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Other Committees and Positions |
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Fund Development
Meeting Historian
Term: One year, renewable.
Duties: Maintains and updates records of our Meeting’s history, including newspaper clippings and other relevant material as the interest arises.
Spiritual Advisor Oversight Committee (a prison ministry function)
Last approved by this committee: Date...
Last approved by business meeting : Date ...
This group should meet regularly with advisors to receive reports and for consultation, mindful of the importance of confidentiality. The oversight committee should ensure that the prison spiritual advisor is familiar with prison / jail regulations for volunteers, especially those regarding religious advisors (pastors, ministers, spiritual advisors) and the relevant administrative procedures for arranging a pastoral visit. If in doubt about a rule or procedure, the prison spiritual advisor will check with the chaplain.
Please see Appendix ____, below, for NYYM’s Prisons Committee’s explanation of the work of Prison Spiritual Advisors, the context of the work of the Spiritual Advisor Oversight Committee. Please also note that although our Meeting appoints spiritual advisors, prison ministry is a function of Purchase Quarter.
Representatives to Purchase Quarter:
Representatives
Prison Ministry Committee
Nominating Committee
Ministry and Counsel
Burial Grounds
Scholarship Fund
Peace Tax Escrow Fund
Advancement Committee
Death Penalty
Representatives to NYYM:
Representatives
Death Penalty
Representatives to Other Friends Organizations:
AFSC Liaisons
FCNL Liaisons
Powell House Liaisons (adult and youth)
Representatives to Non-Friends Organizations
Scarsdale Clergy Association
Women’s Interfaith Council of Scarsdale/Hartsdale
Draft Counselors (not an appointment)
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Membership: Any interested person.
Term: Indefinite.
General Responsibility:
The child care coordinator coordinates child care for meeting events outside normal First-Day School hours.
Specific Responsibilities:
1. Maintains a list of child care providers.
2. Provides a schedule of hours needed to child care provider.
3. Pays the child care provider.
4. Maintains record of which budget lines child care provision should be drawn from.
5. Submits for reimbursement from Finance Committee (Treasurer?).
6. When necessary, arranges for transportation for child care provider.
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Clerk, Assistant Clerk, and Recording Clerk |
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It has been this meeting’s practice not to appoint meeting co-clerks. We think this is generally wise. Nor do we recommend that the positions of recording clerk and clerk be held by one person. However, in some circumstances, with careful discernment, the meeting may deem that these options are appropriate.
The positions of assistant clerk and recording clerk may be held by the same person or by two people.
Clerk
Last approved by this position: Date... 2/2002
Last approved by business meeting : Date ...
Membership: Must be a member of the Meeting.
Term: At the May meeting for worship with a concern for business (business meeting), the Meeting approves a nomination by the Nominating Committee for a one-year term commencing after the May business meeting and running through the May business meeting the following year. The Clerk customarily serves three consecutive one-year terms upon recommendation annually by the Nominating Committee.
General Responsibilities:
The Clerk exercises general oversight of the Meeting activities, encouraging new programs of special and standing committees and coordinating all Meeting activity.
Specific Responsibilities:
The Clerk:
1. convenes and conducts monthly and specially-called business meetings:
a. prepares the business meeting agenda.
b. calls for reports by clerks of standing or special committees.
c. discerns when unity has been reached.
d. reviews and signs the recorded minutes of business meetings.
2. keeps him/herself informed on matters of interest to the Meeting and conveys the need for appropriate action by the Meeting, individuals, or committees.
3. serves as an ex-officio member of all committees.
4. coordinates Meeting activities with those of the Quarter and the Yearly Meeting and other Friends’ groups.
5. receives and acts upon correspondence directed to the Meeting
6. signs correspondence from the Meeting as directed by the Meeting, adding a phrase such as “On behalf of SFM..." as appropriate.
Assistant Clerk
Last approved by this position: Date...
Last approved by business meeting : Date ...
Membership: Must be a member of the Meeting.
Term: The same as described for clerk.
Specific Responsibilities:
1. Assists the clerk in the preparation of business and the carrying out of other responsibilities, as requested by the clerk.
2. Assumes all responsibilities of the clerk in the absence of the clerk.
Recording Clerk
Last approved by this position: Date...
Last approved by business meeting : Date ...
Membership: Must be a member of the Meeting.
Term: The same as described for clerk.
Specific Responsibilities:
1. During business meetings, in collaboration with the clerk, drafts minutes for consideration by the Meeting, following the guidelines approved in our minutes.
2. Prepares minutes of the business meeting for the clerk’s review and signature.
3. Maintains a file of minutes in the library.
4. Forwards minutes annually to the appropriate Friends repository in the format requested by this repository (currently Swarthmore College).
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Membership: Four seasoned members of the Meeting.
Term: Indeterminate; each Trustee serves until the Monthly Meeting appoints a successor.
Meetings: As necessary, at least once annually.
General Responsibilities: To represent and to further the continuance of the religious Corporation known as the Scarsdale Meeting, Religious Society of Friends, holding the life of the Meeting in the Light and in a manner consistent with the decisions of the Meeting for Worship with a concern for business of Scarsdale Friends.
Specific Responsibilities:
1. To execute appropriate documents necessary for the continued existence of the Scarsdale Meeting Corporation under local government ordinances and under the laws of the State of New York.
2. To act on behalf of the Scarsdale Meeting Corporation as custodian of the real property of the Meeting, delegating the on-going responsibilities for the care, maintenance, and improvement of such property to the Meeting’s business meeting, committees, and officers.
3. In the event that Scarsdale Friends Meeting is laid down, responsible for winding up the affairs of the Meeting and disposing of any remaining assets of the Meeting in a manner consistent with Friends’ testimonies and the practices of New York Yearly Meeting of the Religious Society of Friends.
4. To act on behalf of the Meeting to oversee and manage such financial assets as are held in trust (e.g., the SFM Endowment, the Perera Quaker Education Fund, etc.). Upon approval of a minute by the Meeting, the Trustees may delegate this responsibility to a committee (e.g., the Finance Committee) or to a member of the Meeting or to an appropriate outside investment manager.
5. To maintain the legal documents of the meeting and ensure continuity of care for them.
Clerk: The Trustees may designate one of its members to be its Clerk on its own initiative or at the request of the Clerk of the Meeting.
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Membership: Must be a member of the Meeting.
Term: One year, but may serve an unlimited number of consecutive terms upon nomination by the Nominating Committee and approval of the Meeting.
General Responsibilities:
The Recorder records and maintains the membership statistics of the Meeting.
Specific Responsibilities:
1. Records or maintains the official Record Book details of:
a. members’ names, birthdates, parentage, spouses, prior church or Meeting affiliation.
b. births of members’ children
c. deaths
d. marriages
e. transfers into and out of the Meeting
f. discontinuances
2. Follows through to see that the responsibilities of the meeting in relation to the events listed in item 1 above are dealt with, especially in relation to paper work.
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Members