The Charter of the Shire of Iron Bog
in the Kingdom of the East
of the Society for Creative Anachronism, Inc.
Revised and adopted - September 9, 2005
We the Citizens of the Shire of Iron Bog, in order to promote harmony, tranquility and the general welfare of the people, do ordain these articles to be the recognized policies of our Shire. This charter shall define, but not limit, the rights of all gentles who live within our shire's borders. This charter shall be composed of seven articles: General Regulations, Membership, Voting, Business Meetings, Officers, Autocrats/Event Stewards, and Amending the Shire Charter.
Section I - General Regulations
1. All Laws not listed in Charter of the Shire of Iron Bog are repealed. Only the Laws listed herein, along with the Governing Documents (containing "Corpora" and the "By-Laws of the Society dated April 2001 and revised April 2005) of the Society for Creative Anachronism, Inc. (hereafter known as "the SCA") and East Kingdom Law as of Thorson & Svava, January 30, 2005, are in effect in the Shire.
2. The Shire shall make no policy, rule or custom that contradicts any modern federal, state, or local laws, or that overrides or supersedes either the Governing Documents of the SCA, East Kingdom Law, or the policies of the Greater and Lesser Officers of the SCA or the East Kingdom.
3. If the Shire has no specific rule, then the Shire shall follow the Governing Documents of the SCA, East Kingdom Law, and the policies of the Greater and Lesser Officers of the SCA and the East Kingdom.
4. The current version of the Charter of the Shire will be maintained by the group Seneschal and made available on the Shire web page.
5. The Branch Financial Committee, as required by East Kingdom Financial Policy, Section IV.B, shall be comprised of the Seneschal, the Exchequer, and those citizens present and voting at the time of the approval of financial expenditure.
Section II - Membership
1. Residents of the Shire are hereby defined as any persons living within those zip codes designated as comprising the Shire, as filed with the East Kingdom Seneschal.
2. Citizens of the Shire are hereby defined as any persons living within those zip codes designated as comprising the Shire, as filed with the East Kingdom Seneschal and holding a paid membership within the SCA. In keeping with Corpora, I.D.1, citizens should expect to show proof of membership in order to qualify for member privileges.
Section III - Voting
1. Participation in a vote is limited to those citizens of at least fourteen years of age present and voting, with the exception of absentee votes as defined below.
2. Votes may be taken by show of hands, voice call, or by written ballot as decided by the Chair, however any vote may be held by written ballot if proposed and seconded by a citizen.
3. Absentee voting is permitted to citizens of the Shire. Absentee votes are limited to specific motions and must be presented to the Chair, by the citizen, with proof of membership before the beginning of the business meeting.
4. Voting by proxy is not permitted.
5. We do not recognize abstentions.
6. In votes that require other than “yes/no” responses, the last question of the vote shall be “none of the above.”
Section IV - Business Meetings
1. All policies, rules, or regulations of the Shire shall be made only in the Shire's business meetings.
2. Business meetings shall be open to all.
3. The Shire will, after public notice via all forms of communication it regularly uses, hold regular monthly business meetings.
4. Special business meetings may be called by the Seneschal and/or by consensus of the officers or people of the Shire and may be held after public notice via all forms of communication the Shire regularly uses.
5. The time and location of each regular business meeting, and of any special business meeting, shall be published in the Shire's official newsletter (assuming monthly publication), on the Shire’s email list, and on the Shire's web site prior to the next meeting.
6. Quorum is hereby defined as a minimum of four citizens serving as Shire officers and four other residents in attendance.
7. The citizen presiding over the business meeting shall be referred to as the Chair. The Chair shall be the Shire's Seneschal. If the Seneschal is not present, the meeting shall be chaired by the Deputy Seneschal. In the absence of both the Seneschal and the Deputy Seneschal, the meeting shall be chaired by the Shire's Exchequer. In the absence of all three of those officers, the meeting shall be considered neither chaired nor official and therefore no Shire business will be conducted.
8. The suggested order of the meeting shall be as follows:
A. The meeting is called to order by the Chair.
B. Approval of the minutes from the prior business meeting.
C. Officer reports.
D. Old Business, including Shire event updates, selection of Officers, tabled motions from a previous meetings, etc.
E. New Business.
9. Motions may be made by any person present at the business meeting and may be made at any point following the delivery of officer reports.
