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1 <?xml version='1.0'?>
2 <?xml-stylesheet type="text/xsl" href="../../lib/xml/doc.xsl" ?>
3 <!DOCTYPE doc SYSTEM "../../lib/xml/doc.dtd" >
4 <doc>
5 <head>
6 <title>Draft agreement regarding Esme Frith's passport</title>
7 <author>Alison Burnley</author>
8 <author>Henry S. Thompson</author>
9 <date>18 Dec 2010</date>
10 </head>
11 <body>
12 <div>
13 <title>Background</title>
14 <p>Ola Uduku and Alan Frith contacted SE Scotland Area Meeting Elders with a
15 request that Elders hold their daughter Esme's passport, and manage its use by
16 one or the other parent.</p>
17 <p>After some discussion, Elders agreed to try to find a basis on which this
18 could be arranged, and asked Alison Burnley and Henry S. Thompson to meet with
19 Alan and Ola and draw up a mutually agreeable set of guidelines which would
20 enable such a scheme to go ahead. We have met with them, and the proposed
21 guidelines below are the result of the discussions we have held so far.</p>
22 <p>This version is based on Henry's notes, and is meant as a starting point,
23 not a set-in-stone take-it-or-leave-it proposal.</p>
24 </div>
25 <div>
26 <title>Management of Esme Frith's passport</title>
27 <p>The passport will normally be stored in the safe in the Meeting House
28 Managers' office at 7 Victoria Terrace.</p>
29 <p>The process of releasing the passport will be managed by three Elders,
30 drawn from Southeast Scotland Area Meeting (SESAM) Elders.</p>
31 <p>The identity of the Elders so designated will necessarily change from time to
32 time, so normally contact should be via email, to
33 <code>ppelders@equaker.org.uk</code>&mdash;if telephone contact is required,
34 the Clerk of SESAM Elders will always know who the currently designated Elders are.</p>
35 <p>Meeting House staff will release the passport only on instructions from one of
36 the designated Elders: they will <emph>not</emph> be involved in the process leading up
37 to an agreed release.</p>
38 <p>Exactly how the designated Elders manage their decisions regarding the
39 passport is up to them&mdash;one possibility is that there is an agreed 'duty
40 roster', with the first entry on the roster being expected to handle
41 straightforward requests independently. The others would step in if, for
42 instance, any incoming email went unanswered for more than three days.</p>
43 <p>The normal process for arranging release of the
44 passport is given below,
45 and should be initiated in good time: at least several weeks before the
46 intended date of release if at all possible.</p>
47 <div>
48 <title>Normal process</title>
49 <list type="enum">
50 <item>Ola
51 and Alan each send email to the designated Elders giving
52 <list type="enum">
53 <item>the date on which the passport
54 is required</item>
55 <item>the destination(s) and duration of the trip</item>
56 <item>the expected date at
57 which the passport will be returned</item>
58 <item>the parent taking Esme on the trip</item>
59 </list>
60 </item>
61 <item>Once the designated Elders have both emails, after possibly confirming the details by
62 telephone with one or both parent, they will notify both the Meeting House
63 managers (using <code>office@equaker.org.uk</code>) and both Alan and Ola that
64 the passport is cleared for release for the requested period.</item>
65 <item>The parent in question arranges a convenient time with the Meeting
66 House Managers for collecting the passport</item>
67 <item>The parent in question returns the passport, again at a mutually
68 convenient time arranged with the Meeting House Managers</item>
69 </list>
70 </div>
71 <div>
72 <title>Emergency process</title>
73 <p>If it is not possible to follow the normal process for some reason, for
74 example because a family emergency arises for one parent and the other parent
75 cannot be reached, one parent may apply on their own to the designated Elders, who will used
76 their discretion to decide what to do. In no case should Ola or Alan approach
77 Meeting House staff without first involving the designated Elders.</p>
78 </div>
79 </div>
80 <div>
81 <title>Winding up this agreement</title>
82 <p>If Alan and Ola both request a termination of this agreement, Elders will
83 arrange for the passport to be delivered forthwith, in whatever way Ola and
84 Alan have requested.</p>
85 <p>If SESAM Elders determine at any time that the process is not working, or
86 is at risk of exposing them to legal proceedings, and if their concerns cannot
87 be addressed by Alan and Ola to their satisfaction, Elders may terminate this
88 agreement unilaterally and hand the passport back to Ola or Alan.</p>
89 <p>If only one of the parents requests a termination of this agreement,
90 Elders will attempt to negotiate an agreed resolution with both parents, but
91 failing this will arrange for the release of the passport, as they have no
92 legal right to withhold it from either of Esme's legal guardians.</p>
93 </div>
94 <div>
95 <title>Form of the agreement</title>
96 <p>Once all parties involved (Alan, Ola and Elders) are satisfied with a
97 form of the above words, Sections 2 &amp; 3 above will be set out on their own
98 for signature by Ola, Alan and the then Clerk of SESAM, at which time the
99 agreement will come into operation and Alison Burnley will hand the passport
100 over to the Meeting House managers. We recommend that a copy of the agreement
101 be kept in the safe with the passport.</p>
102 </div>
103 </body>
104 </doc>