Shire of Tir Briste
Proposed Bylaws
The following are the propsed Shire bylaws,
including provisions for becoming a Barony in the future. Shire members be prepared to debate and vote on these bylaws at our next
populace meeting. Comments from non members are welcome please send them to The Honorable Pirate Lord Giovani
de Francisco.
Shire/Barony of
4th Draft: Under Current Update,
June 2006
Contained
herein are the policies and procedures for the governing of the Shire/Barony of
Tir
I.
The Shire/Barony will maintain the
offices of:
A.
Seneschal – The responsibilities of the Seneschal of the group shall be
those listed in Kingdom Law.
B.
Knight’s
C.
Herald – The responsibilities of the Herald shall include in addition to
Kingdom law the following:
1.
Leading the manufacturing of regalia for Shire/Baronial awards.
2. Event duties – to be available for but not to
be delegated except by discretion of the Coronet or Crown:
(1)
Setting up all courts be they Shire/Baronial or Royal.
(2)
Meeting with the Coronet or Proctor prior to the
(3)
Meeting with the Crown, if necessary, prior to their court to set the court
schedule.
D.
Reeve – The responsibilities of the Reeve shall include in addition to
Kingdom law the following:
1.
Acting as or supervising reservation crat for all
Shire/Baronial events.
2.
Assuring that the Troll booth for events is provided with the necessary funds
to make change and copies of current paperwork.
3.
Maintain the cash register and supplies needed for its use.
4.
Working with the Autocrat to reconcile the accounting for events.
5.
Having the items necessary to transact business at the monthly meetings and
being able to report on the current balance.
6.
Keeping the Autocrat apprised of current event expenditures and working balance
left toward bid total.
7.
Making sure Troll staff is briefed in all procedures necessary for accurate and
effective operation.
E.
Minister of Arts and Sciences –. The responsibilities of the Minister of
Arts & Sciences of the group shall be those listed in Kingdom Law.
F.
Chronicler – The responsibilities of the Chronicler of the group shall
be those listed in Kingdom Law.
G.
Chirurgeon – The responsibilities of
the Chirurgeon shall be those listed in Kingdom Law.
H.
Quartermaster – The responsibilities of the Quartermaster shall include,
in addition to Kingdom Law, the following
1.
Maintain the environs and contents of the Shire/Baronial shed.
2.
Take a yearly inventory of the shed’s contents and present a copy to the Reeve
prior to doomsday.
3.
Maintain a log of items checked out of the shed and who has possession of them.
I.
Chatelaine – The responsibilities of the Chatelaine shall include, in
addition to Kingdom Law, the following
1.
Maintaining a stock of pamphlets designed to introduce the Society to
newcomers.
2.
Assisting in the organization and promotion of demos.
3.
Maintaining an inventory of supplies available for use by newcomers.
II.
Eligibility
A.
Holding Office
1.
Must have and maintain a paid membership for the duration of the office.
2.
Must be available to the populace via phone and/or e-mail.
3.
Must make every effort to attend business meetings, missing no more than four
in a calendar year.
4.
If a meeting must be missed, the officer should make every effort to notify the
seneschal and/or their deputy so that a report may be given.
B.
Deputy Officers
1.
An officer may have more than one deputy.
It is preferred that a deputy serves in that capacity for a minimum of
six months to be eligible to assume the office.
C.
Nomination for Coronet
1.
Must be a paid member, age eighteen or older.
2.
Must have been a member of the Shire/Barony for two years.
3.
Must be willing to serve the Shire/Barony for four years.
4.
May succeed self.
D.
To vote for Coronet/Nominees
1.
Must be a paid member.
2.
Must be eighteen years of age or older.
III.
Regal Representatives
A.
Coronets
1.
Rights
a)
The Baron/Baroness has the right to establish and maintain customs required for
the internal peace and orderly continuance of the Shire/Barony.
b)
The Baron/Baroness has the right to resign at any time.
