Charter and Bylaws of the

Shire of Shadowed Stars

Charter

The Charter and Bylaws are intended to govern the organizational structure, general policy, and decision-making process of the Shire of Shadowed Stars (hereafter referred to as “the Shire”), a branch group of the Society for Creative Anachronism (SCA) located in the Middle Kingdom. The territory of the Shire of Shadowed Stars shall be as determined by the Curia and Cartographer of the Middle Kingdom. 

Bylaws

Article I. General

Section 1.01 None of the provisions contained in this document shall apply to any other organization or SCA group.

Section 1.02: These bylaws do not express or delineate SCA Corporate or Middle Kingdom policies. If any conflict exists or arises between corporate or Kingdom rules, policies, or procedures and the provisions contained herein, the corporate or Kingdom laws and policies shall prevail. Further, if such a conflict is discovered, these bylaws shall be revised and amended to eliminate such conflict at the earliest opportunity, by means of the procedure set forth herein.

Section 1.03 The Arms of the Shire of Shadowed Stars shall be as registered with the Laurel Sovereign of Arms, here blazoned: Or, mulletty of four points, on a pall between three compass stars azure, a laurel wreath Or.

Section 1.04 The Badge of the Shire of Shadowed Stars shall be defined as: Or, a pall between three compass stars azure.

Section 1.05 Unless otherwise specified in these bylaws, decisions regarding Shire business will be made by simple majority vote at a business meeting.

Article II. Membership

Section 2.01 All Shire Members may participate in a general meeting, and if qualified under the corporate guidelines, the Laws of the Middle Kingdom, and the policies contained herein, are eligible to hold office in the Shire.

Section 2.02 All Shire Members who hold current paid membership in the SCA, Inc. are eligible to vote in elections of officers. Shire Members who are not paid members may vote in any business matter with the exclusion of selection of officers.

Section 2.03 Shire Membership shall be open to all applicants of age 18 or older, and shall require no fee to the Shire, nor shall it require any card-holding membership in the SCA, Inc; though the lack of such a card-holding membership may disqualify them from office pursuant to the policies and laws of the SCA and the Middle Kingdom respectively, and will disqualify them from voting in elections of Shire officers.

Section 2.04 Shire Membership shall be granted upon application, is a voluntary act, and a Shire Member shall be entered upon the rolls by the procedure outlined by the Pursuivant upon request. After making such a request, individuals may exercise their Shire Membership prerogatives at the next regularly scheduled business meeting.  
 

Article III. Shire Officers

Section 3.01 The Great Officers of the Shire, as required by Kingdom Law, are Seneschal, Pursuivant, Exchequer, and at least one of the following: Knight Marshal, Minister of Arts and Sciences.

Section 3.02 The Lesser Offices may be maintained as needed by the Shire in accordance with Middle Kingdom requirements. These Lesser Offices shall include: Chatelaine, Chirurgeon, Chronicler, Minister of Youth, and Web Minister.

Section 3.03 The following Deputy Marshal positions may be maintained as needed by the Shire in accordance with Middle Kingdom requirements: Rapier, Youth Combat, Equestrian, and Archery. This does not preclude the Knight Marshal from creating other deputies as needed.

Section 3.04 There shall exist a Deputy to the Exchequer which shall be the Quartermaster. This does not preclude the Exchequer from creating other deputies as needed.

Section 3.05 In order to be eligible to hold Shire office, the candidate must:

1. Reside within the confines of the Shire or obtain a waiver from his/her superior.
2. Be a paid member in good standing of SCA Inc., and pledge to support Corpora, Kingdom Law, and abide by these bylaws. This statement will be witnessed by the Seneschal and two other Shire officers at the time the Change of Officer form is signed.
3. Be eligible to hold office according to the policies of the Middle Kingdom and SCA, Inc.

Section 3.06 An individual may serve in one officer or deputy position at a time.

