CYM Organization and Procedure
Return to CYM Home Page
Return to Table of Contents
CHAPTER 2
GENERAL PROCEDURE IN MEETINGS
FOR BUSINESS REACHING DECISIONS
Since Friends believe that God reveals his presence and gives guidance to all who seek Him, it behooves them in their Meetings to hear with attentive and open minds the messages and views of any members present. This is applicable no less in Meetings for Business than in Meetings for Worship. It is earnestly recommended that in conducting the affairs of the Society, we bear in mind always that it is the Lord's work. Friends should endeavour humbly and reverently to conduct their Meetings in the peaceable spirit and wisdom of Jesus; with dignity, forbearance and love to one another.
Meetings both as individual members and occasionally when gathered together should resort to the reading and study of the relevant paragraphs dealing with Meetings for Business in Christian Faith and Practice.
2.2 Sense of the Meeting
The Religious Society of Friends believes that any right and satisfactory decision
depends upon the full understanding and general agreement of the members present.
Therefore, it transacts business by a united decision without undue influence
by either a majority or a minority. Meetings for Business, at any level, should
be Meetings for Worship centred upon specific matters.
All members who feel concerned to express a judgment should be heard. In making such expressions, Friends have the obligation to discipline themselves by speaking as briefly as may be necessary to make their judgment clear and to the point under discussion.
When it appears to the Clerk that the Meeting has reached a decision, the Clerk shall state clearly what appears to be the sense of the Meeting. There is no decision made by a majority which overrides opposition. Action is taken only when the group can proceed in substantial unity.
2.3 Differences of opinion, the meaning of unity, and laying down of business
If there are serious differences of opinion, it is frequently possible to find unity by recourse to a period of silent prayer. It may happen that objections are then withdrawn or some new way opens which has not been observed before. Such a way transcends compromise; it is the discovery, at a deeper level, of what all really desire. If, however, unity is not manifest then the Clerk must lay the matter down, or lay it over to the next Meeting if this seems required, and those who sponsored the concern should accept this decision in good spirit and perhaps as an encouragement to make further research. While this approach to decision making may seem irritatingly slow to some, we believe it has been proved to be the only reliable way to right and loving decisions. It should also be remembered by all Friends at times when unity is not present that the concept of the Meeting being united in spirit does not mean that the members must all necessarily conform to one particular opinion, no matter how compelling such a view may appear to some. Indeed, the imposition of conformity becomes a censorship which is quite contrary to the teaching of Friends; the Society, itself, is a testament by those who have cherished the right to dissent from majority opinion.
Meetings may, according to their discretion, allow those not in membership to be present at Meetings for Business, having regard to the nature of the business under consideration. Matters to do with membership, for instance, are usually considered in closed meetings.
2.5 Financial assistance re attendance
Meetings shall have care of the membership in making available financial help, should a lack of money prevent Friends from attending Meetings for Business or fulfilling appointments connected therewith.
It should be borne in mind that the basic or fundamental working unit of the Society is the Monthly Meeting. Any controlling authority in the Society originates from and rests in the Monthly Meeting. The authority residing in any "superior" Meeting, (Half-Yearly, Yearly) shall be only to the extent required to keep the Society a united body. Each such "superior" Meeting should extend a kind, tender Christian care over the component Meetings.
ORDER OF BUSINESS
2.7 Agendas
Meetings are scheduled at regular dates and times. In order to cover all business
without undue waste of time, the clerk should prepare an agenda ahead of time.
Although it should not be an unvarying rule, it is helpful if the Clerk is given
notice well in advance of concerns to be presented at the Meeting; it being
understood that business not on the agenda can be laid over to the next Meeting
or session if it is not of an emergency nature. Business laid over or unfinished
from a previous Meeting will receive precedence over new business in preparing
the agenda of the current Meeting. The following is a sample agenda:
1. Silent worship.
2. Minutes of previous meetings (correction made and approval given).
3. Business arising from the minutes.
4. Reports from committees and delegates.
5. Correspondence received.
6. New concerns.
7. Closed meeting on membership.
8. Period of worship and adjournment.
When the members present have given approval to the Clerk's statement of the sense of the Meeting, a minute should be prepared and read before the conclusion of the Meeting or, if more practicable, clearly outlined for careful composition and presentation at the next stated session or Meeting. The Clerk should have authority to make editorial changes in a minute if after more careful consideration such changes seem needed. However attention should be called to such changes at the next Meeting. When approved in its original or modified form, the minute becomes a part of the Meeting's permanent record and should be accepted by the members as final unless called up for reconsideration, in which case a second minute would be recorded appropriately, but leaving the first unchanged.
