BLUE BOOK SCOPE and PURPOSE

We intend this book to guide the Tempe Monthly Meeting Nominating Committee, the conveners and clerks of other Meeting committees, and anyone who wants to understand how Tempe Friends accomplish their work as a religious community. Please use this brief guide as a supplement to the Intermountain Yearly Meeting book of discipline–currently the 1993 Faith and Practice of North Pacific Yearly Meeting.

HISTORY OF TEMPE MEETING

In September 1968 a small number of Friends began meeting as a Worship Group in Danforth Chapel on the campus of Arizona State University. For the next two years attendance averaged between five and eight, sometimes only two or three. But each year since 1970 attendance has grown steadily as worshipers have found comfort and support in silent corporate worship.

In February 1973, Arizona Half-Yearly Meeting recognized the Worship Group as Tempe Monthly Meeting with eleven founding members. Since then, members from Tempe Monthly Meeting have given leadership to Arizona Half-Yearly Meeting and Intermountain Yearly Meeting and been active and serving participants in the work of the Friends World Committee for Consultation, the Friends Committee on National Legislation, the American Friends Service Committee, Friends General Conference, and, while it was active, the Friends Committee on Arizona Legislation.

In response to growing membership and the need for a meeting place that would better serve its younger and older members, the Meeting purchased property at 318 E. Fifteenth Street in 1989. Through memorial gifts and other generous donations of time, labor, and money, a meetinghouse was built at that location. It has served as the home of Tempe Friends Meeting since 22 February 1991. During 2002-2003, a three-room addition for children’s Firstday school activities was designed and completed north of the original building.

In this setting, worshipers have found a sense of peacefulness, serenity, and reassurance. It is a place for spiritual renewal and rededication. May it so continue.


 

TABLE of CONTENTS

BLUE BOOK SCOPE and PURPOSE...............................................................................................................................................

HISTORY OF TEMPE MEETING.......................................................................................................................................................

CLERK...................................................................................................................................................................................................

MINUTE CLERK...................................................................................................................................................................................

RECORDS CLERK..............................................................................................................................................................................

TREASURER.........................................................................................................................................................................................

FINANCE COMMITTEE.....................................................................................................................................................................

WORSHIP and MINISTRY COMMITTEE......................................................................................................................................

COUNSEL and OVERSIGHT COMMITTEE...................................................................................................................................

CHILDREN’S RELIGIOUS EDUCATION COMMITTEE.............................................................................................................

ADULT RELIGIOUS EDUCATION COMMITTEE.........................................................................................................................

NOMINATING COMMITTEE............................................................................................................................................................

DIRECTORS for TEMPE FRIENDS MEETINGHOUSE CORPORATION...............................................................................

AUDITORS............................................................................................................................................................................................

HOSPITALITY COMMITTEE...........................................................................................................................................................

NEWLETTER/CALENDAR EDITOR...............................................................................................................................................

DIRECTORY EDITOR........................................................................................................................................................................

HISTORIAN..........................................................................................................................................................................................

PEACE and SOCIAL CONCERNS COMMITTEE.........................................................................................................................

LIBRARY COMMITTEE.....................................................................................................................................................................

BUILDING and GROUNDS COMMITTEE......................................................................................................................................

OUTREACH COMMITTEE................................................................................................................................................................

AMERICAN FRIENDS SERVICE COMMITTEE LIAISON.........................................................

IMYM CONTINUING COMMITTEE REPRESENTATIVE...........................................................................................................

AHYM CONTINUING COMMITTEE REPRESENTATIVE..........................................................................................................

ARIZONA HALF-YEARLY MEETING NOMINATING COMMITTEE.......................................................................................

GUIDELINES FOR USE OF MEETINGHOUSE...............................................................................................................................

 


CLERK

The clerk must be a member of Tempe Monthly Meeting. Two Friends, both of who must be members of Tempe Meeting, might be appointed as co-clerks. The clerk(s) is (are) appointed for a one-year renewable term that begins at the rise of the Fifth Month meeting for business. The clerk shall not be a director of the Corporation nor treasurer of the Meeting. Among other duties, the clerk will:

1.                  Preside at meetings for business.

2.                  See to the rise of meeting for worship, welcome guests, and make announcements.

3.                  Serve ex officio as a member of all Meeting committees and the Tempe Friends Meetinghouse Corporation Board.

4.                  Convene the joint meetings of the Worship and Ministry Committee with the Counsel and Oversight Committee.

5.                  Channel Meeting tasks and opportunities for service to appropriate individuals and committees.

6.                  Effectively conduct meetings for business, by:

a)                  Keeping a calendar of regular business to be undertaken each month.

b)                  Alerting committees and individuals for timely reporting to business meeting.

c)                  Directing business items, concerns, or letters, to the appropriate committees or individuals so that they may be properly considered before their presentation at meeting for business.

