revised January 2005
Shire Member:
A member of the Shire of Quintavia will be defined as any person who lives in the bounds of the Shire of Quintavia (defined by the zip code list maintained by the Society for Creative Anachronism) who wishes to be a member of the Shire.
Only those Shire members with paid membership in the Society will be allowed to hold an office, or vote in elections. Any Shire member may propose changes to these guidelines.
Officers:
The following offices are recognized by the Society for Creative Anachronism, the East Kingdom, and/or the Shire of Quintavia.
Offices required to be a Shire in the East Kingdom:
• Seneschal
• Chancellor of the Exchequer
• Herald
• Minister/Mistress of Arts and Sciences or Knight Marshal
Optional Offices:
Chatelaine*,
Chronicler,
Historian,
Minister/Master of the Lists,
Captain of Archers,
Minister/Mistress of Fence,
Chancellor Minor,
and Web Minister/Mistress
(* Law & Policy requires that if this office is vacant an officer will be designated to assume all chatelaine duties)
Requirements for Officers:
The Shire's Officers are required to:
1. Be a paid member of the SCA.
2. Read their Kingdom Counterparts reports in the Pikestaff. This is where any changes in office policy will be posted.
3. Have access to the Shire newsletter.
4. All major officers are expected make their best efforts to attend the populous meetings. (*)
5. Is required to make a report in writing(e-mail) the Seneschal in advance of any meeting they cannot attend (or in the case of the Seneschal, a report to the Chronicler.)
6. Fulfill the duties pertaining to their specific office, as outlined in the East Kingdom and/or Society law and policy.
7. Fulfill reporting requirements for that office with a copy of each report going to the local Seneschal.
Failure to fulfill any of these requirements can lead to dismissal.
(*)
If an officer misses 2 consecutive meetings and/or 3 in six months the officer will be warned.
If an officer misses a 3rd meeting the asked to step down. Allowances will be made for extenuating circumstances, by approval of all other officers.
Terms of Office
A standard officer's term is two years. The official change of office will occur at the monthly Shire business meeting per the following:
At the Shire business meeting at least two months prior to the end of the officers term, that officer must declare his/her intention to stay in office or to vacate it.
Bids will be accepted from any Shire member, who would like to hold an office, and is a paid member of the SCA.
Bids should be submitted in writing to the Seneschal, and may be nothing more than a letter stating one's interest in filling the office, or remaining in office, and must include a copy of the candidate's current SCA membership card.
The Web minister will publish the letter of intent in the shire’s newsletter the month before the election If there is more than one candidate interested in an office, an written election shall be held to determine the successor.
• The election will be at the monthly business meeting that the office is due to change hands.
• For votes where there are two candidates, a written ballot will be used. Absentee ballots are also accepted (see note below).
• Only members of the Shire of Quintavia with a paid membership to the Society of Creative Anachronism are allowed to vote.
• An election should be announced at the previous Shire meeting and published in the Milestone no later than three weeks beforehand so that all interested parties have notice of the election.
• If there are no acceptable candidates, the office shall remain open, except with a SCA required office
NOTE: Absentee ballots are accepted for contested officer votes only. The ballot must be dated for the meeting in question,
clearly state the intention of the vote, be signed/dated and mailed to the Seneschal before the date of the meeting.
Please email the Seneschal if you are unclear with the procedures for absentee ballots.
Vacant offices:
If a person is applying to an office that is currently vacant the person may put a letter of intent at a meeting and the office will be voted on the following months meeting.
Guidelines for Candidates for Office
• Should be a paid member of the SCA
• Should actively participate in Shire activities, including business meetings.
• Should have access to the Shire newsletter.
• Should have a reasonable knowledge of what the office entails.
Event Bid Guidelines
If a person is interested in running an event first contact the Seneschal for the requirements for a bid then the Exchequer to get a budget sheet for the bid.
• A person must consult the Seneschal and Exchequer before submitting a bid at a meeting
• The bids will be submitted to the Shire at meetings for a vote and discussion
• The Seneschal and Exchequer approval is not required for submitting an event for the Shire to vote on.
• The bid should be submitted with enough lead time to advertise the event. 30 days for local events and at least 3 months for an event that is to be in the Pikestaff.
