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 PacYM Communications Committee…

See also the Policy Documents section of this page for specific policies related to these resources.

Website

This IS the PacYM website (www.pacificyearlymeeting.org) and it is directly under the care of ComCom.  If you serve in a PacYM role and you wish to have something posted to the website, send your request to <WebsiteEditor@pacificyearlymeeting.org>.

Role-Based Email Addresses

We have re-established role-based email addresses @pacificyearlymeeting.org and have been setting them up for more and more positions within PacYM.  See the Contact Us page for addresses that are currently functional.  If you serve in a PacYM role that does not yet have a role-based email address but would benefit from having one, please contact <WebsiteEditor@pacificyearlymeeting.org>.

Communications and Membership Database

The Communications Committee has been hard at work, especially over the past two years (2020-2022), building a comprehensive Communications and Membership Database for the Yearly Meeting.  Among the fruits of this endeavor will be a PacYM-wide directory and various email distribution lists.

The database currently (2022) holds contact information for over 2000 members and attenders of Meetings within PacYM.  This data has been collected in collaboration with local Meetings.  To ensure that your contact information is (or is not) included in the database, ask at your local Meeting or contact <DatabaseManager@pacificyearlymeeting.org>.  If you are concerned about how the database is managed and used, see below under Policy Documents.

PacYM Directory

The first release of the PacYM-wide directory will, with any luck, be available this summer (2022).  Until it becomes available ask at your local meeting for access to the Quarterly Meeting directories (SCQM and CPQM).

Note that the online PacYM Roster already gives the names and Meeting affiliations of everyone who serves in any PacYM role (about 130 individuals), but it doesn’t include their personal contact information.  Role-based addresses can be used to reach many of the PacYM officers and committee clerks, however.

Email Distribution Lists

More information about email distribution lists will be available soon.  They have not yet been rolled out.

Virtual Committee Meetings Support

This section is somewhat obsolete and needs to be updated.

Video and Phone Meetings
  • Detailed options for Video and Phone meetings for conducting PacYM business
    • Direct link to instructions on how to schedule a Zoom meeting on PacYM’s account
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.

Reports

The predecessor to the Communications Committee was the Electronic Communications Subcommittee of Ministry and Oversight, or ECSC, established in 2011 (or earlier, perhaps).  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

All-in-One

The current Website, Data Privacy, Data Breach, Database and Email Lists policies all wrapped into a single PDF.

Individual Policy Documents

Website

Data Privacy

Data Breach

Database

Email Lists

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 PacYM 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.