Introduction. 116
1.
Records. 116
1a.
Recommendations for Monthly Meeting Records. 116
1b.
Advices for Preparing the State of the Meeting Report 116
1c.
Preparation of Meeting Minutes: Some Useful Practices. 116
1d.
Recommendation for Regional, Half-Yearly, or Friends Fellowship Meeting Records. 117
1e.
Recommendations for Yearly Meeting Records. 117
2.
Census. 118
2a.
Sample Monthly Meeting Census Form.. 118
3.
Membership. 120
3a.
Letter of Welcome to New Member. 120
3b.
Monthly Meeting Membership Record. 121
3c.
Letter of Transfer. 124
3d.
Certificate of Transfer and Acceptance of Transfer. 125
3e.
Letter of Release from Membership. 126
4.
Travels and Sojourns. 127
4a.
Letter of Introduction. 127
4b.
Minute of Sojourn. 128
4c.
Acknowledgment of Minute of Sojourn. 129
4d.
Travel Minute. 130
5.
Marriage. 131
5a.
The Marriage Certificate. 131
6.
Religious Education. 132
6a.
First Day School Registration. 132
7.
Healthcare and Final Affairs. 133
7a.
Cover Letter. 133
7b.
Information and Instructions on Health Care Decisions and Final Affairs. 134
Contributions,
Records, Gifts. 137
8a.
Year-End Contributions Receipt & Request for Information. 137
8b.
Archive Deposit Form.. 138
8c.
Gift Form.. 139
The forms in this appendix are templates that monthly
meetings can use or modify. Thanks to the Pacific
Yearly Meeting Faith
and Practice,
Albuquerque Monthly Meeting, Boulder Meeting of Friends,
Pima Monthly Meeting of
Friends, and Salt Lake City Monthly Meeting for sample forms from which these
were copied or developed.
Permanent records should include:
q Each
monthly meeting should keep its own minutes, signed by the presiding and
recording clerks. Minutes should include treasurer’s reports and letters sent
under concern of the meeting either as attached items or in the body of the
minutes.
q Any
financial records not included in the minutes: for example, copies of deeds or
contracts.
q If
the meeting is incorporated, records of incorporation and minutes of annual
meetings.
q A
membership list of the monthly meeting brought up to date annually by the
monthly meeting recorder and submitted, as requested, to the yearly meeting
historian/archivist.
q List
of marriages under care of the meeting (whether of members or non-members).
q Actively
maintained membership records of current or past members, including record of
births, marriages, deaths, and transfers.
q Records
of final affairs instructions.
q Records
of membership of deceased or removed members.
1b. Advices for
Preparing the State of the Meeting Report
The State of the Meeting Report is prepared once a year by
each monthly meeting in time to be forwarded to the spring session of its
regional, half-yearly or Friends Fellowship meeting. In contrast to the
informal reports of activities given to these meetings at other times of the
year, the State of the Meeting Report should be a self-examination by the
meeting and its members of their spiritual strengths and weaknesses and of
efforts to foster growth in the spiritual life. Reports may cover the full
range of interest and concerns but should emphasize those indicative of the
spiritual health of the meeting. They also include statistical information.
To facilitate the preparation of this report, the Worship and Ministry and Oversight Committees may meet together and explore the spiritual
condition of the meeting. They may then formulate a series of queries for a
response from the meeting as the basis of the report or may ask one or more of
its members to draft a preliminary report for searching consideration by the
meeting. After revision and acceptance by the meeting, the report is read at
the regional, half-yearly or Friends Fellowship meeting and given to the
appropriate meeting committee. A copy should also be sent to the yearly meeting
clerk.
