Zoom Video Conferencing Available for PYM Business

Dear PYM Committee Clerks, Officers, and Reps,

We have two Zoom (video conferencing) accounts available for PYM-related business.

If you would like to request to schedule a zoom time block, contact the Assistant to the Clerk at <pymassistanttotheclerk@gmail.com>.

Include the following information:
Continue reading “Zoom Video Conferencing Available for PYM Business”

Evaluation of PYM Youth Programs — Responses Requested by 12/30/18 from Individuals, Meetings, Committees, Organizations, and other Groups

Dear Friends throughout Pacific Yearly Meeting,

**Please share this widely and encourage others to respond**

The PYM Youth Programs Committee (YPCC) is taking time to reflect on the expectations of the Youth Programs Coordinator (YPC) position, the roles of the committee and coordinator, and how to improve PYM’s ability to effectively operate as an employer. For these reasons, we are sending this invitation to participate in our program evaluation along with the announcement of Alyssa Nelson’s resignation from the YPC position.

Continue reading “Evaluation of PYM Youth Programs — Responses Requested by 12/30/18 from Individuals, Meetings, Committees, Organizations, and other Groups”

Youth Programs Coordinator Resignation Announcement

Updated post 5/16/19:

May 15, 2019 was Alyssa Nelson’s last day in the YPC job. You can read more in her farewell letter, YPC Epistle XIII – May 2019.

The Youth Programs Coordinating Committee will be making an announcement about the new YPC shortly. At the end of Alyssa’s final epistle contains contact people for the interim.

Updated post 1/9/19:

Alyssa Nelson has agreed to postpone her resignation from the Youth Programs Coordinator position, originally slated for January 31, until later in the Spring in order to continue supporting youth and children’s committees as they prepare for upcoming events.

We are actively recruiting for a new Youth Programs Coordinator and ask your assistance in circulating the following job posting:

  • Pacific YM Seeks Youth Programs Coordinator: Pacific Yearly Meeting is accepting applications to fill the full-time position of Youth Programs Coordinator. The role of the Youth Programs Coordinator is to enhance the spiritual development and nurture of youth (‘youth’ being defined as children, teens, and young adults) and intergenerational community within the Yearly Meeting. The full position announcement, job description, and application process are posted here. The position will remain open until filled, however priority will be given to applications received by February 15, 2019.

Original post 11/5/18:

Dear Friends,

We are writing you as co-clerks of the PYM Youth Programs Coordinating Committee with an announcement that might come as a surprise, along with a request for input into our program evaluation by December 30th.

Resignation announcement:
Continue reading “Youth Programs Coordinator Resignation Announcement”

Launch of the Faith and Practice Revision Process – A Request

Dear Friends,

The Faith and Practice Revision Committee invites you to engage in the “rolling revision” process of prayerfully discerning how our Faith and Practice can support meetings and individuals as we seek to live an authentic Quaker spirituality.  The first round of revisions is now ready for your consideration.

We request that monthly meetings and other bodies review the proposed revisions together and send us those points upon which they found unity. If no unity is found, a brief description of the feel of the meeting is welcome. We anticipate that this process will occur three (or so) times per year, as new revised pieces are presented.

Continue reading “Launch of the Faith and Practice Revision Process – A Request”

Guidelines for Reports to Annual Session

(updated for 2019 annual session)

Friends, we ask for your support in using these guidelines to prepare your report to Annual Session 2019. We are working to make reports more readable for Friends to increase the number of people reading reports in advance.

Note that where these guidelines refer to “committees,” the intention is that the guidance applies equally to PYM officers and to representatives/delegates from PYM to other organizations. Subcommittees may also submit their own reports in consultation with their Committee.

All committees should submit a report, even if it is brief. We want to create more awareness among the whole community and to continue to find ways to better support one another.

Reports should be emailed to the Assistant to the Clerk (PYMAssistanttotheClerk@gmail.com) by June 14, 2019Reports received by the deadline will be assembled into an “Advance Packet” available electronically to all participants.  Reports received late will be more difficult for participants to find and may be overlooked.

Reports should provide an overview of the committee’s work, specifically work done since the previous Annual Session. Reports do not need to list all of the things the committee and its sub-committees or working groups have done during the year. Rather, reports should communicate how Spirit has moved through the committee since the last Annual Session.

Broader “news”, that is, more detailed and extensive information, should not be included in the report but may be posted separately in the committee’s section of the Annual Session web page and/or the committee’s page on the PYM website (by emailing to PYMAssistanttotheClerk@gmail.com).

Reports from committees, if submitted in time, will be included in the Advance Packet for the Annual Session.  In any case, they will be posted on the PYM website (on the Annual Session web page and on your committee page if you have one) and will be printed and posted on the dining room windows during Annual Session.  Afterwards they will be included in the final minutes document as attachments.

News documents will generally not be included in the Advance Packet or the final session minutes, but they will be posted on the website along with the reports.  Also you are welcome to print copies yourself to place in the Information Tent for Friends to read during Annual Session.  (If you run out, more copies can be printed at the Secretariat at Annual Session, so print sparingly.)

To encourage broad readership, reports should be brief—most should be 1-2 pages long. If your committee’s draft report is 3 or more pages, talk to the Assistant to the Clerk at least 2 weeks before the reports deadline (i.e. aim for June 1, 2019).

Because consistent formatting across reports make them easier to read, please use the following formatting:

  1. 1” margins
  2. 11 point Calibri font
  3. Section headings in bold
  4. Header (all pages, centered, two lines, 14 point Ariel font):
    1. Line 1: [Committee Name]
    2. Line 2: “Report to Annual Session 2019”
  5. Footer (centered, all pages, 11 point Ariel font):  Page X of Y
  6. Do not include photos, as these make creation of the minutes document more difficult and do not print well in black-and-white.
  7. A summary section at the top listing any action items and any specific requests (for example, key items for Meeting Representatives to convey). If there are no action items or requests, write “None” in this section.
  8. Highlight any action items and/or draft minutes in bold
  9. The last paragraph of the report should list the members of the committee, with the clerk’s name last followed by the word “Clerk” in parentheses.

You may use the attached TEMPLATE_Report_to_AS_2019.docx or you can set up the formatting yourself in your Word document.  Please keep any formatting simple (avoid using custom Word “Styles”), and note that Secretariat editors may need to do some reformatting to fit with other reports in the Advance Packet and the final minutes packet.

Submit the report in Word format (.doc or .docx) with the filename following the model

  • Model
    • CommitteeName_Report_to_AS_2019.docx (or .doc)
  • For example:
    • Ministry_and_Oversight_Report_to_AS_2019.doc,
    • Latin_American_Concerns_Report_to_AS_2019.docx
  • Note that the names are quite long enough without adding the word “Committee”.

Do not submit the report in PDF format unless it has tricky formatting (such as the budget). This is to facilitate creation of the advance reports packet and of the Annual Session minutes.

Thank you for your support in these changes to the way we communicate from committees back to the Yearly Meeting. We hope that using these guidelines will increase the number of people reading the reports about your important work.

Sharon Gates, Assistant to the Clerk

 

 

Community expectations for PYM Annual Session 2018

Our Annual Session is a gathering of the Beloved Community where Friends labor and rejoice together in discerning the will of Spirit. For us to go deep into worship and community, we must create a safe and healthy container. Please use these reminders to make Annual Session a joyful occasion for all.

We ask that all Friends uphold the following expectations:

Continue reading “Community expectations for PYM Annual Session 2018”

Welcome to JYM 2018

Quick links for 2018 JYM:

 

Watch this page for …..

Continue reading “Welcome to JYM 2018”