DESCRIPTION OF DUTIES FOR OFFICES AND COMMITTEES

OFFICERS

Co-Clerks 

• Plan, convene and clerk monthly business meeting.
• Break weekly Meeting for Worship - greetings, announcements, etc.
• Receive, read and respond to correspondence and mail, or direct requests to appropriate persons or committees within the Meeting.
• Maintain minutes of monthly business meetings, including statistical reports on numbers and changes of members and attenders, marriages under the care of Meeting, deaths, etc.
• Oversee the Meeting archives and records.
• Represent meeting formally by signing letters and legal documents, such as requirements of the Marriage Act.
• Coordinate official meeting activities with Ministry & Counsel and Hospitality Committee, such as marriages and memorial meetings.
• Fill in for ill or absent officers in the event of an emergency. Deal with urgent requests.
• Coordinate and communicate with Co-clerk, Corresponding clerk, Ministry and Counsel and representative of Piedmont Friends Fellowship.
• Respond to enquiries from outside the Meeting.
• Consider long-term needs of Meeting and, through consultation with Ministry & Counsel, plan the process of achieving those goals.

 

Recording Clerk and Assistant Recording Clerk

• Attend monthly business meeting and record minutes.

• Write up minutes of monthly business meeting; submit them to the Newsletter Editor in time for publishing in the next monthly newsletter.

Treasurer and Assistant Treasurer

• Maintain Meeting’s bank accounts and investment portfolio.

• Keep Meeting’s accounts up to date, collect and deposit contributions, pay bills and other disbursements as directed by the Meeting.

• Prepare and distribute income tax receipts to those who make financial contributions.

• Provide financial reports as required at monthly business meetings.

Trustees

COMMITTEES

Resources

Ministry and Counsel

Through Ministry and Counsel, the Meeting responds to the spiritual and personal needs of the Meeting: a clearness committee for the person with personal and spiritual needs, pastoral care for members in need, vocal ministory, scholarship support for attending regional meeting or some other activity of spiritual enhancement, support from a sufferings fund for partial payment of costs associated with a crisis of many kinds. 

• Membership: All Ministry and Counsel Committee members are to be members of Meeting; 4-6 core members. Meetings: Ministry and Counsel holds regular meetings, preferable once a month, or at least once a quarter.

• Ministry and Counsel: More detailed descriptions for Ministry and Counsel are listed at bottom.

Finance

• Oversees financial aspects of the Meeting’s operations: income, expenses, budgeting, investments, etc.

• Works with the Treasurer to inform the membership about Meeting’s financial matters.

• Takes recommendations to meeting for business regarding an annual budget, as well as changes to the budget and special purchases which are considered necessary or desirable on occasion.

• Treasurer is an ex-officio member of this committee.

Archivist

• Reviews and archives historical and additional related or pertinent materials.

• Maintains archives in appropriate order with special attention to preservation of papers, documents and historic data. Prepares & sends appropriate papers & more at Guilford College, Greensboro, NC

• Serves as repository for Quaker-related resources and archival organizations.

Hospitality and related areas: Greeting Coordination, Phone Responders, Wisdom Friends project

• Provides Friendly welcomes to attenders and members alike, including Wisdom Connections, our senior Friends.

• Offers support and nurture to others.

• Assists in providing a hospitable meetinghouse, including brochures, nametags, directories.

• Responds to telephone messages and inquiries.

• Answers questions and/or relays information to appropriate members or committees.

• Identifies occasions of illness, urgent special needs of Meeting members, attenders & family.

• May assist with potluck occasions as helpful.

Long-Range Planning

• Responsible for planning and awareness of future issues, especially in relation to property and related interests.

Nurture & Nominations

• Nurtures Friends to welcome, develop and share their gifts.

• Develop and offer nurture occasions for individuals and the Meeting community.

• Connect with attenders and members throughout the year to provide nurture and encouragement.

• Prepares nominations for Meeting offices and committees, replacing, and/or filling vacancies; presents annual nominations at December Meeting for Worship with attention to Business.

Media

Friends E-list

• Coordinates updates and access to Raleigh Friends e-list.

Friends Weekly E-newsletter

Newsletter (monthly)

• Responsible for editing, publishing, and circulating the Meeting newsletter, including an events calendar, minutes of Meeting for Business, and various other newsworthy items.

• Mails copies to Meeting members who are out-of-area and to other designated recipients.

