2013 RepCom Ministry & Oversight Report


Web Version

Ministry and Oversight Committee Report

Representative Committee, March 2013

Ministry and Oversight Committee has assisted the Presiding Clerk in preparing for the 2013 Annual Session by seasoning the theme of Being Reached by the Life and reflecting on how we might refine the schedule.  Some of the ideas will remain on hold until 2014 when we return to Walker Creek and can work around a more flexible meal schedule.

For the Ministry and Oversight plenary of the Annual Session, we plan to invite a panel from within Pacific Yearly Meeting to speak to how they are Being Reached by the Life.  We anticipate an interesting variety of experience.

We will ask our Worship-Sharing subcommittee to write queries based in the theme, and the presentation of the State of the Meeting Reports will focus on how our meetings are Being Reached by the Life.

Ministry and Oversight Subcommittees

The Experimentation and Implementation Subcommittee has met several times by conference call, beginning with a review of the 2012 evaluations.  Overwhelmingly the evaluations for the 2012 Annual Session supported the innovations introduced, with the exception of some logistical issues that will be resolved.  Some of these issues have to do with allowing adequate passing time between events, and making sure that Children’s Program staff have a reasonable schedule.  Although the concept of introducing business early in the week and coming back to it later in the week received wide support, we also received suggestions that more time to discuss and season business within plenary sessions would be appreciated—it was noted that some 2012 plenaries felt rushed and incomplete.

Since many people in their evaluations expressed interest in more fellowship and spiritual growth at the Annual Session, the Experimentation and Implementation Subcommittee is working on ideas for moving some of the business of the Annual Session to Representative Committee so that the Annual Session could be focused more on fellowship and spiritual growth.   Ministry and Oversight has no specific recommendations at this time…more seasoning is needed

The Experimentation and Implementation subcommittee feels that it has completed its initial work related to the re-structuring of the Annual Session and  will turn its focus to the overall structure of the Yearly Meeting (beyond the Annual Session).

The Representative Support  Subcommittee is active and have had conference calls and individual phone calls with Monthly Meeting representatives since annual session. They will be holding a session with representatives at the Representative Committee Session to review the representative job description and discuss how to improve the two-way flow between the monthly meetings and the yearly meeting.

Ministry and Leadings Subcommittee met in October to review their support for Friends with leadings and to clarify the committee’s role in terms of long-term accountability.  They are clear that local (rather than yearly meeting) support is desirable as it is very difficult for Friends around the state to find common meeting times and to meet face-to-face.  They are working on the part of their job description that involves: “sponsoring interest groups and other adult education opportunities related to ministry and leadings”, and have requested an interest group at the 2013 Annual Session, on the topic of  “Naming, Nurturing, Supporting and Providing Accountability for Ministry and Leadings”

In addition they hope to bring workshops to monthly meetings on the theme: “What is the Meeting’s Role in Naming, Nurturing, Supporting and Providing Accountability for Ministry and Leadings”.

The Visiting Friend Support Subcommittee consists of Eric Moon, Martha Hunkins and Eva Miller.   The Ministry and Oversight Liaison to this subcommittee, Bobbi Kendig, is also contacting one other Friend to see if she is able to serve.  The committee is preparing a call for applications which will soon be sent to the monthly meetings through their representatives.

The Support for Distant Meetings Subcommittee formulated a letter to send out to monthly meetings.  The committee has plans to look into the status of Guatemala Monthly Meeting, when Bronwen Hillman and Rolene Walker visit there in April.

Interest Groups

The Ministry and Oversight Committee has requested an interest group time at Annual Session.  In addition, interest group sessions have been requested by the Electronic Communication Subcommittee, the Ministry and Leadings Subcommittee, and the Racial Justice Subcommittee.  These requests have been submitted to the Assistant to the Clerk.

M&O Liaisons to Yearly Meeting Committees:

Children’s Committee—Sarah Rose House Lightner, SM/OG

JYM—Bobbi Kendig, ML

Young Adult Friends—Linda Rowell, CH

Youth Program Support Committee—Barbara Babin, RF

Discipline Committee—Joe Magruder, BE


2012 Minute 2012.9  (moving copies of Faith and Practice from AFSC office)

The clerk of Discipline Committee and clerk of Ministry and Oversight were charged with finding a new home for the Faith and Practices which were stored at AFSC’s Los Angeles Office.  The clerk of Discipline Committee has managed a division of those Faith and Practices between Southern California Quarterly Meeting and the AFSC offices in San Francisco.

The clerk of Ministry and Oversight has been given custody of 152 copies of Fe y Práctica and 48 of Consejos y Preguntas.  Ministry and Oversight Committee will develop a plan to make these copies available at little or no charge. We have received requests from individuals in South/Central America for materials and we are looking at resources for mailing copies to them, possibly with/through FWCC.

