• Baton Rouge (6)
• New Orleans (7)
• Galveston (8)
• Live Oak (Houston) (9)
• Bryan-College Station Worship Group (10)

Cielo Grande [return to top]

The following meetings belong to the Cielo Grande Quarterly, which typically meets once a year and has a web site at http://www.scym.org/CGQuarterly/CGQ2004.htm

• Corpus Christi (11)

• Rio Grande Worship Group (12)
• San Antonio (13)
• Austin (14)
• Hill Country (Kerrville and area) (15)
• Dallas (19)

Lubbock and Alpine [return to top]

Formerly members of the Cielo Grande Quarterly, distance from any other quarterlies has caused the following meetings to choose instead to meet together in October for program and community building purposes, with the thought that at some time in the future there might be a sufficiently large body to constitute a quarterly.

• Alpine (16)
• Lubbock (17)

Fort Worth (18)  [return to top]

Unaffiliated with a quarterly for purposes of community and business, Fort Worth has been asked by Yearly Meeting (as indicated below in Responsibilities) to assist Arkansas/Oklahoma Quarterly with regard to yearly meeting event planning. This meeting is responsible for identifying someone to represent them on the SCYM Nominating Committee. This unaffiliated grouping included the Denton Worship Group until that meeting was laid down in 1997 and Dallas until 2003. See the Brief History of the North Central Quarterly below.

Establishment of Quarterlies and Early Names  [return to top]

In the early 1980’s SCYM established four quarterlies:

• Arkansas/Oklahoma
• Bayou
• North Central (not operational, see discussion below)
• South Texas (now renamed Cielo Grande; formerly Lubbock and Alpine were members, but are not now associated with a quarterly)

The quarterlies serve three primary purposes:

1. A geographically coherent area is created (as much as is possible) to give members and attenders a chance to participate in a larger community of Friends. This is especially valuable to very small monthly meetings and worship groups.
2. An administratively coherent structure is created to take concerns and issues from the local meetings, season them, and pass them on to SCYM when they are mature and ready for exposure at that level.
3. SCYM can develop policies and guidelines for smooth operation that includes rotating assignments for program planning, somewhat equal representation based on quarterlies, and similar matters. A list of responsibilities of quarterlies is given at Responsibilities of Quarterlies.

Brief History of the North Central Quarterly [return to top]

This quarterly was originally constituted to comprise the Midland, Fort Worth, and Dallas meetings and the Tyler Worship Group. Meetings were held, with varying degrees of enthusiasm, until late 1988, at which time there was also a worship group in Denton. The last meeting of this quarterly was organized by Carol Wheeler-Liston and held in Denton.

The last quarterly consisted of planned programs, workshops, meals, and a business meeting. A discussion at the business meeting brought out the fact that Midland (which was laid down in 1995) wished to affiliate with Cielo Grande and Tyler wished to affiliate with Arkansas/Oklahoma as part of the Caddo group. This left two monthly meetings: Dallas and Fort Worth. Fort Worth—a worship group at the time— indicated that its attention needed to be given to building the meeting which was enjoying a surge of interest on the part of visitors.

In the end, Dallas (by virtue of its representatives at the quarterly) accepted the responsibility of determining what the future of the quarterly was to be, with the understanding that if no one in Dallas was interested or able to revive the quarterly then it would remain dormant.  The minutes of the Dallas Meeting in the late 80's and early 90's show that the quarterly was discussed, but never laid down.

For administrative purposes, SCYM considers Dallas and Fort Worth as part of Ark/Okla Quarterly except as noted below in the matter of Nominating Committee.

In 2003, after careful discernment and deliberation, Dallas requested membership in the Cielo Grande Quarterly. The request was accepted.

Responsibilities of Quarterlies  [return to top]

The following is taken from the SCYM Procedures Manual , originally published in 1997, and is not up to date with regard to composition and duties of the quarterlies. It is, however, representative with regard to duties and responsibilities.

