California Independent Renaissance Guilds Association

Standard Operating Procedures of The California Independent Renaissance Guilds Association

I.    NAME

The name of this organization shall be the California Independent Renaissance Guilds Association, hereafter referred to as CIRGA.

II.    PURPOSE AND FUNCTION

This organization has been formed as an unincorporated association to coordinate, serve, unify, and represent independent Renaissance guilds, Renaissance historical recreation groups, Renaissance acting groups, and other like organizations in the State of California and elsewhere.  It is CIRGA’s intent to promote camaraderie, education, guidelines, quality in Renaissance recreation and provide an open forum for discussions on interests regarding related activities.

III.   MEMBERSHIP

            Section 1. Types of membership

                        There shall be six (6) types of membership in CIRGA

A.  Guild

B.  Mentored Guild

C.  Event Committee

D.  Performance Groups

E.  Merchants

F.  Informational Membership

            Section 2. Membership definitions and requirements

A.  Guild

For an organization to be considered as a guild for membership purposes, the organization must:

1.   have a leader at least twenty (21) years of age;

2.   have at least seven (7) members;

3.   have three (3) founding members that have been in another guild for at least one (1) year;

4.   have an overall common theme relating to the Renaissance period;

5.   portray realistically historical character types;

6.   have a parent or duly appointed guardian for members under the age of eighteen (18) at all events;

7.   have a range of activities and/or functions to perform at events;

8.   not be affiliated with a mentored guild, event committee, performance group, merchant, or information membership.

B.  Mentored guild

For an organization to be considered as a mentored guild for membership purposes, the organization must:

1.   fulfill requirements 1through 7 for guild membership;

2.   agree to a mentor;

3.   complete one year of mentorship to be eligible for guild membership

4.   not be affiliated with a guild, event committee, performance group, merchant, or information membership.

C.  Event committees

  For an organization to be considered as an event committee for membership purposes, the organization must:

1.   have two (2) or more persons organized for the purpose of producing an historical recreation event;

2.   have held at least one (1) Renaissance recreation event in the last year;

3.   not be affiliated with a guild, mentored guild, performance group, merchant, or information membership.

D.  Performance Groups

For an organization or individual to be considered as a performance group for membership purposes, the organization must:

1.   have one (1) or more performers formed for the intent of performing professional stage or street performances in a Renaissance venue;

2.   be recognized as professional performers by the general membership of CIRGA;

3.   have attended and performed at least three (3) or more events in the last year;

4.   not be affiliated with a guild, mentored guild, event committee, merchant, or information membership.

E.  Merchants

For an organization or individual to be considered as a merchant for membership purposes, the organization must:

1.   have one (1) or more persons formed for the intent of selling wares or services at Renaissance events;

2.   be recognized as merchant by the general membership of CIRGA;

3.   have attended and sell at least three (3) or more events in the last year;

4.   not be affiliated with a guild, mentored guild, event committee, performance group, or information membership.

F.  Informational membership

For an organization or individual to be considered for informational membership, the organization must:

1.   not qualify as one of the other types of memberships aforementioned;

2.   not be affiliated with a guild, mentored guild, event committee, performance group, or merchant.

            Section 3. Membership application and approval

For an organization to become a member of CIRGA, the organization must:

A.  complete a membership form as supplied by the SecretaryB.  fulfill all qualifications for the organization’s type of membership;

C.  have one (1) or more representatives present at a general CIRGA meeting to:

1.   agree to follow all rules and guidelines set by the general membership of CIRGA;

2.   answer any questions posed by the CIRGA membership;

3.   confirm the minimum requirements for membership have been met.

D.  Must obtain a majority vote of the voting membership;

1.   At the discretion of the voting membership, an application for mentored guild membership may be substituted for a guild membership application;

E.  Pay annual dues.

            Section 4  Membership Dues

The annual dues will be set by the membership at the first meeting of the year and shall not be less than five ($5.00) dollars.

