By-Laws of the Shire of Misty Highlands

(Revised January, 2001)

Article I: Purpose, Scope and Conflicts [top]

Section 1: These by-laws are intended to govern the organizational structure, general policy, and decision-making process of the Shire of Misty Highlands, a branch group of the Society for Creative Anachronism (SCA) located in the southern region of the Kingdom of Æthelmearc (north-central West Virginia). None of the provisions contained in this document shall apply to any other organization or SCA group.

Section 2: These by-laws do not express or delineate Corporate or Kingdom SCA 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 by-laws shall be revised and amended to eliminate such conflict at the earliest opportunity, by means of procedure set forth herein.

Article II: Shire Membership [top]

Section 1: Definition of “shire member”

a) A member of the shire of Misty Highlands shall be any person who is a paid member in good standing of the SCA at any level, including associate, sustaining, or family membership; AND resides within the boundaries of the Shire of Misty Highlands, OR has been granted shire membership status as described in section 2, below.

b) An individual shall be considered a paid SCA member as of the date he or she has mailed the appropriate fee and membership application to the SCA corporate offices.

c) The following shall be accepted as proof of membership:

i) a current, unexpired membership card; or

ii) a canceled check (or copy thereof) made out to the SCA for the appropriate amount and bearing a date within the appropriate time period; or

iii) An address label from an SCA publication bearing the individual’s name and membership expiration date; or

iv) A copy of a completed and dated SCA membership application, together with a copy of a check made out to the SCA in the appropriate amount and bearing the correct date.

Section 2: Non-residents. Any paid SCA member who resides outside the boundaries of Misty Highlands, and is not an officer or participating member of any other SCA branch group, may petition the Shire for membership status. The Shire’s response to such a petition shall be determined by majority vote at the next general business meeting. Shire membership granted under this section may be withdrawn for good cause, also by means of majority vote of the shire populace; however, such withdrawal of membership shall be subject to all applicable procedures concerning disciplinary action set forth herein below.

Article III: Meetings [top]

Section 1: Definitions.

a) A “shire meeting” is any meeting of shire members at which shire business will be discussed or conducted and issues decided.

b) A “general” meeting is one which may be attended by any shire member, at which any topic of shire business may be raised.

c) A “special” meeting is also open to any shire member, but is limited to specific topics.

d) “Restricted” meetings are those at which attendance is limited to specified shire members.

e) The “regular” shire meeting shall mean the general business meeting held each month at a consistent time and location.

f) Shire activities such as all-thyng, workshops, practices, events, and demonstrations are not shire meetings within the meaning of this article, and no voting or shire business shall be conducted at such activities, unless a meeting as described in this article has been properly scheduled before, after or during such activity and notice has been provided to the Shire as set forth in Section 10, below.

Section 2: The Monthly Business Meeting.

a) A regular, general shire meeting shall be held at least once each month, unless waived by unanimous consent or majority vote at the preceding month’s general meeting. To the full extent possible, the regular shire meeting shall be at the same time and location each month.

b) The seneschal shall be responsible for scheduling this monthly meeting, making an agenda, obtaining the location, and notifying the populace.

c) The seneschal, acting alone, does not have the authority to cancel the general monthly business meeting.

d) Any shire member may add an issue or item of business to the agenda for any regular or general shire meeting. If possible, such addition should be communicated to the seneschal in advance of the meeting.

e) The agenda of regular and general shire meetings shall include, at a minimum, officers’ reports, committee reports, event planning reports, old business, and new business. At the appropriate time, the seneschal or presiding officer shall provide the opportunity for any shire member to raise new or old issues, regardless of whether the issue has been previously added to the agenda.

Section 3: Quorum. At a general or special shire business meeting, a quorum shall consist of five shire members, at least two of whom shall be shire officers. If a quorum is not present, no business may be conducted, and any decisions made on behalf of the shire shall be considered null and void.

Section 4: Decision-Making.

a) All major decisions affecting the shire as a whole shall be made only at general or special shire meetings open to all shire members, including, but not limited to, any decision to expend shire funds, host an event, elect an officer, appoint a committee, appoint an autocrat, extend shire membership to a non-resident, create or abolish an office, present a demonstration, conduct fund-raising, change the by-laws, etc.

b) Except as specifically set forth elsewhere in these bylaws, decision-making shall be conducted by majority vote or the unanimous consent of all shire members present at a meeting, unless the decision falls within the administrative powers of a specific office.

c) All shire members shall be provided with fair and reasonable opportunity to participate in all shire decisions, including elections.