1c. Preparation of Meeting Minutes: Some
Useful Practices
Expeditious preparation of useful minutes can be aided in
many ways. Some suggestions follow.
q
The recording and presiding clerks may study the
agenda together in advance of the meeting.
q
An effective minute usually consists of three
sections: 1) reasons for the matter before the meeting; 2) decision approved;
3) who is responsible for carrying out the decision, including how it is to be
financed.
q
A minute may be drafted in advance for on-site
editing as discussion of the matter takes place. (Examples: membership,
marriages, matters having clear alternatives.)
q
Oral committee reports should be supplemented by
a written version and should include draft copies of action minutes.
q
Assign topical identification to sections of
minutes and let the minutes of action be serially numbered (e.g., 1-7:2000 =
Minute 1: 7th month; year 2000). Both organizing factors facilitate reference
in the future.
q
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.
q
To the extent possible, make minutes themselves
complete, interpretable without reliance upon attachments (which often go
astray).
q
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). Those minutes are read for correction and
approval at the next monthly meeting.
1d. Recommendation for Regional, Half-Yearly, or
Friends Fellowship Meeting Records
Permanent records should include:
q Minutes,
signed by the presiding and recording clerks.
q Letters
or documents sent or published on concern of the meeting, whether or not they
are part of the minutes (e.g., sent in the name of a committee).
q Correspondence
about concerns that may come before the meeting.
q Deeds,
wills, property records, if any.
q Copies
of any meeting publications, and any published under its care.
Permanent records should include:
q A
copy of the minutes of each yearly meeting, including all its attachments,
printed on archival (acid-free) paper or other suitable form, which has been
read and signed by the clerks. The attachments should include the reports of
the Nominating Committee, the registrar and the treasurer. All epistles from
Friends everywhere, or parts thereof that have been read at plenary sessions by
the Watching Committee clerk or representative, should be attached, as well as
copies of all epistles emanating from Intermountain Yearly Meeting.
q A
copy of the treasurer’s report, separate from the minutes and signed by the
treasurer (even if one is attached to the minutes); also reports of any
auditors.
q Copies
of minutes of Executive Committee and Continuing Committee.
q Any
minute or letter sent under concern of the yearly meeting, such as travel
minutes, that may not be part of the minutes.
q Complete
file of issues of Friends Bulletin and other publications under the care of the
yearly meeting.
q Copies
of all handbooks, guides, and disciplines pertaining to Intermountain Yearly
Meeting or the regional, half-yearly, and Friends
Fellowship meetings that comprise it.
q Contracts
and significant legal documents involving Intermountain Yearly Meeting.
[address]
[date]
Dear
___________________,
As
you know, after some months of discussion and exploration with you,
________________ Friends Meeting acted on your request for membership in its
meeting for business of [date], approving a minute recording you as a member in
the Religious Society of Friends. On behalf of the meeting, I would like to
welcome you as a member. You are more than just a member of ______________
Friends Meeting; you are a member of ______________ (Regional, Half-Yearly,
Friends Fellowship), and Intermountain Yearly Meeting. As a member of the Religious Society of Friends, you
should feel welcome and comfortable in meetings wherever you might visit.
Our meeting would like to acknowledge your membership
with a gift of ______________.[5]
In Friendship, Peace and Love,
Signature (clerk, recording clerk, clerk of Ministry and Oversight
Committee, etc.)
No.
_______
Member’s
full name___________________________________________________
First Middle Last (Maiden)
Date of birth_________________________Place
of birth_____________________
Month Day Year
ADMISSION
Date______________________________By
birth_______By application________
Month Day Year
By certificate of transfer from
____________________________ Monthly Meeting
PARENTS
Father’s name
________________________________________________________
Mother’s name
_______________________________________________________
ADDRESSES
Year Street Town State Phone
_______ _________________________________________________________
_______ _________________________________________________________
_______ _________________________________________________________
_______ _________________________________________________________
_______ _________________________________________________________
_______ _________________________________________________________
_______ _________________________________________________________
TERMINATION
Date______________
By certificate to ______________________Monthly Meeting
By
resignation________________ By release ______________________________
By
death________Date of death___________Place of burial___________________
REMARKS
___________________________________________________________________
___________________________________________________________________
___________________________________________________________________
___________________________________________________________________
Date
Record Closed_________________________________
MARRIAGE
To whom
married ____________________________________________________
Date
_______________________ Place ___________________________________
SPOUSE
Membership (where)___________________________________________________
Birthdate____________________
Place___________________________________
If deceased:
Date ______________Place of burial___________________________
Parents of
spouse:
Father’s
name _______________________________________________________
Mother’s
name_______________________________________________________
CHILDREN
Name
_________________________ Membership (where) ___________________
Date of
birth _________________________Place of birth_____________________
Date of
marriage______________________ To_____________________________
Name
_________________________ Membership (where) ___________________
Date of
birth _________________________Place of birth_____________________
Date of
marriage______________________ To_____________________________
Name
_________________________ Membership (where) ___________________
Date of birth
_________________________Place of birth_____________________
Date of
marriage______________________ To_____________________________
[date]
Cambridge Monthly Meeting
5 Longfellow
Park
Cambridge, Massachusetts
02138
Dear Friends,
Enclosed is our CERTIFICATE OF
TRANSFER for __________________, made at her/his request. On the acceptance of this transfer by
Cambridge Monthly Meeting, please return a copy to us.
