6   THE ONLINE & FACE TO FACE COVEN COUNCILS

a)         The oCC discusses and decides matters of strategic and operational management, membership, online program planning, activities, budget and affiliations of the online membership.

b)         The f2fCC discusses and decides matters of strategic and operational management, membership, face to face program planning, activities, budget and affiliations of the face to face membership.

c)         The affairs of O & M shall be managed and controlled by both Coven Councils (oCC for online and f2fCC for face to face) which in addition to any powers and authorities conferred by this constitution, may exercise all such powers and do all such things as are within the objects of O & M so long as they remain legal.

d)         Each Coven Council shall be responsible for its own branch only and no decision made can be detrimental to the other branch.  

e)         The f2fCC shall have the full management and control of the funds and other property of the face to face branch of O & M with the exception of those funds and property generated and owned by Amethyst Treleven including through the O & M publishing arm or any other commercial activity undertaken to support the separate business of Oak and Mistletoe as defined by its certificate of business.

f)          The oCC shall have the full management and control of the funds and other property of the online school and coven of O & M with the exception of those funds and property generated and owned by Amethyst Treleven including through the O & M publishing arm or any other commercial activity undertaken to support the separate business of Oak and Mistletoe as defined by its certificate of business and URL certification.

g)         Both Coven Councils shall have the authority to interpret the meaning of this constitution and any other matter relating to the affairs of O & M on which these rules are silent.

6.1   Online Coven Council Appointments

6.1   Online Coven Council Appointments

a)        The oCC shall comprise of a Chairperson/Treasurer, a Vice Chair, two Toward First Degree Student Representatives, a Graduate Student/Member Representative, a Toward 2nd Degree Student Representative, a Second Life Student Representative and a two New Student Guides. 

b)     The role of Chairperson/Treasurer shall remain with Amethyst Treleven as founder of the Oak and Mistletoe until such time as she chooses to relinquish the role. At such time the role will revert to one of nominated status just the same as the other online Coven Council roles. The sub role of Treasurer may be split off and separated as a standalone role when the active online membership numbers warrant such a move and when the split is unanimously agreed to by all oCC members.

c)     The Chairperson/Treasurer shall be responsible for setting the strategic direction of both branches of O & M and for maintaining ethical and strong Coven Councils. In addition, Amethyst Treleven as Chairperson shall ensure that no decision made by the oCC shall be detrimental to the face to face branch and that all activities conducted by the online branch are supportive and conducive to the face to face branch. This role also manages the oCC finances.

d)    The Vice Chair must be an online branch Inner Court member and is responsible for keeping minutes of the oCC meetings and handles correspondence as requested. In addition, this role is the back up for the Chair/Treasure and has access to student and coven records for the purposes of strategic and operational support.

e)        The two Toward First Degree Student Representatives must be online branch student members currently studying in the Toward First Degree program with at least three months active student membership. Their role is to represent the interests of those students studying the Toward First Degree program.

 f)       The Graduate Student Representative must be an online branch student Inner Court member who has completed the Toward First Degree program and still has active membership with O & M as either a frequent forum contributor or through taking further study. Their role is to represent the interests of those members who have completed the Toward First Degree program.

g)      The Toward 2nd Degree Student Representative must be an online branch student who has completed the Toward First Degree program and is in the process of working through the Toward 2nd Degree program. Their role is to represent the interests of those members who are currently undertaking the Toward 2nd Degree program.

 h)      The Second Life Student Representative must be an online branch student Inner Court member currently studying in the Toward First Degree program or beyond and who also has at least three months active membership of the Second Life activities. Their role is to represent the interests of those students and members active within O & M’s Second Life activities.

 i)               The two New Student Guides must be online branch students or Inner Court members with at least six months active student membership. His/her role is to provide support and direction to new students, to offer welcoming advice for the first month of the student’s entry to the O & M school.

j)     oCC Councillors may hold up to two Council positions where there are insufficient nominations for a Council role. However, where a person holds two Council positions, they shall only have the privilege of a single vote.

k)          The Chair holds the deciding vote in a tie.

 l)               The first oCCoven Council shall be appointed from the members of the online O & M school or coven and they shall hold office until a new oCC is elected from the general membership at the first AGM. The first oCC Councillors can remain in office if unopposed. 

k)              A new oCC shall be elected at each subsequent AGM. 

l)               All oCC Councillors may be re-elected to Council for a maximum of five consecutive terms with the exception of the Chairperson/Treasurer. Whilst the Chair remains with Amethyst Treleven, it will do so unopposed. Thereafter, when the Chair is held by another nominated person, the Chairperson can remain in the role indefinitely where the oCC unanimously votes in favour of such a recurrent nomination.  

