Stronghold of Warriors Gate Constitution/Bylaws

 

Device for Stronghold of Warriors Gate

As approved by the officers of Warriors Gate in May A.S. LVII (57), being 2022 Gregorian. 

    1. General Information 
      1. Name – The name of this organization is the Stronghold of Warriors’ Gate (hereafter “SWG”).
      2. Scope – The SWG is a local branch of the Society for Creative Anachronism, Inc. (hereafter “SCA”). The operational region for the SWG is the Republic of Korea.
      3. Purpose – The purpose of the SCA is the study and recreation of the crafts, sciences, arts,  traditions, literature, etc of the pre-17th century world.
    2. Governance
      1. General Provisions 
        1. SWG is established as a Private Organization pursuant to DOD Instruction 1000. 15, and AR 210-22, Private Organizations on the Department of the Army Installations.
        2. SWG agrees that neither the installation nor the Government (Department of the Army, Navy, Air Force etc.) will assume any liability for the actions or debts of SWG.
        3. SWG recognizes the authority of the installation Commander to revoke permission to operate on the installation at any time, and for any reason.
        4. SWG will reimburse the Army for utility expenses, unless the use is incidental (would cost more to bill and collect than it costs to provide the service). 
        5. SWG will not use Army services. This includes legal, audit, transportation, postal, printing, information management activities, clerican, financial, copying, management, and procurement services.
        6. SWG will obtain licensing, certification, or registration if required by State, local, or foreign authorities. 
        7. SWG will neither propagate extremist activities nor advocate against others or the violent overthrow of the Government. 
        8. The activities sponsored by SWG will not seek to deprive individuals of their civil rights. 
      2. Ruling Bodies – The SWG, a branch of the SCA, is within the regional area known as the Kingdom of the West (Pacific Rim). Therefore, the SWG is subject to the by-laws, Corpora, legal doctrine, and safety regulations as prescribed by the SCA and the Kingdom of the West. If any items within the SWG Constitution/By-laws conflict with the regulations provided by the SCA or the Kingdom of the West, then the SWG documents will be amended to reflect the guidance from the higher authority.
    3. Officers
      1. The officers will conduct the affairs of the SWG. The following offices may be volunteered for by any SWG member that is also a sustaining or an associate member in the SCA:
        1. The SENESCHAL (Regional Vice-President) is the chief administrative officer of the SWG, which includes coordinating the other SWG officers as required for the smooth operation of the stronghold and for its relations with outside agencies.
        2. The EXCHEQUER (Treasurer) is responsible for maintaining the financial records of the SWG, supervising the finances of the SWG, and assembling the monthly financial reports and submitting them to the Commander, 34th Support Group.
        3. The MARSHAL is responsible for overseeing the conduct of all martial arts activities, including but not limited to tournament lists, wars, combat archery, and period fencing, as well as such related activities as scouting and target archery. The Marshal bears primary responsibility for promoting both the safety and the authenticity of the martial arts in the SWG, but works with other officers in their areas of mutual interest.
        4. The MINISTER OF ARTS & SCIENCES is responsible for fostering the study and utilization of historically accurate art forms, as well as those aspects of period culture related to their use. He/She is also responsible for fostering the study of period technologies and philosophies, and their application to artifacts, both as used in the Society and as used in period.
        5. The HERALD is responsible for supervising field heraldry and court heraldry at events within the SWG, and for assisting SWG members with the processing of submissions for names and armory.
        6. The CHRONICLER (Secretary) supervises all publishing activities of the SWG, keeps the minutes at SWG meetings, and may be the editor of the SWG’s web site if there is not a separate Web Minister.
        7. The CHIRURGEON is responsible for voluntary first aid at Society events, including assisting participants in tournament combat, notifying attendees of health and safety concerns.
        8. The HOSPITALLER greets and assists newcomers. The Hospitaller handles loaner garb, equipment, and feast gear. He/She may also help to organize accommodations for out-of-town guests.
        9. The HISTORIAN is responsible for keeping news clippings and other memorabilia that reflects the history of the SWG.
      2. If more than one person volunteers for an open position, then elections will be held to determine who will hold the office.
      3. The general term of service for an officer is two years or until the given individual resigns his/her responsibilities or permanently leaves the Republic of Korea.
    4. Membership
      1. Membership in SWG is open to all service members, their families, civilian employees, and local residents.
      2. For participation in voting or holding office, members must obtain membership through SWG’s parent organization, SCA.
      3. No person because of race, color, creed, sex, age, disability, or national origin shall be unlawfully denied membership, unlawfully excluded from participation, or otherwise subjected to unlawful discrimination by SWG.
      4. Membership in the SWG is strictly voluntary.
      5. Military employees will not use their titles, officers, or positions in connection with their personal PO participation or to officially endorse an organization or its activities, they will not officially participate in fundraising beyond what is permitted by JER, paragraphs 3-210 and 3-300 (Fundraising for the Combined Federal Campaign and Army Emergency Relief)
      6. Employees may not personally solicit subordinates or prohibited sources, as defined in the JER, or PO membership or contributions during fundraising campaigns or allow their names to be used in a solicitation that targets subordinates or prohibited sources.  
    5. Functions/Activities and Operating Procedures
  • Meetings and Activities
      1. SWG business meetings should be held on at least a monthly basis. More frequent business meetings can be scheduled if needed.
      2. SWG fighter practices should be held on a bi-weekly basis when possible SWG arts and sciences gatherings should be held on a bi-weekly basis when possible.
      3. SWG formal events / tournaments should be held on a quarterly basis.
    2. Reporting Requirements. SWG will forward a copy of the minutes of meetings, financial statements, audit reports, correspondence about applicable federal, state, or local laws, and major changes to activities, membership, officers, organization, constitution, use of funds, and management functions to USAG Humphreys Director, Family, Morale, Welfare and Recreation on an annual basis or as requested.
    3. Fundraisers: All requests for fundraisers will be sent to the USAG Humphreys Director, Family and Morale, Welfare and Recreation stating the date, time, place, and explanation of the event. No fundraisers will be conducted without written approval.  
  2. Insurance Coverage
    1. SWG has adequate insurance as protection against public liability, claims, property damage claims, and other legal actions arising from PO activities, on or more of the PO’s member’s action on its behalf or the operation of any equipment, apparatus, or device under the control and responsibility of the PO.
  3. Standing Committees
    1. Once approved for operation as a private organization by the USAG Humphreys the Bylaws and all applicable reports will be submitted for revalidation every two years by the standing officers. Request for revalidation as a private organization will be submitted to the USAG Humphreys Director, Family and Morale, Welfare, and Recreation no less than 90 days before the expiration of the 2-year approval. A copy of the renewal request with the Bylaws shall be signed by the Seneschal and maintained by the Chronicler.
    2. Upon approval of these Bylaws, all previously published Bylaws are rescinded.   
  4. Funding Sources
    1. General: The organization is not an instrumentality of the United States and is not entitled to immunities and privileges thereof. It will be self-sustaining and may not receive financial assistance or non-appropriated funds from the US Army
    2. Funding Sources: The organization will receive funds from its membership fees, dues, contributions, service charges, private donations, local fundraisers, or special assessment of members. 
    3. Audits: An audit of SWG’s financial records is to be conducted by the qualified person, not serving on the governing body, annually or at any change of the Seneschal and/or Exchequer. The audit will include at least: a thorough check to insure that all transactions are recorded and properly documented, accounts currently posted, inventory of SWG’s property, verification that semiannual statements are accurate, and account of all cash on hand, reconciliation of bank statements, a test check for account receivable and reconciliation of accounts payable and other liabilities. Results of the audit shall be reported to SWG’s Seneschal and copies forwarded to the military commander and Barony of the Far West’s Exchequer.
  5. Taxes
    1. SWG will comply with all Federal, State, and local tax laws and codes. The PO will contact the proper tax officials to ensure compliance with all tax and will obtain private counsel when such assistance is needed. Laws of the country where located will be followed for foreign taxes in overseas locations. 
  6. Safety
    1.  In order to participate in martial activities, the given individual shall be a sustaining or an associate member in the SCA or sign an event specific release liability waiver.
    2. All participants in martial activities must comply with all SCA and Kingdom of the West safety and marshaling requirements to include, but not exclusive to Appendix B of the Corpora of the SCA, the Rules of the List of the SCA, the Marshal’s Handbook, the West Kingdom Rapier Combat Rules and Marshalate Manual, and the Kingdom of the West’s War Rules and Conventions.
  7. Meetings and Quorums
    1. SWG will keep the following information on record:
      1. Minutes or summaries of PO meetings. 
      2. Financial statements.
      3. Any major changes in PO activities, membership requirements, officers,

