2018 Annual Session Info, Reports and Minutes

Pacific Yearly Meeting’s 2018 Annual Session took place at Walker Creek Ranch near Petaluma, CA, USA, from Friday, July 13 through Wednesday, July 18, 2018. The theme this year was “Faithfulness: A Call to Practice Radical Vulnerability and Love.” See the Clerk’s Call to the PYM 2018 Annual Session.

This page contains information and individual documents related to the preparation for and conduct of the 2018 Annual Session, as well as its outcomes.  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. Reports are organized alphabetically by committee/officer.

Epistles

• Pacific YM 2018 Epistles (All Age Groups)
• Past PYM Epistles

Minutes

• Plenary Business Meeting Agendas (v1.6, new, posted 7/5) (not in Advance Packet)
• The complete packet of Minutes and Attachments is available on the PYM Minutes page.

Advance Information

Clerk’s Call

• Clerk’s Call to the PYM 2018 Annual Session
• Clerks Framing of Listening Session Topic: How PYM Can Witness to a Troubled World  (posted 7/3)

Registration

• Registration: Click here to register. (Opens in a new tab.)
• Additional Information for Registrants. Email that was sent to all registrants as of July 7.  (not in Advance Packet)

Information for specific age groups

• None of the documents in this section are in the Advance Packet:
• 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 2018 page
• Young Adult Friends (aka YAFs) and their pre-AS Retreat
• Adults who work with youth (FRAPs, Teachers, Committee Members, Staff, other Volunteers)

Ride Sharing

(NEW) Ride Sharing Message Boards to post offers and requests for rides to or from Annual Session.  You will need to create your own “Discuss” subaccount (user name and password) to see all the posts or to add a post.

Some Deadlines for Annual Session 2018

Note: these deadlines have all passed.

• APPLY TO VOLUNTEER WITH TEENS OR CHILDREN’S PROGRAM: Positions have been filled (deadline was May 20).  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: June 1. 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.
• ATTENDANCE ASSISTANCE REQUEST: June 1 extended to June 12. Access the form from within registration. Submit online or by mail. Ensure your Meeting communicates their decision about their portion of contribution by June 22. M&O will communicate decisions on June 26.
• REGISTRATION or CANCELLATION: June 12 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: June 22. Committees, Officers and Representatives submitting reports for Annual Session should follow the instructions at the bottom of this page.
• INTEREST GROUP PROPOSALS: deadline was RepCom 2018. To plan ahead for 2019 see How to Schedule an Interest Group at Annual Session.
• EVALUATION FOR ATTENDERS (was due 8/5/18)

Advance Packet and Updates To It

• PYM AS 2018 Packet of Advance Materials (posted 7/4), contains most 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.)

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

• Holding Corporation Report (new, posted 7/5)
• Plenary Agendas (v1.6, new, posted 7/5)
• Naming Committee Report (new, posted 7/7)
• Additional Information for Registrants (new, posted 7/7, also sent as email to all registrants as of 7/7)
• Interest Group Descriptions (corrected a second time, 7/7)
• IRS 501(c)(3) Determination Letter PYM (new, for information only, posted 7/9/2018)
• FCLCA_Report_to_AS_2018 (new, posted 7/10)
• Summary of Evaluations of 2017 PYM Annual Session (linked 7/10 but “old” in sense that it was first posted on RepCom 2018 page, February.  It is not in the Advance Packet)
• Evaluation of Children Program Coordinator Position and a Proposal (new, posted 7/10)
• Evaluation of Children Program Coordinator Position and a Proposal.v2 (new, v2 posted 7/11, replaces version of 7/10)
• State of Meeting Reports: see below under Ministry and Oversight Commttee.  (new, posted 7/10)
  
• Website_Policy_Revision_Proposal_to_AS_2018 (new, posted 7/12)
• RGAM_Observer_Report_to_AS_2018 (new, posted 7/12)
• RGAM epistola 2018 (new, posted 7/12)
• RGAM epistola 2018 ENGLISH (new, posted 7/12)
• Estimating FGC Affiliation Costs 13 July 2018 (new, posted 7/13)
• Quaker_Oaks_Farm_Spring_Camp_Report_to_PYM_AS_2018 (new, posted 7/13)
• Finance Committee_Report_to_AS_2018 rev 7_13_2018 (corrected, posted 7/13, replaces version in Advance Packet)
• Budget Worksheet FY 2018-2019 as of 07_13_2018 (corrected, posted 7/13, replaces version in Advance Packet)
• Honolulu Mtg minute on Nuclear Weapons (new, posted 7/14)
• Chico Meeting Advices on Unsheltered Neighbors (new, posted 7/15)
• Ministry_and_Oversight_Report_to_AS_2018.rev-07-15 (revised,  posted 7/15, replaces version in Advance Packet)
• Nominating Slate as of 2018-07-18 (new, posted 7/18, replaces version in Advance Packet)
• Example Minutes of Concern from Monthly Meetings (all new):
  • Central Coast MM Minute on New Drug Policy (posted 7/19)
  • La Jolla MM Minute on Separating Children (posted 7/19)
  • Orange Grove MM Minute on Averting War with Korea (posted 7/19)
  • Santa Monica MM Minute on Income Inequality (posted 7/19)
  • Redwood Forest MM Minute on Separation of Families (posted 7/19)
• Quaker Earthcare Witness Second Rep Report to AS 2018 (new, posted 7/20)
• PYM Budget 2018-2019.corrected 2018-07-27 (new, posted 7/27)
• Nominating_Supplemental_Report_to_AS_2018 (new, submitted 7/12, but not posted until 10/18)
• PYM Social Justice Work at Local Level Flyer 2018 (new, posted 10/19)