Section 5: Voting; Unanimous Consent

a) At all general and special meetings, voting must be done in person, or by means of a signed, written document that states in clear, unambiguous terms how a shire member wishes to vote on a specific question being decided.

b) Proxy votes shall not be recognized or counted.

c) An individual must be a shire member as defined in Article II, and 12 years of age or older, in order to vote on shire business. The seneschal shall ensure that all persons voting are eligible to do so, and may require proof of eligibility from any person intending to vote.

d) A vote may be taken verbally, or by a show of hands, as the seneschal requires.

e) Voting by secret ballot shall be used only when required by these bylaws, or when, in the seneschal’s discretion, open knowledge of how others are voting might affect the outcome or cause embarrassment to any individual or group.

f) As a time-saving alternative, any shire member who believes there is no dispute on an issue otherwise subject to vote may ask for “unanimous consent” on a stated proposal. When such a motion is made, the presiding officer shall restate the proposal and inquire as to whether there is an objection. If no shire member objects, the proposal shall pass. However, unanimous consent shall not be employed in elections, votes of no confidence, votes to spend shire money, or in any other decision which, in the sole discretion of the presiding officer, is subject to possible dispute, or is of too great importance to be decided by means of this short-cut method.

Section 6: Scheduling of Meetings; Who Shall Preside.

a) In addition to the regular monthly meeting, a general or special Shire meeting may be scheduled by the seneschal, or by agreement of any five (5) shire officers.

b) Any shire member may request that a general or special shire meeting be held. Such request shall be directed to the seneschal, and shall state the specific purpose and need for such a meeting. The seneschal shall then schedule the requested meeting if he or she determines, in his or her sole discretion, that such a meeting is reasonable and necessary.

c) The seneschal shall preside over general and special shire business meetings. If the seneschal is not present, the deputy seneschal shall preside. If neither the seneschal nor the deputy seneschal is present, the responsibility for presiding over the meeting shall fall upon other officers, in the following order: minister of arts and sciences, herald, marshal.

d) At special shire meetings, the presiding officer may designate any other officer, committee chairperson, or event autocrat to preside, if such a delegation is appropriate in view of the specific subject matter of the meeting.

e) The seneschal or presiding officer shall organize the meeting as he or she deems necessary to maintain order and provide all members with the opportunity to participate, and may, if he or she so chooses, run the meeting in accordance with Robert’s Rules of Order.

Section 7: Who May Attend Meetings

a) All general and special meetings shall be open to the public, subject to the amount of space available at the meeting location. If space is limited, preference shall be given to shire members, as defined in Article II, above.

b) Restricted meetings may be closed to the public, in the discretion of the committee chairperson, autocrat, or shire officer presiding over such meeting.

Section 8: Minutes. The minutes of all general and special meetings shall be recorded and published (in summary form) in the next issue of the Shire newsletter. If no newsletter is published, the minutes shall be made available to any shire member upon request. A copy of the minutes of each meeting shall be filed and kept in the shire records.

Section 9: Restricted Meetings

a) The chairperson of any committee appointed by the Shire shall have the authority to schedule, conduct, and preside over special or restricted meetings concerning only the subject matter for which the committee was formed. The duly appointed autocrat of any shire Event shall likewise be empowered to conduct special or restricted meetings concerning any aspect of the event being planned.

b) Aside from committee and event planning meetings, restricted meetings may be scheduled and conducted by any shire officer concerning issues that fall with the jurisdiction or purview of his or her office, subject to the provisions of section 4, above. At the next general meeting, any officer who has conducted a restricted meeting under this section shall report all business conducted and decisions made.

c) Insofar as they affect the shire as a whole and do not fall within the administrative purview of a shire office, decisions made at a restricted meeting are subject to review by the Shire as a whole, and may be vacated upon proper motion and majority vote.

Section 10: Notice.

a) Notice of general and special meetings must be published to the Shire in advance, and as soon as possible after the meeting is scheduled. If possible, notice of the meeting shall be included in the Shire newsletter, and posted on the shire list-serve, and in any case should be published at least one week in advance of the meeting date. Less than one week’s notice shall be acceptable only in cases of dire emergency, as when action is required before that time in order to protect the existence and well­being of the Shire. In all cases, every reasonable effort shall be made to notify all shire members of any general or special shire meeting.

b) When less than one week’s notice is provided, in addition to posting notice on the list-serve, the seneschal or officer setting a general or special meeting shall endeavor to contact shire members directly by the “phone tree” method and word of mouth.

c) Notice shall be the responsibility of the seneschal or presiding officer, except in cases of restricted meetings as described in Section 9, above, in which case notice shall be the responsibility of the individual scheduling the meeting. Notice of restricted meetings shall follow the same general requirements, but may be limited to publication among those to whom the meeting is open. For example, a committee chairperson setting a committee meeting need only notify the committee members, including the seneschal.

d) Notice of special meetings shall include a statement of the issue(s) or subject matter of the meeting.

