Updated April 2013
These policies are in additional to Kingdom Law and Corpora1.1 Release Details
Documents Name: Barony of River Haven Baronial Policies
The purpose of this document is to ensure that duties and services within the Barony of River Haven and its Cantons are performed in a consistent manner and in conformance with Corpora and Lochac Law.
These policies are additional to Kingdom Law and Corpora, but should be read in conjunction with them. All Kingdom Law or Corpora changes affecting these policies automatically supersede and update these policies.Portions of these Policies are taken from Lochac Procedures V5.1 September 2010 and from the SCA Organisational Handbook (Corpora) June 11 2009
2.1 Review of
he Baronial policies shall be reviewed every two (2) years at a special Baronial Policy meeting which all the populace is encouraged to attend. The Baronial Seneschal will provide at least two (2) months written notice of the Policy Meeting via the River Haven Rag, Yahoo group or other Mailing List and updates on any official Social Media sites. The Baronial Policy document will be made available with this notification.
Submissions of changes to the Baronial Policies shall be made to the Baronial Seneschal via email to email@example.com or in writing to PO Box 728, Lutwyche Qld 4030. Review as a result of Lochac Law, SCA Australia and New Zealand Policy or SCA Corpora changes will only require review of the sections that are affected.
Changes and review of the Baronial Policy are subject to acceptance by the Baron and Baroness of River Haven and the Baronial Seneschal. These changes are not a matter for “voting” by the populace.
Baronial Policies are secondary to Lochac Law, SCA Australia and New Zealand Policy and SCA Corpora.DEFINITIONS
Word - Meaning
Corpora - The common use name for the SCA Organisational Handbook.
Kingdom of Lochac/Lochac - That area geographically which takes in the mundane countries of Australia and New Zealand
Kingdom Law - The laws of the Kingdom of Lochac
Barony of River Haven - That area geographically which takes in the Barony of River Haven and its
Cantons, current as well as any in the future, including any Colleges.
The Barony - A shortened form of Barony of River Haven and when used denotes all groups contained within Barony of River Haven.River Haven - That area within the Barony of River Haven where the postcodes have not been assigned to any Canton of the Barony.
Canton - Sub-group of the Barony of River Haven
4 BARONIAL COUNCIL
The Baronial Council consists of the Baron and Baroness, Baronial, Canton/Incipient Canton Seneschals and Baronial Officers. All Council meetings are open to the general populace who are encouraged to attend. In additional, the Baronial Seneschal may appoint as many Deputy Seneschals to undertake specific tasks as deemed necessary.5 BARONIAL AND CANTON OFFICERS
5.1 Requirements to be an Officer
As an Officer, you are required to:
· Be a current, paid member of the SCA.
· To be Warranted (2 years with a maximum of 4 years in exceptional circumstances) in Lochac.
o Warrants do not require a written document – e-mail is fine – as long as there is a dated record properly maintained by your Kingdom Officer, or by the Kingdom Seneschal in the case of Greater Kingdom Officers.
· To send Quarterly reports to the Kingdom by the date required, and Monthly reports to the Baronial Seneschal by the Monday prior to the Baronial Council Meeting.
· To be on the Kingdom e-mail list for the Office. This greatly helps communication between local Officers and the Kingdom Officer and vice versa.
If you do not comply with the above, you can be suspended or removed from your Office. In turn, this could put your group in abeyance.
As a Local Officer, it is recommended you:
Ask the Kingdom (or Baronial) Officer for help if you need it.
Advertise for a successor 18 months after you have taken over the Office. This gives you 6 months to find one.
Have other deputies are required to help you with your duties – preferably a drop-dead deputy too.
Baronial Officers are required to attend all Baronial Council Meetings unless a valid reason for non-attendance is given prior to meeting time. Special consideration will be given to those that live away from River Haven. This requirement is because a quorum of at least three Greater Officers and a minimum of six Officers are required to make the meeting and decisions made at the meeting official. 5.2 Baronial Officers
All Baronies are required to have one of each of the Greater Officers, except Chronicler and Chirurgeon. A Barony may have a Chronicler if it elects to produce a newsletter, but it is not required to. The Greater Officers are:
· Knight Marshal
· A&S Minister
All Greater Officers are Warranted by the Kingdom Officer.
