Nominating Committee Handbook for 2005

Nominating Committee Handbook

and guide to the structure of Philadelphia Yearly Meeting of the Religious Society of Friends

Fifth Month 1999

Updated, Fourth Month 2000

Updated, Third Month, 2002

Updated, Sixth Month 2005

Updated, Second Month 2006

This handbook can be downloaded from the PYM website

(www.pym.org) or by calling 1-800-220-0796.

This handbook explains the responsibilities of the Philadelphia Yearly Meeting (PYM) Nominating Committee. Its purpose, its functions, the manner in which it pursues its work, and pertinent information about the positions for which it finds nominees are addressed herein. It describes the nominating and appointing responsibilities of the Standing Committees and how the Nominating Committee serves as a resource to these committees. It gives an overview of how each Friend can become involved in the wider Quaker community beyond the local level.

This handbook is distributed to Nominating Committee members, Monthly Meetings, Quarterly Meetings, and Standing Committees. A companion document, Committee Structure of Philadelphia Yearly Meeting is also available. Both can be downloaded from the PYM web site (www.pym.org) or obtained by calling 1-800-220-0796.

Amendments and updates to this Handbook may be made at any time by the Nominating Committee. Every other year a subcommittee of the Nominating Committee shall send a written request to all Standing Committees, the Financial Stewardship Committee, the Presiding Clerk of PYM, and other parties known to have an interest, for suggestions for amending and updating the Handbook relating to their sections. After appropriate consultation with all interested parties, the Nominating Committee will incorporate all approved changes. Updated pages will be sent to meetings and Friends on record as having a copy of the Handbook. The text on the PYM Web site will also be amended.

Advisory Committee (AC): Consists of members of the Staff Administrative Team, clerks of Standing Committees, Nominating and Financial Stewardship Committees, PYM clerk and alternate clerk, Interim Meeting clerk or alternate clerk, PYM Treasurer, and up to five at-large members named by Nominating Committee to serve one three-year term. AC considers issues and resource allocation requiring the perspective of these groups as a whole. Makes recommendations to Interim Meeting; may refer recommendations to Annual Sessions.

Affiliated Organization: A PYM organization that has its own governing body and that is related to an individual Standing Committee. Its members are wholly or in large part appointed or nominated by PYM.

Annual Sessions: PYM business meetings, held once a year. One item of business at Annual Sessions is consideration of the Yearly Meeting budget with allocations to each Standing Committee.

External Organization: An organization outside PYM, to which Nominating Committee appoints representatives who relate to an individual Standing Committee.

Interim Meeting:  Interim Meeting is responsible for conducting the business of PYM between Annual Sessions; it meets eight times a year. Gives programmatic direction to Standing Committees, approves appointments to Standing Committees and appointments of representatives to affiliated and external organizations. Reviews and authorizes the distribution of PYM’s proposed budget to Monthly Meetings. Responsibilities include:

• Determines the existence, size, term of appointment, and charge of the PYM Committees.

• Establishes standards of performance for PYM Committees.

• Evaluates Standing Committees, Nominating Committee, Financial Stewardship Committee and Advisory Committee against standards of performance.

• Appoints and evaluates PYM’s General Secretary.

• Accepts donor restricted contributions over $10,000 and determines their use.

• Designates funds for specific purposes and releases unspent designated funds.

• Reviews unrestricted bequests in accordance with PYM’s current policy.

• Acts for, and communicates its work to, Yearly Meeting in session.

• Prepares and monitors the Interim Meeting budget.

• Determines external organizational affiliations and the dues/contributions to those organizations.

• Receives minutes from Monthly Meetings via the Quarterly Meetings, or from working groups via the Standing Committees.

• Sends its minutes to Interim Meeting members, members of Standing Committees, PYM staff, and the person designated to gather minutes for the archives.

Residential Yearly Meeting:  When possible, and as approved by YM, annual sessions are held in a residential setting.