Article IV: Shire Officers [top]

Section 1: Eligibility for Office. To be eligible to hold a shire office, and individual must be 18 or more years old and a shire member in good standing as defined in Article II.

Section 2: Selection of Officers. All shire officers must be elected or appointed by the procedures set forth in Article V, below.

Section 3: Resignation from Office

a) An officer may resign from office at any time.

b) Any officer who has decided to resign shall notify the seneschal, and publically announce his or her intention, immediately after making the final decision to do so. If possible, such notice should be given at least 30 days before the resignation will take effect or earlier. A resigning officer shall specify the date his/her resignation will be effective.

c) An officer in the process of resigning shall make every reasonable effort to ensure a smooth transfer of authority.

d) A resigning officer shall deliver to his or her successor all shire-owned records and items held pursuant to the office in question, on or before the effective date of his or her resignation.

Section 4: Removal from Office. The shire may remove an individual from office under the following circumstances:

a) By means of the disciplinary procedures set forth in Article IX;

b) When the officer has, through no fault of his or her own, become permanently unable to perform the duties of his or her office, as in the case of death or serious accident.

Section 5: Appointment of Temporary Replacements for Incapacitated Officers

a) If a shire officer is temporarily incapacitated and unable to perform the duties of his or her office, the seneschal may appoint an individual to perform those duties until the officer recovers, in a manner similar to that described in Art. V, Section 4(f).

b) Any individual so appointed must be eligible to hold a shire office, and must accept the appointment.

c) A temporary replacement appointed under this section may serve for a time period not to exceed three (3) months. If, at the end of that time, the original officer remains unable, or is unwilling, to resume performance of the duties of the office, the shire shall proceed to elect a new officer to fill the position, either at the next annual election, or at a special election as described in Art. V, Section 4, whichever will most quickly fill the office.

d) An individual appointed under this section, or under Art. V, Section7, shall be designated an “acting” officer.

Section 6: General Duties of All Officers

Every shire officer shall be obligated to do the following things:

a) Read, periodically review, maintain familiarity with, and adhere to the Kingdom Laws and Policies pertaining to his or her office.

b) Report his/her election or appointment to the corresponding Kingdom officer, and take such steps as may be necessary to become warranted or approved as a local officer.

c) Make timely reports to the appropriate corresponding kingdom office, as required by the Kingdom Laws and Policies and/or the corresponding kingdom officer.

d) Create, update, and maintain a suitable and consistent local policy for his/her office, in accordance with Kingdom Law and Policy and the provisions of these bylaws; and publish said policy to the shire as a whole.

e) Attend each regular monthly business meeting and there verbally report significant programs, activities, and incidents concerning his/her office, and answer any related questions from the populace.

f) Create, organize, maintain, and update a record file pertaining to his/her office, containing at a minimum hard copies of the applicable kingdom law and policy for that office, copies of any correspondence with Kingdom or corporate-level SCA officials, copies of submitted local and kingdom written reports, copies of any written complaints, the property inventory for that office, and any other significant documents concerning the office.

g) Arrange for the safe-keeping, care, and repair of all items of shire-owned property related to his/her office; maintain an up-to-date inventory list of such items; and provide a copy of this list to the shire exchequer upon request.

h) Upon leaving office for any reason, turn over to the shire or to his/her duly elected or appointed successor all records and items related to that office, as well as any passwords, keys, and/or other information necessary for or helpful to the performance of the duties of the office.

i) Permit the viewing and/or inspection of any and all records and items of property upon the request of any shire member.

j) Make any and all office-related documents or items of property available for appropriate use by the shire as a whole (Spare armor and garb should be made available for use by those who need it, etc.).

k) Maintain his or her SCA membership.

Section 7: Conduct of Officers

All officers of Misty Highlands are required to perform their duties impartially, without favoritism or bias toward any individual, household, or group.