On the recurrence of an item of business concerning which a decision was taken by a previous Meeting, Friends should be mindful that the minute recorded on the earlier occasion cannot be ignored, since it remains in full effect. It should be turned to if refreshment of memory is needed, after which an amending decision can be taken, in the foregoing manner, if this is required; due reference being made in a new minute to the minute which had previously been made. Any member may offer a substitute minute in exactly the same manner as if it had been submitted by the Clerk. In the case of minutes which record exercises of the Meeting involving no action or decision, the Clerk may complete the record after adjournment of the Meeting and read the minutes at the next Meeting.
It should be remembered that these minutes are intended as an accurate and full record of events as they occurred at the time and will be a record to which future meetings, as well as future generations, may refer. They should be clear and as full as is necessary to convey the whole intention. Authority for specific appointments and for the expenditure of funds and the scope given for specific committee work should be definitely and concisely recorded. Likewise, information about changes in membership should be promptly entered.
A copy of the appropriate minute should be given to the convener of new committees.
Permanency of minutes and the records of births, marriages and deaths is expected. Care needs to be taken in making the records to ensure that they will be legible and usable in the future.
Some Clerks copy minutes by hand, and in that case the quality of ink is important. A permanent black is best. For typewriting, black record ribbon is best to be used. To facilitate typewriting, many Clerks use loose-leaf post-binder books. Stipulate 100% rag content in paper when a book is purchased. In some books numbered pages have a legal coding in the margin which makes substitution impossible. A permanent locking device after the book is filled binds it firmly.
An alphabetical key to numbered pages should list all committees, indicating the page on which the duties are outlined, appointments made and reports given. The names of new members, deaths and marriages under the care of the Meeting will be listed. It is also sensible that decisions of the Meeting and special items should also be entered in the index. After minutes are copied each month, it will only take a little time to keep the index up to date so that it will be a valuable reference for succeeding Clerks. Those minute books no longer in use are the property of the Meeting and should be kept in a safe place.
Preparative Meetings report to Monthly Meetings, Monthly Meetings to Half-Yearly Meetings, and Half-Yearly Meetings to Yearly Meeting. Likewise all Meetings will receive reports from their committees, persons undertaking special assignments, and delegates to other bodies. Standing committees and delegates to other organizations should be required to report at least annually or whenever there is a need to do so. Special committees should carry out the purpose for which they are appointed and report as promptly as possible. The submission of a written report contributes to a clear and succinct message and assists the Clerk in making a concise minute, even if delivered orally by the chairperson to seek better attention from the members.
Clerks are obliged to bring to the attention of the members all correspondence which is addressed to the Clerk or to the Meeting. However, the Clerk should assume discretion in the treatment of trivial material, and the simple announcement of events or acceptable advertising can often be handled with least expenditure of time by posting on a notice board.
Acknowledgment of letters received, when required, should be attended to promptly.
Concerns will arise from representations made by members and through correspondence. Although it cannot always be so, Friends are strongly advised to put their concerns in writing to the Clerk rather than relying on an extemporaneous presentation at the Meeting. By this means considerable time can be preserved by the saving of unnecessary words, and the concern is more likely to receive careful attention if, in the process of writing, the members clarify the full nature of their concern both for their own benefit and for clear understanding by the Meeting. Care should be taken not to request action by the Meeting on a matter concerning which action is impossible or where the type of action required is vague. Friends should also be careful not to make a request which will mean that the task will be delegated to another. Friends should normally expect to forward their own concerns. On occasions, the Meeting may feel it right to act collectively on them.
Meetings and the Clerks also have the responsibility of remembering and reminding members when certain committees or delegations have been appointed under terms which may already encompass the proposed activity. Likewise, Meetings should not hesitate to examine critically requests involving expenditures or suggested activities which may seem to be on the fringe of legitimate concerns for an essentially religious body.
OFFICERS
Meetings for Business are cared for by the presiding officers (i.e. Clerk and
Assistant Clerk) and any other officers and committees that may be appointed
by the Meeting. All officers and committees appointed by a Meeting shall hold
their positions until their successors are appointed or until the office or
committee is laid down.
Clerks should be chosen with special reference to their sound judgment and gift of discernment and their ability to determine what is the sense of the Meeting. The Clerk should be familiar with Friends' work and procedures. The Clerk prepares the agenda and the business to be presented to the Meeting for its consideration. He or she presides at the business sessions and sees that a faithful record of the proceedings is kept in a minute book. Clerks carry out the instructions of Meetings on all matters pertaining to the accomplishment of their business. The Clerk shall sign on behalf of the Meeting all correspondence, epistles and official documents put forth by it including certificates of ministers and others liberated for service abroad. If a visiting Friend presents a travelling minute (see Section 4.2) it should be endorsed with a suitable return minute signed by the Clerk. Clerks should acknowledge correspondence promptly. The Clerk should see that a Friend appointed to care for a particular item of business, or delegated to another body, is notified accordingly.