m)           Any online O & M student or Inner Court member seeking an oCC position must be nominated by another online student or Inner Court member of O &M. All nominations must be delivered to the oCC Chairperson no later than 14 days before the AGM. Each nomination must be signed either in hardcopy or electronically by both the nominee and the proposer.

 n)             Notice of all persons seeking election to the oCC shall be given to all members of the online branch of O & M along with the notice calling for the AGM at which time the election shall take place.

o)            Postal, email, online and proxy votes will be accepted forms of voting in addition to those votes delivered through a physical show of hands where appropriate. 

p)            The oCC may appoint a person to fill a casual vacancy and such an oCC Councillor shall hold office until the next AGM and shall be eligible for election to the oCC without nomination.

6.2   Proceedings of the Online Coven Council

a)         The oCC shall meet as required. Such meetings can occur online or via email with all Councillors present as long as the Secretary or Chair keeps a record of the meeting in printed form. An online forum or other such conferencing technology may be utilised for this purpose.

 b)        Questions arising at any meeting of the oCC shall be decided by a majority of votes and in the event of a tied vote, the Chairperson shall have a casting vote in addition to a deliberative vote.

 c)         A quorum for a meeting of the oCC shall be at least four of the seven members of the oCC. 

6.3   Face to face Council Appointments

a)         The f2fCC shall comprise of all initiated members of the face to face branch of O & M.

b)        Positions shall include a Chairperson, a Secretary, a Treasurer and a Librarian. Any remaining f2fC Councillors without a port folio shall serve as Ordinary f2fC Councillors.

c)         The role of Chairperson shall remain with Amethyst Treleven as founder of the coven until such time as she chooses to relinquish the role. At such time the role will revert to one of nominated status just the same as the other f2fCC port folio roles.

d)        The Chairperson shall be responsible for setting the strategic direction of both branches of O & M and for maintaining ethical and strong Coven Councils. In addition, Amethyst Treleven as Chairperson shall ensure that no decision made by the f2fCC shall be detrimental to the online branch and that all activities conducted by the face to face branch are supportive and conducive to the online branch.

e)         The Secretary must be a face to face branch Inner Court member and is responsible for keeping minutes of the f2f meetings and handles correspondence as requested.

f)         The Treasurer must be a face to face branch Inner Court member and manages the f2f finances. If the face to face branch resolves to open a bank account to better manage its finances except as otherwise specifically determined by resolution of the f2fCC or as otherwise required by law, cheques, drafts, promissory notes, orders for the payment of money, and other evidence of indebtedness of the face to face branch will be signed by the Treasurer and countersigned by the f2fCC Chairperson.

 g)        The Librarian must be a face to face branch Inner Court member and is responsible for the management of the O & M library.

 h)         Ordinary f2fC Councillors must be face to face branch Inner Court members and are required to contribute to the leadership discussions.

i)          f2fC Councillors may hold up to two Council positions where there are insufficient nominations for a Council role. However, where a person holds two Council positions, they shall only have the privilege of a single vote.

j)          The Chair holds the deciding vote in a tie.

 k)         The first f2fCC shall be appointed from the initiated members of the face to face O & M coven and they shall hold office thereafter. 

l)          f2fCC port folio positions shall be elected from the initial f2fCC membership and shall remain in office until they resign. Calls for expressions of interest for a vacant position will be made at a general meeting and a vote taken at that time.

6.4   Proceedings of the Face to Face Coven Council

a)         The f2fCC shall meet as required. Such meetings can occur face to face or via email with all Councillors present as long as the Secretary or Chair keeps a record of the meeting in printed form.

b)        Questions arising at any meeting of the f2fCC shall be decided by a majority of votes and in the event of a tied vote, the Chairperson shall have a casting vote in addition to a deliberative vote.

c)         A quorum for a meeting of the f2fCC shall be at least half of the members of the f2fCC. 

6.5   Disqualification of Coven Councillors

The office of either of the Coven Councillors shall become vacant if a Councillor is:

a)         Expelled as a member under this constitution,

b)        Permanently incapacitated by ill health or similar means,

c)         Absent without apology from more than two consecutive meetings of the Coven Council of which they are a part,

d)        He/she submits in writing, his/her resignation to the Chairperson,

e)         He/she cease to be a student or Inner Court member of the online branch of O & M for the oCC or a member of the face to face branch for the f2fCC.