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

YPCC Evaluation Report to AS 2019

DOWNLOAD:

This post is linked from the YPCC web page.

 

WEB VERSION:

PYM Youth Programs Coordinating Committee
Program Evaluation Report 2019
(See also the summary of responses in appendix in linked PDF, above)

Summary

Responses to an online survey, sent to meetings and individuals in December 2018, provided clear support of the Youth Programs Coordinator (YPC)  and offered suggestions and critiques of the efforts of the YPC and the Youth Programs Coordinating Committee (YPCC). Respondents who have been active in regional events such as Annual Session and Quarterly Meetings were more knowledgeable regarding impacts on the youth programs and listed many positive changes observed since the program began. A desire for support of the children’s program and youth programs in monthly meetings was expressed. A concern that youth programs were not developing a spiritual foundation and that we address issues of racism, classism, sexism and ageism were also expressed. Respondents were divided regarding the question of hiring an administrative support person and focusing the YPC role on youth activities.  A majority of respondents support the cost of the YPC as money well spent, with some expressing concern regarding the impact of the cost on meeting budgets and limited impact seen at the monthly meeting level.

Continue reading “YPCC Evaluation Report to AS 2019”

Welcome Letter to Children’s Program Families 2019

Dear Children’s Program Families of Pacific Yearly Meeting:

Thank you for registering your child(ren) for Pacific Yearly Meeting’s 2019 Annual Session! The Children’s Program Committee looks forward to our joyous work of nurturing children and families at Annual Session.

Please read this letter thoroughly in preparation for our week together.

Last year we had a lot of fun and came together as a community to learn more about the Quaker Way. This year, we’ll continue taking advantage of outdoor education opportunities at the site and blending them with other forms of Quaker teaching and learning. And once again, we have an enthusiastic and skilled group of teachers and support staff. Continue reading “Welcome Letter to Children’s Program Families 2019”

New Document and Renewed Request for Further Seasoning on FGC Affiliation

To Meeting Representatives and Clerks of Monthly Meetings

Ministry and Oversight Committee renews its request, sent last March, for monthly meetings to further season the matter of FGC affiliation between now and June 30, 2019.

The purpose of this message now is to alert you to a new document, 2019 FGC Talking Points, containing information that may be useful to your monthly meeting as we continue to labor with the question of FGC affiliation.  These talking points were shared with members and observers at the recent FGC Central Committee meeting, and are posted here with permission of FGC. Continue reading “New Document and Renewed Request for Further Seasoning on FGC Affiliation”

Volunteer with JYM or Children’s Program at 2019 PYM Annual Session: DEADLINE EXTENDED

Update 6/5/19: MORE VOLUNTEERS ARE STILL NEEDED WITH THE TEEN AND CHILDREN’S PROGRAMS, as soon as possible: A fantastic way for adults to experience Annual Session and have your registration fees waived as well.  Learn  more below in the original invitation:

——-
Dear PYM Friends:

Can you think of a Friend who’d be a good fit to volunteer with children or teens at Annual Session? Please send this message to them!

Continue reading “Volunteer with JYM or Children’s Program at 2019 PYM Annual Session: DEADLINE EXTENDED”

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”

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”

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