Bylaws of the Crown Province of Østgarðr

Oct 2006 version

1. The Crown Province of Østgarðr functions as a Barony under the Laws of the Kingdom of the East.
   1. These rules are binding on the Crown Province of Østgarðr and each of its cantons in existence at the time of enactment. Any cantons formed after enactment must accept them in order to receive the Provincial Seneschal's approval for recognition.
2. Viceregency
   1. The titular heads of Østgarðr are the Viceroy and/or Vicereine, collectively referred to hereafter as the Viceregency.
   2. Duties and Privileges of the Viceregency
      1. To award such provincial awards as are established .
      2. To preside over the selection of Provincial Champions .
      3. To hold Viceregal court.
      4. To Preside at High Table in Østgarðr .
      5. To invite Royalty to Østgarðrian events.
      6. To participate in the selection of Provincial and Cantonal officers as described below.
      7. To participate in the removal of officers as described below.
   3. Succession
      1. Announcement

         Upon announcement of the resignation or removal of the titular heads, these succession procedures and the deadline for nomination of candidates shall be published in Kingdom and Provincial newsletters; it is strongly encouraged that they also be published in Canton newsletters, on the Web, on e-mail lists, etc.

      2. Eligibility

         Any person meeting the eligibility requirements for a Landed Baron(ess) under East Kingdom and Society law, and having held a legal residence for at least the past year within the Society-recognized boundaries of Østgarðr, shall be eligible to be a candidate for Viceroy or Vicereine.

      3. Nomination

         All candidates for Viceroy and Vicereine shall be self-nominated. Candidates may run as individuals, or as a two-person slate, but not both. Any individual or two-person slate may become a candidate by informing the Provincial Seneschal, Kingdom Seneschal (or the relevant deputy), the Crown, and the Heirs to the Crown (if any; if not, candidates must inform the new Heirs within a reasonable time after such Heirs are chosen). Such notification must be in writing, on paper, and include the modern name, address, modern signature, Society name, proof of membership, and proof of residency of each individual on the slate.

      4. Polling

         At least 30 days (preferably 60) after the deadline for nominations, a poll shall be sent via U.S. mail to all eligible voters under East Kingdom and Society law. Ballots must be prepared by the Provincial Seneschal and be approved by the Kingdom Seneschal (or the relevant deputy). Ballots must be printed with

         • A statement of the purpose of the polling
         • The closing date of the polling, which must be at least 30 days and no more than 60 days after the poll is sent out
         • Instructions for completing and returning the ballot
         • The recipient and address to which the completed ballots must be returned
         • A choice of statements allowing the ballot recipient to certify whether or not they are at least fourteen years of age
         • A list of candidate slates, in random order
         • Spaces for the ballot recipient to fill in his/her Society membership number and legal name
         • A space for the ballot recipient's legal signature

         The recipient of the ballot is to rank the candidate slates from "most preferred" to "least preferred". Some or all slates may be unranked without invalidating the ballot.

      5. Tabulation of Results

         For each returned poll, if N slates are ranked, the "most preferred" slate gets N points, the "second most preferred" slate gets N-1, and so on; the "least preferred" slate gets one point. Unranked slates get no points. The total number of points received by each slate shall be reported to the Kingdom Seneschal and the Crown, with the understanding that the slate with the most points is the Province's choice for Viceregency.