Section 8: General Powers of All Officers

All officers of Misty Highlands shall have the authority or power to do the following:

a) Schedule, publicize, and preside over meetings concerning the subject matter of his or her office; Except for meetings at which formal decisions affecting the entire shire must be made (such as decisions to spend shire money), in which case a meeting must be requested through the seneschal subject to the provisions of Article III.

b) Generally manage all aspects of local SCA activity concerning the subject matter of his or her office.

c) Propose, organize, schedule, reschedule, cancel, and/or moderate local workshops, practices, classes, and activities concerning the subject matter of the office.

d) Devise, promulgate, and enforce policies and procedures specific to his/her office, subject to these bylaws, and Kingdom and Corporate Law.

Section 9: Creation of New Offices

a) Any elected shire officer may create a deputy office as described below in Article V, Section 2. Only the seneschal is required to appoint a deputy, although it is recommended that all elected officers do so.

b) Except as stated in part (a), the shire shall have only the officers explicitly listed in this Article.

c) Any shire member may propose, and move for, the creation of a new office. Such a proposal shall be handled in the same manner as a proposal to amend these bylaws, as set forth below in Article VII; the proposed amendment being the addition of the new office to the list in Section 10 of this Article, together with a general description of such office and a list of the duties associated with it.

Section 10: Offices of Misty Highlands

The following offices shall exist within the shire of misty highlands, and insofar as may be possible, a qualified individual shall be elected or appointed to hold each one of them:

a) Archery Marshal: Fosters, promotes, and oversees all target archery activities within the shire.

b) Arts & Sciences Minister:

i) Encourages and supports the practice and pursuit of period or SCA arts and sciences within the shire;

ii) Assists shire members in locating resources and materials needed to pursue their chosen art or science, including but not limited to current research, period documents, SCA subject experts, and non-SCA subject experts;

iii) Schedules and plans workshops of interest to shire members;

iv) Schedules and plans A&S activities for shire events and demos;

v) Keeps and maintains the shire garb inventory (“Gold Key”) in good condition; arranges for its safe storage and the repair of damaged items; and arranges for the acquisition or creation of new garb;

vi) Co-ordinates with the Chatelaine to ensure that gold key garb is readily available for use by new members, and that it is returned on time and in good condition;

vii) Notifies shire members of A&S activities within the shire, and of A&S events and activities in near-by groups, and in the non-SCA community, that may be of interest.

c) Chatelaine: The equivalent of a recruiting officer.

i) Seeks potential new members for the shire and encourages them to join the SCA;

ii) Generally fosters and encourages shire population growth;

iii) Indoctrinates new members in the laws and customs of the SCA and local shire;

iv) Assists new members in obtaining garb, feast gear, and other items necessary to function at a basic level as a shire and SCA member;

v) Monitors the public image of the shire and SCA. Oversees demos, newspaper articles, television coverage, and all other public representations of the SCA and shire in the local community to ensure that information published about the shire and the SCA is accurate and fairly presented.

d) Chirurgeon: Medical officer

i) Advises autocrats and the various shire marshals on maters of health and safety at shire events and activities;

ii) Provides first aid and initial medical treatment to those who may require it at SCA events, practices and activities;

iii) Creates and maintains a shire first-aid kit for use at events and practices, and encourages shire members to bring their own over-the-counter medical supplies;

iv) 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;

v) Advances and maintains his or her own medical training as far as may be possible, and encourages other shire members to obtain medical skills.

e) Chronicler: A combination of secretary and historian.

i) Takes and keeps a record of the minutes at all general and special shire meetings;

ii) Provides access to the minutes of record to any shire member who requests to see them;

iii) Publishes, or oversees publication of, any official shire newsletter.

f) Deputy Seneschal: Equivalent of a Vice-President. This officer is not elected, but shall be appointed by the duly elected Seneschal (see Art. V, § 2). The Deputy Seneschal may also be replaced by the Seneschal for any reason.

i) Acts as an assistant to, and emergency replacement for, the Seneschal.

ii) Presides over all general and special meetings which the Seneschal does not or cannot attend;

iii) Performs all the functions and duties of the Seneschal if the Seneschal becomes unable to do so for any reason, until such time as a new Seneschal is elected under the provisions of Article IV.

g) Exchequer: The shire treasurer.

