So You Want To Be The Scribe
According to our Bylaws:
5.3.8. Scribe is a member of the Council has one vote.
5.3.8.1. The Scribe is the secretary for legal purposes. The Scribe records all official Council meetings, posts meeting minutes on the website and social media, and acts as the Historian/Lore Keeper for Awaken the North. If the Scribe is unavailable for an official meeting, the Council Chairperson will designate another council member as Scribe for that particular meeting. The Scribe is active on public facing venues, such as social media, and is open to the members.
As the Scribe, your job is secretarial in nature. You will support the Council and keep records, as well as record the History and Lore of AtN.
Position Specific Duties:
You will be responsible for updating History and Lore including the website blog posts and important events.
The Scribe plays a vital role in maintaining the organization’s historical records and disseminating important information. This includes documenting key dates, events, and decisions within Awaken the North. The Scribe is responsible for managing the website blog, where updates on Council news, meeting minutes, important milestones, and the organization’s history are shared with the membership.
Additionally, the Scribe is tasked with preparing the agenda for meetings, ensuring that all relevant topics are included and that each Chancellor or their designated representative is prepared to address their respective areas. By effectively managing the agenda with the President and High Drighton, the Scribe contributes to the efficiency and productivity of our meetings.
You will attend all monthly meetings and record, edit and post meetings to the website.
The Scribe plays a crucial role in capturing and disseminating information from our monthly meetings. Meetings are recorded and subsequently edited for language and length to ensure clarity and conciseness. You will run “Craig,” the recording bot in Discord. You will be responsible for maintaining the audio recordings of the emetings. These edited recordings are then uploaded to the website for easy access by members and available at https://awakenthenorth.org/council-meetings/
While regular attendance at meetings is highly encouraged, unforeseen circumstances may arise. In the event that you, the Scribe, cannot attend a meeting, it’s important to communicate with the President beforehand to ensure recording arrangements are still in place. Your absence also impacts the agenda. To maintain a smooth flow and informed discussion, it’s recommended that you either delegate your report and talking points to your Chair, another Chancellor or secure the President’s support in covering your responsibilities. If you are unable to attend, please ensure your designated Chair is well-prepared to stand in for you. This means equipping them with all the relevant information and materials necessary to deliver a comprehensive report and participate effectively in the meeting discussions.
By fulfilling these responsibilities, the Scribe contributes to a well-documented and informative record of Awaken the North’s operations, fostering transparency and accessibility for the membership.
You will attend and notate any impromptu meetings and dealings with outside entities.
The Scribe plays a critical role in documenting and disseminating information about Awaken the North’s interactions with external organizations. This includes attending meetings, conferences, or other gatherings where the President or Chancellors are representing the organization. By participating in these events, the Scribe gains valuable insights into the broader Pagan community, emerging trends, and potential collaborations.
The Scribe’s primary responsibility during these external meetings is to take detailed notes. These notes should capture key points, decisions, action items, and any agreements reached. Additionally, the Scribe may be tasked with taking photographs or recording audio of the meeting, further enhancing the documentation process. After the meeting, the Scribe will compile and organize the notes into a clear and concise report. This report will be shared with the relevant individuals, including the President, Chancellors, and other key stakeholders.
In some cases, the notes from these external meetings may be incorporated into the organization’s historical records. This ensures that important information is preserved for future reference and analysis. By diligently documenting these interactions, the Scribe contributes to the organization’s knowledge base and helps to inform future strategic decisions.
You will continue research for the online library and the #Odins-Library Discord Channel
The Scribe plays a crucial role in expanding Awaken the North’s digital library by actively seeking out and curating relevant PDF books and academic papers. This involves a thorough search process, identifying high-quality resources that align with our organization’s goals and values. Once identified, the Scribe will preview the content to ensure its completeness, accuracy, and suitability for our membership.
To maintain the highest standards of quality, the Scribe may collaborate with the Chancellor of Religious Studies (CoRS) or the President to review and approve submissions. This collaborative approach ensures that the selected resources are both academically sound and spiritually resonant.
