1. PRESENTED BY M GWALA

2. INTRODUCTION CHURCH CLERK: IS AN IMPORTANT PERSON IN THE LOCAL CHURCH. IS A CUSTODIAN OF THE RECORDED TREASURES OF THE LOCAL CHURCH. THE WHOLE ADMINISTRATION DEPENDS UPON THE CHURCH CLERK PORTFOLIO.

3. QUALITIES OF A CHURCH CLERK THE CHURCH CLERK MUST BE: A RESPONSIBLE PERSON; A SUPPORTER OF THE CHURCH THROUGH INFLUENCE, PRESENCE IN PROGRAMMES AND FINANCIAL RESOURCES.; A MEMNBER IN REGULAR STANDING; CREATIVE AND VISIONARY; ORGANISED; DEMONSTRATING CONFIDENTIALITY AT ALL TIMES

4. RESPONSIBILITIES OF THE CHURCH CLERK THE CHURCH CLERK IS RESPONSIBLE FOR : 1. UPDATING MEBERSHIP: MEMBERSHIP AUDIT MEMBERSHIP TRANSFERS STATISTICAL REPORT FORMS 2. TAKING MINUTES: BOARD & BUSINESS AGENDA PREPARATION; AGENDA BELL ACTIONS: SIMPLE - WITHOUT A PREAMBLE DIFFICULT/COMPLICATED – WITH A PREAMBLE 3. CORRESPONDING WITH MEMBERS/CONFERENCE; REQUESTS DISCIPLINE CHURCH RESOLUTIONS 4. FURNISHING REPORTS PROMPTLY.

5. MEMBERSHIP LIST UPDATE CHUCH MEMBERSHIP MUST BE: UPDATED AT LEAST ONCE A YEAR; RECORDED ALPHABETICALLY; FILLED IN CORRECTLY QUARTERLY STATISTICAL REPORT WITH UPDATED MEMBERSHIP TO THE CONFERENCE; NO TIPPEXING IN OFFICIAL DOCUMENTS.

6. MEMBERSHIP AUDIT THE LOCAL CHURCH IS EXPECTED TO DO ITS MEMBERSHIP AUDIT AT THE BEGINNING OF EVERY YEAR. MEMBERSHIP AUDIT FOLLOWS THE PROCESS BELOW: PASTOR, ELDER AND CHURCH CLERK TO GO THROUGH THE MEMBERSHIP LIST AND MAKE NECESSARY RECOMMENDATIONS TO CB!

7. MEMBERSHIP AUDIT CONT’D MEMBERSHIP PROCESS CONTINUED: THE CHURCH BOARD MEETS TO DISCUSS THE MEMBERSHIP LIST AND ALSO MAKE APPROPRIATE RECOMMENDATIONS TO THE CHURCH! THE CHURCH DISCUSSES THE MEMBERSHIP LIST AND CONSIDER RECOMMENDATIONS PRESENTED BY THE CHURCH BOARD AND TAKES THE FINAL VOTE ON THE MEMBERSHIP OF THE CHURCH FOR THAT YEAR.

8. MEMBERSHIP AUDIT CONT’D THE FOLLOWING AREAS ARE IMPORTANT: MEMBERS IN REGULAR STANDING: ACTIVE AND INACTIVE (VISITS FROM THE CHURCH LEADERSHIP) MEMBERS UNDER DISCIPLINE: CENSURE – STARTING AND ENDING DATES, REMOVAL FROM CHURCH MEMBERSHIP – STARTING DATE MISSING – WHEREABOUTS NOT KNOW FOR MORE THAN 2 YEARS

9. MEMBERSHIP TRANSFER IT IS ALWAYS A CRUCIAL ISSUE. UNFORTUNATELY, BECAUSE OF POOR MANAGEMENT OF MEMBERSHIP TRANSFER, THERE ARE MANY DUPLICATE MEMBERSHIPS. Members under censure cannot be transferred (p. 65). Missing members cannot be transferred. A member removed from membership cannot be transferred. THE PROCESS TO BE FOLOWED IN REQUESTING ONE’S MEMBERSHIP IS ON THE NEXT SLIDE:

10. PROCESS TO BE FOLLOWED IN REQUESTING MEMBERSHIP – Church Manual P. 52-55 MEMBER REQUESTING MEMBERSHIP CHURCH CLERK (A) RECEIVING CHURCH– in consultation with local leadership (and if necessary the local church at the beginning or at the end) MEMBERSHIP REQUEST BY THE CLERK TO THE GRANTING CHURCH

11. PROCESS FOR MEMBERSHIP TRANSFER CONT’D CHURCH CLERK (B) – in consultation with local leadership CHURCH BOARD (B) CHURCH ON SABBATH (1 ST AND 2 ND READING) COMMENDATION LETTER

12. PROCESS FOR MEMBERSHIP TRANSFER CONT’D CHURCH CLERK (A) CHURCH ON SABBATH (1 ST AND 2 ND READING) LETTER OF ACCEPTANCE (A) CHURCH CLERK (B) MMBERSHIP OUT (B)

13. MEMBERSHIP TRANSFER AND PROFESSION OF FAITH CONT’D SOME CHURCHES IGNORE MEMBERSHIP REQUESTS AND THAT RESULTS IN A NUMBER OF CHURCHES ACCEPTING MEMBERS THROUGH PROFESSION OF FAITH. THE CHALLENGE IS THAT NO CHURCH SHOULD ACCEPT MEMBERS THROUGH PROFESSION WITHOUT PRIOR CONSULTATION WITH THE SECRETARIAT! PROFESSION OF FAITH IS USED AS THE LAST RESORT. MEMBERS WHO WISH TO BE ACCEPTED THROUGH PROFESSION OF FAITH SHOULD BE TESTED IF THEY STILL SUBSCRIBE TO OUR FUNDAMENTAL BELIEFS.

