Bylaws & Policies of The Troth

The name of the Corporation shall be “The Troth”. For reasons of organizational history, the Corporation may also conduct its affairs under the name “The Ring of Troth”.

2.1. The religions of Germanic Northern Europe and Scandinavia prior to roughly 1000 C.E. are commonly referred to as “Heathenry,” “Heathenism,” or  “Heathen religion,” among other names. More recent and specific names for the modern expressions of this religion include but are not limited to: “Asatru,” “Forn Sed,” and “Urglaawe,” among others. Within this document, the umbrella term “Heathenry” is used.  

2.2. “Inclusion” and “inclusive” imply not making distinctions, limitations, or  exclusions. “Discrimination” is the act of making distinctions, limitations, or  80 exclusions within the organization based on sociological criteria such as race, gender, ethnic origin, socio-economic status, sexual orientation, family structure,  or ability.  

2.3. An “affiliated group” is a group or organization, distinct from the Corporation but compatible with its purposes, that has asked to be recognized as such.  

2.4. “Good standing” implies that membership dues are current and paid in full, and no organizational proceedings have found cause to expel or otherwise limit a member’s rights or privileges within the organization.  

2.5. The corporation’s Board of Directors shall ceremonially be known as the “High Rede”. The corporation’s Chief Executive Officer formerly known as the “Steersperson”, shall be referred to as the “President.” 

2.6. The corporation’s “regular journal” is devoted to the corporation’s primary purposes and goals. The corporation’s “operating journal” records the decisions of the Board of Directors. 

The purposes of the Corporation are:  

3.1. To serve as a non-profit religious service organization for the religious needs of its members in Heathen religions;  

3.2. To disseminate accurate knowledge about the history, beliefs, and practices of Heathen religions;  

3.3. To train clergy and scholars in the practice and study of Heathenry;  

3.4. To produce publications that educate, provide information about, and  facilitate communication regarding Heathen religions;  

3.5. To facilitate and promote cooperation and community among inclusive groups and individuals practicing Heathenry;  

3.6. To acquire property and resources that promote the foregoing purposes;

3.7. To provide programs to serve and to aid the wider Heathen community in accordance with the organization’s Mission Statement.

4.1. Inclusion:

Membership in The Troth is open to anyone who is interested in Heathenry, where this membership affiliation is based solely on religious affiliation. No other factors will be considered. Discrimination, as defined above, shall not be practiced by The Troth, its programs, departments, officers, or any affiliated group, whether in membership decisions or the conduct of any of its activities.

4.2. Membership Categories:

The Troth shall have four classes of members: New, Full, Lifetime, and Complimentary. Incarcerated members are treated differently, as defined in Section 4.3. The fees associated with membership shall be decided by the Board according to the needs of the organization, and the Board may establish different rates for specific groups as they see fit.

4.2.1. New Members:

New members are those persons who have been members in good standing, as defined above, for less than one year.

New members who are at least 18 years of age are not are eligible to vote in Corporate elections.

New members are allowed and encouraged to take on volunteer responsibilities within the Troth, with the exception of senior leadership positions such as:

  • Members of the Board of Directors
  • Other Officers of the Corporation
  • At the discretion of the Board of Directors, other positions, such as those that involve handling confidential or financial information.

4.2.2. Full Members:

Full Members are those persons who have remained members in good standing, as defined above, for at least one year. Full Members whose memberships have lapsed for more than three months shall revert to New Member status, if they reapply for membership, and will not be recognized as Full Members again until their renewed membership has been active for at least six months.

People living together in the same household and sharing the same mailing address may join the Troth as a “family.” For such Family Memberships, all members of the household who are at least 18 years of age may vote in Troth elections. At the time of purchasing the Family Membership, the person purchasing the Membership identifies who the voting members are.

Full Members who are at least 18 years of age have all the rights of New Members and are also eligible to serve in leadership positions as defined above in Section 4.2.1.

4.2.3. Lifetime Members:

Lifetime members are Full Members who are awarded a Lifetime membership by a two-thirds (2/3) vote of the Board of Directors. Lifetime Membership is awarded to honor exceptionally meritorious service to The Troth.

A Lifetime member may resign that membership at any time. Any Lifetime Membership, awarded or previously purchased, may be revoked by the Board of Directors for disciplinary reasons if necessary.

Lifetime members may have their names listed in each issue of The Troth’s regular journal and may receive other benefits as the Board of Directors may decide.

Lifetime members are subject to the same voting and office-holding criteria as Full Members.

4.2.4. Complimentary Members:

Complimentary Members are designated by the Board, or by such programs as the Board names, to further the cause of education and organizational outreach.

Complimentary members shall be offered electronic (or paper, with Board approval) copies of Idunna, but do not have the right to vote or hold office in the Troth.

4.2.5. Incarcerated Members:

Full Members currently incarcerated in correctional institutions shall have the right to vote. Incarcerated members may not hold any Corporate office, and may only participate in those programs that the Board designates by a majority vote to be open to them.

4.3. Revocation of Membership:

The Troth reserves the right to discipline or expel any member, including a Lifetime member, who has been deemed to be in violation of The Troth’s Mission Statement, Position Statement, these Bylaws, or the Articles of Incorporation. Specific actions will be determined by majority Board vote according to the following guidelines, and the options for possible actions will be announced in the operating journal and in The Troth’s Policy and Procedures document. In no case will discipline result in physical harm to the affected person.

4.4.1. Principles and Purpose of Discipline:

In accordance with Heathen tradition, disciplinary procedures within The Troth seek first and foremost to maintain the integrity of the community, while striving to uphold the rights and freedoms of individual members.

There may be times when an individual member’s behavior impedes the community’s ability to maintain a constructive environment, or hinders the organization’s ability to function. In these instances, disciplinary procedures may be invoked. Our Corporate actions must be timely, decisive, consistent, and fair.

