Our ByLaws

  1. General

    1. Membership and Affiliation

    1. Qualifications:

i. Membership shall be offered to individuals upon application to the coven council, and ¾ vote of all Members of the Coven. No person shall be denied access to Membership according to statute 2.02--Code of Conduct: Non-discriminatory, providing they have attained the ¾ vote.

ii. The Council reserves the right to refuse membership to any applicant for any reason (except those outlined in statute 2.02--Code of Conduct: Non-discriminatory)

    1. Participation and Associate Membership

i. Participants in the programs sponsored by this Coven shall be defined as follows:

1. Invited Guests: Interested parties who may attend all open activities, and Coven related activities in the company of a Dedicate or Initiate, with the Council’s approval.

2. Friends of the Coven: Interested parties who may attend all open activities, and Coven related activities with the consent of all other Initiates in attendance.

3. Children: Children under the age of 18 may only attend Coven functions or rituals if accompanied by a parent or guardian, or if they provide a signed parental permission document. There must be contact between the coven an the parent or guardian.

4. Children of the Coven (“The Pinecones”): Children of Coven Members (also known as “The Pinecones”) are accepted at most Coven functions and are considered Associate Members or Dedicants as long as their parents or Guardians remain current and active Members in good standing of the Coven. Upon the age of 18 years, children of Coven Members are considered for full Membership if it is their wish to join the Coven.

    1. Membership Levels

i. Dedicants

1. In order to become a Dedicant, the individual should first request it and meet with a member of the Coven Council to ascertain fitness for the role. The individual may become a Dedicant at recommendation of the interviewer.

2. Persons who have dedicated themselves to the study of Witchcraft and who, with the approvals of all active members, have followed the prescribed course of study of this Coven.

3. After one year and a day of participation as an Dedicant, the individual may request to qualify for initiation into the priesthood and attain full-member (voting) status, or to withdraw from the Coven.

ii. Member

1. Persons whom have met the requirements for membership and been dedicated as a full member of The Coven. This status is a voting status while a member in good standing.

iii. First Degree Member

1. Persons who are in good standing and (1) have been active in the Craft and The Coven for at least a year and a day, and (2) have met all requirements for First Degree as defined by The Coven Council*; may petition the council for First Degree Membership. Upon recommendation of The Council, the petitioner must be approved by a consensus of the First, Second and Third Degree Members. (*See Coven Degree Requirements for detailed requirements)

iv. Second Degree Member

1. Persons who are in good standing and (1) have attained First Degree Membership (2) have been active in the Craft and The Coven for at least a year and a day, (3) have met all the requirements for Second Degree Membership as defined by the Council*; may petition the council for Second Degree Membership. Upon recommendation of The Council, the petitioner must be approved by a consensus of the Second and Third Degree Members. (*See Coven Degree Requirements for detailed requirements)

v. Third Degree Member:

1. Persons who are in good standing and (1) have attained Second Degree Membership; (2) have been active in the Craft and The Coven for at least a year and a day, (3) have met all the requirements for Third Degree Membership as defined by the Council*; (4) have demonstrated proficiency in ritual design and leadership, teaching, counseling, group processes and administration may petition the council for Third Degree Membership. Upon recommendation of The Council, Third Degree members must approve the petitioner. (*See Coven Degree Requirements for detailed requirements)

    1. Waiver of Degree Considerations

i. Degree Waivers are to set forth to define a methodology to acknowledge those persons who have documented degrees and/or exceptional prior experience within the study of Witchcraft.

1. Rationale: As degree acquisition within a given path is quite time consuming and requires serious personal dedication and study, The Coven believes that acknowledgment of these circumstances should not be disregarded or overlooked. It can be discouraging and unfair for a potential new member to The Coven, but not new to the study of Witchcraft, to be penalized for joining a new coven and thereby, having to start “at the beginning”. To facilitate equality and promote coven kinship, a potential coven member may petition The Council to “challenge” the membership degree requirements.

2. The challenging petitioner must (1) submit written documentation to verify qualifications to challenge the degree requirements; (2) formal panel interview by The Council is required and non-negotiable, regardless of experience; (3) The Council must recommend by ¾ vote for challenge acceptance, and (4) based upon recommendation, the petitioner may receive the level of membership as deemed appropriate by The Council.

3. Coven voting members will vote at the meeting following the Gathering regarding approval the candidate to membership or degree recognition.

