So, you've been elected as clerk or secretary of your church's board. In my case, as a Ruling Elder in a Presbyterian Church, as clerk of Session.
You knew that means you are responsible for taking the minutes and recording the actions of the Session. Occasionally, you've observed that the person in the role before you might refer to the Book of Church Order, or to his "Robert's Rules Quick Study" whenever there's a question of procedure.
But wait... there's more.
The role of the Clerk or Secretary of a church board—like the Clerk of the Session in Presbyterian churches—is more than just documenting what happened in meetings. Here are some additional key duties that this role typically covers:
Record Keeper
Maintains official records of church decisions, membership rolls, and historical documents.
Archives past minutes, ensuring they’re accessible for reference and audit.
Whether your church has staff that manage these tasks or not, it's your job to oversee that they are in order.
Agenda Preparation
Collaborates with the Moderator or Chair to create and distribute meeting agendas in advance.
Ensures topics align with the board’s goals and priorities.
Communication Hub
Acts as the point of contact for communication between board members, staff, and sometimes the congregation.
Circulates important updates, decisions, and actions to relevant parties.
Policy and Procedure Guardian
Keeps the board informed on bylaws, policies, and denominational rules, ensuring meetings adhere to these.
Provides guidance on parliamentary procedure (e.g., Roberts Rules) to maintain orderly and effective meetings.
Facilitator of Transparency
Oversees the publication of meeting summaries or decisions as appropriate, fostering transparency.
Ensures records are updated and accessible to the congregation or oversight bodies.
Member Records and Voting Oversight
Maintains membership rolls, records membership changes, and tracks attendance.
Manages official votes, tallies results, and records outcomes.
Annual Reporting and Compliance
Prepares annual reports or submits required information to denominational authorities.
Ensures compliance with church and state requirements for record-keeping and reporting.
Support for Special Meetings and Events
Coordinates logistics for annual congregational meetings, retreats, or special board events.
Prepares necessary documents, notifications, and follow-up for these gatherings.
Coordinate with staff as appropriate.
Depending on your governing documents and denominational and state requirements, certain tasks have specific due dates throughout the year. You should maintain a calendar to ensure that you maintain compliance with these requirements.
As you can see, there's more to the job than just taking good notes!
