Purpose

The Finance Committee Clerk works in consultation with the Finance Committee and the Treasurer to accomplish the responsibilities of the Finance Committee, including those listed below. The Finance Committee Clerk is ultimately responsible for ensuring completion of the time-sensitive tasks assigned to the Committee.

Appointment

The Finance Committee Clerk is appointed by the Yearly Meeting for a three year term, offset from the Treasurer’s term, which begins on October 1, since September 30 is the end of IMYM’s fiscal year. The Finance Committee Clerk is also a member of the Representatives Committee.

Ageneral description of clerking duties and responsibilities, and over-all work and attitudes begins on page 57 of IMYM’s Faith and Practice. There are also other useful guides to the work of the clerks of Meetings and committees. In addition, the following expectations pertain to the Finance Committee Clerk.

Responsibilities of the Clerk

Call and convene meetings of the Finance Committee as needed.
Keep the Presiding Clerk, Representatives Committee Clerk, and Treasurer informed about the financial condition of the yearly meeting.
Ensure that all responsibilities of the Finance Committee are completed, so that reports and communications with the yearly meeting, Representatives Committee, and monthly meetings occur on schedule.
Provide financial information to the Arrangements Committee, the Facilities Working Group, and others as needed.
The Treasurer is inherently authorized to make expenditures up to the budgeted amounts for each line item or account. Upon joint approval by the Treasurer, Finance Committee Clerk, and Clerk of the Yearly Meeting, up to $7,500 beyond the budget can be spent. Expenditures beyond $7,500 above the budget will require approval by Representatives Committee. ( Representatives Committee Minute #4-20180203)
Attend Representatives Committee and the annual gathering. The Clerk will be available for consultation during Arrangement Committee’s winter meeting.
The Finance Clerk signs contracts for the Annual Gathering Site/Facility and insurance policies. This may be delegated to the IMYM Treasurer or IMYM Facility Liaison as appropriate.
Review your position description and the Finance Committee’s description after you have finished your term and send any changes or additions you feel are needed to the Clerk of Procedures Committee. If you find issues before that send them earlier.

Financial Arrangements

The Yearly Meeting pays the expenses of the Finance Committee Clerk, if requested, to meetings of the Representatives Committee. (See the Guide page Who Pays IMYM Travel.) Incidental operating expenses for clerical supplies, communications, etc., may be submitted to the Treasurer for reimbursement. The Treasurer should be consulted before incurring unusual expenses.