7.                  Sign Minutes and Letters of Introduction of traveling Friends, both those issued by Tempe Meeting and those carried by Friends who visit Tempe Meeting.

8.                  Sign legal papers on behalf of and in the name of Tempe Monthly Meeting. This includes marriage under the care of the meeting or any other legal documents. This does not include documents relating to property or insurance, which are to be signed by the Corporation President.

9.                  Notify IMYM and other appropriate Friends’ organizations of the names and addresses of officers and committee appointees.

10.              Sign letters being sent in the name of Tempe Meeting.

11.              Receive minutes and communications from other Meetings and distribute news and information to Tempe Friends.

12.              Guided by Worship and Ministry, Building and Grounds, or Monthly Meeting as appropriate, approve or disapprove the use of the meetinghouse by non-Friends groups or for non-Friends events, according to the Blue Book guidelines for use of the meetinghouse.

13.              Keep complete set of keys to the meetinghouse and a list of those holding one or more keys.

14.              Be responsible for the reading of Advices and Queries during Meeting for Worship on meeting for business days.

15.              Be responsible for opening the meetinghouse for weekly meeting for worship and for checking the thermostats. In case of absence the clerk will see that someone is appointed to take care of these matters.

16.              Prepare an annual report for the Fifth Month meeting for business and remind all other officers and committee convenors to do likewise.

17.              As appropriate, provide the Outreach Committee with materials and announcements for posting on the community notice board or the website, or for distribution to the media.

MINUTE CLERK

The minute clerk, a member of Tempe Monthly Meeting, serves a two-year renewable term beginning at the rise of the Fifth Month meeting for business. Among other duties, the minute clerk will:

1.      Write the minutes for approval of the meeting for business.

2.      Be responsible for timely distribution of the minutes to members and attenders locally and to other individuals and Meetings as seems appropriate.

3.      Present an annual report to the Fifth Month meeting for business.

4.      Keep the newsletter editor, webmaster and convenor of the Outreach Committee apprised of plans for events and activities, as appropriate.

RECORDS CLERK

The records clerk, a member of Tempe Monthly Meeting and a member of the Counsel and Oversight Committee, serves a two-year renewable term beginning at the rise of the Fifth Month meeting for business. Among other duties, the records clerk will:

1.      Keep Meeting records, i.e., the records of births, marriages, deaths, and membership transfers.

2.      Receive and send certificates of transfers of membership.

3.      Keep papers that members and attenders have filed indicating their wishes regarding terminal medical care, memorial services, and the disposition of their bodies. Keep the original at the meetinghouse in a locked container and copies at the records clerk’s home.

4.      Present an annual report at the Fifth Month meeting for business.

5.      Keep the newsletter editor, webmaster and convenor of the Outreach Committee apprised of planned events and activities, as appropriate.

TREASURER

The treasurer, a member of Tempe Monthly Meeting, serves a two-year renewable term beginning at the rise of the Fifth Month meeting for business. Among other duties, the treasurer will:

1.      Receive contributions to the Meeting.

2.      Pay, in a timely manner, all bills, assessments, and contributions that have been approved by the Meeting in its annual budget or by special action at a meeting for business.

3.      Present to each meeting for business a written summary of transactions and the Meeting’s present financial state, including amounts owing on mortgages, loans, and budgeted contributions to Friends’ organizations.

4.      Open and maintain, on behalf of the Meeting, bank accounts, Certificates of Deposit, and such other accounts as shall be required to receive and sell stock certificates or other assets given with the donor’s expectation that they will be converted immediately to cash for the Meeting’s benefit.

5.      Present pertinent facts when committees or individuals make proposals requiring financing.

6.      Serve ex officio as a member of Finance Committee and participate in drafting the annual budget.

7.      In First Month of each year, report to each contributor the amount he/she has pledged and/or contributed in the preceding year.

8.      Annually submit all financial records to the Meeting’s auditors for their examination.

FINANCE COMMITTEE

The Finance Committee consists of three Meeting members who serve for three years each, the member senior in service acting as convenor. Among other duties, this committee will:

1.      Meet in Ninth Month to develop a budget for the coming year, then present the budget at the Tenth Month meeting for business for approval at the Eleventh Month meeting for business.

2.      Meet three additional times a year to review the financial state of the Meeting, with one of these meetings to include the treasurer, the auditors, the corporation directors, and the clerk.

3.      Send the annual budget letter to members and attenders. This letter will inform Friends of the financial needs of the Meeting for the coming year and encourage appropriate contributions.

