January 20, 2008 Policy Committee Meeting
Aurora & Leviathon, Pegqua, Ellynore, Merlin, Anemone
We reviewed the policy drafts from previous meetings and made the following our final draft recommended to the Council for their approval and implementation. Please review them and vote for them individually or as a group to determine their appropriateness to make Web actions consistent and fair across time and changes in personnel.
Safety
It shall be the policy of the Web that the Web PATH Center is a drug free zone and a safe location for families and children. Please do not bring or carry in your car, any illegal substances or paraphernalia, fireworks, fire arms or other weapons, with the exception of ritual athames and swords. In the case of ritual blades, owners are responsible for keeping them out of reach of Web children. Blades should remain in a sheath and secured from others. This policy is applicable to officially designated Web sponsored events in all locations
Alcohol Consumption It shall be the Policy of the Web that individuals over the age of 21 can consume alcohol beverages at Web social events, but not to the state of legal intoxication. Individuals who have consumed enough alcohol to be impaired may not drive and must remain on site overnight or leave with a designated driver who has not consumed alcohol. It is not lawful for youth under age 21 to consume alcohol. No one has the authority to provide alcohol to those under 21 at any officially designated Web sponsored events.
Refund Policy
It shall be the policy of the Web that each Event shall have an early registration deadline, a refund deadline, and date by which time the refund request will be processed. The refund deadline will be prior to the major expenses for the event being incurred, i.e. food shopping tent rental etc. Once this date is passed, there will be no refund requests accepted. Expenses are planned based on projected attendance. Concert tickets are non refundable. Early registration $10 deposits are non refundable. Refunds are not guaranteed and are at the discretion of the Event Committee, based on the Event budget and financial report. These relevant dates shall be set by the Event Committee and published on the registration form, flyers and publicity.
Presenter Contracts
All presenters at Web Festivals and certain designated seminars/programs sign written contracts to specify the terms of their presentation at the Web at any location. Said contracts are to include the name of all individuals included in the contract and traveling party, advertising, fees, amenities, travel, equipment, registrations, accommodations and emergencies in travel, and cancellations. All such contractors must outline their presentation in writing with specification for equipment or other items to be provided by the Web, and by the presenter(s) together with their credentialing, qualifications and bio for use in the program and Web publicity.
Presenters at Festivals who are not paid for their services are offered WebBucks at the rate of $10/ hour for each hour of the presentation and 1 hour ($10 WebBucks) for preparation.
These contracts shall be secured and maintained by the appropriate event committee in accordance with the event budget previously approved by the Program Committee and The Web Council of Trustees. Any deviation from the standard contract terms must submitted in writing to be reviewed by the Treasurer and approved by the Council. After the conclusion of the event, all contracts must be turned in to the Council Secretary for the organization’s archives.
These terms are reflected in two forms: The Festival Workshop Presenter’s Agreement and Workshop Proposal and Information/Bio.
Program Proposal Procedure
Prior to presentation of a proposed program other than regularly scheduled rituals, drum circles and other on going meetings, the facilitator or committee chairs of the event will prepare The Web PATH Center Inc. Proposed Events Application (see attached) and first submit it to the program committee or in cases of sudden deadlines, the Council of Trustees or the Council’s Executive Committee. Each workshop, seminar or other special event should be approved by the program committee and/or the Council or its Executive Committee based on this form in advance of the publicity for this event. Preparers should direct their questions about this form and the info requested to the Program Committee prior to completing the process and submitting the form. The purpose of this procedure is to be sure all the details have been considered and a reasonable budget is in place. Any Web General Member can plan and propose a program through this process.
Financial Policies
Purchase Request and Vouchers. Request for purchases, payment and reimbursement must be submitted on the Purchase Request and Voucher form available on line and at the Web together with relevant receipts, legal name and mailing address of the payee. Out of pocket expenses which are not pre-approved in writing may or may not be reimbursed.