Standing Committees: Bodies authorized by PYM to have direct responsibility for YM operations and programs. They determine existence, size, term of appointment (if applicable), and charge of Working Groups (WGs): test for clearness functions under their care; approve appointments to WGs with grant-making, fiduciary, or legal responsibilities. Recommend budget to Financial Stewardship Committee, monitor the approved budget, and approve reallocations of funds within overall committee budget. Establish WG performance standards: can approve change of direction of a WG or new projects beyond its stated goals. Have the authority to lay down Working Groups. Standing Committees oversee work of representatives to affiliated and external organizations. They communicate with Interim Meeting and membership of PYM, on a regular basis, the manner in which they have discharged these responsibilities. Members of Standing Committees must be PYM members. Sojourning members may be considered if they reside in the area of the meeting in which they are sojourning.

Standing Committee Evaluation Working Group (SCEWG): Established by Interim Meeting in 1997 to evaluate standing committees and report to Interim Meeting. The clerk is the Alternate Clerk of Interim Meeting. Ex officio members are the alternate clerk of Financial Stewardship Committee and the Alternate Clerk of Yearly Meeting. Up to 8 appointed members are nominated by the PYM Nominating Committee for one four-year term; all must be appointed members of Interim Meeting and should not be members of any of Standing Committee.

Subcommittee:  A committee within a Standing Committee or Interim Meeting, named by each of these bodies to organize its work.

Working Groups (WG): Groups appointed by, and recognized by, individual Standing Committees. There are four types of working groups:

• Services Group: Provides ongoing services to PYM and its constituent bodies.

• Project Group: Undertakes a particular project, usually with beginning and end dates.

• Concerns Group: Provides ongoing services, as well as undertaking particular projects.

• Granting Group/Funding Group: Has responsibility for disbursing particular funds. Must be appointed by the Standing Committees with names being reported to Interim Meeting and Nominating Committee with panels of service. (See page 13)

They carry out charges as approved by their Standing Committee, work within budgetary guidelines approved by the Standing Committee, and report on their work to their Standing Committee. They also develop procedures and ways of work to accomplish their projects or functions in consultation with those who are affected by these procedures.

The Philadelphia Yearly Meeting Nominating Committee has three major responsibilities:

1.      The PYM Nominating Committee is responsible for nominations to the following YM positions:

• PYM Clerks: Presiding Clerk, Alternate Clerk(s), Recording Clerk(s); also Treasurer, Assistant Treasurer (as needed).

• Interim Meeting: Three at-large members who may serve for three three-year terms.

• Standing Committees: Worship and Care, Education, Peace and Concerns, Support and Outreach, and General Services. (Fifteen to 20 members who may serve three three-year terms.)

• Financial Stewardship Committee: Five to nine at-large members who may serve three three-year terms.

• Advisory Committee: Up to five at-large members who may serve one three-year term.

• Standing Committee Evaluation Working Group of Interim Meeting. Up to eight at-large members who may serve one four-year term.

• Representatives of PYM to affiliated and external organizations, according to guidelines of the organizations.

• PYM clerks and treasurers are appointed by Yearly Meeting in session. All other appointments listed above are made by Yearly Meeting or Interim Meeting between annual sessions.

• The Nominating Committee, when making nominations, is sensitive to the need for balance in the areas of geography, gender, and spiritual discernment. The Committee also encourages Friends to view service to the Yearly Meeting as an opportunity for spiritual growth as well as an obligation.

2.       Resource to Standing Committees

Nominating Committee serves as a resource to the Standing Committees which are responsible for appointments to working groups under their care. Nominating Committee suggests names of persons who might serve on working groups as they come to the Nominating Committee's attention or seeks names at the request of the Standing Committee. Members of Nominating Committee may be asked to serve as liaisons on behalf of the Nominating Committee to the naming sub-committees of the Standing Committees to be more aware of these kinds of needs and any other naming issues.

3.       Skills and Interest Database

Nominating Committee suggests policy respecting use of the Skills and Interest Database, which is maintained by staff, and seeks ways to increase the usefulness of this database for all committees, working groups, and meetings.

What does the Nominating Committee do?

