3.01 Presiding Clerk. The Presiding Clerk of the Yearly Meeting is the presiding officer at the annual sessions. The Clerk also presides over the Council of Representatives and the Administrative Council, makes all needful preparations for presenting the business of the Meeting at the next annual sessions, and oversees the scheduling of board presentations at these sessions. The clerk’s interpretations of Faith and Practice are final unless overruled by Yearly Meeting action.
3.01.01 The Presiding Clerk of the Yearly Meeting serves as correspondent receiving and answering official communications, signing epistles and other documents issued to yearly meetings or associations, endorsing official certificates for members liberated for service in foreign lands, and signing certain documents and transcripts of record that require official certification.
3.01.02 At an early business session, the Nominating Committee presents the nominations for Presiding Clerk, assistant Presiding Clerk, and Recording Clerk. To the extent possible the clerks will serve for a three year term, with one of the positions being considered each year for reappointment or replacement. The new terms will begin upon the close of the Yearly Meeting sessions.
3.02 Assistant Clerk and Recording Clerk. The Yearly Meeting also appoints on nomination by the Nominating Committee the following officers: an Assistant Clerk, who reads official communications to the Meeting, assists in the clerking process, and keeps sufficiently informed about the business agenda to take the place of an absent Presiding Clerk; and a Recording Clerk, who records and reads the minutes of the sessions.
3.03 Superintendent. On nomination by the Administrative Council the Yearly Meeting appoints a person to serve as Superintendent, one who is well qualified by maturity, experience, and executive ability to exercise general supervisory care over all work in the Yearly Meeting. The initial appointment is for a term of three years. Each year the Administrative Council will review the work of the Superintendent, giving encouragement and constructive suggestions. At the close of the second year and every two years thereafter as service proves to be satisfactory, effective, and in the will of the Lord, the Administrative Council may bring to the Yearly Meeting sessions a recommendation to extend the appointment for up to three additional years. This system of advance appointment permits long-range planning and a smooth transition to a successor. The Superintendent is authorized to convene any board or committee of the Yearly Meeting in case of a vacancy in the presiding office, and is an ex officio member of all administrative units. The Superintendent gives special administrative concern to:
- servant leadership, vision and strategic planning for NWYM
- oversight and coordination of NWYM staff and ministries
- recommendation of new staff appointments to the Administrative Council
- programs of evangelism and Christian discipleship
- placement, encouragement, and counsel of pastors, evangelists, and missionaries
- church and pastor visitation and support
- promotion of conferences leading to spiritual renewal and nurture
- church planting
- leadership development
- connection with NWYM-related organizations and ministries
3.04 Other ministry and support staff positions. All other employees of the YM are designated as either ministry staff or support staff, and report directly to the Superintendent. All staff positions will be funded through the Yearly Meeting’s Annual Budget. A list of all positions, along with their descriptions, will be published in the Yearly Meeting minutes. Each year, all NWYM ministry staff will develop a ministry plan, in conjunction with the Superintendent, based on their prayerful discernment, job description and needs
within the organization. This ministry plan will also serve as the basis of an annual evaluation. Every NWYM staff person will serve as a primary contact for one or more NWYM board, including the Nominating Committee.
3.04.01 Ministry staff positions. Ministry staff other than the Superintendent will be approved for hire by the NWYM Administrative Council at the recommendation of the Superintendent. As ministry staff positions become vacant, the Superintendent will assemble a search team of appropriate and relevant persons to assist in the search and recommendation process. Ministry staff will be assigned liaison and support roles for specific boards that are closely related to their areas of ministry.
3.04.01.01 Associate superintendents. Associate superintendents have responsibility for overseeing major ministries of the Yearly Meeting. Their number and specific areas of responsibility may change from time to time.
3.04.01.02 Director of Finance and Development. A full-time position within the NWYM ministry staff, the Director of Finance and Development serves as treasurer of NWYM, responsible for overseeing and directing NWYM finances and development. As NWYM Treasurer, the Director is authorized to receive and issue official receipts for all legacies, donations, or other funds requiring formal acknowledgment, and to submit annual reports. This position reports to the NWYM Superintendent. Duties include, but are not limited to:
- Serving as Executive Director of the NWYM Foundation
- Working closely with several finance committees within NWYM
- Assisting all NWYM boards in finance and budget matters
- Helping local churches address budgeting, finance and staff insurance needs
- Representing the Yearly Meeting in relationships with brokers, auditors, and other financial managers
- Supervising the NWYM bookkeeper and administrative secretary
- Assisting with day-to-day oversight of NWYM support staff
3.04.01.03 Other ministry staff. Other ministry staff positions may be created as needed to support specific areas of ministry.
3.04.02 Support staff positions. All NWYM support staff positions will be filled by the Superintendent, assisted by the Director of Finance and Development. These appointments will be reported to the Administrative Council, but do not require its approval.
3.04.02.01 Administrative Secretary. The Administrative secretary provides secretarial and office support for the Yearly Meeting staff.
3.04.02.02 Other support staff positions may be created as needed to support the administrative, financial, clerical and communications work of the Yearly Meeting.
3.04.03 Archivist. On nomination by the Administrative Council, the Yearly Meeting appoints a person to serve as Yearly Meeting archivist, accountable to the Administrative Council. The term of office is two years, with reappointment subject to the discretion of the Yearly Meeting. The one selected must evidence an active interest in history and an understanding of the value of documents for the writing of history. The responsibilities of the archivist are to gather, evaluate, and preserve various documents of the past, and to make them conveniently available for scholars. The Archivist may advise Yearly Meeting bodies and local churches on the proper management, preservation, retention and disposition of their records. The Yearly Meeting provides a repository suitably located with conditions appropriate for preservation of perishable materials. The Yearly Meeting may enter into agreements with George Fox University, local churches, and other appropriate bodies and institutions, to accomplish the purposes of this section.