A Quarterly Meeting is a cooperative association of two or more Monthly Meetings in a given geographical area and is composed of all the members/attenders of its constituent Monthly Meetings, Preparative Meetings and Worship Groups, as well as interested persons within its area who are isolated from any established Friends group.

SCYM is composed of three Quarterly Meetings that meet from one to three times a year with at least one of those meetings being in the fall of each year. Each Quarterly Meeting sets its own calendar. Quarterly Meetings appoint a Clerk, other necessary officers and committees and conduct their business in the usual manner of Friends. Each Quarterly Meeting will also appoint a representative for Representative Meeting. It collects and administers funds as needed.

Cielo Grande Quarterly Meeting includes: Alpine, Austin, Corpus Christi, Kerrville, Lubbock, Midland, San Antonio

Bayou Quarterly Meeting includes: Baton Rouge, New Orleans, Galveston, Houston, Bryan-College Station

Ark-Okla Quarterly Meeting includes: Fayetteville, Little Rock, Springfield, Oklahoma City, Stillwater, Tulsa, Caddo Area, Tahlequah

At the present time, Dallas and Fort Worth are not "formally" a part of a Quarterly Meeting. They assist the Ark-Okla Quarterly Meeting in fulfilling YM program responsibilities.

The purpose of a Quarterly Meeting is to strengthen the life and fellowship of Meetings and other Friends groups in the area and to provide a link in transmitting business and other information to and from Yearly Meeting. Quarterly Meeting provides an opportunity for considering and acting upon concerns from individuals and Meetings and forwarding those approved to Yearly Meeting, via Representative Meeting. Quarterly Meeting is concerned about the condition of its constituent groups, strengthening and supporting them. Along with Monthly Meetings, the Quarterly Meeting is responsible for the nurture of new gatherings of Friends and, when the time comes, reports its request for establishment as Monthly Meetings to the Yearly Meeting. Quarterly Meeting is also the body that considers a request from a Monthly Meeting whose members believe it should be laid down.

In addition, Quarterly Meetings are responsible for forwarding to Representative Meeting names of Friends to be considered for service on YM's Nominating Committee. Two Friends from each Quarterly Meeting [and one from Dallas/Fort Worth, a decision after these procedures were written] serve on the Nominating Committee. They serve 3 year overlapping terms.

An important responsibility of each Quarterly Meeting is the assumption of parts of the program responsibilities for Yearly Meeting. Some YM program responsibilities are rotated between the three Quarterly Meetings with each Quarterly Meeting retaining responsibility for a two year period, while others are shared on an ongoing basis The three program responsibilities are as follows

1. Adult Friends
2. Junior Young Friends, Middle School-Jr. High; and Sr. Young Friends, High School
3. Tot `N' Toddlers, birth - 2 or 3 years old; Preschoolers, 3 to 5 years; and Young Children, grades K-3, and Older Children, grades 4-5/6

One Quarterly Meeting is responsible for the adult program for two years; then responsibility rotates another quarter. Responsibility for providing teachers and supporting the Young Friends program at Yearly Meeting is ongoing for all Quarterly Meeting, as well as for the Dallas and Forth Worth Monthly Meetings, as described elsewhere.

Quarterly Meetings are asked to take responsibility for finding and supporting Program Coordinators and their work as they prepare and implement Quarterly Meeting's program responsibilities for YM. Guidelines have been written and are available for each program area. Quarterly Meeting Program Coordinators are asked to make and note additions, suggestions, and evaluations after each YM to update continually and refine the program guidelines. Yearly Meeting's Jr/YF Facilitator will assist Quarterly Meetings and Program Coordinators in the smooth transfer, assumption, implementation and coordination of the programs.

Quarterly Meetings are asked to bring to the Fall Representative Meeting plans for implementing their program responsibility, and Program Coordinators are encouraged to attend the fall Representative Meetings and meetings of the SCYM Planning and Logistics Committee that meets concurrently.

