Guidance of Meeting Affairs—Named Roles
Each monthly meeting appoints individuals to serve as clerk, recording clerk, treasurer, and recorder of members. Other delegated functions are normally given to committees rather than individuals.
Meetings clearly express their expectations and define the scope of authority of those given responsibility for guidance of meeting affairs. By assigning tasks in a trusting and understanding atmosphere, all tasks are accomplished without duplication or frustration, allowing the meeting to honor the work of those who serve it.
Clerk
The clerk sees to the good management of the affairs of the meeting. The clerk prepares the agenda and conducts meetings for business. The clerk provides background information, reminds the meeting of previous decisions, asks committees to prepare and present reports and recommendations, and ensures that the decisions of the meeting are carried out. In addition, the clerk may be in the best position to identify weaknesses or failings in the committee structure and function, and work with the meeting’s nominating committee to initiate corrective action. The preparation of regular self-evaluations is supervised by the clerk and provides an opportunity for assessment and correction as needed. (See Section VII. Guidelines for a Spiritual Self-assessment of the Meeting and the Meeting Checklist.) Some meetings also appoint an assistant clerk or meeting secretary to assist in the work of the clerk.
The clerk is both servant and leader. The clerk ensures that meetings for business are also meetings for worship in which spiritual unity is paramount. The clerk encourages those who are reluctant to speak, and in like manner gently discourages those who tend to speak at undue length or too often. The clerk, often working with the recording clerk, attempts to discern the sense of the meeting. When the direction seems clear, the clerk tests it with the meeting. If there are reservations, the clerk notes them and opens the way for further seeking and refinement. When the sense of the meeting is elusive, the clerk might suggest deferring the matter to a later time or referring it to a different forum, such as a threshing session or ad hoc group, for further consideration and preparation. When there is agreement and the direction is clear, the clerk directs that the sense of the meeting be recorded in the minutes. The body of the meeting approves the written minutes.
The clerk avoids opinionated participation in the discussion. If the clerk has strong personal views on a matter before the meeting, the clerk may ask the meeting to appoint someone else to clerk a portion of the meeting for business. At times, the clerk may prepare a “minute of exercise,” an expression of a clerk’s insights and concerns at the close of a meeting for business.
Recording Clerk
The recording clerk prepares the written minutes of the meeting, which reflect its inspiration, discussion and decisions. In order to avoid future confusion, it is important that these minutes remain clear and accurate. To ensure accuracy, the recording clerk may work with the meeting clerk on names, dates, and agenda items.
When it comes to the approval of the minutes, there are a variety of practices to follow. Some meetings will approve minutes at the end of the meeting, whereas some approve sections as they move along the meeting agenda. Others will wait to approve minutes until the following meeting.
At times, the meeting may approve a minute in principle and not require the final refined version to come back to the meeting. Once approved, minutes retain their authority unless amended by a subsequent minute. All minutes are preserved in ways that will ensure their availability and permanence.
Finance Committee/Treasurer
The treasurer receives, holds, invests and disburses the meeting’s funds in accordance with the monthly meeting’s instructions. This includes maintaining accurate accounts of the financial transactions of the meeting and reporting regularly to the meeting. Working closely with the finance committee, the treasure is also responsible for annual budgets and long term financial planning. The meeting appoints a committee, made up of those not involved in the preparation of the records, to review the treasurer’s accounts, submit a written report to the meeting, and guide the treasurer in good accounting practices as needed. This process generally occurs annually.
Recorder
The recorder maintains the records of births, adoptions, deaths, marriages, divorces and changes in membership. These records are periodically published in a directory of members and other persons associated with the meeting. The recorder provides the yearly meeting with regular updates on membership information and reports membership statistics annually.