All members, whether those who bring forth grievances, or those who are examined as a result of those grievances, and regardless of their position within The Troth, will be treated justly and fairly in any disciplinary procedure. Officers and clergy within The Troth may be subject to more scrutiny and greater accountability than the general membership.

The Troth does not involve itself in personal disputes, and any allegation found to be the result of a personal dispute or disagreement will not be handled by the Board unless a member’s behavior impedes the community’s ability to maintain a constructive environment, or hinders the organization’s ability to function.

When a violation of civil law is involved, the organization will immediately file a complaint with civil authorities or encourage such a complaint to be filed by the appropriate parties.

Disciplinary procedures within the organization are based on these Bylaws, and on the Mission and Position Statements. Procedures aim to prevent problems when that is possible or to accomplish restitution and restoration when prevention is not possible.

4.4.2. Jurisdiction:

All regulations concerning member conduct and discipline shall apply to all members. Members are expected to abide by basic standards of civil conduct even outside of activities and events sponsored by the organization. Discipline may be invoked, or membership status revoked, for members who are involved with any activities contrary to the organization’s Mission or Position Statements or Bylaws.

4.4.3. Initiation of Discipline:

Disciplinary proceedings may be initiated by any member against any other Member and may relate to any action within the jurisdiction of the organization as defined here.

4.4.4. Rules of Evidence:

Evidence must be directly related to the complaint, and must be verifiable by sources other than the initiator of the complaint. The Arbiter will review evidence presented and submit a judgement to the Board of Directors and affected parties.

5.1. The Board of Directors

Management of the corporation is vested in a Board of Directors, which shall be ceremonially known as the “High Rede”. The Board of Directors shall be the chief policy-making body of the corporation. Except as otherwise provided in these Bylaws, the Board of Directors shall appoint Executive Officers and Operating Officers, ensure fair election of new members of the Board of Directors when vacancies occur, and adopt and amend these Bylaws as necessary. The Board of Directors may remove Officers, and Clergy from office, and may revoke or deny membership, according to such procedures as it may establish, if it determines, at its sole discretion, that such action is in the best interests of the corporation and the community it creates.

5.1.1. Composition

The Board of Directors shall have between three (3) and nine (9) members, including the President. The actual number at a given time shall be decided by the Board of Directors. This shall not occur more than once per election cycle.

The Board of Directors shall make every effort to recruit members of groups that have been discriminated against as defined above by the Heathen community to run for vacant seats on the Board.

5.1.2. Election

Members of the Board of Directors shall be elected by the Full Members of the Corporation. One third (1/3) of the members of the Board of Directors shall be elected each year to serve terms of three years, beginning at the Annual Meeting during of the year in which they are elected.

Members of the Board of Directors shall be elected by ranked-choice voting according to procedures approved by the Board of Directors, published to the membership, and administered by the Elections Officer. Any Full Member may nominate one or more persons (to include themselves) as candidates for the Board of Directors. All candidates must be Full Members of the Corporation at the time of their nomination.

If a Board seat becomes vacant and more than six months remain in that Board member’s term of service, a successor shall be elected to fill the remainder of the departing member’s term. If less than six months remain in the term of service of the departing Board member, the Board may appoint a previous Board member or candidate to complete the term, or the Board may elect to function with fewer members until the next regular election.

If the number of Board members is not evenly divisible by three, one less than one third of the members may be elected during some years. If the Board of Directors decides to grow or shrink its size, no less than one position may be filled by election in a given year. The goal of these rules is to ensure that the Board of Directors is continually populated by a majority of experienced members and also to ensure that new voices are added to the Board annually.

When needed, the Board may suspend the limitations on the maximum and minimum number of Board positions filled in an election, provided the following are both true:

  • No Board member may serve a term of longer than three years without being reelected;
  • The motion to invoke this clause is approved by both the President and a minimum of 2/3 (two-thirds) of the sitting Board Members.

The election of Board members shall be conducted electronically. The Corporation shall not be required to provide notice of or hold an annual meeting of the members for purposes of conducting an election. No member may ever cast more than one ballot in a given election.

5.1.3. Meetings

The members of the Board of Directors shall meet at least quarterly via face-to-face meetings or any other medium appropriate to conduct Corporate business. At the end of each quarter, the Scribe shall prepare and submit to the Board a summary of decisions and policies approved by the Board of Directors. This report shall be considered the official minutes of the administration. Such minutes shall be published in the operating journal and made available to all members.

For the purpose of determining the number of Board members present at Board meetings, the total number counted as present shall include all sitting members of the Board of Directors who are in attendance at the time the Meeting starts.

A quorum of Board of Directors members is half the size of the current Total Number of the Board of Directors, rounded up to the nearest whole number.

For a meeting to be valid for the purpose of passing motions or taking any actions, a quorum must be present.

For any motion to be passed by the Board of Directors, it must receive votes in favor from a quorum, regardless of the number present at the meeting. The Board may set higher thresholds for passage of specific measures, but no measure shall be enacted which does not have the support of an absolute majority of the total number of the Board. In the event that there is a tie on a motion, the motion fails by default.

The Board of Directors shall conduct business meetings open to all Members in good standing of The Troth. Immediately after the Call to Order, Members may be recognized from the floor by the acting Chair to propose any discussion or modifications to the Agenda for a time period designated by the acting Chair. The Board may extend this comment period by majority vote after the initial time designated has expired. To protect the privacy of those concerned, the Board may also, at its discretion, hold closed meetings (“Executive Session”) to discuss confidential issues.

The Annual Meeting of the Corporation shall be held during the month of June and is conducted according the procedures for business meetings described in the preceding paragraph. Attending this gathering shall be a requirement of all Board of Directors members, except for extenuating circumstances.

The full Board of Directors shall be defined as all Board members currently serving. Votes may be cast in person, via approved electronic means, or via proxy. All proxies must be in writing; they must be authorized and dated by the Board members executing them, and their period of validity may not exceed three months. Any proxy may be revoked by providing written notice to the President and the person to whom the proxy was given. Proxies may only be given to current members of the Board of Directors.

