Recorder
Term:
- Two years with the option of a one-year extension.
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:
- Sees that an accurate record of membership is kept.
- Sees that all records are faithfully and accurately kept for all time. Such records cover vital statistics pertaining to the member and his or her immediate family, whether or not they are all members of the meeting. Births, deaths, transfers, releases or marriages shall be recorded.
- Provides a statistical report to Yearly Meeting. A copy of this
Report shall be a part of the permanent records of the Monthly Meeting. - Maintains two copies of membership records: one to be kept at the
Meetinghouse and the other at his/her home. - Ensures documents pertaining to the Meeting are preserved (newspaper articles, etc). Copies should be made on acid-free paper for inclusion in the permanent records.
- Prepares a membership roster at the beginning of each calendar year and gives a copy to the Clerk, Ministry and Oversight, and the newsletter editors.
- Makes sure that other important records of the Meeting are being properly taken care of. Old Minute and record books, important correspondence and legal papers, such as deeds, conveyances, and trusts, are kept in a permanent repository protected from fire and loss.
- Keeps digital copies of all records from 2009 forward.
- Ensures a smooth transition and transfer of information to the next office-holder.