i) Maintains accounting of shire funds; balances checkbook, and keeps a record of all bank statements;

ii) Manages funds by placing amounts not needed in the immediate future in a savings account to earn interest;

iii) Establishes and maintains tax-exempt accounts with local vendors for use when purchasing goods and services for shire activities and events;

iv) Maintains a list of expenditures approved by the shire until the are incurred;

v) Makes bank balances and above expenditure list available to any shire officer upon request, within a reasonable time;

vi) Assists autocrats in establishing event cost structures that have a reasonable break-even point and minimize potential losses;

vii) Assists autocrats in completing event reports, ensures that such reports are sent to the Kingdom on time, and maintains a local record of all such reports, together with all receipts, checks, and other records related to each event;

viii) Works with other shire officers to co-ordinate fund raising events and activities;

ix) Annually compiles a list of all shire-owned property and assets, including where each items is located and who is responsible for it; and accounts for any items that have disappeared;

x) Makes all required reports to the Kingdom in a timely manner, and keeps local copies of all such reports;

xi) Keeps the shire checkbook and distributes funds in accordance with financial and expenditure decisions of the shire, within a reasonable time;

xii) Advises the shire and its officers concerning the availability of funds for any proposed project or activity;

xiii) Generally formulates and promotes sound financial policies for the shire which maximize income and minimize waste and unnecessary expense; fosters and encourages fund-raising and income-generating activities while discouraging frivolous and excessive spending;

xiv) Ensures that at any given time, there are sufficient funds available to host a Kingdom-level event.

h) Fencing Marshal:

i) Generally fosters, oversees, and promotes SCA fencing activities in Misty Highlands;

ii) Ensures that all SCA fencing in the shire is done safely, and enforces the fencing policies, rules, and conventions of the Kingdom;

iii) Ensures that anyone who fences at SCA events and activities is of appropriate age and has signed the approved release or waiver;

iv) Arranges for fencing armor, garb and weapon inspections at SCA events and activities to ensure that all participants are properly armed and protected as required by Kingdom law;

v) Arranges for the safe keeping, lending, maintenance, and repair of all shire-owned fencing equipment;

vi) Organizes, schedules, and attends shire fencing practices;

vii) Arranges and conducts authorization bouts for new fencers and those seeking to add a weapon form to their repertoire;

viii) Maintains his or her own authorizations and warrant as a fencing marshal.

i) Herald:

i) Assists shire members in selecting appropriate names for their personas, and in designing devices, or “coats of arms” for that persona in accordance with the rules of SCA heraldry;

ii) Encourages and processes submissions of the chosen names and devices of shire members to the SCA College of Heralds for registration;

iii) Arranges for and/or makes announcements at shire events and activities;

iv) Advises the shire and its officers on matters of SCA etiquette and social procedures;

v) Maintains a shire “order of precedence”, listing all recipients of SCA awards and honors.

j) Knight-Marshal:

i) Generally fosters, oversees, and promotes SCA armored (rattan) combat activities in Misty Highlands;

ii) Ensures that all combat in the shire is done safely, and enforces the policies, rules, and conventions of the Kingdom for armored combat;

iii) Ensures that all participants in armored combat at SCA events and activities is of appropriate age and has signed the approved release or waiver;

iv) Arranges for armor and weapon inspections at SCA events and activities to ensure that all participants are properly armed and protected as required by Kingdom law;

v) Arranges for the safe keeping, lending, maintenance, and repair of all shire-owned armor and weapons;

vi) Organizes, schedules, and attends shire fighter practices;

vii) Arranges and conducts authorization bouts for new combatants and those seeking to add a weapon form to their repertoire;

viii) Maintains his or her own authorizations and warrant as a marshal.

k) List Minister:

i) Develops and maintains familiarity with the various types of tournament, and advises the various shire marshals concerning same;

ii) Runs, or oversees the running of, tournaments at shire events, by making a list of who has entered and determining who fights whom, and when;

iii) Maintains a list of shire members authorized in armored combat and fencing weapon forms, with renewal dates;

iv) Provides forms for, and processes, authorizations in fencing and armored combat, forwarding to the Kingdom Minister of Lists the applications of those who have successfully completed authorization bouts.

l) Seneschal: The equivalent of local chapter president.

i) Presides over all general and special shire meetings;

ii) Appoints a Deputy Seneschal as described above;

iii) Generally oversees all events, activities, operations, and functions of the shire;

iv) Enforces the by-laws of Misty Highlands and applicable Kingdom law at the shire level;

v) Facilitates communication and co-operation between the offices, households, committees, and members of the shire;

vi) Acts as liaison between the shire and the general public, speaking for the shire when necessary, signing contracts, etc.

m) Thrown Weapons Marshal:

i) Fosters, co-ordinates and oversees all activities within the shire concerning authentic (non-combat) throwing knives, axes, and other weapons;

ii) Ensures that all such activities are performed safely, and in accordance with Kingdom and Society rules and policies on the subject.

n) Web Minister:

i) Creates and/or maintains an up-to-date Web site which publishes information about the Shire and its activities;

ii) Creates and/or maintains an e-mail List-serve group for open communication among shire members and quick publication of announcements concerning the shire.

