POSITION: PRESIDING CLERK OF THE YEARLY MEETING
(ANNUAL SESSION PRESIDING CLERK)
Revised October 2008
Job description re-approved, NPYM Steering Committee, January 2009
APPOINTED BY: Annual Session
APPOINTED AT: Annual Session
NOMINATED BY: NPYM Nominating Committee
TERM BEGINS: October 1
TERM LENGTH: 2 years.
REPORTS TO: Coordinating Committee
WORKS PRIMARILY WITH: Coordinating Committee, AS Planning Committee, General Arrangements Clerk, Friend-in-Residence Committee, Annual Session Ministry & Counsel Clerk, and Annual Session Recording Clerk
CLERKS: AS Planning Committee with assistance from AS General Arrangement Clerk
also CLERKS: Friend in Residence Committee
EX-OFFICIO: member of Coordinating Committee
DEFINITION: Presides at plenary sessions of the Annual Session.
TASKS & TIMELINE: The Presiding Clerk attends all Coordinating Committee meetings as an ex-officio member.
The Presiding Clerk is a member of the Executive Committee and the Personnel Committee.
**October through December**
Makes report to Coordinating Committee regarding previous Annual Session.
Seeks out and appoints appropriate persons for the following positions: Singing Coordinator.
Is responsible for making all necessary contacts and arrangements with Friend in Residence. Consults with F-in-R regarding AS theme and any needs they may have.
**January through February**
Serves on Annual Session Planning Committee with the General Arrangements Clerk and the Program Coordinator to develop a theme and schedule of events for the Annual Session.
Writes letter to Meetings, reminding them of the procedure for bringing concerns to Yearly Meeting.
Prepares basic draft of plenary session agendas for inclusion in the registration materials.
**March to May**
Invites American Friends Service Committee, Friends World Committee for Consultation, Friends Committee on National Legislation, Friends Peace Teams, Friends Journal, and other related Quaker organizations to send visitors to the Annual Session.
Informs the NPYM reps for the national group that will be presenting at annual session and asks them to prepare presentation.
Sends out letters of invitation to attend Yearly Meeting to Friends Churches, Northwest Yearly Meeting, Pacific Yearly Meeting, Intermountain Yearly Meeting, and Canadian Yearly Meeting. (Note in 2008: this has not been done in recent years, except for Northwest YM.)
File 211 9/1/08 page 2
Is responsible for a welcoming "Call to Yearly Meeting" in the June Western Friend. (Contact editor regarding deadline.)
Finds people to serve as hosts and support for Friend in Residence. Stays in contact with Friend in Residence as needed.
Contacts Epistle Committee Clerk regarding timeline and procedures.
Sends advance information to Friend in Residence Committee members (Quarterly Meeting Ministry & Oversight Clerks and FWCC Representatives). See F-in-R Committee for job description and timeline.
**June to Annual Session**
Prepares detailed agendas for the plenary sessions (synthesizing the sessions' in terms of worship, sharing, business and reports from Friends' organizations). Contacts presenters and Recording Clerk.
Makes list of visitors for introduction.
Speaks with the Clerk of the Yearly Meeting Committee on Ministry and Oversight to clarify responsibilities relative to the spiritual life and good order of the sessions.
**During the Annual Session**
Receives concerns and decides whether they are to be placed on the agenda of the plenary sessions or referred to the Coordinating or other appropriate NPYM Committee.
Presides at plenary sessions.
Introduces all people of importance at first session (including Epistle Committee, AS Planning Committee, Ministry & Oversight Committee, Children's Coordinator, and visitors & representatives of Friends' organizations.)
Sets guidelines for any threshing sessions or other sessions which may be scheduled.
Clerks Friend-in-Residence Committee. Presents recommendations to the second July Coordinating Committee meeting.
**After the Annual Session**
Shares responsibility with the Coordinating Committee Clerk for seeing that the instructions of the Annual Session are carried out.
Contacts persons chosen by Friend in Residence Committee and confirms future Friend in Residence. Informs Coordinating Committee of choice at its Fall meeting.
Works with YM Secretary to send out Annual Session minutes and epistles.
Informs those with confirmed nominations to yearly positions that their nomination is confirmed and assures they understand their responsibilities.
EVALUATION: Prepares a report/evaluation for the Presiding Clerk files. Sends a copy to the General Arrangements Clerk on, or before, August 21. This report should include information useful to next year's Presiding Clerk (what worked, what didn't) and any changes you think should be made in the job, or the job description.
If you received a file with material from previous Presiding Clerk, sort through it, update the information, and add your report/evaluation (and any materials you think are needed).
EXPENSES & TRAVEL: Reimbursement is provided for "office expense" (LD phone calls, postage, and photocopy). Travel expense is reimbursed according to the NPYM travel reimbursement policy. Submit BEFORE August 21 reimbursement request with receipts to NPYM Treasurer; identify as Annual Session expenses (the Annual Session books are closed on September 1).
OTHER INFORMATION: One Annual Session fee waiver, available upon request.