Annual Session Registrar
Job description approved by NPYM Steering Committee, January 2009
Appointed by: NPYM at Annual Session
Nominated by NPYM Nominating Committee
Term Starts: October 1
Term Length: 2 years
Reports to: General Arrangements Clerk; Presiding Clerk
Works Primarily with: Presiding Clerk; Coordinating Committee Clerk; General Arrangements Clerk; YM treasurer; YM Secretary; & NPYM M&O Clerk. Is a member of the Annual Session (AS) Planning Committee.
With the help of AS Planning Committee may appoint other Friends to help with the registration process.
Needs: Must have computer experience including familiarly with software programs used by NPYM. Must have access to a computer.
Definition: Registrar for Annual Session
Tasks and Timelines:
October – January
Works with Gen Arrangements to develop AS budget and set fees for AS
January – April
Develop Registration form based on input from AS Planning Committee, presiding clerk, treasurer, and other committees
Assists with development of registration packet
April to Annual Session
With help from Secretary distributes Annual Session packets
Works with Outreach and Visitation Committee to make sure registration material gets out to isolated Friends and small worship groups
As registration materials come in complies date on housing, food, children, Jr. Friends, Worship Groups, Interest Groups, financial aid requests etc, and forwards information to appropriate clerks
Periodically deposit all checks and money received in the NPYM bank account. (Registrar receives funds; treasurer disburses funds)
Keep record of all transactions
Work with Monthly Meetings to collect financial assistance that is coming from meetings.
Pre Annual Session into AS
In consultation with site, makes room assignments; get food cards, etc.
Sets up procedures for registration at AS. On the first day, registration should be open in time for committee members to register before afternoon committee meetings
At a minimum, registration should be open first day of AS and during meal times.
Use Volunteers to help with registration process
Prepare statistical report for presentation at a plenary session. (Consult with presiding clerk for time of presentation).
Post Annual Session
Work with Treasurer to facilitate refunds and or collect outstanding funds
Work with Treasurer to close the financial books for AS (by August 31).
Prepare an annual report of the work and submit a copy to the General Arrangements Clerk by September 21. This report should include information that would be helpful to next year’s registrar including what worked (or didn’t); and any recommendations for changes to the job description.
The registrar shall update any files (from previous registrars) and submit the committee file (including a copy of this year’s report) to the General Arrangements clerk by September 21.
Expenses and Travel:
Reimbursement is provided for office expenses (long distance phone calls, postage copying, etc) Travel expense is reimbursed according to the NPYM travel reimbursement policy. Requests for reimbursement (or reports for “in kind” donations) with receipts should be submitted to the NPYM treasurer