In most, but not all, cases, the Lesser Officers report to one of the Greater Officers. These Lesser (Rostered) Officers are:
· Keeper of the Lists (Reports to Marshal)
· Hospitaller (Reports to Seneschal)
· Provost of Scribes (Reports to Seneschal)
· Archery Marshal (Reports to Marshal)
· Rapier Marshal (Reports to Marshal)
· Heavy Marshal (Reports to Marshal)
· Equestrian Marshal (Reports to Marshal)
· Keeper of Regalia (Reports to Seneschal)
· Historian (Reports to Seneschal)
· Web Minister (Reports to Seneschal)
5.3 Warranted and Rostered Officers
The difference between a Warranted and a Rostered Officer is:
· Warranted Officer
o A Warranted Officer holds one of the Greater Offices
o The Warrant starts at a certain date, and ends at a certain date
o The Officer must produce regular reports
o The Officer can be removed from Office by the revoking of their Warrant by the parties that are a signature to it.
o Warranted Officers may have a Rostered Deputy
· Rostered Officer
o A Rostered Officer holds one of the Lesser Officers and reports to one of the Greater Officers
o A Rostered Officer does not receive a warrant
o A Roster never expires
o The Rostered Officer may be appointed, removed and replaced at the pleasure of the Officer that placed them on Roster. Royal Intervention is almost never required.
Common situations where rosters are used to keep track of officers include:
· Where the Rostered Officer is a Lesser Office (in which case all reporting requirements for Barony and Lochac apply)
· “At Large” officers – such as Marshals, Heralds, Chirurgeons and Constables. These Officers are not required to produce reports except when they have acted as the Officer in Charge at an event.
· Seneschals may appoint deputies to perform part of the duties of their office
· The A&S Minister may have a rostered deputy that produces an A&S Journal
5.3.1 Management of Warrants
In the Kingdom of Lochac, all Warrants expire two years after they are issued. A Warranted
Officer may receive a one year extension to the Warrant, which must be approved by both the Kingdom Seneschal and the Crown.
A Warranted Officer may, under special circumstances, receive a second one-year extension to their warrant. This is usually one done where no suitable replacement can be found for that Officer. The Officer must make every attempt to find a replacement during this second one-year period. This extension must be approved by both the Kingdom Seneschal and the Crown.
For a Warrant to be valid, the following must be recorded:
· SCA and mundane names
· Phone number
· E-mail address (if one exists)
· Group you are acting for and the name of the Officer you are replacing
· The date you took over/ are expected to take Office
· SCA membership number and expiry date.
5.3.2 Management of Rosters
It is the responsibility of the Officer maintaining a Roster of Deputies to keep that roster up to date. Individual Officers and deputies may be added or removed from that roster as the warranted officer sees fit, and in accordance with the procedures of the office.
Warranted Officers are required to list all of their rostered officers as part of their report.
Expiry of Authorisation (e.g. Marshal, Chirurgeon) removes you from that Roster/
5.4 Appointment of Officers
The fact that a Baronial or Canton Office is due to fall vacant must be advertised to the populace of the Barony, preferably at least two months before the Office is due to change hands, and by publication in the River Haven Rag, any Canton newsletter and via the Yahoo Group lists.
The announcement must call for applicants to the Office. Applications should be sent as per the relevant sections below for Baronial and Canton Officers.
No member of the Barony or Canton may be barred from applying for an Office, unless they are not a current paid member of the SCA.
5.4.1 Appointment of Baronial Officers
Applications for vacant Baronial Offices should be sent to the Baronial Seneschal, the Baron and Baroness, the outgoing Baronial Officer (if there is one still in place) and the Kingdom Officer concerned.
Once the application period has ended, the Kingdom Officer should receive advice from the outgoing Officer, the Baron and Baroness and the Baronial Seneschal as to the suitable candidates from those who applied, as well as a recommendation as to the best candidate. The Kingdom Officer will then make a decision based on the advice received and the strength of the applications.
