Quaker business

Themethod practice of group discernment

“Walk cheerfully over the world answering that of God in everyone” Authority and responsibility in the meeting for worship for business

Role of participants Authority of decisions made In a rightly-ordered Meeting for All decisions made in a rightly-ordered Business, all participants share responsi- Meeting for Business represent the bility for the spiritual discernment that promptings of the Spirit, as discerned occurs, and hence for the actions that by the meeting. Thus, once the sense flow from it. Creation and maintenance of the meeting has been expressed in of a spiritual climate in which corporate words and this formulation is agreed by discernment can flourish will naturally the meeting as an acceptable minute, fall to the clerk/s and other experienced it stands as a permanent record of Friends more than to those who are that decision. This record cannot be inexperienced, but the discernment subject to challenge or change at a itself is made collectively by the later date (other than minor factual or gathered meeting. grammatical correction). Only those present at the time can know whether Role of the clerk as servant or not the minute is an accurate record of the Meeting of the sense of the meeting, and this Each meeting is facilitated by the is the reason why the minute is given clerk, usually with the support of a such careful consideration during the recording clerk. The role of the clerk meeting. We recognise that our spiritual is similar to that of a chairperson in discernment process is conducted by a secular meeting in that the clerk is ordinary people and may turn out to responsible for the order of the meeting have been flawed or inadequate, but and the matters that are considered. The Friends trust that this will eventually significant difference is that the clerk is become apparent and the matter can appointed as the servant of the meeting, then be brought to a future meeting for not as its leader or chief executive. further discernment. Authority for its decisions remains with the meeting as a whole and its interpre- Traditional Quaker decision-making in tation of the divine. meeting for business, on the other hand, is a

 Spirit-led process in which we seek to learn Responsibilities under the law the will of God for the meeting in the matter If the meeting is an incorporated body at hand. This difference has profound impli- under Australian State or Federal law, cations for what it means to be a member of a there are requirements in regard to Quaker faith community. Roger Walmsley record-keeping (including the minutes 2003, ‘this we can say’, 2.37 of meetings) and the roles of appointed officers that need to be followed in the conduct of our Meetings for Business.

 Spiritual discipline: The role and responsibilities of participants

Before the meeting so that all relevant insights, emotions, information and other considera- Preparatory work for the Meeting for tions can be weighed in the meeting’s Worship for Business includes both discernment process. information gathering (which could be in the form of reports or recom- Any information considered should not mendations from committees or other lead to setting the mind with a prepared meetings) and preparing the mind and point of view: heart. … some preliminary thinking can help Provision of items and clarify [but not pre-empt] the decisions to be information to the clerk/s made by the business meeting.Stevenson, Friends have a responsibility to assist C. 1997, “Quaker business method” in the clerk/s by providing adequate notice ‘As the Seed Grows’, Australia Yearly of matters to come before the meeting, Meeting and by providing adequate background Attempts to influence a particular information. outcome, such as lobbying, can interfere with the processes of attentive listening Submit information about matters to and of discernment. come before the meeting in good time, and preferably in writing. Avoid, if you possibly ‘With heart and mind prepared’ can, any last-minute messages to the table. In practice this involves being “aware of ‘Quaker Faith & Practice’, 1995, Britain any preconceptions or strong feelings Yearly Meeting, section 3.10 that you may have and be ready to Consideration of the agenda set them aside or see them set aside and background information by the Meeting” (Warren, J., The Friend, 11 April 2003). There is also Friends are also expected to inform important spiritual preparation for themselves properly and reflect upon both the clerk(s) and for all those who matters to come before the meeting,

 attend to ensure that the meeting is Members responsibility to attend conducted in a worshipful manner. It is Members of the society are expected important that each participant begins to attend Meetings for Worship for the meeting with the expectation that it Business on a regular basis. will be a spiritual experience. There is a special responsibility to attend On taking your seat, try to achieve quietness meetings for church affairs, for it is here that of mind and spirit. Try to avoid having the meeting enacts its faith. ‘Quaker Faith subcommittees or conversations just as the and Practice’, 1995, 11.01 meeting is about to begin. Turn inwardly When it is not possible to attend, there to God, praying that the meeting may be is a further responsibility for members guided in the matters before it and that the to inform themselves about the clerk may be enabled faithfully to discern meeting’s decisions. and record the mind of the meeting ‘Quaker Faith and Practice’, 1995, 3.09. Permission for non-members