Clerks of Monthly Meetings have additional responsibilities, which are described in the chapter on Monthly Meetings.
Such assistant Clerks may be appointed as are found advisable. They may be assigned some of the responsibilities of the Clerk, to act as Recording Clerk, Correspondence Clerk, etc. (in some Meetings the terms Recording Clerk, Correspondence Clerk, Secretary, etc., are used). In the absence of the Clerk, an assistant Clerk may act as Clerk or, if none is present, the Meeting may appoint a Temporary Clerk.
The treasurer shall receive and disburse funds as directed by the Meeting, keep an accurate account of the money received and paid out and make an annual financial report to the Meeting or at shorter intervals as required by the Meeting. These books and accounts shall be audited annually and, in the case of Yearly Meeting, this should be done before the last session of the Representative Meeting prior to the Yearly Meeting.
Meetings shall appoint members to serve as trustees of any property owned by the Meeting, in accordance with the Religious Institutions Act or other statute of the provinces. Trustees and their successors will be appointed in such manner as may be specified in the conveyance, or other instrument creating the trust, and the Meeting may, by resolution and in the manner set forth in the conveyance, increase or decrease the number of trustees.
The duties of the trustees are set forth in the statutes but in general shall be: to hold title to all real estate and other property belonging to the Meeting and to manage it on behalf of the Meeting; to keep property in repair; to guard property from injury or improper use; to keep all deeds legally recorded; to preserve all records and documents dealing with such properties and to make a detailed annual report to Meetings of all their holdings and actions as trustees. Trustees shall invest all funds and other personal property whether received by bequest, donations or otherwise and administer the same according to the direction of the donors.
The Meeting must approve of any action proposed by the trustees concerning the sale or lease of property owned by the Meeting. It is suggested that Monthly Meetings consult with the Yearly Meeting Trustees in relation to the transfer of any property.
Trustees of Yearly Meeting have additional functions which are described in the chapter on Yearly Meeting (Section 6.6).
COMMITTEES
2.18 Distribution of work, size of committees, and appointment
of members
Committees may be appointed for specific tasks or for long-term programmes.
Committees appointed by a Meeting shall hold their positions until their successors
are appointed or until the committee is laid down. In appointing committees,
Meetings should strive to distribute work and responsibility widely among members
and rotate duties so that all may have opportunity for growth which comes with
service. Likewise, Meetings should have care that there is no fruitless duplication
or overlapping of the duties of committees. A general nominating committee for
the appointment of other committees is necessary for all but ad hoc committees.
Consideration should be given to the number of persons on committees. Small
committees as a rule are desirable, and will be found workable if those nominated
serve conscientiously.
2.19 Nominations and service by members
Great care should be taken in nominations to committees in order that suitable persons may be appointed to the service of the Society. Those Friends who hesitate to become members of committees should be reminded that the organization of the Society of Friends is based upon voluntary individual service and that members ought to contribute by use of such abilities as God has given them. All should be willing to dedicate themselves to the service of the Meeting. While Friends have a duty to carry out their appointments if appointed to a committee with their concurrence, they should also take care not to permit themselves to be overly burdened by allowing their names to stand for so many obligations that few of them can be attended to adequately.
It is both a privilege and a responsibility to serve the Meeting. Should changed circumstances make it difficult for a person to discharge the service for which the Meeting has appointed her or him, that person should write to the Clerk of the Committee requesting release and giving the reason for the request. The Committee Clerk may then take the request to the Meeting of which the Committee is a constituent part. On releasing the Friend from further service, the Meeting should ask its Nominating Committee to suggest a suitable replacement. Attendance at Committee meetings is part of the obligation incurred by acceptance of service on a committee. If unable to attend, members should give their regrets, with explanation, to the Clerk of the Committee orally or in writing. The Clerk should contact any member who has been absent three times without explanation to find out if the person will serve in the future or whether a replacement must be found so that the work of the Committee may not be hindered .
2.20 Duties and terms of reference
The duties and terms of reference of committees should be clearly defined at the time of appointment. Further details concerning the duties of some specific committees will be found in subsequent chapters dealing respectively with Monthly, Half-Yearly and Yearly Meetings. Members of committees should duly consider the importance of their appointment, acquaint themselves with their responsibilities, and faithfully discharge their trust.
It should be the endeavour of committees to relieve the burden of work on their Meetings and to facilitate the making of decisions. To this end committees should be allowed discretion to act within their terms of reference with a minimum of reference back to the Meeting except to report on their activities or to seek authority for major undertakings.
