Clerk of Continuing Committee

(Adapted from 1998 Guide.) 

The Clerk of Continuing Committee, working closely with the Clerk of the Yearly Meeting and the Executive Committee, clerks the Continuing Committee in its responsibilities for the general care of matters affecting IMYM between annual sessions, including planning program and logistics for the annual session. 

Appointment: The Clerk of Continuing Committee is appointed for a three year term beginning at the rise of an annual session.  The Clerk of Continuing Committee is a member of the Executive Committee.  

Responsibilities of the Clerk of Continuing Committee include:

1.  Conducting the meetings of the Continuing Committee and seeing that a full and correct record is kept of its proceedings and that its instructions are carried out.

2.  Preparing agendas for Continuing Committee meetings.

3.  Notifying Continuing Committee members of the time and location of committee meetings, and to assure that lodging, meals, and local transportation are available for the winter meeting.

4.  Preparing in the fall, with advice of the Executive Committee, a letter/questionnaire requesting ideas and suggestions from Meetings and Worship Groups for the program of the annual gathering.  This letter/questionnaire should be sent four months before the winter meeting of Continuing Committee, so as to allow at least two meetings for business for monthly meetings to consider matters before sending their written replies to the Continuing Committee Clerk.

5.   Reviewing with the Yearly Meeting Clerk the substance of responses to the letter/questionnaire prior to the Continuing Committee's winter meeting, and reporting to the Committee.

6.  Working with the Yearly Meeting Clerk and program coordinators to assure that all the appropriate program and logistical information relevant to the annual gathering is provided to the Registrar and to the Coordinator of Operations for scheduling logistics in a timely fashion prior to yearly meeting.  All material for the program information packet must be provided to the Registrar by the date set by Continuing Committee.

7.  Working with the Web Clerk to maintain a current list of contact information for Continuing Committee representatives, Executive Committee members and Monthly Meeting clerks and contacts to be used in yearly meeting communications.  Currently this information is in the form of email groups on imym.org.

8.   Preparing with the assistance of the Yearly Meeting Clerk or Executive Committee members an evaluation form, when desirable, to be completed by attendees of the yearly meeting.  Respondent information will be reported to the Executive Committee and the Continuing Committee at its winter meeting. 

Financial Arrangements:  The Yearly Meeting pays the expenses of the Continuing Committee Clerk to meetings of the Executive and Continuing Committees, and to the annual session as needed.  (See the Guide page Who Pays IMYM Travel.)  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.