Policies
of the
Shire of Sunderoak

I-A. These policies are subordinate to Kingdom Law and Policy, Corpora, and mundane law. They may not contradict them and need not duplicate them.

I-B. The Shire’s policies must be reviewed at least once every two years. When ratified, they supersede all former Shire policies. Changes or additions to these policies become official upon announcement at a shire business meeting.

I-C. Shire policies may be created or changed by the officers. Proposed additions or changes must be announced at a Shire meeting. Officers not in attendance will receive notification within 7 days. Proposed changes will also be announced in a timely manner via every format the shire is using for communication with its members, electronic or print. A vote to change or add a policy will occur at the Shire’s next officer’s meeting after its proposal.

I-D. Any changes must be publicly announced in all forms of shire communication within 30 days. The current policies and any proposed changes will be available electronically or in print at any time upon request directed to the seneschal.

I-E. All meetings, practices, demos and other group-sponsored gatherings will be confirmed in advance with the seneschal. Announcement of activities will be made public via all formats the shire is using for dissemination of information.

II-B. Officers serve for a term of twenty-four months from the officers' meeting at which their appointment was approved. Notification of an Officer's intent to renew or resign must be announced via all formats the shire is using for dissemination of information at least two months before the end of the officer's term. This notification must solicit letters of intent for a successor.

II-C. An officer may recommend a successor or offer to serve another term, but either choice must be ratified by the officers. If an officer resigns unexpectedly, the drop-dead deputy will take over the duties of the office and solicit letters of intent for a successor.

II-D. Officers must attend at least 6 shire business meetings and at least 6 officers’ meetings within a calendar year. Officers failing to attend the required number of meetings will come under review by the Seneschal.

II-E. The seneschal shall receive courtesy copies of all officers’ reports being sent to a kingdom superior.

II-F. A two-thirds majority of officers may petition to remove any officer, though a proposal to do so must be announced via all formats the shire is using for dissemination of information. The officer will also be notified by mail of impending action.

II-G. Unless otherwise stated, decisions of the officers are by consensus of the officers attending a scheduled officer’s meeting at which fifty percent of the officers are present. Officers may be represented by proxy.

II-H. Any officer may call for a vote, in which case each office except the seneschal gets one vote. A simple majority of the votes cast shall decide the issue. In case of a tie, the seneschal shall cast their vote to determine the outcome.

II-I. Officers must receive the Shire newsletter and it is preferred that they also have email and internet access

II-J. POLICIES OF THE CHRONICLER

The Office of the Chronicler for the Shire of Sunderoak adheres to that of the Corporate and Kingdom of AEthelmearc Chronicler's Policies with the following additions and modifications.

1. The cost of the newsletter will be set by the chronicler, driven by his/her costs, with approval at an officer's meeting.

2. At the end of a chronicler's term all financial accounting and monies will be turned over to the exchequer to pass on to the new chronicler.

1. Autocrats must be paid members of SCA, Inc
2. It is desirable for event bids to be presented to the officers at least four months before the proposed event; six months is preferable
3. The event bid must contain, at a minimum, the names of the autocrat and the head cook, a site, a date, a budget, and a break-even analysis.
4. Inexperienced autocrats must also identify an experienced autocrat as co-autocrat or sponsor.
5. Inexperienced head cooks must identify an experienced head cook as co-head or sponsor.
6. Any major change to the event including date, site, head cook, autocrat, or cost over $50 must be presented to the officers.
7. Autocrats or their appointed representatives must attend the two Shire meetings before their event and present a report of the event at the first officers’ meeting following the event.

III-B. Minors may not attend events unless accompanied by a responsible adult.

III-C. Any children's activities held at an event must be conducted in an openly visible area.

III-D. The autocrat of an event may require any person behaving in a dangerous or disruptive manner to leave the event.

IV-B. Purchases above $50 must be approved by a majority of the officers.

IV-C. Purchases under $50 may be discussed with the seneschal and exchequer for payment.

IV-D. Event bid forms must be submitted by the autocrat of an event to the officers and may be obtained from the seneschal.

IV-E. Site fees shall not be charged to the Autocrat, cook and head tollner of a shire sponsored event. Other staff may also receive site fee waiver at the request of the autocrat, if deemed appropriate by the officers in advance of the event.

IV-F. The autocrat and the exchequer shall complete the event report form. The event report, when completed, will be presented to the next officers’ meeting for review.

V-B.The deputy seneschal is responsible for the upkeep of the trailer and all shire property stored in the trailer.

V-C.Any individual who wishes to use shire property stored in the trailer must give the deputy seneschal at least one-week advance notice. The individual and/or a duly appointed representative will meet the deputy seneschal at the specified time.

V-D. An autocrat and/or feastocrat are responsible for making transportation arrangements, not the deputy seneschal.

V-E. Any borrowed items shall be returned to the deputy seneschal within one week of the completion of the event it was needed for, cleaned and ready for storage.

V-F. Once a feastocrat or autocrat signs out an item, he or she is responsible for the item. If an item comes up missing, the autocrat and/or feastocrat are responsible for reporting for the missing item. The autocrat and/or feastocrat may be responsible for replacing the missing item if the officers feel it is necessary.

V-G. The individual transporting the trailer should have: a valid driver’s license; insurance on the hauling vehicle to cover the trailer; a vehicle with the necessary hauling capacity; and experience hauling a trailer. A minimum age requirement of 18 years will also be required.