objectives, organization, constitution, bylaws, use of funds, and management functions.

  1. Names, addresses, and phone numbers of officers.
  2. A copy of audit reports.
  3. A copy of any correspondence about applicability of Federal, State and local laws.
  1. A quorum will consist of a minimum of three officers or fifty percent of the general membership in order to conduct routine organizational business.
  2. The Seneschal may act on behalf of the general membership if warranted in the interest of the SWG. The action taken is subject to review and approval by the general membership.
  1. Duration
    1. The SWG will remain active until: 
      1.  The SWG has fewer than 5 members
      2. The SWG has fewer than 3 officers (Seneschal, Exchequer, and Marshal or Minister of Arts & Sciences)
      3. The SWG is otherwise dissolved by a unanimous vote of the SWG officers or by direction of the SCA, Kingdom of the West, or Barony of the Far West. The party seeking to dissolve the organization will notify the other party in writing.
    2. If the organization is dissolved, all funds in the treasury at the time will be used to meet any outstanding debts, liabilities, or obligations. If the liabilities exceed the funds the members are responsible for the remaining payments. Upon dissolution of the SWG funds and assets remaining after payment of liabilities will be forwarded to the Kingdom of the West Exchequer. 
  2. Amendments and Adoptions
    1. All proposed amendments to this Constitution/By-laws must be made in writing to the Seneschal, who shall cause it to be distributed to the general membership prior to any action pertaining to the said amendment.
    2. A simple majority vote from the general membership at a business meeting is required to amend the SWG Constitution/By-laws.
    3. Amendments shall not conflict with applicable military regulations and shall be forwarded to the approving military authority. The Seneschal shall sign the letter reporting such amendments.