Quaker Business Meetings:
how Friends make decisions
This document was written and produced by some Friends and Attenders from
Glasgow Meeting, Scotland, who came together in an informal group in 1995 to
explore their experience of business methods in the Society of Friends.
Glasgow Quaker Meeting
38 Elmbank Crescent
Glasgow G2
4PS, Scotland
Phone: 0141 248 8493
Last update: 8/02. Comments and corrections should be sent to: Joe Latham
CONTENTS
Preface
An overview
Making decisions in a spirit of worship
The Clerk
The minutes
Questions you might want to ask
- Can I come to a business meeting if I am not a Member?
- How long will the business meeting last?
- Will I have to do anything if I attend?
- Can I take an active part in the discussion?
- Is there anything special I should do when I am speaking?
- How do I express disagreement with what others have said?
- How often may I speak?
- What happens if I don't like the minute drawn up by the Clerk?
- What if Friends who are not present do not agree with the minute?
- Who sets the agenda?
- How do I get something on the agenda?
Preface
The aim of this document is to give you some
idea of how business is carried out at a Quaker business meeting. It has been
written for Attenders and Friends who are new to Quaker business meetings.
Quakerism in all its forms is best experienced rather than read about; but
having said this, there are certain points on which you can be better prepared
if you read this booklet before you attend your first business meeting.
'Quaker business' is a general term which covers items such as
membership, finance, the concerns of individual Friends in relation to the
Society and its work, as well as relations with other organisations.
Quaker business meetings are held regularly. The structure is organised at
local level (Preparative Meetings), smaller and larger district levels (Monthly
and General Meetings) and national level (Yearly Meeting). Monthly Meeting is
the principal meeting for business and deals with membership, property, finance,
appointments, arrangements for Quaker weddings etc. It is the main link between
members and the Society of Friends nationally.
As you will discover, Friends' business meetings are quite unlike other
business meetings you might have experienced. Their form differs from that of a
debating society or a union or board meeting. Their form is also liable to vary
in detail from one monthly meeting to another. There is a form to it, but it is
a flexible one, sensitive to the needs of the individual meeting.
Perhaps a Friends' business meeting can be described as an exercise in
attentiveness, in listening to the promptings of the Spirit. The overriding need
is to discern the will of God in the meeting, and business meetings should be
conducted with that fundamental aim in mind.
The physical setting of the meeting reflects this worshipful atmosphere.
Where possible, the members of the meeting sit in a semi-circle facing the
Clerk. The Clerk is not in any sense a minister or priest but is there to help
the meeting to articulate its decision in the form of an acceptable minute.
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An overview
The meeting begins with silence. When
the Clerk judges the time is right, he or she summarises the agenda before the
meeting, provides any necessary background information, and lays the first item
before the meeting. People rise to speak, one at a time. Each item concludes
with the agreeing of a minute of the meeting's decision. When the business is
complete there is another period of silence. The meeting is formally concluded
with a handshake.
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Making decisions in a spirit of worship
At
business meetings Friends tend to adopt certain customs or modes of behaviour.
The following are perhaps the most important in shaping form and atmosphere of a
business meeting although not all will be present in every business meeting.
- everything from the initial silence to the final handshake is to be
regarded as worship.
- we observe silence between individuals' contributions. These silences are
crucial, not only for the period of reflection they provide; but also because
they enable a meeting to proceed as a gathered body. They act as a brake
against one or more individuals seizing control of the meeting through
rhetorical display, appeal to emotions or other means.
- we try to come to meeting in a prayerful, open state of mind, so that we
may be open to the Spirit. In the meeting, we strive to lay ourselves open to
others' arguments: no matter how much we may think truth is on our side we
must consider the possibility that we may be mistaken. The true spirit of the
business method is thus one of attentive listening.
- we should not speak until called upon to do so by the Clerk. The usual way
to indicate that we wish to speak is to stand up. In particular we do not
attempt to speak while the Clerk is trying to draft a minute.