            Section 5.  Rights and Responsibilities

A.  Privileges:

1.   Guild,  event committee, performance group and merchant members in good standing  are entitled to:

a.  one voting representative at each CIRGA general meeting;

b.  a list of all events and contact information published by CIRGA;

c.  participation in all CIRGA events;

d.  a link on CIRGA’s website to your group’s website;

e.  free admission to CIRGA workshops

2.   Mentored guild and informational membership members in good standing are entitled to:

a.  a list of all events and contact information published by CIRGA;

b.  participation in all CIRGA events;

c.  free admission to CIRGA workshops

B.  Responsibilities:  All CIRGA members should:

1.   send a representative to all CIRGA general meetings

2.   keep the Secretary apprised of current representative contact information and the group’s leader information (name, address, phone number and email address);

3.   pass all pertinent CIRGA information onto your group’s members;

4.   abide by CIRGA’s guidelines and regulations.

 

            Section 6.  Good Standing, Censure, and Termination of Membership

A.  Good Standing:

1.   Members in good standing shall:

a.  be current in their dues;

b.  have a representative present at most CIRGA general meetings;

c.  have current contact information on file with CIRGA’s Secretary;

d.  not be under censure;

e.  not have their rights or privileges impeded in anyway.

2.   Members not in good standing shall not be allowed to vote on any issue before a general or special meeting of CIRGA.

3.   Good standing may be restored by fulfilling the delinquent obligation at anytime.

B.  Censure

1.   CIRGA members may vote to censure any member (personally, as a group, or as a group’s member) who materially fails to abide by the guidelines or regulations of CIRGA.

2.   CIRGA members may vote to censure any member who fails to correct a problem within the member’s group.

3.   Any member in good standing may call for a vote of censure providing the member is named and sufficient cause is given for the action;

4.   A vote to censure must be passed by two thirds (2/3) of voting members present at a general meeting.

5.   If the object of the censure is not present and upon a passing vote to censure, the Secretary shall, in writing, notify the representative and member’s leader.

6.   Censure shall remain in place until a vote to rescind the censure has been passed by a simple majority of voting members present at a general meeting.

C.  Termination of membership

1.   Any member may terminate their membership at any time by submitting a notice of resignation to the Secretary.

2.   Any member falling two years in the arrears on dues or fails to represent themselves in five (5) consecutive general meetings is subject to termination of membership.

3.   Any member in censure for twelve (12) or more months and having failed to address or remove the cause for censure is subject to termination of membership.

4.   Any mentored guild that does not satisfactorily completed twelve (12) months of mentorship is subject to termination of membership.

a.  The mentored guild may request a change of mentor and petition for an additional twelve (12) months of mentoring.

5.   The process of involuntary or default termination is:

a.  The Secretary, in writing, will notify any member subject to termination the nature of the cause and provide at least thirty (30) days notice of the next general meeting.  Notice will be sent to the last known address and email address.

b.  At the next CIRGA general meeting, the Secretary shall call to a vote those members subject to termination.

c.  A two thirds (2/3) majority shall be needed to terminate members.

 

IV.  OFFICERS AND POSITIONS

            Section 1.  Mandatory Elected Officers

A.  Chairperson

B.  Secretary

C.  Chief Ambassador

 

            Section 2. Optional Elected Officers

A.  Vice chairperson

B.  Treasurer

 

            Section 3. Voluntary/Appointed Positions

A.  Regional ambassadors

B.  Web master

C.  Committee members

 

            Section 4. Elections

A.  Qualifications

1.   Nominees must be a representative of a CIRGA member organization in good standing.

2.   Nominees must be over twenty one (21) years of age.

3.   Nominees must have been a representative of a CIRGA member organization for at least one (1) year.

 

B.  Nomination

1.   Any representative of a CIRGA member organization in good standing may place a name in nomination for an elected office.

2.   Any representative of a CIRGA member organization in good standing may second a name placed in nomination.

3.   Any person whose name is placed in nomination must declare acceptance or declination of the nomination.

a.      Any person whose name has been placed in nomination and is not present is deemed to have declined the nomination, unless, a written acceptance has been received by the Secretary from the nominee.

4.   All nominees will be entitled to address the general meeting prior to an election.  Such addresses shall not exceed three (3) minutes.

 

C.  Term of Office

1.   Officers shall be elected at the first meeting of the year.

2.   The term of office shall be from the first meeting of the year of election to the next year’s first meeting.

3.   There will be no limit to the number of terms served.

 

D.  Vacancies

1.   Chairperson

a.  A vacancy of the Chairperson will be filled by the Vice Chairperson for the remainder of the term of office.

