Coordinating Committee - Bylaws 15
Composition of Coordinating Committee.
The affairs of SCYMF shall be managed by a Coordinating Committee consisting of nine (9) persons including:
a. The following two officers of the Yearly Meeting: the Presiding Clerk and the Assistant Presiding Clerk; and
b. Seven other persons (“at-large”) who shall each be appointed by the members of SCYMF, to three-year terms arranged in such a manner that an approximately equal number shall expire each year.
No person may serve a total of more than three consecutive terms, partial or whole, as an at-large appointment to the Coordinating Committee. After completing the maximum term of service, a person must wait a minimum of one year before being eligible to be appointed to serve an additional term. These term limits shall not apply to years of service on the Coordinating Committee as an Officer of SCYMF.
While not members of the Coordinating Committee, the Treasurer and the Recording Clerk are encouraged to attend meetings.
Responsibilities of the Coordinating Committee.
The Coordinating Committee serves as a group of spiritually mature and discerning individuals who are committed to implementing the purpose and mission of the Yearly Meeting. Its responsibilities include:
• Acting for SCYMF between member meetings on matters of organization, finance, administration, and staff positions on matters the committee determines are time-sensitive or of insubstantial interest to the meeting of members;
• Supervising committees, and evaluating as needed, the ministry goals and budget requests of the committees;
• Monitoring the financial status of the Yearly Meeting, and making such changes to authorized expenditures as may be appropriate;
• Advising the Presiding Clerk as needed to establish an agenda for business during sessions of members;
• Adopting risk management, safety, and conflict of interest policies for the Yearly Meeting and its local meetings;
• Taking action to maintain “Sierra-Cascades Yearly Meeting of Friends” as a corporation in good standing in the State of Oregon, with authority to hold property and conduct business in Oregon and other states or countries as considered necessary; and
• Utilize special meetings where appropriate, to consider time-sensitive action that should be referred to members.
Powers of the Coordinating Committee.
a. The Coordinating Committee shall exercise all powers of SCYMF and do all lawful acts and things as are by statute, or by the Articles of Incorporation, or by these Bylaws directed or required to be exercised. The Coordinating Committee, however, shall not have the power to do any act which would cause the SCYMF to lose its tax-exempt status under the Internal Revenue Code of 1986 as amended thereafter, or the laws of the State of Oregon.
b. The Coordinating Committee is always authorized to take action on matters within its designated areas of responsibility, including its responsibility to act for SCYMF between meetings of members on matters of organization, finance, administration and staff positions on matters the committee determines are time-sensitive or of insubstantial interest to the meeting of members. For example, after such deliberation as may be appropriate, the Coordinating Committee may enter into contracts on behalf of SCYMF, hire employees, interpret the budget, spend less or more than the approved budget, represent the Yearly Meeting in potential or actual litigation, and compromise claims.
c. The Coordinating Committee shall bring an annual budget or strategic financial plan for presentation and adoption at the annual meeting. The Coordinating Committee shall coordinate with the Finance Committee to prepare this budget or plan.
d. The Coordinating Committee may engage an outside accounting firm at such intervals as it deems appropriate to perform an audit of SCYMF financials.
e. Policy development: SCYMF, through its Coordinating Committee or by delegation to committees, may develop “best practice” policies regarding risk management, safety, and employment practices, as well as in other areas, to offer as useful tools to local meetings of SCYMF. These “best practice” policies are not binding on SCYMF or its local meetings. They may be presented to membership for approval, but there is no requirement that it do so. “Best practice” policies may be amended by the Coordinating Committee or the appropriate SCYMF committee at any time.
f. Policy adoption: The Coordinating Committee may adopt risk management, safety and conflict of interest policies for SCYMF and its local meetings (i.e. child/youth safety, sexual abuse prevention, transportation issues, background checks, property and finance protection). Any such policies put into effect by the Coordinating Committee may be presented for ratification at the Yearly Meeting or other meeting of members. The members may ratify, amend or cancel the policies. The members may also defer consideration to a future business meeting or request that Coordinating Committee consider amendment to the policies.
g. The Coordinating Committee may not adopt, amend or repeal the articles of incorporation, the bylaws, or faith and practice, nor can they take action to restructure the organization or remove an individual member from membership (i.e. “excommunicate” a member).
Transparency and Accountability to the Yearly Meeting.
The Coordinating Committee shall maintain minutes of its meetings, which the Yearly Meeting shall make available to its members promptly after the form of minutes are approved by the Coordinating Committee. The Coordinating Committee shall make a good faith effort to approve the form of minutes within two weeks of its meeting by unanimous written consent.