Purpose

Guide the Representatives Committee in carrying out its purpose which is the general care of the business of the yearly meeting between the annual sessions. If Friends need the Representatives Committee to make a decision between IMYM sessions, the decision must align with established Yearly Meeting policies as expressed in IMYM minutes, procedures described in the position descriptions in Guide to Procedures, and the IMYM Faith and Practice. Representatives Committee has both deliberative and executive functions:

Appointment

Intermountain Yearly Meeting appoints a Clerk for a three-year term to begin at the rise of an annual session.

Responsibilities of the Clerk

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 clerk of Meetings and committees. IMYM expects the Representatives Committee Clerk will:

Participate in the IMYM Clerk’s advisory phone conference calls.
Communicate with Monthly Meetings and Representatives to your committee and urge meeting representatives to carry our regular communication with their meetings about IMYM.
The Clerk of Representative Committee can call for conference calls of the Representative Committee whenever needed, sending out notice of the call and the agenda ahead of time.
In December start collecting agenda items and preparing for the February Representatives Committee Meeting.
Attend the January Arrangements Committee meeting, in order to provide helpful information to that committee.
Clerk the February meeting and follow up on any work requested by the Committee. Work with the Representative Recording Clerk to ensure that the Meeting minutes are posted to the IMYM web site and sent out to all representatives.
In April start collecting agenda items and preparing for the June Representative Committee Meeting.
Help the IMYM Presiding Clerk define the proposed business meeting agenda, as requested.
Attend the annual gathering discerning items for future Representative Committee work and supporting the Arrangements Committee Clerk and the Presiding Clerk.
Clerk the June meeting and follow up on any work requested by the Committee. Work with the Representative Recording Clerk to ensure that the Meeting minutes are posted to the IMYM web site and sent out to all representatives.
Mentor the successor Representative Committee Clerk, including continuing on Clerks’ Support Committee calls while needed.

Financial Arrangements

The Yearly Meeting pays the expenses of the Clerk to attend meetings of the Representatives Committee and the Arrangements Committee 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.