Reports to the Meeting Attenders are encouraged to participate so that they can experience for If any of us are asked to attend themselves the process of spiritual a meeting where we are asked to discernment. Non-members are usually report the views of another group or asked to seek permission from the committee, we need to remember that: meeting, via the clerk, as a precaution- ary measure to ensure that the spiritual When you are appointed to attend a meeting, climate of the meeting is upheld. (It is you attend with local knowledge which may difficult to hold to Friends’ traditions be of assistance: you are not there as a delegate when a large number of inexperienced with an inflexible brief to put over on behalf people are present). of another body of Friends which is not itself going through the exercise of the meeting. ‘Quaker Faith and Practice’, 1995, 3.09

 During the meeting As the process of dealing with the item continues, unity may be reached on a The meeting will usually proceed along decision: the following lines: • When the clerk recognises that there • The meeting will open with a period of is a clear sense of the meeting, he silent worship and a short reading. or she articulates this sense to the • The clerk will then introduce the first meeting. Some Friends may be heard matter to be considered and ask for to murmur “I hope it will be done”, Friends’ contributions. others may nod, others may not • Spoken contributions to the meeting’s respond in any obvious way. This lack discernment are offered in a worshipful of formal acceptance may surprise manner, as in a Meeting for Worship. inexperienced Friends who are used to Because it is important to avoid falling voting, but it is simply a recognition into a debate or discussion, which that the decision has already been leaves little room for the spirit, Friends made. seek permission from the clerk before rising to speak. The clerk ensures that In some instances, unity may not be those who wish to speak are heard and reached: decides whether it is appropriate for a Friend who has already spoken on an • Theclerk is responsible for recognising issue to speak again. when unity is not going to be reached, • It may be necessary to move into a and usually asks that the matter be less formal information-gathering deferred to a future meeting. The phase before returning to more formal meeting may decide to appoint an discernment. individual or committee to undertake • Periods of silent worship may be further investigation of the matter and introduced by the clerk when necessary report back. to ensure that the meeting remains • The decision is then recorded in the open to spiritual guidance. form of a minute. Friends support

 the clerk(s) in silence while they try Friends are not to meet like a company of to find appropriate words to ensure people about town or parish business … but that the minute is a clear expression to wait upon the Lord. Fox, G. 30 January of what has been decided. The clerk 1675 (from Worcester prison) offers this minute to the meeting for acceptance as an accurate expression Being open to the Light of the decision that has been reached. A Friend may have strong feelings or Friends may suggest corrections or opinions about an issue, but corporate clarifications to this minute. discernment means being prepared to • When all are satisfied that the minute be led by the Spirit to a new under- has accurately recorded the sense of standing. Each person must be willing the meeting, the clerk will move on to to be open to a way forward for the the next matter for consideration. group that does not coincide with personal views. Spiritual attentiveness Every person present shares responsi- … no-one can come with sincerity to a bility for setting and maintaining the Friends’ gathering for business with a spiritual climate needed for genuine mind unalterably set. To do so would leave discernment. This means avoiding no room for the Spirit to move, for Way to disruptive behaviour, such as arriving open, for discernment to take place. Loring, late, fidgetting or talking to a nearby P. 1993, ‘Spiritual Responsibility in the Friend. It means giving full attention to Meeting for Business’, Friends General the work of the meeting, leaving other Conference pamphlet. work and distractions behind so that all present can listen for the promptings Speaking in the Meeting of the spirit. Everyone present can (giving ministry) assist inexperienced Friends to observe Spoken contributions to the meeting’s spiritual discipline by their own discernment should be offered in a appropriate behaviour. worshipful manner, as in a Meeting for