As a member of the Board of Directors, the President may introduce motions, second motions, vote on motions, and hold proxies.

Any meeting shall end when either a quorum votes to adjourn or the business quarter ends. The Board may choose to postpone or to table any items or to refer them to committees or individuals during the meeting. Any items that remain unresolved at the end of the meeting will automatically be added to the agenda of the next meeting as Old Business.

5.1.4. Abandonment of Board of Directors Seat

At any scheduled meeting of the Board, the Board may, by a majority vote, declare an individual Board member to be in danger of being found to have abandoned their seat.

if the Board member in question has been absent for two consecutive meetings and also did not designate a proxy for either of the missed meetings. Notice of this motion must be given to that member via email or other appropriate medium. Notice must also be posted on the Troth members email list. If these conditions are met, and the named member does not attend and take part in the next regular Board meeting, then the Board may, at that meeting, remove the named member from office.

If the member responds to contact efforts by participating in the meeting or providing compelling justification for their absence, then the motion placing the member in danger of being found to have abandoned the office is nullified.

5.2. Officers:

Candidates for Corporate offices must be at least 18 years of age and Full Members. Some Officer positions require additional qualifications.

Officers must maintain membership throughout their terms of office. Officers whose memberships lapse for more than three months shall be deemed to have resigned from their office. After the conclusion of this three-month period, renewal of membership shall not reinstate a member to office.

Officers may serve in multiple organizations, as long as this does not interfere with or cause conflicts of interest with the duties of their position in the Troth. Program heads such as the High Steward, Lore Program Provost, etc., along with the Board, may issue guidance on this issue. Should any disputes arise, the Board will act as the final arbiter of what constitutes a conflict of interest. General membership in other organizations is acceptable as long as it creates no conflict of interest. Membership in organizations which promote discrimination and hatred may in and of itself constitute a conflict of interest at the discretion of the Board of Directors.

Officers are encouraged to hold only one Office at any time.

5.2.1. President:

The President of the Corporation shall primarily be referred to as the President.

5.2.1.1. Duties of the President:

The President shall be the chairperson of meetings of the Board.

The President oversees the general administration of the Corporation. The  344 President convenes and presides over the communications and meetings of the Board of Directors, and the annual public business meeting at Trothmoot. The President shall retain possession of the official minutes of the meetings and actions of the Board of Directors. The President shall be responsible for the  planning and management of Trothmoot, although this task may be delegated. The President shall be responsible for formally convening Trothmoot, although this task may be delegated. An outgoing President shall be responsible for the  Trothmoot planned during the last year of their term.

5.2.1.3. Term:

The President shall serve a term of three years, beginning at Trothmoot of the year in which they are elected. The President may be reelected for at most three terms or a maximum total of nine years, whichever is less, in their lifetime. This limit applies whether terms are served consecutively or nonconsecutively.

5.2.1.4. Succession:

If the President is unable or unwilling to perform this duty, then the Associate President (see below) shall be the chairperson of meetings of the Board of Directors until the situation with the President is resolved. If both the President and Associate President are unable or unwilling to perform this duty, then the current member of the Board of Directors who has served longest in that office shall perform this duty until the situation with the President and Associate President is resolved. If there are multiple current members of the Board of Directors who have served longest in that office, then the one who has served on the Board the longest and has been a member of The Troth for the longest shall perform that duty until the situation with the President and Associate President is resolved. The manner of resolution may depend on whether the President and/or Associate President is/are dead, disabled, unable to communicate, unwilling to cooperate, or have resigned from office.

5.2.1.4.1. Incapacity of the President:

If the President becomes physically or mentally unable to perform the duties of office (“incapacity”), then the next officer in successive order, per section 5.2.1.4, assumes the President’s duties, but not the title, until either the President is again able to perform or the Associate President’s term of office expires. At the first Board Meeting following the declaration of “incapacity”, a vote shall be taken by the Board whether or not to hold a general election for the President. If so, this election begins a new standard cycle of the President’s term of office.

5.2.1.4.2. Death or Resignation of the President:

If the President dies in office or resigns, then the current Associate President shall publicize, convene, and preside over a Board meeting to elect a new President. The Associate President shall attempt to notify, invite, and include all other Board members by reasonable means and in a reasonable time of no less than one week.

If the Associate President is also incapacitated or otherwise unavailable. then the duties fall to the available Board member who has served on the Board the longest. If two or more Board members share the qualifier of serving on the Board the longest, then the Board member in this group who has been a member of The Troth the longest will preside over the Board meeting.

5.2.2. Associate President:

The Vice-President of the Corporation shall also and primarily be referred to as the Associate President.

5.2.2.1. Duties of the Associate President:

The Associate President is responsible for whatever duties are delegated to them by the President, as well as duties outlined in these Bylaws related to succession in case the President is unwilling or unable to perform their duties, is incapacitated, dies, or resigns.

5.2.2.2. Election of the Associate President:

The Associate President is nominated by the President from among the currently serving Board members and approved by a majority vote of the Board.

5.2.2.3. Term:

The Associate President shall serve a term of one year and may be reelected.

 5.2.3. Executive and Operating Officers:

The Corporation may implement various Departments and Programs to advance its Mission.

Departments are permanent fixtures within the Corporation and are headed by an Executive Officer. Programs may be created and disbanded based on the needs and interests of the membership and are headed by an Officer who is responsible for the operation of that Program. Officers not designated Executive Officers are considered to be Officers.

5.2.3.1. Duties:

Executive Officers and Officers are required to submit quarterly reports to the Board and may be required to attend quarterly business meetings, per policy of the Officer Liaison.

5.2.3.2. Election or Appointment:

Officers and Executive Officers are appointed by the Board of Directors as needed.

