2021 RepCom Reports and Minutes

Pacific Yearly Meeting’s 2021 Representative Committee meeting (“RepCom 2021”) took place Feb 26 & 27 and March 6, 2021, via Zoom.  Minutes for the meeting are available on the PYM Minutes page.  This page contains information and materials in preparation for RepCom 2021. For information about Representative Committee in general and links to info about other years’ meetings see the Representative Committee page.

Overview

This year’s meeting of PacYM Representative Committee (RepCom) will be unlike anything we have done before. As always, everyone in PacYM is invited to RepCom–you don’t need to be your Monthly Meeting’s representative and you don’t need to be serving the Yearly Meeting in any particular role. New this year is that RepCom will be held virtually on Zoom (like so many things are these days) and the schedule will be very different from previous RepComs. In order to make good use of our time and not over-Zoom ourselves, we will meet on 2 successive Saturdays:  February 27 and March 6. The times have not been finalized, but we are planning three 90-minute sessions each day:  one in the morning and two in the afternoon. We will have substantial breaks between meetings. In addition, there will be a meeting of Monthly Meeting Representatives on the evening of Friday, February 26 (exact time TBD).
 
The theme of this summer’s Annual Session will be “Love and Justice:  Heeding the Spirit’s Power Within and Among Us.” The theme is further explained in the Clerk’s Call to Annual Session 2021.  In preparation for this summer, any business that committees, officers, or representatives to outside organizations intend to bring to Annual Session must be brought for a first reading to RepCom. The deadline for reports to RepCom will be  Monday, February 8 and proposals for Interest Groups at Annual Session are due by midnight on Sunday, March 7.

Some Deadlines

Registration

  • The registration deadline was extended to Feb 19 and registration is now closed.

Advance Materials

Advance Packet

  • Packet of Advance Materials  This all-in-one PDF includes the Clerk’s Call, the schedule, and all committee and representative reports below that were submitted by the deadline.  However, it is an incomplete set of documents, and in some cases includes versions which were later corrected or updated.
  • Correction: Ministry Committee wishes to correct an error in the Friends of Color Subcommittee section of their report in the Advance Packet.  The worship group in Spanish is not an offshoot of the Friends of Color Subcommittee.  It is an independent worship group that welcomes all who want to worship in the manner of Friends and give their ministry in Spanish.  More information and the link to worship can be found here:https://westernfriend.org/qwfo-reunion-en-espanol.

Additional Materials

The Minutes Packet for RepCom 2021, available on the PYM Minutes page, includes final versions of most of the Reports from officers, committees and representatives.  The following are additional materials that are not in the Minutes Packet.

Committee and Officer Reports

All documents below are also contained in the Advance Packet (a single PDF) except where indicated otherwise.  Most are also contained in the Minutes Packet.

Representatives Reports

Reports from our Representatives and Observers to Outside Organizations.  These are also in the Advance Packet and will be in the Minutes Packet afterwards.

News from Outside Organizations

Newsletters and other communications coming directly from outside organizations to which PYM sends Representatives or Observers.  Because of their size, these documents are not included in the Advance Packet nor in the Minutes Packet.

Minutes Packet

  • In a break with past practice, minutes for this meeting are only posted on the PYM Minutes page.  That is where you will find minutes for not only this meeting but all other past RepCom and Annual Session meetings as well.

Evaluation

If you attended any portion of RepCom, please fill out an evaluation form by Friday, April 16, 2021.

Deadlines that Have Passed

  • INTEREST GROUPS FOR ANNUAL SESSION:  Sunday, March 7 (the end of RepCom weekend) was the deadline for committees to submit seasoned proposals for Interest Groups at Annual Session 2021.  See  How to Schedule an Interest Group at Annual Session for details.  Contact Sharon Gates if you need to discuss a possible late submission or modification of a submission.
  • REPORTS  deadline was Monday, Feb 8. Instructions are below.
  • REGISTRATION deadline was Friday, February 19.
  • BUDGET REQUESTS: RepCom is where we approve the Annual Session Budget as well as handle any mid-year General Budget augmentations. Requests should have been submitted to the Finance Committee well ahead of the Feb 8 report deadline.
  • EVALUATION: If you attended any portion of RepCom, please fill out an evaluation form by Friday, April 16, 2021.

Instructions for Authors of Documents for this Page

  • Officers, Committee Clerks and other authors of advance documents please do the following:
    • See the Guidelines for Reports to Representative Committee 2021 for more detailed style guidelines and a template Word file you may use.
    • Send in your report as a .doc or .docx file –or equivalent– (rather than as email text or .pdf).  This will help the Secretariat and Recording Clerks have access to the text and formatting as well as simplifying our document management process.  You are encouraged to use this template Word file.
    • Name your report file like this: CommitteeName-Report-to-RepCom-2021.doc or .docx.  For example:
      • Ministry-Report-to-RepCom-2021.doc,
      • Latin-American-Concerns-Report-to-RepCom-2021.docx
      • Note that the names are quite long enough without adding the word “Committee”.
    • Email by Feb. 8, 2021 to the Assistant to the Clerk (Sharon Gates) <pymassistanttotheclerk@gmail.com>.
    • We will post your report here as a PDF that we will create from your .doc.
    • Documents received by the deadline (Feb. 8) will be assembled into an “advance packet” distributed electronically to all participants.  Documents received late will be more difficult for participants to find and may be overlooked.  So please submit your report by the deadline or earlier if you can manage it.