Recurring Calendar

The recurring calendar is a list of tasks that should be accomplished each month. This calendar was last updated on December 10, 2016.

  • By January 5, Clerk of Ministry & Counsel sends reminders to committee clerks and/or coordinators that annual reports describing their activities for the previous year are due January 20. These reports, submitted to Clerk of Ministry & Counsel, are used to write the State of Society Report for Wilmington Yearly Meeting. The State of Society Report is presented for approval at the February Monthly Meeting for Business.
  • Since the fiscal year runs from January 1 to December 31, the Treasurer, Financial Secretary, and Assistant Financial Secretary begin service on January 1.
  • The Audit Committee will audit the Meeting’s financial records and the records of the Financial Secretary during January and February and will report its findings to Monthly Meeting in February or March. The Audit Committee will make a recommendation to Monthly Meeting at the conclusion of the audit that the Treasurer and Financial Secretaries each continue or not continue. (Nominating Committee will include the nomination of Treasurer, Financial Secretary, and Assistant Secretaries with its other nominations in May.)
  • For tax purposes, the Financial Secretary will send a letter of receipt to each contributor for total contributions the preceding year.
  • The Communications Coordinator sends submission to the Wilmington Friend.
  • The Treasurer submits to Monthly Meeting a complete report for the preceding fiscal year.
  • Monthly Meeting appoints representatives to Wilmington Mini-Yearly Meeting (held at Wilmington College the end of February) and Miami-Center Quarterly Meeting (the first Sunday in March).
  • Financial reports are due in the Wilmington Yearly Meeting office by the last day of February. The Treasurer completes the forms provided by the yearly meeting.
  • Membership Statistical Reports are due in the yearly meeting office by the last day of February. The Statistical Secretary completes the forms provided by the yearly meeting. In addition, the Statistical Secretary reviews the Cincinnati Friends membership book to determine if any young Friends turned 16 in the previous year, and notifies the Clerk of Ministry & Counsel.
  • The Audit Committee completes the audit of the financial records.
  • Ministry & Counsel prepares the annual State of Society Report for approval at February Monthly Meeting.
  • Ministry & Counsel sends a copy of the approved State of Society Report to the Wilmington Yearly Meeting office and any other contacts listed on the queries provided by the yearly meeting.
  • The Clerk of the Board of Trustees will present to Monthly Meeting a complete report of the CFM investment holdings including the total value of each fund as of December 31 of the previous year.
  • At the end of February, the appointed representatives attend Wilmington Mini-Yearly Meeting.
  • The Audit Committee presents to Monthly Meeting the findings of the audit and recommends keeping or releasing from service the Treasurer, Financial Secretary, and Assistant Financial Secretary.
  • The Statistical Secretary presents to Monthly Meeting membership statistics sent to the yearly meeting.
  • Monthly Meeting appoints to Nominating Committee two individuals who are familiar with Meeting activities and with the talents and gifts of other members/attenders. At least two of the four members of the Nominating Committee must be members of the Meeting. The Clerk of Monthly Meeting asks one of the members of the committee to convene the first meeting.
  • Monthly Meeting hears reports from Miami-Center Quarterly Meeting (first Sunday in March) and Wilmington Mini-Yearly Meeting (last of February).
  • The Communications Coordinator writes memorials for Meeting members who have died during the last year and sends them to the yearly meeting office by March 30.
  • The Wilmington Yearly Meeting/Wilmington College Spring Banquet is held at Pyle Center on the Wilmington College campus.
  • Every three years (in 2019, 2022, 2025, etc.), following the process outlined in the Handbook, a Financial Review Committee reviews the formula that apportions the Meeting's budget allocations. Membership on the Financial Review Committee will include the Treasurer, a member of the Trustees, a member of Ministry and Counsel, the Clerk of the Meeting and the Minister. The Clerk of Monthly Meeting will convene the first meeting. No later than the September Monthly Meeting, the Financial Review Committee will present its findings and recommendations to Monthly Meeting for approval. These recommendations will be used in writing the next year's budget.
  • The Communications Coordinator will send article to the Wilmington Friend.
  • The Office will send out information about the summer Quaker Knoll Camp and make registration forms available in the office or online.
  • The Clerk of the Scholarship Committee notifies the Meeting that scholarship applications for the next school year are now being accepted.
