Standing Committee Responsibilities
Approved July 16, 2013
The Steering Committee has overall responsibility for managing the affairs of the Friends Committee on Washington Public Policy. The Steering Committee:
- Approves public policy priorities as recommended by the Legislative Committee
- Approves an annual budget
- Approves officers and committee members and clerks upon nomination by the Nominating Committee. Nominations may also arise out of a Steering Committee meeting.
- Serves as liaison with monthly Meetings and Worship Groups
- Performs other duties as needed to adequately manage the affairs of the organization
Meetings of the Steering Committee shall be held as necessary, and at least once annually. Traditionally, Steering Committee meetings have been held three times a year: on Friday evenings of the April and September Pacific Northwest Quarterly Meeting at Lazy F Ranch near Ellensburg, with the September meeting being the official annual meeting, and once near the beginning of the legislative session in January, usually in the Puget Sound area.
The Steering Committee shall consist of:
- Up to two representatives appointed by each Monthly or Preparative Meeting affiliated with the Pacific Northwest Quarter of North Pacific Yearly Meeting and located in Washington State.
- One representative appointed by each interested Worship Group similarly located and affiliated.
- Such individual at-large members as shall be appointed by the members of the Steering Committee, provided, that the number of at-large members appointed shall be less than the total number of representatives appointed by meetings and worship groups at the time of their appointment.
All representatives appointed by meetings and worship groups and at-large members shall be members of the Religious Society of Friends or current, long-time attenders of a meeting for worship of the Religious Society of Friends.
The Executive Committee acts on behalf of the Steering Committee between its meetings to the extent necessary to carry out the purposes of the organization. It is currently composed of the Clerk, the Assistant Clerk, the Treasurer, the Recording Secretary, the Clerks of standing committees, and (optionally) the Clerks of working groups, and such additional officers or members of the Steering Committee that the Steering Committee appoints.
The Executive Committee:
- Makes necessary interim decisions between meetings of the Steering Committee, including overseeing the work of all committees and the Legislative Advocate and Policy Analyst (Lobbyist) and appointing individuals to fill vacancies that may occur among the officers or committees
- Prepares for and sets the agenda for Steering Committee meetings
- Recruits and contracts with the Lobbyist, evaluating the work of the latter annually and renewing the contract as appropriate
- Oversees management of events conducted by FCWPP, such as Quaker Lobby Day, and oversees participation in other events in which FCWPP can be involved, such as offering workshops or tabling at Quarterly or Yearly Meetings.
- Oversees outreach (including visitation) to Meetings and Worship Groups and methods to involve Friends of all ages in the work of FCWPP.
While coordinating with the various working groups and the Legislative Advocate, the Legislative Committee:
- Develops the Annual Public Policy Working Plan (for approval at the September Steering Committee meeting) and the Public Policy Agenda (for approval by January Steering Committee meeting)
- Helps organize and support the working groups
- Updates the public policy agenda during the legislative session
- Develops, approves, and sends out Alerts to activists and coordinates with the web-manager for loading Alerts and related information on the website (done by phone and email)
- Organizes and supports lobby visits and other contacts with state legislators; chooses the key issues for Quaker Lobby Day and writes up appropriate talking points for use by participants
- Drafts the annual Legislative Report (used in the spring fund-raising letter) at end of session
- Works closely with the FCWPP Clerk in the supervision and evaluation of the Legislative Advocate
- Arranges regular meetings (which may be by conference call). Meeting Notes will be kept and circulated among the members of the Legislative Committee.
Finance and Fundraising Committee
The Finance and Fundraising Committee:
- Monitors the financial status of FCWPP
- Is responsible, along with the Treasurer, for drafting the annual budget, for approval at the Annual meeting of the Steering Committee in September. The fiscal year runs from October 1 through September 30 of the following year.
- Sends fundraising letters to individual Friends, Meetings, and Worship Groups in Washington state. Currently, these letters are sent as follows:
Residents of Washington state in the North Pacific Yearly Meeting Directory who have not opted out of receiving mail. Permission for using this contact information must be obtained from the NPYM Executive Committee and provided by the IT committee or secretary. Yes No Meetings and Worship Groups in Washington state Yes Yes Individuals in FCWPP’s own contact list Yes Yes
The fall lettermailing usually includes the annual Public Policy Work Plan. It is sent to all Washington state members and long term attenders of North Pacific Yearly Meeting; a spring letter is sent to all individuals who have been involved with FCWPP in some way as well as to Meetings and Worship Groups. The spring mailing usually includes the annual Legislative Report for the session just completed.
- Maintains records of donors
- Makes follow-up contacts with lapsed donors
- Arranges for periodic internal auditing of FCWPP financial records
- Holds regular meetings, with the Treasurer, which may be by conference call. Meeting Notes will be kept and circulated among the members of the Finance and Fundraising Committee
- Maintains an archive of fundraising documents, including those that have become standard enclosures in mailings.