Historian-Archivist

(Adapted from 1998 Guide.) 

The Historian-Archivist preserves records and other materials of historical interest and conducts the Yearly Meeting census. 

Appointment: The Historian-Archivist is appointed for a six year term beginning at the rise of an annual session. 

Responsibilities of the Historian-Archivist include:

1. Preserving materials relating to the development and history of Intermountain Friends Fellowship and Intermountain Yearly Meeting and putting such materials in written or appropriate form.

2.  Annually, preparing a census form and return envelope for the Treasurer to include with the January letter posted to all Monthly Meeting Clerks regarding contributions to IMYM.  The census shall include a listing of the number in each Monthly Meeting of:

1)  Adult members in each Meeting on January 1 of the current year, both resident and non‑resident, including sojourners (those carrying a minute of sojourn forwarded from their home Meeting) and members from other Meetings, identifying junior and associate members.

2)   New members admitted to the Society.

3)   Transfers of membership.

       4)   Births, including names.

       5)   Deaths, including names.

6)   Regular attenders, including separate counts of attenders in Preparative Meeting and Worship Groups under their care.  Where known, the number of members of other Meetings counted as attenders will be helpful if reported. 

(Note: Preparative Meetings and Worship Groups should not be sent census forms because their attenders either belong to a Monthly Meeting where they will be counted or they are attenders ‑‑ not recorded members of a Monthly Meeting in the Religious Society of Friends.) 

3.  From the completed census forms, compiling a report for presentation to IMYM and for the record of the annual sessions prepared by the Recording Clerk.

4.  Making two photocopies of archival materials presently on file.  One copy of the archival material is to be kept by the Historian-Archivist, and one is to be provided to the Clerk of the Yearly Meeting for the Clerk's file.

5.  Depositing the original archival documents in the Quaker Collection at Haverford College Library, with copies to the libraries at Swarthmore, Guilford and Whittier (IMYM 00-1) Colleges and Friends House Library, London.

6.  Receiving from Monthly Meetings and Worship Groups any Memorial Minutes for members and regular attenders who died in the past year, to include their names in the Historian-Archivist's report, and making the collection available at Yearly Meeting.

7.  Receiving from Monthly Meetings their annual report known as the “State of the Meeting,” and making these available in notebook form at the annual sessions of the yearly meeting.

8.  Assisting the Yearly Meeting Clerk in the transaction of business by providing access to the historical records of the Yearly Meeting. 

Financial Arrangements:  Incidental operating expenditures for clerical supplies, communications, etc., may be submitted to the Treasurer for reimbursement.  The Treasurer should be consulted before incurring unusual expenses.