The Baronial Seneschal will be instructed by the Kingdom Officer to announce the appointment to the Barony. This can be done via an e-mail distribution list, at a Baronial Meeting, in the Baronial Newsletter or any other suitable forum (at this time, Facebook is not considered a suitable form). The announcement should take place approximately two weeks before the office is due to change hands, and should take the following form:It is the determination of the (insert Kingdom name and Kingdom Office) to appoint (insert name here – both SCA and mundane) to the office of (insert office here) as of (date). Any objections to this appointment should be raised in writing to (insert Kingdom name and Kingdom Office) at (Kingdom Office e-mail address) or to the postal address to be found via Pegasus no later than one week before (insert date to take effect here) of their warrant.
Appointments of Baronial Officers are:
· The Baronial Seneschal is Warranted by the Kingdom Seneschal, and the appointment must be ratified by the Baron and Baroness.
· Baronial Greater Officers are warranted by the Kingdom Greater Officer, and the appointment must be ratified by the Baron and Baroness.
· Baronial Lesser Officers are rostered by the Baronial Greater Officer concerned (if there is one). If there is no Baronial Greater Officer concerned then the appointment is made by the Kingdom Lesser Officer concerned and ratified by the Baron and Baroness. If there is no Kingdom Lesser Officer concerned, then the appointment is made by the Baron and Baroness. 5.4.2 Appointment of Canton Officers
Applications for vacant Canton Offices should be sent to the Baronial Seneschal, the Canton Seneschal, the Baron and Baroness and the outgoing Canton Officer (if there is one still in place).
Canton Officers are appointed by the appropriate Baronial Officer. Once the application period has ended, the Baronial Officer should receive from the outgoing Canton Officer and the Canton Seneschal advice as to the suitable candidates from those who applied, as well as a recommendation as to the best candidate. The Baronial Officer (in consultation with the Baron and Baroness and Baronial Seneschal) will then make a decision based on the advice received and the strength of the applications.
The Canton Seneschal will be instructed by the Baronial Officer to announce the appointment to the Canton. This can be done via an e-mail distribution list, at a Baronial/Canton Meeting, in the Baronial and/or Canton Newsletter or any other suitable forum (at this time, Facebook is not considered a suitable form). The announcement should take place approximately two weeks before the office is due to change hands, and should take the following form:
It is the determination of the (insert Barony name and Baronial Office) to appoint (insert name here – both SCA and mundane) to the office of (insert office here) as of (date). Any objections to this appointment should be raised in writing to (insert Barony name and Baronial Office) at (Baronial Office e-mail address) or to the (Baronial Office name) at Barony of River Haven PO Box 728 Lutwyche Qld 4030 no later than one week before (insert date to take effect here) of their warrant.
· The Canton Seneschal is appointed by the Baronial Seneschal and ratified by the Baron and Baroness
· The Canton Greater Officers are appointed by the Baronial Greater Officer and the appointments must be ratified by the Canton Seneschal
· The Canton Lesser Officers are appointed by the Canton Greater Officer, or the Baronial Lesser Officer and ratified by the Canton Seneschal as appropriate
5.5 Removal and Suspensions of Officers
As per Corpora June 11 2009.
5.5.1 Removal of an Officer
Officers may be removed for just cause, stated in writing to the Officer, by joint action of the Crown and the corresponding superior officer. If there is no superior officer, the Crown may act unilaterally in accordance with law and custom. An officer so removed may appeal to the Board.
5.5.2 Suspension of an Officer
Officers may be suspended by the appropriate Royalty or the superior officer for just cause stated in writing to the Officer. Suspensions by the Royalty are for not more than the duration of the current reign. Suspensions by the superior officer are for not more than ninety days. A suspension takes effect upon declaration to the Officer, but Royalty and the superior officer must be informed as soon as possible.
If a deputy has been designated as the successor for the post, the deputy shall automatically assume the duties of the Office at the moment of such suspension and/or removal and shall continue fulfilling said duties until the suspension is terminated or a new Officer appointed. In order to be assured of the succession in the event of the suspension of an Officer, the deputy designated to succeed that Officer must be on a Roster or Warrant issued by that Officer, and acceptable to the Crown. The deputy is considered and Officer. If no designated successor exists for the post, the Royalty and Superior Officer (if any) shall reach an agreement as to how to carry out the duties of the post. The suspension stands until and unless overruled by the board, or until maximum time has occurred.