    1. Titles of Recognition

i. The Coven shall grant the title(s) of Mistress-of-Arts or Master-of-Arts in recognition of special achievement. Members who have demonstrated/attained proficiency in the appropriate field and have been approved by a committee of all active Second and Third Degree initiates may be designated as a Mistress or Master of:

1. Divinatory Arts (general or specializing in Tarot, astrology, scrying, I Ching, runes, lithomancy, dreamcraft, radiesthesia, etc.)

2. Herbal Arts (for healing, amulets/talismans, incenses oils, etc.)

3. Healing Arts (specializing in herbal healing, nutrition, energy work, aromatherapy, crystal, or other healing modality)

4. Familiar Arts (animal magick, totems, shapeshifting, etc.)

5. Talismanic Arts (creating amulets and talismans)

6. Ritual Toolcraft Arts (the crafting of ritual tools in metal, wood, etc.)

7. Psychic Arts (specializing in astral travel, telepathy, clairvoyance, clairsentience, clairaudience, psychometry, etc.)

8. Incantation Arts (words of power, charms, chants, mantras)

9. Fascination Arts (trancework, guided meditation, hypnosis)

10. Bardic Arts (music, storytelling, drama)

11. Scholarly Arts (a breadth and depth of knowledge related to the craft.)

ii. The Council may create additional titles, as desired.

1. Mistress / Master-of-Arts

a. Mistress / Master-of-Arts (MA) recognition may be awarded any coven member in good standing that demonstrates proficiency in an aforementioned Art. Proficiency will be determined by acceptable proficiency demonstration to The Council and/or The Coven at large and acquiring a ¾ motion for proficiency approval.

b. Mistress / Master of Arts (MA) recognition will thereby allow the recognized coven member to represent The Coven specific to provide community/resource based educational workshops or courses of instruction within their designated field of mastery.

  1. Coven Meetings & Voting

    1. The Gathering

i. The bi-annual full coven member meeting shall henceforth be known as “The Gathering”.

ii. The Gathering shall be held within two weeks of midsummer and within two weeks of Yule at the time and place designated by The Council.

iii. The Gathering shall include, but is not limited to: (1) election of Office Members, as required, (2) policy/bylaw review and/or revision, and (3) conducting other coven business as necessary.

    1. Meeting Notices

i. All coven members must be notified at least two weeks in advance of any coven meeting where voting will be conducted.

ii. The notification must include all voting issues, whereas the voting member may request / submit an absentee ballot, if unable to attend*. (*See 3.5--Absentee Voting, for further details)

iii. If an absentee ballot is requested, an electronic or paper ballot will be forwarded to the member and tabulated for the final vote.

    1. Meeting Agenda

i. The scribe compiles the agenda for coven meetings. Any coven member may request a topic or voting issue be added to the agenda. All such requests must be presented to The Council no later than five (5) days prior to the meeting.

    1. Quorum & Voting

i. A quorum shall exist when 75% of the members qualified to vote are present at any given meeting; or 75% is attained via returned absentee ballots.

ii. All voting members shall be entitled to vote for any measure, election, referendum, etc, in which members vote, except (1) those under the age of 18 years, or (2) members not in good standing.

iii. No vote shall be accepted from any person that is not a Voting member.

iv. No voting coven member shall have more then one (1) vote.

    1. Absentee voting

i. A voting member may request an absentee ballot if unable to attend a meeting in which voting will take place*. (*See Meeting Notices—4.02)

ii. By this request, the member waives his or her privilege of secret ballot.

iii. In order for the absentee vote to registered, the scribe must receive the absentee ballot, or designated representative, prior the beginning of said meeting.

  1. The Council

    1. Council

    1. The Coven Council shall consist of the following six (6) elected Coven offices: (1) The High Priestess, (2) The High Priest, (3) The Scribe, (4) The Treasurer, (5) The Public Relations Liaison, and (6) The Warden.

i. The Board of Directors shall be known as “The Council”. The Council shall act on behalf of The Coven by: (1) approving The Coven budget, (2) setting policy between Gatherings, (3) appointing interim officers and managing committees, as necessary, and (4) handling the day-to-day business of The Coven.

    1. Scope

i. The Council shall discuss all matters of (1) program planning and activities; (2) dedication, initiation, and general membership; (3) finance and budget; and (4) outreach, networking, and affiliations.