- we normally speak once only on a subject unless responding to a direct
question or giving factual information. (We may speak on another subject if we
want, however.) We speak plainly. We do not speechify, hector or attempt to
filibuster. It is appropriate to speak with conviction or with passion, but
not with prejudice.
- we may express contradictory views, but do not argue with one another in
meeting. We state what we want to say frankly and briefly without belittling
each others' points. The meeting thus should never become a debating club; nor
should the situation ever arise where we try to interrupt or shout down
another's contribution. Having spoken once to the issue, we must trust that if
further valid points occur to us, others will raise them.
- if documents are brought to the meeting, they may be referred to, but
should not be read out unless the Clerk or meeting asks for them.
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The Clerk
The Clerk is the servant of the meeting. He
or she is a Friend appointed to this task but is otherwise without special
status. When an issue has been clearly outlined the Clerk may say that it is now
'before the meeting'. It is then open to any Friend to speak to it.
The Clerk is a recorder of the minute of the meeting, one who helps those
present discern the will of God within the meeting. The Clerk prepares the
agenda and may also introduce an item on the agenda by summarising it. An
assistant clerk sits at the table to help to read out relevant information. In
these activities the clerks wield considerable power to influence the way issues
are presented to the meeting. Although the Clerk faces the meeting physically,
he or she certainly does not either lead the meeting as a convenor or
chairperson may, nor express a view. In discussion, the Clerk can pull together
and summarise feelings which are being expressed in the meeting. He or she can
act as shapers of debate, encouraging silent or reluctant Friends to participate
in it. The Clerk can also remind Friends when they are speaking at too great
length.
In these activities, clerks require paradoxical gifts of restraint and
fluency, discipline and sensitivity. But perhaps the greatest test of a clerk's
ability to read the collective mind of the meeting lies in the ability to draw
up, at an appropriate time, the minute which will express the sense of the
meeting to those present and to others beyond the meeting. Sometimes a meeting
cannot come to a decision on an issue; sometimes the feeling may be strong that
a decision must be reached, but the meeting may be perplexed as to what the
decision may be. In these as in many like situations, the Clerk needs to discern
the true sense of God's will.
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The minutes
A minute is composed by the Clerk during
the meeting, and the final version is written by the Clerk in the meeting where
the members present can ensure the veracity and accuracy of the minute. A draft
minute may be prepared in advance for routine matters. The agreed minute is
never made or altered after the meeting has finished.
The minute records the decision of the meeting on a given topic. If it is
more than simply a factual recording, the minute will also indicate the context
and reason underlying the decision.
While the Clerk reflects on what has been said by those present and is
composing the minute, the rest of the meeting remains silent. It requires
sensitivity on the part of the Clerk to discern when it is appropriate to begin
to write a minute. Similarly, we should be sensitive as to when the Clerk wants
to begin writing the minute.
When the minute is drafted, the Clerk reads it out to the meeting, after
which those present can begin 'speaking to the minute'. They might want to
question its wording, or perhaps the way it reflects accurately one contribution
but distorts another. If necessary, the minute is then rewritten by the Clerk
and re-presented to the meeting. The agreed item is not generally opened up for
further discussion.
In all cases, the meeting must unite in agreement on the minute, for the
minute should be an accurate recording not only of the decision reached, but of
the collective spirit of the meeting.
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Questions you might want to ask
Can I come to a business meeting if I am not a
Member?
Yes. You are welcome to attend. Indeed attenders who apply for
membership are usually asked if they have experience of business meetings. You
should indicate to the Clerk in advance that you would like to attend. Attenders
leave the room when Monthly Meeting discusses membership matters. Occasionally
the same might happen in a business meeting when a matter of great sensitivity
is being discussed.
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How long will the business meeting last?
This varies
greatly from place to place. The following arrangements relate to Glasgow
Preparative Meeting and West Scotland Monthly Meeting.
