Communications Committee

The ministry of PacYM’s Communications Committee is to nurture and grow the “beloved community” by facilitating communication both within and outside of Pacific Yearly Meeting (PacYM), both during and outside of the Annual Session.

Communications Resources

… that are under the care of or somehow connected with PYM Communications Committee…

Contacts: Directories, PacYM Role-based Emails

We have some initiatives for improved communications within PYM that are just beginning to become operational.

  • Directories: We are developing a PYM-wide directory.  Until that is available ask your local meeting’s PacYM Representative for access to the Quarterly Meeting directories (SCQM and CPQM).
  • Role-Based Email Addresses:  We are also working to (re)establish role-based email addresses @pacificyearlymeeting.org.  See the Contact Us page for addresses that are currently functional (as well as some earlier gmail role-based addresses).  If you are in a PacYM role that would benefit from having a role-based email address, please contact the Communications Committee.

Virtual Committee Meetings Support

Video and Phone Meetings
Collaborative Tools

Communications Committee has recently set up a PacYM G Suite for Nonprofits account with Google.  This account will allow us to set up subaccounts for PacYM committees to store their documents (Google Docs, Google Sheets, etc) and collaborate online.  PacYM committees that have already set up their own Google accounts privately may wish to transfer their content into PacYM G Suite account so that it can remain property of the committee when the membership of the committee turns over (“institutional memory”).  Contact the Communications Committee for more information on this.

Listservs and Email support for Committees and Groups

Some PYM committees set up listservs, such as with Google Groups, for communication among themselves (though they almost always defer decision-making to their meeting times, which makes for better process in finding Unity). Email listservs work by having one email address, such as xyzcom-pym@groups.google.com, which sends the intended email to everyone in the group. This makes it easier to ensure that everyone gets the sent message (that someone isn’t inadvertently left off, or that it goes to their correct address), and it also creates an email archive.

Here are some tips if you’re setting up or updating your committee’s listserv:

  • Make sure more than one person is the ‘owner’ in case something happens to one of them or their email account. One option is to ask Communications Committee to appoint a person or account to be your back-up administrator (they don’t have to read all the emails, just have access if need be).
  • Ask the PYM Presiding Clerk if they want to be on your listserv (this keeps them updated and allows them to easily communicate with your committee).
  • Decide if you want it to be a closed or open group. In the permission settings, make sure that all of your members can send/post. There is an option to allow ‘anyone on the web’ to send messages to the group; there might be a reason you want this, but probably not. You can also make the group visible or invisible in the Google Group listings: unless you want anyone on the web to be able to ask to join, set it to private.
  • If and when Communications Committee sets up G Suite for PYM, there will be a listserv option within it.

Note: The Youth Programs Coordinator maintains the listservs for YPCC, JYM, and CPC.

Website and Announcement Requests

To have something posted to the website and/or emailed out, send your request to PYM Assistant to Clerk at <AssistantToTheClerk@pacificyearlymeeting.org>. Usually our process is to make a post on the website and then send out an email to MM Clerks and Representatives with a link to the new post.

Social Media

Social media links can be found on our links page. Note that some of these may be informal and not under the care of any committee.

Reports

The predecessor to the Communications Committee was the Electronic Communications Subcommittee of Ministry and Oversight, or ECSC, established in …(?)… .  Most of the time the work of ECSC was described only briefly within M&O reports.  In a few cases ECSC issued lengthier separate reports.  Linked below are those reports that were issued separately, plus a single document collecting the shorter reports that were embedded in M&O reports.

Policy Documents

Website Policy

Privacy Policy

Data Protection Policy

Communications and Membership Database Policy

Contact Information

  • See the Contact us page for matters related to communications within PacYM, including:
    • the PacYM website,
    • Secretariat (minutes, Daily Miracle),
    • sending announcements,
    • submitting reports,
    • internal work and deliberations of the Communications Committee itself.

See also the Roster of PYM Officeholders for a complete list of officers, appointees, committee members, and delegates from PacYM, but without contact information.

Job Description

See job descriptions page for a formal charter for the Communications Committee.

History: Creation of a new Communications Committee of Pacific Yearly Meeting was authorized at Annual Session 2017 as part of a broader restructuring of PYM approved in AS Minute 2017-06.  The approved restructuring proposal describes the new committee in the following terms:

[The Communications Committee] could initially be created with the current Electronic Communications Subcommittee of Ministry & Oversight and the Secretariat Committee. As the name states, this committee would be responsible for communications within the Yearly Meeting (electronic and other) and would take on some of the related tasks currently performed by the Assistant to the Clerk (who would serve on this committee ex officio).  Communications Committee would be responsible for the Yearly Meeting’s online presence, including the PYM website, social media and other presences as these are developed. It would also be responsible for the Daily Miracle and the secretariat office duties related to Annual Session.