"Organization is not for its own sake but to provide what is needed for the Meeting's orderly operation while allowing each person a maximum of freedom, participation and responsibility."

(NPYM FAITH AND PRACTICE)

      The Monthly Meeting appoints committees in order to provide for careful consideration of various aspects of the life of the Meeting. Although each committee assumes a particular responsibility, it seeks when appropriate to engage the resources of the Meeting as a whole in the task to be done. Committee decisions may involve the approval of the Monthly Meeting.

       Most committees function more effectively if they meet at regular intervals and provide reports to the Monthly Meeting. Such reports should indicate clearly what action, if any, is requested of the Meeting and adequate information should be supplied to help in the process of arriving at a decision. In the spring committees inform the treasurer of the budget needs for the following year.

       In approving people to serve as officers or on committees, the Meeting anticipates that each person will take the time to do so to the best of his/her ability.

AD-HOC MEETINGHOUSE COMMITTEE

The Ad Hoc Committee will be made up of members and regular attenders of Eastside Friends Meeting.  The Property, Finance, Children’s Meeting, and Fellowship Committees will recommend at least one representative each for this committee.  The Nominating Committee will recommend two “at large” members.  All members of the Ad Hoc Committee are to be approved by Monthly Meeting.

Membership of the Ad Hoc Committee may change over time as appropriate.  The committee is encouraged to ask for support from the Meeting clerk and standing committees as needed.

It is important that the Ad Hoc Committee work be conducted under the sense of the Meeting.  The committee is encouraged to provide opportunities for Friends to communicate ideas and concerns in a variety of ways.

The first phase of the Ad Hoc Committee’s work will be in proposing a plan for remodeling and/or expanding the Meetinghouse..  If the plan is approved, then later phases will be raising the funds and overseeing the actual work.

The Ad Hoc Committee will:

• review all the information collected to date (“wish lists,” etc.; Property Committee has already done a great deal of idea-gathering to start with)
• define the identified needs in sufficient detail for an architect to work with (desirable sizes, capacities, configurations, etc.)
• examine a variety of possible approaches for addressing the identified needs, working with outside professionals as necessary
• develop one or more proposals in some detail including
• specifics of what space would be created & how it could be used
• cost estimate
• time estimate
• specifics of what would be lost and any other “down-sides,” potential obstacles, or concerns
• help lead Meeting in discussing, refining, and approving a final project plan
• select architects and builders
• provide liaison between contractor(s) and the Meeting as a whole
• anticipate logistical challenges and contingencies during the project (e.g., temporary location for activities displaced by construction/remodeling)
• identify, estimate costs of, and procure any furnishings needed in the new/remodeled spaces
  

ADULT EDUCATION

• In development
  

CHILDREN'S MEETING

• The committee plans and leads age-appropriate “First-Day school” activities for children, and may organize other activities or events as well.  The committee also looks for ways to encourage participation in Children’s Meeting.
• The age range for Children’s Meeting is Kindergarten through 12th grade.
• Members of the committee share the teaching responsibilities.  Typically each committee member teaches once a month.
• Themes and curriculum will vary from year to year depending on the teachers’, parents’, and children’s interests.  A Second Hour on Children’s Meeting planning can also suggest topics.  Past topics have included Quaker history, Quaker testimonies, Old Testament lessons, New Testament lessons, and an introduction to other faith traditions.
• The Children’s Meeting Committee and Ministry and Worship Committee jointly recommend, and the Meeting as a whole approves, the timing for Children’s Meeting (e.g., during first hours or during second hours).
  