 Worship. It is important to avoid falling Receive the vocal ministry of others in a into a debate or discussion, which leaves tender and creative spirit. Remember that little room for the spirit. This means we all share responsibility … whether our carefully considering whether your ministry is in silence or through the spoken point is relevant and needed by the word. ‘Quaker Faith and Practice’, 1995, meeting. There is no need to rephrase Advice no.12 a point that has already been made or to confuse the discernment with new Reaching unity considerations that might be better When the clerk recognises and addressed elsewhere or at another time. articulates the sense of the meeting about a matter being considered, it is Meeting is the time for listening, for being the responsibility of any participant to prompted by the Spirit, for seeking guidance notify the meeting if their discernment but very seldom for making sure that you is not in unity with the decision personally have been heard … It should not described. matter too much which Friends are called because, if everyone is listening faithfully, the Meeting should still hear the correct message. The decision may not be the partici- Quilley, A., “The sense of the meeting” pant’s preferred outcome, but he or she in ‘The Friend’, 10 December 1999 can unite with the decision if it seems clear that it offers the best way forward Respecting ‘that of God’ for the meeting as a whole in the in all present current circumstances. (An example is Insight may be given to anyone present, John Woolman’s acceptance of Friends’ but an atmosphere of trust is vital for gradual and piecemeal decisions about all contributions to be voiced, however the ownership of slaves, even though shyly or inelegantly. This means his goal was total abolition of slavery.) listening with the inner as well as the Where an individual’s conscience outer ear, for the meaning that lies will not allow them to unite with behind what is said. the decision, true unity has not been

 achieved and so the decision cannot go Formulating a minute forward. Composing a minute to express the unity that was achieved in the sense Standing Aside of the meeting is a weighty spiritual Sometimes, one person may have a view practice, not a clerical function. It that differs strongly from the sense of is important, therefore, that Friends the meeting. In some meetings, Friends support the clerk in prayerful silence who have significant reservations may while he or she struggles to find the be recorded as ‘standing aside’ from a right words. The meeting shares the decision, but this is only possible where responsibility for discernment, so it is the Friend recognises that the decision not a time to fidget or chat while the is the clear sense of the meeting, clerk writes: arrived at through appropriate spiritual discernment, even though they cannot It has been said with truth that the clerk unite with it. The person who stands can best clerk the meeting only when aside needs to understand that the everyone present is also clerking. That is, decision is the best achievable by the everyone present must be practising spiritual meeting as a whole so that he or she discernment to the best of his capacity. is prepared to support the decision’s Loring, P. 1993, ‘Spiritual Responsi- implementation. bility in the Meeting for Worship for Business’, Friends General Conference

Wherever possible, Friends should It is not essential for an item of business labour to avoid a situation where a to be finalised at a particular time Friend feels compelled to stand aside and so, normally, it does not matter from a decision, because the Friend if the meeting is labouring without who opts to stand aside will inevitably resolution – the matter can be raised find themselves divided between their again on another occasion. If unity is personal conviction and support for the not reached, those present may begin spirit-led decision of the meeting. to feel irritated, distressed, frustrated

 or uncomprehending. Periods of silent Dealing with membership and worship are very useful at such times. It other sensitive matters is very important that there is respect When sensitive matters, such as for all present. The clerk has the role of membership, are before the meeting, introducing periods of silent worship non-members are usually asked to leave when these are required, while making the room temporarily in order to protect sure that people who wish to speak are the privacy of individuals and ensure heard. The clerk is also responsible for that the deep discernment required is recognising when unity is not going to undertaken by experienced Friends. It is be reached, deferring the matter to a recognised that membership decisions future meeting. are the responsibility of members.

Whether unity is reached or not, a minute is drafted to record what has transpired and to indicate the way forward.

