Clerk Training Council Bluffs Iowa Stake 24 August 2013

Overview Clerk Responsibilities Records and Manuals Unit Financial Statement Ordinance and Ordination Records Clerk Resources Questions

Clerk Responsibilities “The ward clerk keeps a record of assignments and decisions made during ward council meetings. He makes sure that information used by the ward council is accurate and timely. He provides the most recent copies of the New and Returning Member Progress form. He also provides relevant statistical information from Church record-keeping software. He takes initiative to inform the bishopric and ward council members about information he finds in these sources rather than waiting for them to ask him.”

Records and Manuals Retain financial records for three years plus the current year, then securely destroy. Retain membership records for one year plus the current year, or at least until the next membership audit. Discard or destroy obsolete manuals. – Securely destroy all obsolete Church Handbooks. – Discard old manuals; don’t let them clutter your office!

Unit Financial Statement Your Unit Financial Statement arrives about the tenth day of each month. It must be reviewed by the bishop and the clerk, signed by both, and filed with financial records. Suggest you print it to a PDF using CutePDF, then print it in a two-sided format. Pay special attention to negative balances, outstanding checks, and missionary funds.

Ordinance and Ordination Records Discard all obsolete forms and certificates! Use MLS to fill in and print the form prior to the ordinance or ordination – keep handwriting to a minimum. Always use the date format: DD MON YYYY Read the detailed instructions on each form. File completed forms at least until the next membership audit.

Child Blessing Record Child Blessing Record.pdf Ensure you collect all information from the parents, and ask them to sign the form. Use the information on the form to create the new membership record.

Baptism and Confirmation Record Baptism and Confirmation Record.pdf The priesthood leader who conducts the baptismal interview must have this form during the interview. Remind everyone who will get wet to bring extra underwear, preferably white.

Aaronic Priesthood Ordination Record Aaronic Priesthood Ordination Record.pdf You must be a good bird-dog to collect all the information you need for this form. The bishop must have this form when he interviews the young man. Do NOT allow the bishopric to ordain young men without your knowledge. Remind them how difficult it is to reconstruct a missing ordinance.

Melchizedek Priesthood Ordination Record Melchizedek Priesthood Ordination Record.pdf Melchizedek Priesthood Ordination Record.pdf Let’s keep a copy of the completed form at both the local level and the stake level, since we both need it for our records. It is usually easier for the stake clerk to print the certificate and get it signed.

Clerk Resources -- Help Stake clerk and his assistants MLS User Manual Record-Keeping and Technology Support clerksupport.lds.org Local Unit Support ( x23500) tech.lds.org

Clerk Resources -- Membership Member Lookup Member List Officers Sustained Form Confidential Actions, Disciplinary Councils, and Name Removal

Clerk Resources -- Organizations Callings – Callings by Organization (populated by MLS) – Members with Callings – Members without Callings – Out of Unit Callings Priesthood Auxiliaries Other

Clerk Resources -- Reports Action and Interview List Birthday List Unit Statistics Quarterly Report Members Without Recommend New Member Members Moved In Members Moved Out Key Indicators Not Endowed Temple Recommend Status

Questions? Stake Clerks – Dana Repoulle – Roger Bond – Ryan Kellogg Closing prayer and bless the food!