2.21 Order of business, reports and minutes
All committees should begin promptly at the appointed hour and aim to complete the business at a specified time. Committees meet for business initially at the call of a convener who is usually considered the first name on the list of members on the committee. The business of the committee is thereafter cared for by a Clerk appointed by the committee for that purpose. Committees may also appoint recorders for the keeping of minutes and attending to correspondence. However, such minutes need not be considered as part of the permanent record of the Meeting-the committee's reports to the Meeting will be the permanent record in the minutes of the Meeting, either in full if necessary or by abbreviated reference.
Standing committees of the Meeting, such as Finance, Religious Education, etc., should meet regularly and keep their own minutes, and they should report when necessary or as directed by the Meeting-but in any event, annually. Reports from Meetings of Ministry and Counsel are often helpful. Special committees should carry out the purpose for which they are appointed and report as promptly as possible. Reports should usually be made in writing as this assists the Clerk in making a concise minute and encourages lucidity.
It is recommended that the whole of this section should be carefully studied by those who may be contemplating membership both for the sake of the applicant and for the sake of the Meeting.
Membership implies a desire to enter joyfully into the activities of the Society, to attend its Meetings for Worship and Business, and to give service through its committees and otherwise as the way opens, and to share financially in an appropriate degree. Those who desire to join the Society of Friends are advised to read Christian Faith and Practice and other writings of Friends. By this means, and by discussion with members, they may gain a sympathetic understanding of Friends' mode of worship, the transaction of business and a knowledge of Friends' historic testimonies. It is especially important that they regularly attend the Meeting for Worship, which is the centre of Friends' religious life. This will give them familiarity with the group search for divine guidance and establish their personal interest in sharing that search, a responsibility that must continue if membership is to be fruitful both to themselves and to the group.
Suitability for membership is not determined by tests of creed or practice, nor by the profession of conversion. Nevertheless, there are certain broad principles of faith and practice which afford a basis for association. Unity is essential upon the spiritual and practical nature of Christianity, the reality of direct divine communion in worship, and the presence of the Inner Light, or that of God, in everyone.
We encourage applications for membership from those who, after a reasonable period of attendance and study, desire to join the Society. The procedure to be followed is described below under Acquisition of Membership.
3.2 Advice to committees visiting with applicants
To enable the Monthly Meeting to come to a right judgment as to the suitability of an applicant for membership, the chief conditions to be looked for are that the applicant is a humble learner in the school of Christ and an active seeker who finds spiritual help in our Meetings for Worship, notwithstanding the absence of outward forms.
We are convinced that our distinguishing testimonies arise directly out of the experience of Friends, but complete agreement with us, whether of formal belief or practice, need not be asked for. Care should be taken, nevertheless, to ascertain how far the applicant unites with the views and practices of Friends, not only from an intellectual standpoint but from the realization that these are based on faith in the Spirit of God as manifested in the life and teachings of Jesus and as a light in the hearts of everyone. The applicant who is well informed in theory may have slight knowledge of Quakerism in practice. Some may be drawn to the Society through appreciation of the ministry, and of personal attenders, and others may be attracted by one of our testimonies, without realizing that these are outward expressions of a deeper underlying spiritual experience. Therefore, besides inquiring into the attitude of the applicant towards our distinguishing testimonies, the visitors should inform themselves of the applicant's own views on Christian discipleship and their expression in conduct.
Stress should be laid on the importance of attendance at Meetings for Worship, both for the applicant's sake and for the sake of the Meeting, realizing that the guidance of the Spirit is to be sought and shared in a harmonious relationship of the members, one with another, and is not merely an individual matter. Visitors should seek to learn how our way of worship has been helpful to the applicant. One reason for doing this is so that the visitors may consider with applicants whether the Society of Friends is the most appropriate channel for their spiritual needs. The method of holding our Meetings for Business, under a sense of divine guidance, should be carefully explained to the applicant together with our concern that Friends should work with one another in a humble and loving spirit, giving credit for purity of motive, notwithstanding differences of opinion and being ready to abide by the decisions of the Meeting. The applicant should be informed of the responsibilities involved in membership and of the work of the Society. It should be made clear to the applicants that they will be able to give and receive all that true membership entails only through regular attendance at the Meetings for Business and by taking an appropriate share in the activities of the Society. It should be pointed out that there is scope for every gift exercised in ways that will become open.
Membership in the Society of Friends is held through the Monthly Meeting. Action concerning membership in the Society shall be taken in a session of the Monthly Meeting, and membership recorded there shall include membership in any Meeting of which the Monthly Meeting forms a part.