4.      Present an annual report to the Fifth Month meeting for business.

WORSHIP and MINISTRY COMMITTEE

The Worship and Ministry Committee works to foster and strengthen the spiritual life of the Meeting by nurturing the Meeting for Worship and the spiritual growth of individuals in the Meeting. The committee consists of six Tempe Meeting members who serve for three-year terms, along with the current clerk as ex officio member. Each year, the Nominating Committee will name two new members, as two members complete their three years of service. The duties of this committee are described in detail in Faith and Practice of North Pacific Yearly Meeting, the 1993 edition, pages 84-88. The Worship and Ministry Committee will:

1.      Consider the spiritual needs of members and attenders and of the Meeting as a whole, and plan and implement ways to meet those needs. This includes care of Meetings for Worship and Worship Groups.

2.      Nurture the spiritual growth of individuals in the Meeting by fostering varied gifts for ministry and service, and encouraging private worship, prayer, meditation, and devotional reading.

3.      Counsel with Friends concerning sensitivity to Divine prompting.

4.      Encourage an appreciation of the variety of gifts that people bring to the Meeting, be they in ministry, teaching, counseling, social action, etc.

5.      Arrange for greeters on Sunday mornings.

6.      In consultation with the Religious Education Committee, plan special occasions (such as an annual retreat, study groups, and spiritual sharing groups) to nourish the spiritual life of the Meeting.

7.      Show concern for the nurture of the religious life of children and young people, for their participation in the Meeting, and their preparation for membership.

8.      Together with the Counsel and Oversight Committee and in accordance with the family’s wishes, arrange appropriate memorial services for a Friend who has died.

9.      Together with the Counsel and Oversight Committee prepare the annual State of the Meeting report, present it for approval in the Third Month meeting for business, and forward it to the clerks of Arizona Half-Yearly Meeting and Intermountain Yearly Meeting.

10.  Choose the clerk of the Worship and Ministry Committee prior to the Fifth Month meeting for business.

11.  Meet with the Counsel and Oversight Committee at least three times a year.

12.  Present an annual report at the Fifth Month meeting for business.

13.  Keep the newsletter editor, webmaster and convenor of the Outreach Committee apprised of planned events and activities, as appropriate.

COUNSEL and OVERSIGHT COMMITTEE

The Counsel and Oversight Committee has responsibility for the care of the membership and of the corporate life of the Meeting. In providing this pastoral care the committee is concerned with the more outward aspects of building a fellowship in which all members find acceptance and loving care. The committee consists of six Tempe Meeting members who will serve three-year terms, along with the current Meeting clerk as ex officio member. Each year, the Nominating Committee will name two new members, as two members complete their three years of service. The duties of this committee are described in detail in Faith and Practice of North Pacific Yearly Meeting, the 1993 edition, pages 84-88. Among other duties, the Counsel and Oversight Committee will:

1.      Become acquainted with members and attenders, consider their personal needs, and plan and implement ways to meet those needs.

2.      Recommend membership clearness committees after the Meeting receives applications for membership. The committees should include four or more Tempe Meeting members, with at least one drawn from the Counsel and Oversight Committee and at least one from the Worship and Ministry Committee.

3.      Be available to counsel and advise membership Clearness Committees if requested. Appoint a Visitation Committee of members of the Counsel and Oversight Committee to welcome new members after their membership has been approved.

4.      Coordinate matters of membership (transfer, joining, traveling, termination, etc.) in accordance with procedures in Faith and Practice of North Pacific Yearly Meeting and in conjunction with the records clerk. Keep in touch with inactive members. Write yearly letters to nonresident members.

5.      Encourage junior members and young attenders to apply for full adult membership when appropriate. Each year, write a letter and present a Bible to any new high school graduates.

6.      Consider requests received by the Meeting from couples wishing to be married under the care of the Meeting. Recommend to the Monthly Meeting four or more Tempe Meeting members to serve on the Clearness Committee for Marriage. The Clearness Committee will visit with the couple and make recommendations to the Monthly Meeting. The Clearness Committee has the option of seeking advice from the Counsel and Oversight Committee before reporting to the Monthly Meeting. If the Marriage is allowed, the Counsel and Oversight Committee, taking into account the wishes of the couple, recommends to the Monthly Meeting the names of Tempe Meeting members (including at least one member of the Worship and Ministry Committee) to serve on a Committee of Oversight to attend to the details of the wedding.

7.      If asked, appoint a special Committee of Concern, of the requester’s choice, to give support as that individual’s personal needs or problems are considered.

8.      Assist and support families in times of need, such as illness or death.

9.      Together with the Worship and Ministry Committee and in accordance with the family’s wishes, arrange appropriate memorial services for a Friend who has died.

