Recording Clerk
Term:
- Three years with a maximum of two consecutive terms, overlapping clerk’s term.
Clerk's Responsibilities:
- Understand and be able to implement Quaker process.
- Serve as primary contact person for committee.
- Schedule meetings and ensure that meetings take place.
- Ensure that an agenda for committee meetings is organized.
- Ensure a report is generated to be presented to the Meeting for Business.
- Ensure that committee meeting minutes and notes, which may include background discussions, concerns, planning, proposals, actions and possibly confidential material, be written and kept as an organized file.
- Ensure that action items that arise during committee meetings are assigned.
- Arrange for the new committee’s first meeting and at that meeting ensure that the committee chooses its clerk, unless the clerk has been specified by the Nominating Committee.
Additional Responsibilities:
- Records the minutes of the Meeting for Worship for Business.
- Forwards minutes and other items to the Newsletter editors.
- Assists the clerk in duties and responsibilities.
- Keeps the current Minutes notebook; old Minute notebooks go to the Meeting’s Recorder.
- Assists the clerk with Meeting correspondence such as thank you letters, responses to inquiries, etc.
- Sends State of the Meeting report to AHYM and IMYM.
- Sends memorial minutes to IMYM, AHYM, Friends Journal, Western Quaker and local meetings.
- Is able to record in electronic format.
- Ensures a smooth transition and transfer of information to the next office holder.