** CLERK

• Presides at business sessions of the Meeting
• Is responsible for stating the sense of the Meeting for each item of business for the Meeting's approval
• Carries out the instructions of the Meeting pertaining to accomplishments of its business, including follow up on individual responsibilities
• Makes sure that important Meeting records are properly cared for
• Takes care of correspondence regarding Meeting business
• Sends the State of Meeting report to spring QM and YM
• Sends letter of appreciation to donors to memorial funds recognizing the dollar amount and notifies the family of the deceased that a gift was given in memory of their loved one
• Is an ex officio member of all committees
  

 DIRECTORY COMMITTEE

• Maintains a current directory of members, attenders, and other Friends organizations and publishes it about once a year
• Provides directory changes to North Pacific Yearly Meeting directory
  

EMAIL MODERATOR

• Maintain Meeting email account
• In event content of message is questionable consult appropriate committee clerk(s) before posting.
  

FAITH IN ACTION COMMITTEE

• Is aware of, and conversant with, the concepts of Friends' testimonies of peace and social justice
• Plans programs and actions that are timely in relation to local, national and international issues
• From time to time reviews the Quaker roots of peace and social order concerns as described in Faith and Practice and other written materials
• Selects from among the many peace and social order concerns those which seem most appropriate for the work of the committee and solicits suggestions from the Meeting
• Maintains liaison with FCNL, AFSC, FWCC and FCWPP
• Works with finance committee in considering financial requests from organizations sharing Friends' approach to social actions
  

FELLOWSHIP COMMITTEE

• Nurtures friendly connections within Eastside Meeting
• Coordinates special events such as Christmas, Easter, Thanksgiving simple meal, picnics, retreats, potlucks, Meeting sponsored events (weddings, memorials, etc.)
• Coordinates telephone tree when needed
• Maintains hospitality supplies at Meeting House
• Prepares schedule of Sunday morning care of children
  

FINANCE COMMITTEE

• Is responsible for oversight of the treasurer and the accounting procedures of the financial affairs of the Meeting
• Establishes written procedures for each of the accounting categories and keeps them up to date
• With the treasurer prepares a yearly budget to be presented at the June or July monthly meeting for business
• Provides for an annual audit in June and reports to the Meeting in July
• Determines the allocation of money to various Meeting funds (building, sharing, etc.) and tracks additions and disbursements from these funds. Reviews requests for contributions.
• If requested by the Meeting writes a letter to members advising them of funds needed to carry on the work of the meeting.
• Brings recommendations to meeting for business which includes the following:

  (1)  a statement of how the recipient meets the queries regarding donations as stated in Minute 94-7-2 which says:

• contributed funds are used efficiently to meet the mission of the organization
• personal involvement of someone in the Meeting
• the organization promotes Friends' values
• the organization meets an area of need not sufficiently addressed by others
• our highest priority is support of programs that treat the cause of the problem rather than the harmful consequence

(2)  an indication of whether the request is for a one time or annual contribution
(3)  a proposed dollar amount

• Removes money each week from the box on the table in the meeting room
• Works with the Faith In Action committee on contributions relating to those issues
  

LIBRARY

• In development
  

** MEMBERSHIP & PASTORAL CARE COMMITTEE

• Comprised of four members, each serving two-year terms.  Each year two members are added as two members finish their term.  Committee members shall be members of the Religious Society of Friends.
• Membership on this committee calls for dedication, tact and discretion and a willingness to be of service.  Members should be representative of the varied make-up of the Meeting and be persons of experience, sympathy and good judgment.
• Responsible for the pastoral care of members and attenders.
• Responsible for establishment of Clearness Committees when needed (may refer request to the Ministry & Worship Committee when appropriate).
• Reviews all applications for membership and transfer following guidelines in Faith and Practice. Makes recommendations to Monthly Meeting on the status of inactive members and considers requests for withdrawal from membership.
• Responsible for memorial services and the clearness process for marriages under the care of the Meeting.
• Prepares memorial minutes and forwards them to Yearly Meeting M & O clerk prior to annual session (May or June).
• Presents for Meeting's approval the names of Eastside Meeting members to serve on the nominating committee (names to be included in Nominating Committee report in March for Meeting approval in April).
• Remembers the thirteenth birthday of children, graduating high school students and new members with an appropriate gift.
• Administers, along with the St. Germains, the Adam St. Germain Memorial Fund.

