Annual Session 2020 Will Be Online Only

AN IMPORTANT ANNOUNCEMENT ABOUT ANNUAL SESSION 2020

Dear Friends of Pacific Yearly Meeting,

I want to reach out to each one of you in this time of uncertainty and urge you to please take good care of yourselves and each other. Stay connected. We will get through this difficult time together in community.

Since few of us are meeting in physical proximity at this time because of the COVID-19 pandemic, Friends in Monthly Meetings as well as at the Quarterly Meetings and our Yearly Meeting are arranging for telephone and internet meetings. We are now planning to gather as a Yearly Meeting using this technology over many sessions throughout the summer rather than in one physical place at one time in July, 2020. Yes, Annual Session will happen digitally this year instead of a physical face-to-face meeting. Even if large gatherings are allowed by July, we believe that many Friends will be unable to participate in an in-person Annual Session this summer due to COVID-19 related financial, family, work, and school challenges.

 As a yearly meeting, we are working on creating virtual worship-sharing opportunities, interest groups, affinity groups, and the keynote that can be seen by anyone who can connect to the internet. In the coming weeks, planning meetings will occur with Meeting Representatives to PacYM, committees and additional groups. There are many possibilities for what we might offer, so if you have an idea please let us know: PYMclerk@gmail.com. We are hearing positive responses from those who have been able to attend virtual Meetings for worship. We urge everyone to reach out to those who need technical support or to let us know of the need so that Friends can help one another to be connected.

Information about these upcoming virtual programs will be disseminated via email and on the pacificyearlymeeting.org website (check out it’s new look!) as soon as they are scheduled.

Our world is in transition and positive transformation is possible. Our world is crying out for healing. What is being called forth at this time, from each one of us and all of us together and from the world? Let us take the next steps together with openness, curiosity and a dedication to learning with and from one another.

In service,
Sandy Kewman, Presiding Clerk

Proposed Contact Management System Demonstration

Sunday March 1, 2020, 4:30-6:00 PM

Pacific Yearly Meeting’s Communications Committee will be bringing a proposal to the upcoming meeting of Representative Committee to implement and fund a contact management system. The system (called Salesforce NPSP) would help us communicate more easily with one another.  This system can be used to develop directories, email distribution lists, and identify contact information for people in particular roles or with particular characteristics (think: “all parents of children between the ages of X and Y”, or “all treasurers of MM”).

The demonstration will be was led by Espenshade Consulting, a Quaker-owned consulting firm who assisted Philadelphia Yearly Meeting with their Salesforce implementation.  

The demonstration, which occurred March 1 via Zoom online meetings, was recorded and the recording is posted here. Be aware that there are a few seconds of silence at the beginning of the video.

Blessings,
Kate Watkins, Clerk of Communications Committee

Spring Youth Service Learning Camp with Wukchumni Tribe, Quaker Oaks Farm, April 6-10, 2020

7th Annual Spring Youth Service Learning Camp
April 6-10, 2020
(Monday-Friday leading up to Easter weekend)
Quaker Oaks Farm
Visalia, CA, USA

A partnership of Quaker Oaks Farm, the Wukchumni Yokuts Tribe,
and Pacific Yearly Meeting Youth Programs

See the Quaker Oaks Farm website for details and online application.

Air fills our lungs and keeps us alive, yet it is taken for granted by many populations. Indigenous communities, however, appreciate the air as sacred. Today, California has some of the worst air pollution in the country. This year’s theme of Air builds from our previous camps and recent themes, Fire, Water and Earth, honoring the sacredness of all Beings. Join us as we explore the power and value of Air in traditional and contemporary practice. As the climate changes do we need new ways to care for the Air?

We will share our Histories and Love one another across Seeming Divides, all through Fun, Interactive Activities. Camp includes a service-learning project on the Land and a field trip.

WAYS TO HELP

  • POST THE FLYER at your Meeting House, School, Clubhouse, etc.
  • Know a potential camper?  HELP THEM APPLY online by 3/9.
  • DONATE
  • SHARE our Fundraising Appeal Letter
  • VOLUNTEER: Contact Melissa Lovett-Adair, chair@quakeroaksfarm.com
  • Request our model “Letter to Teachers” for a student who wants to take time off from school to participate in camp and/or get school credit
  • SPREAD this message among friends!