10. Motions shall fall into one of two categories - matters of greater importance and matters of lesser importance.
11. Matters of great importance shall include selection of officers, approval of event proposals, non-event-related expenditures greater than $300, and any other motion as determined by the Chair or by consensus of attendees. A matter of great importance shall automatically be tabled until the following meeting where it will be addressed as Old Business. At that point, general discussion shall take place. Any person present may participate in discussion. When all discussion is complete, the Chair will call for a majority vote.
12. In matters of lesser importance, general discussion shall take place immediately on the motion. Any person present may participate in discussion. When all discussion is complete, the Chair will call for a majority vote.
13. The Chronicler or a designated scribe is responsible for publishing all passed motions and other important business of the Shire conducted during the business meeting on the Shire's web site and email list within two weeks after the meeting and in the following issue of the newsletter.
Section V - Officers
1. In keeping with East Kingdom Law, Section V.H.3, the Shire shall have at a minimum a Seneschal, an Exchequer, a Herald, and either a Knight Marshal or a Minister of Arts and Sciences. This does not preclude the Shire from creating or eliminating other officer positions, as it deems appropriate. In keeping with East Kingdom Law, Section VII.H.4, if the Shire does not have a separate Chatelaine, an Officer must be designated to assume all Chatelaine duties.
2. In keeping with Corpora, Section I.D.2, and East Kingdom Law, Section VII.A, all Officers and Deputy Officers must be citizens of the Shire for the duration of their tenure.
3. An officer's first term of Office is defined as two years. Subsequent terms are for one year. Officers must note their intention to serve an additional term no less than one month prior to the end of their current term. Election to an additional term will be dependent upon the Officer a passing a majority Vote of Confidence one month before completion of the term or another Candidate presenting himself for consideration one month before the end of the current Officer's term. To present himself, a Candidate must submit a Letter of Intent to the appropriate Shire Officer, the Seneschal, the Chronicler, and the Web Minister for publication in the newsletter, on the web site, and to the Shire's email list. Should the Officer fail a Vote of Confidence or should a Candidate present himself, an election must be held to determine who shall hold the Office. This shall be a matter of great importance and must be tabled until the following business meeting.
4. All Candidates may speak for themselves before a vote is taken. A retiring Officer may endorse any Candidate he so chooses. A clear majority is required for a Candidate to receive the Shire's support. If no Candidate receives a clear majority, the Candidate with the fewest votes will be dropped until there are only two Candidates on the ballot. If there are two Candidates tied for the fewest votes, then they will have a run-off vote, before the general selection continues to determine which Candidate stays on the ballot. The appropriate corresponding Kingdom Officer and regional deputies and the Crown of the East have veto power. Any Candidate known to be unsuitable to the Kingdom shall not be permitted to run for the Office in question.
5. The terms of Office will begin according to the following schedule: January: Herald, Knight Marshal, Minister of the Lists, Company Captain of Archers, Chamberlain, Web Minister. February: Chatelaine, Chancellor Minor. June: Exchequer. July: Historian. September: Seneschal, Minister of Arts and Sciences, Marshal of Fence. November: Chronicler.
6. Deputy Officers shall be selected by the Officer and presented to the Shire for a majority Vote of Confidence. Each Officer will train the Deputy in all aspect of the Office.
7. Should an Officer resign or become unable to perform the duties of the Office, the Deputy will take over those duties until the end of the original term of Office, a successor is chosen, or until the original Officer is again able to perform those duties.
8. In keeping with East Kingdom Law, Section VII.B.1, Officers must file reports as required by the corresponding Kingdom Officer and/or the Regional Deputy.
9. Officers will maintain hardcopy versions of all electronic records critical to the functioning of their Offices.
10. Officers' files and materials must be fully transferred from the outgoing Officer to the incoming Officer not more than one month after the date of formal transfer of the Office.
11. At any point, any Citizen may, at a regular business meeting, express dissatisfaction with the performance of an officer and may call for a vote of no confidence. This motion must then be seconded by another citizen. If a second is received, the motion is then treated as a matter of great importance.
12. No single officer may be subjected to a vote of no confidence more than once every six months.
13. In the event of passage of a vote of no confidence, a petition will be forwarded by the Seneschal, or by the deputy Seneschal in the case of a vote against the Seneschal, to the appropriate Kingdom officer on behalf of the Shire.
Section VI - Autocrats / Event Stewards
1. In keeping with Corpora, Section I.D.2, and East Kingdom Law, Section VIII.E, all Autocrats / Event Stewards for the Shire must be citizens of the Shire and shall be considered officers during the period of time between the Shire's acceptance of the event proposal and the completion of the event.
