Right Ordering. A handbook of business practice within the Area Meeting
Part20Appendices
Section1Forms
Subsection1Appointment of LM Officers
Page 1 of 1
Local Meeting Officers for the year commencing 1 January ......
Name of MeetingClerk
Assistant Clerk
Treasurer
Examiner of LM Accounts
Convenor ofElders
Convenor ofOverseers
Convenor of Nominations Committee
Convenor of C&YP Committee
Signature:- Date:-
2009/05
2009/05
Right Ordering. A handbook of business practice within the Area Meeting
Part20Appendices
Section1Forms
Subsection2Administration Expenses Claim
Page 1 of 1
Luton & Leighton Area MeetingExpenses ClaimCommittee:………………………… Date:………………………. / Misc Expenses
Travel
Stationery
Photocopies
Telephone
Postage
Total
Detail
Date / Grand Total
Right Ordering. A handbook of business practice within the Area Meeting
Part20Appendices
Section1Forms
Subsection3Notification of a Death
Page 1 of 1
NOTICE OF DEATH OF A FRIEND
To the Clerk of Area Meeting
(a) from the Convenor of Overseers of______Local Meeting
(b) Full name of deceased Friend______
(c) Also known as______
(d) Maiden name or previous name if a woman Friend______
(e) Date of birth or age______
(f) Address______
______
(g) Date of Death______
(h) Date of Funeral______
(i) Place of Funeral______
(j) Meeting for Worship? YES/NO
(k) Burial or Cremation______
(l) Where did this take place? ______
...... ______
(m) Is there to be a memorial Meeting for Worship?...... YES/NO
(n) If yes please give details______
______
(o) Please give any other relevant information______
______
______
Signature______
Name______Date______
Right Ordering. A handbook of business practice within the Area Meeting
Part20Appendices
Section1Forms
Subsection4Data Protection Act Release Form
Page 1 of 1
FOR YOUR IMMEDIATE ATTENTION
Contact and Address List
Of Members and Those Associated With Luton & Leighton Area Meeting
Revision 200 -
DATA PROTECTION ACT
The Data Protection Act 1998 gives protection to individuals in relation to the holding of and disclosure of personal information.
The information you give us will beused for printing the List of Members and Those Associated with Luton & Leighton Area Meeting, for mailing newsletters and other communications, contacting you at home if we need to, for reference and to be used for the purposes of the Religious Society of Friends only. The information may be passed on within the Religious Society of Friends. Britain Yearly Meeting includes all Local Meetings, Area Meetings and General Meetings of the Religious Society of Friends in Britain as well as the central offices at Friends House. The information may be used by any constituent part of Britain Yearly Meeting to keep lists in order to facilitate contact between officers and staff of Britain Yearly Meeting and yourself. The central offices will not use it to send you unsolicited direct mail asking for financial contributions.
We may also pass details in paper form to other Quaker organisations e.g. Woodbrooke, Friends World Committee for Consultation (FWCC,) with the proviso that the information is our property, is to be used to assist in contacting individual members on their legitimate business, and must not be put onto computer or otherwise further processed by the organisation.
We hope you will supply the information below but if there are good reasons for us not to hold it you may ask us not to list it.
Your Key Information
Your Name:-......
Child(ren) under 16:……………………………… D.o.b:…………………………………………
……………………………… ………………………………………..
……………………………… ………………………………………...
Address:-......
...... Post Code:-......
Email:-......
Tel:-...... Fax:-......
Please continue to list my details in the List of Members and Those Associated with Luton & Leighton Area Meeting o
Please do not list my detailso
Your Signature :-......
Please return this slip to :-......
By...... 200-
Right Ordering. A handbook of business practice within the Area Meeting
Part20Appendices
Section1Forms
Subsection5Members Wishes in Case of Death
Page 1 of 1
Funerals and memorial meetings - information and guidance in advance /Should death notices be published?
In the Friend
Elsewhere
(Please specify)
______
Who should be notified personally?
(Pleas attach a list with addresses, or say where to find the information)
______
Do you wish for flowers?
Yes ڤNo ڤ
Do you wish for gifts to charity?
(Please specify)
Yes ڤNo ڤ
______
Would you want a memorial meeting later, and if so, where?
Yes ڤNo ڤ
______
Signed and dated:
How would you like your body to be disposed of?
Cremation
Burial
Green Burial
Medical Research
(In which case please give second choice)
Other
( Please specify)
______
Any special wishes for disposal of ashes or
burial of body
______
Would you like a Quaker burial/disposal
of ashes? / Yes ڤ No ڤ
Where would you want a Meeting for Worship to be held, and when?