10 after the meeting trust that corporate guidance of the spirit has a large measure of significance. Walmsley, Status of the minutes R. 2002, ‘Meeting for Worship for Corrections to the minutes can only be Business’, unpublished discussion paper, to matters of fact, spelling, grammar or Perth punctuation. Substantive changes are Once a minute is recorded it is accepted by not made, i.e. those which would alter all; even those not present accept the recorded the sense of the meeting or misrepre- Minute as a decision of the gathered Meeting. sent the spirit in which the minute was Polzin, B. 2002, ‘Governance, Leadership agreed: and Organization in the Religious It is at the moment of accepting each minute Society of Friends’, unpublished paper that the united meeting allows [the clerk] to presented to Victorian Council of record it as a minute of the meeting… Very Churches, Melbourne minor amendments such as punctuation and points of style may be made, but any Revisiting decisions alteration of the sense should be avoided most Circumstances could well change at some carefully. ‘Quaker Faith and Practice’, time in the future, requiring a review of 1995, 3.15 a decision made earlier. Decisions are not Supporting the decisions made revisited by staff, clerks or committees. Those who were not present accept the decision All Friends should support the of the Meeting. This is not to say that the decisions made by the meeting, even Meeting’s decisions have ultimate authority, if they were not present, trusting that since our discernment is never free of those who were present were guided by human imperfection. The Meeting itself can the Spirit: always revisit decisions, and new light be The Meeting may be wrong, but once made, found. Grace, E. 2001, ‘An Introduction the decision must be supported by those to Quaker Business Practice’, World absent as well as those present. This involves Council of Churches, Geneva

11 Right ordering: The role and responsibilities of clerks

Before the meeting This assessment of possible agenda items is a weighty spiritual discernment Use of Threshing Sessions process in itself, and many meetings A Threshing Session prior to the appoint co-clerks or assistant clerks to Meeting for Business may be assist in this task. appropriate where a difficult or contro- Circulating the agenda in good time versial matter is concerned. This gives An agenda should be completed and Friends the opportunity to express distributed in good time for Friends opinions, to hear those of others, and to prepare themselves appropriately. to discuss the issue’s complexities. In Some matters may require circulation of this way, the meeting can become better additional background material, such as informed before submitting the matter committee reports or information from to corporate discernment. other meetings. Preparing the agenda Last-minute agenda additions ‘Sifting’ items for the agenda When a last-minute addition to the It is the responsibility of the clerk or circulated agenda is unavoidable, the clerks to determine the business that clerk needs to ensure that all present are will come before the meeting and this made aware of the agenda change and means setting an agenda, as for any have access to any relevant background secular meeting. The clerk has a further material. responsibility, however, to ensure that items on the agenda really require the Use of prepared minutes corporate discernment of the meeting In a few circumstances, the meeting as a whole. Most day-to-day matters may be asked to accept a draft minute can be dealt with by the meeting’s that was prepared prior to the start of appointed officers and committees, the meeting for business. This is only though some actions may be referred to appropriate where the meeting is being the meeting for guidance or approval. asked to ratify a decision or record

12 an action that has already happened by the clerk to accompany a Friend elsewhere. The meeting is not in any who will be visiting a distant meeting way bound to accept the prepared or meetings, in order to recommend minute, and may amend it according to the Friend to the care of that meeting. the sense of the meeting. A prepared minute may not be appropriate if the Friend is travelling The following types of prepared minutes under a concern that has not been might be brought to the meeting: brought before the meeting, because a) Minutes of Record further discernment is necessary. This sort of minute merely records for c) A decision of a committee archival purposes a significant event This sort of minute may be prepared which has taken place in the life of the by an appointed committee or officer meeting (such as a marriage or funeral of the meeting for a decision within or public action). Those Friends who their brief. It is understood that the were directly involved are best placed to committee or officer has already provide an adequate brief description. considered the matter with due b) Travelling minutes discernment. This sort of minute is usually prepared