Officers should report as follows:
a. Baronial Officers
I. Monthly to the Baronial Council via River Haven Yahoo Mailing List with copies to the Baronial Seneschal and the Baron and Baroness.
II. Quarterly to their Kingdom Officers unless instructed to report more or less frequently by them. Copies of these reports should also be sent to the Baronial Seneschal and the Baron and Baroness.
b. Canton Officers
I. Monthly to the Canton Seneschal and to their Baronial Officer.
II. Canton/College Seneschals are to report monthly to the Baronial Seneschal.
III. Quarterly yearly to the Kingdom Officer unless instructed otherwise by them. Copies of these reports should be sent to the Baronial Seneschal, their respective Baronial Officer and the Baron and Baroness.
IV. If the Canton does not have an equivalent to the Baronial Office (e.g. does not have a Chirurgeon, but the Barony does), then the Seneschal should include in their monthly report to the Baronial Seneschal a report on behalf of that empty Office.
I. All Reeves must report every month to their superior officer as well as to the Kingdom Exchequer.
More than two consecutive reports missed within any twelve (12) month period constitute a breach of office.
7.1 Definition of an Event
As per Corpora June 11 2009
The term “Society Event” refers to tournaments, feasts and other activities whereby participants can display the results of their researches into the culture and technology of the period in an environment with evokes the atmosphere of the pre-17th century European Middle Ages and Renaissance. It also refers to educational activities involving either one-time classes or ongoing Society University organisations, and meetings where the participants share skills or discuss the business of the group. All Society events must be sponsored by branches of the Society, registered with the Seneschal of the sponsoring branch, publicised at least to the members of that branch, an conducted according to Society rules.
7.2 Event Approval
Within The Barony, all Events and Demonstrations require a proposal to be put to the Seneschal (Canton Seneschal if a Canton event, Baronial Seneschal for Baronial and Incipient Canton events), Baron and Baroness for consideration at least 12 weeks prior to the event. The proposal should include a description of the event, the date, times, and any theme that will apply. It should include details of the Steward and Head Cook (if food is to be supplied) and should include a budget.
An Event form is available at: http://lochac.sca.org/seneschal/database/event/new and should be completed and submitted for approval. However, the Seneschal will not approve this event until the Seneschal and Baron and Baroness have agreed to the event. Until this event is approved by the respective Seneschal online, or by signing a paper Event Form, the Event is not considered as approved and will not be listed as an event, nor covered by the Society insurance.
This is necessary to ensure that events are spread and do not clash with other events, to enable the best attendance (and thus the best chance of success) at all events.
The twice-yearly Baronial Championship Tourney and Feast is an exception to this, and has automatic inprincipal approval. However, the Event Form for this event must be approved by the Baronial Seneschal as it is considered to be a Baronial event and thus funded by River Haven. (See also “Event Funding”).
In the event of an “emergency situation” (i.e. surprise Royal Visit), the Baronial Seneschal and the Baron and Baroness may bypass these policies. In such situation, an extraordinary Baronial Council meeting should be called to approve budget.
The Baronial Calendar will be published monthly in the River Haven Rag, and made available on the River Haven website. Cantons and Incipient Cantons are requested to include this in their own Newsletter (if they have one) and on their website.
7.3.1 Protected Dates
The following events and dates are considered protected within The Barony and its Cantons/Incipient Cantons. These dates are reserved and no other group within The Barony can book a conflicting event without prior permission from the Baronial or Canton Seneschal and the Baron and Baroness. In the case of the March and September Baronials, the Baron and Baroness alone may give this permission.
i. March Baronial Championship Tourney and Feast (2nd weekend in March)
ii. September Baronial Championship Tourney and Feast (2nd weekend in September)
iii. Great Northern War (Queens Birthday long weekend in June)
The Baronial Championship will rotate through River Haven and the Cantons. Cantons are not mandated to use this weekend (although it is encouraged) and can change the weekend with approval from the Baron and Baroness and the Baronial Council.