---

During the Session

Community Expectations

• Community Expectations for All Attenders 2018
• Walker Creek Ranch Site use policies

Schedules and Agendas

• Schedule for 2018 Annual Session (v2.4, posted 7/1, replaces v2.2, which was posted 5/28)
• Plenary Agendas (v1.6, posted 7/5) (not in Advance Packet)
• The Schedule Explained 2018 (posted 7/12, not in Advance Packet)
• Interest Group Descriptions (revised 7/7, replaces 7/4 and 6/19 versions) (replaces version in Advance Packet)
• JYM Schedule 2018 (Draft in progress – see it live here) links to a GoogleDoc (not in Advance Packet)
• Dance Theme: “RADICAL 80s”!!!!! (All-Ages event)

Daily Miracle

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.

• Daily Miracles 2018 all-in-one

Site: Walker Creek Ranch

• Walker Creek Ranch Website
• Site use policies
• Maps:
  • Campus Map
  • Campus Map with Quaker markup 2018 (coming soon)
  • Trail Map

---

Committee/Officer Reports

• Arrangements_Report_to_AS_2018 (posted 7/3)
• Childrens_Program_Report_to_AS_2018.v2 (posted 7/2)
• The following is a joint report from Nominating, Ministry & Oversight, and Children’s Program committees:
  • Evaluation of Children Program Coordinator Position and a Proposal.v2 (posted 7/11, replaces version of 7/10, not in Advance Packet)
• Communications_Report_to_AS_2018 (posted 7/3)
• Website_Policy_Revision_Proposal_to_AS_2018 (posted 7/12, not in Advance Packet)
  • This policy was approved.  See PYM Website Policy.
• Faith_and_Practice_Revision_Report_to_AS_2018 (posted 7/2)
• Treasurer’s Report to Annual Session 2018 (posted 6/5)
• Finance_Report_to_AS_2018 (posted 7/2) (obsolete)
• Finance_Report_to_AS_2018 rev 7_13_2018 (corrected, posted 7/13, replaces 7/2 version in Advance Packet)
• Budget Worksheet FY 2018-2019 as of 07_13_2018 (correction, posted 7/13, replaces Draft Proposed General Budget in Advance Packet)
• Finance Draft Proposed General Budget FY2018-19 (posted 7/2, superseded by worksheet posted 7/13)
• IRS 501(c)(3) Determination Letter PYM (PDF) (for information only, posted 7/9/2018, not in Advance Packet)
• PYM Budget 2018-2019.corrected 2018-07-27 as approved in Plenary (posted 7/27, not in Advance Packet)
• PYM Holding_Corporation_Report_to_AS_2018 (posted 7/5, not in Advance Packet)
• Junior_Yearly_Meeting_Adult_Report_to_AS_2018 (posted 7/2)
• Latin_American_Concerns_Report_to_AS_2018 (posted 7/2)
• Ministry_and_Oversight_Report_to_AS_2018 (posted 7/2) OBSOLETE
• Ministry_and_Oversight_Report_to_AS_2018.rev-07-15 (revised,  posted 7/15, replaces version in Advance Packet)
• M&O Name Change Reflections June 2018 (posted 7/1)
• Summary of Evaluations of 2017 PYM Annual Session (new, but “old”: this was first posted on RepCom 2018 page last February) (not in Advance Packet)
• FGC Affiliation
  • Over the past few years, M&O has shared a number of resources to inform the discernment over whether to affiliate with Friends General Conference.  Links to those resources are collected here.  Of these, only the first  is in the Advance Packet.  Sorted chronologically, most recent first:
  • M&O Summary of Monthly_Meeting_Reflections_on_FGC_Affiliation (new for Annual Session 2018, posted 7/4/18)
  • Estimating FGC Affiliation Costs 13 July 2018 (new, posted 7/13)
  • FGC Affiliation Consideration Updates (4/19/2018, published after RepCom 2018)
  • Additional Information about FGC Affiliation and a Request for Monthly Meetings to Season (2/1/2018, published just before RepCom 2018)
  • PYM-FGC Affiliation Frequently Asked Questions (5/31/2017)
  • Benefits of Affiliation with Friends General Conference 2017 (document from FGC)
  • Process and Procedures for a Yearly Meeting to Affiliate with FGC (doc from FGC)
  • FGC programs June 2017 (document from FGC listing “what they are doing”)
  • December 2017 issue of Vital Friends (sample FGC newsletter)
• State of Meeting Reports – collated reports from each monthly meeting (posted 7/10, not in Advance Packet)
  • PacYM Combined State of the Meeting Reports 2018 (added 2/4/2021) – single PDF with all the reports below:
  • State of Meeting Reports 2018 Big Island Meeting
  • State of Meeting Reports 2018 Ciudad de Mexico Junta – ENGLISH
  • State of Meeting Reports 2018 Ciudad de Mexico Junta – ESPAÑOL
  • State of Meeting Reports 2018 College Park QM All Meetings – end May
  • State of Meeting Reports 2018 Honolulu Meeting
  • State of Meeting Reports 2018 Southern California QM All Meetings – edit2
  • State of Meeting Reports 2018 Visalia Meeting
• See also Racial Justice Subcommittee Report, below
• Naming_Report_to_AS_2018 (posted 7/7) not in  Advance Packet
• Nominating_Report_to_AS_2018
• Nominating_Slate_as_of_2018-07-03 (posted 7/4)
• Nominating_Supplemental_Report_to_AS_2018 (new, submitted 7/12, but not posted until 10/18, not in Advance Packet)
• Nominating Slate as of 2018-07-18 (posted 7/18, replaces version in Advance Packet)
• 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_Report_to_AS_2018 (posted 7/2)
• PYM Social Justice Work at Local Level Flyer 2018 (posted 10/19, not in Advance Packet)
• Chico Meeting Advices on Unsheltered Neighbors (posted 7/15) not in Advance Packet
• Example Minutes of Concern from Monthly Meetings (these are not in the Advance Packet):
  • Honolulu MM Minute on Nuclear Weapons (posted 7/14)
  • Central Coast MM Minute on New Drug Policy (posted 7/19)
  • La Jolla MM Minute on Separating Children (posted 7/19)
  • Orange Grove MM Minute on Averting War with Korea (posted 7/19)
  • Santa Monica MM Minute on Income Inequality (posted 7/19)
  • Redwood Forest MM Minute on Separation of Families (posted 7/19)
• Quarterly_Meetings_Coordination_Team_Report_to_AS_2018 (posted 7/3)
• Racial_Justice_Subcommittee_Report_to_AS_2018 (posted 7/2)
• Statistical_Report_to_AS_2018 (posted 7/3)
• Unity_with_Nature_Report_to_AS_2018 (posted 7/2)
• Information about the Voluntary Carbon Tax Donation on your Annual Session Registration For
• See also QEW Representative report, below.
• Young Adult Friends do not have a report; they decided not to have clerks or any appointed positions this year. See YAF Clerks’ Report to Annual Session 2017.
• See also their home page on this site:  Young Adult Friends.
• Youth Programs Coordinating Report to AS 2018
• Please also see:
  • Report and epistle from the Reunión General de los Amigos en México and PYM’s Observer to the RGAM
  • Quaker Oaks Farm Spring Camp 2018 Report to PYM

