I. Board of Directors
A. Church Governance The Church of the Sacred Earth shall be governed by a Board of Directors comprised of five (5) members: the Executive Director and four (4) additional members.
B. Duties of the Board The duties of the Board shall include administration of Church funds, attention to all legal issues, the keeping of all official records, the determination of eligibility of candidate member Congregations, public relations, and oversight of all matters regarding the functioning of the Church.
C. Calling of Board Meetings Board meetings may be called by the Executive Director or any three (3) members of the Board, with sufficient notice given to all members of the Board. Otherwise, the Board may set its own rules governing the calling and running of Board meetings. At least one Board meeting per year shall be held that is open to all church members to attend, with sufficient notice given to the paid membership of the Church. If circumstances allow, this meeting is to be held at the annual Church-wide gathering.
D. Executive Director's Term The Executive Director is elected by the paid membership of the Church. The position is to be held until death, resignation, or removal from office.
E. Board Members' Terms The four (4) additional Board members shall be elected to four (4) year staggered terms. One (1) seat on the Board will be up for regular election as the final agenda item of the annual open board meeting.
F. Special Elections Special elections to fill vacant posts may be held at other times as needed. A Board member elected by special election shall hold that seat for the remainder of the four (4) year term since the last scheduled regular election for that seat.
G. Eligibility for the Board Anyone who has been a paid member of the Church of the Sacred Earth for at least three (3) years consecutive membership immediately prior to the election date, is eligible to be elected to the Board of Directors. Membership must be maintained throughout the term of office, or the seat shall be considered vacated. A Board member whose term is ending is not eligible for reelection that year unless there are no other eligible candidates. The Board may nominate any eligible candidate(s) for the position and must notify the paid membership of the Church of their nominated candidate(s) at least one moon prior to the election. The Assembly may then nominate any additional eligible candidate(s) at any point prior to the election; notification of the membership is not required of nominations by the Assembly.
H. Voting for Directors Members of the Board, including an outgoing member, shall vote for the new Board member(s) to fill any vacant seats.
II. Assembly
A. Composition The Assembly shall be comprised of voting Advisers from each member congregation.
B. Duties of the Assembly Duties of the Assembly shall include determining the date, location and hosts of the annual Church-wide gathering in accordance with policies set forth by the Board of Directors, conveyance of ordination for Church-wide ministry, and advising the Board on issues of Church governance.
C. Meetings of the Assembly The Assembly shall hold one meeting per year that is open to all church members to attend, with sufficient notice given to the paid membership of the Church. If circumstances allow, this meeting is to be held at the annual Church-wide gathering.
D. Voting by Advisers Each Adviser shall have only one (1) vote regardless of the number of congregations or councils they belong to. However, Advisers may still vote the proxies of other Advisers.
E. Board Votes on the Assembly The Board has no regular vote on the Assembly. Members of the Board, excepting the Executive Director, may be elected as Advisers and vote in such capacity. The Executive Director or a chosen proxy may vote in the Assembly in case of a tie vote.
F. Advising the Board The Assembly may vote to require the Board of Directors to take a vote on a particular matter of Church governance. The Board must vote on this matter at their earliest convenience and notify the paid membership of the Church of the results of that vote.
G. Assembly Veto The Assembly may vote to veto any action taken by the Board. A vote to veto must be carried by seventy-five percent (75%) of the seats on the Assembly, even if there are any temporary vacancies.
H. Overriding an Assembly Veto If the Assembly overrides an action of the Board, the Board may then call for an override vote by the established paid membership of the Church. Members of the Church who are paid members at the time of the vote, and were paid members during the year prior to the vote, may vote in an override. A vote to override must be carried by seventy-five percent (75%) of the eligible members who cast a vote. The Chair of the Assembly and the Executive Director may at their discretion select a third party to collect and tally the votes.