Officer Reports
Copies of Officers reports must be sent to the Seneschal
Seneschal: Shall report quarterly:
15th of April, July, Oct, & January
Chancellor of the Exchequer: Shall report quarterly:
1st due by 5/15 (period 1/1 - 3/31)
Mid yr. by 8/30 (period 4/1 - 6-30)
3rd. by 11/15 (period 7/1 - 9/30)
4th by 2/15 (period 1/1-12/31)
Pursuivant Herald: Shall report yearly.
Mistress of Arts & Sciences: Shall report biannually
The reports should include
• Events & Demonstrations with A&S component
• Classes & Workshops
• Individual members A & S pursuits
Knight Marshal: Shall report quarterly, 15th of March, June, September & December. plus Event reports with description of tourneys.
Marshal of Fence: Shall report Quarterly, 15th of February, May, August & November
Chronicler: Year End: Due December 15. Confirmation of Office. Copy of Newsletter to Kingdom Chronicler
Chatelaine: Quarterly, 10th of April, June, October, & Year end January 10.
The reports should include
• How many demos, newcomers meetings, etc. you have held. How many newcomers or prospective members attended.
• Any media coverage, or other publicity
• Any special events or projects that you have been involved in.
• Copy of any handouts you use.
Minister of Lists: Year End, Confirmation of Office
• File any tourney reports - names of winners
• Submit qualification cards as appropriate
Captain of Archery: bi-annually - April 1st, October 1st.
The reports should include a descriptions of recent, or upcoming activities (events /practices)
Historian: Year End, Confirmation of Office.
The reports should include:
• Any projects you are working on.
• Any media coverage, or other publicity.
Chancellor Minor: Year End, Confirmation of Office.
The reports should include:
• Event Report - children's activities
• Share ideas - children's activities
• Any special projects, or research
Shire Property:
All Shire property will be inventoried once per year. This includes items being held by officers for regular practices. This inventory will also include an inspection of items owned by the Shire for damage and repairs needed.
A seperate inventory sheet shall be maintained for each Officer holding property, with their SCA name, Mundane name and contact info, along with the items being held.
A copy should be given to the person holding equipment.
When an Officer steps down, this inventory will be checked by the Seneschal or Exchequer and both copies signed off;
one for the Shire records and one for personal records of outgoing Officer.
***
SCA Inc. Shire of Quintavia
Chancellor of the Exchequer
INDEX
I- How to request Shire/SCA funding.
- Events.
- Regional Practices.
II- Where is Shire funding used?
- Relation of (but not limited to) Household (S), Clans in relation to funding.
III- What Shire/SCA funding can and cannot be used for.
This policy is to be used as a guideline. In case of doubt or area that is not clear printed SCA Inc. and East Kingdom laws will prevail at all times.
NOTE: The use of the words (but not limited to) whoever, household, clan, you, we, he, she are used in a generic manner in as non-gender specific as possible.
SECTION I: HOW TO REQUEST SHIRE/SCA FUNDING:
• THE SHIRE EXCHEQUER OR THE DEPUTY EXCHEQUER MUST BE PRESENT FOR ALL VOTES RELATED TO FUNDING MATTERS FOR THE SHIRE OF QUINTAVIA.
• The voting process is a very simple procedure. ALL FINAL approvals or disapproval’s of events and spending of SCA Inc./Shire funds rests normally in a simple majority vote of Shire members present at a meeting.
EVENTS
• Step 1: Talk to the Seneschal and Exchequer about your proposal. You are not required to talk to the Seneschal or Exchequer, nor is their approval necessary for you to bring an idea to the Shire. However, they have experience that can be invaluable in formulating your plans. At this time you may request a bid form from the Exchequer to use for your presentation to the Shire. Once you have contacted the Seneschal and the Exchequer you then must present your idea to the Shire.
• Step 2: Present your proposal and bid form to the Shire for a vote.
If you do not already have a bid form filled out, then request a budget form(s) from the Exchequer for presentation to the Shire (see Step 2a).
• Step 2a: You will be instructed how to fill out the form fill in all budgeting requirements and present this budget form at a formal meeting for the final vote.