5.2.3.3. Term:

Unless stated otherwise within these Bylaws or in a procedural vote by the Board of Directors related to a specific position, Executive Officers and Officers shall serve a three-year term and may be reappointed or re-elected. Executive Officers may resign their offices by submitting a resignation in writing to the Board of Directors. At the option of the Board of Directors, any such resignation may be deemed to be effective upon receipt, rather than on a date specified in the resignation.

Executive Officers may be removed from office at any time by the Board of Directors at its sole discretion.

5.3 Committees

With the exception of the Clergy and Steward Programs, all of the Troth’s programs and initiatives will be proposed and executed by Committees. Committees may vote to make motions to the Corporation. Motions made by Committees will be added to the agenda of the Board of Directors and require no second.

5.3.1 Formation of Standing Committees

Possible Standing Committees may be proposed by any Troth member. Committees are formed by majority vote of the Board of Directors. Each Committee must have a sponsor on the Board who is responsible for 1) reporting the Committee’s activities at each Board Meeting, and 2) submitting a summary of the Committee’s activities at the end of each business quarter for inclusion in the Corporation’s records.

Each Committee shall elect a Chair who presides at Committee meetings. Committee Chairs must have been Troth Members in good standing for at least one year. The Board sponsor may serve as Chair.

Committees must have a minimum number of members (to be determined by the Board of Directors) to ensure that no one person bears the brunt of the work and that a range of perspectives is represented.

5.3.2 Membership in Standing Committees

Any Troth Member in good standing may be a member of any Standing Troth Committee. Committee members may vote on all motions made within the Committee.

The Troth ® Position Statement

The Troth is a polytheistic religious organization. Its fundamental purpose is to advance the knowledge and honoring of:  

  • The pre-Christian Deities of the Germanic-speaking peoples, most commonly known as, but not limited to: the Aesir and Vanir in Norse mythology, and their equivalents in other historical Germanic cultures;
  • Deities for whom we do not have comparable historical record, but which are known through historical and contemporary sources (including but not limited to: Eostre/Ostara, Nehalennia, Saxnot, Nerthus);
  • Beings known from the standard texts of mythology or folklore to be allies of the Aesir and Vanir, or other Deities with Whom we choose to interact with and worship, for example: Aegir, Ran, Thorri, Hel, Jordh/Earth, Sol, Mani, the Norns;  
  • Spirits of specific places such as the land, the waters, and the home (vaettir, tomten, brownies, huldufolk, etc.), as well as elves (alfar), dwarves  (dvergar), ancestral guardian spirits (disir), valkyries, and other such beings;  
  • Worthy and honorable human heroes and ancestors, ranging from the legendary through the historical past up to the present day. This includes  the ancestors of all of our members of all ethnicities and places of origin.  

Variations in the understanding of our Deities and the ways of honoring Them have always existed. In the modern era, many people have sought to reconstruct, revive, and renew the ancient traditions according to their own best understanding. One result has been the creation of different expressions of contemporary Germanic religion. The Troth explicitly welcomes these differences and seeks to include them within the larger Heathen community.  

The Troth affirms the right of individuals and groups to freely worship as they will, guided by the dictates of their own consciences. Individual membership in the Troth is not predicated on adherence to any particular Heathen religious practice, belief, theology, tradition, or dogma. We recognize that freedom of conscience, the free exchange of ideas, and diversity of opinions are vital for the healthy growth of our religion. The Troth does not and will not dictate to individual members which beings they may or may not honor, what forms of ritual they may or may not employ, or how they may conceive of these beings.  

The Troth Events Policy

Purpose

The purpose of this policy is to outline the guidelines and procedures for hosting events organized or sponsored by The Troth. This policy aims to ensure that all events reflect the values of inclusivity, respect, and community engagement that The Troth upholds.

Scope

This policy applies to all events organized by The Troth, including workshops, community gatherings, seminars, and online events.

1.1 Approval Process: All events (not including Steward Program events) must be approved by the Events Committee of The Troth. A formal proposal must be submitted at least 90 days prior to the event date. 

For Moot meetups in relation to the Steward program approval needs to go through the High Steward with the same 90 day timeline or as part of an organized outreach campaign. 

1.2 Objectives: Clearly outline the purpose and objectives of the event, including target audience and expected outcomes.

2.1 Event Space: Events should be designed to be inclusive and accessible to all community members, regardless of race, gender, age, ability, orientation, gender identity, or background. Physical locations should be chosen with travel for Troth members in mind as high travel expenses can be exclusionary by nature. 

2.2 Accommodations: Organizers must ensure that appropriate accommodations are made for individuals with disabilities, including venue accessibility and alternative formats for materials (Large print hand outs, hearing assistance, etc). 

2.3 Food: Food preparation needs to be flexible enough to accommodate dietary restrictions when/if they present themselves. All food needs to be clearly labeled with a full ingredient list. 

2.4 Alcohol: If alcohol is used for any Ritual purposes a non alcoholic option needs to be proactively available and treated in the same manner as alcoholic options. For example- When blessing an offering for a blot, alcoholic and non alcoholic options should be mixed together in order to not create an exclusionary environment for members in recovery. 

2.5 Families and childcare: Children and individuals with children are vital parts of the Troth community. Events and programming must be either family friendly, or specifically labeled with age restrictions so that parents can be adequately warned that topics being discussed may not be child appropriate.

3.1 Respectful Dialogue: All presentations, discussions, and materials must promote respectful dialogue and avoid hate speech or discriminatory language.

3.2 Content Review: Any promotional materials or content presented at events must align with The Troth’s values. Having a Troth representative (board member or designated event representative) attend presentations in order to step in and moderate and report any issues back to event leadership is recommended.

4.1 Venue Selection: Choose venues that are accessible, safe, and suitable for the event type. Ensure compliance with local regulations and safety standards.

4.2 Health and Safety: Adhere to all relevant health and safety guidelines,required by the venue as well as Federal, State, and Local governments. Pay special attention to food safety. 