Section 3.07 Officer Selection Process

1. Announcement of available officer positions will occur at the September business meeting, with a call for candidates also published on the Shire web site and on the Shire email list.
2. Letters of intent from candidates must be submitted to the outgoing officer prior to the October business meeting. Discussion of candidates, with input from the outgoing officer, will occur at the October meeting.
3. If only one candidate comes forward for a position by the October business meeting, that candidate will be confirmed by a simple majority vote at the November business meeting.
4. The Pursuivant shall prepare a paper ballot, containing the contested officer positions and all candidates who have declared their interest with a letter of intent. 
5. Voting will occur as the first order of business at the November business meeting.
6. Two officers shall tally the votes and present the results prior to the end of the meeting. Candidates may not participate in the tallying process.
7. If there is more than one candidate for an office, the person who receives the most votes wins. In the event of a tie, the Seneschal shall cast the deciding vote.
8. Incoming officers will be sworn in at the Shire’s Twelfth Night event in January. Outgoing officers will work with their replacements between their selection and the event to ensure an orderly transfer of materials and responsibilities.
9. A term of office will be two years, with one-year extensions at the option of the officer, with the approval of the Shire. 
10. All terms of office are subject to warranting by the appropriate regional and Kingdom authorities.
11. In the case of cancellation of the November meeting due to weather or other emergency circumstances, the Seneschal shall announce an alternate meeting date via the Shire web site and email list. The officer replacement procedures as detailed for the November business meeting shall be used for the postponement meeting.
12. Only Shire Members who are current, paid members of the SCA, Inc. may vote in elections of officers.

Section 3.08 Emergency or Mid-Term Officer Replacement. If an officer resigns or is removed from office before the end of his or her term, the designated Replacement Deputy will assume responsibility for the office until he or she is replaced. At the next regularly-scheduled business meeting, the three-meeting replacement process will begin.

1. At the first meeting following the vacancy, an announcement and call for candidates will occur. Letters of intent will be due prior to the second meeting, and discussion of candidates will occur at that meeting. Voting to fill the position will occur at the third meeting. 
2. The replacement officer will fulfill the remainder of the original term of office.

Section 3.09 Removal of an Officer. The process to remove a Shire officer from his or her office shall be as follows:

1. In the monthly business meeting, the decision is made that the officer in question is unable to fulfill the office.
2. The Seneschal will contact the officer and determine if the situation is temporary and the officer will be able to resume his or her duties in a timely manner.
3. If the situation is not temporary, the Seneschal then contacts the Kingdom superior for immediate action.

Article IV. Officer Duties

Section 4.01 All Officers shall report to their regional and Kingdom superiors at their earliest opportunity after assuming office. Officers will submit periodic reports as required by their superiors and by Middle Kingdom policy.

Section 4.02 There shall be maintained a permanent record of all official correspondence and activities carried on in the performance of the duties of each office, the same record to be subject to examination, with cause, by any member of the Shire and further subject to be turned over to any successors in the office.

Section 4.03 All officers shall be responsible and accountable for such records and properties of the Shire entrusted to them, and shall surrender them upon request. Refusal to do so requires the Shire to institute such civil and criminal procedures as necessary to recover them.

Section 4.04 All officers shall provide an inventory list of Shire property under their area of responsibility to the Quartermaster, and provide updates as needed.

Section 4.05 Great Officers shall endeavor to have at least one deputy at all times. Each officer should appoint one deputy as the “replacement deputy” in case the office should be vacated unexpectedly. Lesser officers are encouraged to have at least one deputy at all times.

Section 4.06 All officers shall make every reasonable attempt to attend Shire meetings and events. Officers are responsible for overseeing and reporting on all official activities that fall within their area, either in person or via their appointed representative.

Section 4.07 Officers shall make a reasonable attempt to participate in any appropriate Kingdom or regional mailing lists, web forums, etc., and to travel to events in other areas in order to stay informed of developments and trends pertaining to their responsibilities.

Section 4.08 Specific Duties.  All officers shall act in accordance with the Charter and Bylaws of the Shire, the laws of the Middle Kingdom, and the Corpora of the Society for Creative Anachronism, Inc. 

1. The Seneschal shall act as the legal representative of the Shire and as the presiding officer in Shire meetings.
2. The Pursuivant shall act as the voice of the Shire, and if necessary the voice of the Crown, in making proclamations. The Pursuivant shall also lend assistance as needed to the populace in the creation and submission of heraldic devices and persona names to the College of Heralds.
3. The Exchequer shall submit an income and expense report to the Shire at least once a year. The Exchequer shall make a report of the Shire’s current financial status at each official business meeting. The Exchequer shall maintain a list of Shire property and its location, although this duty may be delegated to the Quartermaster.
4. The Minister of Arts and Sciences shall have the responsibility for the encouragement and organization of the study and practice of the peaceful Arts and Sciences with in the Shire, and for the maintenance of records of research in these arts and sciences.
5. The Knight Marshal shall make every effort to promote the safe and orderly conduct of armored combat on the Lists of the Shire in accordance with the Rules of the List and the conventions of the Middle Kingdom. The Knight Marshal shall be responsible for all required paperwork pertaining to combat-related activities.