10.  Prepare memorial minutes and forward them to Intermountain Yearly Meeting and Quaker publications. Also send notices of births and marriages to Quaker publications.

11.  Together with the Worship and Ministry Committee prepare the annual State of the Meeting report, present it for approval in the Third Month meeting for business, and forward it to the clerks of Arizona Half-Yearly Meeting and Intermountain Yearly Meeting.

12.  Encourage Friends to attend IMYM, AHYM, and similar gatherings.

13.  Choose the convenor of the Counsel and Oversight Committee prior to the Fifth Month meeting for business.

14.  Meet with the Worship and Ministry Committee at least three times a year.

15.  Present an annual report at the Fifth Month meeting for business.

CHILDREN’S RELIGIOUS EDUCATION COMMITTEE

The Children’s Religious Education Committee consists of 8 to 12 people with named coordinators for the children’s various age groups. Others interested in religious education are welcome to attend all meetings. The committee meets every two months or as needed to fulfill its responsibilities. Among other duties, the Committee will:

1.      Plan the curriculum for First-day School.

2.      Arrange for teachers for the First-day School classes.

3.      Keep informed of available curriculum materials.

4.      Hire paid help for childcare as needed for First-day School and other meetings.

5.      Assess regularly with teachers and parents the effectiveness of the Meeting’s educational efforts.

6.      Be responsible for planning the children’s program when it is Tempe Meeting’s responsibility for coordinating Arizona Half-Yearly Meeting.

7.      Present an annual report to the Fifth Month meeting for business.

8.      Keep the newsletter editor, webmaster and convenor of the Outreach Committee apprised of planned events and activities, as appropriate.

ADULT RELIGIOUS EDUCATION COMMITTEE

The Adult Religious Education Committee consists of 4 to 6 people. Others interested in religious education are welcome to attend all meetings. The committee meets every two months or as needed to fulfill its responsibilities. Among other duties, the Committee will:

1.      Plan the curriculum for adult study sessions or discussion groups.

2.      Arrange for leaders for the adult program.

3.      Keep informed of available curriculum materials.

4.      Assess regularly with leaders, participants, and others the effectiveness of the Meeting’s adult education efforts.

5.      Present an annual report to the Fifth Month meeting for business.

6.      Keep the newsletter editor, webmaster and convenor of the Outreach Committee apprised of planned events and activities, as appropriate.

NOMINATING COMMITTEE

The Nominating Committee consists of six Tempe Monthly Meeting members who serve for three-year overlapping terms with two new appointees each year. One of the members senior in service to the committee will act as convenor. Each year the meeting for business will appoint three Meeting members to a Naming Committee that will name the Friends who will serve on the Nominating Committee, replacing those whose term of service has ended.

The Nominating Committee brings to the Fourth Month meeting for business, for approval at the Fifth Month Meeting, nominations for the following officers and committee members who begin their terms of service at the rise of the Fifth Month meeting for business:

Clerk                                                                                                           one-year renewable term

Minute Clerk                                                                                               two-year renewable term

Records Clerk                                                                                             two-year renewable term

Treasurer                                                                                                     two-year renewable term

Two Worship and Ministry Committee members                                          three-year rotating terms

Two Counsel and Oversight Committee members                                         three-year rotating terms

Children’s Religious Education Committee *

Adult Religious Education Committee *

Peace and Social Concerns Committee *

Hospitality Committee *

Building and Grounds Committee *

Library Committee *

Finance Committee

Outreach Committee

One member to Corporation Board of Directors                                          three-year rotating term

One Auditor                                                                                                two-year rotating term

Newsletter/Calendar Editor

Directory Editor

Historian(s)

Arizona Half-Yearly Meeting Nominating Committee member(s)

Arizona Half-Yearly Meeting Continuing Committee members

Two Intermountain Yearly Meeting Continuing Committee members

AFSC Arizona Area Committee Liaison

IMYM Nominating Committee member

IMYM Faith and Practice Committee member(s)

Any other committees or positions as requested by the Tempe Monthly, Arizona Half-Yearly, or Intermountain Yearly Meetings.

* Convenors chosen by Nominating Committee

Note–Meeting officers, members of Worship and Ministry Committee, Counsel and Oversight Committee, Finance Committee, Nominating Committee, directors of Tempe Friends Meetinghouse Corporation, and any committee convenors shall be members of Tempe Meeting.