Two-signatures. It shall be the policy of the Web that all checks issued from the Web bank account shall have two signatures from among the several officers and the executive director.
Reimbursements. Prior to paying bills in excess of $100, the Treasurer shall prepare a warrant of expenditures presented to the finance committee for review and the Council for approval at regular meetings or online.
In Kind Donations made to The Web as cash or physical items are to be recorded on the appropriate forms or charting at the time of donation. Items must be listed with its fair market value, the legal name and mailing address of the donor. In kind records are to be reflected in the budget reports. A duplicate of the donation form is a receipt for tax exemption purposes.
Web Bucks
It shall be the policy of the Web that voluntary work at the Web and other approved or designated locations is compensated to the workers at the rate of $10/hour regardless of duty. Hours and amount earned must be logged in at the Web in the Volunteer Log Book (VLB). WebBucks earned outside of the Center must be called in to 315-594-9586 or reported on line to the webpathcenter@yahoo.com so that hours can be logged in to the VLB within 10 days of worked performed. WebBucks are transferable to Web general members, and may be turned back in for scholarships to be directed to any individuals who are unemployed, under employed or disabled and their family members.
Web Bucks can be applied to registrations, fees over $10, raffles, auction bids, at the discretion of the designated Event Committee. When Web Bucks are redeemable, the event shall have a budgeted amount (a cap) for free and reduced price admission which includes WebBucks You must sign and turn in your WebBucks when you use them. WebBucks are NOT applicable to products purchased from vendors at Web events.
Web Bucks have no expiration date and no cash value.
The Web PATH Center, Inc. reserves the right to limit the use of WebBucks as necessary for fiduciary control and without notice. Every effort will be made to notify Web members when a WebBucks restriction is in place.
Membership Discounts
Membership Discounts. It shall be the policy of the Web that membership discounts may be offered to voting members at the discretion of the event committee, when the relevant coupons are submitted with early registration forms and deposit. Membership discount coupons not transferable and only for use by paid voting members of the Web PATH Center, Inc. nor are they valid for On-Site Registrations nor One-Day passes, nor concert only admissions. Membership Discounts are the initial deductions on registrations and fees prior to Web Bucks or scholarships.
For example WinterFest 2006 $50
Minus $10 membership discounts = $40
Minus $10 deposit = $30
Minus 50% Web Bucks -$15
Balance paid at the door = $15
Down Payment Policy on Festivals
It shall be the policy of the Web that for events with early registration, all registrants may hold their fee at the reduced price of early registration by paying a non refundable $10 deposit in cash, check, money order or paypal payment on or before the deadline and the balance prior to the opening activities of that event.
Prison Ministry
It shall be the policy of the Web that we extend outreach to pagan prisoners incarcerated in state and federal facilities with newsletters, publications and correspondence courses free of any charge to inmates. Personal correspondence with incarcerated individuals is handled through the Prison Ministry coordinator so that the identity and addresses of volunteers are shielded.
Word as the Official Computer Program
It shall be the Policy of The Web that Word is the official computer program for official documents, publicity and newsletters. Any material prepared for Web use which is not compatible or able to be opened will not be supported, copied and costs related to its production will not be reimbursed.
Recognition of Clergy, Ritualists or Ministers
It shall be the policy of the Web that no Web clergy, ritualists or ministers shall be paid for their activities in the Web as they conduct ritual ceremony, teaching or healing. Web spiritual leadership does not recognize nor confer the title of Reverend, because no Web member or leader is more revered than any other. Similarly we do not recognize nor confer the title of High Priest or High Priestess because each individual in the world has direct access to the Divine, serves as their own priest or priestess, and is not in need of a priest class to mediate that access.
For that reason, the first initiation received in the Wicca classes is the Initiation of the Priest or Priestess. It is important to understand the Web Initiation of Priest and Priestess recognizes the truth of the individual’s standing with and before the Divine, but does not confer that standing, which is an innate gift of the human condition.
