The East Bay Circle of Men[1] Living Document
Current Version as of 10-7-18

Introduction

The Chiefs of the organization formerly known as the East Bay Nation of Men, now known as the East Bay Circle of Men, assembled this information on January 29th, 2006, to support a clearer understanding of the organization by its current members and new men. This Living Document (LD) serves as the written record of the policies and procedures of the East Bay Circle of Men.

Changes or additions to major issues in the LD must be decided by the overwhelming support of the men. Minor administrative issues are decided by a majority of the Chiefs Council. It is up to the Chiefs Council to determine whether an issue is "major" (e.g., amount of dues, membership requirements, approval of an event as "East Bay Circle of Men-sanctioned") or "minor" (e.g., when the Chiefs Council meets, small financial expenditures, how new men are welcomed into the East Bay Circle of Men).

The Chiefs shall note any additions or changes to policies or procedures of the East Bay Circle of Men in the LD, along with the date of that addition or change, and whether it was made by the overwhelming support of the men or by the Chiefs. All additions and changes shall be publicized in the monthly newsletter and on the East Bay Circle of Men Essentials email list.

Any member of the East Bay Circle of Men can propose an addition or change to the LD by making a motion at the Wednesday night Fire Circle.

Membership Requirements[2]

Men who join or renew their membership in the East Bay Circle of Men will affirm the following statement:

“I will hold myself accountable to the Purpose, the Agreements, and the Standards of the East Bay Circle of Men, and I will hold other Circle of Men members accountable to the same.”[4]

Initiation[5]

In order to become an initiated member of the East Bay Circle of Men, a man must successfully complete an initiation program, to be lead by an Initiation Leader.  The Initiation Leader may assemble and lead an Initiation Team.  The initiation program must contain the following elements:

1.    Each initiate will:

a.          Declare his intention to initiate at a Saturday Meeting, by a date and in a manner  

            to be

decided by the Initiation Leader;

b.          Have a mentor;

               c.          Be on a team throughout his initiation process (this could be the New Mens

                        Temporary Team);

               d.          Complete a meaningful challenge;

               e.          Attend a Crucible;

               f.           Attend the Fall Event.

2.   The Initiation Leader may add additional elements but only upon approval by the Chiefs.

3.   The Initiation Leader shall be elected at the Fall Event by overwhelming support of the men. If no man receives overwhelming support at the Fall Event, the Legacy Chief shall be responsible for obtaining a viable and acceptable Initiation Leader.  

4.   The Initiation Leader/Team shall have the sole responsibility and authority to design and execute the content of all initiation processes at the Fall Event, with appropriate coordination with the Fall Event production team in terms of timing, location, budgeting and other logistical components of those processes.

5.   The Initiation Leader is accountable to the men via the Chiefs.  The Legacy Chief shall serve as the liason between the Chiefs and the Initiation Leader.

Dues

Decisions

Important decisions are made by the overwhelming support of the men.  Wherever used in this Living Document, the phrase “overwhelming support of the men” shall mean at least 75% of the men physically present at the meeting at which the proposal is being voted on.[8] These are typically decided at East Bay Circle of Men Fire Circle meetings.  Any member wishing to make a proposal shall first submit the proposal to the Head Chief at least one week prior to a Chief’s Meeting, so that the Chiefs can work with the man on the details and wording of the proposal, prior to the Chiefs’ meeting and presenting it to the men.   If the Chiefs approve of the proposal, and consider it minor, shall implement it accordingly.  If the proposal is deemed to be major, the proposal will then be presented to the men at a Fire Circle meeting, published in the newsletter and Essentials, and then voted on at the following Fire Circle meeting. [9]

Chiefs

The East Bay Circle of Men is led by a group of men called Chiefs. They meet regularly to assure that the East Bay Circle of Men is run according to the policies and procedures agreed to in the LD, and handle any issue not decided by the overwhelming support of the men. There are currently seven Chief positions - Communications, Community Service, Events, Finance, Legacy, Membership, and Spirit.  