  • The Nominating Committee reports proposed names for officers, presiding and recording clerks, committee members, task coordinators, and representatives to Monthly Meeting for approval.
  • Monthly Meeting appoints a representative to the Wilmington Yearly Meeting Permanent Board every 3 years (in 2018, 2021, 2024, etc.)
  • Monthly Meeting appoints a representative to Miami-Center Quarterly Meeting the first Sunday of June.
  • Registrations for Quaker Knoll Young Friends Camps are due by May 1.
  • The Scholarship Committee meets to discuss applications and, as they are approved, reports to the next Monthly Meeting the names of those to receive scholarships.
  • Monthly Meeting meets on the Third Sunday of the month, due to the conflict with Mother’s Day on the second Sunday.
  • At a called meeting, Ministry & Counsel conducts an evaluation/review of the minister's job performance.
  • Monthly Meeting hears a report from Miami-Center Quarterly Meeting.
  • Monthly Meeting appoints representatives to Wilmington Yearly Meeting to be held in July.
  • Ministry & Counsel reports to Monthly Meeting the results of the minister's evaluation/review and makes a recommendation regarding re-continuing employment. Monthly Meeting acts on the recommendation.
  • Monthly Meeting appoints a representative to Miami-Center Quarterly Meeting the first Sunday in August.
  • The Clerk of the Burial Committee sends a letter to Spring Grove Cemetery, informing them of committee members for the coming year.
  • New committee members, task coordinators, representatives and officers begin service.
  • The appointed representatives attend Wilmington Yearly Meeting.
  • The Communications Coordinator sends submissions to the Wilmington Friend.
  • Monthly Meeting hears a report from Miami-Center Quarterly Meeting.
  • Monthly Meeting hears a report from Wilmington Yearly Meeting.
  • The Clerk of Ministry & Counsel gathers input from committee clerks, coordinators, the Treasurer, and other appropriate individuals regarding the performance of the office administrator.
  • The Financial Review Committee makes its report if it has not been made before.
  • Ministry & Counsel and Trustees independently discuss specifics of the minister's compensation and benefits for the next year to be brought to the Budget Task Force meeting.
  • The Minister meets with the Treasurer to discuss non-salary expenses such as medical insurance, retirement contributions, mileage and visiting expenses, and continuing education.
  • Ministry & Counsel reviews the input from committee clerks, coordinators, the Treasurer, and other individuals regarding the performance of the office administrator and prepares an annual assessment. The minister shares that assessment with the office administrator and requests any feedback, including opportunities for the Meeting to improve its processes or work more effectively with the administrator.
  • Committees begin to plan activities and consider budget requests for the coming year. Committee clerks and coordinators submit budget requests to the Clerk of the Meeting by October 1.
  • The Clerk of Trustees and the Treasurer meet to determine projected income for the following year.
  • The minister will review the current guidelines regarding the Christmas Eve celebration and initiate plans for that event. This typically involves working with the music coordinator and others that might be appointed to the task by Ministry & Counsel.
  • Monthly Meeting appoints representatives to Miami-Center Quarterly Meeting the first Sunday of November.
  • A Budget Task Force, composed of Clerk of the Meeting, two Trustees, the Treasurer, the Clerk or a representative of Ministry and Counsel, and the Clerk or a representative of Peace and Social Concerns, prepares the budget for the coming year. The first draft will be submitted to Monthly Meeting in November.
  • Trustees will confer with the Financial Secretary and, if needed, write letters to members/attenders requesting donations.
  • The Communications Coordinator sends submissions to the Wilmington Friend.
  • Board of Trustees and Ministry & Counsel will each select two Friends to recommend to Monthly Meeting in December for service on the Audit Committee.
  • The Budget Task Force presents a first draft of the next year’s budget to Monthly Meeting for discussion.
  • Monthly Meeting hears a report from Miami-Center Quarterly Meeting.
  • The Budget Task Force submits for approval the final draft of the budget for the coming year.
  • Members of the Audit Committee are appointed by Monthly Meeting, based on recommendations brought by Ministry & Counsel and Trustees. One Audit Committee member will be appointed to call the first meeting.
  • Ministry & Counsel will review and update the next year’s recurring calendar and give it to the Office for posting by January 1.