In Meeting House
In Crematorium/Cemetery chapel
In private (please specify)
Elsewhere (please specify)
When ______
1Name______
Address______
Phone______
2Member/attender of
Quaker Meeting
Address of Meeting______
______
(If the address of the Meeting is not known contact Friends House)
3Next of Kin or whoever would be responsible for decisions after your death
Name______
Phone______
Address______
______
4Executor's Name______
Phone______
Address______
______
5Solicitor's Name______
Phone______
Address______
______
Where is your will located?______
(Please give full details if not at one of the above addresses)
______
Right Ordering. A handbook of business practice within the Area Meeting
Part20Appendices
Section1Forms
Subsection6Conference Expenses Claim
Page 1 of 1
Claim for Conference expenses
To the Area Meeting Treasurer
I wish to claim expenses incurred by me in connection with my attendance at:
______Conference/ Meeting
Date of Conference/ Meeting:______
Venue:______
Details of expenditure
Conference Fees£______
Rail/Coach Fares£______
From______
To______
Accommodation (where not included in event fee)£______
Bus/taxi fare£______
From______
To______
Incidental expenditure£______
Details______
Total Claimed£______
Name:______
Address:______
______
______
______
Signature______
Right Ordering. A handbook of business practice within the Area Meeting
Part20Appendices
Section1Forms
Subsection7Volunteer Reference
Page 1 of 1
PRIVATE & CONFIDENTIAL
Religious Society of Friends (Quakers) in Britain
Luton and Leighton Area Meeting
VOLUNTEER REFERENCE FORM
Nameof Volunteer______
What is your connection with the volunteer? (friend, neighbour, employer, work colleague)
______
______
How long have you known the volunteer?______
Do you consider the volunteer suitable to work with children and young people? (Please include comments on honesty, reliability, health, experience of contact with children/young people).
______
______
______
______
Do you have any doubts about the volunteer’s suitability to work with children and/or young people?
______
Nameof Referee______
Address______
______
______
Signature______Date ______
Please return to …………………………………………….
Right Ordering. A handbook of business practice within the Area Meeting
Part20Appendices
Section1Forms
Subsection8Volunteer Reference Request Letter
Page 1 of 1
Religious Society of Friends in Britain (Quakers)
Luton and Leighton Area Meeting
To:
Dear
CHILDREN & YOUNG PEOPLE'S WORK - VOLUNTEER REFERENCE
Following the Children Act 1989, Luton & Leighton Area Meeting now stipulates that all volunteers working with children will be required to provide a relevant reference.
______has offered to work with children and young people.
We now take up references to check on the suitability of volunteers, as well as asking them if they have any criminal record for offences against children.
______
has given us your name as someone who can give a character reference.
Our volunteers work with children and young people up to 18 years, as part of a small team of adults. With her/his fellow team members, she/he will be responsible for the practical and pastoral care of the events’ participants, possibly acting in loco parentis on residential events. The work will often be tiring (though enjoyable), demanding a high level of commitment.
We would be grateful if you could complete and return the enclosed reference form in the SA envelope enclosed, as soon as possible. Any information you give, or opinion you express, will be confidential, retained for the work of Luton & Leighton Area Meeting only.
If you require further information please contact ……………………………………….
With many thanks and good wishes,
Yours sincerely,
Enc: Volunteer Reference Form, stamped addressed envelope.
Right Ordering. A handbook of business practice within the Area Meeting
Part20Appendices
Section1Forms
Subsection9Volunteers Personal Details
Page 1 of 2
Luton & Leighton Area Meeting
Volunteer Helpers - Personal details
The Children Act (1989) affects the way we organise our children's and young people's events and activities. In some cases, we may have to register with the local authority, in others simply to inform them. The local authority's registration and inspection unit may want further details, in particular about our helpers.
Home Office Guidelines (in Safe from Harm) present advice on important principles which should be observed when appointing volunteers. Britain Yearly Meeting has agreed its own policy and as a result, this Meeting has adopted a code of practice based on the Home Office Guidelines as interpreted in Safeguarding children from Harm (and revised in Meeting Safety).
Details are kept confidentially by the Area Meeting, unless requested by the local authority in connection with registration. In keeping with the Data Protection Agency guidelines, the information supplied in references, and in any subsequent letter, may be communicated to the volunteer on request.
Procedures for appointing volunteers are intended to ensure that all who work with children and young people will contribute to their safety, spiritual development and overall well-being.
Name ______
Address ______
______Post code______
Telephone: Day______Evening______
Quaker meeting which you usually attend______
What is your experience of being with children/young people?
(e.g: parent, brother/sister, teacher, neighbour, play group leader)
______
______
______
Have you any interests, skills and/or experience which could be useful in working with children/young people?
______
______
Right Ordering. A handbook of business practice within the Area Meeting
Part20Appendices
Section1Forms
Subsection9Volunteers Personal Details
Page 2 of 2
References: Details of two people (not related to you) to whom reference can be made: both should know you well, and at least one should have known you for at least two years.
- At least one should be able to comment on your experience of, attitudes towards, and
behaviour with children/young people.
- One should be a Quaker
- One should know you from some other area of life (neighbour, employer, work colleague).
Name______
Address______
______Post Code______
Telephone: day______evening______
Connection with you (e.g. Quaker, work colleague)______
Name______
Address ______
______Post Code______
Telephone: Day______Evening______
Connection with you (e.g. Quaker, work colleague)______
I understand that I am legally required to declare any convictions for sexual offences, or for offences against children/young people. (although you are not legally required to declare convictions deemed to be spent under the Rehabilitation of Offenders Act 1974, declaration would assist us in our assessment of your suitability to work with children and young people.)