3. Officers of Østgarðr
   1. Østgarðr shall have all officers required by East Kingdom Law. Currently they are:
      • Seneschal
      • Herald
      • Knight Marshal
      • Exchequer
      • Minister of Lists
      • Chronicler
      • Minister of Arts & Sciences
      • Chatelaine/Castellan
   2. In addition the following offices may exist, but can remain vacant if no suitable person desires to do the work.
      • Marshal of Fence
      • Captain of Archers
      • Historian
      • Chirugeon
      • a separation of Arts & Sciences into two offices.
      • any additional office that the Provincial Officers Council deems appropriate
   3. Provincial Officers Council
      1. The Provincial Officers Council (POC) shall be defined as the Viceregency, all the rostered officers of the Province and the Seneschals of each of the Cantons.
      2. Each person (Not office) on the council shall have one vote in matters requiring a vote.
      3. Written proxies can be given only for a specific item or topic (e.g. Vote to remove an officer) General or unwritten proxies will not be accepted.
         A quorum shall consist of 51% of those persons entitled to a seat on the council.
      4. Former Provincial Seneschals may be invited to become non-voting advisory members.
      5. Meetings of the POC may be called by the Seneschal, Viceroy and/or Vicereine on 30 days notice, except in cases for votes to remove an officer as described below.
      6. The Seneschal shall call a special meeting of the Provincial Officers' Council on 30 days notice upon petition of 3 or more of the officers other than the Seneschal , Viceroy or Vicereine.
      7. Individuals not normally on the POC may be invited to attend all or part of a meeting by the Viceroy, Vicereine, Seneschal or 3 other individual members of the POC.
      8. Meetings shall take place at least once in each Royal reign.
   4. Seneschal
      1. The Seneschal is the chief administrative officer of Østgarðr. See kingdom law and the Seneschal's Handbook for a definition of the duties and responsibilities.
      2. All Provincial Officer changes must be approved by the Seneschal and the Viceregency.
      3. The Seneschal serves a two year term which may be renewed once for an additional two years. This is because of the high stress level of the job. Past seneschals may serve again after a break in service.
      4. The Canton Seneschals are deputy seneschals of the Province.
      5. The Provincial Seneschal may also appoint deputy seneschals as needed.
   5. Officer term limits
      1. The Seneschal of the Province and the Canton Seneschals serve a two year term which may be renewed once for an additional two years. This is because of the high stress level of the job. Past seneschals may serve again after a two year term has passed. The seneschal of one of the cantons may succeed the seneschal of the Province and be eligible for two two year terms. Exceptions to the four year term limit may only be granted by 3/4 of the other persons on the Provincial Officers' Council and if for a canton seneschal , 3/4 of the officers of the canton in addition.
      2. The other Provincial and Cantonal officers serve two year terms at the pleasure of their Kingdom superiors. All should keep in mind that if they find themselves doing the job out of responsibility rather than out of pleasure, it might be time to find a replacement. All citizens of Østgarðr are asked to advise their friends in office if they are getting stale in office.
   6. Officer selection
      1. To be an officer of Østgarðr or one of its Cantons a person must meet all the requirements of the East Kingdom, including membership and rostering by the appropriate Kingdom Officer.
      2. In addition a person must have been a resident of Østgarðr for six months to hold provincial office. To be an officer of a canton a person must have been active in the canton three months to hold canton office other than canton seneschal which requires a six month residency.
      3. In the normal course of business, at least four months before an office is to become vacant, the current officer should notify his/her seneschal and notice should be run in the Provincial newsletter and the appropriate Canton newsletters. Those who would bid for the job should notify, in writing, the current officer and the appropriate seneschal, and in the case of a canton officer the respective provincial officer. Where there is more than one volunteer, due deliberation should be made by the provincial or Cantonal officers council.
      4. In an emergency, the Seneschal may make a temporary appointment to a term of not more than six months so that a normal selection may take place.
      5. Where there are no suitable volunteers for a non required office, the position may remain vacant, to be re-advertised in the newsletters until the position is filled.
      6. Where there are no suitable volunteers for a required Provincial office, the Viceregency, Seneschal and outgoing officer are a de facto search committee with the power to make the appointment. Where there are no suitable volunteers for a required Cantonal office, the Viceregency, Canton Seneschal, Provincial Officer and outgoing officer are a de facto search committee with the power to make the appointment.
      7. Because the Seneschal of a Canton is a member of the Officers Council, all candidates for Canton Seneschal must be acceptable to the Provincial Seneschal, the Viceregency, and the Provincial Officers Council.
   7. Removal of Officers
      1. Provincial officers are expected to be reasonably active in the affairs of the Province. This is defined as attending 50% of the Provincial Business Meetings per annum and attending 50% of the Provincial events per annum. (Excluding specialty events e.g. Brew U. or Cooks Collegium)
      2. Canton officers are expected to attend at least 75% of the Canton's business meetings per annum and 50% of the canton's events per annum. (Excluding specialty events e.g. Brew U. or Cooks Collegium)
      3. An officer who is not meeting the activity level deemed appropriate shall be given a verbal warning by the Seneschal or Viceregency with a written, dated memo to the Seneschal's file, the second warning to be in writing, with copies to each member of the Provincial Officers' Council.
         If he/she does not improve and chooses not to resign the matter may be brought to the Provincial Officers' Council.
      4. If an officer is acting contrary to the best interests of Østgarðr and if after counseling, does not improve, the Seneschal or the Viceroy or the Vicereine or a petition of three other members of the POC shall bring the matter to the Provincial Officers' Council.
         Three quarters of the total votes of those attending a meeting of the Provincial Officers' Council including written proxies shall be necessary to recommend removal of an officer to the Kingdom superior. If the office is one that does not have a kingdom counterpart, a three quarters vote of those attending a meeting of the Provincial Officers' Council including written proxies shall be necessary for removal. Notice of a vote to remove an officer must be mailed by the Seneschal and/or Viceregency at least 14 days before such vote to the voting members of the Provincial officers' council with notice by certified mail to the person to be voted upon.
4. Event and Demo Policy
   1. No event or demo can be planned without the verbal consent of the Provincial Seneschal and, if the event is to be sanctioned by one of the Cantons, by the Canton Seneschal. The Provincial Chatelaine must be given reasonable advance notice before any official public demo takes place.
   2. The Provincial Seneschal may sanction a Provincial or Kingdom level event anywhere within the boundaries of Østgarðr.
   3. No Kingdom Level event shall be planned within the borders of Østgarðr without the consent of the POC.
   4. A canton may have an event outside its own geographical area within Østgarðr with the prior written consent of the Provincial Seneschal and, if applicable, the respective cantonal seneschal.
   5. Only one event should be scheduled within the boundaries of Østgarðr & its cantons on a given day. Major demos should be considered events for the purpose of this section. The provincial seneschal is the final arbitrator of the calendar.
   6. No person other than the Seneschal can commit the group to a demo. Others can provide information and get the seneschal's consent. An official SCA demo can only be arranged with the seneschal's written consent.
   7. All invitations to Royalty to attend an event in Østgarðr must be made by the Viceregency. The autocrat of an event is responsible for working out the wording of the invitation with the Viceregency,and for preparing the invitation for their signature(s).
   8. First time autocrats must have an experienced coautocrat who has been approved by the Provincial Seneschal for Provincial events or by the Cantonal Seneschal for Canton events.
5. Provincial Awards
   1. The Order of the Seahorse