2011 Request from RepCom regarding representatives to Quaker organizations

As part of the Treasurer’s report at the 2011 Representative Committee, the minutes reflect a discussion of the PYM policy to fund travel expenses for representatives to Quaker organizations.  “There were strong feelings expressed that costs be cut because the new assessment is difficult for some meetings and are cutting into local programs. One way to cut travel expenses is to lower the number of reps named to various organizations this will be considered. The Futures Subcommittee of Ministry and Oversight Committee and the M&O Committee are involved in this process. The recommendations from these committees will be brought to the Annual Session.”

In 2012, Barbara Babin and Robin Durant surveyed the conveners of nearly all of our representatives, asking questions such as: how the organization communicates with them and how often; how many representatives actually attend the face-to-face meetings and what tasks are they asked to do; how does their participation benefit the organization, the representatives, and PYM.

We also contacted some of the organizations with similar questions.  We found out that the representatives are active with the organizations, that their involvement is useful to the organizations, and the representatives are contributing and growing in their personal knowledge and abilities.  Their actions benefit the Yearly Meeting as they act on our behalf.  The numbers of representatives that we send to AFSC, FCNL, and FWCC are in line with the numbers from other Yearly Meetings.

Based on these findings, Ministry and Oversight does not recommend lowering the number of representatives to any of the organizations.  However we do recommend that the representatives be asked to make a written report and be given the opportunity to present information in appropriate venues at the Annual Session (ex.  Plenary, interest group, lunch table).


Sexual Misconduct

Last April our PYM treasurer submitted an application to the yearly meeting’s insurer, Guide One, for sexual misconduct insurance, which used to be covered under our liability insurance and now must be covered by a separate policy. The application was denied because, although we do have guidelines in place to ensure the safety of our attendees, we do not conduct background checks for volunteers and employees working with children and youth.

We held a session to discuss this at the 2012 Annual Session, including members of Ministry and Oversight, the JYM adult committee, and members of the finance committee.  We also invited Laura Magnani to speak to us, as AFSC has a great deal of experience with background checks, and we had talked with Quaker Center staff.  We learned that JYM has a lot of screening and training procedures in place.

At the end of January a conference call was held with the Youth Program Coordinator, the Youth Program Coordinator supervisor, and clerks of the JYM Adult Committee, the Children’s Program Committee, and Ministry and Oversight.  At that time we learned that the children’s program also has a lot of procedures in place.  Both the children’s program and JYM could  meet timelines for getting background checks on employees and volunteers in time for Annual Session.  We learned that Quaker Center does background checks for the summer camp employees and we found out that the background check does not include fingerprinting.  Participants in this phone call stressed that careful screening, education, and good training would be far more effective than background checks in preventing sexual misconduct, however insurance coverage would give the Yearly Meeting access to legal representation in case of an incident that led to litigation.  The group recommended the insurance for PYM.

Guide One has referred us to a resource called “Safe Church” that has excellent information on how to set up policies and procedures to prevent sexual misconduct, and they work with an agency that does background checks ranging from $8-$30 per person.

Recognizing that background checks are not especially useful in preventing sexual misconduct, Ministry and Oversight is in agreement that getting insurance coverage is advisable, and supports getting the background checks as a condition of the insurance.

However, we are left with a number of tasks to complete as we move through this process: our policies around sexual misconduct should be reviewed and possibly revised, our application forms for FAP and children’s program positions should be reviewed and may need to be revised, and we need to find a way to administer the background check process, discern how to handle the information we get back, and decide what to archive and how.

Ministry and Oversight submits two  requests to Representative Committee and will likely submit another to the Annual Session:

  • Formation of an ad-hoc committee consisting of the  Youth Program Coordinator, the Youth Program Coordinator supervisor, and clerks of the JYM Adult Committee, the Children’s Program Committee, and Ministry and Oversight.  The purpose of this ad-hoc committee would be to:
    • review the Yearly Meeting’s policies around sexual misconduct as well as the documents and procedures used by JYM and the children’s program to ensure consistency;
    • discern which officer or committee of the Yearly Meeting should administer the background checks, and determine what to do with the information and how to archive it; and
    • bring recommendations to Annual Session.
  • An augmentation to the 2012-13 budget in the amount of $900 to cover background checks for the FAPs and children’s program staff that will serve at the 2013 Annual Session.
  • An augmentation to the 2012-13 budget will be requested at the 2013 Annual Session to cover the premium for sexual misconduct insurance. At this time, the insurance company has not responded with a quote.




