Lesson Eight - Coven-keeping I and Widening the Circle

Monday, February 23, 2004

Reading Materials:

Lesson Overview: Coven-keeping I: This is the First of Two lessons in widening the circle, something many within the second circle choose to do. While this information may seem out-of-place for those not interested in starting a coven, this sort of "foundational theory" of coven making can allow a deeper understanding of how groups, traditions (even online covens) and family practices evolve.

Part One: 

The links below are articles of association, charters, articles of faith and incorporation papers of several pagan organizations. Please read over them:

What do these documents have in common? What is different about them? 

First things first, at this time I am unable to access the Covenant of Gaia document.

Well, the biggest difference is that some of these documents are what is called "Articles of Incorporation", which outline the legalities of the organization, and outline what the organization is all about, basically says what their function is.  The Church of All Worlds (CAW) document are Articles of Incorporation.  

Covenant of the Goddess has a Charter, which includes all that comes with By-Laws, so there is no big difference there.  Both Covenant of Unitarian Universalist Pagans (CUUPS) and CUEW have By-Laws.

What makes these documents similar is that they all very clearly outline the purpose of these organizations, both for members, and for legal reasons, such as tax-exemption.  While some explain just the basic structure, others also give basic beliefs and day-to-day workings of the organizations.

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Part Two: 

Write articles of incorporation, a charter or bylaws for a coven, either one you are in, plan to form or just an imaginary one. Please be as specific as you can in describing what you are, how you'd work and contingencies for problems with members or dissolution.

Sacred Fire Coven By-Laws

The name of this coven will be Sacred Fire Coven. Sacred Fire Coven  is a subgroup of The Coven of the Far Flung Net (CFFN) and shall be subject to any and all rules and regulations set forth by CFFN. 

Article I. Statement of Purpose

    A. Our Purposes are to:

1. Live in a manner which honors the Lady and the Lord, following the Wiccan Rede as outlined by Church of Universal Eclectic Wicca;
2. To further individual freedom of belief and advance the education and understanding of Wicca through thoughtful, yet critical thinking;
3. To provide a supportive environment, for both learning and teaching, to members of the Coven of the Far Flung Net, The Coven will further the education and exploration of Wicca through critical review of papers and lessons submitted by it’s members;
4. The Coven will provide a forum for discussion and support system for members as they engage and travel along their path within CFFN;
5. Hold Wiccan rituals on the Sabbats and Esbats and other special occasions, in order to celebrate the seasons, work magick, recognize rites of passage, and to honor the Lady and the Lord;
6. Honor the Earth and all Her creatures as sacred; and
7. Where appropriate, to educate the general public about Wicca.

    B. Commitment:

1. All members of this coven must have fully committed themselves to this purpose in their beliefs, their activities, and their lives.

Article II: Membership

    A. Qualifications

The Sacred Fire Coven will be composed of members who have completed the application processes as defined by the CFFN, defined below:

1. Application: 

   1. Potential members shall complete a First Circle Paper adhering to the requirements on the CFFN website.
   2. Applicants shall also include a response statement found on the Coven home page. 
   3. First Circle Papers and required statements shall be reviewed by acting leadership of the Sacred Fire Coven. All applicants shall receive a response, indicating the receipt of application and personal statement. Applicants shall be notified in the event of missing requirements. Applicants will be given a three (3) day period in which to supply missing information.
   4. Application shall be reviewed by Coven Leadership for admission. Leadership shall discuss and vote upon incoming First Circle Papers and make decisions to admit said applicant, request a rewrite from said applicant, or deny said applicant.
   5. Failure to submit all required items, following the termination of the three (3) day period will result in the applicant’s submission being discarded, automatically unread.
   6. All applicants will receive a response in a timely manner, within a maximum on ten (10) days. Said response will be acceptance, rewrite, or rejection, also known as non-acceptance.

2. Acceptance: 

   1. Upon acceptance, new members shall enter a four (4) week probationary period. During said probationary period, new members must complete and post, as a minimum, Lesson one, complete required weekly updates, and participate in Coven activities. 
   2. The new member will enter a three (3) month probationary period within the larger organization of CFFN. Members will be expected to continue with Lessons and requirements set forth by the Coven and CFFN.