Campers: APPLICATION ONLINE NOW! Deadline 3/9/2020. There are only 30 spots available.  There is a question on this form where we ask you to tell us why we should select your application and what is important to you about getting to be a part of camp.

We enthusiastically invite middle school and high school aged youth (grades 6-12) to apply. No one will be turned away for lack of funds. Cost of camp is on a sliding scale ($0 – $500). Donations gratefully accepted.

Clerk’s Call to Annual Session 2020

Clerk’s Call to Pacific Yearly Meeting Annual Session
July 10 to July 15, 2020
Walker Creek Ranch

Radical Inclusivity:
Responding to the Persistent and Insistent Love of God 

Love one another.  As I have loved you, so must you love one another.” – John 13:34

Thus He whose tender mercies are over all His works hath placed a principle in the human mind, which one to exercise goodness towards every living creature; and this being singly attended to, people become tender-hearted and sympathizing…” – John Woolman, 1720-1772

We are being called at this time to wake up to God’s love for all beings and all of creation.  We are being called to notice and respond to the persistent and insistent love within each of us and all around us.   We are being called to cultivate and live that love for one another and the earth in all that we do. 

We are also being called to acknowledge how our culture within the Religious Society of Friends and the wider society normalizes and perpetuates domination and power over each other and over the natural world. We are being called to notice domination in all that we do and to speak truth to it.  This domination takes many forms, both willful and inadvertent, conscious and unconscious. Domination is in play when some persons are more valued than others and when power over others is celebrated and practiced.  Domination is at work when our earth is used mindlessly and abused in the name of progress.

      Early Friends called attention to ‘disorderly walking’ and labored with one another in worship, prayer, and mindful speech to wake up to the ways in which their daily lives were harmful to their own hearts and souls and that of others and to the earth.  Those who are part of the Dominant culture must examine our privilege and entitlement through reflection, reading and most importantly through dialogue and friendships. Collectively, we Friends who bring to our yearly meeting a kaleidoscope of identities and experiences require community with one another to discern the ‘love of truth’ within our lives. Today we need one another to acknowledge the harm we do to each other and to the earth. Commitment to learning a better way, to being in right relationship with each other and with our earth is needed.  This means all of us have choices in every moment, to begin anew, to go deeper.

      What might this look like?  During Annual Session we will explore together.  We will ground ourselves in the light of Divine Spirit and in our bodies.  We will listen deeply to one another.  We will notice when power over another is employed rather than with each other.  We will notice and respond to each other out loud and with grace.  “While my intent was no harm, the effect did harm.”  “I see the harm”, “I see your hurt.”  “Thank you for telling me.” “Thank you for your faithfulness.”  “I want to find a way forward. “I want to walk this path with you (of reconciliation… or learning)”

            We are fortunate to invite Mica Estrada to share her experience and wisdom this year at Annual Session as our keynote speaker.  Mica is a member of Strawberry Creek Friends Meeting.   She is a Social Psychologist whose early work focused on conflict resolution, forgiveness, and problem solving.  Mica’s current work on social influences that increase care of our planet and greater equity in the world of education are newer expressions of this same leaning toward reducing conflict and supporting the positive in our world.  Mica will speak about practicing radical inclusivity through staying awake to the spirit of love and kindness within each of us.

As we come together to worship and sink down into Divine Presence, Mica’s message will help us to let go of our wills, our ideas, our wants.  We will then be able to step into the river that unites us all.  That is where transformation begins.  Please come to PacYM’s Annual Session this coming July as we take this journey together.

Sandy Kewman
Presiding Clerk

 “I pray that we will sense more keenly the transformation that God wants to bring about in our time and learn how we can fully and joyfully dedicate ourselves to participating in the creation of an evolved humanity and a renewed world.  Then, as fully realized children of God, we can let go of the past and enter something entirely new.” – Marcelle Martin, Our Life is Love, p.191.