• Step 4: The only approved budget is one that has followed all guidelines, submitted for approval on the proper forms. Voted on, approved and signed off as approved by the Exchequer.
• You will notice that this process may take as much as two months (or longer) depending on how long it takes to put the proposal “bids” together and the number of bids being put together.
Advance Funding
• With an approved budget advance funding can be approved for such things, as the Shire desires. Inclusive but not limited to Site payments and the purchase of Feast supplies.
Receipts:
• All receipts for advance payments WILL BE turned in to the Exchequer and no one else. The receipts must be clearly legible showing date purchased and amount spent NO LATER THAN the first business meeting after the event has ended. A Failure or refusal to provide the receipts, WILL RESULT in the person(s) given the advance, being held liable for the return of the complete amount advanced. Any excess funds left over (Not spent) will be returned to the shire. If more was spent than funded the balance is to be voted on and the person paid for the excess spent. Copies of receipts and internet receipts are acceptable.
• Events require the following in attendance to be a legal event. The Autocrat, The Seneschal (or designated representative) and Exchequer (or designated representative).
• Per Kingdom Financial Policy, no one is permitted to remove funds from the cash box (other than to give change and withdraw money for deposit) for any reason at any time. It is suggested that the Autocrat budget a “petty cash” amount that can be used during an event to cover last minute expenditures.
REGIONAL FIGHTER/EQUESTRIAN PRACTICES
• If the Regional Fighter/Equestrian practice(s) uses the Shire of Quintavia NAME or IMPLIES the use the SCA Inc/Shire of Quintavia. By use of Insurance waivers, this also includes the usage of the fighter practice buildings and grounds where insurance waivers are mandatory for usage it is Officially classified as a Legal/Binding Shire activity.
• The Shire Exchequer or their representative must be present if fees are being collected. The site fee, if any, will be paid by Shire bank check. Any excess advanced funding, as well fees received at the practice, will be deposited into the Shire bank account.
SECTION II: WHERE IS SHIRE/SCA FUNDING USED
• The use of SCA funding to sponsor or the active running of any Event, Regional Practice of any Type or activity to include Demos that in any way Promotes, uses or implies in any way the name of the SCA Inc., East Kingdom or Shire of Quintavia. These are inclusive of the actions or conversation of any person(s) in part or in whole that could be considered to be actions on behalf of the SCA Inc., East Kingdom or the Shire of Quintavia. This is inclusive of the use of or implying the use of any Shire fighter practicing buildings or grounds requiring SCA insurance waiver or the implying of sponsorship in any way by the SCA Inc., East Kingdom or the Shire of Quintavia. All funds or goods received or generated by whatever means are the sole property of the SCA Inc., East kingdom or the Shire of Quintavia, To be accounted for and then disposed of as seen fit by the Shire of Quintavia.
• Relation of (but not limited to) Houshold(s) or Clans in relation to funding:
• No Household or Clan etc. can request funding for any strictly household sponsored activity.
SECTION III: WHAT SHIRE FUNDS CAN AND CANNOT BE USED FOR
• Can be used for: SCA Inc., The Shire of Quintavia funds are may only be used for activities that are considered to aid or be in promotion of the SCA Inc., East Kingdom or the Shire of Quintavia.
Examples of allowable uses can be found in the Exchequer’s Handbook.
• The use of Shire funds is inclusive of but not limited to Officer supplies, Events, Regional Fighter Practices, Regional Equestrian practices or anything that is noted as necessary by vote of the Shire populace in a normally scheduled meeting after the advice of the Shire Exchequer.
• Cannot be used for Personal gain of any sort or used in any manor other that as stated the direct promotion of the SCA Inc. as a whole or the East Kingdom as a whole or the Shire of Quintavia as a whole.
• WHEN IN DOUBT, ASK! THERE IS NO SUCH THING AS A STUPID QUESTION.
***
Shire Policy on Households
Society Definition of “Households: from the Exchequers Handbook
IX. HOUSEHOLDS
Other organizations known in the Society but not officially recognized are Households. Households are not an official part of the SCA, Inc. and SCA funds may not be combined with their funds in a non-SCA account. Households are simply groups of people with similar interests, sometimes but not always organized around either specific persons or a specific cause (fighting, archery, dancing, etc.). If you have any questions about whether some group qualifies as a household or about transactions dealing with households, call your superior officer for guidance before doing anything.
