Section 1: These policies are intended to govern the Organizational structure, general policy and decision-making process of the Shire of Cold Keep, a branch group of the Society for Creative Anachronism, Inc. (SCA) located in the Principality of Avacal in the Kingdom of An Tir (Prince George, BC, Canada). None of the provisions contained in this document will apply to any other organization or SCA group. This document is subject to change at the will of the Crown.

Section 2: These Policies DO NOT EXPRESS OR DELINEATE Corporate or Kingdom SCA policies. If any conflict arises between Civil, Corporate, Kingdom, and Principality laws and policies, and the provisions contained herein, the Civil, Corporate, Kingdom, and Principality laws and policies will prevail. If such some conflicts exist, this policy will be revised and amended to remove such conflict at the earliest opportunity.

Section 1: Definition of "a shire member"
A) A member of the Shire of Cold Keep will be any person expressing an interest in our objectives and who makes a reasonable attempt at participation in meetings and events in the Shire of Cold Keep.
B) Access to Membership. Membership in the Shire is open to any interested individual, without restriction of age or citizenship.
C) Privileges of Members. All members of the Shire age 16 or older are given the opportunity to vote in all business meetings and to bring to the attention of the Shire's officers any concerns relating to the Shire.
D) Eligibility for Office. Officers of the Shire must be active SCA members by membership rules of the Kingdom.

Section 1: Council Meetings
A) Council Meetings will be held once per month. Notice will be given a minimum of seven (7) days in advance on the Cold Keep Forum.
B) Annual Meeting. Annual meetings take the place of the April council meeting (this coincides with the end of the year in Anno Societatis reckoning). Annual meetings are held to review the previous year and to plan the upcoming year.
C) Quorum. A quorum shall consist of five (5) shire members, to include the Seneschal or the Seneschal's designate. If a quorum is not present, no business may be conducted and any decisions made on behalf of the Shire will be null and void.

Section 2: Decision-Making
A) All major decisions affecting the Shire as a whole will be made only at council meetings, open to all Shire members, including, but not limited to, any decisions to expend Shire funds, host an event, elect an officer, appoint a committee, appoint an autocrat, present a demonstration, conduct fund-raising, change the bylaw, etc.
B) Except as specifically set forth elsewhere in this policy, decision making will be conducted by majority vote or the unanimous consent of all Shire members present at a meeting.
C) All Shire members will be provided with fair and reasonable opportunity to participate in all Shire decisions.

Section 1: Terms of Office and Election of Officers
A) Officer terms are two years in length. Officers must make the attempt to appoint a Deputy within 90 days of taking office. A standing officer is not limited to a single term, but may stand for reelection.
B) If an Officer resigns unexpectedly, the Deputy will take over the duties of the office, and solicit letters of intent for a successor. In the event of there being no Deputy, the Council will recommend an interim officer. If the Shire officer exits office, the deputy becomes the interim officer until the next Shire business meeting. Then the interim officer must be ratified with 30 days notice. If the interim officer is not ratified, a new election must be held at that meeting. A non-essential office may remain vacant.
C) Any member of the Shire wishing to vote but unable to attend the meeting may send in their vote "by proxy" to the Seneschal or designate. The term of office for the newly elected officer will begin at that meeting, with the outgoing officer transferring all files, records, and Shire property associated with that office to the new officer in a timely fashion. All officers are required to fulfill their duties as per Kingdom law.

Section 2: Removal of warranted Officers.
Follows Kingdom grievance procedure.

Section 1:
A) All expenditures must be approved by Council.
B) The properties and assets of the Shire are irrevocably dedicated as per Corpora. No part of the net earnings, properties, or assets of this corporation, on the dissolution or otherwise, will inure to the benefit of any private person or individual, or any member or officer of the Shire. On liquidation or dissolution, all properties and assets and obligations will be distributed and paid over to an organization dedicated as per Corpora (to Principality).

Section 1: The bylaws may be amended by two-third vote. Notice must be given at a council meeting that an amendment has been proposed. Voting on the amendment must take place no sooner than the next council meeting. The policy will be reviewed at least once each year at the annual meeting.

Section 1: Autocrats are required to have an SCA and NSCA membership and be at least 19. The autocrat or their deputy must remain onsite while the event gates are open.

Robert's Rules of Order may be invoked by the Seneschal or designate, as needed.

Policy Prior to May 16, 2005

Last updated on March 26, 2007

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