DIRECTORS for TEMPE FRIENDS MEETINGHOUSE CORPORATION

The Corporation directors of Tempe Friends Meetinghouse Corporation are three members of the Meeting (excluding the clerk) appointed for three-year overlapping terms, the person senior in service acting as President. The directors meet twice a year as required by Arizona law and at other times as needed. Duties of the directors are as follows:

1.      Hold title for the meetinghouse and its property.

2.      Perform those duties that fulfill legal obligations and which ensure the security of the Corporation’s assets, i.e., file all papers required by the State of Arizona or Federal laws; secure insurance that covers meetinghouse property and potential liabilities; pay all taxes.

3.      Keep all important legal papers in a bank safety deposit box.

4.      Periodically review the Corporation’s financial condition in consultation with the Finance Committee and make any pertinent recommendations to the Monthly Meeting.

5.      Present an annual report to the Fifth Month meeting for business.

AUDITORS

One person is named each year to serve as auditor for a two-year overlapping term. The person is chosen, if possible, from former treasurers, Finance Committee members, or Corporation Board members. The duty of the auditors is to examine annually all financial records of the Meeting to ascertain their condition and orderliness, and to report their findings to the Fifth Month meeting for business.

HOSPITALITY COMMITTEE

The Hospitality Committee consists of a minimum of six people. Among other duties, the Committee will:

1.      Arrange Friendly Eights dinners and potlucks.

2.      Plan other social events to increase friendships within the Meeting, keeping Counsel and Oversight apprised of such plans.

3.      Take responsibility for hospitality following meeting for worship and on any special occasions.

4.      Oversee social functions to welcome visiting Friends.

5.      Provide a calendar for Quaker groups to schedule the use of the meetinghouse. Non-Friends groups will be added to the calendar after approval of Monthly Meeting.

6.      Purchase needed supplies for coffee hour and special occasions.

7.      Present an annual report to the Fifth Month meeting for business.

8.      Keep the newsletter editor, webmaster and convenor of the Outreach Committee apprised of planned events and activities, as appropriate.

NEWSLETTER/CALENDAR EDITOR

Each month, the Newsletter/Calendar Editor will publish the calendar and news of the Meeting, of individuals, and events of interest or concern to Tempe Friends. In addition, the editor will keep the newsletter editor, webmaster and convenor of the Outreach Committee apprised of planned events and activities, as appropriate.

DIRECTORY EDITOR

The Editor will prepare a directory of members and attenders following the Fifth Month meeting for business each year. An updated list of additions and corrections to the directory will be published in Tenth Month and Second Month. An annual report will be presented to the Fifth Month meeting for business.

HISTORIAN

The Historian gathers and preserves pictures and documents (other than vital records kept by the records clerk, and minutes kept by the minute clerk) that would serve as an informal historical record of the Meeting. An annual report will be presented to the Fifth Month meeting for business.

PEACE and SOCIAL CONCERNS COMMITTEE

The Peace and Social Concerns Committee consists of all those who are interested in these concerns. The committee meets every month or as needed to fulfill its responsibilities. Among other duties, the Committee will:

1.      Organize appropriate activities that promote peace and social service in which Friends can participate.

2.      Plan meetings or activities on issues of greatest concern to the Meeting as a whole and open to the wider community.

3.      Transmit to Meeting members timely information received from various sources relating to Friends’ peace and social testimonies and concerns.

4.      Inform Friends through the Meeting Newsletter of the work which members and attenders are doing in other organizations or as individuals to foster Friends’ concerns.

5.      Present an annual report to Fifth Month meeting for business.

6.      Keep the newsletter editor, webmaster and convenor of the Outreach Committee apprised of planned events and activities, as appropriate.

LIBRARY COMMITTEE

The Library Committee consists of three people. Among other duties, the Committee will:

1.      Keep track of books on loan and send notices after three months if not returned.

2.      Buy new books and, with consultation, accept gift books.

3.      See that there are enough pamphlets and order when needed.

4.      Keep the display racks up to date with magazines, etc.

5.      See that books are in order on the shelves.

6.      Present an annual report to the Fifth Month meeting for business.

BUILDING and GROUNDS COMMITTEE

The Building and Grounds Committee consists of nine people, appointed for three-year overlapping terms. The Nominating Committee recommends three new appointees each year. The committee meets monthly or as needed to attend to any business or need related to the care and upkeep of the meetinghouse and its grounds. Among other duties, the Committee will:

1.      Coordinate a list of volunteers to clean the meetinghouse.

2.      Purchase needed cleaning materials and paper supplies.

3.      Maintain heating, cooling, lights.

4.      Provide for the upkeep of the landscaping and parking lot.

5.      Arrange for any needed repairs to the building.

6.      Seek the approval of Monthly Meeting for expenses not already in the annual budget.

7.      Approve material gifts to the meetinghouse.

8.      Present an annual report to the Fifth Month meeting for business.

OUTREACH COMITTEE

The Outreach Committee consists of 5 or 6 people drawn from both young and older members or attenders. Others interested in outreach efforts are also welcome and encouraged to attend all meetings.

