North Pacific Yearly Meeting

of the Religious Society of Friends (QUAKERS)

CC Recording Clerk

COORDINATING COMMITTEE RECORDING CLERK

Job description approved by NPYM Steering Committee, January 2009

 

APPOINTED BY: NPYM at Annual Session

NOMINATED BY: NPYM Nominating Committee

TERM BEGINS: October 1.

TERM LENGTH: 2 years.

REPORTS TO: Coordinating Committee Clerk

WORKS PRIMARILY WITH: Coordinating Committee Clerk

 

DEFINITION: Assists the Clerk of the Coordinating Committee in the conduct of the meetings of the Coordinating Committee and in the formulation of the Minutes of these meetings, recording their spirit as well as substance.

 

TASKS & TIMELINE:

During Coordinating Committee Meetings;

  • Attends meetings.

  • Reviews minutes of previous meeting for corrections and approval.

  • Takes minutes of Coordinating Committee meetings and confers with the Coordinating Committee Clerk for clarification in gathering the essence of Coordinating Committee deliberations and decisions.

 

After Coordinating Committee Meetings:

  • Completes a draft of the minutes as soon as possible, preferably within one week.

  • Submits completed draft minutes to Coordinating Committee Clerk as soon as possible after the meeting.

  • Consults with clerk to make necessary revisions and finalize the minutes.

  • Submits minutes to Secretary within one week after final draft is complete.

 

EVALUATION:

Prepares a report/evaluation for the CC Recording Clerk files. Sends a copy to the Coordinating Committee Clerk on, or before, September 21. This report should include information useful to next year's CC Recording 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 Recording Clerk, sort through it, update the information, and add your report/evaluation (and any materials you think are needed). Return file to Coordinating Committee Clerk before September 21.

 

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 reimbursement request with receipts to NPYM Treasurer.