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CHURCH CLERKS

Church clerks have a vital role in the life and function of an individual church and to CBOQ as a whole.  Never forget:  good administration is one of the gifts of the Spirit!

The following specific responsibilities are often handled by the Church Clerk:  Minutes of Meetings, Membership Rolls, Annual Church Statistics for CBOQ, Historical Record Keeping, Assembly Delegate Registration

MINUTES OF MEETINGS

It is always a good idea to know ahead of time the way that the minutes have been taken in the past and what the best format is for your church. Often, minute-takers believe that they should record conversations and thorough discussions. These conversations and lengthy discussions usually come to a conclusion or a decision – and it is the conclusion or decision that needs to be recorded. If there are cases where details of conversation will be required later in order to see how a decision was reached, perhaps a draft longer set of minutes could be in rough for that purpose.

  • The complete date, time and place of the business meeting
  • The full name of the presiding officer, secretary and any others who may be attending for an official reason
  • Identification of other documents that are referred to in the meeting, i.e. Appendix A
  • The full names of those who move and section motions and whether the motions are carried, defeated, tabled, amended, etc.
  • The names of the people who are mentioned in the text, not their titles, etc. – not ‘the pastor’

Keep it simple. Make sure that the following items are organized and included:

  •  A basic outline based on the agenda prepared ahead of time, and leave plenty of white space for notes. By having the topics already written down, you can jump right on to a new topic without pause.
  •  A list of expected attendees and check off the names as people enter the room. Or, you can pass around an attendance sheet for everyone to sign as the meeting starts.
  •  Type of meeting, name of the organization, date and time, venue, name of the chair or facilitator, main topics and the time of adjournment.
  •  Approval of previous minutes, and all resolutions.
  •  Inclusion of other documents and reports that are referred to in the meeting as appendices
  •  The full names of those who move and second motions and whether the motions are arried, defeated, tabled, amended, etc.
  •  The names of the people who are mentioned in the text, not their titles, etc. – not ‘the pastor’
  •  If you are unsure of all the names of participants, make a map of the seating arrangement, and make sure to ask for introductions of unfamiliar people.
  •  Don’t make the mistake of recording every single comment. Concentrate on getting the gist of the discussion and taking enough notes to summarize it later. Think in terms of issues discussed, major points raised and decisions taken.
  • Use whatever recording method is comfortable for you, a notepad, a laptop computer, or a digital recorder. It might be a good idea to make sound recordings of important meetings as a backup to your notes.
  • If you are an active participant in the meeting, be prepared! Study the issues to be discussed and have your questions ready ahead of time. If you have to concentrate on grasping the issues while you are making your notes, they won’t make any sense to you later.
  • Don’t wait too long to type up the minutes, especially while your memory is fresh. Be sure to have the minutes approved by the chair or facilitator before distributing them to the attendees.
  • Don’t be intimidated by the prospect of taking minutes. Concise and coherent minutes are the mark of a professional. The very process of recording minutes can give you a deeper understanding of the issues faced by your organization along with ability to focus on what’s important.
MEMBERSHIP ROLLS

Before discussing the membership roll it would be helpful to define what a “member” is. Each church in the Baptist distinctive has a different definition or constitutional definition of a church member. There are closed memberships and open memberships and there are churches that do not use a “members” definition to define their attenders. They may have adherents or friends or some other designation. When your church has defined for you what makes a church member, it is then the role of the clerk to keep track of that member’s or adherent’s status.

Clerks also prepare letters for transferring of membership, certificates of membership, baptism and many other tasks that are vital and detailed.

Each church should have a set of guidelines or set a policy for maintaining membership records. The list of members should be reviewed annually, regularly and consistently updated to keep track of every person’s involvement in the church whether as a visitor, active or non-active member, non-resident or adherent.  See an example policy

ANNUAL CHURCH STATISTICAL REPORT

Annual Statistical Report Form that you are asked to complete and send back to the CBOQ and to the Association Clerk on March 1 each year is a vital communication tool that informs CBOQ and partner organizations of the life of the church. These forms are also used to determine how many delegates may attend the Annual Assembly on behalf of the church.

JANUARY – MARCH
  • statistical forms are mailed to church clerks
  • Churches conduct their Annual Meetings
  • The church clerk’s report is completed for the Annual Meeting
  • Minutes of the Annual Meeting are recorded
  • During the Annual Meeting or at a subsequent meeting, delegates are appointed to attend the Annual CBOQ Assembly in June.
MARCH
  • CBOQ and Associations receive the Church Statistical forms sent by the Church Clerks.
  • The pastor, church, clerk and lay leader addresses and other information are updated on the CBOQ Central Database.
  • Membership information is updated on the database to determine the number of delegates each church can send to the Assembly.
  • The Clerk receives the Assembly Registration and Delegate Information form. The Clerk returns the Delegate Information Form to CBOQ to confirm that the delegates are duly appointed by the church.
  • The Clerk distributes the Assembly registration information to the delegates and visitors.
APRIL – JUNE
  • Church Clerks send back the registration forms for delegates and visitors.
  • The church treasurers or accountants complete a T3010 form for Revenue Canada. This form is required in order for each church to maintain the charitable status and is a matter of public record. CBOQ requests a copy of the form for the financial part of the statistical reporting. The treasure should provide the clerk with the form to send to the CBOQ office, or let the clerk know that he/she will send it directly to CBOQ by June each year.

Why is CBOQ interested in church membership?

Memberships increase and decrease and the statistical pages give a picture of trends, where new churches could be planted, how many baptisms we have had, the trend towards inactive status. The financial statistics show us mission givings, other church group activities, measuring increases or decreases in givings, etc. Statistics Canada, Outreach Canada, McMaster Divinity College, Canadian Baptist Ministries are a few of the organizations that use those statistics.

Nominees for Boards and Committees

Anyone who is a member of a CBOQ church may nominate people that they feel would be contributors to the Convention and its Committees. Those nominees must be active, members in good standing at CBOQ churches. The Nominations Committee may contact either the pastor or church clerk of churches where a potential nominee attends to confirm that that person is a member in good standing.

ASSEMBLY DELEGATES

CBOQ operates as a body of believers who vote on issues, policies, finances, staffing, etc. at an annual Assembly. The people who vote about issues at the Assembly must be appointed delegates from CBOQ churches and associations. The number of delegates each church can appoint is based on the number of church members. The clerk is the one who confirms the delegate appoints and notifies CBOQ. Without the church clerk there would be no effective way to be sure that the properly appointed delegates are registered for each church. Without delegates, CBOQ would not have a way to make those important decisions.

The contributions you make by completing the forms, keeping track of your members, handling the transfers, responding to requests helps make CBOQ and its 355 churches successful.

HISTORICAL RECORD KEEPING

Keeping track of historical events for your church is an awesome duty that clerks don’t often know about. Along with the official records of yearly church memberships, annual reports, correspondence, etc. The clerks can also make a scrap book of events, like pictures of the church building, congregation, pastors and staff. Newspaper clippings, church activities, mementoes and other things can also be labelled and kept.

Items like these can be saved for the coming years and also stored at the Canadian Baptist Archives and McMaster Divinity College, Hamilton. Any records that a church sends to the Canadian Baptist Archives remain the property of the church.

Contact the Canadian Baptist Archives in Hamilton, Ontario to find out more about how and what to store at the Archives:

email: cbarch@nullmcmaster.ca
phone: 905-525-9140 ext 23511
fax: 905-577-4782