3. Non acceptance: 

   1. If an Applicant is not granted acceptance to the Clan, they will be encouraged to apply to another Clan. 
   2. If an Applicant chooses, they may reapply to The Holy Well and Sacred Flame Clan after a three (3) month period. 

      1. Note: Reapplication is not the resubmission of a First Circle Paper. If an applicant is not accepted by the Sacred Fire Coven, they will be encouraged to pursue other clans which might be a better fit. However, if the Applicant feels that the Sacred Fire Coven is the most fitting clan, they may resubmit a new First Circle Paper after said three (3) months.

    B. Degrees of Participation and Membership:

1. Members will be grouped in three categories as follows:

   1. Applicants: Applicants are those who have applied for membership, and are awaiting acceptance. Applicants will not be able to post or otherwise have influence within the Coven until accepted.
   2. Active members: Have been accepted to the Coven and continue to meet guidelines in Article V below. Active members have full privileges on the Sacred Fire Coven web page and may post and submit papers.
   3. Inactive Members: Inactive Members are those who fail to maintain guidelines set forth in Article V below, or opt to enter into an inactive status. Inactive members may read the message board, but cannot post, nor submit papers for review.
   4. All members are will abide by the rules set forth by CFFN and the Sacred Fire Coven. All members shall remain active within Coven activities, as stated below in Lesson Posting and Updates. 

2. As this Coven is a primarily learning/teaching Coven, the following minimum activities are required of it’s members:

   1. Lesson Posting: Members are required to post one (1) lesson within a maximum period of four (4) weeks.
   2. Members may post a maximum of one (1) lesson per week.
   3. Lessons are to be posted on the Sacred Fire mailing list with a copy maintained, of all lessons, by each member. A copy of the lesson will also be placed on the Coven’s homepage for review and discussion by other members.
   4. Upon completion of the First Circle, students may decide to continue their study in the Second Circle. In this event, students will follow the procedures as defined by CFFN. Applicable only to students interested in continuing in the Second Circle: As required for admission into the Second Circle, all First Circle lessons are to be reviewed via each member's personal website* for review for the Second Circle. 

      1. *Any member may request for Sacred Fire Coven to provide web space for their lessons.

   5. Lesson Discussion: Members are expected to engage in active discussion of First Circle Lessons. Lesson discussion should be of a critical and knowledgeable nature. Mentors are required to post feedback on all of their mentee's First Circle lessons. Members are requested to post constructive feedback to fellow coven members wherever possible. This does not disallow criticism of lessons or papers, as long as said criticism is of an educated and constructive nature. “Flaming” or disrespect of other member’s papers is grounds for probation, and will not be tolerated. This Coven is an open forum for basic and advanced learning.
   6. Second Circle Lessons: Maximum of one (1) lesson may be posted every two (2) weeks, as per CFFN rules. Feedback for Second Circle is requested in similar fashion to the First Circle.
   7. Each member will be required to post an update to the group, once a week.
   8. Updates do not need to be detailed, as time dictates, though detail is always welcome. An update may be as simple as saying "Hi" to the group with a brief statement.
   9. Members will follow the guidelines set forth in Article V below to keep their membership active.
   10. If a member decides to leave the Coven, they will notify the Leadership or mentor as soon as possible. Leadership and/or mentor will conduct a counseling, to determine what reasons the member has for leaving, and to determine if cause lies within the leadership or mentorship program. If, after counseling, the member still opts to depart, the Scribe will conduct an exit interview and the member will be removed from the mailing list. A member may opt to be placed on inactive status in lieu of departing if the member and mentor agree that the conditions leading to the departure can be cleared up.

Article III: Administration and Operation

    A. Coven Leadership

1. Membership: Coven Leadership shall consist of at least four (4) active members of CFFN. These members can be any active members of the Coven. In the event there are not enough members to keep up this leadership, exceptions may be made with the knowledge of the Coven’s General membership and CFFN leadership.
2. Leadership members: Members must be a part of CFFN for a minimum of six (6) months or be a full member of the Coven. Exceptions will be made by current Leadership, with the full knowledge of the General membership. There must be at least one Second Circle member on the leadership team, except for circumstances where there are no qualified second circle members available and there is prior approval from CFFN leadership.
3. Leadership members will join a separate mailing list which will be used to discuss memberships, Coven decisions, and decisions with which the main body of CFFN is concerned. The leadership mailing list will not be used for off-line discussions of a general nature.
4. In the event of a migration of Coven leaders, the above stipulations may also be put into play, however, CFFN leadership must be notified, and the Coven as a whole will be put into a temporary inactive status pending election and reestablishment of the leadership.
5. At times, due to a tie or other reasons, a group may be called together and given specific voting privileges from the general membership. This group is called a quorum, and will be called whenever the leadership determines a need. Quorum members may be any active member, regardless of level obtained, and will consist of no less than three members. If a quorum cannot be formed due to lack of eligible members, members may be requested from outside of the Coven through the CFFN leadership. Once the quorum makes their vote, the quorum is dissolved, and no further leadership responsibilities are required of them. Members may not be called for consecutive quorums unless there are not enough eligible members to form a separate quorum. Quorums will be given all information necessary to make a decision, including records, notes and archives. Quorum members are not obligated to discuss the information or discussions within the quorum with any Coven member, including Leadership.
6. Leadership Duties: Leadership shall moderate posts on the main Sacred Fire Coven list and Leadership mailing lists. Leadership shall handle disputes in a calm, fair, and unbiased manner. The Leadership list will be utilized in the event of disputes so to keep the main list free of unnecessary tensions.
7. Adding to the number of members within Leadership may be adjusted to accommodate the growth of Sacred Fire Coven.
8. Disputes within Leadership may require assistance from CFFN for resolution.

    B.  Leadership Positions

1. The leadership shall consist of a minimum of four Coven members. The following positions make up the leadership:
   1. Coven Leader (High Priest/ess): Elected by the other leadership members to serve for a period of time. Responsible for being the direct link to the CFFN leadership, providing guidance and resolution to leadership questions and issues. Directs and monitors Coven activities, including, but not limited to, lessons, reviews and discussions.
   2. Secretary (Maiden/Summoner): Responsible for the day to day upkeep of the Coven webpage and moderator of the mailing list. Basic knowledge of internet and webpage authoring is recommended, but not required. Additionally, the secretary notifies members of new lessons, papers or books of note, as well as forwarding member’s papers or comments to the scribe for review, as appropriate. Assists Scribe and parliamentarian as needed.
   3. Scribe: Responsible for the upkeep of the roles and applications received. Assigns and monitors mentors and forwards applicants approved papers to CFFN leadership, as required. Conducts exit interviews and departure counseling. Assists Parliamentarian and Secretariat as needed
   4. Parliamentarian (Bard): responsible for maintaining archives of members, lessons and papers. Maintains bylaws and ensures bylaws are in accordance with CFFN guidelines. Notifies leadership of changes in CFFN bylaws or changes in requirements of Circle progression. Provides interpretation and clarification on bylaws and definitions. Assists Scribe and Secretariat as needed.
2. Any active member can be elected to the leadership. At a minimum, the leadership shall comprise of the above listed positions. More positions can be added as needed, either as permanent or temporary positions. It is important to note that no one position has overriding authority, and it takes a majority vote to approve, disapprove or amend Coven activities. If, in any vote, the result is a tie, the vote shall be undertaken again within a 48 hour period. If the vote again results in a tie, the leadership shall convene a quorum, consisting of three non leadership members, all whom must be active, to break the tie. The vote by quorum shall be made within one week of the quorum being convened. The quorum’s decision is final, and may not be overridden, except by CFFN Leadership.
3. Leadership members can resign from their post with written letter of intent to the Coven Leader. A leadership member will remain in that position until a replacement has been selected and confirmed. If a leader departs without following the prescribed method, the position will be filled by proxy from the remaining leadership until a new member is elected. No position may remain unfilled for longer than 1 week.
4. Leadership positions are held for a period of twelve months, with a quorum vote to retain or release the member in said position. All leadership members will abide by quorum vote. Elections will be held within one month of Imbolc annually.

    B. Mentors

1. Sacred Fire Coven offers and maintains a mentoring program for all new members. Members whom the Leadership deems appropriate for acting as mentors will be invited to participate in this program. All such invited members are free to decline this invitation to offer mentorship.
2. Mentors act as a guide to the new member, assisting that member in answering basic questions and assisting in formulating goals and milestones. Mentors are a “sounding board” for a new member to use before posting to the general board.
3. Mentors are NOT social workers, mental health counselors or clergy. A good guide to mentorship and mentor programs can be found here: http://www.mentors.ca/mentor.html 
4. Mentors are required to maintain contact with their mentees and keep track of their progress. Mentors will foster a close, cohesive relationship, while understanding their role as a mentor. Mentors will refrain from “teaching” or “coaching” a mentee through an assignment. The mentor should strive, instead, to foster originality, critical thinking, and always attempt to focus the mentee on finding the solution or answer to their questions on their own. Mentors are monitored by the Scribe, and mentors should make regular contact with the scribe as to mentee’s progress and with any issues arising between mentor/mentee.
5. Mentee may request assignment of a new mentor after a two week period.
6. Mentors will be chosen by the leadership, and have the right to decline when asked. A person who wishes to be a mentor may also request acceptance as a mentor in writing, to the Scribe. The scribe may then bring an application to a vote in the leadership. The very nature of being a mentor requires serious thought and consideration, as this position is the first impression many new members will have to the clan. Therefore, a mentor remains under scrutiny by the scribe for a period of 4 weeks from acceptance. A mentor may also resign the position, if he or she feels they are nor suitable for the position. This resignation will be made in writing to the Scribe, and will not be effective until all mentees under that mentor are reassigned suitable mentors.
7. If the Coven fails to have enough members acting as mentors, it may restrict or close acceptance of applications until a suitable number of mentors are accepted.

Article IV: Meeting Schedule

    A. Rituals

1. All members are encouraged to attend all Rituals held by the Coven, and are especially encouraged to write and add ideas to the Coven rituals;
2. Esbats shall normally be held on the evening of the Full Moon, and as needed on the New Moon each month;
3. Sabbats may be held on their actual date or on the weekend nearest, as determined by the Coven Leadership, except that Samhain shall always be celebrated on the night of October 31.
4. 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 date.
5. During fair weather, rituals shall normally be held outdoors at a site established by the Leadership.  During foul weather, rituals shall normally be held indoors at a site established by the Leadership.

    B. Classes/Lessons

1. Lessons shall be completed as described in Article II above.
2. Introductory seminars and other classes open to the public shall be offered at such times and places as Coven Leadership decides.
3. Classes for members shall be held at least twice a month, on a schedule determined by the leadership.
4. The curricula shall be established by the Coven Leadership.
5. Classes shall be held at a location as the Coven Leader designates.
6. No fees shall be charged for classes that are a part of the regular curriculum of the coven.

    C. Field Trips and Special events shall be held at such times and place as the Coven  Leadership decides.

Article V: Attendance

Part Three: 

What did crafting these articles teach you about your preferences and prejudices? What kind of coven did you "create" on paper...is it egalitarian, leadership based, a teaching coven? Is a UEW coven (or a sept), a COG coven, or maybe your own tradition?

I have created a Teaching/Working Coven that is Leadership based.  It is a sub-group of Coven of the Far Flung Net that belongs to the Universal Eclectic Wicca Tradition.  This was actually a tough lesson to do, because I really had to think about how I would want my group to be run.  It is very similar to what I experienced when I was with the Holy Well Sacred Flame clan, and had my clan not been dissolved by the changes in CFFN, I more than likely would have liked to try and make Sacred Fire a "real" clan with CFFN.  

I find that I actually like groups that are more run on a consensus rather than bowing to the High Priest/ess's will.  It seems as though there are endless possibilities for problems regardless of how the coven is set up and run, and it would be something that would need to be worked through as time goes by.  Perhaps someday I will give it a try, and start Sacred Fire for real.

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