Board of Directors Meeting Minutes

Date: January 10, 2026
Attendees: Ryan McIntire, Garret Roselius, Nicole Smith
Meeting Type: Initial Board Meeting

Purpose

The Board held its initial organizational meeting following the formation of the Corporation to establish its governing structure, adopt foundational documents, appoint officers, and authorize initial organizational actions.

Discussion Summary

Organizational Formation

• The Board formally ratified the Articles of Incorporation establishing Ulfsalhöll as a Virginia nonstock religious corporation.

• The Board adopted the Corporation's Bylaws and initial governance policies, including policies addressing conflicts of interest, clergy ethics, and financial safeguards.

Board Officers

The following officers were unanimously appointed:

• President: Ryan McIntire

• Treasurer: Nicole Smith

• Secretary: Garret Roselius

Organizational Actions

The Board authorized the initial administrative actions necessary to establish the organization, including:

• Applying for an Employer Identification Number (EIN)

• Opening organizational bank accounts

• Preparing the federal tax-exempt application

• Completing required Virginia registrations and filings

Organizational Identity

The Board unanimously approved changing the organization's operating name to Ulfsalhöll Mystikos Circle to better reflect its interfaith mission and its Norse Heathen and Hellenic foundations.

The Board also affirmed that the organization is interfaith rather than eclectic, recognizing multiple distinct religious traditions while maintaining the integrity of each.

Action Items

• Apply for the Corporation's EIN.

• Open organizational banking accounts.

• Prepare and submit the IRS tax-exempt application.

• Complete required state registrations.

• Begin operating under the name Ulfsalhöll Mystikos Circle.

Adjournment

There being no further business, the meeting was adjourned at 2:35 PM.

Board of Directors Meeting Minutes

Date: June 29, 2026
Attendees: Ryan, Nicole, Rose
Meeting Type: Board Planning Meeting

Purpose

The Board met to discuss the upcoming expiration of the Lab lease, future meeting locations, organizational sustainability, community involvement, and long-term planning.

Discussion Summary

Transition from the Lab

• Nicole informed the Board that the Lab lease will expire on October 31, 2026, and will not be renewed.

• Temporary meeting locations, including the Women's Club and other rental spaces, were discussed to ensure Circle gatherings continue without interruption while long-term options are explored.

Organizational Sustainability

• The Board discussed the ongoing financial and volunteer resources required to operate the Circle.

• Members discussed increasing transparency regarding operating costs and encouraging broader community participation through voluntary contributions of time, talent, and financial support.

Research and Planning

• Each Board member will research several established religious organizations and kindreds to identify sustainable practices for governance, outreach, volunteer engagement, and financial support.

• Findings will be shared at a future Board meeting.

Community Engagement

• The Board discussed creating additional opportunities for members to volunteer and become more involved in supporting the Circle.

• Ideas for future fundraising, outreach, fellowship events, and community partnerships were discussed. No formal decisions were made.

Organizational Growth

• The Board reaffirmed UMC's interfaith mission and long-term goal of establishing a permanent home for the Circle.

• Discussion also included improving communication, increasing use of Discord for leadership coordination, and holding regular Board meetings.

Action Items

• Board members will research comparable organizations and sustainable operating models.

• Schedule an administrative meeting with regular Circle attendees to discuss future planning and community involvement.

• Establish a recurring Board meeting schedule.

• Continue evaluating temporary meeting locations following the Lab's closure.

• Prepare and publish approved Board meeting minutes.

Adjournment

The meeting concluded with agreement on research assignments, continued planning for the Circle's transition, and a commitment to strengthening the long-term sustainability of Ulfsalhöll Mystikos Circle.

Board of Directors Meeting Minutes

Date: February 17, 2026
Attendees: Ryan McIntire, Garret Roselius, Nicole Smith
Meeting Type: Special Board Meeting (Conference Call)

Purpose

The Board held a special meeting by conference call to authorize the opening of the organization's business bank account. The Board acknowledged that the meeting was held remotely to expedite this organizational need, and all directors agreed to proceed.

Discussion Summary

Banking Authorization

• The Board unanimously approved opening a business account with BayPort Credit Union.

• Ryan McIntire was authorized to establish the account on behalf of the Corporation.

• Ryan McIntire agreed to provide the initial deposit required to open the account.

Action Items

• Ryan McIntire will open the business banking account at BayPort Credit Union.

• The initial deposit will be made to establish the account.

Adjournment

There being no further business, the meeting was adjourned.

Board of Directors Meeting Minutes

Date: July 10, 2026
Attendees: Ryan McIntire, Garret Roselius, Nicole Smith
Meeting Type: Special Board Action

Purpose

The Board met to consider a resolution regarding authorized signers and financial controls for the organization's business bank accounts.

Discussion Summary

Banking Authorization

• The Board unanimously approved adding Nicole Smith, Treasurer, as an authorized signer on the organization's business bank accounts.