      The Order of the Seahorse is granted by the Viceregency to those citizens of the Province who have distinguished themselves in the arts or to those persons who have served Østgarðr whether resident or not. The qualifications are entirely subjective and are given at the whim of the Viceregency. Citizens of Østgarðr are encouraged to nominate those worthy of this honor to the Viceregency.

   2. The Order of the Seadog

      The Order of the Seadog is granted by the Viceregency to  citizens for service at the Canton level.

      Citizens of Østgarðr are encouraged to nominate those worthy of this honor to the Viceregency.

   3. The Østgarðrian Ladies' Favor

      Bestowed by the Vicereine (if any) upon the person who has most distinguished him/herself both on and off the list field. She may, if she chooses, confer with the other Ladies of Østgarðr. The Favor is worn for one year and may be rebestowed on the same person.

   4. The Honor of the Sea Star

      Bestowed by the Viceregency upon individuals who have, on a particular occasion, served the Province well and "made things happen". May be repeated.

6. Provincial Livery
   1. The Provincial livery shall be green and white.
   2. Surcoats shall be parti-colored - white over the heart, green on the other side. The backs shall be counterchanged.
   3. Over the heart a badge should be worn. This badge may be that of Østgarðr, one of its cantons, a household badge or a personal badge.
   4. Any person of good fellowship may wear the Provincial Livery and join the Viceroy in the Provincial Levy.
   5. Archers and light weapons fighters may either wear a surcoat as above or may wear a baldric of green and white with the Provincial or any other badge upon it.
7. Provincial Financial Policies

   (Note: ALL Kingdom and Corporate financial policies are in full force at all times.)

   1. Finance Committee

      The Finance Committee consists of the Viceregency, Provincial Seneschal, and Provincial Exchequer.

   2. Event Financial Policies

      (only applicable to events sanctioned by the Province. The Cantons are encouraged to adopt their own financial policies which may be appended to these rules)

      1. The Crown Province of Østgarðr will give its sanction to any autocrat desiring to put on an event so long as the Seneschal feels that the person is responsible and capable of an event of the magnitude contemplated.
      2. The autocrat of an event is responsible for seeing that through proper planning and budgeting, his/her event does not suffer a loss. The autocrat is expected to make up any loss. Exceptions may be made  by a majority vote of all the members of the Provincial Officers Council to make the Province responsible for all or part of the loss.
      3. In accordance with National Policy of the SCA, all checks for reservations must be made out to "SCA, Inc. - Østgarðr"
      4. The autocrat shall maintain adequate records to account for all moneys received and expended.Within three weeks of an event, the autocrat shall present to the exchequer an event report in the form specified by the Society.
   3. Site Deposits

      The exchequer may advance funds to cover advance site deposits upon the request of the Autocrat and with the approval of the seneschal .

   4. Matching Funds

      From time to time an officer of Østgarðr may determine that a capital investment within their area is necessary. If possible, this cost should be built into the cost of an event. If this is not possible, the Provincial Council may determine that a matching fund of up to 50% of the cost may come out of Østgarðr's accumulated surplus with the balance to come from a public subscription.

   5. Non Event Related Expenditures
      1. The Finance Committee may authorize the expenditure of up to $200 for the good of the Province. Said expenditures are to be reported at the next Provincial meeting by the exchequer.
      2. Expenditures in excess of $200 must be approved by a majority of the POC. Said approval may be verbal (via phone) but the exchequer must get their written consent within 30 days.
      3. Officers may make reasonable and necessary expenditures for their office. Detailed accountings, together with receipts, must be given to the exchequer for reimbursement.
8. Publication and Distribution
   1. A copy of these by laws shall be given to each person assuming Provincial or Cantonal Office.
   2. Copies shall be made available to any person requesting them in writing, at cost.
   3. Once each year the seneschal shall publish notice of the availability of copies in the Provincial newsletter.
9. Enactment & Change
   1. These rules become binding upon Østgarðr and its Cantons when:
      1. They have been adopted by a 75% vote of the Østgarðrian Officer Council, and
      2. They have been adopted by a majority vote of each of the Cantons' Officer Councils. (Defined as those officers who are rostered by their Kingdom Officers. These shall be full officers, not deputies.)
   2. Changes may be  proposed in a meeting of the Provincial Officers' Council, and approved by a vote of 75% of the Provincial and majority of each Cantons Officer Council.
   3. Changes to conform to changes in Kingdom or Society Law are automatic and will be published in the Provincial newsletter by the seneschal.