JOINT RESPONSIBILITIES WITH MINISTRY AND WORSHIP COMMITTEE

• Writes the State of the Society report in January to be approved by the Meeting in time for Spring quarterly meeting
• Corresponds with and periodically visits worship groups and preparative meetings under the care of Eastside Meeting.  These groups are a serious Meeting responsibility and these committees need to be sensitive to group concerns and ways to provide required assistance.  Presents updates to Meeting.
  

MINISTRY AND WORSHIP COMMITTEE

• Comprised of four members, each serving two-year terms.  Each year two members are added as two members finish their term.
• Committee members should be persons of spiritual depth who are familiar with Friends faith and ways of organizing and conducting Meeting work even though they may not be members of the Religious Society of Friends.
• Fosters and strengthens the spiritual life of the Meeting.
• Responsible for care of Meeting for Worship.
• Considers when the queries are to be read.
• Responsible for arranging for and publicizing second hour adult education forums.  Assures that all aspects of Meeting interests receive second hour attention as needed (spirituality, ministry, social concerns, etc.).

JOINT RESPONSIBILITIES WITH MEMBERSHIP & PASTORAL CARE COMMITTEE

• Writes the State of the Society report in January to be approved by the Meeting in time for Spring quarterly meeting
• Corresponds with and periodically visits worship groups and preparative meetings under the care of Eastside Meeting.  These groups are a serious Meeting responsibility and these committees need to be sensitive to group concerns and ways to provide required assistance.  Presents updates to Meeting.
  

 NEWSLETTER COMMITTEE

• Prepares and publishes monthly newsletter about the life of the Meeting
• Distributes and mails newsletter
  

**NPYM STEERING COMMITTEE

• In development
  

** NOMINATING COMMITTEE

• Is composed of members of Eastside Meeting who attend meeting for worship and monthly meeting for business fairly regularly
• Begins search for officers and committee assignments in January or February
• In April presents to monthly meeting nominations for officers and committee members for the Meeting's approval in May
• Presents names during the year if vacancies occur
• Members nominated by M & PC committee
  

PROPERTY COMMITTEE

• Cares for the building and grounds
• Organizes periodic work parties
• Screens requests for rentals or use of the building
• Hires and supervises resident caretaker
• Maintains friendly relations with perimeter neighbors to promote stewardship of our property and to prevent encroachments
• Prepares building for special events and renters
• Oversees development and maintenance of Memorial Gardens
• Issues keys for the building if necessary
  

** RECORDING CLERK

• Writes and keeps a file of all business meeting minutes which are signed by the clerk and recording clerk
• Notes in minutes to whom responsibilities are delegated
• Keeps members records filed in the safe of the Meeting House
• Prepares the statistical report in June for Yearly Meeting
• Sends vital statistics to the editor of the Friends Bulletin
  

RETREAT COMMITTEE

• Determine and procure retreat location
• Set date for EFM retreat
• Determine and facilitate the structure/activities of retreat
• Work with Finance Committee to review budgetary considerations and establish retreat costs
• Retreat plans and program to be approved by Monthly Meeting for Business
• Publicize and promote retreat with the Meeting
• Consult with retreat attenders and non-attenders to assess success of retreat
  

STATISTICAL CLERK

• In development
  

** TREASURER

• Maintains accounts for the Meeting-checking, savings, etc.
• Receives and disburses funds as Meeting directs
• Keeps accounts of incoming and outgoing money
• Pays bills promptly
• Prepares a monthly report for meeting for business
• Distributes donations or other special payments at the direction of the Meeting or finance committee
• Keeps personal contribution accounts and issues receipts if requested
• Alerts the finance committee promptly if financial problems arise
  

WEBSITE MANAGEMENT

• In development