Nominating Committee serves the Yearly Meeting by providing for the following Yearly Meeting positions: clerks and treasurers of the Yearly Meeting, all members of Standing Committees, at-large members of Interim Meeting, at-large members of Financial Stewardship Committee, representatives to affiliated and external organizations, at-large members of Advisory Committee, and members of the Standing Committee Evaluation Working Group of Interim Meeting (from Interim Meeting members only). Nominees are named at a Nominating Committee session, then asked to serve after which their names are brought before Yearly Meeting or Interim Meeting for approval. The staff person for the Nominating Committee handles the details of notifying nominees of starting dates and keeping track of resignations and term fulfillments.

The Nominating Committee is also responsible for maintaining this Handbook (see “Using this Handbook” on page 2), assisting the Standing Committees in their search for personnel to serve on working groups, and assisting the General Secretary in the oversight of the PYM Skills and Interest Database.

What are the duties of Nominating Committee members?

Each member of the Nominating Committee is expected to become acquainted with persons in his/her Quarterly Meeting in order to provide a wide range of names for the nominating process and to bring the human-resource needs of the Yearly Meeting to the attention of members in the Quarter. They may be asked to serve as liaisons to naming subcommittees of Standing Committees.

The Committee selects a clerk, an alternate clerk, and a recording clerk from among its members.  Some members are needed to perform functions during meetings, such as listing names on newsprint or cross checking membership lists. Members may be asked to revise the Handbook, help with workshops at annual sessions, or undertake committee projects as they arise.

Whom does Nominating Committee represent?

Nominating Committee members represent and are appointed by their Quarterly Meetings. Each Quarterly Meeting is allowed one Nominating Committee member for each 300 Quarterly Meeting members or fraction thereof. If a Quarter has 901 members it is allowed to have four representatives. For the Nominating Committee to accurately reflect the entire Yearly Meeting in the Standing Committee structure, each Quarter must be fully represented.

What Queries guide the Nomination Committee?

The following queries are used as guidelines for PYM Nominating Committee members. Quarterly and Monthly Meeting nominating committees may also find them useful:

• Is the person a member or sojourning member of a monthly meeting within PYM?

• Does the person have the skills and abilities required?

• Does the person have the time and commitment necessary to play an active role in the position being considered?

• Is the person already serving PYM in one or more capacities and, if so, is service in another position rightly ordered at this time?

• Is there adequate representation of each gender, geographic areas, different points of view, and variety of background on each committee?

• Is there a good mix of experienced and new persons on the committee?

• Is the person experienced in spiritual discernment?

• An additional query for Monthly and Quarterly Meeting nominating committees:

• Do you have sufficient knowledge of PYM structure and program to encourage and help your members to volunteer at the yearly meeting level as well as within your own meeting?

What are the terms of Nominating Committee members?

Nominating Committee members may serve two consecutive three-year terms. A member unable to complete a term should notify the Quarterly Meeting clerk and the Nominating Committee clerk.

When and where does Nominating Committee meet?

The Nominating Committee meets seven times a year, three times each in fall and winter (with snow dates scheduled), and once in the spring. Sessions are held on Saturdays from 9:30 AM to 1:00 PM at the Arch Street Meeting house. Friends should ask to be excused if they expect to be absent from a meeting.

What are the procedures for nominations for Standing Committee members?

1.       During each meeting, the clerk lists the openings to be considered.

2.       Names are suggested by members. Each name is listed with corresponding monthly and quarterly meeting membership, along with the position to be filled. Some potential nominees are given a choice of committees.

3.       After frank deliberation, names are agreed upon, often in order of priority, since several calls may be necessary to fill a position.

4.       Nominating Committee members then volunteer to call potential nominees and the staff member or person assigned notes these contacts.

5.       The N.C. Member (Caller) makes an initial call to the potential nominee to explore whether there is interest in the position and outline the basic information about times of meetings and general responsibilities. This Handbook contains information about each of the positions for which Nominating Committee is responsible.

6.       If interest is expressed, the Caller offers to send an informational packet. The Caller informs the Nominating Committee staff person who sends the packet to the nominee.

7.       The Caller also suggests that the potential nominee attend a meeting of the Standing Committee being considered. At the time that such interest is affirmed, the Caller notifies the appropriate Standing Committee clerk to inquire about attendance at a meeting and gives the S.C. clerk the name and telephone number of the potential nominee.

