ASSOCIATE CLERK OF COORDINATING COMMITTEE
Job description re-approved by NPYM Steering Committee, January 2009
Revised by NPYM Coordinating Committee, July 2010
Corrected (from description of Personnel Committee), January 2011
Revised July 2012; approved by Coordinating Committee, November 2012
APPOINTED BY: NPYM at Annual Session
NOMINATED BY: NPYM Nominating Committee
TERM BEGINS: October 1
TERM LENGTH: 4 years: 1 year, followed by 2 years as clerk, followed by 1 year as associate clerk
WORKS PRIMARILY WITH: Coordinating Committee, Coordinating Committee Clerk, and Representatives/Correspondents/liaisons to affiliated organizations.
DEFINITION: Serves as part of the clerking team of CC. In the initial year, support the CC Clerk and learn the job in preparation for serving as Clerk the following two years. In the final year, serve as support and mentor of new CC Clerk. Therefore, the Associate Clerk needs the same qualifications as the CC Clerk (see that job description).
RESPONSIBILITIES:
-
Work closely with CC Clerk.
-
Perform those duties of the Coordinating Committee Clerk that are delegated by the Clerk, including occasionally presiding at Coordinating Committee meetings.
-
Substitute for the Clerk in the event that s/he is unable to perform the Coordinating Committee Clerk’s duties.
-
Serve on Executive Committee.
-
Serve as Clerk of the Personnel Committee.
-
Coordinate the work of the Representatives/Correspondents/liaisons to other organizations:
-
-
Schedule and preside at a meeting at Annual Session for reps and correspondents for the purpose of mutual support and sharing of ideas and best practices.
-
Work with the NPYM Secretary to make sure that reps and correspondents have proper addresses and points of contact with their organizations.
-
Send the names and contact information for reps annually to the organizations to which they are reps or correspondents.
-
Inform the Clerk of the NPYM Peace & Social Concerns Committee of names and contact information for representatives to peace and social concerns organizations (e.g. AFSC, FCNL, FPT).
-
Make sure each understands his/her job, including the relationship to the NPYM P&SC Committee for representatives to peace and social concerns organizations.
-
Make sure reps know how to request reimbursement for travel and office expenses from the Yearly Meeting.
-
Remind representatives to produce an annual report to NPYM on their organization and send it to the Associate Clerk by June 1. Pro-actively collect these reports and cause them to be circulated to all local meetings, posted publicly on the NPYM website, included in the “documents in advance” for Annual Session, displayed prominently in the plenary room at Annual Session, and filed in the associated organization representative file.
-
Encourage the representatives to organizations and local meetings (e.g., when sending out the annual reports) to reach out to each other for the purpose of arranging in-person visits and other events related to the work of the affiliated organizations.
-
If there is to be a Quaker Fair at Annual Session for both affiliated and non-affiliated Friends organizations to present information, work with AS planning staff to facilitate it.
-
Serve as editor of NPYM Website, working closely with the Webkeeper to assure that the website is current and accurate.
-
EVALUATION: Prepares a report/evaluation for the Coordinating Committee Associate Clerk files on, or before, September 21. This report should include information useful to next year's CC Associate 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 CC Associate 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 expenses" (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.