A copy of our membership record for
_____________ is enclosed for your retention.
Sincerely,
_______________, Clerk
Enclosures:
Enclosures:
Certificate of Transfer
Acceptance of Transfer
Membership Record
CERTIFICATE
OF TRANSFER1
TO: CAMBRIDGE MONTHLY MEETING
At: 5 Longfellow Park, Cambridge,
Massachusetts 02138
Dear Friends:
_________________________, a
Member of this Monthly Meeting, residing in your area, has requested transfer
of the record of her/his membership. The usual inquiry has been made, and with
clearness we commend _________________ to your loving care.
We minuted ____________’s
admission to membership the 3rd day of Second Month, 1980.
On behalf of ALBUQUERQUE MONTHLY MEETING,
1600 Fifth Street, Albuquerque, New Mexico,
87102.
Minuted the 7th day of Eleventh
Month, in the year 1993.
___________________________
Clerk
ACCEPTANCE OF TRANSFER
This Certificate of Transfer for ___________________________
was read and accepted by
CAMBRIDGE MONTHLY MEETING
Minuted the ___________day of _____________month, in
the year ____________.
______________________________
Clerk
The Meeting holding the original record prepares this
form as completely as possible. Spouses and minor children may be included in
one form, but separate certificates are required in other cases. The original
and a copy are forwarded to the receiving meeting, and a copy is kept by the
originating meeting. When completed, the copy is returned to the originating
meeting. The original and copy become part of the permanent records of the
respective meetings. Copies may be made for retention in the Clerk’s records.
[address]
[date]
Dear
___________,
Thank
you for your letter of DATE requesting to resign your membership in the _______________
Friends Meeting. Although we are sorry to see a member drift from us and the
Society when we remember your vibrant participation in _____________Friends
Meeting, we recognize the truth that Quakerism may not always satisfy one’s
spiritual needs, especially at a distance. The Oversight Committee considered your
request and felt united in recommending to the Meeting that you be released
from membership. In its meeting for business of DATE , ____________
Friends Meeting of the Religious Society of Friends approved a minute releasing
you from membership.
We hope that your future spiritual journey will be
fruitful for you, whatever direction it may take. If you should find that you
are drawn into membership in your local Friends meeting, do write to us so we
may forward your membership record to them. Of course you are always welcome to
worship with us if you are in this area.
With love,
Clerk
[Date]
[Address]
Dear
Friends of New York
Yearly Meeting,
We
send you warm greetings with our member Elizabeth Gray Vining.
Elizabeth spent many years in Japan,
and has recently written a biography of Rufus Jones. We find the
combination of her global perspective on life and her in-depth knowledge of
Quakerism a wonderful asset to our meeting. We are confident you will enjoy
her presence at the annual session of your yearly meeting.
We look forward to hearing from her about how the
Spirit is moving among Friends in New
York.
In Peace,
Sarah
Fuller
Clerk,
Big Sur Monthly Meeting
[This
is a fictional letter signed by the clerk of the meeting (someone else may have
actually drafted the letter). It was written at the request of Elizabeth Gray
Vining, who knew that it was common practice to bring a
letter of introduction when traveling among Friends. Although it would be a
courtesy for the clerk to inform business meeting that the letter was written,
the meeting is not asked to approve the letter. If Elizabeth had been traveling under a
particular concern, the meeting might have considered approving a travel minute
(see sample 4d).]
