|
| |
II. STRUCTURE
ORGANIZATION AND PROCEDURES OF OUR MEETINGS
THE MONTHLY MEETING
The Monthly Meeting is the fundamental working unit of the
Society of Friends. It receives members, provides for oversight
of marriages and funerals, and for the collection of funds to
carry on its work and that of the Yearly Meeting. It provides
spiritual care for its members and sometimes material aid. It is
the "family" of Friends.
Meetings for Worship
Meetings for Worship may be identified as "regular" or
especially "appointed" Meetings. Regular meetings are those
held at established times and places which should be arranged
for by the Monthly Meeting. Appointed Meetings are special
Meetings for Worship arranged by any Business Meeting or by the
united judgment of the Clerk, the Committee on Ministry and
Oversight, or other concerned Friends of the Monthly Meeting. A
marriage, a funeral, or a memorial service is usually conducted
at an especially appointed Meeting for Worship.
Meetings for Business
Most Business Meetings begin with a period of silence, in the
expectation that Divine guidance will be sensed and heeded in
the deliberations to follow. Business should be conducted with
careful consideration of a alternatives and responsiveness to
God's will.
In each Meeting a Clerk and one or more assistants are nominated
annually be a committee and subject to approval by the Meeting.
The Clerk gathers the sense of the Meeting, states what seems to
be the judgment of the members, and sees that the proceedings
are recorded accurately. The Clerk also signs and forwards
answers to the Queries, information on appointments, documents,
and other correspondence.
Any member is at liberty to express a concern or feelings on any
subject under consideration. It is hoped this may be done
briefly and with loving care for the welfare of all. If the
Meeting cannot act with a large measure of unity, the matter
being considered may be passed over without action or postponed.
Each Monthly Meeting shall appoint a Treasurer, subject to
yearly review, who will keep account of all moneys received or
paid out by the Meeting. An annual audit of the books is
recommended. Committees should be appointed as needed to carry
on the activities of the Meeting. Monthly Meetings are advised
to finish all business with care and dispatch. If any problem
proves too difficult for the Meeting to resolve, application for
assistance may be made to the Quarterly Meeting.
Recording of Ministers
When a member has frequently spoken to the spiritual needs of
himself and fellow worshipers, Friends should encourage him/her
in this service. If this person continues to grow in the
ministry, the Meeting should recognize this gift by recording
him or her a minister.
Qualifications and Responsibilities of a Clerk
The Clerk should faithfully attend the Meeting for Worship and
keep close to the work of committees, to be aware of the
condition of the Meeting.
The Clerk's basic function is to "clear" the business of the
Meeting. He/she performs the role well by seeing to it that all
pertinent business and concerns are presented clearly and in
good order to the Monthly Meeting. The following suggestions are
meant especially for the Clerk of a Monthly Meeting, but they
apply generally to the Clerk of any sort of Friends Meeting.
The Clerk should be a person who has the confidence of the
Meeting's membership and who, in turn, has a real respect and
warm regard for its individual members and attenders. The Clerk
should be able to comprehend, evaluate and state clearly and
concisely an item of business or concern. He/she should be able
to listen receptively to what is said and gather the sense of
the Meeting at the proper time. No doubt few Friends can measure
up to the qualifications of an ideal Clerk, but the role is an
excellent one for developing leadership.
The Clerk should prepare an agenda prior to the Meeting and
should encourage committee chairpersons and others to provide
ahead of time such reports and concerns as ought to be placed on
such an agenda. The Clerk should see that the correspondence
which comes to the Meeting is not neglected. If the Clerk is
unavoidably prevented from attending, the Meeting should arrange
for a substitute.
Rather than to express his or her own views, the role of the
Clerk is generally to see that others present participate as
fully as possible in the Business Meeting and that a few do not
dominate it. A Clerk who feels led to express a strong opinion
on a controversial matter should ask someone else to act as
Clerk and take the sense of the Meeting.
A chief art of the Clerk is to set the pace of the Meeting, so
that its business may be accomplished without either undue delay
or hurry.
Too often, after actions are taken, a Business Meeting may be
vague in assigning responsibility for and notifying those
involved in carrying out such actions. The Clerk should see to
it that both proper assignment and prompt notification,
preferably in writing, of such responsibilities are made.
The Clerk signs all official papers and minutes. When two Clerks
serve, particularly if legal documents and minutes are involved,
it is good practice for both to sign.
QUARTERLY MEETINGS
Traditionally, Quarterly Meetings were made up of two or more
Monthly Meetings in one geographic area (generally). They met
four times a year, with time and place to be decided by the
Quarterly Meeting and stated in the printed minutes of the
Yearly Meeting. Its Clerks were directed to summarize answers to
queries sent from its Monthly Meetings, and to send these
summaries as well as other reports to the Clerk of the Yearly
Meeting.