There are three ways of acquiring membership in the Society of Friends:
3.4 Admission of children
Friends have a particular responsibility to bring under the loving care of the
Meeting, children who are members by birth or adoption. Friends should be sensitive
to the needs of these young members, telling them of their Quaker heritage,
nurturing their spiritual well-being, and helping them to grow into mature and
concerned members of our Society. If both parents are members, their children
are enrolled as members by right of birth in the Monthly Meeting to which the
parents belong.
If a Monthly Meeting requires, however, or if the parents prefer, children can be registered on a temporary list of members . Children whose parents have been admitted to membership can be registered on either the temporary list or on the ordinary list at the request of the parents and at the discretion of the Monthly Meeting.
Children enrolled on the ordinary list of members may confirm their membership if they wish to do so when they have reached maturity. Those enrolled on the temporary list should ask the Monthly Meeting for a transfer to the ordinary list upon reaching maturity. If by that time this request has not been made, the Monthly Meeting has the obligation to inquire what the person's wishes are. (It is suggested that Monthly Meetings define maturity as befits the individual, to be between the ages of eighteen and twenty-five years.)
If after reaching maturity a person enrolled on the temporary list does not wish to be transferred to the ordinary list of members, he/she should henceforth be regarded as an attender, with encouragement being given to apply for membership at some future time. In this case, the name is removed from the list of members.
Young persons whose names are on the temporary list of members are in full and active membership in the Society within the period designated and such members should consider themselves members of the Society in every sense, and in their relationships with the community at large, so that their religion may be known to themselves and to others. The temporary designation should be confined to the Monthly Meeting record only and need not be used in any statistical or other reference concerning such members.
Members who are parents of a child whose name is on the temporary membership list may request a transfer of such child's name to the ordinary list.
Monthly Meetings should exercise care for the children and young persons who, though not in membership, come under the influence of the Society.
It is recommended that the applicant study the whole of Section 3.1 on the meaning of membership.
An applicant should address a letter to the Clerk of the Monthly Meeting which he or she wishes to join. On receiving an application for membership, the Monthly Meeting shall appoint a small committee to visit the applicant in order to discuss her or his reasons for wishing to join the Society, and to explain further, if necessary, its principles and practices. It is recommended that the whole of Section 3.2 on advice to committees visiting with applicants should be read by the visiting committee before meeting with the applicant.
The opinion of the visiting committee regarding the applicant shall be placed before the Monthly Meeting, and the Monthly Meeting shall then act according to its best judgment in the matter. The Clerk of the Monthly Meeting shall inform the applicant in writing of reception into membership, or the reverse as the case may be, and this decision should be conveyed to the applicant in a suitable manner. When an applicant is received into membership, an announcement may be made at a Meeting for Worship when the new member is present so that all members may extend their welcome. It is important that a new member should, after admission, be welcomed warmly by the members, and it is desirable that those who visited the new member on the application should continue their interest after membership has been granted.
Monthly Meetings may issue certificates of removal involving transfer of membership for such members in good standing as may remove to the limits of another Meeting. Such a certificate shall be accepted by the Monthly Meeting to which it is addressed unless sufficient reason shall appear to the contrary. In every case, the Monthly Meeting receiving the certificate shall inform the Meeting which issued it of the action taken, and the membership will not be transferred until such notice is received.
A Monthly Meeting may accept as a sojourning member a person maintaining membership in another Friends Meeting who wishes to be associated with the local Monthly Meeting while residing temporarily within its limits. The member's wishes in this connection should be set forth by minute from the home Meeting. Such membership should not be counted in statistical reports. The sojourning membership terminates when the member leaves the limits of the Meeting, whose Clerk should then inform the original Monthly Meeting.
When a member of a Monthly Meeting offers resignation of membership, it is advised that the Monthly Meeting appoint a committee to visit her or him in love to inquire into the cause of such resignation. If her/his purpose continues unchanged, a minute may be made stating that he or she is released at her/his own request. He or she should be informed of this action and will no longer be considered a member unless received again according to the regular procedure.
Should no reply to communications be received from members over a period of five years, or when an individual disregards the obligations of membership, the member may be removed from the list and so notified by the Clerk of the Meeting. Before such action is taken, however, the Monthly Meeting through its Meeting of Ministry and Counsel, or a special committee, should try in tender understanding and affection to restore the person concerned to such an attitude of mind and spirit that will enable a return once more into religious fellowship in the Society. (See also Section 6.13 on Home Mission and Advancement Committee.)