1. The Deputy Marshal for Rapier shall coordinate all period fencing activities within the Shire. The Rapier Marshal shall be responsible for all required paperwork pertaining to period fencing. The authority of the Rapier Marshal shall not extend to other forms of combat.

2. The Deputy Marshal for Archery shall coordinate all archery and missile activities within the Shire. The Archery Marshal shall be responsible for all required paperwork pertaining to archery and related activities. The authority of the Archery Marshal shall not extend to other forms of combat.
3. The Deputy Marshal for Youth Combat shall coordinate all boffer and youth rapier activities within the Shire. The Youth Marshal shall be responsible for all required paperwork pertaining to youth combat activities. The authority of the Youth Marshal shall not extend to other forms of combat.
4. The Deputy Marshal for Equestrian shall coordinate all equestrian activities within the Shire. The Equestrian Marshal shall be responsible for all required paperwork pertaining to equestrian activities. The authority of the Equestrian Marshal shall not extend to other forms of combat.
5. The Knight Marshal, and Deputy Marshals for Archery, Rapier, Youth Combat, and Equestrian shall be responsible for the proper training and conduct of all participants and prospective participants of the Shire, in their respective areas, and shall develop a positive program and be ultimately responsible for the attainments of this end.

7. The Chatelaine shall be responsible for the introduction and education of new and prospective members in the culture, customs and courtesies of the Society. The Chatelaine monitors the public image of the Shire and SCA. The Chatelaine oversees demos, newspaper articles, television coverage, and all other public representations of the SCA and Shire in the local community.

8. The Chirurgeon advises autocrats and the various Shire marshals on matters of health and safety at Shire events and activities, provides first aid and initial medical treatment to those who may require it at SCA events, practices and activities, creates and maintains a Shire first-aid kit for use at events and practices, determines availability of, and arranges for, emergency transportation to medical facilities from event sites, and instructs the autocrat, marshal, and Shire members on how to access it. The Chirurgeon must obtain and maintain current certification in first aid and CPR as required by Middle Kingdom law.
9. The Chronicler shall have the responsibility for publishing and distributing the official newsletter of the Shire of Shadowed Stars, on a regular schedule. The Chronicler shall print all public announcements and report news therein.
10. The Web Minister shall create and maintain the official Shire web site. The Web Minister is responsible for ensuring that the information contained on the web site is accurate and updated on a regular basis.
11. The Minister of Youth shall oversee all organized, non-combat, youth activities at Shire functions.
12. The Quartermaster shall maintain a master inventory of Shire property which shall include the inventory lists provided by all Shire officers.

Article V. Financial Polices

Section 5.01 Shire funds shall be held in an SCA approved bank account or accounts.

Section 5.02 Signatories on any accounts containing Shire funds shall be in accordance with SCA and Middle Kingdom rules.

Section 5.03 The Seneschal is empowered to authorize the expenditure of up to Fifty Dollars ($50) per month. Such expenditures shall be reported to the Shire at the immediately following business meeting.

Section 5.04 A majority vote at a business meeting shall be required to approve the expenditure of more than $50 for a single purpose or within a single month.

Article VI. Amendments

Section 6.01: Amendment Proposals. All amendments or changes to these by laws must be formally proposed at a general or special Shire business meeting which is open to all members. Such a proposal shall include a completed draft of the proposed change or amendment, and an explanation of why it is needed.

Section 6.02: Notice and Consideration. No vote shall be taken on a proposed amendment to the bylaws for at least 30 days following the proposal, unless the proposal was made at the regular monthly business meeting, in which case a vote may be taken at the following month’s regular business meeting. During the month following the proposal, the Shire member sponsoring it shall ensure that the draft of the proposal is posted to the Shire email list within 5 days of the meeting at which it was presented, and provided to the Shire chronicler, who shall publish it in the Shire newsletter, or the Web Minister, who shall publish it on the official web page. The purpose of this section is to provide adequate time for notice, publication, and mature consideration of the proposed amendment. During this time, all Shire members shall have the right to comment upon, criticize, and suggest alterations to, the proposed change or amendment draft.

Section 6.03: Voting on Amendments. The vote on an amendment shall be taken at an open Shire business meeting. Two-thirds (2/3) of the voting membership present at such meeting must vote in favor of the change or amendment in order for it to pass. The outcome of the vote, and the new or revised bylaw section (if passed), shall be posted to the Shire email list, published in the Shire newsletter, and added to all official copies of the Shire bylaws.

Section 6.04: Publication. The Shire bylaws shall be published at least once each year in the Shire newsletter. If no newsletter is being published, the bylaws shall be printed and distributed separately to all who request it, and made available on the Shire web site and email list.