J. Removal of Board Members The Assembly may call for a vote of the established paid membership of the Church to vote to remove any Board member, including the Executive Director, from office. The initial vote to remove a director must be carried by seventy-five percent (75%) of the seats on the Assembly, even if there are any temporary vacancies. Members of the Church who are paid members at the time of the vote, and were paid members during the year prior to the vote, may then vote to remove the Director. The vote of the established paid membership must be carried by seventy-five percent (75%) of the total eligible voters.
III. Councils
A. Composition Two or more member congregations may form a Council. Councils may be based on geography or other common special interests. Different Councils may have overlapping geographical boundaries. Congregations may belong to more than one Council if they meet the separate membership requirements of each one. Each council will be a recognised entity within the Church after it has held two meetings with at least two participating member congregations and for as long as there are at least two member congregations actively participating in that council and the operating policies of that council do not contradict the by-laws and policies of the Church.
B. Council Governance Each Council may set its own policies regarding operating policies and admittance of congregations and solitary members to that council. Councils may grant their own recognition status and privileges to groups that are not member congregations of the Church. Each council must supply the Board of Directors with an up to date copy of their operating policies, congregational membership, and any subsequent changes.
C. Meetings of the Council Each Council must hold at least two meetings per year that are open to all members of that council with sufficient notice given to all members of the Council who are paid members of the Church. At least one Council meeting per year shall be open to members of the Board by arrangement. Meetings are encouraged to be open to other Church members.
D. Council Responsibilities Each Council must file an annual report to the Board of Directors by October 31. The report must include a listing of the Council's member congregations and the times and places of the Council's meetings.
IV. Congregations
A. Composition A Congregation is defined as three (3) or more people, not all of whom belong to a single household, who worship together regularly in the Church of the Sacred Earth tradition. Congregation membership in the Church of the Sacred Earth shall be conferred by the Board of Directors upon receipt of at least two individual memberships, or fifty percent (50%) of the total individual membership fees for the entire Congregation population, whichever is greater. All new Congregations shall be on a probationary status until the passing of three years. At the end of each of the first two years, the Board shall vote to reject the congregation or continue the probationary period. At the end of the third year, the Board shall vote to reject or admit the congregation into the Church of the Sacred Earth.
B. Congregational Governance Each member Congregation shall be self governing. It shall be free to select its membership, train its priests and priestess, convey ordination for congregational ministry, and to worship in its own manner according to its traditions. Its priest/esses may perform all non- legally binding ceremonies. Upon completion of payment and the approval of the Board, the new Congregation shall choose its Adviser(s) to the Assembly. The Assembly and the Board of Directors must be notified of the identity of the adviser(s) and of any changes to this position.
C. Congregational Meetings A congregation shall be considered to be meeting regularly if it meets at least six (6) times a year. At least one Congregational meeting per year shall be open to members of the Board by arrangement. It is encouraged for meetings to be open to other Church members by arrangement.
D. Congregational Representation Each member congregation, including probationary ones, may appoint Adviser(s) to the Assembly. Independent member congregations may appoint one adviser to the assembly. Member congregations which are participating members in a recognised Council may each appoint two advisers. All member congregations may appoint one additional advisor for every six (6) paid members of the Church, or part thereof, after their first six paid members according to the congregation's initial application or otherwise according to their last filed annual report. Advisers must be paid members of the Church.
E. Congregational Responsibilities Each Congregation must file an annual report to the Board of Directors by October 31. The report must include a census of the Congregation, a listing of the Adviser(s), and an affidavit that the group is meeting regularly.
F. Disciplinary Action / Disenfranchisement of Congregations Member Congregations may be moved to inactive status for disciplinary reasons by the Board of Directors. A vote on Disenfranchisement (permanent removal from the Church) shall be held after a minimum waiting period of one quarter and one moon after deactivation. The vote to disenfranchise shall be held at a Board meeting of which the full Church membership has been invited and informed of the agenda. Failure by the Board to disenfranchise a Congregation results in immediate reactivation of the Congregation. The Board may subsequently vote to deactivate the Congregation again. Congregation deactivation and disenfranchisement shall not automatically effect any individual's membership in the Church.
