2013 Annual Session Proposed Budget

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2012 Proposed
6100 · Income Budget Actual 2013
6110 · Miscellaneous Contributions 1,000 225 250
6111 · Registration fees for Session 119,150 98,816 106,800
6112 · Fees from Session Accts. 8,241 8,000
6113 · Fees from General Accts. 6,607 6,000
Total 6100 · Income 120,150 113,889 121,050
6200 · Expenses
6220 · Registrar’s Expenses 300 92 200
6221 · Secretariat’s Expenses 1,000 726 1,500
6222 · Arrangement Clerk Expenses 1,000 0 600
6223 · Children’s Program 12,500 9,928 11,000
6224 · Cost of Facilities 83,000 71,629 92,400
6225 · Junior Yearly Meeting 5,700 4,819 5,500
6226 · Young Friends 200 53 200
6227 · Breakage 100 0 100
6228 · PYM Clerk’s Invited Guests 1,000 422 1,000
6229 · Insurance 2,200 500 500
6232 · Bank Fees 50 12 50
6233 · Miscellaneous 100 0 0
6234 · Fee for registration 5,000 5,000 3,000
6235 · Contingency Expenses 8,000 0 5,000
Total 6200 · Expenses 120,150 93,181 121,050
Excess: 20,708

2013 Annual Session Proposed Fees

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Proposed 2013 Annual Session Fees

 

Age/Status Fee #Att. Totals
Mtg. for Memorials 0
0-5 0 4 0
6 to 12 camping & economy 180 16 2,880
13-25 camping & economy 300 22 6,600
Adult camping & economy 425 75 31,875
dormitory 6-12 230 4 920
dormitory 13-25 300 9 2,700
dormitory adult 550 50 27,500
trpl/dble 6-12 340 2 680
trpl/dbl adult 670 35 23,450
double w/b 6-12 500 2 1,000
double w/b adult 750 10 7,500
single w/ bath 950 0 0
daily camping 6-12 40 0 0
daily camping 13-25 60 6 360
daily camping adult 90 8 720
daily semi-private 6-12 70 0 0
daily semi-private adult 140 4 560
daily deluxe 200 1 200
248 106,945

2013 RepCom Finance Report

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2013 PYM REPRESENTATIVE COMMITTEE

FINANCE COMMITTEE REPORT

Finance Committee brings forward the following items for consideration:

1.  Request for budget augmentations:

a.  PYM Delegates, Western Friend Board, Expense Account line 5271 was budgeted at $1500.  Western Friend Board Travel Reserve Account line 2748 contains $765.  As of 2/28/2013, $1323 has been spent from the Expense Account.  With the expenditure of the Reserve Account total, an augmentation of $235 to the Expense Account is requested.  The total of Expense Account line 5271 would then be $1558.

Reason: The budgeted Expense Account and the Reserve Account are not sufficient to cover estimated travel expenses.

b.  PYM Delegates, Evangelical Friends Church SW, Expense Account #5283. Originally budgeted $150. Request augmentation of $150 bringing total to $300.

Reason: The budgeted amount was not sufficient to cover travel expenses.

2.  Informational question—

If you could charge the Annual Session expense to a credit card, would you pay a 3% surcharge and use that option?

3.  Finance committee is exploring alternatives to banking with Wells, Fargo.  Bank of the West has branches in Northern and Southern California.  Bank of the West is a subsidiary of BNP Paribas and BNP Paribas is an international corporation with headquarters in Paris and London.  Please email any information you might have, pros and cons, about Bank of the West to the PYM Treasurer, Ed Flowers at flowers2@sonic.net.

4.  Proposed Annual Session Budget and Fee Schedule Attachments. (links to PDF files)

 

Submitted by Donna Smith, Clerk, PYM Finance Com.

 

 

2013 RepCom Schedule

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REPRESENTATIVE COMMITTEE OF PACIFIC YEARLY MEETING

2 – 3  March 2013
Santa Cruz Meetinghouse
225 Rooney St.
Santa Cruz, CA 95065
Exit Hwy 1 @ Morrissey

SCHEDULE

Friday 1 March

Friday dinner is on your own; if you wish to accompany other PYM folks to a local restaurant, gather at the Santa Cruz Meeting House (225 Rooney St.; Santa Cruz 95065 – Hwy 1 Morrissey exit) at 6 pm.