Presently, Quarterly Meetings meet at least once a year, and
more often as needed. Monthly Meeting concerns may be brought to
the Quarterly Meeting for consideration.
It is directed that in each Monthly Meeting for Business
preceding Quarterly Meeting, a suitable number of Friends be
appointed to attend as representatives to the sessions of
Quarterly Meeting. Their duties shall be to see that reports
signed by the Clerks of the Monthly Meeting get to the Quarterly
Meeting, and that any report from the Quarterly Meeting is
received by the Monthly Meeting. All members of the Monthly
Meeting are welcome to attend Quarterly Meetings. It is helpful
if those who attend Quarterly Meeting can share the day's
experience with their Monthly Meeting.
In the Quarterly Meeting preceding Yearly Meeting,
representatives and caretakers should be appointed to assist at
Yearly Meeting.
Worship groups and preparative meeting shall not become Monthly
Meetings until application has been made to and approval given
by the Quarterly Meeting.
If a Monthly Meeting has been set up by some other Friends' body
and wishes to join this Yearly meeting, it shall apply to the
appropriate Quarterly Meeting for approval.
MID-YEAR MEETING
A time of fellowship and spiritual renewal marks the week-end
retreat to be held in early spring each year. Plans for Mid-Year
Meeting, including time and place, will remain flexible under
the care of a committee named for the purpose by the Yearly
Meeting.
YEARLY MEETING
The Yearly Meeting is to be held annually at the time and place
designated the previous year. During the sessions, reports from
Yearly Meeting committees and Quaker organizations are heard and
discussed, as are the summarized answers to the Queries. Action
is taken to allocate the financial resources of the Yearly
Meeting. It is urged that the structure and purpose of the
Yearly Meeting committees be examined each year to ensure that
the work of the Yearly Meeting is being carried on efficiently
and with overall goals in mind.
Representatives to Yearly Meeting
In the Quarterly Meeting preceding Yearly Meeting, at least four
Friends shall be appointed as representatives (preferably one
from each Monthly Meeting in the Quarter) to attend the sessions
of the Yearly Meeting.
Their first meeting is called for 9:00 a.m. on the first day of
Yearly Meeting.
Duties are as follows:
1. To attend the sessions of the Yearly Meeting.
2. To name a person to call for the opening of each business
session of the Yearly Meeting.
3. To name readers to assist the Clerks at Yearly Meeting.
4. To audit the accounts of the Yearly Meeting.
5. To list the appropriations made, and suggest an amount to be
raised for Yearly Meeting activities for the coming year, based
on appropriations plus unforeseen expenses.
6. To offer names, for Yearly Meeting approval, of:
Clerks
Treasurer and Assistant Treasurer
Statistical Recorder
Persons to serve on the
nominating committee for the following year, taking
care to include at least one person from each Monthly Meeting.
Other duties may be designated by the Yearly Meeting.
At the closing session of the Yearly Meeting a report shall be
made regarding the fulfillment of the above duties.
Caretakers for Yearly Meeting
In the Quarterly Meeting preceding Yearly Meeting, caretakers
should be appointed. It is suggested that the caretakers named
from the host community act as conveners for the first meeting,
until a chairperson can be named.
Caretakers should be in attendance at all regular sessions, as
well as the Meeting for Worship on First Day. They will be
responsible for seating those attending, being sure enough
places are available and that, if possible, all can see and hear
the proceedings.
Prior to the first Yearly Meeting session they should (with the
host community) arrange for available rooms for the meetings of
various committees or for small groups with special concerns.
They will be charged with assigning places for these meetings
throughout the entire Yearly Meeting.
In conjunction with the host Meeting committee, caretakers are
assigned the duties of arranging for janitorial services for the
Yearly Meeting.
It is important that caretakers unable to attend all sessions
notify the host community as to the exact times they will be
available.
Other duties may be assigned by the Quarterly or Yearly Meeting.
Nominating Committee
The duties of this committee are to name members to Yearly
Meeting standing committees for the expiring terms, taking care
to include representatives from the various Monthly Meetings and
people willing and able to serve.
Public Communications
It is the judgment of the Yearly Meeting that a Monthly or
Quarterly Meeting should never petition or otherwise address
Congress or any other legislative body or official in the name
of the Yearly Meeting.
INTERIM MEETING
The Interim Meeting (consisting of 30 members) serves in order
to make possible official action of the Yearly Meeting at other
times than during Yearly Meeting sessions. Ten Friends shall be
appointed to this body each year by the Yearly Meeting, each for
a term of three years. The Interim Meeting is to hold its annual
meeting at the same time and place as Midyear Meeting is held.
