| SHIRE DECISION-MAKING POLICY |
Introduction: The Rivenvale Decision Making
Policy exists to ensure that everyone is aware of the agreed upon procedure for shire
decision making. The policy is intended to
clarify our procedure beyond what is mandated by the Kingdom, or SCA law. Under no circumstance are items listed in this
policy intended to supersede any policy or law of the Kingdom or SCA. |
| Voting: All decisions, which affect the shire as
a whole or in part in a major or lasting way, will be voted upon by the group. Some examples of such decisions are: a change to the shire device, a proposed event
site or a major expense (also see the Rivenvale Financial Policy). Since immediately prior to the vote, pro/con
information may be given, or the item to be voted on may change slightly, voting in
absentia is not allowed. |
| Where/When Voting Takes Place: Voting is to take
place at the shire monthly business meetings. Location
time and place will be advertised through standard mediums such as the shire meetings,
newsletter, and/or website. A last minute
change of the advertised time or place will be communicated through the shire phone list. If any decision is deemed unable to wait until the
next appointed shire business meeting, it will be handled as listed under the Emergency
Decisions section of this policy. |
| Eligible Voters: Voting is open to all shire
members. For the purposes of this policy, a
shire member is defined as either a paid SCA member who resides within the shire borders,
or who is a regular attendee. A regular
attendee is one that has attended and participated with the shire at 18 or more of shire
activities in the previous 12 months. A shire
activity is one that is advertised through standard mediums such as the shire meetings,
newsletter, and/or website (for example meetings, revels, project days, events). A driver’s license and membership card may
need to be shown to establish an individual’s right to vote. |
| Quorum: A quorum is defined as a group of
eligible voters being present numbering at least one half of the number of regular
attendees (see Who Can Vote). Also, among the
present eligible voters, there must be found at least one half of the minimum required
shire officers (see Kingdom Law). |
| Pre-announcement/Discussion: It is recommended
that any proposed decision be pre-announced two weeks prior to the time of the voting. This will allow time for discussion and for
individuals to arrange to attend the vote. The
intention is that all discussion is completed prior to the time of the vote; however, up
to fifteen minutes will be allowed for informal discussion, immediately prior to voting if
requested by attendees. If a two week
pre-announcement is not given, or major confusion or dissention exists, any shire member
present for the vote may request to postpone the decision during the discussion period. In such a case, a vote to postpone the decision
will need to be made. A vote to postpone the
decision is handled as any other decision to be voted on except, it is handled immediately
after the call was placed without any need for a two week pre-announcement or discussion
period. It must include the length of, and
the reason for, the postponement. |
| Majority Needed to Pass: In the spirit of shire
unity, decisions will only be passed if they are in favor of at least two thirds of the
voters present. |
| Emergency Decisions: On some rare occasions,
decisions may be deemed unable to wait until the next appointed shire business meeting. In that instance an emergency business meeting may
be called using the shire phone list. An
emergency decision may be made with the consent of at least one half of the minimum
required shire officers. Immediately upon
doing such, the item decided upon and the reason for the emergency must be communicated
through standard mediums such as the shire meetings, newsletter, and/or website. |
| Settling Disputes: The hope is that by having and
following this policy, disputes will be kept at bay.
In the event that a dispute arises, bring it to the attention of the local
seneschal first. Matters that are not
resolved with, or that include, the local seneschal should be brought to the attention of
the regional seneschal. |
| Record Keeping: The item to be voted on must be
presented on paper and will become the official record.
The fact that a quorum is present must be stated.
The tally of consenters and objectors must be recorded. All officers present must sign (indicating their
presence, a quorum, and a correct count). In
keeping with longstanding Rivenvale tradition, all voters present may also sign the
official record. The local seneschal will
maintain the collection of shire decision making records.
Use the template below as a guide. In
the case of an emergency decision being made, the item decided, the date, the reason for
the emergency, and the consenter’s names must be recorded in place of the template
below. |
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| Shire
of Rivenvale Official Record Let it be known, the shire’s will on the following matter, on
this the ______________ day of ______________________________ in the year of
________________________ and that a quorum was present for, and sufficient time was
allowed to discuss, and prior notice was given on the item(s) to be decided: |
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| Upon the matter
being voted, the tally of consenters: ________,
of objectors: ________. |
| Signed below as
witnesses stating that all of the above statements are true: |