    1. Offices

i. High Priestess: The High Priestess shall (1) coordinate the teaching program; (2) provides counseling as necessary; (3) leads coven rituals or provide resources to those doing so; (4) supervises the work of others Officers; (5) directs the initiations of candidates to the priesthood; (6) represents the Coven and the Craft to the public; (7) enhances the inner strength and harmony of the Coven; (8) provides overall guidance to the work of the Coven; (9) exercises final authority regarding ritual, initiation, ordination and other religious matters; (10) and must hold Third degree.

ii. High Priest: The High Priest shall (1) Chair the Coven Council; (2) teaches; (3) provides counseling as necessary; (4) helps to lead the rituals or provides resources to those doing so; (5) assists in supervising the work of the other officers; (6) shares the responsibility for initiating candidates to second and third degree status; (7) represents the Coven to the Craft and the public; (8) leads in the defense of the Coven where worldly dangers threaten it; (9) supports and encourages the High Priestess in the performance of her duties; (10) provides council vote only in the event of a tie-breaking situation; (11) and must hold Third degree.

iii. Scribe: (also known as Secretary) The Scribe shall (1) have custody of and keep current all corporate records (with the exception the financial records), and (2) shall, as requested, record the minutes of the all meetings, (3) handle all coven correspondence, and (4) perform such other duties as may be prescribed by The Council.

iv. Treasure: The Treasurer shall (1) have primary custody and maintain all records of corporate funds and financial record, (2) maintain accurate and up-to-date record of all accounts payable and accounts receivable, (3) shall prepare, submit, and present bi-annual financial reports at “The Gathering” or whenever requested by The Council, and (4) shall perform such other duties as may be prescribed by The Council.

v. Public Relations Liaison (Herald): The Herald shall (1) work & deal with the public in areas such as communications & media concerning the Coven, and may (2) assist with and/or facilitate in all media related issues concerning the Coven, including but not limited to (3) providing official announcements or statements regarding public matters of the Coven (i.e., information regarding Coven hosted events by creating and/or assisting with distribution of banners, fliers, invitations to events, or other forms of media outlets); (4) perform such other duties as may be prescribed by The Council; (5) assist in maintaining the coven website, email, and Witchvox account.

vi. Warden: (also known as Sergeant-at-Arms) The Warden shall (1) Handle any and all safety and security concerns at Coven events (i.e., Indoors-checks locks and closes curtains, etc.; Outdoors, finds safe places for ritual work, posts sentries, and sets wards.), (2) knows laws regarding freedom of religion and the right to assemble, etc., (3) serves as the coven liaison with law enforcement officers, and (4) perform such other duties as may be prescribed by The Council.

    1. Auxiliary Council Office Duties (Non-voting Council Offices)

i. Maiden(s): Assists the High Priestess with rituals and her other responsibilities, and assumes the ritual duties of the High Priestess in her absence.

ii. Summoner(s): Assists the High Priest with rituals and his other responsibilities, and assumes the ritual duties of the High Priest in his absence.

iii. Historian(s): Keeps The Coven Grimoire; including, but not limited to records of Coven projects, rituals, and activities.

iv. Project Leader(s): Coordinate design, logistics, and implementation of Coven events. These positions are vacated at the conclusion of each event. A team may share responsibility for any given event.

v. Additional and/or temporary offices may be created and filled, as The Council deems necessary.

    1. Facilitation - The High Priest shall ordinarily chair meetings of the Council. Where he is absent, or chooses to delegate this responsibility, the High Priestess shall chair the meeting.

    1. Method of Operation - The Coven Council shall make decisions by consensus. When consensus cannot be reached, the Council may refer the decision to the High Priestess (or in her absence, the High Priest), who shall consider all that has been discussed and make the decision.

    1. General Office Governance and Elections

i. Qualifications for Council Office Nominations

ii. All voting members that have achieved Third Degree Membership and in good standing are qualified to accept nomination for office on The Council.

iii. A member whose voting membership is approved at the Gathering may run for positions on the Council at the same Gathering.

iv. A candidate may be nominated by any two coven members in good standing to be considered a nominee, and must accept the nomination.

v. The Gathering may set a deadline for receipt of nominations.

vi. If an insufficient number of nominees exist to fill all vacant positions, the Council may nominate someone after the deadline.

vii. The Coven shall elect officers by majority vote of coven officer-elect candidates upon office re-election schedules, or unplanned office vacancy. Each office term is one (1) year. Any member may be re-elected to office for a consecutive term, without limit.

viii. If at any time an elected officer is unable or unwilling to fulfill office duties, the coven will dismiss the member from office and select a replacement as soon as practical.

