These are guidelines for running Ildhafn - mostly how meetings work, etc. Comments welcome. We looked over them in the March 2016 meeting, and made a few minor changes.
Specifically, we changed:
- Quorum: "quorum for meeting is four members of council" to "quorum for meeting is four people who are members of council" (because it's not unusual for one person to hold several offices - we want four people for quorum, not four offices)
- Decisions: "simple vote of those present" to "simple majority vote of those present, including people who aren't officers" (to make it absolutely explicit that all members of the group get a say if they wish - officers are expected to participate, others are invited to)
- Added "electronic participation is valid" (to allow for emailed opinions, skype attendance, etc; we didn't think we needed to get too precise)
Discussion is now underway to make some changes to these guidelines. The proposal can be found here.
Barony of Ildhafn Governance Guidelines
November 26, 2012; updated March 2016
1 Definitions
Officer
The local deputy of one of the Kingdom Greater or Lesser officers as defined in Lochac Laws IV.1, i.e., Seneschal, Blue Lymphad Herald, Knight Marshal, etc.; plus any other specific named officer appointed by the Barony, e.g., Quartermaster.
Council
The group of all Officers.
2 Procedures
Meetings
Council meetings are held for the purpose of discussing the regular and occasional activities of the Barony, for approving new event proposals, and for approving expenditure.
Officers are expected to attend meetings whenever possible. All other members of the populace are invited to attend.
Calling Meetings
Council meetings should be advertised on the Ildhafn email list and website two weeks in advance.
Council meetings must be held with sufficient frequency as to allow for the proper running of the Barony.
Council meetings are conventionally held once per month at the Seneschal’s house.
Quorum
Quorum for Meeting is four people who are members of Council, and must be attended by the Seneschal, or their nominated deputy.
Reports
All Officers shall report at the Meeting, either verbally or in writing.
Decisions
Event proposals, public activities (e.g., demonstrations), financial expenditure and the disposal or use of Baronial property shall be approved by a simple majority vote of those present (including people who aren't officers). The Seneschal retains the right of veto.
Minutes
Minutes of the Meeting are to be published on the website within two weeks of the Meeting.
3 Purely electronic communication
Medium
The Barony maintains an email list (“Ildhafn Council List”) for discussion of business outside of Council meetings.
Decisions
Decisions may be made on the Council List on the basis that either
1. The decision finalises or confirms a discussion at a regular meeting, or 2. The decision is ratified at the next regular meeting.
Exceptional expenses
Exceptional expenses authorised as per Section 6.1.1 of the SCANZ Financial Policy may be ratified on the Council List, if no regular meeting falls with the seven day time limit.
4 Other
Account signatories
At any time there must be four or five financial members who are signatories to the Baronial bank account. The list of signatories is to be published on the website.
Alteration of Guidelines
These guidelines may be altered by a simple majority vote at two consecutive Meetings. If the proposed change is accepted at the first Meeting, it is to be advertised – on the Ildhafn list and website – for ratification at the second Meeting.
Relevant SCA Rules and Procedures
This appendix contains extracts of possibly relevant existing rules and guidelines, along with their sources for further consultation. The sources consulted were: Corpora, Society Seneschal’s Handbook, Lochac Kingdom Law, SCANZ Financial Policy, Lochac Procedures Manual, SCA Financial Policy.
Last updated/checked in 2012.
A.1 Rules/Charters/Guidelines
Lochac Procedures Manual 2.2 Charters
2 “If they find it useful to codify their customs, branches and organizations such as orders, guilds, and so on, are permitted to create charters. Charters are primarily administrative tools that can help the group Kingdom of Lochac Procedures Manual to define structure and procedures.”
5.2.2 Appointing New Officers
“Some Baronies and Shires have standard procedures relating to the appointment of officers. It should be noted that these procedures have no force, as SCA law does not recognise charters, constitutions, policies or procedures of a branch below that of Principality. However, if the procedures/policies are congruent with Kingdom law and Corpora...., and they are acceptable to the populace, they should be followed as a guideline wherever possible.”
A.2 Role of Seneschal
Corpora IIA Society Events Defined “All Society events must be sponsored by branches of the Society, registered with the Seneschal of the sponsoring branch....”
IID Individuals in Charge of Events “Where an event involves only one type of Society activity, the responsible member is the appropriate branch officer, or someone dignated by that officer...Where an event includes a variety of activities, the responsible member is the branch Seneschal or someone designated by the branch Seneschal...”
IIE Duty to Enforce Requirements
“2. The responsible officer for the event may find it necessary to remove Society sanction for the event, or call the appropriate civil authorities, such as police, fire, or medical personnel. If the responsible officer cannot or will not do so, the senior Seneschal present, or (in cases involving the Rules of the Lists) the senior Marshal present shall do whatever is necessary....”
“3....it is the responsibility of the officers, particularly the local or Kingdom Seneschal, to ensure that the modern authorities are promptly notified.”
The Lochac Procedures Manual has much more to say on the role of the Seneschal.
A.3 Requirements for Barony
Corpora IIIC
“Barony: area administered by a Baron and/or Baroness, the ceremonial representative(s) of the Crown” and “5...A set of officers acceptable to the Crown...”
Corpora VB
“4. A territorial Baron or Baroness may hold any other Society office for which he or she is fitted and qualified, save only those of Baronial Seneschal and Baronial Exchequer,...”
A.4 Controls on expenditure etc.
SCANZ Financial Policy
2.1 Approved Controls on Accounts
“Approved controls on accounts are requiring two signatures for withdrawal...”
2.3 Signatories
“...At least three officers of the same Branch, or other persons approved by the SCANZ Committee must be listed as signatories on any account.” And “The listed signatories shall be reviewed at least every 2 years and/or when there is a chage of reeve...”
6.1 Responsible officers
“All expenditure must be authorised in advance by two or more persons designated by the Branch....In the case of a Branch account, this should include the Branch Treasurer and/or Seneschal.” And “In emergency situation only, the Seneschal or Branch Treasurer of the branch may authorise expenses on a case-by-case basis. This type of authorisation should be severely limited and must be reviewed within 7 days by the normal authorisation procedure.”
6.1.2 Baronies
“Larger branches, which are those known as Baronies, shall establish a Committee of no fewer than five (5) persons with at least the Seneschal, Treasurer and either the Baron or Baroness as members of this committee with authority to approve major expenditures.”
A.5 Society FP (for reference)
VII FINANCIAL COMMITTEES
“A. All assets (funds and non-cash assets) held in the name of the SCA must be managed by a Financial Committee.
B. All voting members of a Financial Committee must be paid members of the SCA.
C. Financial Committees must have a minimum of three voting members. A simple majority is the minimum requirement for approval of all actions.”