Saturday 2 March

8:00 – 9:00               Gather at the Santa Cruz Meetinghouse.  Breakfast at home of your host, or partake in a light breakfast (bagels, yogurt, fruit, etc.) at the Meetinghouse.

9:00                         Worship

9:30 – 12:20             Agenda Topics   (break as needed)

12:30 – 1:30              Lunch 

1:30                        Worship

1:50 – 5:30            Continuation of Agenda Topics  (break as needed)

6:00 – 7:00            Dinner

7:00 – 9:00            Continuation of Agenda Topics  (break as needed)

Sunday 3 March (if needed)

8:00 – 8:30             Gather at the Santa Cruz Meetinghouse.  Breakfast at home of your host, or partake in a light breakfast (bagels, yogurt, fruit, etc.) at the Meetinghouse.

8:30 – 10:00            Continuation of Agenda items

10:30                         Santa Cruz Meeting for Worship

 

                               AGENDA TOPICS

  1. Hosts’ comments; Agenda Review; Roll Call
  2. Nominating and Naming Committees
  3. Treasurer’s Report
  4. Youth Program Coordinator
  5. Dissolution of Pacific Friends Outreach Society (PFOS)
  6. Finance Committee/ Fees for Annual Session
  7. Registrar/Registration Service
  8. Arrangements
  9. Children’s program/JYM
  10. Schedule for Annual Session (draft)
  11. Earthlight Bookstore
  12. Holding Corporation & Site Committee;  permanent location?
  13. Representative Support
  14. Hearing and approval of minutes.

 

 

 

2013 RepCom Treasurer Report

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Pacific Yearly Meeting

Treasurer’s Report-Narrative

Representative Committee Meeting

March 1-3, 2013

PYM has two accounts; the General Account for all economic activity outside of the Session, and the Session Account. For both accounts, the fiscal year is October 1st through September 30th.

Items of Note

General Account

  • For the General Account, this report covers the years 2011-12 and year-to-date, 10/01/2012 through 01/31/2013.
  • Income from Monthly Meetings (#4101) for this fiscal year, as of 1/31/2013, is $63,595. Thank you!
  • 5213-Attendance Assistance for the Annual Session was budgeted at $7,000, and $1,286.50 of it was not used.
  • Last fiscal year, income exceeded expenses by $3,795. This was added to the Reserve.
  • In the current fiscal year, $4,000 has been moved from the Youth Program Reserve to the general account. The current (1/31/13) balance in the Youth Program Reserve is $13,383.
  • We have a $20,000 3-year loan to Friends House. The interest on this 3%, which is much better than any CD we can get at this time.
  • FGC Scholarship (#2735) is used to support Young Friends to attend FGC. This account now has a balance of $1,979, down from $20,460 in 2000.
  • On page 3 of the report, I’ve added Donations to Restricted Funds. Thank you!

Session Account

  • For the 2012 Session, income exceeded expenses by $20,709.
  • As of January 31, 2013, we had $33,971 in the Session bank account. We also have deposits of $4,000: $2,000 with Mt. Madonna for 2013 and $2,000 with Walker Creek for 2014.
  • Note that in 2010 the Session Reserve was $1,832, in 2011 it was $16,729, and that now it is $37,971.

Respectfully submitted,

Ed Flowers

Treasurer

See 2013 RepCom Treasurer Report  for full report and spreadsheets not displayed here. (PDF file)

2013 RepCom Reports

2013 RepCom Minutes

2013 Representative Committee Reports

 

The Future of the Yearly Meeting Sub‐Committee of PYM Ministry & Oversight

6/28/10

TO: Monthly Meeting Clerks, Monthly Meeting Representatives, and Friends

FROM: The Future of the Yearly Meeting Sub‐Committee of PYM Ministry & Oversight

With great appreciation for the responses from Monthly Meetings and individuals, this Committee brings forth in this packet a compilation of some of your deepest thoughts and concerns about our Yearly Meeting. We ask that you read the materials thoughtfully and come to our Annual Meeting in July prepared to discuss and aid in furthering this work that we have undertaken together.

