Representative to FWCC

POSITION: Representative to Friends World Committee for Consultation (FWCC)

Approved by NPYM Steering Committee, January 2009

Revised July 2012; approved by Coordinating Committee, November 2012

APPOINTED BY: NPYM at Annual Session

NOMINATED BY: NPYM Nominating Committee

TERM LENGTH: Three years

TERM BEGINS: January 1; ends December (these dates set by FWCC). Appointment by NPYM would be previous year’s annual session. (If Friends are serving on FWCC committees, they may continue that work until after the Annual Section of America Meeting—usually in March—even if their term of service with NPYM has ended.)

MEMBERS: Four, with overlapping terms. One reappointment is recommended; but by FWCC bylaws representatives cannot serve more than three consecutive terms.

REPORTS TO: Associate Clerk of Coordinating Committee

Works primarily with: Meetings and worship groups within NPYM; Quarterly Meetings, Coordinating Committee Associate Clerk, FWCC staff and Committees.

DEFINITION: Our representatives serve as a two-way channel between FWCC Section of the Americas and Friends in NPYM, exchanging information, concerns, and decisions.

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.

• Distribute FWCC publications to Meetings and Worship Groups.

• Attend the FWCC Annual Meeting of the Section of Americas in March.

• Serve on the Friend in Residence Committee (for Annual Session) which is convened by the NPYM Presiding Clerk.

• Facilitate regional gatherings and inter-visitation to promote FWCC activities. NPYM representatives are encouraged to visit and dialogue with NWYM Friends. They are encouraged to be open to the diversity among Friends and be willing to discuss varying viewpoint within NPYM.

• 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 FWCC’s turn to be the featured agency at the NPYM annual session our FWCC representatives should take the lead in planning this event.

• Be available for nomination to FWCC Committees.

EVALUATION: The representatives work together to prepare an annual report on the organization and send a copy to the Associate Clerk of Coordinating 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 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 FWCC 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 of NPYM to not send substitutes if representatives cannot attend FWCC national, local, or international meetings.

FWCC TRIENNIAL: Representative(s) should be chosen at Annual Session in the year prior to the Triennial based on the following criteria:

• Demonstrate interest in and experience with FWCC—typically one of NPYM’s current representatives.

• Ability to participate fully in all the triennial events.

• Familiar with Triennial committee structure and organizational goals and personalities in order to be an active participant and not just an observer.

• Ability to discern and articulate special concerns and interested of our YM to appropriate FWCC groups.

• Commitment to implement full reporting of triennial, including both written and oral presentations throughout the YM.

• Ability to work comfortably with all branches of Quakers, both here and at the Triennial.

• Consider pros and cons of being a younger representative and to having been to a previous triennial.

• Friends should consider giving preference to FWCC representative who has served the longest time and who has taken active responsibility in the section of the Americas.

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