Call to Representative Committee 2020

the theme of our Annual Session in July will be

 Radical Inclusivity:  Responding to the Persistent and Insistent Love of God 

WHEN/WHERE:

RepCom will be hosted by Quaker Oaks Farm (QOF), meeting at the Visalia Friends’ Meetinghouse (VFM) on the ancestral land of the Wukchumni Tribe from 6pm on Friday, March 6, through Saturday March 7 and continuing to Sunday March 8 if necessary.

REGISTRATION:

Please register for RepCom by SATURDAY, FEBRUARY 15 by filling out the form on the PYM website:

www.pacificyearlymeeting.org/committee-newsletters-and-reports/representative-committee/2020-repcom-reports-and-minutes/

 (Persons registering after Friday February 15 cannot be assured of overnight hospitality.)

Before coming to RepCom, please review the advance documents on the website carefully.

HOSPITALITY:

Overnight accommodations will be provided in nearby homes and there is plenty of camping and floor sleeping space available at QOF, adjacent to VFM There are also inexpensive hotels/Airbnbs in Visalia and Exeter. Friday dinner through Sunday lunch will be provided (along with snacks/tea/coffee) for a suggested donation to QOF of $40. Please note any food restrictions in your registration.

TRAVEL & REIMBURSEMENT: 

Visalia is easily accessible by car, bus, or train and shuttles to the Meetinghouse will be provided. Travel expenses of officers, clerks, and Representative Committee members (Monthly Meetings’ representatives to PYM) are reimbursed 25¢ per mile for round trip road atlas mileage between the member’s Home Meeting and the location of the Meeting being attended or actual expenses up to $.25 per mile. Round trip travel from Mexico or Hawaii is reimbursed up to $600. Members are encouraged to reduce costs by taking advantage of special bargain rates (early reservation, two for one, special offers, etc.).  

PRESENTING AND REPORTING:

Please submit written reports by February 15 to Sharon Gates, Assistant to the Clerk (email address below).  Guidelines for reports are on the PYM web page. Reports sent after 2/15 might not be posted prior to RepCom. Contact Sandy Kewman, Presiding Clerk (email address below) if your committee is presenting at RepCom. 

Interest Groups at the 2020 Annual Session

The process for getting Interest Groups scheduled for Annual Session is on the PYM website. Please submit your proposals by Sunday, March 8 to Sharon Gates, Assistant to the Clerk (email address below).

Junior Yearly Meeting:  The youth leadership of Junior Yearly Meeting (JYM) and JYM  Adult Committee members will  meet at QOF March 6-8 to plan for JYM 2020 at Walker Creek Ranch. JYM planners look forward to worshiping and sharing meals with Friends attending RepCom.  If you have questions, please contact the clerk of the JYM Adult Committee, Dan Strickland danstrickland2001@yahoo.com.

Sandy Kewman, Presiding Clerk of PYM, will preside at RepCom. She and I will send you further information, including an agenda, in one or more follow-up mailings. 

Questions for the Presiding Clerk? Contact Sandy at PYMclerk@gmail.com

We look forward to seeing you in Visalia,
Sharon Gates, Assistant to the Clerk
PYMAssistanttotheClerk@gmail.com

2020 Annual Session

Due to the Covid-19 pandemic Pacific Yearly Meeting’s 2020 Annual Session will not be an in-person gathering but will take “virtually” in various online programs and meetings over a longer period. The gathering was previously scheduled to take place July 10-15, 2020, at Walker Creek Ranch near Petaluma, CA, USA.  This year’s theme is “Radical Inclusivity:  Responding to the Persistent and Insistent Love of God“. See Clerk’s Call to 2020 Annual Session for more on the original plans. See the Clerk’s Announcement for more about the changes in store.

This page will contain information and documents related to the preparation for and conduct of the 2020 Annual Session as plans develop for conducting it (or some version of it) online. Afterwards any “outcomes” (e.g. epistles and minutes) will be posted here as well.  For information about PYM Annual Sessions in general, please see the Annual Session Information page.

Click on any item in the Table of Contents to jump to that section.

Advance Information

Clerk’s Call

Registration

  • Click here to register. (Opens in a new tab.)
  • Register by TBD to avoid late fees.
  • Apply by TBD for financial assistance.
  • Attendance fees list
  • Information about financial assistance and other ways to reduce the cost of attendance.