The Committee facilitates the sharing of information about Tempe Monthly Meeting activities with the general public.

Among other duties, the Committee will:

1. Work closely with the newsletter/calendar editor to provide news of the Meeting, individuals, and events of interest to Tempe Friends.

2. Guide the website, working closely with the webmaster.

3. Oversee the notice bulletin board in the fellowship room.

4. Assist other committees and representatives in their outreach efforts.

5. Provide timely letters and notices to the media about Meeting events, and activities. Statements of beliefs and concerns will be approved by the Meeting prior to public distribution.

6. As appropriate, recommend new outreach activities to meeting for business.

7. Present an annual report to the Fifth Month meeting for business.

AFSC ARIZONA AREA COMMITTEE LIAISON

The American Friends Service Committee Arizona Area Committee Liaison will:

1.      Serve as a two-way channel of communication between the AFSC and Tempe Meeting.

2.      Canvass the Meeting for persons with skills useful in AFSC projects and assist the Coordinator of IMYM/AFSC Joint Service Projects.

3.      Provide AFSC and other Meetings and Worship Groups with information about local service and social action programs undertaken by the Meeting.

4.      Keep the newsletter editor, webmaster and convenor of the Outreach Committee apprised of planned events and activities, as appropriate.

IMYM CONTINUING COMMITTEE REPRESENTATIVE

One member and one alternate member from Tempe Meeting serve on the Continuing Committee of Intermountain Yearly Meeting. Among the duties of those so chosen are:

1.      Report to the clerks of Yearly Meeting and Continuing Committee any changes of Continuing Committee representatives in the Meeting, of officers, meeting place or time, including addresses and phone numbers.

2.      Attend Continuing Committee meetings and reflect the sense of Tempe Meeting.

3.      Present the letter/questionnaire received in the autumn from the Continuing Committee clerk to the Meeting.

4.      Send written responses to the Continuing Committee clerk at least 30 days in advance of the winter committee meeting of Continuing Committee.

5.      Seek and be aware of the sense of the Meeting about matters referred to them by the clerk, officers, of committees of IMYM, and about those matters which arise from the Regional and/or Monthly Meetings.

6.      Maintain the Meeting’s file of Continuing Committee minutes, the Guide, and other pertinent records that are to be passed on to their successors.

7.      Report to the Meeting the actions and plans of the Continuing Committee meeting.

8.      Prepare members and attenders of the Meeting for participation in the IMYM sessions and program and answer questions as well as explain the opportunities, rules and limitations of accommodations, and registration procedures.

9.      Act as liaison between IMYM and Tempe Meeting (remembering to include the newsletter editor and webmaster).

AHYM CONTINUING COMMITTEE REPRESENTATIVE

The duties of the Arizona Half-Yearly Meeting Continuing Committee members include:

1.      Report to the clerk of AHYM any changes of Continuing Committee representatives in the Meeting, of its officers, or time of meeting.

2.      Attend committee meetings and reflect the sense of Tempe Meeting.

3.      Be aware of the sense of the Meeting about matters referred to them by the clerk of AHYM.

4.      Report to Tempe Meeting the actions and plans of the Continuing Committee meetings.

5.      Encourage members and attenders of the Meeting to participate in AHYM, answer questions and make registration forms available.

6.      Act as a liaison between AHYM and the Meeting (remembering to include the newsletter editor and webmaster).

ARIZONA HALF-YEARLY MEETING NOMINATING COMMITTEE

The appointed member will represent Tempe Monthly Meeting on the AHYM Nominating Committee, which meets twice annually (usually early Eighth Month and early First Month) to nominate the Arizona Half-Yearly Meeting officers and other appointments.

GUIDELINES FOR USE OF MEETINGHOUSE (Approved 9 V 2004)

1.      Any Friends’ activities may be scheduled if they fit into the Meeting calendar.

2.      The meetinghouse is available for full use by others for programs and activities that are in keeping with Friends’ testimonies and beliefs.