Radnor Monthly
Meeting
Religious
Society of Friends
Conestoga
and Sproul Roads
Villanova, PA 19085
[date]
Clerk
Redwood Forest Friends Meeting
P.O. Box 1831
Santa Rosa, CA 95402
Dear
Friend:
______________ has requested that her membership at Radnor Meeting
be changed to that of a sojourning member of Redwood Forest Friends Meeting in Santa Rosa, California.
She
left Pennsylvania in [year] but has continued
her membership at Radnor while living in Marin County,
California, Boulder,
Colorado, and now in Santa Rosa.
Many of her friends at Radnor have fond memories of
her and wish her well in her present home. She anticipates moving to Corvallis, Oregon,
within the next year and will then request a transfer of membership.
Sincerely yours,
Clerk
Redwood Forest Monthly
Meeting
P.O. Box 1831
Santa Rosa, CA 95402
July
14, 20xx
Radnor Monthly Meeting
Religious Society of Friends
P.O. Box R 196
Radnor, Pennsylvania 19087
Dear
Friends:
We have received your sojourning minute for ______________
and accepted her as a sojourning member of Redwood Forest Monthly Meeting
at our meeting for business held [date]. We are glad to welcome her as a
sojourning member. Ever since she and her son began attending our meeting, they
have been much loved. She has been involved with the children and young people
of our meeting, and her care and attention in this regard is greatly
appreciated. We know that she will probably be moving on in [year], but are
glad of her presence while she is with us.
With loving
greetings,
Clerk
Dear
Friends,
Our
member Jim Corbett is traveling
under a concern for undocumented immigrants. Our meeting has worshiped with him
many times as we considered this issue and his leading to travel among Friends.
We have no doubt that he is genuinely called to be with you and seek new Light
with you about God’s intentions for undocumented immigrants in this country.
We entrust Jim Corbett to your care,
and pray that you and he feel the presence of the Light as you meet together.
Signed,
Clerk,
Pima Monthly Meeting of Friends
[Although this fictional example
is written as a letter, it is a minute from a meeting. It records that the
meeting affirms the Friend’s leading to travel under a concern. (The meeting
probably used a clearness committee to examine this leading.) The meeting need
not necessarily unite with the concern.]
Whereas, A.B., of, son/daughter of
C.B., of and D. , his wife, and E.F., of , daughter/son of G.F., of and H., his wife, having declared their
intentions of marriage with each other to
Monthly Meeting of the Religious Society of Friends, held at , according to the good order used among
them, and having the consent of parents (or guardians), their proposed marriage
was allowed by that Meeting.
Now these are to certify to whom it may
concern, that for the accomplishment of their intentions, this day of
the month, in the year of our
Lord , they, A.B. and E.F., appeared in a meeting for worship of the
Religious Society of Friends, held at, and A.B. taking E.F. by the hand, did,
on this solemn occasion, declare that he/she took him/her, E.F., to be his/her
wife/husband/partner, promising, with divine assistance, to be unto him/her a
loving and faithful wife/husband/partner so long as they both shall live (or
words to that effect); and then, in the same assembly, E.F. did in like manner
declare that he/she took him/her, A.B., to be his/her wife/husband/partner
promising, with divine assistance, to be unto him/her a loving and faithful
wife/husband/partner so long as they both shall live (or words to that effect).
And moreover, they, A.B. and E.F., according to the custom of marriage, did, as
a further confirmation thereof, then and there, to these presents, set their
hands.
A.B.________________________________
E.
B. or E.F._________________________
And we, having been present at the
marriage, have as witnesses set our hands the day and year above written.
____________________________ ________________________
____________________________ ________________________
____________________________ ________________________
[Variations on the
traditional certificate may be prepared by the couple in consultation with the
Arrangements Committee, or preprinted traditional forms may be ordered from
Philadelphia Yearly Meeting Office, 1515 Cherry Street, Philadelphia,
Pennsylvania 19102.]
