new clerk of a
committee has several important responsibilities. Though
Quaker custom leans towards an all-equal basis for everyone on a
committee, it’s the clerk's job to lead the committee in its work
throughout the year. To do this effectively, the clerk needs to:
1. Call regular committee meetings, either on a
monthly schedule or as needed.
2. Prepare an agenda for each meeting and E-mail it
to members before the next committee meeting.
3. Designate a person or persons on the committee to
take notes of the minutes of each meeting to be compiled and sent to
all members before the next committee meeting.
4. Keep a record of the agendas and minutes of each
5. Create and keep up to date an archive looseleaf
notebook containing copies of the agendas and minutes of each
meeting, plus other materials, such as press clippings, announcements of events, and
such for future reference. Decide on a location to keep these
records of the committee’s history so that future clerks of the committee will
know where they are.
6. Contact the Meeting Treasurer to find out the
annual budget for the committee so that the committee can work within it.
7. Contact the Meeting Treasurer or a past
of the committee to find out the procedure for filing expenses and
8. Prepare a set of goals for the committee for the
calendar year in order to accomplish the work that needs to be done.
9. If there are regular duties to be performed,
the clerk should prepare a timeline so that everyone will know what is due when.
10. Engage help from committee members by doing any
of the following:
Find out what sort of interest each member of the committee has
in carrying on the work of the committee—organizing events,
preparing printed materials, preparing presentations, publicity,
etc. More work gets done if the clerk divides the work of the committee
up among its members.
b. Notice the
strong and weak points of committee members and encourage each member to
do what he or she does best.
c. Determine what
skills committee members possess and use them to accomplish the
d. If a committee
member repeatedly misses committee meetings or doesn’t help with
committee work, speak to that member and find out why. Perhaps the
member doesn’t see how he or she can help.
11. Prepare an annual report of the committee’s work for the year
and send it to the Assistant Clerk, Annual Report Writer, and
Webmaster before it’s presented at Meeting for Business.
12. Present the committee annual report at Meeting
for Business or ask another member of your committee to do so.
Back to Committees