2.
Responsibilities
a)
Motivational supporter for the Shire/Barony.
b)
Will hold one seat on any Shire/Baronial Financial Committee.
c)
The Baron/Baroness must speak with one voice when speaking in an official
capacity.
d)
To hold at least one By-laws Committee meeting every two years.
e)
Must make every effort to attend all Baronial events.
B.
Proctor
1.
The principle duty of the proctor shall be to supervise the election of the
Baron/Baroness.
a)
In the event that the Coronet(s) are unable to fulfill the duties of office or
for any reason that the office remains vacant, the proctor shall have the
authority, ratified by the Crown, to conduct the business of the Shire/Barony.
(1)
The proctor shall not have the rights of the Coronet but shall undertake the
responsibilities necessary for the performance of the duties.
2.
The proctor shall not be eligible for nomination as a candidate for the
Shire/Baronial Seat.
3.
The proctor shall be selected each By-laws Committee meeting to serve a two
year term and may succeed self.
4.
Selection of the initial proctor shall be accomplished as follows:
a) An
announcement will be made two (2) business meetings prior to the vote. All
those wishing to nominate or to be considered for nomination shall make it
known at that time.
b)
A list of nominations will be published in the newsletter (The Deer Biscuit)
one (1) business meeting prior to the vote.
c)
The Seneschal shall conduct the vote unless he/she has been nominated then the
Knights Marshal shall conduct the vote. The vote shall be by ballot with the
greatest number of votes carrying.
IV.
Regalia
A.
The Shire/Barony will procure such regalia as is needed for the official use of
the Baron/Baroness.
B.
Approval by a majority of the financial committee and ratification by the
populace is needed for acquisition.
C.
Regalia should be acquired through donations of time or materials when
possible, or, when donations are not offered, by commissioning the items using
a bid system.
D.
All property purchased or made for use by the Coronet shall be solely the
property of the Shire/Barony including, but not limited to, coronets, thrones
and other regalia.
V.
General Procedures
A.
Officer terms
1.
Officer terms shall be two years beginning on the date of inception.
2.
An extension of a term of office may be requested upon need, from an officer’s
Kingdom counterpart.
3.
When an office change takes place the out going officer will provide an
inventory to be verified by the incoming officer.
a)
A copy of the signed and verified inventory will be provided to the Seneschal.
B.
Property
1.
The shed and the items therein are solely the property of Tir
C.
Events
1.
To bid for an event, the following procedures shall be followed:
a)
Submit a bid form and first month’s flyer to the Seneschal and Reeve for review
by the populace.
b)
Bids for the spring event can be submitted immediately following the closure of
the previous spring event. The vote for
the spring event will be held on the business meeting of the third month
following the event. The same applies
for the fall event.
c)
Sites will be reserved for chosen dates by a member of the Seneschallate
or autocrat.
d)
Ask Seneschal to secure date on Kingdom calendar.
e) Plan in detail budget and event activities.
2.
Local & Kingdom Level Events
a)
To autocrat or feastcrat an event, you must be a paid
member.
b)
Have acted as a Co/Deputy autocrat for a local event.
D. Order of the
“Argent Star” (Shire/Barony service award, name to be possibly changed))
A.)
Purpose and Description: to reward an individual who has served the
Shire/Barony of Tir
B.)
Regalia of the order is (to be determined).
C.)
Frequency and Distribution:
- The
(Argent Star) will be given once per year, with an unlimited amount given at
that time. A second time will be allowed
at the Baron/Baroness’s discretion.
-
Persons both within and without the Shire/Barony of Tir
- If
possible, the (Argent Stars) are to be given in conjunction with Fools’ War.
- Any
Shire/Barony member may nominate an individual to the secretary of the order of
the (Argent Star) for review. It is
requested that such nominations are forwarded so that the members of the order
know whom the populace holds in high esteem.
E.)
