POSITION: FRIEND-IN-RESIDENCE COMMITTEE
Revised October 2008
Approved NPYM Steering Committee January 2009
APPOINTED AT: All members ex officio
MEMBERS: Presiding Clerk of the Yearly Meeting (convenor); Clerks (or a member) of each of the Quarterly Meeting Ministry & Counsel Committees; Yearly Meeting Representatives to Friends World Committee for Consultation
TERM LENGTH: Consistent with members' terms in their respective M&O or FWCC roles.
REPORTS TO: Annual Session Planning Committee and NPYM Coordinating Committee
WORKS PRIMARILY WITH: ASPC & Coordinating Committee
DEFINITION: The Friend-in-Residence gives a plenary session presentation and visits and interacts with Friends of all ages throughout the Annual Session. The purpose of this program is to enrich our spiritual experience, to challenge us, and to stimulate new ways of looking at things. It may also help integrate us, a relatively new Yearly Meeting, into the larger body of the Society of Friends.
Occasionally, the Yearly Meeting might benefit from a change from this format. The committee should be open to leadings which might result in individuals or groups more distant from the Society of Friends being our "Friend in Residence" or experiences more varied than the traditional spoken address as the means by which we are spiritually enriched. If the individual committed for a particular year is not able to fulfill the commitment, the committee should feel free to tap the rich human resources present within our own North Pacific Yearly Meeting to fill the opening.
TASKS & TIMELINE:
The Committee brings recommendations for the Annual Session taking place in two years to the Annual Session Coordinating Committee meeting for approval.
The Presiding Clerk makes all contacts and arrangements with the Friend-in-Residence.
**Previous Annual Session through task completion (hopefully October)**
Friend-in-Residence Committee meets at Annual Session. They consider names forwarded to the committee by Coordinating Committee representatives and by individuals. Brainstorm additional names within the context of the direction and needs of the Yearly Meeting. They prioritize the possibilities and choose three names.
Presiding Clerk presents the prioritized choices to Coordinating Committee at its Annual Session meeting. Coordinating Committee approves at least three possible names for the Annual Session two years ahead.
Presiding Clerk contacts approved candidates one at a time in order of priority until one accepts. If no one from this approved list accepts in this time period, Presiding Clerk, in consultation with committee members, chooses additional names.
Presiding Clerk informs Coordinating Committee of decision when it is finalized.
**November through March**
The Presiding Clerk dialogues with the Friend in Residence previously chosen who will be present at the upcoming Annual Session, keeps Annual Session Planning Committee apprised of plans and progress, finalizes the theme with ASPC, and includes the name and biographical information about the Friend in Residence in the Call to the Yearly Meeting, which goes out with the registration materials.
**April to Annual Session**
Presiding Clerk keeps Annual Session Planning Committee apprised of plans and progress, and consults with Junior Friends and Children's Program to ensure desired contact with F-in-R at Annual Session.
Be prepared with an alternate plan in case F-in-R is unable to attend.
Report on activities of the committee to Coordinating Committee as needed.
Presiding Clerk contacts committee members and sends advance information in preparation for committee meeting at Annual Session.
**During Annual Session**
Hold Committee meeting during the Annual Session to prepare recommendations for choice of F-in-R for the following years.
EVALUATION: Prepares a report/evaluation for the Friend in Residence Clerk files. If you received a file with material from previous Friend in Residence Clerk, sort through it, update the information, and add your report/evaluation (and any materials you think are needed).
EXPENSES & TRAVEL: Reimbursement is provided for "office expense" (LD phone calls, postage, and photocopy). Travel expense is reimbursed according to NPYM travel reimbursement policy. Submit BEFORE August 21 reimbursement request with receipts to NPYM Treasurer; identify as Annual Session expenses (the Annual Session books are closed on September 1).
OTHER INFORMATION: Friend-in-Residence, spouse, and family may receive fee waivers and travel expenses to be decided on a case-by-case basis.