There will be an Open Committee Meeting of our Committee on Wednesday evening, July 28th, during the Annual Gathering when we will discuss the enclosed documents. We hope that Monthly Meeting Representatives will find a way to discuss the materials with their Meeting members and bring their input to the discussion.

Because the depth of your responses went beyond the scope of our earlier Draft Proposal, we have added two documents: Observations on the Purpose of the Yearly Meeting, and an Addendum. These two documents are for information only, and will require no action. The revised “Proposal for Change” is the only document on which we will be asking for action.

There is also a Suggested Job Description for Monthly Meeting Representatives. It is offered to Monthly Meetings in an effort to help Meetings select individuals who are prepared to do the work that will be asked of them as Representatives.

The following documents are enclosed in this packet:

I. Observations on the Purpose of Yearly Meeting

II. Proposal for Change in how the Representative Committee Functions to Support PYM

III. Addendum: Discussion of views shared with us that did not become a part of the proposal, plus information regarding some other Yearly Meetings

IV. Suggested Job Description for Monthly Meeting Representatives to Pacific Yearly Meeting

Observations on the Purpose of Yearly Meeting

These descriptions speak to the meaning of the Yearly Meeting as felt by many and represent what we heard from those who gave us feedback. We note when the reference is to the Yearly Meeting as an organization (PYM), or when the reference is to the Annual Gathering (AG).

PYM as a year‐round organization is:

A resource regarding Quaker process, practice, beliefs, and history for Monthly Meetings, Preparative Meetings, Worship Groups and individual Friends;

A vehicle to maintain the structure and practices of the Yearly Meeting, Quarterly Meetings, and Monthly Meetings as part of the Religious Society of Friends; and The source of Faith and Practice.

The Annual Gathering provides an opportunity for:

Deeper connections with other F/friends through Worship, Worship Sharing, Bible Study, socializing and more;

Practicing corporate discernment of God’s will on issues of conscience;

Demonstrating the sensing of Worship on the occasion of Business; and

Spiritual nourishment through daily worship, Bible study, shared ministry and daily interactions.

Through year‐round activities and the Annual Gathering PYM is a source for child and youth enrichment, especially for those youth who are in Meetings with very few young people, providing:

A connection with other youth of like‐mindedness;

An opportunity to make friends among Friends;

Religious Education and practice models, including conducting business meetings, selecting leadership, practicing discernment, writing epistles, and more.

Proposal June Revision.docx (6/27/10 3:46 PM) Page 1 of 3

Proposal for revitalizing Pacific Yearly Meeting Representative

Committee and strengthening the voice of Monthly Meetings through their representatives (June 27, 2010)

I. The PURPOSE of these proposed changes is to:

A. Strengthen and nurture the life of Monthly Meeting (MM) by:

1. encouraging greater involvement in the larger body of Friends

2. providing an opportunity for a more active role in the life of the Yearly Meeting, thus expanding the experience of local Friends

3. increasing opportunities for individual spiritual growth at PYM

4. giving PYM a more effective way to address the needs and concerns of the MM

B. Increase and strengthen the involvement and influence of MM in the work of the Yearly Meeting (YM)

C. Increase the time available at the Annual Gathering (AG) for spiritual experiences and fellowship

D. Open more time for in-depth discernment on issues of conscience and concern to the YM

E. Reduce the amount of time and energy spent in Plenary Sessions on routine Business at the AG

F. Create a structure that will assure that MMs have an opportunity to give input on issues before the YM and to convey concerns of the MMs to the YM

II. The PROPOSAL:

It is proposed that the Representative Committee of PYM assume responsibility for acting on more of the business of the Yearly Meeting, including:

A. Acting on any items prior to AG that do not change well established practice, including action on:

1. the annual budget of the YM

2. the budget for the AG

3. interim (midyear) nominations, to be confirmed at the AG

4. the laying down of standing or ad hoc committees

5. the decision to call for a revision of Faith and Practice

6. reports from officers, standing committees, and Monthly Meetings to assure that appropriate responses or referrals are made as called for