4th Quarter Report (Oct-Dec) and Annual Report (Jan-Dec) of previous year:  Post on essentials by February 1st and publish in February Newsletter;

1st Quarter Report (Jan-Mar):  Post on essentials by May 1st and publish in May Newsletter;

2nd Quarter Report (Apr-Jun):  Post on essentials by August 1st and publish in August Newsletter;

3rd Quarter Report  (Jul-Sep): Post on essentials by November 1st and publish in November Newsletter

These reports will be made permanently available to members online. A link to their location will be published on Essentials and in the subsequent month's newsletter.[13]

The Chiefs shall hold a “Chiefs Away” at the beginning of the new term of each new Head Chief in order to discuss the business of the East Bay Circle of Men.  The Chiefs Away shall be lead by the new Head Chief.  Attendance by each Chief, or by a stand-in approved by the remaining Chiefs in the event of an unavoidable absence, is mandatory.  Unless otherwise decided by the Chiefs, the Chiefs Away shall be held immediately following the Saturday meeting in April and immediately following the Saturday meeting in October.  When a new Chief is added to the Chief’s team, he shall be apprised of, and agree to, this requirement.[14]

Chief’s Transition

It is the responsibility of every Chief to select (with the support of the Chiefs[15]) and mentor his successor.  The Chief that is stepping down needs to recruit a man that is capable of fulfilling the duties of Chief, and get agreement on his replacement from the other Chiefs. The Chief should then present this man at a Fire Circle meeting and have him share his Chiefly vision.  If this man receives the overwhelming support of the men, he begins his period of time as an apprentice Chief.  That period is typically 3 months but may be sooner if the outgoing Chief believes the apprentice Chief is ready before that time[16].  During this time the apprentice Chief shall[17] attend as many Chiefs meetings as possible, and may make motions at Chiefs meetings and voice his support or lack thereof for any motions presented. But he will not have a vote on the Chief’s Council as only Chiefs can cast votes on motions.  

When the Chiefs know that this successor is ready, he will become the Chief. At a Fire Circle meeting or other special East Bay Circle of Men function with the appropriate measure of pomp and circumstance and assistance from the Spirit Chief, the official passing of the Chiefdom will occur.  The outgoing Chief will be awarded his Chief’s Bead immediately thereafter if he is present at that meeting or at the next meeting that he is present at.[18]

Rotation

All teams in the East Bay Circle of Men participate in the following rotation: 1st month the Newsletter is produced, 2nd month breakfast is prepared for the Saturday meeting, 3rd month they are responsible for the Sacred Circle, 4th month they are responsible for the 20 to 30 minutes of the Wednesday Fire Circle meeting, and the 5th month they are responsible for childcare and fun at the Saturday meeting.  

“Men not on a team” are included in the above rotation.[19]

Newsletter

Each team is responsible for the production of the monthly East Bay Circle of Men newsletter on a rotational basis. [20] The newsletter is published in both online and hard copy versions.[21] Men are encouraged to opt out of the hard copy to save mailing costs.

Meetings

Saturday Breakfast Meetings

The East Bay Circle of Men holds meetings at Lake Chabot on the second Saturday of every month rain or shine, except for September, when the men are attending the Fall Event.

Whatever is said in the Sacred Circle stays in the East Bay Circle of Men. If you share something you hear in the Sacred Circle with someone in the East Bay Circle of Men, make sure you tell that man you heard it in the Sacred Circle so he is reminded that it is confidential. You may not share anything you hear in the Sacred Circle outside of the East Bay Circle of Men, unless you have the specific, expressed permission from the man who shared it. You may never share anything confidential through any written or electronic means such as email, texting, online posting, or any type of audio or visual recording.  Confidentiality might not apply to disclosures of criminal acts.” [26] [27]

Wednesday Night Fire Circle Meetings

The East Bay Circle of Men also holds a monthly evening meeting on the Wednesday 17 days prior to the second Saturday of the month. This schedule is such to assure that the newsletter topic can be finalized in time to be published and delivered before the next Saturday meeting.

 Events

General

East Bay Circle of Men sponsored events are those led by a member, that receive the overwhelming support of the men at an East Bay Circle of Men meeting, and are self-supporting.

Fall Event

The Fall Event is an annual member’s only event held on the second weekend of September. All initiated members of the East Bay Circle of Men should attend, and new members can be initiated at the Fall Event. Unless otherwise approved by the Chiefs, uninitiated members may attend one Fall Event, but must complete their initiation before they may attend a second Fall Event.[30]

Spring Event

Community Campout

Version 2.9  10/7/2018  BW

 


[1] 3/5/17 - The name of the organization was changed from East Bay Nation of Men to East Bay Circle of Men by the overwhelming support of the men at the Fire Circle meeting of February 22, 2017.  All references to “EBNOM” and/or “the Nation” in the Living Document have been revised to reflect this change.  The Endnotes have not been changed in order to preserve the historical tracking of those notes. 

[2] The following language was removed by majority vote of the Chiefs at the Chiefs Away of February 25, 2018:  “Be initiated at the East Bay Circle of Men fall event.  (The East Bay Circle of Men  initiation process varies.  Questions on this process should be directed at the East Bay Circle of Men member currently managing this process).”