Section 11: Other Positions of Authority

a) The autocrat of any event or demo, and the chairperson of any shire committee, shall be considered a temporary shire officer, who shall be appointed at the time the populace votes to hold the event or demo, or form the committee. Such temporary officers must therefore meet all other requirements to hold a shire office. These officers must be appointed by the shire at a special or general shire meeting. The roles cannot be simply assumed. The method of unanimous consent, described above in Art. III, § 5(f), may be employed to appoint a committee chair, or an event or demo autocrat.

b) The chairperson of any shire committee, any autocrat, and any demo-crat shall have the authority to call committee meetings and restricted or special shire meetings concerning only the subject matter of the committee, the event, or the demo, respectively, as authorized by Article III, Section 9. If a vote by the general populace is required, any of these temporary officers may request that the seneschal schedule a special shire meeting for that purpose, as permitted by Article III, Section 6, above.

Article V: Election and Appointment of Officers [top]

Section 1: General Procedure. All officers of Misty Highlands listed in Article IV of these bylaws, with the exception of the Deputy Seneschal, shall be elected at open, unrestricted meetings by majority vote of the shire members present. Deputies of any office, whether appointed to assist duly elected officers in the performance of their duties, as replacements in training (“drop dead” deputies), or for any other purpose, shall not be subject to this rule.

Section 2: Appointment of Deputy Officers

a) The Seneschal shall appoint a Deputy Seneschal as defined in Article IV within a reasonable time after taking office. If the Deputy Seneschal ever resigns or becomes inactive, the Seneschal shall appoint a replacement. Like all shire officers, the Seneschal’s appointed Deputy shall be subject to removal from office by the shire as a whole, under the provisions of Article IX.

b) Any elected officer may appoint one or more Deputies to assist in performing the duties of his or her office, for the purpose of training the deputy in the tasks and skills necessary to hold such an office, and/or to provide the shire with an individual capable of immediately assuming the duties of the office if the elected officer suddenly and unexpectedly is unable to perform them (a “drop dead” deputy).

c) A deputy officer who has assumed the role of the primary office under emergency circumstances as described in part (b) shall continue to hold that office only so long as is necessary for the shire to conduct a general election to fill that office as required by Section 1, above, in accordance with the provisions of Section 4, below.

d) All deputy officers shall serve at the pleasure of a primary elected officer listed in Article IV. If an elected officer who has appointed a deputy resigns, is removed from office, or is replaced in an election, the deputy office shall likewise terminate, until and unless such deputy is reappointed by the elected officer’s successor.

Section 3: Annual Elections

a) Anyone holding an office listed in Article IV shall serve for a term of one year, beginning and ending as of the regular, shire business meeting in February.

b) An annual election to fill all offices shall be held during the general February business meeting.

c) At the regular January business meeting, nominations for each elected office shall be formally declared open, and shall remain open until the commencement of voting at said February meeting. Nominations shall be made in accordance with the best interests of the shire. All nominees must notify the seneschal of, and publically announce, their acceptance at or prior to the February meeting in order to be considered a candidate in the election. Any nominee may also decline candidacy.

d) Any eligible shire member may also declare his or her own candidacy for an office, either at a general shire meeting, or by means of the shire list-serve.

Section 4: Special Elections

a) If an elected officer resigns, is removed from office, or otherwise vacates his/her office before the expiration of his/her term, the seneschal shall announce and conduct a special election to fill that office, in accordance with the provisions of this Article.

b) If time permits, nominations for the vacant office shall be declared open at the next regular shire meeting, and the actual election shall be held at the following regular meeting.

c) If, in the discretion of the seneschal (or the officer then acting in the role of seneschal), the continued welfare and/or survival of the shire depends upon filling the vacant office faster than would be possible under part (b), the seneschal may declare nominations for the vacant office open in the absence of a meeting by posting an announcement to that effect on the shire list-serve and on the shire web page, and by publishing a written notice in the shire newsletter (if possible), and by word-of-mouth as opportunity permits. Under the same circumstances, the seneschal may also schedule a special, general meeting for the purpose of conducting the special election.

d) In every case, nominations shall remain open for a minimum of 10 days following the announcement described in part (c) before the issue may be put to a vote.

e) If no viable candidate exists at the time of the vote, the office shall remain vacant until the next annual election, unless the office must be filled in order for the shire to maintain its status as an SCA group, in which case the seneschal shall repeat the procedure described above, and take any further action that may be reasonable and necessary to fill the office.

f) If the survival of the shire requires immediate action that falls within the duties of a vacant office, and no permanent replacement can be elected in accordance with the other provisions of this section in time to perform such action, the seneschal may appoint a temporary replacement to serve until such time as a permanent officer is elected. The seneschal shall publically announce such appointment on the shire list-serve, on the shire web page, and at the next general shire meeting.