Quarterly Meetings are the responsible groups for identifying Friends to serve the Young Friends Programs. The three Quarterly Meetings, and the Dallas/Fort Worth/Denton Meetings, are responsible for identifying adults in ratio to the numbers of youth that attended the last YM from their constituent meetings to serve as Age Group Coordinators (teachers) for the following year. Each Quarterly Meeting is encouraged to create its own process for identifying these adults.

Those Friends that are identified by the Quarterly Meetings and/or Dallas/Fort Worth/Denton will be contacted by YM's Youth Coordinator to see if they are available for service.

YM will subsidize those adults that work full time at YM in the role of Youth Coordinators.

After each YM the Registrar is asked to forward to YM's Youth Coordinator the names and meetings of young Friends in attendance at YM. YM's Youth Coordinator is responsible for determining the number of adults and types of service needed for the Youth Programming of each YM. Quarterly Meeting and Dallas/Fort Worth/Denton will be contacted with those numbers and needs before the Fall Quarterly Meetings begin.

It is expected that the Age Group Coordinator's will attend Fall RM.

It is proposed that the Age Group Coordinator's responsibilities be spread out among a larger number of adults:

1. Some adults will be identified to perform up-front work (i.e. purchasing supplies, partial assembly of craft projects, transportation of supplies and materials to YM, assisting with the creation of the activity schedule, etc.)
2. Some adults will be identified as lead teachers.
3. Some adults will be identified as assistant teachers.
4. Some adults will be identified to clean up, pack up, transport materials back to meetings or homes.
5. Some adults will be identified as resource people to offer different groups special activities during their YM programs (i.e. adult clowns, clay person, story telling, dance, singing, etc.)
6. Some adults will be asked to volunteer to assist for an hour or so during YM.   [return to top]

RESPONSIBILITIES FOR THE ADULT PROGRAM OF YM

An Adult Coordinator, chosen by the Quarterly Meeting, has the responsibility to attend the Fall Representative Meeting in order to forward program information and to organize that portion of YM. Organization and communication skills are needed by the Adult Coordinator.

All Friends from the Quarterly Meeting involved in planning and organizing various parts of the Adult Program are encouraged to attend Representative Meeting to coordinate the overall planning with Friends responsible for other program areas.

Responsibilities of Quarterly Meeting are as follows:

1. Choose an over-all theme for Yearly Meeting.
2. Select a keynote speaker.
1. Contact proposed speaker communicating theme and needs of YM.
2. Make arrangements with speaker for travel, accommodations, etc.
3. With Representative Meeting, decide on how guest speaker will be used - keynote, fireside chat, workshop, etc. With the Age Group Coordinators, decide how the guest speaker could participate in youth programs, if possible and appropriate.
4. In consultation with Treasurer, arrange for travel expenses, honorarium, etc.
5. Supply speaker with YM schedule and any other information that will be helpful.
3. Solicit and organize workshops for Yearly Meeting.
4. Post workshop sign-up sheets, with suggested numbers for appropriate attendance.
5. In consultation with On-Site Coordinator, arrange for site locations appropriate for each workshop.
6. Balance workshop offerings for the usual two workshop sessions.
7. Make arrangements for the evening programs of (a) singing and (b) dancing. Contact people to organize and lead these activities. They are responsible for bringing song sheets to YM. In consultation with On-Site Coordinator, arrange for appropriate locations.
8. In consultation with the Jr/YF YM Facilitator, coordinate responsibilities for the bonfire and music that follow an evening intergenerational activity or Quaker role-play game.
9. Responsible for Family Fun Night: Adult entertainers, Young Children, Jr. Young Friends, Sr. Young Friends, etc.
1. Organization of program and/or activities
2. Scheduling acts
3. Set up stage - sound system
4. Cleanup
10. Responsible for the organization of the SCYM art show
1. Select coordinator(s).
2. Solicit art for exhibition in letters or YM Newsletter.
3. In consultation with On-Site Coordinator arrange for "safe" space for exhibit. Display signs directing Friends to exhibit area. Arrange for appropriate location, time announcements.
4. Safety of exhibits during YM.
5. Set-up and pack-up. Clean-up   [return to top]