• The Board reaffirmed that Ryan McIntire, President, and Nicole Smith, Treasurer, shall serve as the authorized signers on the Corporation's accounts.

Financial Controls

• The Board approved a dual-authorization requirement for withdrawals and other disbursements of organizational funds, requiring approval from both authorized signers to the fullest extent permitted by the financial institution.

• The Board confirmed that deposits may continue to be accepted from individuals, businesses, financial institutions, and electronic payment services without requiring approval from either authorized signer.

Administrative Authority

• The Board authorized the Corporation's officers to execute any additional banking documents required to implement this resolution.

Action Items

• Add Nicole Smith as an authorized signer on applicable business bank accounts.

• Update banking records to reflect the dual-authorization requirement for disbursements.

• Complete any additional documentation required by the financial institution.

Adjournment

The resolution was adopted by the Board and became effective upon acceptance by the financial institution.

Board of Directors Meeting Minutes

Date: July 15, 2026
Attendees: Ryan McIntire, Garret Roselius, Nicole Smith
Meeting Type: Board Planning Meeting

Purpose

The Board met to continue discussions regarding the long-term sustainability of Ulfsalhöll Mystikos Circle, including membership, financial stewardship, leadership development, and organizational growth.

Discussion Summary

Organizational Sustainability

The Board reviewed financial information and examples from established religious organizations regarding long-term sustainability.

The Board noted that, for nearly two years, the monthly operating costs of the Circle have been personally covered by Ryan, Nicole, and Rose. Those expenses average approximately $125–$175 per month for regular Circle operations across approximately 13 Circles each year.

The Board also recognized that, following the closure of the Labyrinth, future gathering spaces will require rental expenses. While the cost of a future permanent home or long-term meeting space cannot be accurately forecast at this time due to changing market conditions and the organization's future needs, the Board agreed that ongoing facility expenses will become an important operational consideration.

The Board reaffirmed that no Board member has received compensation for their service to the organization. Ulfsalhöll Mystikos Circle is a recognized Virginia nonprofit religious corporation with its own Employer Identification Number (EIN), business banking accounts, and tax-exempt status. All organizational funds are used solely in furtherance of the Circle's religious mission.

Membership

Following discussion, the Board unanimously approved moving forward with a membership model intended to provide a sustainable financial foundation for the continued operation of the Circle.

The Board recognized that members may have questions or concerns regarding this decision and welcomed continued discussion regarding the purpose and implementation of the membership program.

The Board agreed that:

• Membership represents a voluntary commitment to the continued support and stewardship of the Kindred through financial giving, participation, and service.

• The financial contribution provides the primary means by which membership supports the long-term sustainability of the organization.

• This commitment is grounded in the principles of Xenia and Reciprocity as understood within the Circle's Hellenic and Norse traditions.

• REGULAR MONTHLY CIRCLE GATHERINGS WILL REMAIN OPEN TO EVERYONE. THERE WILL NEVER BE A FINANCIAL REQUIREMENT TO ATTEND OR PARTICIPATE IN MONTHLY CIRCLE WORSHIP, FELLOWSHIP, OR OTHER REGULAR CIRCLE ACTIVITIES.

Membership Structure

The Board unanimously approved the following membership framework:

• Tier I Membership: A voluntary monthly contribution of $10–15.

• Tier II Membership: A voluntary monthly contribution of $20–30.

Both membership levels confer full Membership in Good Standing. The only distinction between the two tiers is the member's voluntary level of financial support and the corresponding recognition of that commitment.

The Board also approved the creation of a financial hardship process. Individuals experiencing financial hardship may request a six-month waiver of the membership contribution while remaining Members in Good Standing.

Members in Good Standing

Members in Good Standing will be eligible to:

• Chair committees and organizational projects.

• Attend quarterly or semiannual Members' Meetings focused on organizational administration.

• Stand for election to the Board of Directors.

• Participate in one to two Members-only fellowship or celebration events each year.

• Be listed, if they choose, in the Circle Member Directory.

• Receive an arm ring recognizing their membership in keeping with historical Norse arm-ring traditions.

• Participate in a private initiation into Ulfsalhöll Mystikos Circle.

• Be publicly recognized by the Circle as a Member in Good Standing.

Leadership & Community

The Board reaffirmed the importance of transparent leadership and encouraging greater participation from members in the ongoing work of the Circle.

Discussion included expanding opportunities for members to serve through volunteer work, educational presentations, committees, community outreach, and fellowship activities. The Board agreed that the continued growth of the Kindred will depend upon active participation and shared stewardship from the community.

Action Items

• Develop the membership application and financial hardship request process.

• Finalize membership materials and implementation details.

• Prepare educational materials explaining the membership program and its purpose.

• Continue researching sustainable organizational practices and financial models.

• Encourage broader member participation in leadership, education, committees, and volunteer service.

Adjournment

The meeting concluded with unanimous agreement to adopt the membership framework outlined above and to continue developing policies and procedures that support the long-term sustainability, transparency, and growth of Ulfsalhöll Mystikos Circle.