Household “rules” quoted from the Exchequers handbook pages 59-60
A. HOUSEHOLD ACTIVITIES AT EVENTS
The SCA, Inc. is not responsible for any household activities. We cannot and will not financially support or absorb liability for any household activities. The SCA, Inc.'s insurance does not cover household activities. Financial support for this purpose is defined as providing funding where all proceeds are not returned to the provider. Example of disallowed financial support: The Shire of Backwater pays all advance money for a local event where a household is responsible for all the ideas and labor involved, and keeps all the profit after the expenses, including the front money from the Shire, have been paid. This situation is not allowed because we are not a lending institution. However, if the Shire ran the event and the household did the feast (through a catering contract), the household would be paid for their services (making a profit after they take care of their own expenses and kitchen rental) and the shire would keep the rest. This second situation is allowable. Absorbing liability is also disallowed. For example, we cannot absorb liability for a household function at an SCA event where the household is solely responsible for the use of the damaged facility or equipment. This means we cannot rent facilities that will be only used by the household. Allowing household activities to take place at branch events is not considered support, provided the branch does not pay for items used only by the household, and the branch won't be held liable for any damage caused by the household, especially food preparation situations. It is up to the local branch to determine the risk involved in allowing household activities at their events. Separate agreements between the household and the site owner for facilities used are recommended, as are catering contracts which stipulate rates charged and responsibility for collecting fees, any expenses, and liability.
Below are a few examples illustrating why we have this policy.
Example Situation 1: The local branch allows the local household to hold an auction at an event, whose proceeds go to benefit some charity, the Royal Travel Fund, or themselves.
The auction is advertised properly, the only things used at the event are some tables (which are then used for feast), and some hall time. This scenario is allowable.
Potential problem: The auctioneer stands on a table and it breaks. Who's responsible? The person who broke the table. Who will be blamed? The branch that rented the hall and tables.
How to solve it? Have the household supply its own tables.
KINGDOM VARIATIONS
Kingdoms may have additional requirements when dealing with households, such as requiring contracts. Contact your superior officer for your Kingdom's requirements.
B. RECEIVING DONATIONS FROM HOUSEHOLDS
Households may donate funds to the SCA, Inc., but the SCA, Inc. may not donate funds to a household or its members. Branches may sponsor Society events where a household provides all the labor, however, the household may not receive any money from the event out of the Society account except as reimbursements for receipts. If a household hosts an event on its own, the money it collects may be donated to the Society, but it is not required. Households do not get the advantage of the Tax ID and any income must be acknowledged as someone's personal income. This may vary outside the U.S. Any other donation is treated as if it were from anyone in the modern world. See section XI below.
C. MANAGING HOUSEHOLD MONEY IN AN SCA ACCOUNT
It is permissible for a household to have a special fund held within a Society account and managed by the branch Exchequer. However, all activity within that fund must follow Society, Kingdom, and Branch financial policy, up to and including required approval of all expenditures by the branch Financial Committee.
***
Clarification from EK Seneschal on Household activities at Practices, etc.
Greetings Isabel and Mairgred!
Mairgred relayed to me that a Household group would like to share space at the Shire's meeting. This would be in order for the Household to have their own meeting prior to re-grouping with the Shire as a whole. Isabel, as I told Mairgred, I don't see any conflicts with Corpora or Kingdom Law.
Of course, any meetings that the Household is having are "unofficial" in terms of the SCA business conducted by the Shire. This has nothing to do with "official" in terms of insurance, as they are still part of the activities that are occurring as a whole within the group. However, this would be no different than if a household wanted to get together at an event to discuss their private matters.
The only problem I would have with this is if the Household was going to hold an unsanctioned combat practice. However, Mairgred informed me that this was not the case, that it is a household meeting only.
I hope this assists you. Should you have any further questions, as always, feel free to ask.
Thanks.
Katherine Barr.
East Kingdom Seneschal.