3.      For any group requesting use of the meetinghouse:

  1. The group should submit a written request addressed to the clerk detailing its proposed use.
  2. A clearly designated, responsible contact person must represent the group.
  3. If a for-profit entity (e.g., caterer, disc jockey) is involved in the group’s proposed use, a certificate of insurance naming the Meeting as an additional insured on the for-profit’s liability insurance policy with nominal limits must be provided. If a not-for-profit group has insurance, or if an activity leader receives any payment, a certificate of insurance naming the Meeting as an additional insured should be obtained.
  4. The number in the group should be compatible with the building space.
  5. The time of the use should not interfere with Friends’ activities nor should the nature of the use disturb the neighborhood. Meeting activities shall always have priority.
  6. The group should furnish its own supplies.
  7. The group should leave the building and premises clean and orderly.
  8. Donations may be made to the Tempe Friends Meetinghouse Corporation.
  9. A deposit may be requested.
  10. When the group is not sponsored by the Meeting, the clerk or Building and Grounds Committee convenor shall notify the group in writing (file copy retained) that the Meeting is not a sponsor of the event/use. See attached “Non-sponsor Letter of Agreement”.
  11. Tobacco, illegal drugs, alcohol, weapons, and/or sex are not permitted on the premises.
  12. The event shall not create any neighborhood disturbance.
  13. Regarding political meetings, there will be no candidate rallies and no political meetings unless there is a connection with Friends’ testimonies.
  14. Individual Friends or Friends groups may sleep in the meetinghouse, with the permission of the clerk or Building & Grounds Committee convenor. Cleanup is expected.

4.      For non-Friends groups requesting regular use of the meetinghouse:

Each group requires approval of Monthly Meeting and must comply with a.-n. above.

5.      Non-Quaker groups requesting single occasion use of the meetinghouse:

  1. The group should have a reason to be in the area and must comply with a.-n. above.
  2. One Friend should give out the key, explain Friends’ property use regulations (see a.-n. above), and one Friend should be present as the group departs.
  3. Advance notice to the clerk is required for all one-occasion meetings.
  4. For a marriage not under the care of the Meeting, a request to hold the wedding ceremony at the meetinghouse must be approved by the Monthly Meeting. A liability waiver should be obtained.
  5. For funerals or memorial services for those outside the Meeting circle, a request to use the meetinghouse may be approved or disapproved by the clerk after consultation with Worship & Ministry Committee members.
  6. A request to use the meetinghouse in a revenue-producing endeavor must be approved by the Monthly Meeting.

REQUEST FOR ONE-TIME USE OF THE TEMPE FRIENDS MEETINGHOUSE

Group name:                                                                                                                          

Requested date:                                                Requested time: from                   until             

Facilities requested (please check all that apply):

 

Fellowship Room

 

Worship Room

 

School Rooms

 

Kitchen

Please describe the purpose of the requested use.

How many people are expected to attend the function?

Is food to be served? If so, how will it be supplied?

Is any for-profit entity (e.g. caterer, musician or disk jockey, lecturer or teacher) involved in the function? If so, who?

What is your connection with the Tempe Friends Meeting, if any?

The contact person is responsible for acquiring and returning the building keys, and for the group meeting all the Conditions for Use of the Premises.

 

 

 

 

 

Contact Name

 

Telephone

 

E-mail

 

 

 

 

 

Street

 

City

 

State/ZIP

I have read and agree to the Conditions for Use of the Premises:

 

 

 

Signature

 

Date


CONDITIONS FOR USE OF THE PREMISES

·        A required key deposit of $25 will be returned when the building keys are returned.

·        Smoking, alcohol and illegal drugs are not allowed on the premises.

·        The maximum number of people allowed on the premises is 138.

·        If a caterer, commercial music provider, or other for-profit entity is involved, an insurance certificate is required, with Tempe Friends Meeting named as an additional insured.

·        The group shall furnish its own supplies.

·        The group shall leave the premises as clean and orderly as they found them, and shall be fully responsible for any property damage.

·        All doors and windows shall be locked and the HVAC system shall be returned to the stand-by setting upon leaving the building(s).

·        The event shall not create any neighborhood disturbance.

·        There shall not be any political meetings unless there is a connection with Friends’ testimonies (e.g. peace, justice, equality).

·        A contribution to cover the Meeting’s expenses is requested.

·        Please send this form to: Clerk, Tempe Friends Meeting, 318 E. 15th Street, Tempe, Arizona 85281


APPROVAL OF ONE-TIME USE OF THE TEMPE FRIENDS MEETINGHOUSE

Approval is hereby given to                                                                                           (Group name) for use of the Tempe Friends Meetinghouse, 318 E. Fifteenth Street, Tempe, AZ 85281 for an event on (date)                                               from                until                  (time).

It is understood that this event is not sponsored by Tempe Monthly Meeting of the Religious Society of Friends or by the Tempe Friends Meetinghouse Corporation.

CONDITIONS FOR USE OF THE PREMISES

·        A required key deposit of $25 will be returned when the building keys are returned.

·        Smoking, alcohol and illegal drugs are not allowed on the premises.

·        The maximum number of people allowed on the premises is 138.

·        If a caterer, commercial music provider, or other for-profit entity is involved, an insurance certificate is required, with Tempe Friends Meeting named as an additional insured.