2. Autocrats / Event Stewards shall be selected via approval of the event bid submission by a majority vote.
3. The sponsoring of events and selection of autocrats shall occur by the following procedure: At a regular business meeting, any gentle may propose that the Shire sponsor an event. The proposal shall have sufficient information for the Shire to make an informed decision including, but not limited to, a written event proposal containing the name of the Autocrat / Event Steward, the name of the Head Cook, the proposed site, the proposed activities, and an event budget. Event proposals shall comply with the local event section of East Kingdom Law and East Kingdom Financial Policy. General discussion will take place on the proposed event. The Shire may consent, deny or postpone judgment on the proposal by a majority vote. The autocrat shall provide monthly status reports, oral or written, to the Shire. Event expenses will be reimbursed to individuals working on events, subject to Shire approval and SCA Exchequer policies.
4. Autocrats / Event Stewards will maintain hardcopy versions of all electronic records critical to the functioning of their Event.
5. All files and financial records relevant to the event must be fully transferred from the outgoing Autocrat / Event Steward to the Seneschal not more than one month after the date of the event.
Section VII - Amending the Charter
1. An amendment to the charter may add, delete, or modify any rule so long as it does not contradict any modern federal, state, or local law, or that overrides or supersedes the Governing Documents of the SCA, East Kingdom Law, or the policies of the Greater and Lesser Officers of the SCA or the East Kingdom.
2. An amendment to the charter must be submitted in writing to the Seneschal and the Chronicler by a citizen during a regular business meeting. The proposed amendment must be seconded by another citizen during the meeting. Amending the Charter is considered a matter of great importance, and shall be tabled until the following business meeting.
3. The proposed amendment will be published in the newsletter, on the website, and on the email list at least one month prior to vote. A two-thirds vote is required for passage of the charter amendment. As defined in Section III.1, participation is limited to those Citizens of at least fourteen years of age present and voting, with the exception of absentee votes as defined previously.
4. Changes to the charter due to updating of section numbers or policy changes in the Governing Documents, East Kingdom Law, or the policies of the Greater and Lesser Officers will not require a vote and will take place automatically as an administrative function.
Amendment to the Charter of the Barony of Iron Bog
in the Kingdom of the East
of the Society for Creative Anachronism, Inc.
Amended - November 10, 2005
Baronial Selection Process:
I. CANDIDATE ELIGIBILITY
A. Iron Bog may have either a sitting Baron, a sitting Baroness, or a sitting Baron and Baroness (known as a sitting Territorial Couple) hereafter known as the "Baronial Seat". However, an individual may run for Baronial Seat only once on the ballot. Therefore, the individual must decide to run either individually or as a member of one pair.
B. In order to be eligible to run for Baronial seat in Iron Bog, each candidate must meet all eligibility qualifications under East Kingdom Law, in addition to the following criteria:
1. Must be a Citizen of the Iron Bog as defined in the Iron Bog Charter.
2. Must be a paid member of the SCA, Inc., at the time of publication of intent to run for Baronial seat, throughout the polling procedure, and at all times while sitting on the Baronial seat.
3. Must be eighteen years of age or older.
4. Must have resided within the geographical boundaries of Iron Bog for at least one year preceding the notice of intent to run for Baronial Seat.
5. Must have completed one of the following criteria in the five years preceding the notice of intent to run for Baronial Seat:
a. Completed one year as a Local, Regional or Kingdom Officer;
b. Been the main autocrat or head cook (as listed in the event announcement) for two events hosted by Iron Bog;
c. Been the main autocrat (as listed in the event announcement) for an Inter-Kingdom event.
6. If a citizen of Iron Bog has not completed one of the three qualifications above in I.B.5.a.-c., but can demonstrate to the required officers that they have sufficiently supported the local group, the required officers may vote by simple majority to allow the individual to run.
C. If there is any dispute as to the completion of one of the qualifications in Section I.B.1-5 above, the determination will be made by simple majority vote of the filled required officers of Iron Bog. Filled required officers will be deemed to mean the required officers of the branch as determined by East Kingdom Law.
II. NOMINATION PROCEDURES
A. The process to select a new Baronial Seat begins in one of the following ways:
1. six months prior to the end of term of the current Baronial Seat, or
2. the current Baronial Seat announces its intention to step down, or
3. the Seneschal announces that the Baronial Seat is vacant.