Preparative Meeting usually lasts about an hour. Monthly Meeting usually
lasts for three or four hours with a break for lunch and is followed by a
sociable tea. General Meeting is usually much the same but once a year meets for
a whole weekend.
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Will I have to do anything if I attend?
No. As with
any Meeting for Worship you are under no obligation to do anything other than to
support the work going forward by your presence at a gathered thoughtful
meeting.
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Can I take an active part in the discussion of the
issue?
If you believe you have something to contribute to a discussion stand
and remain silent until asked to speak. In a very small meeting catch the eye of
the Clerk and he or she may ask you to speak. If another Friend is called, or
the Clerk stands, then you should sit down again. It is customary to allow a
brief silence between contributions.
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Is there anything special I should do when I am
speaking?
Speak clearly. Stick to the point. Be brief. Don't read extracts
from reports or lists of figures. If you feel they are important ask the meeting
if it wants to hear them. It is not necessary to speak merely to reinforce what
someone else has said.
If you are referring to someone who has spoken earlier the correct Quaker
practice is to say 'As our Friend reported' or 'As our Friend Jane Smith has
been explaining'. Quakers do not refer to themselves as Mr or Mrs or 'ladies' or
'gentlemen'.
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How do I express disagreement with what others have
said?
Business meetings are not debates; no Friend has a monopoly of the
truth or is certain to be proposing the best action. Each Friend who feels led
to speak should, concisely and clearly, give his or her view. It does not matter
if this is a different view from what everyone else has said. It is not good
practice however to argue with a particular Friend or snipe at others'
suggestions.
If feelings are running high on a subject the Clerk might stand, in which
case anyone speaking should stop. The Clerk, or any Friend for that matter,
might call for a period of reflective silence.
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How often may I speak?
It is normal practice to speak
only once on a subject. There may be exceptions in the case of a Friend who is
making a report on behalf of a committee or has specialist knowledge on a
specific topic required by the meeting. You can speak on different topics during
the meeting but Friends who find that they are speaking on everything should
carefully consider whether so many contributions are appropriate.
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What happens if I don't like the Minute drawn up by the
Clerk?
Once the Clerk has read a draft minute, any Friend can suggest
modifications - but not introduce new business. The Clerk will note what is
being said and continue to modify the minute until all Friends can unite with
it.
A Friend who is seriously at odds with the Minute on an important topic may
say that he or she cannot unite with it. The Clerk will ask if that Friend is
willing to let the business proceed nevertheless. The Friend can agree to this,
or agree but have the dissent minuted, or continue to oppose the Minute. The
Clerk may in this last case conclude that 'We are not of one mind' and the
business may be carried forward uncompleted.
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What if Friends who are not present do not agree with the
Minute?
Friends recognise that the decision has been taken in the spirit by
those Friends who were able to attend and chose to be there. A properly gathered
meeting has taken and minuted the decision and this the Friends who were not
present will accept, however surprised or disappointed they might be.
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Who sets the agenda?
In the case of Preparative
Meeting, the Clerk and assistant clerk meet beforehand to draw up the agenda.
Some items are 'matters arising' from previous meetings; other bodies
locally or nationally might raise issues which require consideration or action
by PM and there are regular tasks such as appointing people to particular
duties. Often a Friend will ask for something to be put on the agenda of a
future meeting. If the clerks are not sure whether something should be on the
agenda they will ask the Meeting for its view.
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How do I get something on the agenda?
Discuss it first
with one of the clerks. It may be that the issue should be raised first
elsewhere, for example with overseers or elders, or can be dealt with in a
different way. The clerks will advise you. If your item is going to be on the
agenda you should make every effort to be at that meeting and you might be asked
to provide some background. If you are not sure who the clerks are, remember
that it is usually one of the clerks who read notices at the end of Meeting for
Worship on Sundays. Please raise items for the agenda in good time. They should
not be raised in the meeting itself.
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