7. referrals of appropriate matters to officers, committees, and to the YM, with any recommendations reached by RepCom

8. the selection of an ad hoc committee to name the Nominating Committee, consisting of 3 members, one of whom will serve as clerk, plus one alternate

B. It is further proposed that the AG of PYM remain responsible for action on:

1. any Minute changing well established practice of the YM

2. nominations of Officers, Committee Clerks and members, and Representatives to Quaker organizations, and confirmation of any interim appointments made at RepCom

3. any changes in affiliation with or representation to other organizations

4. revisions, additions or deletions to Faith and Practice

5. allowing sufficient time in AG schedule for discernment sessions that allow in-depth consideration of issues of conscience

C. To assure that all attenders of the AG are well informed, reports from Committee Clerks shall be:

1. submitted to the Assistant to the Clerk by June 30th preceding the AG, to be prepared as Documents in Advance; and

2. distributed as part of the registration process at the AG.

III. The proposed STRUCTURE to accomplish the changes includes:

A. Changes in the way Representative Committee Meets

1. The current meeting of RepCom in March will be lengthened to 1 1/2 days to assure sufficient time to consider the expanded agenda.

2. Representative Committee shall be held the weekend of the first Sunday in March for all members of Representative Committee, as defined below.

3. A Representative Committee Meeting will be scheduled mid-week at AG.

B. Membership of the Representative committee (per Faith & Practice 2001)

1. The composition of the committee will continue to include: (65)

a. One Representative from each MM and Preparative Meeting (a possible 37 persons)

b. Eleven Officers of the Yearly Meeting

c. Thirteen Standing Committee Clerks of the YM

d. One Clerk from each Quarter

e. The Registrar

f. The convener of FWCC

g. The immediate past clerk of the YM

2. All members of Representative Committee are expected to attend all meetings and their travel to Representative Committee Meetings will be reimbursed by the Yearly Meeting.

C. Terms Of Office:

1. All Officers and Committee Clerks will be Members of Representative Committee as long as they hold their positions.

2. Representatives of Monthly Meetings shall serve 3-year renewable terms. Observers may also serve 3-year renewable terms, and may be selected as Representatives following their time as observers.

3. The Statistical Clerk of the Monthly Meeting shall report appointments of Representative and Observers to the Statistical Clerk of PYM following their selection and provide an updated list of Representatives and Observers at the AG.

D. Recommended Schedule of Responsibilities for the Representative and Observer/Alternate:

1. The Representative (and Obs.) to PYM shall hold a Meeting with the Clerk of the Monthly Meeting early in the year (prior to RepCom) to prepare for RepCom and to be prepared to notify the clerk of PYM of any concerns or Minutes the Monthly Meeting wishes to bring forward. Information that the Representative should have knowledge about includes:

a. significant activities of the MM

b. issues related to Meeting functioning (e.g. spiritual life, ministry), concerns (e.g. P & SO, UWN, other)

c. Minutes of concern, which have been seasoned and approved by the Monthly Meeting

d. local responses to any PYM identified issues

2. At Representative Committee Meeting in March and at the Annual Meeting the Representative should be prepared to participate actively in seasoning items that come up, assuring that they are assigned appropriately and effectively.

3. As a member of the Representative Committee, the Representative should be prepared to sit on planning, ad hoc, or other committees that carry responsibilities of the Representative Committee. The Representative should be knowledgeable about the larger body of Friends, meetings, written materials, conferences, resources, etc.

4. Following RepCom the Representative and Observer will report to their Meeting on what took place at RepCom, and discuss any issues on which PYM wants to have input from the MM. In addition any reports pertaining to specific committees should be given to MM Clerks of those Committees.

The Representative should prepare to report information from the MM to Representative Committee Meeting at the annual session.

5. Prior to the AG the Representative should inform members of the MM about the upcoming AG, encouraging attendance and providing information to facilitate attendance, such as application for scholarships. Ways of minimizing travel costs should also be discussed, such as car-pooling, vans, public transport, etc. The Representative should be prepared to work with the Quarterly Meeting regarding arrangements for transportation to the AG.