2.   Other Offices

a.  The Chairperson will appoint an interim officer until the next general meeting.

b.  Interim officers must be affirmed by the voting membership at the next general meeting.

c.  Positions, which are not affirmed, will be filled by an interim election.

d.  All terms for vacated offices shall end at the first meeting of the next year.

 

E.  Removal

1.   All elected officers serve at the pleasure of the voting membership.  Any elected officer may be removed by a vote of no confidence.

2.   A vote of no confidence may be called for by any voting member at any general meeting.

3.   A vote of no confidence must be passed by two thirds (2/3) of voting members present at the general meeting.

4.   Removal of an officer shall be treated as a vacancy.

 

            Section 4.  Duties

A.  Chairperson

1.   Presides over CIRGA meetings;

2.   Prepares an agenda for each meeting;

3.   Offers for approval the schedule of general meetings;

4.   Responsible for a CIRGA newsletter being published;

5.   Represents CIRGA in all official matters.

6.   Performs other such duties as prescribed in the Operating Procedures, standing rules and as circumstances dictate.

 

B.  Secretary

1.   Conducts election of officers at the first meeting of the year;

2.   Is responsible for the minutes at all CIRGA general and special meetings;

3.   Maintains the membership listing, membership status, and contact list of leaders and representatives:

4.   Is responsible for all official CIRGA correspondence;

5.   Performs other such duties as prescribed in the Operating Procedures and standing rules.

 

C.  Chief Ambassador

1.   Contact and correspond with event committees;

2.   Answer inquiries and provide information about CIRGA;

3.   Gather information on events;

4.   Compile  event and guild/performance group appraisal forms;

5.   Coordinate workshops with regional ambassadors;

6.   Coordinate the activities and provide direction to the regional ambassadors;

7.   Performs other such duties as prescribed in the Operating Procedures and standing rules.

 

D.  Vice Chairperson

1.   In the absence of the Chairperson, performs all duties of the Chairperson;

2.   Performs other such duties as prescribed in the Operating Procedures, standing rules and as circumstances dictate.

 

E.  Treasurer

1.   Collects, handles and distributes all moneys of CIRGA;

2.   Keeps financial records of CIRGA;

3.   Makes a financial report at each CIRGA meeting;

4.   Performs other such duties as prescribed in the Operating Procedures, and standing rules and as circumstances dictate.

 

F.  Regional ambassadors

1.   Contact and correspond with event committees in the region;

2.   Answer inquiries and provide information about CIRGA;

3.   Gathers information on events in the region;

4.   Coordinates with regional groups on workshops;

5.   Coordinates activities with the Chief Ambassador.

 

G.  Web master

1.   Maintains the CIRGA website in an operationally manner;

2.   Makes routine updates;

3.   Keeps dated material current;

4.   Provides access to the Executive Committee;

5.   Answers users’ questions and provides assistance as necessary concerning the website.

 

H.  Committee members

1.   Perform those functions as dictated by the creation of the committee;

2.   Report back to CIRGA with the results of the committee.

 

V.  EXECUTIVE COMMITTEE

            Section 1. Definition

The elected officers of CIRGA, including the Chairperson, Vice Chairperson, Secretary, Chief Ambassador, and Treasurer, shall constitute the Executive Committee.

 

            Section 2. Duties

The Executive Committee shall have general supervision of the affairs of CIRGA in regards to standing rules and guidelines, make recommendations to CIRGA, and shall perform such other duties as are necessary for the operation of CIRGA.  The Executive Committee shall be subject to the orders of CIRGA’s membership and none of its actions shall conflict with actions taken by CIRGA’s membership.

 

            Section 3. Meetings

Meetings of the Executive Committee are to be set by the members of the committee. A quorum of two thirds (2/3) of the elected officers is required.

 

VI.  MEETINGS AND PROCEDURES

            Section 1. Meetings

A.  General meetings

1.   A schedule of general meetings shall be offered by the Chairperson and approved by the voting membership.

2.   An agenda shall be set by the Chairperson.

a.  The agenda shall contain:

  i.  All procedural and operationally mandated business

 ii.  All old business

iii.  All new business

b.  Procedural and operational business shall take precedence over all other business.

c.  Old business shall take precedence over new business.

