Milton Keynes Local Meeting

Local Remit for Clerk

Purpose and underlying principles

The Clerk as the Principal officer of the Local Meeting has responsibility for ensuring that the Meeting fulfils its responsibilities in accordance with Quaker Faith & Practice and 'Right Ordering'. The clerk serves on behalf of the Meeting and his/her attitude, knowledge and approach can materially affect the way in which the Meeting functions.

The Clerk has responsibility for the preparation and follow-up of the business brought to Meetings for Church Affairs, discerning the ‘sense of the meeting’ and, with the assistant clerk, for drafting minutes for the approval of those present. The Clerk acts as the formal channelofinformation between the Local Meeting and the Area Meeting and should ensure that the Local Meeting as an organisation functions satisfactorily.

Assistant Clerks to whom certain tasks are delegated by agreement, assist the Clerk.

Main tasks

  • Think lovingly and prayerfully of the people in Meeting;
  • Receive minutes from convenors of committees, communicateany matters of shared interest, noting items for consideration at business meetings; be aware of items from Area Meetings for consideration and/or note;
  • With the assistant clerks prepare an overview of the annual cycle of business and agendas for the monthly business meetings, noting any items for which advance information would be helpful;
  • With Elders, maintain the spiritual discipline of business meetings: seek todevelop the discipline of detachmentto assist indiscerning the meeting's united mind;
  • Encourage attendance and support inexperienced attenders in understanding our business method;
  • Preside at the table and administer the business of Meetings for Church Affairs within a spirit of worship; prepare draft minutes, circulate minutes for approval and information and follow-up as appropriate;
  • With the assistant clerks, prepare and give out notices; maintain the Meeting's diary and notice board : ensure that the Local Meeting's 'Right Ordering' is kept up-to-date;
  • Receive and respond to messages, correspondence and initiatives, both external and internal, Quaker and non-Quaker;
  • Have regard for the healthy functioning of the Meeting's Committees, and take appropriate action if necessary;
  • Ensure compliance with Area Meeting’s policy on safeguarding our children and vulnerable adults:
  • Facilitate communications throughout the Local Meeting and with Area Meeting: liaise with Area Meeting Trustees as appropriate;
  • Maintain and index the Meeting's record of confirmed minutes and archive in the Bedford County Record Office on a five-yearly cycle.

Requirements

  • Be a member of the Religious Society of Friends;
  • Have experience of, and be familiar with the Quaker business method;
  • To have a computer and to be on the telephone.

References in Quaker Faith and Practice

Particularly important references in Quaker Faith and Practice are listed below. Specific matters for the Clerk's attention may arise which are covered elsewhere in Quaker Faith and Practice and these are not listed here.

Guidance / Reference / Notes
Meetings for Church Affairs / QF&P 2.85
General counsel on church affairs / QF&P 3. 01-11 / The sense of the meeting
Clerkship / QF&P 3.12-20 / Role and responsibilities
Local Meetings, / QF&P 4.31-45 / Includes records, data protection

References in Right Ordering

Clerks should be familiar with those sections of 'Right Ordering' which deal with membership, data protection and Safeguarding. 'Right Ordering' is an invaluable reference handbook for all matters, and supplements the broad principles set out in Quaker Faith and Practice.

Friends House

Staff at Friends House are experienced, extremely helpful and offer sound advice.

Milton Keynes Local Meeting Clerks RemitReviewed 2016-12