Once approved, the resources will be meticulously added to the website. Each resource will be accompanied by an active hyperlink to the author’s website or relevant online platform, allowing members to easily access and explore the wealth of knowledge available. This digital library serves as a valuable tool for members to deepen their understanding of Norse Paganism, fostering intellectual growth and spiritual development.
By diligently curating and organizing this digital library, the Scribe contributes to the overall mission of Awaken the North, providing members with a rich and diverse array of resources to support their spiritual journeys.
You will review all reports and file them accordingly
The Scribe plays a pivotal role in maintaining the organization’s efficiency and transparency by overseeing the comprehensive management and organization of various reports. These reports, which encompass a wide range of activities, include pre-event and post-event assessments, Emissary updates, and monthly reports from each Chancellorship.
To ensure accuracy and completeness, the Scribe conducts a thorough review of each report. This process may involve clarifying ambiguities, requesting additional information, or seeking further clarification from the respective Chancellors or Emissaries. Once the reports have been thoroughly reviewed and any necessary adjustments made, they are meticulously filed within the Scribe’s email account, as well as on a Google One Drive. A well-organized filing system, categorized by subject matter, facilitates easy retrieval and reference, ensuring that critical information remains readily accessible.
By effectively managing and organizing these reports, the Scribe contributes significantly to the organization’s operational efficiency and accountability. A well-maintained repository of reports provides valuable insights into past activities, successes, and challenges, enabling informed decision-making and continuous improvement. Furthermore, it fosters transparency within the organization, allowing members to stay informed about the progress and accomplishments of various initiatives.
You will make sure your monthly reports are filed to the President each month in a timely manner.
To ensure effective participation in the monthly Council meetings, you’ll be required to complete a comprehensive Pre-Meeting Form prior to each session. This form serves as a valuable tool for organizing your thoughts, identifying key points, and preparing for the discussion topics that will be covered during the meeting.
By diligently completing this form, you’ll be well-equipped to provide a concise and informative report on your accomplishments, challenges, and upcoming plans. Additionally, the form will help you anticipate potential questions from other Council members, allowing you to prepare thoughtful and insightful responses. This proactive approach will contribute to a more productive and efficient Council meeting.
This form is due once the rest of the Chancellors have submitted their own, so that you can compile them into a usable format for the next meeting.
You will submit a quarterly update to the Editor-in-Chief of Odin's Auga, Awaken the North's quarterly newsletter.
To ensure the membership stays informed about the exciting initiatives undertaken by the Member Affairs department, you’ll be contributing at least one piece to the organization’s quarterly newsletter. This submission could take the form of a concise report that outlines the department’s recent activities and accomplishments.
While specifics regarding individual members are confidential, you can offer insightful summaries about trends, patterns, or overall program performance. This transparency keeps the membership apprised of the department’s ongoing work and allows them to see how their Chancellor is directly impacting their experience.
Furthermore, the newsletter serves as a valuable resource for members seeking assistance. Your report can include information on how to reach you, allowing members to establish a clear point of contact for any questions or concerns they might have.
Beyond the required report, you’re highly encouraged to delve deeper into your creativity and contribute additional pieces to the newsletter. This could include anything from a captivating short story to a thought-provoking poem, as long as it adheres to the thematic focus of the newsletter and aligns with the core values of Awaken the North and Heathenry.
To submit your contributions for the newsletter, simply send them via email to editor@awakenthenorth.org. Weave your passion and expertise into your submissions, and help to make the newsletter a vibrant platform for connecting with the membership.
You will review and familiarize yourself with the ByLaws and Code of Conduct of Awaken the North
ByLaws and Codes of Conduct (CoCs) are important documents that outline the rules and regulations for organizations. They help to ensure that everyone understands what is expected of them and how to conduct themselves within the organization.
ByLaws typically address the organization’s structure, governance, and procedures for conducting meetings and elections. They may also specify how amendments can be made to the ByLaws themselves.
Codes of Conduct (CoCs) outline the expected behavior of members and staff. They often address issues such as harassment, discrimination, and violence. CoCs can also specify how violations will be handled.