Committees and Officers - Bylaws 19

GENERAL PROVISIONS CONCERNING COMMITTEES AND OFFICERS

This section contains provisions that apply to officers, all committees, and all working groups of SCYMF. For purposes of this section, the Coordinating Committee and working groups are considered to be a committee.

Eligibility.

Except as otherwise stated in these bylaws, each person appointed to an officer or committee position must be an active member of SCYMF. Any exceptions must be approved by the Yearly Meeting or its Coordinating Committee.

Service generally should not extend beyond six to ten continuous years in any particular position.

Committees.

Members of committees, with the exception of the Nominating Committee itself, will be recommended by the Nominating Committee and will be approved on the floor of the Yearly Meeting. Committees besides standing committees may be established or disbanded by action of the business meeting.

Working Groups.

Working groups are the bodies of the Yearly Meeting that are established or disbanded at the discretion of the Coordinating Committee. The Coordinating Committee determines the purpose or responsibilities of the Working Group. Typically, working groups will involve administrative or ministry tasks rather than policy. The Coordinating Committee may appoint persons to the working group. The Coordinating Committee may request nominations from the Nominating Committee.

Size of committees.

Except as otherwise stated in these bylaws, the number of persons serving on a committee varies according to its need and may be determined by the Coordinating Committee, with a minimum of three.

Terms of appointment.

Except as otherwise stated in these bylaws, the terms of appointment vary according to need and may be determined by the Coordinating Committee, not to exceed three years without membership approval. Unless otherwise decided, terms of appointment are for three years, and should be arranged in such a manner that an approximately equal number of terms on a committee expire each year. The nominating committee may nominate persons for less than the standard term to align or realign the number of terms that are set to expire each year.

Selection of clerks.

Except as otherwise stated in these bylaws, from its own number, each committee nominates a person to serve as its Presiding Clerk, Assistant Clerk, and Recording Clerk. Working groups of less than three persons do not need to appoint clerks.

CONDUCTING MEETINGS

Scheduling Meetings.

a. An annual meeting of the committee shall be held during the Yearly Meeting. No notice of such meeting shall be necessary legally in order to constitute such meeting. The committee may determine the time and place for the holding of additional regular, legal meetings, and shall make such information available to the members.

b. Special meetings of the committee may be called by the committee’s Presiding Clerk or by any three council members on ten (10) days' notice to each council member, either personally or by mail or by electronic communication.

Quorum.

A quorum consists of a majority of the committee members. When determining a quorum, members participating in a meeting by telephone or video conference calls will be counted as present.

Telephone or other simultaneous participation.

Committee members may participate in any regular or special meeting by use of any means of communication by which (a) all participating members may simultaneously hear each other’s communications during the meeting and, (b) all communication during the meeting is immediately transmitted to each participating member, and each participating member is able to communicate immediately with other participating members. Simultaneous participation includes video conference calls.

Unanimous written consent (Email approval).

Any action required or permitted to be taken at any meeting of a committee may be taken without a meeting if a unanimous consent setting forth the action so taken is approved in writing by all members of the committee. Care should be exercised to ensure all committee members understand that their consent will be relied on to take action and that none of the necessary consents has lapsed or become stale due to passage of time. Care should also be taken to ensure action taken by unanimous written consent is recorded in the minutes of the committee.

Individuals on multiple committees.

Individuals may be nominated to serve on more than one committee, but generally not more than two. Care should be exercised to evaluate the ability of the individual to serve on more than one committee well.

Co-Clerks.

For each clerk position, the Nominating Committee may nominate two persons to serve as co-clerks. (Group clerking of three or more persons is not permitted). Unless otherwise agreed between the co-clerks, express or implied, neither clerk can take action without the consent of the other. In the event that co-clerks are appointed, then the composition of committees (such as the Coordinating Committee) will be increased accordingly.

UNAVAILABILITY, REMOVAL, RESIGNATION, AND VACANCIES

Unavailability of a clerk. If a clerk does not participate at a particular meeting of the members or a committee, the following provisions apply:

• Unavailability of a presiding clerk: The following will serve as presiding clerk for the particular meeting, in the order so named: assistant presiding clerk, then recording clerk.

• Unavailability of assistant presiding clerk: This position may be left vacant.

• Unavailability of recording clerk: This position must be temporarily filled by action of the members.

• Unavailability of co-clerk: The co-clerk that participates may serve as sole clerk for that particular meeting.

• Instead of these default provisions, the members or the committee may fill the position temporarily for that particular meeting.

Removal of officers and committee members.

a. Any individual serving as an officer or as a committee member, who consistently fails to attend and/or participate in the work of their respective position, shall be contacted by the committee (or by the Coordinating Committee if the individual is an officer) to discuss the individual’s interest and ability to continue in the position. Should the individual’s non-participation persist after being contacted by the committee, and after providing the individual with ample notice of intent and sufficient opportunity to respond, the person may be suspended or removed by a decision of the committee. If the person is removed, a vacancy is declared.

b. Any individual serving as an officer or on a committee may be removed for misconduct occurring either before or during the term of appointment. Misconduct is a substantial act against the purposes and Bylaws of the SCYMF as determined in the sole discretion of the Coordinating Committee. The Coordinating Committee shall consider removal when it is recommended by at least three members of the Coordinating Committee. Any individual to be removed for misconduct will be given an opportunity to be heard by the Coordinating Committee prior to final action to remove the individual.

Resignation. An officer or committee member may resign by delivering written resignation to the Coordinating Committee, the presiding clerk of any pertinent committee, or the assistant presiding clerk of any pertinent committee. The Coordinating Committee and the affected committee should notify the other of any resignation received. The Coordinating Committee may exercise its discretion about whether to accept the resignation.

Vacancies.

When there is a vacancy on a committee, the committee must notify the Nominating Committee. The committee is encouraged to give the Nominating Committee a reasonable opportunity to propose a replacement appointment to complete the term of the vacant position. The committee, either before or after the Nominating Committee responds, may fill the vacancy on an interim basis. At the next Yearly Meeting or Quarterly (or Regular) Meeting, the Nominating Committee should bring a replacement name to fill the vacancy. If a committee accepts the resignation of an officer or committee member that was tendered to take effect at a future time, the committee may appoint a successor to take office when the resignation becomes effective. (For purposes of this paragraph, committee means the Coordinating Committee when the vacancy is an officer position.)