8.       After an agreed upon interval, the Caller makes a follow-up call to provide an opportunity to discuss the expectations of service and answer any questions the nominee may have. When there is a firm response, the Caller informs the Nominating Committee staff person by e-mail, telephone, fax, or postcard. If possible this should be done in the time allotted to allow the staff person to prepare a list for presentation to Interim or Yearly Meeting.

What are the procedures for nominations for other appointments?

The clerk maintains a calendar of the times of year for nominating representatives to external and affiliated organizations and the appropriate Standing Committee (SC) will be notified ahead of time that this will take place. In most cases, the names will be generated by the Nominating Committee, (as described above for SCs 1-3); when requested by the SC, suggested names may be sent to them (Standing Committees) for comment. In some cases, names will be sent by the appropriate SC for consideration by the Nominating Committee.   Also, some names may be suggested by the receiving organization. (See each Standing Committee for specific information.) However, all names must be approved by the Nominating Committee and forwarded by it to Interim or Yearly Meeting.

Are there special rules?

Confidentiality about nominations is the most important rule. No one except Nominating members should be privy to this part of committee deliberations. There are times when Friends must speak frankly about their experiences with potential nominees. Confidentiality facilitates frankness and allows the committee to deliberate wisely. Minutes are kept of each Nominating Committee session, but names that are discussed are never mentioned in the minutes.

Nominating Committee members should not query a potential nominee prior to a Nominating Committee meeting. If a Friend is asked about interest in a particular position before the name comes before the committee, the Friend will probably expect a response which could be awkward if the committee decides not to proceed with the name.

An effort is made to spread committee membership among the thirteen quarters and to avoid having two members from one monthly meeting on a Standing Committee. However, the needs of a Standing Committee may override the general rule. (See page on Standing Committees.)

Other organizations may request appointments, but not at regular intervals.

Nominating Committee is responsible for nominations to the following Yearly Meeting positions (must be members): Presiding Clerk, Alternate Clerk(s), Recording Clerk(s), Treasurer, and Assistant Treasurer (as needed). These nominations are brought forward early in the Yearly Meeting sessions and the appointments become effective at the conclusion of the Yearly Meeting sessions which has approved them, or as Yearly Meeting directs. The retiring Clerk signs all documents which are minuted from the sessions.

Presiding Clerk

The Presiding Clerk of Yearly Meeting is appointed to serve until the conclusion of the subsequent yearly meeting. While it has been the practice to ask the sitting Clerk to continue, the Nominating Committee may open the search. Traditionally, the Presiding Clerk may serve up to a maximum of five years.

During the Yearly Meeting sessions, a committee to assist the Clerk is invited by the Clerk to meet as needed. It traditionally has consisted of the Alternate and Recording Clerks, Clerk of Interim Meeting, Clerk of Annual Session Planning Group, General Secretary, and other committee or staff persons as deemed necessary.

The Presiding Clerk meets monthly with the Advisory Committee, which consists of members of the Staff Administrative Team, clerks of Standing Committees, Nominating and Financial Stewardship Committees, PYM clerk and alternate clerk, Interim Meeting clerk or alternate clerk, PYM Treasurer, and up to five at-large members named by Nominating Committee to serve one three-year term. The purpose is primarily for support and communication and for opportunity to thresh issues which relate to all the Standing Committees. Recommendations can be forwarded to appropriate bodies (e.g. Standing Committees, Interim Meeting, staff), for decision and/or action.

Qualifications: The Clerk needs to have a broad historical perspective of Philadelphia Yearly Meeting and an understanding of the issues which confront it. Wide contacts throughout the constituency, commitment to Friends' decision making process, mediation skills, and spiritual discernment are all essential qualifications for this position. Some experience in clerking large gatherings is desirable.

Responsibilities of the Presiding Clerk:

• The position of the Presiding Clerk is that of servant leader. The Clerk: interprets the purpose and mission of the Yearly Meeting to its constituents; interprets the purpose and mission to the larger body of Friends and to the larger community throughout the year.