Some Deadlines for Annual Session 2020

  • INTEREST GROUP PROPOSALS: March 8. See How to Schedule an Interest Group at Annual Session.
  • APPLY TO VOLUNTEER WITH TEENS OR CHILDREN’S PROGRAM: TBD.  A fantastic way for adults to experience Annual Session and have your registration fees waived as well. Click here for more information and the application form.
  • BUDGET REQUESTS: TBD. Annual Session is where we approve next year’s general budget and any augmentations to current year’s general or annual session budgets. Send requests and input to Finance Committee in time for them to deliberate and prepare their report and budget proposals which FinCom must submit by TBD.
  • ATTENDANCE ASSISTANCE REQUEST: TBD.  Access the form from within registration.  Ensure your Meeting communicates their decision about their portion of contribution by TBD. M&O will communicate decisions to applicants on June 10.
  • REGISTRATION or CANCELLATION: TBD to avoid late fees. After June 12 registrations are subject to a 5% late fee and cancellations are subject to a $100 cancellation fee.
  • REPORTS: TBD. Committees, Officers and Representatives submitting reports for Annual Session should follow these Guidelines for Reports to Annual Session (updated for 2020).
  • POST-SESSION EVALUATION FOR ATTENDERS: TBD.  See below.

Advance Packet and Updates To It

PYM AS 2020 Packet of Advance Materials contains committee reports and other materials in preparation for Annual Session.  If you just want an individual report, you will find it below under Committee and Officer Reports.

  • PYM-AS-2020.Packet-of-Advance-Materials

Updates:  The following are reports and information that are either “new” (i.e. not in Advance Packet) or have been revised or corrected from the version in the Packet.

Information for specific age groups

  • Information for Registrants (all ages)
  • Children’s Program, including permission/medical forms and Welcome Letter to Parents/Guardians/Sponsors
  • Teens (Junior Yearly Meeting, aka JYM) including permission/medical forms
    • JYM’s “What to Expect for Parents/Sponsors” and the “Welcome Letter and What to Bring – Packing List”: see JYM 2020 page
    • Dance Theme 2020 is “TBD” … ALL AGES INVITED! Hosted by JYM.
  • Young Adult Friends (aka YAFs) and their pre-AS Retreat
  • Adults who work with youth (FRAPs, Teachers, Committee Members, Staff, other Volunteers)

Ride Sharing

  • There is a Google document online for people to offer or request rides. You can view and contribute to it here.

During the Session

Community Expectations

  • Community Expectations for All Attenders 2020
  • Walker Creek Ranch Site use policies

Schedules and Agendas

  • Schedule for AS 2020
  • Plenary Agendas for AS 2020
  • The Schedule Explained 2020
  • Interest Group Descriptions and Schedule 2020
  • JYM Schedule 2020

Daily Miracle

This is the bulletin that seems to miraculously appear each morning at Annual Session with schedules, announcements and other information pertinent to attenders as well as to Friends generally.

Keynote Speaker

Mica Estrada will be the keynote speaker. See the Clerk’s Call to AS 2020 (linked above) to learn more about Mica.

Site: Walker Creek Ranch


Committee/Officer Reports

Most of the reports below are also included in the all-in-one Advance Packet as well as in the final Minutes Packet.  Those that are not in the Advance Packet or are revised are marked “not in Advance Packet”.

Arrangements Committee

Children’s Program Committee

Communications Committee

Elder to Presiding Clerk

Faith and Practice Revision Committee

Finance Committee and Treasurer

Historian-Archivist

Junior Yearly Meeting (JYM) Adult Committee

Latin American Concerns Committee

Ministry and Oversight Committee

Naming Committee

Nominating Committee

  • Note: Nominating Slates are proposals brought for approval at Annual Session. They typically go through multiple revisions in the course of the session as additional nominees are found. See the Nominating Committee page for the final approved PYM Roster as of close of session and for any updates that have been posted since then.