Section 5: Voting in Elections

a) Voting shall be conducted in accordance with Article III, Section 5, except as modified below.

b) Voting in all elections shall be by secret ballot.

c) Votes of absent members may be counted pursuant to Art. III, §5(a).

d) The procedure of unanimous consent shall not be used in an election.

e) If only one viable candidate exists for an office, that candidate shall be considered elected to the office by default, and no vote need be held.

f) At the discretion of the presiding officer, any individual intending to vote may be required to provide proof of his or her SCA and/or shire membership.

Section 6: Confirmation of Eligibility

a) Upon request, all candidates for office shall provide to the seneschal, or officer presiding over any election, proof of shire membership and eligibility to hold office under the provisions of Article IV.

b) Any shire member may challenge the eligibility of any candidate for office, whereupon the seneschal shall require the candidate in question to provide proof of eligibility.

Section 7: Temporary Replacements

a) Any elected officer may designate another shire member to perform the duties of his or her office during a temporary absence from the area or period of inactivity.

b) A designated temporary officer may serve for no more than three months, and must be eligible to hold the office in question.

c) An officer designating a temporary replacement must announce his/her intention to do so in advance, by posting an announcement on the shire list serve, and if possible at a general shire meeting.

d) The designation must be ratified by majority vote of the shire at a general shire meeting. This vote shall be conducted by secret ballot.

f) Prior to relinquishing his or her office to a replacement, a shire officer shall notify the appropriate Kingdom or regional officer of the temporary change, and if necessary, request and obtain Kingdom or regional approval.

Article VI: Shire-Owned Property and Funds [top]

Section 1: General Provisions

a) In accordance with the non-profit status of the SCA, any and all income, proceeds and profit arising from shire events and activities shall be the sole property of the Shire of Misty Highlands and the SCA, Inc. No shire income, funds, or moneys shall be paid or in any way distributed to individual shire members for private use and/or benefit.

b) All shire funds and moneys shall be kept, maintained, and utilized in accordance with the policies of the Exchequer of the Kingdom, and of the SCA, Inc.

c) All tangible items purchased with shire funds shall be the property of, and be made reasonably available for use by, the shire membership as a whole, regardless of who may be charged with the care and keeping of such items.

Section 2: Expenditures

a) All expenditures of shire monies and funds, and all uses of shire property, shall be restricted to those which in some way serve and further the goals, functions and purposes of the SCA, Inc. The shire shall not approve or permit any other expenses or purchases. For example, use of shire money to buy tea for serving at an official SCA event may be appropriate; use of the same money to buy a round of coffee at the local cafe after a shire meeting would not. The purchase of a pavilion for shire use at events is appropriate; the purchase of a personal tent for the seneschal is prohibited.

(b) All Shire purchases and expenditures must be approved in advance by the shire as a whole at a business meeting, in accordance with the decision-making process set forth in Article III of
these bylaws, except as permitted by sub-section (c), below.

(c) The Shire may incur expenses for purposes that have not been pre-approved only if such expense(s) are absolutely necessary and could not have reasonably been foreseen and presented for approval at a prior shire business meeting. All such special expenditures shall be subject to the following restrictions and requirements:

(i) Funds for such special expenses may be disbursed only to an elected shire officer, or to the autocrat, feastocrat, or other previously appointed staff member of any shire event held during the same month.

(ii) Requests for special expenses shall be made directly to the shire seneschal or shire exchequer, and must be approved by both.

(iii) Special expenses in excess of fifty dollars ($50.00) must also be approved by any two additional elected shire officers, not including the one who initially requested the expenditure.

(iv) Any and all expenses made under this subsection must be reported to the shire at the next shire business meeting for ratification by majority vote or unanimous consent. If the expense is not ratified, the shire may seek reimbursement of the full
amount distributed for that expense from the individual(s) or entity who received them, and/or the officer(s) who approved the expense.
 