4.3 Insurance: Ensure that Troth insurance coverage is in place as an Asset Protection effort towards the Troth and the event organizers. Verify that all insurance coverage in place meets the venue and local government requirements.

4.4 Drugs and Alcohol: Be sure that all event planning adheres to site specific and local ordinances around the use of alcohol and drugs. If alcohol is being served, the event needs to have a system approved by the Events Committee of designating attendees that are under the legal age limit. 

4.5 Childcare:  Any childcare offerings at events need to be administered and operated by individuals that have been background checked and meet local legal requirements for childcare. If childcare is not being offered at an event, advertising for the event should state so. 

No Troth function or ceremony will call for or permit a single adult, not a parent or authorized caregiver as designated by the parent, to be unsupervised with one or more children, unless duly authorized by said parent or caregiver.

5.1 Budgeting: Organizers must prepare a detailed budget for the event, including all potential costs and revenue sources and have that budget approved by the Events Committee and the Treasurer. 

5.2 Funding: Troth events need to be cost neutral to the Troth’s financial budget. The Troth can front load event expenses but all monies must be recouped through registration fees, raffles, or donations. 

5.3 Steward Program events : Events in association with and organized through the Steward program are covered through appropriations set aside through the Troth’s yearly budgeting process. Budgets and spending limits need to be preapproved by the High Steward prior to any monies being spent. 

 

6.1 Marketing: Promote events through The Troth’s official channels to reach the target audience effectively. Contact a Board Member for help with posting when needed. 

6.2 Description of event:  Event descriptions need to include these informational pieces at a MINIMUM

  • Event date and time
  • Event Location
  • Schedule of events
  • Childcare options
  • Menu and food contact person (if applicable) 
  • Description of accommodations (Hotel name, where to make reservations, etc.) 
  • Links to registration method 

6.3 Registration: Utilize an event registration system to manage attendance and gather participant information. Currently the Troth uses EventBrite. The Events committee can help set this up. 

7.1 Feedback: After the event, organizers must collect feedback from participants to assess the event’s success and areas for improvement. Use of online forms is preferred in order to report back to the Event’s committee efficiently. 

7.2 Reporting: A summary report, including attendance figures, feedback, and financial outcomes, must be submitted to the Events Committee within 30 days of the event.

Compliance

All individuals and groups involved in organizing events under The Troth’s name are expected to comply with this policy. Non-compliance may result in the cancellation of the event and potential restrictions on future event planning.

Amendments

This policy may be amended as necessary to adapt to changing circumstances or feedback from the community. All changes must be approved by the Events Committee.

The Troth Frithstead Policy

Purpose:

To provide an actionable policy for the allowance or disallowance of weapons at all Troth sponsored events. 

History:

The Troth recognizes the longstanding holy proscription across Heathen traditions that weapons were prohibited in holy steads. Whether it was the procession of Nerthus as described in Tacitus, or the Althing described in the Icelandic Sagas: the proscription against weapons in holy space is consistent through the ages. And so it is today: we state this preference in order to promote the inclusion of all Troth members and to foster a welcoming, safe, holy and nonviolent environment.

Definitions:

For the purposes of this policy a “weapon” will be defined as “any device or instrument used for attack or defense, often with the intention to cause harm, damage, or kill.” Examples of objects falling into this category can be, but are not limited to: firearms, knives, swords and brass knuckles.

Firearms:

No firearm will be allowed at Troth Sponsored events. 

Ranged Weapons:

No ranged weapons (e.g. Bow and arrows, sling shots, spears) will be allowed at Troth sponsored events. 

Melee Weapons:

Melee weapons (e.g swords, knives, axes, maces and staffs) will not be allowed at Troth events. This covers all weapons sharpened or not. 

Mobility issues:

Any item that may fall into the category of a mobility assistance device such as canes or walking sticks will be allowed. It is expected that these items will be used as intended, and any use outside of its purpose as a mobility aid may result in those items being disallowed. 

Exceptions:

The Troth recognizes that there are times when an item designated as a “weapon” may be used for a ritual, sport (i.e. archery contest) or demonstration purpose. In these events the owner of such a weapon should reach out prior to the event and discuss its inclusion. The allowance of such a device will be at the sole discretion of The Troth’s representative(s) in charge of said event. Any permitted weapons at an event must be clearly announced in the event description.

The Troth Conflict of Interest Policy

The Troth (the “Corporation”) is subject to the New York Not-for-Profit Corporation Law with respect to its governance, including dealing with conflicts of interest. The Nonprofit Revitalization Act of 2013 imposed several new requirements with respect to conflicts of interest, in addition to the judge-made common law which deals with these concerns.

Additionally, the Corporation is an organization described in Sections 501(c)(3) and 509(a)(1), (2) or (3) of the Internal Revenue Code of 1986, as amended (the “Code”), and so is subject to the requirements of Code Section 4958 with respect to various dealings with disqualified persons.

The directors and officers of the Corporation are responsible for upholding a public trust.  We are called to a higher standard of stewardship in order to meet the special privileges that our tax-exempt status allows.  The action of the directors and officers should meet or exceed these higher standards rather than only minimally satisfy the requirements of tax-exempt status.  Areas of behavior to be avoided include personal conflicts of interest by directors and officers, their families and business associates, questionable investments, improper treatment of consumers, improper use of funds raised (especially for personal remuneration), expensive and inefficient fundraising practices, failure to meet legal requirements and similar offenses.

The Corporation has adopted the following policy designed to avoid any possible conflict between the personal interests of directors and officers and the interest of the Corporation.  The purpose of this policy is to insure that decisions about operations of the Corporation, and the use and disposition of its assets are made solely in terms of benefits to the Corporation and are not influenced by any private profit or other personal benefit to the individuals affiliated with the Corporation who take part in the decision.

In addition to actual conflicts of interest (as defined by this policy), directors, officers and employees are also obliged to avoid actions that could be perceived or interpreted to be in conflict with the Corporation’s interest.  While these situations are not specifically covered by this policy, such individuals should disclose these situations as they arise for consideration by the Rede, committee or individuals reviewing the matter to determine whether the individual should be recused from deliberations and voting.