B. Upon the announcement by either the retiring Baronial Seat or the Seneschal, the Seneschal will accept nominations for Baronial Seat either by written letter or email.
C. The Seneschal will prepare an announcement that nominations are being accepted for Baronial Seat. This announcement will be placed on the web site by the Web Minister, posted to the email list by the Seneschal, and mailed to subscribers of the newsletter by the Chronicler, within fourteen days of the announcement of the vacancy. Officers in charge of these publications must make every effort to publish those announcements within the required time frame.
D. The Seneschal will accept nominations for Baronial Seat until the opening of the next business meeting following the business meeting announcing the vacancy of the Baronial Seat. At that point, nominations are closed and a list of candidates for Baronial Seat will be created and announced at the close of that meeting.
E. The Seneschal will prepare an announcement indicating the names of eligible candidates for Baronial Seat. This list of candidates will be placed on the web site by the Web Minister, posted to the email list by the Seneschal, and mailed to subscribers of the newsletter by the Chronicler, within fourteen days of the announcement of candidates. Officers in charge of these publications must make every effort to publish those announcements within the required time frame.
1. Following the posting of the names of eligible candidates, the candidates are then encouraged to begin their campaign by posting on the e-mail list, to the website, or in person.
III. POLLING PROCESS
A. Immediately following the announcement of the candidates as defined in II.E., the Iron Bog Seneschal will contact the East Kingdom Seneschal to coordinate the preparation of the ballot and request mailing labels.
B. The polling and investiture will be conducted according to the rules specified in East Kingdom law.
A. The term for a Baronial Seat is three years.
B. There is no limit to the number of successive terms a Baronial Seat may hold.
C. During the business meeting six months prior to the end of the term, the nomination procedures will begin as described in Section II.A. and the Baronial Seat will announce whether it wishes to run for an additional term. If there is a sitting Territorial Couple, then both territorial leaders must agree to continue.
1. If the Baronial Seat state their intention to sit an additional term, an announcement will be placed in the next Iron Bog newsletter and on the Iron Bog website within five days of the announcement.
a. If no other candidate has submitted a letter of intent, a vote of confidence will be taken by closed ballot at the next business meeting.
i. If the sitting Baronial Seat are successful in the vote of confidence, then they will continue through an additional term of office.
b. If the Baronial Seat is not successful in the vote of confidence, then the nomination process will begin from Section II.A. above, with all eligible candidates meeting the requirements in Section I above.
2. If the Baronial Seat does not wish to continue, then the nomination process will begin from Section II above, with all eligible candidates meeting the requirements in Section I above.
D. If there is a Baron and Baroness sitting as territorial leaders, and either of them decides to step down early, the remaining territorial leader may complete the current term individually.
E. Either party is permitted to run as either individuals or as a part of a new Baron and Baroness pair in the next nomination process.
F. If the Baronial Seat decides to step down early, then the nomination process will begin from Section II.A. above, with all eligible candidates meeting the requirements in Section I above.
V. RIGHTS, DUTIES AND OBLIGATIONS OF THE BARONIAL SEAT
A. In addition to the Rights and Responsibilities of Territorial Barons/Baronesses outlined in East Kingdom Law, the Iron Bog Baronial Seat will have the additional Rights, Duties and Obligations:
1. Meetings and Events
a. The Baronial Seat of Iron Bog should make every reasonable effort to attend meetings and events hosted by Iron Bog.
b. Prior to announcement of events, the autocrat should contact the Baronial Seat of their availability to attend a proposed event.
c. Should the Baronial Seat challenge a proposed event, the Baronial Seat shall have the opportunity to voice objections and provide a basis for said objections prior to the vote being taken on the event.
a. The Baronial Seat may establish award orders for Iron Bog.
i. The names and badges of said awards shall be presented at a business meeting.
ii. The presentation of a new award shall be placed in the next Iron Bog newsletter and on the website within five days.
iii. At the next business meeting, all attending citizens may vote on the proposed award by simple majority vote.
iv. The Baronial Seat may bestow approved titles, positions of honor, favors, and approved Baronial awards at their discretion.
b. The Baronial Seat will bestow awards to Baronial champions who are selected in accordance with any provisions in the Iron Bog Charter.
VI. VOTING EXCEPTION
A. In instances above where a vote of the required officers occurs and there is a tie, there is a re-vote of the required officers with the seneschal abstaining. This abstention does not count as a negative vote. (top)