6. Following the midsummer Session of PYM, the Representative is responsible for carrying information back to the MM, and preparing a report for the MM Business Meeting and/or the Newsletter of the significant items coming from the AG and from RepCom deliberations.

7. Representatives will encourage activities, or participate in activities in their Monthly Meetings that will give them a good understanding of the Meeting’s response to any issues to be discussed at RepCom. Although they bring the thoughts, feelings and convictions of their Meeting to matters under consideration, they should not adhere to a predetermined point of view, but join with other members of the Representative Committee in seeking Divine Guidance for the corporate sense of the Meeting (Faith & Practice 2001).

ADDENDUM

Addendum.docx (6/27/10 2:28 PM)

The following items were mentioned in the responses to the original draft proposal, but did not result in changes in the revised version. They were noted, and some explanation is offered here for their exclusion in the revision.

o Concern was expressed about the splitting of business and spiritual issues, the appropriateness of grappling with social issues as a corporate body of PYM and the importance of everyone participating in essential business decisions.

 The AG (or the whole body) remains responsible for acting on issues that would change established practice of the YM. Representative Committee could act on only those business items that fall within established practice, and that are routine matters maintaining the structure and activity of the YM. It is the practice of Yearly Meetings to take action on social issues as called for by our Testimonies. This proposal endeavors to allow time for in‐depth discernment to determine our corporate position on such issues.

o Equal representation from large and small Meetings seems not to equally represent the Members of PYM. Some Meetings are so small they are unable to have a Representative at the AG. Consideration should be given to requiring that Representatives be members of the Religious Society of Friends.

 At the present time the make‐up of the Representative Committee follows the guidance of the current Faith and Practice. These concerns shall be referred to the Discipline Committee for study and possible revision with the next Revision of the Faith and Practice.

o How do other Yearly Meetings conduct their business?

 Intermountain Yearly Meeting has the equivalent of a Representative Committee which is responsible for a broader scope of business than our YM. They call their body a “Continuing Committee.”

 North East Yearly Meeting begins on Saturday and consists of a conference and a business session. The weekend part stands alone as a “conference.” Business is conducted from Monday to Thursday.

 North Pacific Yearly Meeting (formerly) had a steering Committee, which did a portion of YM business, including budgeting, between annual sessions. Now, after an extended period of visioning and restructuring they have established a “Coordinating Committee” which meets at the annual session and two other times during the year to give year-round emphasis to monthly meeting and committee support, involvement and nurture, and to give attention to “emerging issues.” In some ways they have taken business away from their version of “Rep Com” in order for it to focus primarily on Monthly Meeting support and exploring “emerging issues,” shifting a bit more business to the annual gathering. We, on the other hand, are hoping that by giving our Rep Com responsibility for business, we might have a similar effect in getting our Monthly Meetings more involved.

Suggested Job Description

REPRESENTATIVE TO THE YEARLY MEETING

Suggested Job Description.docx (6/27/10 2:00 PM)

Qualifications:

The Representative should be an active participant of the Monthly Meeting, able to participate in the Annual Gathering of the Yearly Meeting and the Representative Committee Meeting in March of each year. Familiarity with, or prior attendance at the Annual Gathering is helpful. Access to e‐mail is useful.

Job Description:

Representation of the Monthly Meeting at Representative Committee Meetings and at the Annual Gathering of the Yearly Meeting by bringing to the Yearly Meeting concerns from the Monthly Meeting and by reporting back on actions and concerns of the Yearly Meeting, so that the Monthly Meeting is informed and included in the life of the Yearly Meeting. The Representative and Observer appointed by the Monthly Meeting should be provided with a copy of the Proposal for Revitalizing the Yearly Meeting

(June 2010). Each Monthly Meeting shall appoint one Representative and one Observer for a three year renewable term.