The Event Form for the Baronial Championship Tourneys must be signed by the Seneschal of the Barony of River Haven as funding for this event comes from River Haven.
b. Cantons (including Incipient Cantons)
i. Cantons will have one event per year as a reserved date. At the date of this document, these dates are as follows:
i. Stegby: 2nd weekend in July
iii. Mynydd Kynhordy: 2nd weekend in October
7.4 Event Funding
7.4.1 Event Funding
There is no private (i.e. self) funding of Events where SCA Group funds have been approved to fund an event (i.e. where an Event Form has been signed).
A Budget must be included with all event proposals. No funds will be given for anything other than those items listed in the Budget unless under exceptional circumstances, and those circumstances must be approved by the Seneschal and the Reeve.
No amounts for “petty cash” will be given.
A copy of the signed Event Form plus the budget should accompany a cheque requisition form.
7.4.2 Funding of March and September Baronial
The Baronial Tourney and Feast held in March and September of each year will be funded solely River Haven, regardless of whether it is Stewarded by River Haven or any Canton. Any budget for these events should have calculated in a reasonable profit, however in the event of a loss, the Barony will cover the amount of the loss.
Should a profit be made at these two events, and the event was stewarded by a Canton (or Incipient Canton), the Canton will be given 50% of the net profit.
7.4.3 Payment for Events
It is preferred that events are pre-paid for. The preferred method of pre-payment is by bank transfer to the funding group’s bank account.
All events must, however, have the option to pay at the event.
Refunds requested from cancellations received less than two (2) weeks before an event will only be made at the discretion of the Steward, Reeve and Seneschal.
7.5 Dietary Requirements and Allergies and Provision of Ingredient Lists
Catering for dietary requirements is at the discretion of the Head Cook and the Event Steward. It is the responsibility of the person/persons booking to attend an event to advise when booking of any dietary/allergy requirements that they or other members of their party have.
Those booking who fail to advise of any dietary/allergy requirements at the time of booking may not claim a refund at the event if their requirements have not been met.
Whilst every attempt will be made to cater for dietary requirements (including religious) or allergies, it may not be possible to ensure all requirements are met; in particular some religious requirements for separate preparation areas.
The Menu and Ingredient List should be made available prior to the event so that potential attendees can decide for themselves whether they can be catered for or not.
At the event, the Head Cook is to ensure that a copy of the menu and a list of ingredients (including brand names if possible) is available for perusal at the event.
Off Board is a mandatory option available to persons with dietary/allergy requirements, and the Steward has the right to offer an off-board option to those with unreasonable requests.
7.6 Finalisation of Events
Event Stewards are to ensure the following is adhered to:
A. All monies are to be banked within seven (7) days of the event.
B. A Preliminary Event Report is to be provided to the Seneschal and Reeve of the Hosting Group within fourteen (14) days of the Event.
C. The Event Steward is to ensure that the following is finalised within thirty (30) days of the event:
i. All monies are accounted for and telly with the receipts
ii. All Creditors are paid out in full and the receipts tally with the goods supplied
iii. A financial Profit/Loss report is raised and sent to the group Reeve and Seneschal
iv. Any monies owed for the Kingdom Levy and Insurance are sent to the Baronial Reeve
v. A full Event Report is to be provided to the Seneschal and Reeve of the Hosting Group.
8 BARONIAL AND CANTON FINANCES
A. All cheques must be authorised at a Group Council meeting, unless the drawing of the cheque has been agreed to in principal previously (e.g. cheques required for event funding).
C. All cheques must be drawn using a cheque requisition form, and a copy of invoice or receipts must be provided to enable the cheque to be drawn. If there is no proof of expenditure, then no cheque can be drawn.
E. Should the Reeve be unable to retain the cheque book and be available (i.e. going on vacation, extended illness, etc.), then the cheque book should be given to the Seneschal.
F. For all other regulations relating to the handling of money within the SCA, refer to the most recent SCA Australia and New Zealand Ltd Board of Directors Financial Policy.
8.2 Donations to the Barony
A. Donations to the Barony (i.e. garb, equipment, monetary, etc) must be accepted by the appropriate Baronial Officer. Donations with are not accepted will be returned to the Donor or, if they do not wish return, disposed of in an appropriate manner. Once accepted, donations become the property of the Barony and can be utilised or disposed of as the Barony needs.
