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Secretary Manual

Secretary Manual

Meetings of the Membership

According to the church bylaws (Article III), two meetings of the membership shall be held each year.

First Meeting of Membership

This meeting shall be held within the first three (3) months of the calendar year on a date set by the board. The secretary should complete the following tasks:

  • Determine the date of the First Meeting of the Membership and then announce the date to the members at least two (2) weeks prior to the meeting.
  • Gather information for the annual report.
  • Collect testimonials and share from various groups at church.
  • Collect the financial report for the previous year and the budget for the current year from the Treasurer.
  • Identify and update active members, associate members, and adherents as defined in the church bylaws (Article I).
  • Gather the names of newcomers, new babies, child dedications, those who received water baptism and new membership, and those who left the church.
  • Compile and have the hard copy of the annual report ready before the meeting of the Membership
  • Print a hard copy of the membership attendance form to be signed at the meeting.
  • Take minutes at the meeting.
  • File and upload the minutes and the attendance form to Google Drive.
  • Post a hard copy of the minutes to the church bulletin board in the foyer.

Second Meeting of Membership

This meeting focuses on nominating new members serving on the ministry team as existing members finishing their term.

  1. All Members Meeting to nominate the Nomination Committee
  2. All Members Meeting to approve nominated candidate(s) for the Ministry Team in the new year

January - preparationsPreparations for annualAnnual reportReport

February/March - AGM

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  • any meetings such as this requires the membership to put their name on an attendance sheet. See Administration/Records/Forms. Change title and date as you see fit (First Meeting of Membership is not specific for me - see what I did in the Meeting Minutes binder)
  • After meeting, file the attendance as an electronic form along with the notes that you take.

October/November - Nomination Committee Meeting

  • Prepare for Nomination Committee Meeting Notes/Voting and another attendance.

Typing up Monthly Meetings:A Team Meetings

Do the same for next month, taking down the previous month’s meeting minutes & filing it in the Meeting Minutes binder.

Move the last meeting minutes into the Records/YYYY file.

If you cannot make a meeting (holidays, etc.), please appoint someone to take notes so that you can properly make records in the right places e.g. Baptisms & Records (Births, Deaths, Marriages, New Members). Note Concerning Baptisms & Records File: It was compiled mostly by me, trying to read through all the annual reports which are found in the office. However, as I cannot read the Chinese, some names may be missed. Sometimes, people want proof of their baptism/membership so you will have to read through the Chinese parts. I have also started a hardcopy binder on the baptism & memberships (testimonies too) but JUST recently.

Basically, collect what you can & file it! This includes baptism and membership documents.

Additional Secretary Responsibilities

  • Monitor incoming requests through the church website Contact Us form.
  • Contribute to Elvanto, ensuring congregation information are kept up to date

Resources:

Some resources you will find helpful:

  • Church Administrative Drive Folder Structure walkthrough
  • Annual Report Preparation walkthrough (coming soon)
  • Monthly A Team Meeting Preparation walkthrough
  • Membership Meeting Preparation walkthrough
  • Ministry Team Member Nomination Meeting Preparation (coming soon)
  • Church Annual Calendar Setup (coming soon)

秘书手册

会友大会

根据教会章程（第三条），每年应举行两次会众大会。

第一场会友大会

此会议应在日历年的前三（3）个月内，由教会董事会决定日期。秘书应完成以下任务：

  • 确定第一场会友大会的日期，并至少在会议前两（2）周向会众公布。
  • 收集年度报告所需的信息。
  • 收集教会各个团体的见证分享。
  • 向财政收集上一年度的财务报告及本年度预算。
  • 根据教会章程（第一条），确认并更新现有的正式会友、附属会友及参与者名单。
  • 收集新来宾、新出生婴儿、婴孩奉献、受洗者、加入会籍者，以及离开教会的名单。
  • 编写并准备纸本年度报告，于会众大会前印制完成。
  • 打印会众出席签到表，并在会议当日供会众签名。
  • 记录会议纪要。
  • 将会议纪要与出席表上传至 Google Drive 存档。
  • 在教会前厅公告板上张贴会议纪要纸本。

第二场会友大会

此会议重点在于提名新一届事工团队成员，接替即将卸任的成员。

  1. 会友大会：提名提名委员会成员
  2. 会友大会：表决通过提名的来年事工团队成员

一月 - 准备年度报告

二月 / 二月/三月 - 年会（AGM）

  • 此类会议需成员在签到表上签名。请查看路径：Administration/Records/Forms。可根据实际情况修改标题与日期（例如“第一场会众大会”可更具体化，参考 Meeting Minutes 文件夹中我的记录方式）
  • 会议后，请将出席记录与所记笔记电子化归档。

十月/十一月 - 提名委员会会议

  • 准备提名委员会会议记录 / 投票及签到表。

每月会议纪要整理：

每月需重复相同步骤，取下上个月的会议纪要并归档至 Meeting Minutes 文件夹。

将上一次的会议纪要移动至 Records/YYYY 文件夹中。

若你无法出席某次会议（如假期等），请提前委托他人记录笔记，以便你事后整理并存入正确的档案位置，例如 Baptisms & Records（洗礼、出生、去世、婚礼、加入会籍）。

关于 Baptisms & Records 文件夹的说明：

该文件主要由我根据历年来的年度报告整理而成，报告原件存于办公室。偶尔会有人来索取其洗礼或会籍的证明，此时需要翻阅中英文部分记录。

其他秘书职责

  • 监测教会网站 “联系我们” 表单的来信请求。
  • 参与 Elvanto 系统维护，确保会众信息持续更新。

资源：

以下是你可能会用到的资源：

  • 教会行政 Google Drive 文件夹结构使用说明
  • 年度报告准备流程说明（即将上线）
  • 每月A Team会议准备说明
  • 会友大会准备说明
  • 事工团队成员提名会议准备说明（即将上线）
  • 教会年度日历设置指南（即将上线）
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