Proposed Registrars Job Description 2013


Web Version




This job description is for the Registrars, nominated by Nominating Committee, but also describes the work of the Contract Registration Service.  Prior to 2008, Pacific Yearly Meeting simply had all-volunteer Registrars, but that was found to be unworkable.  Two Registrars with overlapping 2-year terms.

General Comments for Reviewers

This draft is a proposed rewrite, attempting to describe what actually happens.  Some points need clarification, and revisions are expected.  Neither Nominating Cmte nor any other body has united with it as of current writing.  The job description of 2009 is a major source, but that version had only limited reference to a Contracted Service.  Covers Contract Registration Service in some detail because Nominating Committee can’t ask people to be Registrars unless they know what they do and don’t have to do.  Name “Contract Registration Service” is the best I could find.  Perhaps Friends can provide a better name. As to the word “Contract”: Even if there is no written contract, there is a verbal contract, and people need to understand the difference between the Registrars (volunteers found by Nominating) and the Contract Registration Service (found by the Registrars).  – Carl Anderson 2/21/13

Time Expectations:

This position takes significant time.

Tasks for Registrars and Contract Registration Service, With Times:

By mutual consent, assignment of tasks may be modified.  In case a Contract Registration Service is not used, most of the tasks below would remain, and the Registrars would do them.

Comment  on Formatting

Most job descriptions don’t have tables, so the formatting of this particular job description differs somewhat from the others.  However,  most job descriptions don’t have to compare tasks between different sorts of positions.  Format may be modified somewhat, but a table is probably best.  – Carl


Contract Registration Service

prior to Representative Committee (typically late February or early March)  
Attend meeting to develop and set fees for annual session. Meeting should also include Arrangements Clerks, Presiding Clerk, Treasurer , Clerk of Finance Committee, Statistical Clerk, and others as needed.  
Select, hire, and supervise Contract Registration Service, in consultation with the ad hoc committee that sets fees.
Present fee schedule to Representative Committee.  (Question: Is this done by Registrars, or by Finance Cmte?)
between RepCom and yearly meeting  
Assist development of registration materials.  Gather materials from Arrangements Clerks, Assistant to the Clerk, etc., and send to Contract Registration Service. Develop registration materials.  For details, see Appendix.
(Question:  Who notifies Western Friend, etc.?) Distribute registration materials
Set up and maintain website for registration.  Some attenders will use it; others will use paper.
Receive registration materials.  Send confirmations of registration.
Collect payments.  As directed by PYM Treasurer, deposit funds in bank and report.
Consolidate information on days of attendance, housing and meal preferences, etc.  Provide to site and to Finance.
Consolidate information on special needs, workshop & fellowship group interests, etc. & make available to PYM committees etc.
Assist Contract Registration Service in assignment of sleeping quarters Assign sleeping quarters (rooms, campsites if allowed on site, etc.)
Recruit volunteers to assist with check-in Create name tags and meal tickets
at yearly meeting
Check people in at some particular times when the Contract Registration Service isn’t doing that job.   Optionally, may assist CRS during busy periods. Check people in.  Set up table, distribute name tags, meal tickets, etc.  Adjust for any changes since receiving registration form (e.g, dates attending).  Collect money due. For minors, gather permission slips etc. and forward.   Check-in will be open at particular times, to be arranged.  At some times, especially the busy periods, Contract Registration Service will take lead; at other times, volunteer Registrars may do this task.
Prepare list of Yearly Meeting attenders – distribute at end of session
Be ombudspersons.  Receive and respond to problems and concerns. Provide updated info to PYM committees: children’s program, JYM, special needs, etc.
Coordinate with site staff Assist coordination with site staff.  Provide updated meal counts to site staff, Registrars, etc.
after yearly meeting
Participate in evaluation session Collect payments still due (Question: does CRS do this? If not, who?)
Authorize Treasurer to make refunds to persons who have overpaid Report to Registrars on persons who have overpaid
Participate in settling of accounts with site Provide information to Registrars for settling of accounts with site

APPENDIX: Checklist of Items for Registration Materials

Adapt as needed.  For some of these items, it may suffice to refer to other sources.

o            Presiding Clerk’s call to PYM session

o            how to apply for financial assistance to attend PYM session

o            items relevant to children and teens, such as permission slips

o            directions to site (driving, public transportation)

o            site map including parking areas

o            rules and regulations of site

o            campus security

o            schedule of week’s activity

o            list of interest groups, affinity groups, special events

o            what to bring (e.g., towels, flashlights, etc.)

o            meal ticket arrangements

Some persons will attend part time.  Also, there will be day attenders.  Registration systems must accommodate various possibilities.  (Comment: We regulars know this, but if we need to find a new Contract Registration Service, they need to understand.)



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


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


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.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


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


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.


  • 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


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