    1. Office Vacancy

i. Any vacancy occurring in the Council may be filled by an affirmative vote of a majority of the remaining Council members.

ii. If the office of Treasurer is vacant, it must be filled before the Council may conduct other business.

iii. Any Council vacancy that is filled by the Council shall be up for election at the next Council election.

iv. Any Council member elected at the Gathering to fill a vacant position shall serve on the Council until the normal election year for his class of Council member unless, s/he is removed according to other sanctions, or resigns, or is re-elected.

In the event that every seat on the Council is vacant, the five most senior voting members in good standing shall constitute an emergency Council.

    1. Dual Offices

i. Any given council member may not hold more than one office, unless (1) it is on an interim basis, due to unplanned office vacancy, and (2) the interim officer-candidate accepts all pro tempore responsibilities.

ii. Dual offices are permitted only until a permanent replacement can be elected.

    1. Council Meetings - That Council shall meet quarterly on a regular basis, or as called by any Coven member.

    1. Council Quorum - A council quorum shall consist of all members present at a regularly scheduled meeting of the Coven Council, or by forfeit of an absent member per member consent. No less than (¾) three-quarters of the council membership vote is required for quorum, regardless of absentee member consent.

    1. Required Offices, Terms, & Elections

i. The Coven shall have six Council members; however, vacancies shall not prevent the Council from conducting business.

ii. There shall be a High Priestess and High Priest on council, who shall have a term of one year and shall be elected at the Second Gathering and every year thereafter.

iii. There shall be a Scribe and Purse warden, who shall have a term of one year and be elected at the First Gathering and every year thereafter.

iv. There shall be a Herald and Greenman, who shall have a term of one year, and shall be elected at the Second Gathering and every year thereafter.

    1. Removal from Office

i. A member of The Council may resign his/her position on the Council at any time by written notice to The Council.

ii. A current member of the Council may not be removed from the Council without first being impeached, for violation of the Code of Conduct or inability to fulfill duties or obligations.

iii. A member of the Council may be impeached only by a unanimous decision of the remaining Council members or a (2/3) two-thirds majority vote of the voting members in good standing (for clarity a "unanimous decision" is defined, for this section, by the entirety of the Council except the member in question).

iv. An impeached Council member may only be removed from the Council by a (4/5) four-fifths majority vote of The Coven voting membership.

v. A current member of the Council shall not be removed from the Coven without first being removed from the Council according to this section.

vi. Removal of the Council member from the Council does not remove him or her from the membership, nor deprive them of any other right or responsibility they have as a Coven member.

  1. Rituals

    1. Esbats - Esbats shall be held as close to the evening of the New Moon or the Full Moon as possible according to the Coven meeting schedule. Special Esbats may be scheduled on the evening of the New Moon or Full Moon if it is deemed necessary by the Coven Council.

    1. Sabbats – Sabbats may be held on their actual date or on the weekend nearest, as determined by the Coven-meeting schedule or the Coven Council.

i. Once scheduled, a date shall not be changed unless two or more Members request it, and unless the entire Membership can attend on the proposed alternative date.

ii. During clement weather, rituals shall normally be held outdoors at a site established by the Council. During inclement weather, rituals shall be held in the Covenstead, or in a place selected by the Coven Council.

    1. Open Coven Classes

i. Any introductory seminars or other classes open to the public shall be offered under the guidelines, stipulations, provisions, & exclusions decided by the Coven Council.

ii. Modest fees shall be charged for open/public classes that are hosted by The Coven.

    1. Closed Coven Classes

i. Classes for Dedicants and Members shall be held as determined by the Council.

ii. The Coven Council shall establish the curricula.

iii. Special classes that are part of a M.A. or other program shall be conducted by its own specifications.

iv. Classes shall be held at the Covenstead, or such other location, as The Council designates.

v. A modest fee may be charged for classes that are part of the regular curriculum of The Coven.

vi. A modest percentage of fees rendered, as deemed appropriate by The Council, may be awarded to any individuals providing instruction of selected educational opportunities.

    1. Field Trips and Special Events - Field Trips and special events shall be held at such times and place as the Council decides.

  1. ATTENDANCE

    1. Esbats - Select Esbats shall be open to the public or by Coven Council invitation.

    1. Sabbats - Select Sabbats shall be open to the public or by Coven Council invitation; the Coven Council may schedule a second, Coven-only celebration on or near selected Sabbats, as needed.

    1. Classes - Classes shall be designated open only to Dedicates and Initiates of this Coven or open to individuals within the community by approval of the Coven Council.

    1. Attendance Requirements - Initiates and coven members are expected to participate in Esbats, Sabbats, and coven sponsored classes, as appropriate. If any attendees participate in fewer than 75% of member-specific events, their status shall be subject to review by the Council.