6a. First Day School Registration
SCHOOL YEAR (20xx – 20xx)
Religious Education Committee
________________Friends Meeting
Name of young Friend: _____________________________________________
Birthdate:_________________________
School grade fall
_________________
Medical concerns or other things Religious Education Committee should
know:
__________________________________________________________________
__________________________________________________________________
__________________________________________________________________
Parents, Grandparents, Partners:
__________________________________________________________________
During class [TIME] we will be _________________________________________
___________________________________________________________________
(where responsible party can be found)
Home address:_______________________________________________________
Phone: ___________________ E-mail:
__________________________________
Please contact your young Friend’s class leaders or any member of the
Religious Education Committee any time
you have ideas, suggestions, or concerns. You are always welcome to visit a
classroom. Please sign up to provide a snack at least once during the year and
know of the First
Day School’s
appreciation.
[Date]
Dear Friend,
Many Friends meetings support their
members by having them share information that will be helpful at the time of
their death. It is a loving act to communicate these wishes to their family and
spiritual community. We hope the following information will be helpful.
The questionnaire attached is from
the _____________Committee of the ____________Monthly Meeting and seeks to
learn what you would like the meeting to do in the event of your death. How
would you direct the meeting to act with respect to notification of others,
obituary information and arrangements for memorial or funeral services and
burial or cremation? You may need additional paper to include all that you
wish. Please return the questionnaire to [POSTAL ADDRESS]. If you prefer to use a computer document via
e-mail, you may request a copy from [emailaddress@something.comnet].
If you find that the information
sought does not cover areas you wish covered, please add what you wish. You may
leave some questions unanswered because they are not important to you. If you have questions, you may contact any
member of the_________ Committee.
In seeking this information, the
meeting wishes to be helpful but not to intrude. After your death, your
survivors would be responsible for contacting the meeting to confirm your
wishes as you have recorded them here. Your survivors would not be bound by
this document. It is not a contract, but a simple set of preferences.
[Additional
information about possible local arrangements for simple burial or cremation
may be provided here.]
Grief
and Bereavement Committee
___________________,_Convenor
[In general, this letter and the accompanying forms would be sent to
members and regular attenders every five years, so that they can update the
appropriate information.]
name date
address______________________________________________
c yes c no I have completed a Durable Power of Attorney for Health
Care Decisions.
c yes c no I have completed forms to be an organ donor
A copy of my DPAHCD and/or organ
donor form is located:
I request that the Society
of Friends carry out the following upon my death:
The information below may
help the Society of Friends carry out my wishes. (Please
write on back of form when there isn’t enough room on the front.)
1. Persons to notify immediately (next of kin,
executor etc.):
name phone
number
address relationship
___________
name phone
number
address relationship___________
Is there an individual who
is prepared to assume direction of affairs after your death (family member or
friend, lawyer)? Name and address?
Is there something the
Friends Meeting should do?
Who is able to see to
dependent children or others in need?
2. Member of _____________Memorial
Society
address
telephone
location of contract
3. Disposal of body
c burial c cremation c medical research
Preferred site for disposal of
ashes:
Cemetery preferred: c common plot c family ploT
location of deed
location of release papers
undertaker preferred
4. Burial
insurance
insurance company policy
number
If no insurance, the expenses will be met as follows:
5. Services desired, and who should conduct the
services:
c Memorial Meeting for WorshipSpecial Requests:
Wishes Concerning a
Memorial Service:
(Do you want a Friends
memorial service at the Meetinghouse?
(We can accommodate only number people here.) Would you want a
larger gathering or a more private event for your closest friends or
family? Do you want to suggest special
mementos or photos of your life? Would
you like to have music (what suggestions)?
Would you like flowers? The more
specific you are, the fewer decisions your loved ones will need to make.)
Please write detailed requests on the back of the form.
Ongoing Remembrance:
(Do you want your loves
ones to plant a tree in your honor, to make a charitable donation in your name,
to gather for an annual reunion at a favorite spot, or some other form of
continuing remembrance?)
