The Nominating Council is responsible for any financial resources assigned to it for the work of training the Councils.
Fundraising: Everyone involved in Philadelphia Yearly meeting is asked to be part of our culture of giving. Council members are asked to be active fundraisers 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.
News: The council 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 council events may be, and should be, published on the calendar on the PYM website. It is the responsibility of the council to submit the information to be posted. Submission practices are kept current in the Electronic Appendix.
Website: The council is provided space on the PYM website.
Social Media: The Council 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 will be available in the Electronic Appendix.
Print Materials: The council may develop print publications such as flyers for sharing publicly. Print publications 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. The council 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: The council is 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. The exception is that the clerk of the Nominating Council may receive an electronic spreadsheet with the names, contact information and membership status from the Database Coordinator. The spreadsheet is kept confidentially in the care of the clerk to be used to consider nominations. The clerk may share contact information of specific Friends with Nominating Council members so that they may contact potential nominees.
The council has access to a private section of the PYM website (called a “multisite”), accessible only to members of the group. This multisite is 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.
PYM staff creates a private Google Group for each council and Nominating Council. Selected members of the council are added as group managers, and are 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.
If the council wishes to communicate in additional ways, it must speak with the communications staff and presiding clerk or the clerk’s delegate to ensure that plans are in alignment with other communications and processes.
The Council may not create independent websites. It 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:
- May be reviewed and edited by the PYM communications staff. See the editing process in the Electronic Appendix online for more information.
- Must conform to the PYM style guide for graphics and copy.
The following logistical supports are available to the council within defined parameters:
- meeting space for meetings at Friends Center or Arch Street Meeting House during open hours, as available
- conference calls
- development of simple online registration forms
- mailings – up to 100 pieces
- flyer design
- the arrangement of and payment for childcare
- printing and copying
- space for events at Friends Center or Arch Street Meeting House
- receiving and disbursing funds
- editing documents
- reimbursing expenses
Details and processes for accessing the support may be found in the Electronic Appendix on the PYM website.
The following are ways in which staff is not available to support councils:
- setting up or managing preparation or follow-up for meetings of council members
- arranging communications among council members
- developing agendas, recording minutes, or writing news or other documents
Typically these services are not available by staff: Designing programs, staffing programs, developing or finding content or speakers. If a Council is developing a program and is interested in support, the clerk or other contacts should contact the Associate Secretary for Program and Religious Life to explore appropriate and available supports.
Requests from substructures to bring a concern or request to the agenda of a council, to the PYM clerk or to the agenda of annual or continuing sessions, are received by the clerk of the council or their delegate.
The council is responsible for seasoning concerns and identifying the appropriate person, entity, or session in which the concern will be heard.
Councils 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.