The Monthly Meeting is the fundamental working unit in the organization of the Society of Friends; it consists of all those persons who are recorded upon its list of members, and who have joined together for worship and for business and to foster their spiritual interests. The Monthly Meeting receives and records members; it extends spiritual care and, if necessary, material aid to its members; its members are exhorted to live and deal with one another in a Christian spirit of restoring love, and they endeavour to abide by the principles and testimonies of the Society; funds are collected as required to carry on the work of the Monthly Meeting and the larger Friends' Meetings of which it is a component; it appoints trustees if required by statute for the holding of title to properties and the administration of trust funds; it provides for the oversight of marriages and funerals; witnesses to Friends' testimonies; relates itself to its Half-Yearly and Yearly Meetings, to other bodies of Friends, and to other bodies with common concerns; and carries on any work or assumes any function consistent with the faith of Friends and not specifically referred to some other Meeting.
Meetings for Business are held once each month at a regularly scheduled time. The conduct of these meetings will be in the manner of the preceding Chapter 2 dealing with general procedure.
Special Monthly Meetings will be called by the Clerk if a matter of business appears sufficiently urgent to require it, or if requested by at least five members to do so. Notice of such a Special Meeting shall be given to all members; it shall specify the business to be considered and will name the persons calling for the Special Meeting. No business shall be considered at a Special Meeting other than the business for which it was called. The minutes of such Special Meetings will be recorded and read in the usual way at the next regularly scheduled Business Meeting.
Much of the work of Monthly Meetings will be conducted through committees and appointed officers or other persons delegated to specific tasks (see Chapter 2 on general procedure). Among the committees should be a Nominating Committee appointed annually to bring in the names of officers as required by the Meeting. A Finance Committee may be appointed to advise and to serve the Meeting in the matter of raising and expenditure of funds. The Finance Committee should recommend the amount of money required for the use of the Meeting and propose the budgeting of such funds as are available.
In addition to the regular function of Clerks as described in Chapter 2, Clerks of Monthly Meetings shall also see that a record of membership, births, marriages, deaths and transfers is kept, and shall see that the Half-Yearly or Yearly Meeting, as the case may be, is annually furnished with the Statistical Report. The Clerk of Monthly Meeting may also be responsible under Friends' marriage procedure for the signing and filing of the Statement of Marriage form and completion of the marriage register as described in Chapter 10 dealing with marriage procedure.
4.4 Meetings of Ministry and Counsel
The Meeting of Ministry and Counsel is appointed by the Monthly Meeting with particular responsibility for the Meeting for Worship and the pastoral care of its members. Further details concerning the duties of this Meeting are given in Chapter 7.
Monthly Meetings are reminded of their collective responsibility for the oversight and pastoral care of their members and the religious training of the children and young people of their Meetings. That this responsibility may be more fully realized, they are recommended to give consideration from time to time to the state of their Meeting and the needs of their congregation. The annual State of Society Report may be prepared for the Meeting by the Meeting of Ministry and Counsel and is dealt with fully in Section 7.8.
The Monthly Meeting should keep in touch with all of its members. A letter should be sent at least once a year to those of its members who reside at a distance, and particularly to those who are separated from Friendly associations, inquiring as to their religious life and activities and general welfare.
Advices and Queries of Britain Yearly Meeting has been adopted for use by Canadian Yearly Meeting. The advices and queries are not meant to be rules to walk by but are designed as a help to members and are directed to arouse the thought and conscience of the listener. They are to be read and considered periodically, but at least once a year, in such order and distribution as may seem suitable, in Meeting for Worship and Meeting for Business. [Click here to read Advices and Queries on the BYM web site.]
Statistical reports are sent by the Clerk once a year from Monthly Meeting to the Half-Yearly or Yearly Meeting as the case may be, giving the names and addresses of new members, deaths, births, marriages, etc. Care should be exercised with reference to membership statistics so that the current report commences with the same number of members as closed the previous report.
Friends are encouraged to foster the concern for visiting in a way to help the cause of Truth. A Call to visit other Meetings may arise in any individual, whether or not a member of the Meeting of Ministry and Counsel, or it may arise in that Meeting itself. This service may include arranging public addresses, informal conferences, visiting in families or visiting other Meetings, prompted by a concern for deepening the religious life of our Society.
The Monthly Meeting, when it seems fitting, and after consideration has been given by its Meeting of Ministry and Counsel, may grant a minute to a Friend visiting under religious concern, but when the visit is beyond the Yearly Meeting, the minute should be forwarded to the Half-Yearly or Yearly Meeting for endorsement if time allows this. It is recommended that minutes to be used in other countries have very careful consideration and that they be endorsed either by the Meeting of Ministry and Counsel of Yearly Meeting or by the Representative Meeting. Persons who have been granted minutes should return them to the issuing Meeting within a reasonable time after the service has been completed.
A Clerk of a Meeting, on being presented with a travelling minute by a visiting Friend, should endorse it with a suitable return minute signed on behalf of the Meeting.