B. Monetary donations must be given to the Reeve and receipted as donations.
9 GOOD NEIGHBOUR POLICY
All events and meetings held at the River Haven Hall, Wesley Street, Lutwyche, must adhere to the Baronial Good Neighbour Policy, as well as Brisbane City Council Terms and Conditions of our use of the Hall at all times. Please see the Seneschal if you have any questions.
10 COMMUNICATIONS, WEB PRESENCE AND SOCIAL MEDIA
At all times, the Barony of River Haven and its Cantons must adhere to the SCA Australia and New Zealand Social Media Policy. In the absence of such a policy, the following must be noted:
A. The only official forms of communication within the SCA are the following:
i. E-mail lists hosted on either Yahoo Groups or the Lochac Mail List Servers.
ii. Group Newsletter
B. All Baronial and Canton Officers are to be members of the River Haven and Canton Officers email list hosted on Yahoo Groups. This is the means that the Seneschal and Baron and Baroness will use to communicate with Officers.
C. The SCA prefers that all Websites for official SCA groups within Australia and New Zealand are hosted on the Lochac Web servers. The Baronial and Lochac Webwrights can assist with setting this up.
i. All usernames and passwords for all websites within River Haven must be held by the Group Webwright, and a master list with the Baronial Webwright.
10.2 Images of Minors
No images of Minors will be published on any official Baronial or Canton websites or official or unofficial Social Media pages without written permission being obtained by the Webwright and Seneschal from the parents or legal guardian/s of the minor.
This does not include any personal webpages, blogs or social media pages, although the Barony would hope that members do the courtesy of obtaining permission before posting images of minors.
10.3 Social Media
At this point in time, no Social Media Policy exists for the SCA Australia and New Zealand, so Facebook, Twitter, Google Plus and other similar social media sites are not considered official forms of online representation of the SCA Australia and New Zealand groups. groups
10.4 Membership, Administration and Moderators of Official Baronial Mailing Lists and Social Media Pages
Membership of all official Baronial e-mail lists and social media pages shall be open to all and not restricted or denied due to geographical or personal preferences.
Moderators and Administrators should be appointed and should include at least the Group Seneschal and Webwright and the Baronial Webwright. No non-officers are to be appointed as administrators or moderators.
April, 2013 Policy
The barony is licensed to use the hall seven days a week
between the hours of 8.00am and 10.00pm. As a courtesy to our nearby
neighbours, the following must be adhered to.
At meetings/gatherings held on week nights:
The Brisbane City Council requires us to operate within the bounds of Residential Noise Pollution Laws. This means no loud noise after 9.30pm. Fighter/Rapier practice and archery will stop at 9.30pm and indoor activities will cease by 9.50pm giving 10-30 minutes to pack up and leave the site by 10pm. Please cease activities when requested, do not linger in the hall. Please exit quietly and leave the street precincts without excess noise – no calling out, honking horns or loitering. All in attendance are reminded there are families with your children in the nearby houses as well as elderly neighbours who retire early. Please be considerate with the noise level.
At Weekend Events:
Where we have not applied for an extension of hours of use,
the same exit time of 10pm will apply. Event Stewards must notify the
Seneschal if they require an extension of hours of use for the hall at
least 30 days prior to the event. An application in writing will be
sent to the Brisbane City Council. The steward will be advised when the
Brisbane City Council has made its decision. This decision will be
affected by the number of complaints received from the neighbours
within the recent period.
Parking – At all Times:
Please do not park across the T intersection of Wesley and Tobruk Streets. Parking in this vicinity results in less manoeuvrability to others using the intersection. There is ample parking available along Wesley, Tobruk and Swinburn Streets. Please be considerate to local residents.
Parking on the driveway to the hall is reserved for the Baron and Baroness and for anyone unloading a vehicle into the hall.
Special Parking Restriction for Events:
To add to the ambience at events, there should be no vehicles parked on site, including the driveway. Please leave the park frontage in Wesley Street open so that everyone can stop and unload their cars and then park in any of the following places: on the opposite side of Wesley Street, Tobruk and Swinburn Streets.
WA Jolly Park is not to be used for parking as it is against council bylaws.
Some of these restrictions may seem excessive but please keep in mind these small inconveniences for patrons using the hall ensure our neighbours are not inconvenienced.