by Jan Hoffman and Ruth Hazzard of Mt Toby Friends Meeting (NEYM)

Guidance for Oversight of Ministry Committees from Ministry and Worship

In the unprogrammed Quaker tradition, meetings do not have paid ministers. In the sense that a minister is responsible for the spiritual health of the meeting, all Quakers are ministers. Some meetings officially “record” — take note of — those who have special gifts in the ministry: speaking, visitation, or counsel. Mount Toby doesn’t formally record ministers but we do support ministries through Oversight of Ministry committees.

Process for discerning whether a Friend has a ministry

A Friend may feel a strong, persistent leading, which they may identify or which may be noticed by others. If the Friend would like support from the meeting, they write a letter to the Ministry and Worship Committee (M&W), asking for a clearness committee to help discern if their ministry should be taken under the care of the meeting. M&W lets names rise for a committee. At least one member should be a member of M&W.

The Clearness Committee meets with the Friend, listens, asks questions, seeks to draw out the nature and spirit of the leading, and tries to determine whether a true ministry exists and whether oversight is needed. The Clearness Committee reports back to M&W with a recommendation.

If the Clearness Committee does not think the leading is clear or that oversight is needed, M&W may establish a short-term committee for seasoning and discernment, or suggest that the Friend join a Mutual Spiritual Accountability Group, or give other guidance.

If the Clearness Committee does recommend an oversight committee and M&W agrees, then M&W goes through its established nomination process and establishes an Oversight of Ministry committee, generally of three people. Names that rise should be cleared with the Friend before they are contacted to be sure there isn’t a concern. Terms are one year, to be renewed annually. 

The authority to establish Oversight of Ministry committees lies with M&W. Once a committee is established, it is reported to Meeting for Business for information. M&W’s report to Meeting for Business may draw from the Friend’s original letter and the clearness committee report, and includes the names of the committee members.

One member of M&W will be named as liaison to the Oversight of Ministry Committee. The liaison’s role is to assure the good functioning of the committee — that the committee knows its role, is comfortable in its work, and writes its annual report.

Process for Oversight of Ministry Committees

Committees generally meet monthly. The Friend carrying the ministry writes reflections and updates prior to the meeting. Queries may be established the guide the reflection. Notes or minutes are taken at each meeting and shared with the group.  The role of the committee varies with need.  Does the Friend need comfort, or challenge, or focus, or a push?

Annually, the committee and the minister each write a report about what has taken place in the past year and send them to M&W. M&W reflects on the reports, assuring that oversight is happening in good order. The committee’s report should include a commitment from committee members to continue or a request to be released, and if new committee members are needed, M&W sees to this. 

The minister and the committee, in consultation with the meeting Clerk, present the annual report of their work to Meeting for Business. The committee and the minister may read their reports in whole on in part or structure their presentations in a different way. These reports are the way the meeting as a whole takes in, responds, and feels connected with the ministry and the person who carries it.

Other instances of sharing the ministry within the meeting take place as they seem appropriate – for example, a special program, a Tilling Hour, or a project in which meeting is invited to participate.

Thus far in our experience, the process of laying down an Oversight of Ministry committee has always been initiated by the minister and decided in consultation with the committee.

Possible queries that might structure Oversight of Ministry committee meetings

  • Where was my heart particularly touched this month?
  • What did I learn this month? What gifts did Spirit give me?
  • Have I kept a journal for the month? Would it be useful to transcribe excerpts?
  • What is Spirit calling forth in me?
  • What is Spirit calling me to do?
  • What challenges or blocks did I face, and how did I meet them?
  • How was I faithful?
  • What discernments are in front of me?
  • Are my expectations for myself realistic? Am I taking on or turning down too much?
  • Am I staying true to my ministry?
  • What do I need help with from the oversight committee?
  • How have I rested?

It is not required to answer all of these each month.

Sources: A procedures memo by Ruth Hazzard for the Legacy Gift Committee in 2021. The above queries were written by the Oversight of Ministry Committee for Jan Hoffman.