Members proposing to travel may receive from their Monthly Meeting letters of introduction to the groups they propose to visit, but such letters should not be confused with the type of minute described in the preceding paragraph.
Monthly Meetings should take steps to ensure the proper care of libraries belonging to them and shall consider the best means of increasing the usefulness of the collections and affording ready access to all, whether members of the Society or not, who may wish to read the books.
Monthly Meetings are advised to permit and encourage the use of their meetinghouses for educational or other suitable purposes which serve the needs of the people living in their neighbourhood.
4.13 Advice on outward affairs
Monthly Meetings should annually take such steps as may seem to them right for the purpose of reminding their members of the importance of keeping clear and correct accounts, and of making and revising their wills in time of health.
4.14 Delegates to Yearly Meeting
In an effort to assure attendance from all parts of the Yearly Meeting, each Monthly Meeting shall appoint delegates to attend the Yearly Meeting. The delegates should endeavour to attend all sessions of the Yearly Meeting and to report back later to their Monthly Meetings on their experience of the Yearly Meeting and on decisions taken there. Delegates should be prepared to speak to the business of their Monthly Meeting's minutes which have been forwarded to Yearly Meeting for consideration. An important responsibility of the delegates is to attend the Meeting of Delegates held during the Yearly Meeting sessions (see Section 6.5).
THE RISE AND RECOGNITION OF NEW MEETINGS
4.15 Worship Groups
When several people have been drawn to Friends' ways of worshipping God and to the Testimonies of the Religious Society of Friends but find no organized Meeting nearby, they may form a Friends Worship Group. Usually, at least one participant is a member of the Religious Society of Friends. Even if only two or three persons gather at the time appointed for an open Meeting for Worship, it is worthwhile to persevere so that all may grow spiritually and enjoy the blessings of worshipful fellowship.
The Worship Group, at its formation, shall relate itself to a Monthly Meeting or Half-Yearly Meeting. If neither of these is able to accept the responsibility of the Worship Group because of distance, it shall ask to come under the care of Home Mission and Advancement Committee. Recognition of a Worship Group is made through a minute of the body that has oversight, which shall forward the minute of recognition to the Yearly Meeting office.
It is essential that both the Worship Group and the oversight Meeting (or Home Mission and Advancement Committee) have a clear understanding of their relationship with regard to actions and responsibilities. Since the overseeing body has care over what transpires within its community, the Worship Group needs to be aware that it may not present itself as an official body of the Religious Society of Friends or act in its name. The Meeting provides guidance and information concerning Friends faith and practice and, when requested, procedures pertaining to membership and to marriage, funerals and burials after the manner of Friends. Decisions about membership are the responsibility of the related Monthly Meeting or Home Mission and Advancement Committee.
A Worship Group should name one of its members to serve as contact person to receive information which is provided to foster a feeling of fellowship in the Religious Society of Friends. It is the responsibility of the person so named to share information and materials with others in the Worship Group. Any further duties should be discussed and agreed to within the Worship Group. A contact person does not fulfil the role of a clerk. As most Worship Groups do not conduct regular business meetings, they cannot be expected to respond to requests for decisions.
Each Worship Group arises and develops in unique circumstances. Rooted in communities without an organized Friends Meeting, they have the potential to become the fresh green shoots of Quaker life. Support, nurture and resources, sensitively offered by the sustaining body, are critical. Visitation provides strong encouragement and promotes an understanding of Friends faith and practice. Should a mature Worship Group feel led to become an established Friends Meeting, the oversight body will assist the group in discerning its readiness and taking the practical steps towards recognition as an Allowed Meeting.
Because situations differ, some groups may not persist and, after a time of spiritual enrichment for their participants, may cease to meet. The decision to lay down a Worship Group is recorded through a minute of its oversight body and then forwarded to the Yearly Meeting office.
In Canadian Yearly Meeting an Allowed Meeting is a small Quaker Meeting that holds regular public Meeting for Worship after the manner of Friends and regular Meetings for Business to look after its own local Quaker affairs. Size and distance from a Monthly Meeting may prevent it from being considered as a Preparative Meeting. Allowed Meeting status may be seen as an intermediate stage between that of a Worship Group and a Monthly Meeting.
A group holding public worship after the manner of Friends that feels led to become an established Friends Meeting may apply to a Monthly Meeting, or in exceptional circumstances to Home Mission and Advancement Committee, for recognition. The Monthly Meeting (or Home Mission and Advancement Committee) will assist the group in discerning its readiness. A minute recognizing the Allowed Meeting is made by the overseeing Meeting, which forwards the minute to Yearly Meeting and appoints a Committee of Oversight. The Allowed Meeting appoints a clerk and any other officers and committees which the meeting deems appropriate.
