This text is a draft appendix from the Faith and Practice Revision Committee for the new Faith and Practice, the book that provides guidance for Friends in New England Yearly Meeting. It will eventually be replaced by updated material as the related chapters of Faith & Practice receive preliminary approval. In the meantime, you are invited to examine and try out the procedures outlined here and let the committee know what needs to be added or clarified. Please send comments and insights to [email protected].
1A. Recommendations for Monthly Meeting Records
1B. Recommendations for Quarterly Meeting Records
1C. Recommendations for Yearly Meeting Records
[These three appendices to be drafted by the NEYM Archives and Historical Records Committee]
1D. Preparation of Monthly Meeting Minutes: Some Useful Practices
Expeditious preparation of useful minutes can be aided in many ways. Some suggestions follow.
- The recording and presiding clerks may study the agenda together in advance of the meeting.
- An effective minute usually consists of three sections: a) reasons for the matter before the meeting; b) decision approved; c) who is responsible for carrying out the decision, including how it is to be financed.
- A minute may be drafted in advance for on-site editing as discussion of the matter takes place (for example, membership, marriage, matters having clear alternatives).
- Oral committee reports should be supplemented by a written version and should include draft copies of action minutes.
- Assign topical identification to sections of minutes and let the minutes of action be serially numbered (e.g., “2011-2-1 Minute on Anti-Muslim Violence”). Both organizing factors facilitate reference in the future.
- Use care in distributing and filing copies of the minutes to ensure that those given a responsibility in a meeting have a written copy of the decision.
- To the extent possible, make minutes themselves complete, interpretable without reliance upon attachments (which often go astray).
- Some monthly meetings approve all the minutes of a meeting at that meeting, and read them at the next meeting for information only. In other meetings, the recording clerk takes notes and prepares minutes later, except for minutes of action whose wording is approved at the time. Those minutes are read for correction and approval at the next monthly meeting.