This Conflict of Interest Policy (the “Policy”) is intended to contain in a single policy the relevant legal rules and best practices which govern the Corporation and its handling of conflicts of interest which include related party transactions as defined under the New York Not-for-Profit Corporation Law.

Any person who is a Related Party is subject to this policy. Related Party is defined as:

  1. Any individual who currently serves or has served in the following capacities within the past five (5) years:
    1. a voting member of the High Rede of the Corporation or of any Affiliate of the Corporation (‘ Rede Member”);
    2. an officer of the Corporation or any Affiliate of the Corporation, including, but not limited to (i) a Steer or Chair, Chief Executive Officer (CEO), Chief Operating Officer (COO) and any other individual who has ultimate responsibility (individually or shared) for implementing the decisions of the Rede or for supervising the management, administration, or operation of the Corporation (e.g., Executive Director); and (ii) a Treasurer, Chief Financial Officer (COO) and any other individual who has ultimate responsibility (individually or shared) for managing the finances of the Corporation; or
    3. a Key Employee of the Corporation or any Affiliate of the Corporation.
  2. Any Relative of those persons listed in (1) above. “Relative” includes: spouse; domestic partner as defined in New York Public Health law Section 2954-A; ancestors; siblings (whether whole or half-blood); children (whether natural or adopted); grandchildren; great-grandchildren; and spouses of siblings, children, grandchildren, and great-grandchildren.
  3. Any entity in which an individual listed in (1) or (2) has a controlling interest.  A controlling interest is defined as:
    1. for corporations: ownership (direct or indirect) of more than 35% of the combined voting power
    2. for partnerships or personal service corporations: ownership (direct or indirect) of more than 5% of the profit interest; and
    3. for trusts or estates: ownership (direct or indirect) of more than 35% of the beneficial interest.
  4. Key Employee includes any person who currently is, or was at any time during the past five (5) years, in a position to exercise substantial influence over the affairs of the Corporation. Facts and circumstances indicating that a person is in a position to exercise substantial influence include, but are not limited to the following:
    1. the person is a founder or creator of the Corporation;
    2. the person is a substantial contributor to the Corporation;
    3. the person’s compensation is based primarily on revenues from the Corporation’s activities that the person controls;
    4. the person has or shares authority to control or determine a substantial part of the Corporation’s capital expenditures, operating budget, or compensation for employees;
    5. the person manages a discrete segment or activity of the Corporation that is a substantial part of the Corporation’s activities, assets, income, or expenses;
    6. the person owns a controlling interest in a corporation, partnership, or trust that is considered a Related Party; and
    7. the “person” is a non-stock organization controlled directly or indirectly by one or more Related Parties.
  5.  Facts and circumstances indicating that a person is not a Key Employee include, but are not limited to the following:
    1. the person has taken a bona fide vow of poverty as an employee, agent, or on behalf of a religious organization;
    2. the person is an independent contractor whose sole relationship to the Corporation is providing professional advice and who has no decision-making authority and will derive no direct or indirect benefit from the transaction except for the customary fees for professional advice;
    3. the person is the direct supervisor of an individual who is not a Key Employee;
    4. the person does not participate in any management decisions affecting the Corporation as a whole or affecting a discrete segment of the organization that represents a substantial portion of its activities, assets, income, or expenses of the Corporation, as compared to the Corporation as a whole;
    5. the person receives any preferential treatment based on the size of the person’s donation when that preferential treatment is also offered to all other donors making comparable contributions and offered as a part of a solicitation intended to attract a substantial number of contributions.
  6.  An Affiliate is any entity controlled by, in control of, or under common control with the Corporation.

Who is NOT subject to this Policy?

Other organizations that are tax-exempt under Code Section 501(c)(3).

Any employee who is not highly compensated and is not otherwise considered a Related Party under this Policy.

What transactions or relationships are subject to this Policy?

Any transaction, agreement or other arrangement in which a Related Party has a financial interest, and in which the Corporation or any Affiliate is a participant (“Related Party Transaction”).

The Rede shall approve a Related Party Transaction only where the Rede determines that the transaction is fair, reasonable and in the Corporation’s best interests.  The Rede shall utilize the following process to approve transactions subject to this Policy:

  1. The Rede must approve the Related Party Transaction in advance.  Any member of the Rede who has a conflict of interest as defined in this Policy may not participate in the vote, nor may he or she be present during voting or deliberations.
  2. The Rede must make its decision with reliance on appropriate data about comparable arrangements, to the extent they are available.
  3. The Rede must adequately document its decision and deliberations in the corporate records.

Prior to initial election and annually thereafter, all Directors shall complete, sign, and submit to the Secretary a written statement identifying, to the best of the Director’s knowledge, any entity of which such director is an officer, director, trustee, member, owner, or employee, and with which the Corporation has a relationship, and whether there is a conflict of interest.  The disclosure of a relationship shall not, by itself, constitute a conflict of interest.  The governing Rede may require the same submission to be made by officers and Key Employees. The Secretary shall provide a copy of all completed disclosure statements to the chairperson of the Audit Committee.

An employee or volunteer of the Corporation with a potential conflict of interest in a particular matter shall promptly and fully disclose the potential conflict to his supervisor.  The employee or volunteer shall thereafter refrain from participating in deliberations, discussions, as well as any decisions, relating to the matter, and follow the direction of the supervisor regarding which Corporate actions are subject to this conflict of interest determination.  The Steer shall be responsible for determining the proper way for the Corporation to handle decisions which involve unresolved employee conflicts of interest.  In making such determinations, the Steer may consult with legal counsel.

The Steer shall report to the Rede at least annually concerning employee or volunteer conflicts of interest which have been disclosed and contracts and transactions involving all conflicts which the Steer has approved.