·        The group shall furnish its own supplies.

·        The group shall leave the premises as clean and orderly as they found them, and shall be fully responsible for any property damage.

·        All doors and windows shall be locked and the HVAC system shall be returned to the stand-by setting upon leaving the building(s).

·        The event shall not create any neighborhood disturbance.

·        There shall not be any political meetings unless there is a connection with Friends’ testimonies (e.g. peace, justice, equality).

·        A contribution to cover the Meeting’s expenses is requested.

 

 

 

Clerk’s Signature (for Tempe Friends Meeting)

 

Date

The contact person is responsible for acquiring and returning the building keys, and for the group meeting all the Conditions for Use of the Premises.

 

 

 

 

 

Contact Name

 

Telephone

 

E-mail

 

 

 

 

 

Street

 

City

 

State/ZIP

I have read and agree to the Conditions for Use of the Premises:

 

 

 

Signature

 

Date

 


REQUEST FOR REGULAR USE OF THE TEMPE FRIENDS MEETINGHOUSE

Group name:                                                                                                                          

Requested dates:                                              Requested times: from                  until             

Facilities requested (please check all that apply):

 

Fellowship Room

 

Worship Room

 

School Rooms

 

Kitchen

Please describe the purpose of the requested use.

How many people are expected to attend the function?

Is food to be served? If so, how will it be supplied?

Is any for-profit entity (e.g. caterer, musician or disk jockey, lecturer or teacher) involved in the function? If so, who?

What is your connection with the Tempe Friends Meeting, if any?

The contact person is responsible for acquiring and returning the building keys, and for the group meeting all the Conditions for Use of the Premises.

 

 

 

 

 

Contact Name

 

Telephone

 

E-mail

 

 

 

 

 

Street

 

City

 

State/ZIP

I have read and agree to the Conditions for Use of the Premises:

 

 

 

Signature

 

Date


CONDITIONS FOR USE OF THE PREMISES

·        A required key deposit of $25 will be returned when the building keys are returned.

·        Smoking, alcohol and illegal drugs are not allowed on the premises.

·        The maximum number of people allowed on the premises is 138.

·        If a caterer, commercial music provider, or other for-profit entity is involved, an insurance certificate is required, with Tempe Friends Meeting named as an additional insured.

·        The group shall furnish its own supplies.

·        The group shall leave the premises as clean and orderly as they found them, and shall be fully responsible for any property damage.

·        All doors and windows shall be locked and the HVAC system shall be returned to the stand-by setting upon leaving the building(s).

·        The event shall not create any neighborhood disturbance.

·        There shall not be any political meetings unless there is a connection with Friends’ testimonies (e.g. peace, justice, equality).

·        A contribution to cover the Meeting’s expenses is requested.

·        Please send this form to: Clerk, Tempe Friends Meeting, 318 E. 15th Street, Tempe, Arizona 85281


APPROVAL OF REGULAR USE OF THE TEMPE FRIENDS MEETINGHOUSE

Approval is hereby given to                                                                                           (Group name) for use of the Tempe Friends Meetinghouse, 318 E. Fifteenth Street, Tempe, AZ 85281 on (dates)                                                                                      from                            until                              (times).

It is understood that this use is not sponsored by Tempe Monthly Meeting of the Religious Society of Friends or by the Tempe Friends Meetinghouse Corporation.

CONDITIONS FOR USE OF THE PREMISES

·        A required key deposit of $25 will be returned when the building keys are returned.

·        Smoking, alcohol and illegal drugs are not allowed on the premises.

·        The maximum number of people allowed on the premises is 138.

·        If a caterer, commercial music provider, or other for-profit entity is involved, an insurance certificate is required, with Tempe Friends Meeting named as an additional insured.

·        The group shall furnish its own supplies.

·        The group shall leave the premises as clean and orderly as they found them, and shall be fully responsible for any property damage.

·        All doors and windows shall be locked and the HVAC system shall be returned to the stand-by setting upon leaving the building(s).

·        The event shall not create any neighborhood disturbance.

·        There shall not be any political meetings unless there is a connection with Friends’ testimonies (e.g. peace, justice, equality).

·        A contribution to cover the Meeting’s expenses is requested.

 

 

 

Clerk’s Signature (for Tempe Friends Meeting)

 

Date

The contact person is responsible for acquiring and returning the building keys, and for the group meeting all the Conditions for Use of the Premises.

 

 

 

 

 

Contact Name

 

Telephone

 

E-mail

 

 

 

 

 

Street

 

City

 

State/ZIP

I have read and agree to the Conditions for Use of the Premises:

 

 

 

Signature

 

Date