Recording Clerk of Yearly Meeting

The Recording Clerk of Yearly Meeting is responsible for preparing and distributing a full and correct Record of Yearly Meeting proceedings, working under the oversight of the Clerk of the Yearly Meeting. 

Appointment:  The Recording Clerk of Yearly Meeting is appointed for a three year term beginning at the rise of an annual session.  Current practice is to appoint a person as needed to provide either a single Clerk or a shared or teamed effort of two clerks when appropriate.  The Recording Clerk of Yearly Meeting is a member of the Executive Committee. 

The Record of a Yearly Meeting:  The Record of a yearly meeting's proceedings includes minutes of the annual session, attached reports presented to the annual session, epistles approved by the annual session, memorial minutes, and state of the meeting reports from Monthly Meetings and Worship Groups.  The Record, the Documents-in-Advance and a directory of attenders should comprise the formal description of the annual session.  A complete copy of these materials should be made available to the Archivist.  Past Records for recent annual sessions should also be posted on imym.org with the assistance of the Web Clerk. 

Responsibilities of the Recording Clerk include:

1.  Assisting the Clerk of Yearly Meeting in conducting the business and plenary sessions of IMYM and, with the Clerk, to keep accurate minutes of all proceedings.  Minutes prepared after gathering the sense of the meeting shall be read immediately, and if approved, so recorded.

2.  Having at hand the minutes of the previous yearly meeting, Executive Committee Meeting, and all sessions of the current yearly meeting for the Clerk's reference.

3.  Collecting and assembling the Record of each yearly meeting and reviewing it with the Clerk.

4.  Finalizing the Record of a yearly meeting as soon as possible and submitting to the Web Clerk for posting on imym.org.  A message (usually e-mail) should be sent to all Meetings and members of the Executive Committee and Continuing Committee informing them that the full Record is available on the web.  It is expected that Meetings and individuals will be able to download and print the Record as needed.

5.  Maintaining a file of pertinent records for the guidance of succeeding recording clerks.

6.  Assisting the Clerk in attending to the interim business of IMYM.

7.  Keeping accurate minutes of the proceedings of the Executive Committee, reviewing them with the Clerk, finalizing and submitting them to the Web Clerk for posting on imym.org.

8.  Assisting the Historian-Archivist with maintaining original archival records of documents of fundamental importance originating from the yearly meeting.

9.  Meeting with the Recording Clerk-designate to transfer records and information. 

Financial Arrangements:  The Yearly Meeting pays the expenses of the Yearly Meeting Recording Clerk to meetings of the Executive Committee, 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