6. Flowers will
be accepted c
where
in lieu of flowers, contributions may be made to
7. Special instructions if death is distant from
home:
8. My will and/or other legal documents are
located:
9. If
no surviving parents, instructions on care of minor children (over)
10. (Information
for death certificate (must agree with legal records and policies)
full legal name
present address:
date of birth birthplace citizenship
occupation present employer
title address
father’s name
mother’s name
received BY meeting _______________________ date _________
signature ________________________________________________
You may use additional pages as desired
or necessary.
BIOGRAPHICAL INFORMATION for Obituaries
Date of Birth:
Place of Birth:
Father’s Name:
Mother’s Name (include Maiden Name
if desired):
Educational Information:
(Schools attended and dates, degrees or certificates
awarded)
Marriage(s):
(Date and name of spouse, indicate
whether this is a current marriage)
Children:
(Name, birth date, and address or
contact information)
Other Relatives:
(Parents, siblings, and
significant relatives, including address or contact information) (Also indicate significant deceased relatives
who are important)
Employment & Occupational
Information:
(Either usual occupation, or
longer list, including years if desired)
Military History (if applicable):
(Veterans might include branch of service
and service number, ranks and dates)
Special Interests, Activities, and
Achievements:
(Include community involvement,
hobbies, organizations, etc.)
Recent Life:
How long in this area, and
relations to the community.
Residential history (if desired):
(Other communities in which significant time & events occurred)
What media do you want contacted
for obituary notices?
(Specify newspapers in selected
communities, professional newsletters, alma mater, and/or other.)
You are invited to begin drafting
your obituary notice if you feel inclined to do so. You also might give some thought to the
dispersal of your personal possessions and communicate those wishes to several
people.
Dear Friends,
Thank you for your financial support of _____________Monthly
Meeting during calendar year _____. For
purposes of supporting charitable tax deductions you may report to the IRS, our
records show that your financial support to _______Meeting totaled:
$_____________1
On behalf of _______Monthly Meeting, thank you for your
generous support of _______ Monthly Meeting.
The Meeting’s important work has been enhanced by your financial
support.
Below is an anonymous and completely nonbinding estimate of
changes in support you anticipate for the coming year. This is solicited for
budget and planning purposes only and is seen only by the meeting treasurer
(and/or Finance Committee). If you are willing to
provide the estimate of changes, please tear off at the line below and return
to the Treasurer, either by means of the donation box or the treasurer’s files
folder.
Thank you,
______________, Treasurer
____________________________________________________________
To the treasurer, _____________Monthly Meeting
I expect my/my family’s financial support for ______Meeting
in [YEAR] to:
______ Increase by $_________
______ Decrease by $_________
______ Remain approximately the
same
Intermountain Yearly
Meeting Archives
Deposit Form
Date:
the IMYM
archives at ________________ has
this day received the following records from ___________________________________________________.
These
documents are to be stored at_____________ and may be removed
permanently by minute of the depositing organization or temporarily by letter
from clerk or archivist authorizing it for such use as historical display. The
liability of the [archive location], by reason of the deposit, is limited to
the exercise of their accustomed and reasonable care and diligence in guarding
the deposits against loss by fire, theft, and mutilation. The material will be
kept under the same conditions as the rest of the collection, and it will be
subject to consultation only under the personal supervision of the librarians.
[location
of IMYM archives]
By
_________________________________________________
IMYM Archivist
I/we
hereby give, transfer, and deliver all of my/our right, title, and interest in
and to the property described below to the __________________________ as
an unrestricted gift and dedicate to the public without restriction and thereby
place in the public domain whatever literary rights I/we may possess to this
property.
Dated
this ____ day of ______________, 20xx
1. Signature ___________________________________
Address _________________________________________________________
2. Signature ____________________________________
Address __________________________________________________________
3. Signature _____________________________________
Address __________________________________________________________
I hereby accept and acknowledge as an unrestricted
gift to ______________ the items or collection described below and agree
to administer them in accordance with ___________________established
policies.
Dated this __ day of ____________, 20xx
Accepted
by:
Signature
Title
Description
of the material:
