FOCAS Policies and Procedures
Policy # 06-001
Date: 1-10-2007
Title: Nondiscrimination Policy
Statement of Policy: The Federation of Circles and Solitaries, as a National Organization, and per Chapter, does not discriminate on the basis of race, age, religion, country of origin, gender, gender preference, or disability.
Procedure:
Officers, Trustees, and other designated Representatives of the Federation are obligated to meet the requirements of service outlined in the Bylaws, and Policies and Procedures of the Federation of Circles and Solitaries.
Worded by: Alex Zayachkov on 11/30/2005; was voted into practice by the Executive Board.
Sworn by the 2005-2006 FOCAS Secretary Melinda Byrd on 1/10/2007.
Written by Lorraine Shinn, Vice President & Clergy
Policy # 06-002 Clergy Committee
Date: 04-25-2006
Title: Ordination of Clergy
Statement of Policy: The Federation of Circles and Solitaries, a.k.a. FOCAS, shall have procedures for the purpose of selecting appropriate persons for Ordination.
Procedure:
1. The interested personal shall submit an "Ordination Application" (see attached application) to the Elected Clergy.
2. The applicant shall submit an administrative fee of $30.00 to cover the costs of office supplies and records storage.
3. The applicant shall be a FOCAS member in good standing for a period of not less than one year.
4. The applicant shall submit with the application a copy of Driver's License and Birth Certificate. Proof of U.S. citizenship may also be requested.
5. The applicant shall submit with the application a "Magickal Resume", or "Arcanum Vitae".
6.The applicant shall submit with the application a letter of reference or recommendation from two sources know to FOCAS, and unrelated to the applicant.
7. The applicant shall submit with the application proof of High School graduation. This may be a High School Diploma, proof of successful completion of a GED, or proof of attendance at an accredited college.
8. The applicant may submit with the application, or at any time during the selection process, any college transcripts for completed college courses, including college degrees.
9. The applicant may submit records of community service, volunteer or paid.
10. The applicant shall submit to a Background Check done by the Michigan State Police and/or other similar agencies. Any and all fees which may be assessed for this will be the responsibility of the applicant. The Background Check will be completed by a designated FOCAS officer (see attached waiver).
11. The applicant shall submit to a Drug Screening done by Concentra, Inc. and/or other similar agencies. Any and all frees which may be assessed for this will be the responsibility of the applicant. (See attached waiver)
12. The applicant shall submit to evaluation by the Elder Council for the following purposes, including but not limited to:
a. to assess psychological stability
b. to assess compassion and tolerance for individuals and situations
c. to assess the applicant's "image" of professionalism
d. to assess the applicant's ability to counsel
13. The applicant shall attend an interview conducted by one or both Elected Clergy.
14. The applicant shall submit to testing of his/her knowledge base of Earth-based religions. (See attached testing materials.)
15. The applicant may be asked, based on the results of the above, to submit to instruction given by teachers appointed by the Elder Council.
16. FOCAS reserves the right to refuse ordination at any time during the selection process for any reason.
17. The FOCAS Clergy Committee will maintain a file on each applicant containing all information submitted; all files will remain the property of FOCAS.
Written by Lorrain Shinn, Elected Clergy
Approved by FOCAS Board of Trustees
Signed Alex Zayachkov , May 10, 2006
Policy # 06-003
Date: 4-26-2006
Title: Retention of Records
Statement of Policy: FOCAS will retain all records containing personal information and/or other sensitive materials in a manner in accordance with all State and Federal Laws and Standards. Records will be available only to Elected Officials of FOCAS and those that are designated by FOCAS Officials for a specific necessary purpose; including, but not limited to, ordination, and official complaints. Any person's individual record is available to themselves by inspection only in company with a designated FOCAS Official. Records are the property of FOCAS.
Procedure:
1. Records will be stored in a locked, fireproof container.
2. Records will be retained with the file is active, and for a minimum of seven (7) years if inactive.
Written by: Lorraine Shinn, Elected Clergy
Approved by FOCAS Board of Trustees
Signed Alex Zayachkov, FOCAS President, May 10, 2006
Policy # 06-004
Date: 4-25-2006
Title: Ordination Defined
Statement of Policy: FOCAS will designate an individual as Ordained. The individual will be assessed a one-time $20.00 "Ordination Fee" to cover costs. Ordination conveyed by FOCAS will last for Life. The ordained individual will be known as "Minister" or "Clergy" to FOCAS, and be referred to as "Reverend"; the individual may use other titles* outside the scope of FOCAS. Although an individual may be ordained by FOCAS, he/she will be considered "Ordained FOCAS Clergy" only if the individual remains a FOCAS member in good standing. There will be no fees to maintain "Ordained FOCAS Clergy" status, other than regular membership renewal and continuing education. If the individual does not remain a FOCAS member in good standing, there will be an "Ordination Renewal" fee assessed, the amount to depend on how long the individual's membership has lapsed, as well as other consideration by the Elder Council. If the individual chooses to end their association with FOCAS, their ordination as "Minister" still stands.
Procedure: Assess on an individual basis.
* We discourage the use of "Priest" or "Priestess" as these are usually coven-conveyed titles. FOCAS is not a coven and prefers it's clergy to "minister" to it's membership. Also, the use of "Priest" could easily be confused with clergy of the Catholic faith.
Written by: Lorraine Shinn, Elected Clergy
Approved by the Clergy Committee: Lorraine Shinn & (signature un-readable)
Approved by the FOCAS Board of Trustees
Signed Alex Zayachkov, FOCAS President, May 10, 2006
Policy # 06-005
Date: 12-13-2006
Title: Procedural Actions of the Member Relations Officer: Resolution of Complaint
Statement of Policy: The Member Relations Officer (MRO), as the liaison between the Executive Board and the General Membership, shall receive complaints from any member or event guest. The MRO shall then dispose of the complaint in accordance to all Bylaws and standard procedures.
Procedure:
1. Take written complaint from the plaintiff.
2. The MRO will meet with the defendant to hear their side of the complaint.
3. The MRO will evaluate the situation and resolve it with discussion if possible; making sure to document all facts and discussions. If a verbal resolution between the parties is not possible, the MRO moves on to the next step.
4. The MRO needs to compose written documentation of the facts as he/she understands them. The MRO may include any documentation and/or evidence he/she deems necessary. If the MRO has any question about the complaint or it's validity, the MRO may discuss the complaint ONLY with the FOCAS President.
A. Valid complaints - an action that directly affects the image, property or daily functioning of FOCAS as a whole, examples are as follows:
i. Any action that comes in conflict with current FOCAS purpose or by-laws.
a. Meetings - time, place, procedures
b. Voting - procedures
c. Membership
d. Officers and their duties
ii. A board decision made concerning the FOCAS image or activities.
a. Money Issues
b. Events sponsored by FOCAS
c. Public Relations
iii. Conduct unbecoming a FOCAS member.
a. Destruction of public or personal property at an official FOCAS function.
b. Criminal actions of a FOCAS member, at any time.
c. Libel1, or slander2 of another member within FOCAS, at any time.
d. Ethical issues concerning use of power within a religious setting at any time.
e. Premeditated physical or emotional harm of oneself or another member at any time.
B. Invalid complaints
i. Conduct of a member at a non-FOCAS event unless it is in conflict with "Conduct unbecoming a FOCAS member".
ii. Differences between members based on personal morality issues.
iii. Differences between members based on ethnicity, age, sex, sexual preference, creed, religious views, physical or mental handicaps/characteristics.
5. The MRO will then convene a Hall of Amenti. (See P&P, Hall of Amenti)
6. The MRO will then notify both parties of how, when, where, and at what time their matter will be handled by the Hall of Amenti.
A. He/She may contact all parties concerned in person or by phone.
B. He/She will also draft a written notice for the complaint record.
7. After a matter is handled by the Hall of Amenti, the resulting action (not the details of the complaint) will be entered into the official FOCAS record for members to view if needed.
8. All records and documents collected during the complaint procedure will be stored in a sealed file by the MRO and FOCAS Board and will not be viewed by uninvolved parties.
1. A malicious publication expressed either in print or in writing, or by pictures, effigies, or other signs, tending to expose another to public hatred, contempt, or ridicule.
2. To defame; to injure by maliciously uttering a false report; to tarnish or impair the reputation of by false tales maliciously told or propagated; to calumniate.
Written by: Lorraine Shinn, Vice President, Clergy
Approved by the FOCAS Board of Trustees
Signed Glen Maxey, FOCAS President, December 13, 2006
Policy # 06-006 Committee of Hall of Amenti
Date: 12-13-2006
Title: Installation and Procedural Action of the Hall of Amenti
Statement of Policy: The Committee of the Hall of Amenti will be convened to dispose of complaints deemed valid and irresolvable by discussion by the MRO.
Procedure:
1. The Hall of Amenti is an ad hoc committee formed once per complaint.
2. Each Hall of Amenti may have different persons serving on the committee.
3. The Hall of Amenti will always be comprised of the following:
A. The MRO, who will always initiate and be the committee head.
B. Three members of the Elder Council.
C. Two members of the Board of Trustees.
D. One member of the General Membership.
4. The Hall of Amenti will always be initiated by the MRO in the following manner:
A. The MRO chooses one member of the Elder Council and one member of the Board of Trustees.
B. The chosen member of the Elder Council then chooses two more members of the Elder Council.
C. The chosen member of the Board of Trustees then chooses one more member of the Board of Trustees and one member of the General Membership.
5. As each member of the committee is chosen, they will be told whom the complaint involves, not the actual complaint. Each person chosen then has the right to withdraw for personal bias. Once they agree to participate, they do not have the right to withdraw for personal bias.
6. The date and time for the Hall of Amenti is set by the MRO at a time hopefully convenient for all involved.
7. The plaintiff and defendant have the right to make statements to the Hall of Amenti if they choose, but they must then leave the premises.
8. The Hall of Amenti works by consensus; therefore if a second meeting is necessary, the date and time will be determined by the MRO.
9. The Hall of Amenti will determine the course of action or no action to be taken for the best interests of all involved.
10. The plaintiff and defendant will be informed of the outcome of the Hall of Amenti within three days (72 hours) of the final determination.
11. The final decision of the Hall of Amenti is the last action that may be taken within the Federation of Circles and Solitaries.
Written by: Lorraine Shinn, Vice President, Clergy
Approved by the FOCAS Board of Trustees
Signed Glen Maxey, FOCAS President, January 1, 2007
Policy # 06-007 Charities Committee Policy and Procedure
Date: 12-13-2006
Title: Procedural Actions of the Charities Committee
Statement of Policy: The Charities Committee is responsible for coordinating and executing assistance in maintaining the welfare of FOCAS members and non-members. The Charities Committee will determine the extend of the need for assistance, the eligibility status of the recipient and what means are available to assist with the need. The Charities Committee shall comply with all FOCAS Bylaws and standard procedures.
Procedures:
1. Budget
A. Annual Budget to be presented for Board approval by the first December Board Meeting of every tern, unless otherwise requested by the Board of Trustees.
B. Monthly Budget and Activity Report to be presented at monthly Board Meetings unless otherwise requested by the Board of Trustees.
2. Individual Recipients
A. An individual Recipient is any person deemed in need by the Charities Committee via a majority vote of Charities Committee Members present at the time of vote.
B. Individual Recipients may receive up to $200.00 on a Meijer's Gift Card no more than once per year.
C. Individual Recipients may receive from the Food Pantry no more than twice per year.
D. Shut Off/Eviction Notice Assistance will be granted on a case by case basis and given once per household. This is a one time only gift.
E. All monetary assistance must be approved by the Board of Trustees.
3. Organizational Recipients
A. An Organizational Recipient is any organization that the Charities Committee chooses to sponsor or assist in their charitable endeavors.
B. A recognized contact person and the terms of charitable contract/sponsorship will be established with an Organizational Recipient before any funds are raise for said organization.
4. Donations
A. Any donations of food, clothing, toiletries, and household items may be collected by or given directly to any Charities Committee Member.
B. All money donations should be made payable to F.O.C.A.S.
5. Events/Activities
A. Monthly meetings will be held.
B. A Monthly Clean Up/Inventory of all stores will be held.
C. Fundraisers will be held no less than twice a year.
D. A Charities Booth will be set up at all Sabbats.
E. A Donations Center will be maintained at all Chat Nights.
F. All non-monetary donations to recipients are given at the sole discretion of the Charities Committee and will be delivered within 72 hours of Charities Committee approval.
G. All Board Approved Donations to recipients will be delivered within 72 hours of Board approval.
6. Emergency Circumstances
A. Emergency Circumstances are defined as any recipient who cannot wait for regularly scheduled Board or Charities Meetings to make a determination.
B. When Emergency Circumstances for financial support are granted by the Charities Committee, the Board will be contacted for a Motion of Emergency Vote.
7. Shut Off/Eviction Notice Assistance
A. No assistance may be given without documented proof of Shut Off or Eviction. i.e. original Eviction Notice, original Shut Off Notice.
B. All payments for Shut Offs will be paid directly to the utility company.
C. All payments for Evictions will be paid anonymously via money order, signed by the charities recipient (evictee) in the presence of the Charities Committee, and mailed directly to the evictor by the Charities Committee.
Written by: CJ Maxey, Head of Charities
Approved by the FOCAS Board of Trustees
Signed Glen Maxey, FOCAS President, January 10, 2007
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