Resources Available to Collaboratives

Finances

Collaboratives do not have their own funding. They are under the care of the Quaker Life Council, which may designate its funding to support collaborative activities. The process and the decision-making for funding collaborative activities is the responsibility of the Quaker Life Council. In the event that funding is approved for a collaborative, the process for receiving funds is in the Electronic Appendix.

Within the Quaker Life Council budget there is limited funding available to support childcare for events and meetings and to support mileage, toll and parking reimbursement for Friends involved in the Council and the Council’s substructures. This funding is meant to help make participation in the yearly meeting accessible and is not available to everyone or for every meeting or event; Collaboratives must speak with the Quaker Life Council about availability of the funding. Prior approval by the Council and strict adherence to the request procedures are required for reimbursement. Details and processes for accessing the support may be found in the Electronic Appendix on the PYM website.

Fundraising: Everyone involved in Philadelphia Yearly Meeting is asked to be part of our culture of giving. Friends involved in collaboratives are asked to be cheerleaders and encourage others to make contributions generously as meetings and as individuals. However, actual fundraising solicitations need to be coordinated with the appropriate staff. No structure may fundraise on behalf of the yearly meeting or for any structure, substructure, program, or particular cause in the yearly meeting without explicit permission from the Administrative Council.

Communications

Outbound Communication

News: Collaboratives may publish stories through all standard PYM communications channels. The channels and the process for submitting content to them are kept current in the Electronic Appendix.

PYM Calendar: Any scheduled Collaborative events may be, and should be, published on the calendar on the PYM website. It is the responsibility of the collaborative to submit the information to be posted.

Website: Collaboratives will be provided space on the PYM website.

Social Media: Collaboratives may use the PYM social media accounts in collaboration with staff and following the rules laid out under Guidelines for Appropriate Use of Social Media, which is available in the Electronic Appendix.

Print Materials: Collaboratives may develop print publications such as flyers for sharing publicly. Print Materials need to conform to the PYM visual identity guide and style guide and be reviewed and approved by communications staff. Print communications that do not follow the style guide of PYM may not be distributed. Collaboratives may work with staff to professionally design brochures, flyers, and publications. Extraordinary requests might require additional budget approval. Guidelines and procedures for print items will be available in the Electronic Appendix.

Contact Information: Collaboratives are not given direct access to contact information of Friends in the yearly meeting. All direct communications to broad PYM audiences are managed through the PYM office and its channels.

Internal Communication

Collaboratives may have access to a private section of the PYM website (called a “multisite”), accessible only to members of the group. This multisite can be the container for all logistical information that the group will need to function well. Members may add events to the group’s internal calendar, upload documents, see an archive of Google Group messages, find quick links to recommended external services for internal collaboration (video chat, doodle polls, etc.), and read how-to guides on best practices and rules for use of communications technology.

When requested, PYM staff will create a private Google Group for each collaborative, and will add the initial set of members. Following that, selected members of the collaborative will be added as group managers, and will be responsible for ongoing administrative tasks, like approving new requests to join the group. PYM Staff will retain ownership of the Google Group to ensure long-term stability in case of group turnover.

Communication Restrictions

Collaboratives do not have the authority to communicate outside of standard PYM communications channels without approval from the Quaker Life Council (which will collaborate with staff).

Collaboratives may not create independent websites. They may not sign up for any third-party apps or group collaboration tools beyond those recommended in the resources section of their private multisite, and must follow PYM guidelines when using social media. Sensitive or personal identification information may not be stored in the cloud without approval of the communications staff.

All communications that are published in any way through PYM:

Logistics Support

The following may be requested with prior approval from the council, which needs to have come to an agreement with the appropriate staff person:

Program Support

Typically these services are not available by staff: designing programs, staffing programs, developing or finding content or speakers.

The needs for supporting programming will vary by collaborative and quite often this will not be a need. If a collaborative is developing a program and is interested in support, the clerk or other contact should contact the Associate Secretary for Program & Religious Life to explore appropriate and available supports.

Governance Access

If a collaborative would like to request time on the agenda of a council, or at annual or continuing sessions, the leaders of the collaborative should funnel their request through the clerk of the council or their delegate.

As the Quaker Life Council has responsibility for collaboratives, it is responsible for seasoning concerns and identifying the appropriate person, entity, or session in which the concern will be heard.

Quaker/ PYM Identity

Collaboratives can represent themselves in the context of their role as part of Philadelphia Yearly Meeting, but they are not permitted to state positions or opinions on behalf of the yearly meeting to external or internal people or institutions as representative of the yearly meeting’s position.

Collaboratives can ask their council to consider asking the clerk or General Secretary to speak on behalf of the yearly meeting, but they may not do so directly.