Members of the Order:
Candidates/members
should show the ideals of diligent service and hospitality.
F.) Organization:
- The
order of the (Argent Star) should seek to maintain a secretary who will keep
meeting minutes, maintain order at meetings, accept proxies, arrange meetings
and notify members of such plans. The
position of secretary has a two-year term.
Candidates should volunteer for the position and will be chosen by
simple majority vote.
-
Yearly discussion of candidates will occur during the first week of
February. Yearly vote on candidates will
occur during the last week of February.
- To
qualify to vote on candidates, members of the order of the (Argent Star) should
be active (attending at least one Shire/Barony function per quarter) and should
attend the discussion meeting prior to the vote (voting/discussion is
acceptable in person or by proxy).
VI.
By-laws Committee
A. Changes can only be made to policy, after
ratification by the populace at the business meeting
B.
The Seneschal and the Baron/Baroness shall hold at least one Shire/Baronial
By-laws Committee meeting every two years during their term for the purpose of
reviewing and /or amending of Shire/Baronial Policies and Procedures.
C.
Each By-laws Committee member shall have one vote. The exception will be when
both a Baron and Baroness are members of the committee, and then their
Excellencies shall share one vote between them.
D.
The By-laws Committee will be made up of the following: The Baron/Baroness,
Seneschal, Reeve, and two (2) elected members of the populace. Other Great Officers are invited to attend.
E.
The names of the Committee’s members shall be published for the next term each
year in the March newsletter (The Deer Biscuit) to be ratified at the
May business meeting.
F.
Ratification shall consist of a simple majority vote from the populace.
VII.
Financial Procedures.
1.
The financial committee shall be a group of Shire/Baronial officers charged
with examining financial policies over the course of time and suggesting any
changes that need to be made. The financial committee shall be made up of the
following:
a)
Baron/Baroness
b)
Seneschal
c)
Exchequer and Deputy (deputy to be present for observation only)
d)
Two elected members from the populace at large
2.
Members of the committee are allotted one vote each, the Baron/Baroness sharing
one vote between them.
3.
The names of the committee’s members shall be published for the next term each
year in the March newsletter (The Deer Biscuit), to be ratified at the
May business meeting.
4.
The financial committee will be responsible for evaluating each officer’s
operating fund. The Reeve will maintain
a list of these funds, any restrictions, and the dispersal of any remaining
funds at the end of the fiscal year.
5.
The financial committee will be responsible for approving reimbursements in
lieu of documented receipts for any amount greater than $50.00.
6.
The financial committee will be responsible for overseeing the maintenance of
enough funds to meet all obligations in the fiscal year.
7.
The financial committee will meet no less than once per year to review and/or
amend the fiscal policy and shall bring recommendations to the populace by the
August business meeting.
A.
The Reeve shall be responsible for holding in trust moneys held by the
Shire/Barony of Tir
Offices
B.
In each fiscal year all offices will be granted a budget of twenty ($20)
dollars to cover the costs of maintaining their office, i.e., postage, copying,
and stationary. Reimbursement is
contingent upon supplying the Reeve with an appropriate receipt. Any additional funds and/or special project
costs will be given only after Shire/Barony approval is obtained.
C.
The exception being the office of chronicler.
1.
The chronicler shall be given forty ($40) dollars in quarterly installments
with a fifteen ($15) dollar special issue allotment not to exceed one hundred
seventy five ($175) dollars annually. The chronicler will be held responsible
for maintaining a log of expenditures and/ or copies of receipts that upon need
should be made available to the Reeve for reconciliation.
D.
Events and Demos
1.
A preliminary bid must be presented, and upon approval by the Shire/Barony the
auto/democrat has until the next business meeting to present a final
budget. The auto/democrats is to contact the Reeve for money availability.
2.
It is the sole responsibility of the auto/democrat to ensure that the proposed
budget is followed. Any additional expenditure must be brought before the
Shire/Barony for approval. In the event
of a cost overrun of 10% or more, the Reeve must be notified immediately.
