POSITION TITLE: Communication Deacon/Recording Secretary
PURPOSE: The Communication Deacon (Recording Secretary) is to administer and coordinate all formal communication within in the congregation. Further, as the recording secretary he is responsible for keeping the permanent records of all official business transacted at all Parish Council meetings and Congregational Assemblies.
OBJECTIVES:
Coordinate the production of communication tools to keep the membership and interested parties outside the congregation informed concerning congregational plans and programs
Record all minutes, motions and resolutions of the Parish Council and Congregational Assemblies
Conduct correspondence as directed by the Vestry, Parish Council and Congregational Assembly
Provide for the safekeeping of all legal documents and church records
Maintain a comprehensive policy manual of all policies established by all congregational entities
Maintain a historical file/collection of documents and mementos
Maintain an up-to-date directory of all congregational members for annual distribution
Maintain the congregational print and audio/visual media library
RESPONSIBILITIES:
• Chair the Communication Committee as defined in Bylaw Article 8(g)
• Share with the Deacon of Outreach coordination and oversight responsibilities of all Faith media ministry
• Coordinate and oversee the production of a published, weekly news medium
• Coordinate and oversee the production of a monthly congregational newsletter
• Maintain a master schedule of congregation events (including school events), updated monthly calendars and
informational bulletin boards
• Post monthly summaries of any Parish Council meetings and Congregational Assemblies
• Prepare and send correspondence as directed by the Vestry, Parish Council and Congregational Assembly
• Provide for the safekeeping of all legal documents and church records
• Take accurate minutes of all Parish Council meetings and Congregational Assemblies and provide copies for Vestry
review within five days of each meeting, and disbursement to the Parish Council and Congregation within ten days of
each meeting
• Secure the transfer of minutes into a permanent record book and have such records available for every meeting
• Prepare, maintain, and keep an up-to-date manual of all policies established by all congregational entities
• Oversee the responsibilities of a congregational historian (keeping scrapbook of important events and collection of
memorabilia)
• Keep a file (safe depository) of all legal documents and church records, including the Constitution of the congregation,
articles of incorporation, employment records, insurance documents, etc.
• Facilitate a process of policy development and compliance for all elements of ministry under his responsibility bringing
forward all policy proposals he deems appropriate to the Parish Council for discussion and approval
• Maintain an up-to-date directory of all congregational members
• Oversee the production of an annual phone/address directory of congregation membership and an update of a pictorial
directory approximately every five years
• Lead the annual process of ministry and budget planning for communication
• Furnish, when requested, all necessary records for the audit committee
• Prepare quarterly update reports for the Parish Council
• Prepare and present an annual report of activities to the Presiding Elder and the Presiding Elder’s Committee