V. Membership
A. Individual Membership Individuals may join the Church of the Sacred Earth by paying a membership fee to the Church of least $20 annually. Membership is effective from October 31 to October 31. Any individual who is an active participating member of a member congregation will be accepted into the Church. Individuals who are not members of an official member congregation are known as Solitaries. Solitaries may join as members of a Council, according to the membership policies of that council. If a Solitary's membership is accepted by a unanimous vote of the Advisers of the member congregations within that Council, then that membership will be accepted into the Church. Solitaries may join as members of the Church at large. If a solitary's membership is accepted by a two-thirds (2/3) majority vote of the Assembly, then that membership will be accepted into the Church.
B. Identity At the time of applying for membership, individuals must provide their current residence, full legal name, and any other name(s) they are typically known by within the Pagan community. A member's legal name and residence shall not be published outside of the Church if notification of such desire is given to the Board and any Council or Congregation the member may belong to.
C. Solitary Representation Solitary members do not have direct representation in the Assembly. Solitaries who are members of a Council may be allowed representation within the governing body of that Council according to its operating policies; and their interests will be represented by the congregational advisers from that Council.
D. Removal of Membership The Board of Directors may vote to remove an individual's membership for good cause. The Assembly may vote to require the Board to hold a vote on an individual's membership for good cause. The results and an explanation of any vote on membership, whether that membership is sustained or removed, must be made available to the membership of the whole Church. If a membership is revoked immediately following application, the membership fee shall be refunded.
VI. Church-Wide Clergy
A. Ordination Procedures for Church-Wide Ministers Any candidate for Church-wide ministry must have been a paid member of the Church of the Sacred Earth for at least three (3) consecutive years immediately prior to their nomination date. The procedures for Ordination will proceed as follows: first, the candidate must be recommended to the Assembly by an Adviser. The candidate must provide a letter of intent and signed affidavit of ethical behavior, and a letter of support by the nominating Adviser to the Assembly and the Board of Directors. Next, the candidate must meet the approval of the Assembly via testing or whatever criteria the Assembly deems appropriate and be approved by a two-thirds (2/3) majority vote of the Assembly. There shall be a three year probationary period, followed by a vote by the Assembly for Final Ordination. Final Ordination shall require a two-thirds (2/3) vote of the Assembly. Failure to receive Final Ordination revokes ordination. The Board may take a vote to revoke the ordination within one moon of the Assembly's vote to confirm final ordination. Normal disciplinary procedures shall apply to probationary ministers with the exceptions noted.
B. Church-Wide Ministerial Duties Ordained Ministers shall perform all legally binding ceremonies. Ministers are official representatives of the Church and will act accordingly when dealing with the public and will act in the best interests of the Church. Church-wide ministers are entitled to speak publicly on behalf of the whole church.
C. Ministerial Responsibilities Every October 31st, all ministers shall provide an annual account of how they are using their ministry and a signed affidavit of ethical behavior. A record of wedding and funeral rituals performed, as well as any other public activities must be included in the minister's annual report. Any minister not reporting or having not used their ministry during the past year may, at the discretion of the Board, be moved to inactive status. Any minister so inactivated shall be notified by mail or via a paper of legal record. Inactive ministers may not represent themselves as official representatives of the Church, and may not perform any legal ceremonies as a representative of the Church. Such inactivation should not be considered a punishment in any way. Inactive ministers may petition the Board for reactivation at any time. The Board shall consider all requests at their earliest convenience.