3.
After the completion of an event or demo the Reeve is required to present to
the Shire/Barony an event report with a copy for the seneschal and autocrat
within two business meetings.
E.
Donations
1.
Donations to other non-profit organization or other entities within the society
will be made after such time as Shire/Barony approval is given. Donations
gathered through fund raising at an event need not have further approval, as
they should be clearly outlined in the Event bid.
F.
Shire/Barony property
1.
If, after careful consideration, a Shire/Barony member feels a purchase is
necessary and will benefit the Shire/Barony, he or she has the opportunity to
make a purchase in the Shire/Barony’s name.
The Shire/Barony member has the responsibility to contact the officer in
control of the area for which the purchase is appropriate. If the officer agrees with the purchase, then
the expenditure will come out of that officer’s budget. If the officer disagrees or cannot be
contacted and the Shire/Barony member still feels the purchase is necessary,
the Shire/Barony member may, under his or her own initiative, make the
purchase. It will be understood that the
purchase is a donation until such time as Shire/Barony approval is given.
G.
Account
1.
In the event of the Shire/Barony account falling below five hundred ($500)
dollars, the Reeve will notify both the Seneschal and the Shire/Barony
members.
2.
The Reeve has the right and the responsibility to refuse miscellaneous
expenditures made after the announcement. Further, all expenditures from this
point on will be with Shire/Barony approval whether pre-approved or not.
3.
Shire/Barony approval
a)
Any time “with Shire/Barony approval” appears in this text it will be
understood that the matter will be brought before the populace at the next
business meeting where a majority vote of the members present will decide. If
time is a factor and the matter must be expedited the Seneschal will then be
contacted and a phone poll of the members will be executed and a majority vote
of members contacted will carry. The
Seneschal will endeavor to reach as many members as possible.
H.
Outstanding Checks:
1.
When a check becomes outstanding for five months (150 days), the Reeve will
send a letter to the person to whom the check had been issued indicating that
our records show the check as still outstanding. The letter will include check
number, amount, date written, and reason. This letter will give 30 days for the
payee to respond by letter or by cashing the check. Upon the check’s six-month
anniversary of issuance the check will be voided and the funds returned to the
Shire/Baronial checking account.
I.
Advance of funds.
1.
Fund advancements for amounts greater than $150.00 must first be approved by
the financial committee. The sole exception will be funds advanced to a feastocrat. All advanced funds will be issued by check with
the accompanying form completed and signed by the payee, Reeve and the
Seneschal.
2.
Items are to be purchased with five (5) days of receipt of funds. A receipt and
any remaining funds are to be returned to the Reeve in person and reconciled
within ten (10) days of issuance of funds.
3.
Lost checks, failure to provide receipts, failure to provide balance of funds
or other non-compliance may result in the individual no longer being able to
obtain cash advance.
IX.
Procedure for a Change in Coronet
A. Three months prior to polling date, an
announcement will be published in the newsletter (The Deer Biscuit).
Announcement will also be made in no less than two business meetings and
posted on the Shire/Baronial web page.
B.
The nomination process will take place during one meeting.
C.
Members will make their willingness to serve known.
D.
The proctor and Seneschal will count the votes.
The three (3) candidates receiving a plurality of votes will be
announced.
E.
Ballots and letters of intent will be forwarded to the crown for their
decision.
A. To be eligible to vote on Shire/Baronial
business, voters must attend a minimum of one business meeting per Quarter in a
calendar year.
B. The quorum required for voting is defined as 51% of the previous
month’s active roster, by presence or by proxy.
C. Votes will be announced one meeting prior to the actual vote.
D. Proxy Votes
1. Proxies will be accepted in
written format (to include e-mail) by the seneschallate
only.
2.
Proxies will be accepted up until
3.
Determination of eligibility for proxy voting is the same as standard
Shire/Baronial voting procedures.