13 during the meeting Opening and closing worship Quaker business is conducted within Arrangement of the room the context of a Meeting for Worship, In a Meeting for Worship for Business so the meeting for business begins and the clerk and recording clerk have key ends with a period of silent worship. roles in facilitating the discernment During the opening worship, it is usual process and recording decisions. Some for a passage to be read from Quaker adaptation of the normal arrangements writings, in order to set the tone of for a Meeting for Worship is therefore the meeting and remind all present of necessary to ensure that all present can the weighty responsibility of corporate see and be seen by the clerk, and to spiritual discernment. provide a suitable writing surface for the preparation of minutes. The clerks Recognition of speakers usually sit at a large table facing the rest It is the responsibility of each Friend of the meeting. Copies of the agenda, past to be recognised by the clerk before minutes and other relevant information offering a contribution, and to address may be displayed prominently or laid the meeting rather than any individual. out on the table for reference by Friends Contributions should be brief and clear, as required. In a small meeting, it may and avoid repeating points that have be possible for Friends’ chairs to be already been put before the meeting. arranged in a semicircle facing the clerks, It is not expected that any Friend will but in most meetings chairs are likely speak more than once on an issue, to be arranged in rows. When setting unless specifically requested by the clerk out the furniture, remember the needs (e.g. to provide a committee report or of vision / hearing-impaired, elderly or information from a Friend’s area of infirm Friends and allow provision for expertise). latecomers so that the atmosphere of It is impossible to listen for the worship is not disturbed. A microphone promptings of the spirit if people speak will be needed in large meetings. at the same time or respond to each

14 other directly so that there is no time to Remaining open to the Light weigh what has been said. Sometimes a matter before the meeting can polarise Friends into factions. It Wherefore let whatsoever is offered be mildly is the duty of the clerk to remind all proposed, and so left with some pause that present that detachment from personal the meeting may have opportunity to weigh preferences, opinions and positions is a the matter, and have a right sense of it … prerequisite for genuine discernment. Also that but one speak at once, and the rest A period of silent worship will usually hear. And that private debates and discourses allow Friends to relinquish defensive be avoided, and all attend the present positions and listen for the promptings business of the meeting. ‘Quaker Faith and of the spirit. Practice’, 1995, 19.57 Above all, those who take opposing views Maintaining the spiritual climate come to find that the discipline of waiting It is the clerk’s and the elders’ respon- has mysteriously united them. ‘Quaker sibility to bring Friends to order Faith and Practice’, 1995, 2.90 and restore a worshipful atmosphere If such a shift does not occur, it may after any disruption, especially when be necessary for the clerk to defer the emotions become heated. Order is often matter for consideration at a later date. restored with a simple reminder about the purpose of the gathered meeting Expressing the sense of the and the spiritual discipline required of Meeting all involved. Sometimes the clerk may When the clerk discerns that the need to interrupt a speaker and ask meeting may have come to unity about the meeting to return to silent worship the matter under consideration, he to re-focus on the matter before the or she will articulate the sense of the meeting so that discernment may meeting to test whether unity has been proceed. reached. When Friends accept that this is the sense of the meeting the clerk will

15 ask Friends to wait prayerfully while that the minute records the decision the clerk and/or recording clerk draft arrived at rather than the steps a formal minute to record the decision. involved in reaching the decision, and Finding appropriate words to clarify the that individuals contributing to the decision for those who are not present discussion are not identified. is a key part of the spiritual discernment process, so it is important to resist the Acceptance of a minute temptation to offer a loose approxima- The clerk or recording clerk will read tion, on the basis that the wording can the minute clearly and ask the meeting be ‘tidied up’ later when the minutes are whether it is acceptable as an accurate collated. record of the sense of the meeting. When the offered minute does not The language of a minute capture the sense of the meeting A minute is usually expressed in adequately, any Friend may suggest the first person plural, to reflect the new wording to convey what has been corporate nature of the decision and missed or to clarify possible confusion. underline the shared responsibility for Further discernment may be necessary to its implementation. In some instances, consider the revised minute and further a specific individual or committee is changes made until the minute satisfac- asked to carry out all or part of the torily expresses the sense of the meeting. designated actions and the minute then needs to record this delegated authority. Closing the meeting (e.g. “We ask or We appoint [name] It is the clerk’s responsibility to to undertake this task on behalf of determine when Friends have become the meeting”) Wherever possible, the too tired to consider the matters before clerks will try to express the spiritual them with full attention. This should dimension of the discernment process never mean that the discernment in the minute as well as the practical process is rushed in order to deal with elements of the action required. Note all agenda items.