This policy shall be overseen and administered by the Rede including the adoption of any amendments to this policy.

(1)  Substantial contributor is any individual who contributes more than $5,000 to the Corporation, provided that such amount is more than 2% of the total contributions and bequests received by the Corporation during the Corporation’s most recently completed fiscal year and four (4) preceding fiscal years.  Contributions from spouses are aggregated for these purposes.

(2)  Highly compensated employee is defined under Code Section 414(q)(1)(B)(i) and is adjusted annually for inflation.  The amount for 2014 is $115,000.  Organizations can choose to set this amount at a hard dollar threshold if they prefer as long as it is equal to or lower than the statutory amount.

(3)  Only independent directors may participate in the review and approval of such transactions.  Review and approval may also be delegated to a committee comprised entirely of independent directors (e.g. Audit Committee).

(4)  This is required for any Related Party Transaction in which a Related Party has a substantial financial interest (not defined by the Act).

(5) Policy may be overseen and administered by the Rede (with only independent directors participating) or by a committee of the Rede comprised solely of independent directors.

 

Adopted by the High Rede 4/8/2023

The Troth’s Whistleblower Protection Policy

The Troth requires directors, officers, volunteers, and employees to observe high standards of business and personal ethics in the conduct of their duties and responsibilities. As representatives of The Troth, we must practice honesty and integrity in fulfilling our responsibilities and comply with all applicable laws and regulations.

This Whistleblower Policy is intended to encourage and enable employees, volunteers, and others to raise serious concerns internally so that The Troth can address and correct inappropriate conduct and actions. It is the responsibility of all board members, officers, employees and volunteers to report concerns about violations of The Troth’s policies, bylaws, or suspected violations of law or regulations that govern The Troth’s operations.

It is contrary to the values of The Troth for anyone to retaliate against any board member, officer, employee, or volunteer who in good faith reports an ethics violation, or a suspected violation of law, such as a complaint of discrimination, or suspected fraud, or suspected violation of any regulation governing the operations of The Troth. Any representative who retaliates against someone who has reported a violation in good faith is subject to discipline up to and including removal from the organization.

The Troth has an open door policy and suggests that employees share their questions, concerns, suggestions or complaints with their supervisor. If you are not comfortable speaking with your supervisor or you are not satisfied with your supervisor’s response, you are encouraged to speak with your board liaison or the Secretary/Executive Director.

Supervisors and managers are required to report complaints or concerns about suspected ethical and legal violations in writing to The Troth’s Secretary/Executive Director, who has the responsibility to investigate all reported complaints. Employees or Volunteers with concerns or complaints may also submit their concerns in writing directly to their supervisor or the Secretary/Executive Director.

The  Troth’s Secretary/Executive Director is responsible for ensuring that all complaints about unethical or illegal conduct are investigated and resolved. The Compliance Officer will advise the High Rede/Board of Directors (Board) of all complaints and their resolution and will report immediately to the Board any compliance activity relating to accounting or alleged financial improprieties.

The Troth’s Secretary/Executive Director or Reckoner/Treasurer shall immediately notify the Board of any concerns or complaint regarding corporate accounting practices, internal controls or auditing and work with the committee until the matter is resolved.

Anyone filing a written complaint concerning a violation or suspected violation must be acting in good faith and have reasonable grounds for believing the information disclosed indicates a violation. If unsubstantiated allegations are discovered to be made with malicious or false intent, the accuser will be subject to disciplinary action.

Violations or suspected violations may be submitted on a confidential basis by the complainant. Reports of violations or suspected violations will be kept confidential to the extent possible, consistent with the need to conduct an adequate investigation.

The Troth’s Compliance Officer will notify the person who submitted a complaint and acknowledge receipt of the reported violation or suspected violation. All reports will be promptly investigated and appropriate corrective action will be taken if warranted by the investigation.

The Compliance Officer will work with the complainant to investigate the complaint and present the evidence and desired outcome to the Member Advocate/Arbitrator. The Arbitrator will be the final adjudicator on the issue.

If no Arbitrator exists, then the complaint will be adjudicated by the Ombuds. If no Ombuds exist, then the complaint will be adjudicated by the Board, with any members of the Board involved in the complaint recused. If the entire Board is the subject of the complaint, an independent committee will be selected by both the complainant and the Board to review the evidence and make a determination.

Adopted by the High Rede 4/8/2023

The Troth Sexual Misconduct Policy

The Troth holds security of the person to be paramount and knows that sexuality is sacred, and therefore takes the strongest stance against sexual misconduct. The ethical conduct of all persons who represent The Troth is of vital importance to this organization, because it is through our members and officers that our reputation as an organization is formed, as is our organizational Wyrd.

If allegations of sexual misconduct arise, our first priority as an organization is to understand what the accuser wants, and then to partner with them in the spirit of compassion and justice.

It is the policy of this Organization that all members, Officers, Clergy, Program leaders, Stewards, and volunteers working in, with, and for this Organization, are to maintain the integrity of professional relationships at all times. Sexual misconduct is a violation of the professional relationship and is never permissible or acceptable.

It is an act of sexual misconduct to be a party to any sexual act without full and knowing consent of both parties, with the understanding that consent cannot be given by those compromised by injury, trauma, disease, drugs or across the power differential existing in a pastoral counseling relationship, or with any subordinate.

