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.
Table of Contents
Overview
Some Deadlines
Registration
- The registration deadline was extended to Feb 19 and registration is now closed.
Advance Materials
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Clerk’s Call to RepCom 2021 (as a separate PDF) contains useful information for anyone planning to attend RepCom or anyone involved with PYM business.
- Schedule (as a separate PDF)
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.
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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.
- Agenda-for-March-6-of-RepCom-2021 (not in MP)
- Agenda The agenda covers all six Plenaries. Items will be taken in order as time allows. Given the unpredictable nature of the time needed for each item, it is not possible to identify the specific Plenary during which any individual agenda item will be discussed. (not in MP)
- Extracts from PacYM Reports and Minutes 2013-2019RC Re Communications – Full history since 2013 of the effort to create a communications database for PacYM. (not in MP).
- Communications-Slide-Presentation-to-RepCom-2021 – presented 2/27 in plenary III, not in MP
- Roll Call RepCom 2021 pinwheel (graphic display of MM’s represented, 3/6) not in MP
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.
- Childrens-Program-Report-to-RepCom-2021
- Communications-Report-to-RepCom-2021
- Extracts from PacYM Reports and Minutes 2013-2019RC Re Communications – Full history (since 2013) of the effort to create a communications database for PacYM (posted 2/23, not in Advance Packet)
- Communications-Slide-Presentation-to-RepCom-2021 (presented in plenary III on 2/27, not in Advance Packet)
- Elders-Report-to-RepCom-2021
- Faith-and-Practice-Revision-Report-to-RepCom-2021
- Finance-Report-to-RepCom-2021
- Finance-Revised-AS2021-Budget-Proposal-to-RepCom-2021 (posted 3/6, not in Advance Packet)
- Junior-Yearly-Meeting-Report-to-RepCom-2021 (posted 3/6, not in Advance Packet)
- Latin-American-Concerns-Report-to-RepCom-2021
- Ministry-Report-to-RepCom-2021(but see Correction noted above under Advance Materials)
- Mexico-City-MM-Report-to-RepCom-2021 (posted 2/26, not in Advance Packet)
- Friends-of-Color-Report-to-RepCom-2021 (posted 3/3, later withdrawn)
- Indigenous-Peoples-Concerns-Report-to-RepCom-2021.with-Attachment (posted 3/5, not in Advance Packet)
- Racial-Justice-Report-to-RepCom-2021 (posted 3/3, not in Advance Packet)
- Naming-Report-to-RepCom-2021
- Nominating-Report-to-RepCom-2021.rev-2021-02-27 (rev 2/27, posted 3/5 and corrected again 3/6, not in Advance Packet)
- Nominating-Report-to-RepCom-2021 (obsolete)
- Peace-and-Social-Order-Report-to-RepCom-2021
- Registrars-Report-to-RepCom-2021 (posted 3/5, not in Advance Packet)
- Treasurers-Report-to-RepCom-2021
- Unity-with-Nature-Report-to-RepCom-2021
- Youth-Programs-Coordinating-Report-to-RepCom-2021
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.
- Friends-Peace-Teams (relayed by PacYM’s Representative to FPT)
- El-Salvador-Project-newsletter-Nov-2020 (relayed by Latin American Concerns Committee)
- Progressa-Fall-Update-2020 (relayed by Latin American Concerns Committee)
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.
- See the Guidelines for Reports to Representative Committee 2021 for more detailed style guidelines and a template Word file you may use.