annual report on the organization by June 1.

• Coordinate an extended oral report or other program presentation from the organization (on a rotating basis with other affiliated organizations) OR make a brief (five minutes or less) pitch during a plenary at Annual Session on the activities of the organization.

• Coordinate a display table for the organization at Annual Session.

• Coordinate an interest group related to the area of focus or activities of the organization at Annual Session.

• Work with the Nominating Committee to identify potential candidates to serve as future representatives for the organization.

Nominated By:

Nominating Committee