5.01 Composition. The Administrative Council will have 12 members. Members will include the Presiding Clerk, the Assistant Presiding Clerk and the Superintendent. On nomination by the Board of Elders, the Yearly Meeting appoints nine others to serve on the Administrative Council. The Presiding Clerk of the Yearly Meeting serves as Clerk of the Administrative Council. While not a member of the Administrative Council, the Director of Finance and Development attends meetings in an advisory capacity. A quorum consists of a majority of the members. When determining a quorum, members participating in a meeting by telephone will be counted as present. (See also 2.04.02, p. 36.)
5.02 Criteria for Appointment. The Board of Elders will nominate people to the Administrative Council, based upon the candidates’ spiritual maturity, gifts of discernment and demonstrated commitment to the entire ministry of NWYM. Nominees must be active members of a local NWYM church, experienced in Friends practices, and committed to the Christian principles as set forth in Faith and Practice. The Elders will strive to achieve geographic, age, cultural and gender diversity on the Administrative Council. No more than three of the nine at-large members may be named from any one Area within NWYM.
5.03 Terms of Service. Members will serve three-year rotating terms with approximately one third of the terms expiring each year. Council members who wish to continue serving must be re-nominated by the Board of Elders at the end of each three-year term and may serve up to three consecutive terms. Following the third three-year term, a member must remain off the Council at least one year before reappointment.
5.04 Meetings. The Administrative Council will announce its regular schedule of meeting times to the entire Yearly Meeting. The Council may meet at additional times, as needed. (See 2.04.01, p. 36.)
5.05 Responsibilities. The NWYM Administrative Council serves as a group of spiritually mature and discerning individuals who affirm the values, cradle the mission and help NWYM remain focused on its collective vision. It is given these specific responsibilities:
5.05.01 Oversee and assess the NWYM visioning process.
5.05.02 Review and evaluate the Annual Ministry Plan of each NWYM board, meeting frequently with board clerks to discuss ministry goals and budget requests for the coming year. In working with each board, the Administrative Council will strive to:
• ensure the annual Ministry Plan of each board is in harmony with the overall vision of NWYM;
• eliminate redundancy and foster cohesion in NWYM ministries;
• foster a prayerful, discernment-based environment for strategic planning.
5.05.03 Develop an annual budget proposal in concert with board clerks, based upon Annual Ministry Plans, the overall vision of NWYM, and anticipated resources for the coming year. The Administrative Council will present the annual budget and a summary of Annual Ministry Plans to the Yearly Meeting for approval.
5.05.04 Work with the Finance Committee to challenge local churches to fully fund the annual budget and meet long-term financial goals.
5.05.05 Evaluate any request by a NWYM organization for raising funds outside the normal budget process.
5.05.06 Manage the use of the NWYM Ministry Reserve Fund under the care of this Council.
5.05.07 Advise the Presiding Clerk on the establishment of an agenda for business during Yearly Meeting sessions.
1. Disseminate information about items for discussion and the anticipated business schedule for Yearly Meeting sessions. This information will be sent to local churches through the Council of Representatives.
2. Receive matters of business or concern arising from local churches, and requiring deliberation or action by the Yearly Meeting as a whole. These concerns should normally have been reviewed by the Area gathering, and forwarded by it to the Yearly Meeting.
3. Appoint a task force or study group as needed.
5.05.08 Prepare recommendations whenever a NWYM board seeks the Council’s discernment about a matter prior to its consideration at Yearly Meeting for approval.
5.05.09 When the Yearly Meeting is not in session, and the matter under consideration is time sensitive, the Administrative Council is authorized to take action on behalf of the entire Yearly Meeting, reporting such action to the Yearly Meeting in a timely manner. The Administrative Council is always authorized to take action on matters within its designated areas of responsibility.
5.05.10 Provide primary oversight of the Superintendent. This includes providing the Superintendent with an annual evaluation and making recommendations to the Yearly Meeting regarding continuing the call of the Superintendent.
5.05.11 Oversee the development and ongoing revision of the NWYM staff policy manual.
5.05.12 Recommend salary and expense accounts for NWYM staff. The Administrative Council has the authority to determine the portion of staff salary that is designated as annual housing allowance.
5.05.13 Act on the Superintendent’s recommendations on all staff appointments and position changes.
5.05.14 Represent the Yearly Meeting whenever the interests or reputation of Friends requires immediate action or deliberation, reporting all such proceedings to the Yearly Meeting.
5.05.15 Consider and act upon questions regarding organization, policy or procedure raised by officers or bodies of NWYM.
5.05.16 Maintain relationships with NWYM-related organizations, such as Friendsview Retirement Community, NWYM-affiliated camps, George Fox University and other schools. In cooperation with NWYM staff, the Administrative Council will foster connection, cooperation, and appropriate partnerships for risk management.
5.05.17 Review nominees to the board of George Fox University and make recommendations to the Yearly Meeting. The Yearly Meeting will approve nominees to the board of GFU. In exceptional cases, the Administrative Council is authorized to approve a nominee if doing so will allow the new GFU board member to begin service in time to attend the spring board meeting of GFU. (See “Related Organizations. George Fox University,” p. 72).
5.05.18 Provide thorough and timely reporting of all their activities to the Yearly Meeting.
5.05.19 Welcome representatives from local churches or Areas when these representatives wish to raise concerns or matters of business when the Administrative Council is in session.
5.05.20 Write and maintain a policy on conflicts of interest for Yearly Meeting officers, staff and organizations.