3.   New business shall be open to all members on all subjects.

 

B.  Special meetings

1.   Special meetings may be called by the Executive Committee, given one month’s prior notice to all CIRGA members.

2.   Notice of Special Meetings must be accompanied with an agenda.

3.   The agenda shall be limited to those items relevant to nature of the Special Meeting.

 

            Section 2. Quorum

Quorum shall be defined as all members present.

 

            Section 3. Parliamentary Authority

A.  CIRGA meetings shall be governed by the rules in the current edition of Robert’s Rules of Order  in all cases to which they are applicable, except in cases where they conflict with CIRGA’s operational procedures or standing rules.

B.  The Chairperson shall have responsibility for maintaining order.

C.  The Secretary shall have responsibility for adherence to protocol.

 

            Section 4. Standing Rules and Guidelines

CIRGA may adopt, at general meetings, Standing Rules and Guidelines pertaining to the operations of CIRGA.

 

            Section 5. Voting

A.  General

1.   Votes may be cast only by a single representative for each voting member of CIRGA.

2.   Proxy voting is expressly prohibited.

3.   Voting in absentia

a.  Is permitted, providing:

  i.  The ballot is written and sent to the Secretary (email is acceptable);

 ii.  The ballot is specific to an issue or election before a general meeting;

iii.  The ballot specifically declares how the vote is to be cast;

iv.  The ballot clearly specifies the member group’s name and the representative’s name;

 v.  The ballot is cast only during a general meeting.

b.  Is not permitted, providing:

  i.  The ballot is conditional or vague;

 ii.  The source of the ballot is not clear;

iii.  The matter under consideration has been changed or altered from its original form;

iv.  The matter under consideration is new business;

 v.  The matter under consideration is at other than a general meeting.

4.   Voting shall be done in one of the following methods:

a.  Roll Call Secret Ballot

  i.  The Secretary shall read the name of each eligible voter.

 ii.  The voter shall deliver to the Chief Ambassador a ballot marked in answer to matter under consideration.

iii.  The Chief Ambassador shall initial each ballot before depositing it in a secure box.

iv.  At the conclusion of the roll call, the Secretary and Chief Ambassador shall retire and tally the ballots.

 v.  The Secretary and Chief Ambassador shall deliver a written note to the Chairperson stating the tally and outcome.

vi.  The Chairperson will read aloud the results of the tally and outcome.

b.  Roll Call Voice:

  i.  The Secretary shall read the name of each eligible voter.

 ii.  Each voter called shall answer aloud the casting of his or her vote.

iii.  The Chief Ambassador shall tally each vote cast.

iv.  At the conclusion of the roll call, the Secretary and Chief Ambassador shall verify the tally is correct.

 v.  The Secretary and Chief Ambassador shall deliver a written note to the Chairperson stating the tally and outcome.

vi.  The Chairperson will read aloud the results of the tally and outcome.

c.  Show of hands:

  i.  The Chairperson shall read off the matter under consideration (in favor, opposed and abstain).

 ii.  Each voter called shall answer aloud the casting of his or her vote.

iii.  The Chief Ambassador shall tally each vote cast.

iv.  The Secretary and Chief Ambassador shall verify the tally is correct.

 v.  The Chairperson will read aloud the results of the tally and outcome.

d.  Voice:

  i.  The Chairperson shall read off the matter under consideration (in favor, opposed and abstain).

 ii.  In unison, those supporting each component speak it.

iii.  The Chairperson announces the result and outcome.

5.   Any voting member may call for a higher order of voting.

6.   Unless otherwise specified, all measures are carried by a simple majority of the quorum.

7.   No motion may be carried to a vote without discussion.

8.   Equal time and opportunity shall be given dissenting opinions

9.   All measures must be seconded by a voting member.

10. Unless otherwise specified, all votes shall be by voice.

B.  Elections

1.   Elections shall be by Roll Call Ballot voting.

2.   The order of election shall be:

a.  Chairperson

b.  Vice Chairperson, if applicable.

c.  Secretary

d.  Treasurer

e.  Chief Ambassador

3.  Newly elected officers will take office immediately.

C.  Changes to the operating procedure shall be by Roll Call Voice.

D.  Motion to Censure shall be by Roll Call Ballot

E.  Any motion requiring two thirds (2/3) shall be by Roll Call Voice.