An Allowed Meeting receives the oversight and support of a Monthly Meeting or, in exceptional circumstances, of Home Mission and Advancement Committee. It does not carry the full responsibilities of a Monthly Meeting, such as acting on matters of membership in the Society of Friends, having care over marriages and funerals, and holding property. By holding its own Meeting for Business, an Allowed Meeting is able to experience making decisions after the manner of Friends.
George Fox observed this process of growth and said, "...and they came to see and feel that the power of God was the authority in their meetings." This experience is much more important than the formality of appointing officers.
If attendance at Meeting for Worship increases in an Allowed Meeting as well as business, the Allowed Meeting may feel led to request Monthly Meeting status. Monthly Meeting status is recognized when it has been established by the authority of Yearly Meeting. Allowed Meeting status may also be appropriate for a Monthly Meeting whose strength and numbers have declined, so that it feels obliged to lay down some of the responsibilities it has been carrying as a Monthly Meeting.
With the present size of membership in our Meetings, there does not seem to be a need for Monthly Meetings to function with the aid of Preparative Meetings. This may not, however, always be the case. It is therefore proposed that we keep the designation of Preparative Meeting.
A Preparative Meeting of a Monthly Meeting holds regular public Meeting for Worship. It deals with all business matters except those responsibilities exclusively placed on a Monthly Meeting, such as acting on matters of membership in the Society of Friends, having care over marriages and funerals, and holding property. The Preparative Meeting meets for business prior to the Monthly Meeting, at which time it can prepare business it wishes to forward to the Monthly Meeting for Business and respond to matters that have been sent by the Monthly Meeting for its consideration. A Preparative Meeting appoints a clerk and at least two of its members as delegates to the Monthly Meeting for Business. When a Preparative Meeting is to be formed, the parent Monthly Meeting will record a minute describing the circumstances of the Preparative Meeting.
4.18 Establishing new Monthly Meetings
When a group of persons in agreement with Friends' principles do not reside in the neighbourhood of any Friends Meeting, or a group of Friends who are members of various Monthly Meetings, bring a request before the Yearly Meeting for the formation of a new Monthly Meeting, and this has been approved, the members of the new Meeting may proceed to select officers and the Yearly Meeting should appoint a committee to be present and assist in the organization of the new Meeting. The committee appointed may continue its oversight after the establishment of the new Meeting in order to strengthen it and to aid the members in carrying out the responsibilities which they have assumed. Members joining the new Monthly Meeting should request that their memberships be transferred.
If any Monthly Meeting should find it advantageous to divide or to establish a new Monthly Meeting, the matter should be brought before Yearly Meeting or the Half-Yearly Meeting for approval. If the plan seems suitable, the Yearly Meeting should direct that a group of members be named to constitute the new Monthly Meeting and should appoint a committee to be present at the organization and to assist in making necessary adjustments between the two Meetings.
Sensitive discernment is required on the part of the supporting Monthly Meeting (or Home Mission and Advancement Committee) to know when the embryo Meeting is ready to be born. The knowledge really comes from within the new life and cannot be imposed from outside.
The Meeting for Worship continues to be the primary nourishment of the life. The sustaining structure in development of corporate life is the meeting for worship for business.
Worship Groups can, if they wish, be introduced very early to Friends' practice in making decisions for group action. It should be well developed by the time the group makes application for recognition as a Meeting.
In Canadian Yearly Meeting the term "Executive Meeting" has been used; and such Meetings, where they occur have the same function as a Monthly Meeting.
Within Canadian Yearly Meeting, the term Quarterly Meeting does not apply to Friends' practice in the past several years, and such business is now usually undertaken by Monthly, Half-Yearly or Yearly Meetings. But the Quarterly Meeting may become a part of Friends' practice at some future time, so we propose to keep the designation Quarterly Meeting available.
In Canadian Yearly Meeting, it has been the practice from time to time to have regional gatherings of Friends for worship and fellowship. These groups normally do not conduct business and are to be distinguished from Half-Yearly Meetings or Quarterly Meetings.
4.22 Discontinuance of meetings
If the members of a Monthly Meeting believe that it is desirable, either to discontinue or to unite with another Monthly Meeting, they should bring such a request to the Half-Yearly Meeting or Meetings of which they are constituent parts. If approval is granted, the Half-Yearly Meeting should appoint a committee to assist in making the necessary arrangements. Where a union of two Meetings occurs, the property of each Meeting becomes the property of the new Meeting. Meetings are cautioned to prepare minutes to take care of all legal matters involved in the transaction. Due care should be taken for the appropriate transfer of memberships.
In the case of a Meeting having declined in membership beyond the ability to operate, the Half-Yearly Meeting may initiate action for its discontinuance and transfer of membership, property and records.