Web Clerk

(Adapted from Executive Committee action, August 2005) 

The Web Clerk coordinates technical and administrative issues for the website under the oversight of the Executive Committee.  The Web Clerk is assisted informally on technical matters by a volunteer Web Master and advised by the loosely-formed volunteer Web Team. 

Appointment:  The Web Clerk is named by the Executive Committee to be approved by the Yearly Meeting.  The position was created by Executive Committee action in August 2005 in response to IMYM 05.06 (see below), to operate for a three-year trial period.  There currently is no established term. 

The Web Clerk should have some online experience (high-level language ability helpful, but not necessary), the ability to respond promptly to user needs, and familiarity with the Yearly Meeting. 

Responsibilities of the Web Clerk include:

1.  Administering the site, including organization, appearance, and operational features, with emphasis upon meeting the utilitarian needs for conducting Yearly Meeting affairs and providing maximum accessibility for users.

2.  Administering hosting of the site, including management of commercial support services and their expense and informing the Finance Clerk of the budgetary needs.

3.  Providing assistance for visitors, users, and workspace managers.

4.  Promptly posting submitted materials and frequently updating site.

5.  Maintaining current email services for Monthly Meeting Clerks, Executive Committee and Continuing Committee, including receiving corrections and verifying appointments/addresses at least twice per year.

6.  Providing opportunity for clerks, convenors, coordinators and others serving the Yearly Meeting to develop and manage their own workspaces on the site, including instruction on navigating the site, posting materials, creating forums, and emailing from the site.  Such persons would act as clerks of their own workspace, and may participate as needed in site development, including consulting with the Web Master and Web Team.

7.  Working with the Web Master and Web Team to develop and implement new applications.

8.  Serving as liaison to the Executive Committee, including reporting on behalf of the Web Master and Web Team as needed.

9.  Coordinating efforts to staff the Web Master position(s) and the Web Team.

10.  Assisting the Historian-Archivist in posting the major archival records of the Yearly Meeting in searchable form. 

Financial Arrangements:  The Yearly Meeting will pay expenses for attending the Executive Committee meeting and the winter Continuing Committee meeting, upon request, if the Web Clerk is asked to attend.  The Web Clerk submits hosting expenses for reimbursement.  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. 

Web Master and Web Team:  This is a largely technical activity, with portions of the responsibility shared among people from the Web Team as appropriate.  The Web Master and Web Team are ad hoc, not involving formal appointment nor fixed membership. 

The Web Master assists with:

1.  Technical aspects of designing and hosting the web site.

2.  Selecting and installing open-source software, and developing applications.

3.  Working with the Web Clerk to implement applications, and to assist with the smooth operation and reliability of the site. 

(Note: It may be desirable to have people serving as associate Web Master(s) responsible for specific technical features (data base development, archival technology applications, back-up and storage features, etc. The Web Team should be alert to these developments and assist in identifying Friends with the pertinent training.) 

The website project received initial approval with the following minute:

IMYM 05.06  The Committee to Revise the Guide recommends continuing the development of the website, www.imym.org, during the coming year with the hope that it will lead to a stable, sustainable website that is both accessible and useful to Yearly Meeting Friends, especially those active in Yearly Meeting service. Development work will be conducted by the Guide Committee co-clerks and the loosely-formed Web Group under the general oversight of the Executive Committee.

            Guide revision activity will continue to be posted at this website as will useful Yearly Meeting information (minutes, reports, JSP and annual gathering materials, Continuing Committee activities and reports, the link to the Faith and Practice website, etc.)