  1. Membership Privacy and confidential information

    1. Confidentiality of Personal Information - The names, addresses, telephone numbers, and other information relating to individuals shall be considered confidential and may not be disclosed to non-Members without the permission of the individual involved.

    1. Violation of Section VIII.1 - Violation of privacy or confidential information may, at the discretion of the Council, be considered a violation of the Coven Rede and grounds for expulsion from Membership.

  1. Membership Dues

    1. Amount of Yearly Dues - The amount of yearly membership dues for voting members will be set by a simple majority vote of The Coven at the Gathering.

    1. Remittance of Dues

i. Remittance of membership dues is required within one (1) month following the set date of remittance.

ii. Failure of Remittance - If any coven member does not remit dues within (1) month of the established date, it is considered delinquent.

    1. Financial Hardship - Upon request, The Council may establish remittance guidelines to members with financial hardship, as to space payments out across the year.

i. Members encountering financial hardship may request scholarship, as available, in the form of a written request to The Council.

ii. Scholarship requests will remain confidential within The Council, to deter any undue embarrassment within The Coven.

  1. Resignation / Discipline

    1. Resignation - A member, voting or non-voting may resign his or her membership at any time by written request to the Council.

    1. Removal - A non-voting member may only be removed from the Coven either by a unanimous decision of The Council or a simple majority (over 50%) vote by voting members.

    1. Suspension

i. A voting member may be suspended only by a unanimous decision of The Council; The Council shall determine the terms and duration of the suspension.

ii. A suspended member may not vote or attend any event, unless invited by The Council to attend, (i.e., a business meeting to discuss circumstances of their suspension).

    1. Removal After Suspension

i. A suspended member may only be removed from the coven by (4/5) four-fifths of voting members in good standing.

ii. A voting member may not be removed from the Coven except by resignation or first being suspended.

  1. Member Standing

    1. Good Standing - Any member shall be considered to be in “good standing” unless one or more of the following are true:

    1. The members lack of attendance and/or participation; or

i. The member has failed to remit accounts payable (membership dues, event fees, etc.) in a timely manner and have not made arrangements for remittance as prescribed in section 9.04; or

ii. The member has violated any article of The Coven Rede; or

iii. Any other issue deemed unacceptable to The Coven.

    1. Restoration to Good Standing Status - Any member who is deemed to be not in good standing due to delinquent payments shall be restored to good standing upon receipt of said payments.

i. Unless otherwise specified, accounts payable by the member are considered delinquent one (1) month after the specified due date.

ii. The Council will review other violations of standing criteria on a case-by-case basis.

  1. Revising, Amending and/or interpreting coven By- Laws

    1. Process, Guidelines and Voting Requirements - The Spirit of the Evergreens Coven bylaws may be altered, amended, or repealed and new bylaws may be adopted by a consensus of the Council followed by 2/3-majority vote by those present at The Gathering. If these bylaws are to be repealed, replacement bylaws must be adopted by the same vote.

    1. Restrictions for Bylaw Revising, Amending and/or Interpreting

    1. No alteration, amendment, or replacement shall contradict our Rede.

  1. Conflict of Interest POLICY

    1. Definition - A conflict of interest arises when a person in a position of authority over an organization may benefit personally from a decision he or she could make. This policy exists to avoid the possibility that those in positions of authority over this organization may receive an inappropriate benefit.

    1. Types of Interest - If any coven member has any direct or indirect interest in, or relationship with, any individual or organization that proposes to enter into any transaction with The Coven, including but not limited to transactions involving:

i. The sale, purchase, lease or rental of any property or other asset;

ii. Employment, or rendition of services, personal or otherwise;

iii. The award of any grant, contract, or subcontract;

iv. The investment or deposit of any funds of the Association;

    1. Notification of Interest

i. Such person shall give notice of such interest or relationship to the Council and shall thereafter refrain from discussing or voting on the particular transaction in which he has an interest, or otherwise attempting to exert any influence on the Coven, or its components to affect a decision to participate or not participate in such transaction, unless the Council deems the risk insignificant and grants explicit permission of Interest

    1. Reporting Conflict of Interest

i. If at any time should a coven member become aware of, or suspect a potential conflict of interest within the coven, the member shall report it as a matter of business to a Council member.

ii. Any notice of a conflict of interest brought to a Council meeting should be recorded in the minutes of the meeting, except that any personal details may be sealed, to protect privacy, at the discretion of the Council.