Clerks, Officers and Committees
At Media Friends Meeting we have no priests, pastors or clergy; and there is no permanent executive, president, or CEO. However, members of the Meeting are chosen, in a rotating fashion, to fill important roles within the Meeting. The “Clerk of the Meeting” is the closest thing we have to leader, but even that role is rotated every few years. A person serving in a leadership role in a Meeting committee is also called a “clerk.”
Persons who are nominated and agree to serve as Clerk of the Meeting generally first serve for one year as Assistant Clerk of the Meeting. Thereafter they assume the role of Clerk. A Clerk generally serves a term of two full years. During their first year, the Clerk is assisted by the most recent Clerk. During their second year, the Clerk is assisted by the newly appointed Assistant Clerk. Other Meeting officers and general committee members are appointed annually for a term of one year. Committee clerks are chosen by the members of their committees. The Nominating Committee (see below) reviews all appointments annually and presents their recommendations to the Meeting in June of each year.
The Clerk of the Meeting is the primary executive of the Meeting. The clerk:
- With the help of others, oversees Meeting for Worship,
- distributes information and requests for action to appropriate committees of the
Meeting, - is in direct contact – as needed – with the Yearly Meeting,
- presides at Meetings for Business, and
- carries out instructions of the Meeting on all matters pertaining to the accomplishments of its intentions.
The Assistant Clerk may preside at a Meeting for Business when the Clerk is absent and may act in the place of the Clerk when there is a need and as directed by the Meeting. The Assistant Clerk assists the Clerk in carrying out the instructions of the Meeting.
The Recording Clerk prepares minutes at the Meetings for Business and keeps accurate Meeting minute books.
The Alternate Recording Clerk prepares minutes at the Meetings for Business in the absence of the Recording Clerk.
The Treasurer is charged with the responsibility of receiving contributions, paying budgeted and other expenses, and managing the investment of funds as directed by the Finance Committee. An accurate set of accounts is kept and audited annually, and the Treasurer makes regular reports to the Meeting on its current financial condition.
The Recorder keeps records of births, deaths, marriages, divorces, and changes in membership; keeps a list of non-members married to members and of their children; compares lists with the Care Committee (see below); and reports to the Meeting on changes in membership each year.
The Coordinator arranges for use of the Meetinghouse facilities by Meeting members, by individuals or groups connected to Meeting members, and by outside groups. The Coordinator posts a calendar of upcoming event to avoid conflicts in the use of the Meetinghouse building involving Meeting members, Media-Providence Friends School, and outside groups.
Care Committee:
The Care Committee is responsible for pastoral care of the Meeting. Dealing with illness, disturbances, absences, and material needs all fall within its various duties. This committee provides information and guidance for seekers, inquirers and new members; appoints “clearness committees” for those desiring to join the Meeting, those wanting to be married under the care of the Meeting, or those with other specific concerns. Sub-committees include the Education Aid Committee, Meals for the Life Center, and the Funeral Committee.
Fellowship Committee:
The Fellowship Committee explores and provides opportunities for socialization among members of the Meeting. The members of this committee organize the regular weekly “after-Meeting” refreshments, the occasional Meeting Pot-luck meals and other Meeting-related social events. The goal of this committee is to assist the Meeting in the collective feeding of both the body and the soul.
Finance Committee:
The Finance Committee, in conjunction with the Treasurer, is responsible for monitoring and guiding the financial assets of the Meeting. This committee proposes a budget for the Meeting on a yearly basis and solicits contributions from both the Meeting’s membership and other parties to support that budget. This committee also manages the invested funds of the Meeting. Finally, together with the Property Committee this committee mediates the financial and liability issues that may arise, from time to time, between the Media-Providence Friends School administration and the Meeting in fulfillment of the Lease Agreement between the School and the Meeting.
Naming Committee:
The Naming Committee is solely responsible for nominating persons to the Nominating Committee (see below). To ensure diversity, this three-person committee is chosen annually by randomly drawing 3 names form the Meeting’s active membership pool.
Nominating Committee:
The Nominating Committee reviews all Meeting appointments and Meeting Committee membership and presents nominations to the Meeting annually. This review focuses on the activities and effectiveness of both these individuals and their committees and aims to help them to be as effective as possible. To assure diversity, the members of this committee generally have a three-year term limit with some members rotating off and new members being nominated by a separate Naming Committee.
Outreach Committee:
The Outreach Committee is responsible for publicizing the Meeting and the Meeting’s activities, and for developing ways to share the message of Quakerism with the surrounding community. The Outreach Committee also works to be sure that those who are interested in exploring Quakerism can do so, that visitors to the Meeting feel welcomed when they visit, that interested persons are fully informed when they are seeking information about Quakerism, and that all persons are included and invited into the life of the Meeting.
Property Committee:
The Property Committee is responsible for the upkeep of the Meetinghouse, the grounds and other Meeting property. It coordinates with school officials both the physical maintenance of the School and the use of the property. It also reviews periodically all real estate and liability insurance policies.
Quaker Religious Education Committee:
The Quaker Religious Education Committee manages the scheduling of religious education programs of the Meeting. The education priorities of the Meeting is to maintain a knowledge of Quaker history and promotes ongoing considerations and discussions of Quaker values. Central to this education is the appreciation and respect for cultural and religious diversity, with an emphasis on the teaching of equality, peace and stewardship of the earth.
Worship and Ministry Committee:
The Worship and Ministry Committee oversees and evaluates the quality of the Meeting’s Meeting for Worship, including its ministry. The Committee is responsible for the religious development of the Meeting’s members; is available to counsel all who seek spiritual guidance; schedules Friends to greet those coming to Meeting for Worship; and provides childcare, when requested in advance, during worship sessions. The Committee schedules members to break worship at the end of Meeting each Sunday. Finally, it prepares an annual report describing the religious life of the Meeting for transmission by the Meeting to the Quarterly Meeting.