Two Age Group Coordinators, a Jr. Young Friends Coordinator (grades 7-8, Middle School-Jr. High) and a Sr. Young Friends Coordinator (grades 9-12, High School), are chosen by Quarterly Meeting in consultation with the Jr/YF YM Facilitator. Experience with appropriate age group, organization skills for group activities, communication skills, patience, and a sense of humor are relevant factors in their selection. Previous volunteer experience with age group program is very helpful and important. All Age Group Coordinators are encouraged to attend Representative Meeting to facilitate the coordination of youth programs, to work with the On-Site Coordinator on the use of space, and to create a workable YM schedule with Friends responsible for other program areas.

Responsibilities are as follows

1. Identify assistants and volunteers.
2. Plan schedule of activities, lessons and free time, being sensitive to the needs of age group. Schedules need to be printed, submitted to the Jr/YF YM Facilitator prior to YM, and posted in the main building and dining hall during YM.
3. Identify and acquire needed materials and snacks. (Expenses - consult with Jr/YF YM Facilitator and Treasurer.)

Suggestions:

1. Maintain a 8-1 ratio of youth to adults.
2. Attendance - know who is in the program and where they are at all times.
3. In coordination with the Jr./YF YM Facilitator and the On-Site Coordinator, plan for appropriate locations of various activities. If possible, don't have activities in cabins. Be attentive to safety factors.
4. Be familiar with the "Crisis Plan" and Universal Precautions.
5. Prepare and submit an exit report for the Jr./YF YM Facilitator.
6. Supply the Jr/YF YM Facilitator with a list of the names of all the participants in each Age Group Program at the beginning of YM.  [return to top]

Four Age Group Coordinators, a Tots `N' Toddlers Coordinator (birth - 2 or 3 years), Preschoolers (3 -5 years), a Young Children's Coordinator (grades K - 3), and a Older Children's Coordinator (grades 4-5/6), are chosen by Quarterly Meeting in consultation with the Jr/YF YM Facilitator. Experience with appropriate age group, organization skills for group activities, communication skills, patience, and a sense of humor are relevant factors in their selection.. Previous volunteer experience with age group program is very helpful and important. All Age Group Coordinators are encouraged to attend Representative Meeting to facilitate the coordination of youth programs, to work with the On-Site Coordinator on the use of space, and to create a workable YM schedule with Friends responsible for other program areas.

Responsibilities:

1. Identify assistants and volunteers. Each program needs at least two teachers.
2. Identify paid child care providers for Tot `N' Toddlers Program.
3. Plan schedule of activities and lessons and free time, being sensitive to the needs of age group. Schedules need to be printed, submitted to the Jr/YF YM Coordinator prior to YM, and posted in the main building during YM, with all changes marked in.
4. Identify and acquire needed materials and snacks. (Expenses - consult with Jr/YF YM Facilitator and Treasurer.)
5. In coordination with the Jr/YF YM Facilitator and the On-Site Coordinator, make sure the Tots `N' Toddlers space has sanitary facilities and that other health and safety considerations can be met.

Suggestions:

1. Maintain a 1-8 ratio of adults to youth.
2. Attendance - know who is in the program and where they are at all times.
3. In coordination with the Jr/YF YM Facilitator and the On-Site Coordinator, plan for appropriate location for various activities. Be attentive to health and safety factors.
4. Be familiar with the Crisis Plan and the Universal Precautions (See the section on On-Site Coordinator regarding the Crisis Plan.)
5. Tots `N' Toddlers Program - have access to basin-water-soap-towels. Hands should be washed after every diaper change and disposable gloves should be used. (See the Universal Precautions in Appendix B, Health and Safety.)
6. Prepare and submit an exit report for the Jr./YF YM Facilitator.
7. Supply the Jr/YF YM Facilitator with a list of the names of all children enrolled in each program at the start of YM.  [return to top]