The Interim Meeting is privileged to set its own meeting dates
or to call a special meeting whenever such a request is made to
its Clerk by four or more of its members. The Interim Meeting
shall keep minutes of all its proceedings and present them
annually to the Yearly Meeting. All members shall be notified of
called meetings, and not less than ten members attending shall
constitute a meeting capable of transacting business. If it is
known that a member of Interim Meeting will not be able to
attend a session, the Monthly Meeting shall appoint a
substitute. This Meeting shall serve as representative of, and
appear on behalf of, the Yearly Meeting whenever official action
by the Yearly Meeting is necessary. The Interim Meeting may draw
on the treasury of the Yearly Meeting for such sums as may be
necessary.
NEW GATHERINGS OF FRIENDS
We are concerned that all who are moved to worship God after the
manner of Friends may be able to do so. In areas where no
Friends Meetings exist, we encourage individual Friends and
those drawn to Friends' ways to meet together and seek Divine
guidance.
An established Meeting may find that it has grown so large or
that some of its members live at such a distance from the
meeting place that it becomes desirable to form a Meeting in a
new place. Such a gathering may start as a Worship Group or
Preparative Meeting.
Worship Groups
A worship group is a gathering of persons which meets regularly
for worship after the manner of Friends and desires to be
identified with the principles and practices of the Society of
Friends. such a group may originate independently or be formed
by a Monthly Meeting for the convenience of its members living
in a certain area. A Worship Group usually names a correspondent
to serve as a convenor and correspondent of the group. Such a
group may wish to relate itself to an established Monthly
Meeting and come under its regular counsel and care. Worship
groups may not receive members, hold weddings, or otherwise act
formally as an established Monthly Meeting; such actions need to
be done through a Monthly Meeting, to which appropriate
application may be made. If a Worship Group feels that it is
ready to organize and conduct its own business in the manner of
an established Meeting, it may consider becoming a Preparative
Meeting, or it may feel ready to apply for Monthly Meeting
status under a Quarterly Meeting without first becoming a
Preparative Meeting. Great care and deliberation at this time
may prevent complications later.
Preparative Meetings
A Preparative Meeting is a Meeting for Worship and Business
which is under the care of and reports regularly to a Monthly
Meeting and which ordinarily looks forward to becoming a Monthly
Meeting. It has officers and committees as needed, after the
manner of a Monthly Meeting, and should hold a business meeting
once a month. It should have the continuing care and counsel of
a committee of oversight selected by the Monthly Meeting. A
Preparative Meeting may not receive members, hold weddings, or
otherwise act formally as an established Meeting: such actions,
if desired by a Preparative Meeting, must be brought to and
carried out through an appropriate Monthly Meeting. Memberships
in a Preparative Meeting are held by the Monthly meeting to
which it is related.
New Monthly Meetings
When a Worship Group or a Preparative Meeting feels it is ready
to become a Monthly Meeting, application shall be made to a
Quarterly Meeting, requesting aid in the process. If it seems
right and timely for this organization to take place, the
Quarterly Meeting may appoint a committee to meet with the
prospective Meeting, informing the members of the
responsibilities of a Monthly Meeting and giving all possible
guidance.
The following points are suggested for consideration. The
committee is urged to include reference to these points in its
report on the next Meeting:
1. The Meeting should prepare in writing a statement telling
why it wishes to become a Monthly Meeting and why it feels it
may be ready for this step.
2. History and experience: How long has it been meeting? What
relations does it have with other Meetings? What geographical
area does it serve? Where and when is its Meeting for Worship?
What is the usual attendance? How many Friends, other attenders
and children are there in the Meeting? Of the families taking
responsibility for the Meeting, how many appear well settled in
the area? Is there vitality in the Meeting for Worship? What are
the Meeting's social concerns?
3. Evidence of good order: Has the Meeting studied the
Discipline of the Yearly Meeting? What officers does it have?
Are the functions of the Clerks and Statistical Recorder
understood? What committees does it have? Are financial matters
being handled in an orderly manner? How are the children related
to the Meeting?
If the Meeting appears ready to become a Monthly Meeting, a date
should be set for its organization, and the visiting committee
should be present and give such counsel as may be needed at the
time of organization. The Meeting should supply a complete list
of names and addresses of members and attenders. The committee
should report its recommendations to the Quarterly Meeting for
action. Approval must be given by the Quarterly Meeting for the
final designation of the Meeting as a Monthly Meeting. A
committee should continue oversight of the new Meeting for not
less than a year following its recognition.
|