Reports from Outside Organizations and from PYM Representatives to Outside Organizations

• Evangelical_Friends_Church_Rep_Report_to_AS_2018 (posted 7/2)
• FCLCA_Report_to_AS_2018 (posted 7/10,  not in Advance Packet)
  • Trivia point for quibblers (like me): The acronym for this organization has gone through some evolution in recent years, but has now settled on FCLCA rather than any of FCL, FCL/CA or FCL-CA.  Just remember: “no slash, no dash, but hey, CA”.
• FCNL_Reps_Report_to_AS_2018 (posted 7/2)
• FCNL Report to Yearly Meetings (posted 7/2)
• Friends_Peace_Teams_Rep_Report_to_AS_2018 (posted 7/2)
• FWCC PYM Letter of Greeting June 2018 (posted 7/2)
• Quaker Earthcare Witness Rep Report to AS 2018 (posted 6/20)
• Quaker Earthcare Witness Second Rep Report to AS 2018 (posted 7/20, but delivered in plenary, not in Advance Packet)
• Quaker_Oaks_Farm_Spring_Camp_Report_to_PYM_AS_2018 (posted 7/13, not in Advance Packet)
• RGAM_Observer_Report_to_AS_2018 (posted 7/12, not in Advance Packet)
• RGAM epistola 2018 (posted 7/12, not in Advance Packet)
• RGAM epistola 2018 ENGLISH (posted 7/12, not in Advance Packet)

---

Contacts (2018)

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

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

Children’s Program:
Co-Clerk: Peggy Craik (Conejo Valley) <peggy999friend@gmail.com>
Co-Clerk: Chamba Cooke (Grass Valley) <chamba@summerthymes.com>
Co-Coordinator: Nate Secrest (Redwood Forest) <secrestnm@guilford.edu>
Co-Coordinator: Lee Sisson (Palo Alto) <sissonleek@gmail.com>
www.pacificyearlymeeting.org/youth/children/

Teens (Junior Yearly Meeting, aka JYM):
Adult Clerk of JYM:
Muriel Strand (Sacramento) <auntym@earthlink.net>
www.pacificyearlymeeting.org/youth/jym/

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

---