Brief details of all and any convictions______
______
I have never been convicted of a sexual offence, or of any offence against children/young people
Signature______Date______
I give permission for enquiries to be made about me as necessary.
Signature______Date______
Right Ordering. A handbook of business practice within the Area Meeting
Part20Appendices
Section1Forms
Subsection10Records Archiving Schedule
Page 1 of 1
Originating Meeting or Committee
Bundle / Description of Records for Archiving / Year From / Year ToNo 1
No 2
No 3
No 4
No 5
Records embargoed to public before year ending
Records prepared for archiving by
Checked by
Recorded by LM/Committee Minute
Records lodged at Bedford County Records Office
Recorded by Area Meeting Minute
Copy to Area Meeting
Records Office
Committee/LM
Right Ordering. A handbook of business practice within the Monthly Meeting
Part20Appendices
Section1Forms
Subsection11The FriendVoucher Scheme
Page 1 of 1
The Friend
A QUAKER WEEKLY JOURNAL
FREE VOUCHER SCHEME FOR NEW MEMBERS
Please arrange for The Friend to be sent free of charge to the following new member for eight weeks
Name…………………………………………...... BLOCK CAPITALS PLEASE
Address……………………………………………………………………………………
………………………………………………………. ………......
Postcode……………………...
Name of AreaMeeting………………………………………………………………………………
Issued by (Clerk/Membership Secretary’s Name)…………………………………………………………......
Signature………………………………………………………
Date…………………………………….
Please check that the intended recipient wishes to receive The Friend and then forward to:
Right Ordering. A handbook of business practice within the Area Meeting
Part20Appendices
Section1Forms
Subsection12Employee Performance Review
Page 1 of 1
Name of Employee
and Job Title
Name of Line Manager
and Job Title
Date of Commencement of Employment
Appraisal for period from ……………………….. to………………………………….
Review of performance against previous year’s objectives
Which aspects of your job give you the greatest satisfaction?
Who or what would assist you in doing your job more effectively?
Agreed objectives for the next year
Comments
Signed………………………………………… Manager Date………………………………
Signed ……………………………………… Employee Date………………………………..
Right Ordering. A handbook of business practice within the Area Meeting
Part20Appendices
Section1Forms
Subsection13Guidance Notes for Employee Performance Reviews
Page 1 of 1
The review should take place annually on the anniversary of the appointment of the employee.
No reminder will be given to the line manager.
The review will be between the employee and their line manager and the date and place must be planned in advance and be mutually acceptable.
The form approved by the Trustees must be used
The review is joint and there should be no real surprises for either party.
The form should be completed and signed during the review.
Copies should be given to the employee, one retained by the Meeting and one placed in the employee’s
personal file which is kept by Trustees.
The copies should be provided to all parties within 28 days of the review.
NB This should be read in conjunction with the section on Appraisal in the current edition of
Wardenship Matters.
Right Ordering. A handbook of business practice within the Area Meeting
Part20Appendices
Section1Forms
Subsection14Bursary application form
Page 1 of 1
Application for a Quaker Study Bursary
Note:- Bursary help is generally available from Local and Area meeting funds to enable members and attenders to attend Quaker study courses, conferences, events or travel under concern . Local and area bursary help is not available towards the costs of secondary or higher education.
To the Convenor of Overseers of ……………………………………………Local Quaker Meeting
I wish to apply for a bursary to enable me to attend a Quaker Study event or visit under concern.
Your full name: ……………………………………………………………………………………………………..…….
Your address: …………………………………………………………………………………………………..……….
Proposed course, event, conference or visit: …………………………………………………………………………
(Please attach a course prospectus if you have one.)
Dates of the course: From…………………………… to…………………………………………
Total costs of the course or event: £……………………………………….
Fees: £……………………………………….
Travel: £………………………………………..
Accommodation: £……………………………………….
Please set out briefly on the reverse how you hope to see this being of value to you and your Meeting.
Signed: ………………………………………………………………………… Date:…………………
For use by overseers
Date application considered by local overseers:…………………………………………………………………………….
Observations by supporting overseer: ......
......
Signed: ……………………………………………………………. Date:…………………………..
Bursary approved by Local Meeting overseers: £……………………….= %
Draft Minute of local overseers to Area Meeting overseers:
We have considered a request from our Friend for a bursary to enable him/her to attend a Quaker course/conference/event or visit at:…………………………………………… ……. ….. …………………………………………………..Meeting Overseers have considered this request and agreed to give it their support. This meeting can contribute £………Or ………% of the required amount and ask that Area Meeting funds be made available to supplement this.
Signed…………………………………………………………..Convenor of Overseers Date…………………………….
Draft Minute of Area Meeting overseers:
We agree to support the request of ……………………………………………………….Overseers for additional bursary assistance for a member of their Meeting and ask the Area Meeting treasurer to make £ ……………………..available for this purpose.
Signed:…………………………………………Convenor of Area Meeting Overseers Date……………………….…
2009/05