Tasks: The Representative is expected to:

o Represent the experience, concerns and needs of the Monthly Meeting in the gatherings of Pacific Yearly Meeting’s Representative Committee Meetings and the Annual Gathering

o Participate in seasoning and decision‐making of the Representative Committee and the Annual Gathering

o Carry the business and communications of PYM back to the Monthly Meeting for its consideration, involvement and action

o Educate the Monthly Meeting on the workings and the purposes of the Yearly Meeting

o Encourage participation of Monthly Meeting members and attenders in the Yearly Meeting and help facilitate their attendance by assisting with transportation and scholarship needs

o Remain informed about and engaged in the life of both the Monthly Meeting and the Yearly Meeting

Expectations and Timelines:

Representatives and Observers are responsible for attending the two‐day Representative Committee gathering in March, and Representative Committee Meeting(s) at the Annual Gathering (5 days) during the summer. Time during the year must be scheduled to meet with members of the Monthly Meeting to carry out the information gathering and sharing activities described above. Travel Costs to the Representative for attending Representative Committee Meetings is reimbursed by the YM.

Abuse Protection Policy

This policy has been updated and is posted on the M&O page.

The following item is here for historical reference.

Abuse Protection Policy
Approved by the PYM Ministry & Oversight Committee
May 1, 2010

Policy for Prevention of Sexual and Physical Abuse
in PYM Programs and Activities

Short Title: Abuse Prevention Policy

May 2010

Pacific Yearly Meeting takes reasonable and necessary precautions to insure that our children, young people, and the adults who work with them are safe and secure during their programs and activities, and that the safety and reputation of teachers and program organizers is also protected. However, in an organization made up almost entirely of volunteers, strict requirements regarding references and background checks are cumbersome at best and nearly impossible to enforce.

It becomes the responsibility of all who work with children and young people to be aware of situations in which abuse might occur and prevent those occurrences by following strict guidelines.

Volunteers:

  • All volunteers who work with children and young people are well known (active members and attenders for at least six months before the event, for example) to the program organizers or to their meetings so that the program organizer may easily determine their suitability.
  • Any occasional or casual volunteers who drop in to help may not be left alone with the children or any child not their own, except in an emergency. This includes teen volunteers with children.
  • One-to-one conversations and activities not visible to others, even by fully trusted and familiar volunteers, are strongly discouraged.

Program activities:

  • All programs, rooms, activities are staffed by at least two adults.
  • Locations of activities, programs, classes are easily accessible by parents and other concerned adults—an area outdoors, or with windows, or near adult activities.
  • Field trips or activities in a remote location include an extra adult—for example, two to stay with the group, one to go for help.

Responding to reports of suspected abuse:

  • All reports of suspected abuse are taken seriously, and heard with compassion and without judgment. It is not the responsibility of the report taker to decide whether or not abuse has occurred. Reports made to volunteers or parents must be shared with one of the following, who will then notify the others: the Adult Clerk of JYM, the Children’s Program Committee Clerk, the Clerk of M&O, and Clerk of PYM. However, when a teacher reports suspected abuse to a clerk, the responsibility to report to the official agencies does not shift to the clerk. The person hearing the initial report is responsible for the report.
  • Teachers, medical workers, and therapists are mandated reporters and must report any incidents of suspected abuse as defined by law. We should hold PYM program organizers and teachers to the same standard. The person hearing the report, or a clerk as listed above must make a report to the local child protective service hotline or local law enforcement.
  • All involved adults are held to a standard that respects the confidentiality, sensitivity and reputation of all concerned.

Sexual abuse may include, but is not limited to:

  • verbal or visual obscenities,
  • unwanted sexual comments, teasing or jokes,
  • unwanted sexual or suggestive touching or closeness,
  • pressure for dates or meeting alone,
  • sexual intercourse or touching without consent,
  • sexual intercourse, contact, or touching, even with consent, between two minors or between a minor and an adult,
  • any sort of threat, implied or stated, if the victim “tells.”

State information regarding mandated reporting can be found at

http://www.cdss.ca.gov/cdssweb/entres/forms/English/PUB132.pdf

Note regarding sexual harassment and unwanted sexual activity between  adults: Although this policy is primarily concerned with the safety of children, similar care and concern is extended to adults who report unwanted sexual attention. These reports are referred to the Clerk of M&O, who will discern how to proceed. One important concern may be whether or not, and how, to involve police or other authorities.

Approved by Pacific Yearly Meeting Ministry & Oversight Committee, May 1, 2010