D. Disciplinary Actions for Ministers A minister may also be moved to inactive status for disciplinary reasons by the Board of Directors. Reactivated ministers are on probation for a year and a day. Ministers may be defrocked (stripped of ministerial credentials) by the Board. Defrocking shall require a vote of deactivation, followed by a minimum of one (1) moon's waiting period, followed by another Board meeting. Failure by the Board to reactivate or defrock an inactive minister leaves that minister inactive. The Board may move to defrock any minister on probation without first deactivating them. The Assembly may vote to require the Board to hold a disciplinary vote on a minister for good cause. The results and an explanation of any disciplinary vote, whether any disciplinary measures are applied or not, must be made available to the membership of the whole Church. Deactivation and Defrocking shall not have an automatic effect on an individual's membership in the Church.
VII. Congregational Clergy
A. Ordination Procedures for Congregational Ministers The procedures for Ordination will proceed as follows: first, the candidate must receive a unanimous vote for ordination by the congregation members who are paid members of the Church. Then, the Adviser(s) of the congregation shall forward the ordination; along with a letter of intent and signed affidavit of ethical behavior by the candidate, and a letter of support by the congregation; to the Board of Directors. The Board may take a vote to revoke the ordination within one moon of the receipt of the notification of ordination from the congregation. The Board will notify the paid membership of the Church of the ordination of any Congregational ministers, along with an explanation if any such ordination has been revoked.
B. Congregational Clergy Duties and Responsibilities These are the same as listed for Church-Wide Ministers, except that Congregational Ministers are only entitled to speak publicly on behalf of their own congregation and not the Church as a whole. Such public activities must be included in the minister's annual report.
C. Maintaining Congregational Ministry and Disciplinary Action A Congregational Minister's ordination is only valid so long as that individual is an active participating member in good standing of that congregation and of the Church, and only as long as the congregation remains a member congregation of the Church. Otherwise, the minister is immediately defrocked. The congregation may defrock the minister at any time, and must inform the Board of this action and the reasons for it. All of the procedures for Disciplinary Actions for Ministers also applies to Congregational Ministers. In addition, any Adviser within the Church may request that the Board hold a disciplinary vote on a congregational minister for good cause.
VIII. Church Officers
A. Officer Administration and Responsibility Church offices such as Secretary, Treasurer, Mediators, and Editor of the Sacred Earth Journal may be created, filled, overseen, and/or eliminated by the Board of Directors. Officers serve at the discretion of the Board. Officers shall be required to present a report of their activities at the Church-wide annual gathering.
IX. Other Procedural Notes
A. Quorum Requirements for the Board of Directors A Quorum for any official Board meeting shall consist of at least three (3) Board members including the Executive Director or their proxies.
B. Quorum Requirements for the Assembly A Quorum for any official Assembly meeting shall consist of at least three (3) Board members including the Executive Director or their proxies, and one (1) Adviser from each Council either in person or by mail, telephone, or proxy. All meetings of the Assembly shall be open to the Full Membership but only Advisers shall vote unless otherwise declared by the Assembly.
C. Time Definitions A Quarter is defined as ninety (90) days. A moon is defined as twenty-eight (28) days. A year and a day equals three hundred sixty-six (366) days. All references to fractions and percentages in votes refer to a vote by that fraction rounded up.
D. Tabling of Agenda Items Any agenda items that have not been addressed must be re- introduced at the next business meeting rather than being tabled.
E. Reporting Requirements All annual reports and statements required to be provided to the Church must be delivered in writing to the Executive Director or a designated alternate on the Board of Directors.
F. Church Dissolution In the event of dissolution of the Church of the Sacred Earth, all assets shall be distributed for one or more exempt purposes within the meaning of section 501(c)(3) of the Internal Revenue Code, or corresponding section of any future federal tax code. Any such assets not so disposed of shall be disposed of by the Court of Common Pleas of the county in which the principal office of the Church of the Sacred Earth is then located, exclusively for such purposes or to such organizations, as said Court shall determine, which are organized and operated exclusively for such purposes.
G. Amendment of Bylaws These By-Laws and Procedures may be amended by the Board of Directors. Proposed Changes, September 1999