Resources Available to Committees

Finances

It is not typical for committees to do work that needs funding. If it is deemed necessary and the funding is available, the council may choose to provide a budget to the committee. The process for provision of a budget is the responsibility of the Council.

All committee spending is approved and reviewed by its Council.

Within the Quaker Life and Administrative Councils’ budgets 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. Committees must speak with their 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.

Communications

Decisions about the scope of a Committee’s ability to produce and distribute communications will be determined at the time the committee is formed. Not all channels will be appropriate for every committee, but will depend on the committee’s purpose and function. Social media, for instance, may or may not be appropriate for a committee. Some committees may need to communicate frequently on all channels, and others may only need to use a few channels periodically. These decisions will be considered by the Council, in collaboration with staff, upon creation of the committee.

Outbound Communication

News: With approval from the Council, committees 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 committee events produced by committees may, and should, be published on the calendar on the PYM website. It is the responsibility of the committee to submit the information to be posted. Submission practices are kept current in the Electronic Appendix.

Website: Committees may be provided space on the PYM website as needed. The details are to be worked out with communications staff, the committee, and the Quaker Life Council.

Print Materials: With approval and within the scope of their charge, committees 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 the sponsoring structure and the communications staff. Print communications that do not follow the style guide of PYM may not be distributed. Committees may work with staff to professionally design brochures, flyers, and publications. Extraordinary requests might require additional budget approval. Committees need to keep in mind that there is not a committee budget for design, copying, printing or mailing and financial support for such things is in the authority of the appropriate council. The visual identity and style guides and procedures are kept current in the Electronic Appendix.

Social Media: With approval from their council, committees may set up and use their own social media accounts, but must follow the rules laid out under Guidelines for Appropriate Use of Social Media, which is available in the Electronic Appendix.

Contact Information: Committees 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

Every committee that requests it will have access to a private section of the PYM website (called a “multisite”), accessible only to members of the group. This multisite will be the container for all logistical information that the group will need to function well. Members will be able to 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 will create a private Google Group for each committee, and will add the initial set of members. Following that, selected members of the committee 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

Committees do not have the authority to communicate outside of standard PYM communications channels without approval from their council (which will collaborate with staff).

Committees 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 logistical supports are available to committees within defined parameters. Details and processes for accessing the support may be found in the Electronic Appendix on the PYM website:

The following logistical supports may be requested with prior approval from the Council which needs to have come to an agreement with the appropriate staff person for the following logistical supports:

The following are logistics not available to support committees:

  • setting up or managing preparation or follow-up for meetings of committee members
  • developing agendas
  • arranging communications among committee members
  • recording minutes or writing news or other documents

Program Support

The needs for supporting programming will vary by committee and will not be typical. When it is within the charge of a committee to develop a program, the clerk or other designated person will contact the Associate Secretary for Program and Religious Life to explore appropriate and available supports.

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

Governance Access

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

The committee’s council has responsibility for its committee, and is responsible for seasoning concerns and identifying the appropriate person, entity, or session in which the concern will be heard.

Quaker/PYM Identity

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