Peace and Social Order Committee

PYM Holding Corporation

Quarterly Meetings Coordination Team

Racial Justice Subcommittee

Registrar

Statistical Clerk

Treasurer

  • See “Finance Committee and Treasurer” above

Unity with Nature Committee

Youth Programs Coordinating Committee and YP Coordinator

Reports from Outside Organizations and from PYM Representatives to Outside Organizations

Epistles from other Yearly Meetings

The following epistles (or excerpts from them) were read at various plenary sessions

American Friends Service Committee Corporation

Earthlight Bookstore

Evangelical Friends Church Southwest

Friends Bulletin Corp (Western Friend Magazine)

Friends Committee on Legislation of California

Friends Committee on National Legislation

Friends General Conference

Friends Peace Teams

Friends World Committee for Consultation

Quaker Earthcare Witness

Quaker Oaks Farm

Reunión General de los Amigos en México

William Penn House

Evaluation

If you attended all or part of the session, we hope you will fill out the 2020 Annual Session Evaluation Survey.  The deadline for submissions is TBD.

Epistles from PYM Annual Session

Minutes

  • PYM-AS-2020.Minutes-Packet (these are the final minutes and reports from the business sessions held at annual session.  Most of the committee reports are also included as attachments in this Packet.)

Contacts (2020)

General questions about PYM and Annual Session:
Sharon Gates, Assistant to the Clerk, pymassistanttotheclerk@gmail.com

Registrars: Lawrence Alderson (Orange County) and Brylie Oxlie,
PYM Registrar Gmail <pacificyearlymeetingregistrar@gmail.com>
Mailing Address to mail checks (made out to “Pacific Yearly Meeting”) for completed registrations: TBD
Last year it was PYM Registration; Joe Magruder; 1625 Curtis Street; Berkeley, CA 94702-1328.

Arrangements:
Bronwen Hillman, Clerk of Arrangements Committee <pym.arrangements@gmail.com>

Children’s Program: Clerk: Suellen Lowry suellenquaker@gmail.com

Coordinator: TBD
www.pacificyearlymeeting.org/youth/children/

Teens (Junior Yearly Meeting, aka JYM): Adult Co-Clerks of JYM:
TBD
www.pacificyearlymeeting.org/youth/jym/

Young Adult Friends (aka YAFs): www.pacificyearlymeeting.org/young-adult-friends/. TBD

Daily Miracle:
Secretariat Clerk: TBD <PYMSecretariat@gmail.com>
See Submission instructions if you have something you want to appear in the Miracle.

See more contacts on the Contact Us page

2020 RepCom Reports and Minutes

Pacific Yearly Meeting’s 2020 Representative Committee meeting (“RepCom”) took place March 6-8, 2020, in Visalia, California, at the Visalia Meeting House hosted by Quaker Oaks Farm.

The all-in-one Packet of Advance Materials contains the Clerk’s Call to RepCom 2020 and those committee reports that had been submitted by the Feb 15 deadline.  This page contains additional information about the meeting as well as links to the reports individually.  After RepCom the minutes will be posted here and also on the PYM Minutes page. For general information about Representative Committee and links to records from other years’ meetings, see the RepCom pages.

Some Deadlines

  • REGISTRATION deadline was Saturday, Feb 15. Registration form was here.  Click here for a list of recommended nearby hotels.
  • REPORTS  deadline was Saturday, Feb 15Instructions are below.
  • BUDGET REQUESTS: RepCom is where we approve the Annual Session Budget as well as handle any mid-year General Budget augmentations. Requests should have been submitted to the Finance Committee well in advance of the Feb 15 report deadline.
  • INTEREST GROUPS FOR ANNUAL SESSION:  Sunday, March 8 (the end of RepCom) is the deadline for committees to submit seasoned proposals for Interest Groups at Annual Session 2020.  See  How to Schedule an Interest Group at Annual Session for details.

Clerk’s Call and Advance Materials

Minutes Packet

  • PYM RepCom 2020 Minutes Packet will be posted here and on the PYM Minutes page just as soon as humanely possible.

Committee and Officer Reports

Individual reports are linked below.  Most are already included in the all-in-one Packet of Advance Materials which was posted on Feb 21.  Those that didn’t make it into the packet are marked as such.