16 We are here to worship, not to get through may occasionally be necessary to ask an agenda. The meeting for business is over the meeting to schedule a special when the worship is over. Friends’ Consul- meeting for consideration of unfinished tation of Worship, Richmond, Indiana, or especially complex items. Before December 1989 concluding the meeting, the clerk will ask Friends to reflect prayerfully on the Any remaining agenda items will guidance that has been experienced in a normally be deferred to the next final period of silent worship. scheduled meeting for business. It

17 after the meeting Follow-up action When it is apparent that further Circulation of minutes information is required before a The clerk ensures that minutes are decision can be reached, particular circulated to members and regular committees or individuals or working attenders, and a copy is usually groups appointed by the meeting may displayed somewhere accessible so that be asked to follow up matters and to all Friends may read it. In addition, report back on their findings. When a the minutes may be either summarised decision has been reached, the meeting or reprinted in full in the meeting’s may appoint committees, groups or newsletter in order to communicate individuals to implement it. It is the the outcome of the meeting to as many clerk’s responsibility to ensure that any Friends as possible. The clerk/s may also follow-up action is carried out and send copies of relevant sections of the reported back to the meeting appropri- minutes to committees, individuals or ately. working groups who have been asked to take some follow-up action. For information purposes, the Regional Meeting minutes are also sent to the Australia Yearly Meeting secretary and clerks of other Regional Meetings. A copy of the minutes is signed by the clerk and filed in the Minute Book for archival reference.

18 Use of the Quaker business method in other contexts

Use of the method in Quaker reflection a priority. (Refer to Australia committee meetings Yearly Meeting’s Handbook of Practice It is up to the particular committee to and Procedure for details of committee decide whether to adopt the formal procedure). business method for all or part of its decision-making. The appropriate- Use of the method in other ness of the method depends largely decision-making situations on the nature of the matters to be It is up to the participants to decide considered by the committee. It is whether to adopt the formal business important that there is room for the method for all or part of its delibera- spirit to move in shaping the work of tions. In theory, the method could be the committee, even when handling used in any situation where deep apparently mundane or straightfor- reflection is needed in order to clarify ward matters. It is the responsibility the decision-making process. (An of the committee members to find a example might be within the context of way of working which makes spiritual a Meeting for Clearness.)

19 Further reading

‘Finding the will of God’, The Friend, R. Britton, ‘Quaker Business Method’, in As The Seed Grows: 14 December 2001. Essays in Quaker Thought, David Purnell, 1997. An Introduction to Quaker Business Practice, E. Quaker Faith and Practice, Britain Yearly Meeting, Grace, 2001. 1995. Handbook of Practice and Procedure, Australia ‘The sense of the meeting’,The Friend, A. Quilley, Yearly Meeting, 5th edn, 2004. 10 December 1999. Spiritual Responsibility in the Meeting for Business, ‘Meeting for Worship for Business’, notes from P. Loring, 1993. talk given at Mt Lawley Meeting, R. Walmsley, Beyond Consensus: Salvaging the Sense of the 30 June 2002. Meeting, B. Morley, 1993. ‘Governance, Leadership and Organisation in the Religious Society of Friends (Quakers)’ a paper written for the Victorian Council of Churches Faith and Order Commission, Bev Polzin, 2002.

This pamphlet is intended for Friends and attenders who have some experience of Meeting for Worship for Business. It provides more detailed coverage of spiritual discipline and the roles and responsibilities of clerks and participants. Another pamphlet entitled How Quaker Meetings take decisions provides a brief introduction to the Meeting for Worship for Business, as practiced in Australia, for those who have little experience of Quaker practices and proceedure.

published by Australia Yearly Meeting (2009) Religious Society of Friends (Quakers) in Australia Inc. 119 Devonshire Street, Surry Hills NSW 2010 Email: [email protected] Web site: www.quakersaustralia.org.au