Webmasters

Outreach

Peace and Social Concerns

• Examines, promotes, critiques and recruits support for various religious communities and affinity groups and movements concerned with issues of peace and social action.

• Makes recommendations concerning the Meeting’s budget for support of peace and social action.

• Plans and prepares occasional discussions for Second Hour.

• Members of the Committee serve as or appoint the Meeting’s contact person with various groups which promote peace and social action activities.

Peace Booth

Quaker House

Piedmont Friends Fellowship

Program

First Day School

• Develops curriculum for children and youth First day programs and related special events.

• Recruits instructors and other helpers.

• Chooses material for purchase and recommends some to Meeting.

• Responsible for organizing First Hour activities for children.

• Coordinate child care for youngest Friends and supervise paid child care provider.

Library

• Offer library’s resources as an accessible, inviting library with Quaker testimonies and tradition being the primary focus.

• Maintain library’s vitality, accessibility, use and interest by expanding visibility, cleaning books, identifying categories & cataloguing, rotating periodicals and most importantly involving Friends!

• Recommend purchase & acquisitions; arranged for specific addition

• Encourage use of library resources through newsletter and other Friendly ways.

• Involve more Friends, including Young Friends, in library use.

Second Hour/Adult Education

• Use Simplicity, Peace, Integrity, Community, Equality (S.P.I.C.E) to encourage and support Friends in spiritual and personal growth & to guide Second Hours/ Adult Education
• Incorporate fresh approaches to expand perspectives and discussion and opportunities to connect, share, present and lead.
• Listen and work with Friends for plans, suggestions, leadership and participation.
• Coordinates and schedules Second Hour events for conveners, topics, calendar, website, e-newsletter and newsletter.

Property

Building and Grounds

• Buildings and ground committee attends to the maintenance and operation of the RFM property, including house, grounds, and use of the building by outside groups. We meet irregularly, usually on an “as needed” basis. An interest in fixing and cleaning up things is helpful, but not necessary.

Care of the Meeting House

• The mission and purpose of the Care of the Meeting House committee is to help align Meeting’s use of this building and its contents with the Quaker testimonies of simplicity, peace, integrity, community, equality, and stewardship of the environment.

Inventory & Purchase

Scheduler for House Users

• Coordinate schedule of use of the Meetinghouse by friends and outside groups.

• Serve as a liaison between Friends and house users.

• Provide written contracts to current and new House users on a yearly basis.

Garden Group

• Coordinate maintenance, planting of Quiet Garden additions using master plan prepared for this garden.

INTEREST GROUPS

Raleigh Friends Meetinghouse:

• Friendly Bible Study
• First Seventh Nights:
• House Meetings
• Loaves & Fishes (5th Sunday or quarterly)
• Christmas Event
• Silent Days, Workshops & Retreats
• Music: Friends Orchestra and Worship with attention to Singing

Other Wake County locations:

• Quaker Crafters
• Fall Picnic
• Food Pantry: Wilson Temple UMC

Ministry and Counsel responsibilities include:

• Vocal ministry during Meetings for Worship. Be attentive to the quality of Meeting

• Pastoral Care: Members of Ministry and Counsel should come to know all members and

• Oversight and Planning: In conjunction with Co-clerks, to keep abreast of general

• Membership: Consider all applications, transfers, affirmations, or terminations of

• Marriages: Consider requests for marriages under care of the meeting. Appoint, in

• Ministry of the Meeting: Be attentive to the quality of meeting for worship. Offer for Worship. Offer encouragement and guidance as needed regarding vocal ministry.

• Encourage private prayer, mediation, and devotional reading which promote growth in the spiritual life of the Meeting. Challenge and prepare each worshipper to contribute to the corporate worship of the Meeting. attendees, to share their joys and sorrow, and to find ways to encourage and help them.

• Encourage Young Friends to find a place in the Meeting’s activities.

• Contact inactive members from time to time, and encourage restoration of their interest.

•  proceedings and activities, to make sure they have the resources they need, to identify gaps and bring them to the Meeting’s attention.

• Consider the long term direction and growth of the Meeting and propose a plan for achieving them. Look at the organizational structure of the Meeting and recommend changes in committees and designated positions as needed.

• membership before these are presented to the monthly business meeting for action.  In conjunction with the Co-clerks, clearness committees for this purpose, and assist in the co-ordination of such special events. encouragement and guidance as needed regarding vocal ministry.

• Encourage private prayer, mediation, and devotional reading which promote growth in the spiritual like and prepare each worshipper for the corporate worship of the meeting.