• Presides at annual sessions and shares responsibilities with Alternate Clerk(s), which may include the latter clerking some of the sessions; attends Interim Meeting and Annual Sessions Planning Group.

• Consults regularly with the General Secretary of the Yearly Meeting and the Clerk of Interim Meeting; receives minutes and relevant correspondence.

• May call special sessions of Yearly Meeting if requested by Interim Meeting.

• Conducts the annual review of the General Secretary along with the clerks of Personnel Services Group and Interim Meeting.

Alternate Clerk(s)

Alternate Clerk(s) are appointed to serve until the conclusion of the subsequent yearly meeting. Although one Alternate Clerk is required, Nominating Committee may recommend appointing more than one for such reasons as spreading the work load or giving persons experience in a clerking role.

Qualifications: The Alternate Clerk(s) should have qualifications similar to those of the Presiding Clerk. The Nominating Committee will attempt to find a person(s) who will be helpful to and complement the Presiding Clerk.

Responsibilities of the Alternate Clerk(s):

• Attend(s) all sessions of Yearly Meeting, sitting at Clerk's table, presiding occasionally.

• Substitute(s) for Clerk as necessary.

• Attend(s) Interim Meeting, Advisory Committee, and Planning Group as possible.

• Receive(s) minutes from Interim Meeting, Annual Sessions Planning Group, and Standing Committees.

• Serve(s) ex-officio on the Standing Committee Evaluation Working Group of Interim Meeting.

• Participate(s) in the committee to assist the clerk at annual sessions.

• At Clerk's initiative, work(s) out an appropriate sharing of responsibilities after appointment. These might include meeting two times a year with the clerks of the quarterly meetings.

• At Clerk's initiative, planning and possibly facilitating joint meetings of the standing committees once or twice a year.

Recording Clerk(s)

Recording Clerks are appointed to serve until the conclusion of the subsequent yearly meeting. Although appointment of one Recording Clerk is required, in recent years several have been appointed in order to share the work load and give more Friends experience.

Responsibilities of the Recording Clerk(s):

• Records minutes of Yearly Meeting sessions

• Reads back final minutes for approval at the end of each session

• Is responsible for those minutes to be available by the end of the day for duplicating by Yearly Meeting staff.

Skills required include (1) Good hearing, ability to write concisely and under time pressure; (2) Ability to discern the intention of the session. A Recording Clerk is a channel for the unity and spirit of the meeting; (3) Familiarity with word processing and/or typing is useful.

Treasurer

The Treasurer is an officer of Philadelphia Yearly Meeting, and responsible for the general oversight of the financial health and viability of the Yearly Meeting.  The Treasurer works closely with the Financial Stewardship Committee, Financial Oversight Working Group, Deferred Giving Governance Group, General Services Standing Committee (when advice is needed relating to properties and business management), the PYM Director of Finance, the Controller and the Director of Business and Information Services.  S/he also serves on the Advisory Committee. 

The Treasurer will assure that appropriate accounting, fiscal, and budgetary controls and procedures are in place and being followed, monitoring and counseling on financial management and operations. S/he oversees, receives, and reviews the annual audit, and plays a key role in interpreting the findings to PYM’s membership. The Treasurer serves in an advisory role to financial staff, committees, and Interim Meeting in matters relating to the properties, funding and business management of the Yearly Meeting. The Treasurer should have experience in financial management, including accounting and business management experience. The term of service is three years. The Treasurer may serve up to four three-year terms, including time of service as Assistant Treasurer. Considerable time commitment is required, especially at particular times during the year.

Specific duties:

• Financial Reviews - Review the financial statements of the Yearly Meeting on a monthly, quarterly and yearly basis.

• Audit - Works with Financial Oversight Working Group to select the auditors.  Reviews audit reports and management letters and recommends corrective action when appropriate.

• Budgets.  Works with Financial Stewardship as the budget is developed and prepared for presentation to the membership.

• Business Management.  Recommends to PYM Administration and General Services Standing Committee, as needed, financial and business practices that could promote more efficient use of YM funds.

• Funds.  In conjunction with Financial Oversight Working Group, reviews investments for safety and performance, recommends investment of YM funds and recommends banks and other deposit