[3]  When a man joins the Nation he agrees to be put on a Nation team for a month on a 3-month rotational basis. If he and the team decide that it's a good match he then may join that team. The Rotation Walla will manage this process to determine which teams have space and are open to new members. A new man can meet with a team that is not open to new men as an opportunity to find out about how different teams work. This 3-month agreement is not part of the initiation process - April 26th, 2006 Fire Circle

[4]    Voted on by overwhelming support of the men at the Fire Circle of June 27, 2018 pursuant to a proposal submitted by John Timothy.

[5]    The decision to revamp the LD to address Initiation was made by the Chiefs at the Chiefs Away of February 25, 2018.  Items 1 and 2 were passed by overwhelming support of the men at the Fire Circle of April 25, 2018.  The remaining items were deemed to be minor revisions by the Chiefs.  

[6]   Added by majority vote of the Chiefs at the Chiefs Away of February 25, 2018, replacing the following: “New men only may pay dues quarterly at $18 per quarter.”  

[7]   Added by majority vote of the Chiefs at the Chiefs Away of February 25, 2018.

[8]   Adopted by the Chiefs at the Chiefs Meeting of September 21, 2016

[9]    Added by majority vote of the Chiefs at the Chiefs Away of February 25, 2018, replacing the following: “Important proposals are presented at least one month before they are voted on, and should be published in the newsletter and online in Essentials, the Yahoo Groups email list.”

[10]    Added by majority vote of the Chiefs at the Chiefs Away of February 25, 2018, replacing the following: “Any man can become a Chief.”

[11]     The dates for the term of the Head Chief were added by the Chiefs in August 2018.  

[12]    Added by majority vote of the Chiefs at the Chiefs Away of February 25, 2018, pursuant to a proposal submitted by John Timothy.

[13]   Added by majority vote of the Chiefs at the Chiefs Away of February 25, 2018, pursuant to a proposal submitted by John Timothy.

[14]    This entire paragraph was added as a result of conversations between the Chiefs in August 2018.

[15]   Added by the Chiefs at the Chief’s Away of February 11, 2017.  The vision is that the Chiefs will be actively involved in the selection of a proposed replacement, rather than leaving it solely to the retiring Chief

[16]   Added by the Chiefs at the Chief’s Away of February 11, 2017. 

[17]    Added by majority vote of the Chiefs at the Chiefs Away of February 25, 2018, replacing the following: “should.”

[18]   Added by the Chiefs at the Chief’s Away of February 11, 2017.  

[19]   Added by majority vote of the Chiefs at the Chiefs Away of February 25, 2018, replacing the following: “will be asked to be an associate member of an existing team for the purpose of participating in the Newsletter, Breakfast, Sacred Circle, and Fire Circle rotation.”  The former language had replaced an earlier decision at the October 25th, 2006, Fire Circle that the men not on teams will be part of the rotation.

[20] The EBNOM address roster will be taken out of the newsletter.  The roster is available online and a link to it will be sent monthly.  Rosters will also be available at the Wednesday night Fire Circle - July 26th, 2006 Fire Circle.

[21] The newsletter rotation team and Newsletter Wallah will produce an online version of the newsletter each month and post it to a password-protected section of the EBNOM website – Some Fire Circle in 2011

[22] Sexually explicit, potentially offensive, or any material that could cast a negative light on the Nation and its members should be posted to the online newsletter only. Men should voluntarily notify the Newsletter Wallah of such items - April 2013 Fire Circle.

[23] Teams producing the newsletter must pay for any additional cost if they choose to print the newsletter in color – December 13, 2014 Chief’s Meeting.

[24] Start time for Breakfast changed from 7:30 a.m. to 7:15 a.m.- May 28, 2009, Fire Circle

[25] Reimbursement set at $50, raised to $100 - February 22, 2005, Fire Circle

Raised to $125 - October 11, 2014 Chief’s Meeting.  Raised to $150 at Chief’s Meeting on February 25, 2018.

[26] The Blue Ribbon Committee on Confidentiality (BRCOC) presented a recommendation on a confidentiality policy, adopted by the men  - July 22, 2009, Fire Circle

[27]   Additional sentence added on electronic or written means - January 28, 2015 Fire Circle

[28]   Changed from a fixed ending time of 9:00 p.m. - August 22, 2007, Fire Circle

[29]  Added by majority vote of the Chiefs at the Chiefs Away of February 25, 2018, replacing the following: “should.”

[30] Stev Rule - “A new member may attend only one fall event before the fall event at which he commits to be initiated” - October 22, 2008, Fire Circle.  The phrase “Unless otherwise approved by the Chiefs” was added by majority vote of the Chiefs at the Chiefs Away of February 25, 2018.

[31] 3/5/17 - As of 2016, Parkers Resort may no longer be available to host the Community Campout.