(d) All shire expenditures shall be documented with receipts, bills of sale, or by other means. All such documentation, together with the unused balance of any amount distributed, shall be delivered to the exchequer within one month after the date of the expense. (Amended March 13, 2005)

Section 3: Property

a) Generally, every item of shire-owned property shall be placed in the keeping and custody of a specified shire member or officer. That individual must accept responsibility for such item(s).

b) The shire may create offices to be charged with keeping and managing shire-owned property and material assets.

c) In the absence of a specific office created for the purpose, or specific assignment of responsibility, shire-owned items shall generally be the responsibility of the office which they most directly serve. For example, shire armor would be the responsibility of the knight-marshal, while spare garb would be kept by the chatelaine.

d) All shire officers and members who are charged with the responsibility for shire property shall maintain an up-to-date list of all items in his/her care, and shall provide a copy of this list to any shire officer upon request.

e) When an office changes hands, the outgoing officer shall provide an updated list of all shire property in his/her possession or charge to his/her successor, who shall verify its accuracy by sight inventory. The items themselves shall be delivered to the new officer at the earliest possible convenience.

f) All shire-owned items of property shall be utilized only to further the goals and purposes of the SCA, Inc. in the service of this shire, the kingdom of which it is a part, or the SCA as a whole. Shire property shall not be used for any purpose unrelated to the SCA. For example, the use of a shire-owned pavilion at an unrelated, civil war re-creation event, even by shire members, would be prohibited by this subsection.

g) Insofar as it is possible and reasonable, all items of shire-owned property shall be prominently and permanently labeled as such.

h) Any officer charged with the care and keeping of shire property under this section may call into question at a shire business meeting the usefulness of any item, and propose that such item(s) be discarded. Such a proposal shall be handled in the same manner as any other motion.

Article VII: The Bylaws [top]

Section 1: 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 2: 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 list-serve 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. 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 3: 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 list-serve, published in the shire newsletter, and added to all official copies of the shire bylaws.

Section 4: 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.

Article VIII: Events [top]

Section 1: Definition. For the purposes of this Article, the term “event” shall mean any formal activity or presentation that is explicitly or implicitly advertised, labeled, or announced as being related to or sponsored by the Society for Creative Anachronism, Inc. This definition includes, but is not limited to, events announced in the kingdom newsletter, as well as local meetings, demos, workshops, and practices.

Section 2: Shire Approval Required. No SCA event may be held with the borders of the Shire of Misty Highlands without the approval and/or sponsorship of the shire. Any individual or group wishing to hold an SCA event within the shire must make a formal request for shire approval at an open business meeting. Approval may be granted upon majority vote by the shire populace present.

Section 3: Shire Sponsorship. Any individual or group seeking shire sponsorship of an event, in the form of financial backing and labor, must present an event bid, as defined below, to the shire populace at an open shire business meeting, and post such bid on the list-serve prior to such meeting. This bid must be presented a minimum of three (3) months before the event is to be held. Sponsorship may be decided by majority vote the populace present at said meeting.

Section 4: The Event Bid. An event bid must be in writing, and include at least the following information, if applicable:

a) a general description of the event, including all planned activities;

b) the location of the event, all costs to rent or use the site, and general directions to it;

c) whether food will be served, the menu and estimated cost of supplies to make it, and who will be in charge of its preparation;

d) the attendance price per person necessary to break even, broken down into proposed site, meal, and camping/lodging charges (if applicable);

e) an estimate of the labor and services that will be required from the shire membership, including any specialized services from specific shire members;

f) an estimate of the total financial cost to the shire, listing all expenses, and when disbursements must be made;

g) the proposed date of the event, and a list of any conflicting kingdom-level events, and events being conducted by near-by groups on the same date (a list of alternate dates is recommended);

h) the name of the individual(s) who will autocrat the event.

Section 5: Oversight.

a) The autocrat(s) of any event shall advise the shire of any problems that may develop, and generally keep the shire as a whole well-informed during the planning stages. The autocrat shall provide any and all event information and documents to the shire seneschal and exchequer upon request.

b) The autocrat of an event may be removed and replaced, or the event itself may be terminated, upon motion and majority vote at an open shire business meeting, if good cause for such action is shown.

Section 6: Income. All proceeds, income, and property received from an event shall be the property of the shire as a whole, as set forth in Article VI of these bylaws. All income shall be collected, handled and maintained in accordance with the policies and procedures established by the kingdom of which the shire is a part.