Reports from Outside Organizations and from PYM Representatives to Outside Organizations

Instructions for Authors of Documents for this Page

  • Officers, Committee Clerks and other authors of advance documents please do the following:
    • See the Guidelines for Reports to Representative Committee 2020 for more detailed style guidelines and a template Word file you may use.
    • Send in your report as a .doc or .docx file –or equivalent– (rather than as email text or .pdf).  This will help the Secretariat and Recording Clerks have access to the text and formatting as well as simplifying our document management process.  You are encouraged to use this template Word file.
    • Name your report file like this: CommitteeName-Report-to-RepCom-2020.doc or .docx.  For example:
      • Ministry-and-Oversight-Report-to-RepCom-2020.doc,
      • Latin-American-Concerns-Report-to-RepCom-2020-02-10.docx
      • Note that the names are quite long enough without adding the word “Committee”.
    • Email by Feb. 15, 2020 to the Assistant to the Clerk (Sharon Gates) <pymassistanttotheclerk@gmail.com>.
    • We will post your report here as a PDF that we will create from your .doc.
    • Documents received by the deadline (Feb. 15) will be assembled into an “advance packet” distributed electronically to all participants.  Documents received late will be more difficult for participants to find and may be overlooked.  So please submit your report by the deadline or earlier if you can manage it.

RepCom 2020 Announcement

Save the Date
PYM Representative Committee
March 6 – 8, 2020 in Visalia, CA

To download this announcement as a PDF, click here.

Representative Committee (RepCom) will meet on the ancestral land of the Wukchumni Tribe March 6 – 8, 2020 at Visalia Meetinghouse. Our gathering will be hosted by Quaker Oaks Farm (quakeroaksfarm.org). As you make your arrangements, please plan to arrive for Friday dinner, if possible. If we have not finished our business by Saturday dinner, we may need to continue into Saturday evening or even on Sunday, so please plan accordingly. Continue reading “RepCom 2020 Announcement”

News from Latin American Programs

The Latin American Concerns Committee calls your attention to two upcoming opportunities for you to become involved with Friends projects relating to Latin America and Latin Americans. The first is a program and dinner on March 23, 2019, in support of the  Undocumented Student Scholarship Project of Sacramento Friends Meeting.  The second is a one-week Teaching English Experience taking place in Antigua, Guatemala, January 3-11, 2020.   Continue reading “News from Latin American Programs”

Invitation to a Weekly Online Worship

Pacific Yearly Meeting Eldering Subcommittee of Ministry and Oversight

Invitation to a Weekly Worship with Attention to the Spiritual Wellness of Our Pacific Yearly Meeting

All Pacific Yearly Meeting Friends are invited to an ongoing online meeting for worship with attention to the wellbeing of our yearly meeting community.  Sponsored and hosted by the Eldering Subcommittee of Ministry and Oversight, with the endorsement of the Yearly Meeting Clerk, Sandy Kewman, and Assistant to the Clerk, Sharon Gates, this half-hour meeting for worship will be held on the Zoom video conferencing platform Wednesdays, 7:00 pm Pacific Time.  Dress code is casual.

How it works:  Download the Zoom app to your computer, tablet, or phone at  https://zoom.us/  At 7:00 pm on Wednesdays, enter the meeting number, or click on the link.  You can also participate by calling in on your telephone to one of the numbers below.  We will start in worship, so please mute your microphone or phone as soon as you enter, and remember to unmute if you have spoken ministry to share.  If you forget to mute, the member of the Eldering Subcommittee who is hosting may mute you. If you click “Gallery View,” you will be able to see everyone, Hollywood Squares style.  If not, you will see only one person on “Speaker View.” Gallery View feels more like meeting for worship. For technical assistance, please email Carl Magruder at theearthquaker@gmail.com, or Mica Estrada at cheerful.mica@gmail.com

  • Ways to join the worship:
    • Join from PC, Mac, Linux, iOS or Android: https://zoom.us/j/892996243
    • Or iPhone one-tap :
      US: +16699006833,,892996243# or +14086380968,,892996243#
    • Or Telephone:
      Dial(for higher quality, dial a number based on your current location):
      US: +1 669 900 6833 or +1 408 638 0968 or +1 646 876 9923

Though skeptical about online worship at first, those of us who have tried it find this time together spiritually nourishing, and have come to look forward to Wednesday evenings with anticipation.

It is not expected that anyone will have perfect weekly attendance, but that the meeting will be kept by those who join in on any given Wednesday.

With Gratitude,

Eldering Subcommittee of M&O