Sexual Misconduct, as used in the above definition, includes:

  1. Child Sexual Abuse includes, but is not limited to, any contact or interaction between a Child and an adult when the Child is being used for the sexual stimulation of the adult or of a third person. The behavior may or may not involve touching. Sexual behavior between a Child and an adult is always considered forced whether or not consented to by the Child.
  2. Sexual Harassment means unwelcome sexual advances, requests for sexual favors, and other verbal or physical conduct of a sexual nature when: 1) submission to such conduct is made either explicitly or implicitly a term or a condition of an individual’s employment or volunteer service, 2) submission to or rejection of such conduct by an individual is used as the basis for decisions affecting the individual, or 3) such conduct has the purpose or effect of unreasonably interfering with an individual’s work performance by creating an intimidating, hostile or offensive working environment including volunteer work.
  3. Rape or sexual contact by force, threat, intimidation, or misuse of power in a trust relationship
  4. Sexual conduct (including, but not limited to, sexual advances, requests for sexual favors, and other kinds of verbal or physical conduct of a sexual nature, such as obscene or suggestive language or behavior, use of Organization property, computers and other equipment for sexual or pornographic purposes, unacceptable visual contact, touching or fondling) that is unwelcome and/or repeated when the person engaged in the conduct knows or has been informed that the conduct is unwelcome or offensive to the recipient.
  5. Sexual misconduct as used in the policy is intended to include any conduct which would come within the meaning of “sexual abuse” as legally defined in the Accused’s home jurisdiction.
  • Sexual misconduct is a misuse of authority and power that breaches ethical principles by misusing a trust relation to gain advantage over another for personal pleasure in an abusive, exploitative, and unjust manner.
  • Sexual misconduct is a violation of the roles placed upon volunteers, particularly clergy, who are called upon to exercise integrity, sensitivity, and caring in a trust relationship.
  • Sexual misconduct takes advantage of the vulnerability of children, the elderly, and persons who may lack the power to protect themselves from such misconduct.
  • For the above reasons, sexual misconduct is prohibited by this Organization and will never be condoned or tolerated. Proven Sexual Misconduct shall be deemed a violation of Troth law and constitutes grounds for suspension from all offices and titles.

A: Purpose and Function

A sexual misconduct response person (SMRP) is appointed by this Organization as the person to whom reports of allegations of sexual misconduct will be made, and whose function it is to receive and quickly and objectively respond to reports of sexual misconduct by persons covered by this policy. The response person’s first priority will be to seek to provide support for the Accuser/Victim as he/she decides how to resolve the situation, as well as to exhibit appropriate and professional concern for the protection of the rights of the alleged Accused.

It is not intended that the response person will offer medical, psychological or legal advice as to secular law, and the SMRP is in no way to serve as, or as a substitute for, legal counsel for any person. The SMRP will neither initiate disciplinary proceedings nor be available to testify in disciplinary proceedings arising from an accusation of sexual misconduct.

B: Sexual Misconduct Response Person

This Organization’s primary sexual misconduct response person is the Ombuds.  In their role as SMRP, the Ombuds has immediate clearance from the Rede to engage the Troth’s attorney.

Should the Ombuds deem it necessary, s/he can appoint up to two Associate Ombuds to deal with specific cases. These associate Ombuds are beholden to same procedures and confidentiality clauses as the Ombuds. They likewise have clearance from the Rede to contact the Troth attorney. (See Ombuds Policy and Procedures document for further details). Anyone taking on Associate Ombuds role must be agreed upon by both parties in the misconduct complaint.  Associate Ombuds are previously chosen and approved by a majority of the High Rede.

If the primary SMRP is not reasonably available at the time that an allegation of sexual misconduct arises, or if an allegation is raised against or involves the sexual misconduct response person him or herself, then the following persons, in order, are approved by this Organization as persons authorized to receive such allegations and serve as the sexual misconduct response person:

Any member of the Rede, including Associate Steer and Steer.

All SMRPs, upon taking office,  shall be made fully familiar with this policy and shall receive contact information for the Troth attorney.

Any person with a complaint or report of sexual misconduct or a question involving this policy may contact the SMRP via their respective email.  The SMRP will then contact the attorney.

Reports of sexual misconduct will never be taken lightly or disregarded. When reports of alleged sexual misconduct are brought to the  SMRP, such reports are treated as confidential, sealed under existing Rede’s oath with one additional requirement; any member of the Rede named in an accusation will recuse themselves from the discussion, and may not be party to any communications relating to it, save to answer direct questions from the Rede.

Confidentiality rules apply to both accused and accuser until such time as investigation by authorities (if required) or Rede (if appropriate and possible) are complete. The Rede retains the power to ask any member, officer, or even Steer to temporarily step down from their duties until such time as investigations are complete

No Troth function or ceremony will call for or permit a single adult, not a parent or authorized caregiver as designated by the parent, to be unsupervised with one or more children, unless duly authorized by said parent or caregiver.   The Troth shall provide permission slips for said authorization, or said parent or caregiver must send notarized statement.

There may be circumstances where minors are involved when secular law requires that suspected abuse be reported to secular authorities.

Any existing court orders, including restraining orders or child custody orders, may be shared with the Rede or Ombuds if concern exists that  someone attending a Troth-sponsored event could have their security compromised by existing domestic disputes. The Steer or head of the hosting group will see that the hosts are aware of any individual concerns to make sure the frith of the hall is preserved from identified issues, and any requirements regarding safety perimeters and access are respected.

The Troth Activism Policy

Approved by the Board of Directors in November 2023:

All members of The Troth are encouraged to engage with their communities in ways that promote the Heathen values of peace, understanding, and justice–but we will not dictate to our members how they must or must not engage in activism for causes they care about, provided said activism does not cause a conflict with the original oath of membership.

Members may not claim to be official representatives of the Organization without express permission. Permission may be obtained from the Organization to act as official representatives for activist events like Pride Parades, Sit-Ins, or peaceful protests via a petition.

These requests will be evaluated on a case-by-case basis by the Board of Directors, who may delegate this task to a subordinate department as needed.

The Troth reserves the right to participate in activism as an Organization through venues like interfaith partnerships that promote the Heathen principles of generosity, hospitality, democracy, equity, and peace.

The Troth will not partner with organizations, nor will we participate in actions that promote violence, racism, sexism, bigotry, or are otherwise in conflict with the Organization’s principles.

If you need a specific contact (like Clergy or our In-Reach Program), please visit our contact page here. Chat is subject to our website's privacy policy. You may also reach us at our phone number (267) 388-1223.