14. AGENDA PREPARATION THE AGENDA MUST BE PREPARED BY BOTH THE PASTOR/ELDER AND THE CHURCH CLERK. THE AGENDA MUST FOLLOW THE AGENDA BELL FORMAT.(EASY ITEMS, DIFFICULT ITEMS AND WIND UP WITH EASY ITEMS) THE AGENDA PREPARED FOR THE CHAIRPERSON SHOULD INCLUDE THE FOLLOWING: AGENDA ITEMS; TIME; DETAILS OF EACH RESOLUTION TO BE TAKEN. THE QUORUM MUST BE REACHED (50%+1) AND THE RIGHT PERSON MUST BE IN THE CHAIR DETERMINED BY THE ISSUES AT HAND. THE AGENDA IS A PROPOSAL UNTIL ITS VOTED IN THE MEETING.

15. SAMPLE OF AGENDA 1. WELCOME 2. ROLL CALL 1. MEMBERS PRESENT 2. APOLOGIES 3. DEVOTION 1. EPHAPHRAS MINISTRY 4. CC MISSION AND VISION STATEMENTS 5. MINUTES OF THE PREVIOUS MEETING 1. MATTERS ARISING FROM THE PREVIOUS MINUTES 6. ITEM 1 7. ITEM 2

16. MINUTE TAKING IN MEETINGS WHAT IS A MEETING? A MEETING IS A GETTING TOGETHER OF TWO OR MORE PEOPLE, ACTING IN UNISON, TO DISCUSS MATTERS OF MUTUAL INTEREST AND TO DECIDE UPON THEM. A PROPER NOTICE MUST BE SENT OUT TO ALL THE MEMBERS NOTIFYING THEM ABOUT: A MEETING, DATE, TIME AND VENUE.

17. MINUTE TAKING IN MEETINGS CONT’D THE NOTICE MUST BE SERVED THROUGH: EMAIL, CHURCH ANNOUNCEMENT, CHURCH BULLETIN OR CHURCH PROGRAMME SHEET THE NOTICE OF THE MEETING MUST INCLUDE THE AGENDA. MINUTES ARE DECISIONS TAKEN NOT DISCUSSIONS IN THE MEETING. MINUTES ARE WRITTEN IN THE 3 RD PERSON. WE DO NOT WRITE A PROPOSER AND A SECONDER IN THE CHURCH MINUTES CHURCH CLERK KEEPS MINUTES/FILES ALL THE MINUTES OF THE BOARD, BUSINESS MEETING AND SUB- COMMITTEES.

18. SAMPLE OF A MEETING NOTICE

19. SAMPLE OF THE MINUTES CB13-01CMS WORKSHOP VOTED TO REQUEST THAT ALL CHURCH CLERKS THROUGHT THE CONFERENCE ATTEND THE CMS WORKSHOP ARRANGED BY THE CONFERENCE. Or CB14-51CHURCH DEPARTMENTAL TRAINING WHEREAS THE CHURCH SUFFERED IN THE PAST, AND WHEREAS CHURCH OFFICERS WERE ELECTED AND NOT TRAINED FOR ANY OFFICE; VOTED TO REQUEST THE CONFERENCE TO CONDUCT TRAINING SEMINARS FOR ALL THE DEPARTMENTS.

20. CORRESPONDENCE CHURCH CLERK: AN OFFICIAL MOUTHPIECE OF THE CHURCH. LIAISE WITH THE CONFERENCE REGULARLY. FILES ALL CORRESPONDENCE. RESPONSIVENESS: 72 HRS – ACKNOWLEDGEMENT 14 WORKING DAYS RESPONSE INVOLVED IN NURTURING MEMBERS: PREPARE A CARD FOR A MEMBER’S BIRTHDAY/ANNIVERSARY/ACHIEVEMENT, PREPARE A CARD FOR A MEMBER’S BEREAVEMENT, SICKNESS, ETC WRITE A NOTE IF A MEMBER MISSED THE CHURCH FOR MORE THAN TWO TIMES.

21. REPORTING REPORTING IS AN INTEGRAL PART OF THE WORK OF A CHURCH CLERK. THE CHURCH CLERK SUBMITS STATISTICAL REPORTS BEFORE THE 10 DAY OF EVERY FIRST MONTH OF THE NEW QUARTER. QUARTERLY THE CHURCH CLERK GIVES A FULL REPORT OF MEBERSHIP WITH GRAPHS TO THE LOCAL CHURCH INDICATING: GROWTH OR DECLINE MEMBERSHIP COMPARISION FOR THE PAST THREE YEARS TO ESTABLISH GROWTH PATTERNS AND EFFECTIVENESS OF EVANGELISM STRATEGETIES IN THE CHURCH.

22. CONCLUSION THE WORK OF A CHURCH CLERK IS NOBLE. IT NEEDS CONTINUITY, DEPENDABILITY AND DILLIGENCE. THE CHURCH CLERK IS FAITHFUL IN SMALL THINGS AND S/HE WILL BE REWARDED BY GREAT THINGS. GOD BLESS

23. RESOURCES FOR CHURCH CLERKS CHURCH MANUAL CHURCH RECORD BOOK COMMENDATION LETTER BOOKLET ACCEPTANCE LETTER BOOKLET BOOK ON RULES AND PROCEDURES