The Web Council of Trustees may recognize specific individuals to act on its behalf in conducting handfastings with requisite prenuptuial counseling for the couple and in conducting memorial services. Other rights of passage may be conducted by any Web member in good standing who has completed Wicca I.
Pet policy
It shall be the policy of the Web PATH Center to allow pets to be at Web functions if the following guidelines are met—
- Advance permission required from the host of the event.
- Pets shall be under owner’s control at all times and at large festivals should be on a leash, or otherwise restrained.
- Pets need to be well socialized with people of all ages, cats and dogs.
- Pets must be up to date with state required vaccinations and be parasite free.
- Owners will be responsible to clean up after their pets.
Non Discrimination Policy
It shall be the policy of the Web that all persons are given equal opportunity to participate in programs, hold offices and become voting members without regard to race, creed, color, sex, disability, age, martial status, sexual orientation, arrest and/or conviction record. Attendance at all ritual and ceremony is open to anyone who comes in the spirit of peace, for the good of all and harm of none.
Dietary choices and preferences. It shall be the policy of the Web that although it is not possible to meet everyone’s dietary preferences, allergies and restrictions, we will attempt to respect these needs by providing a wide variety of food choices and labeling all food prepared at home or on site so that everyone can make informed selections. Attendees have the opportunity to inform the Web of their needs in this area and should do so prior to the events.
Liability Waivers and Consent Forms Policy
It shall be the Policy of The Web PATH Center, Inc., that all participants (i.e., attendees, staff, presenters) of any Event/Festival for which there is on site registration and which is presented by The Web PATH Center, Inc. and held at 4030 Galen Road, Clyde, NY, shall fill out and sign a General Release, Waiver, Hold Harmless Notice form. Said form will be presented for signature at the time of on-site registration, and will be retained in the files of The Web for a period of one year following each event/festival.
A Youth Authorization form is required, signed by the parent or legal guardian of any minor child (ie those under the age of 18) to include name, address and phone number of the signator, the name(s) of the children to be presented to the facilitators before participation in a Web event, ritual, or class. The body of such Release Form shall include, but not be limited to the following language:
“I hereby release The Web PATH Center, Inc., at 4030 Galen Road, Clyde NY, Dorothy Abrams, Eric Reynolds, The Web (Festival or Event Name) and all individuals at 4030 Galen Road, Clyde, NY from any and all claims, demands, losses, liabilities and causes of actions of any type arising from or accruing on or before the date I execute this agreement as result of or because of any act, omission or failure to act, including but not limited to those arising out of or relating in any way to my association with The Web PATH Center, Inc..
This release includes, but is not limited to, personal injury of any sort. This release covers claims both that I know about and those that I may not know about. I release and hold harmless The Web PATH Center, Inc. at Galen Road.
This is a general release.”
Confidentiality Policy
The Web PATH Center realizes that during healing and psychic interventions, private and/or sensitive materials may come to light. It shall be the policy of the Web PATH Center to hold this information in strict confidence. Medical information that is collected at Web events shall be kept confidential in a life vial which participants provide to be opened only in emergency.
Absentee Voting Policy
It shall be the Policy of the Web PATH Center that absentee voting will be allowed and processed for the Election Council Trustees in the case that a paid voting member is unable to attend the Annual Family Meeting at which elections are held.
Ballots will be sent out to all voting members with the names and a short bio on each candidate by e-mail where available and USPS where requested.
Absentee ballots with instructions will be included in the voting packet.
Absentee ballots are to be returned to the Nominations/Elections Committee Chair of the Web by the predetermined and posted deadline to be considered for included in the vote counting.
Absentee ballots may be returned via USPA ore personal delivery via a third person and must include the full signature of the voter.
The Policy Committee determined that other policies are not needed at this time.
Respectfully submitted Anemone, recorder 1/20/2008
