Constitution and By-laws of Schwarzloch

ARTICLE 1. Organization and Purpose :

 The group known as, “ The Stronghold of Schwarzloch “, is a chapter of and Member in good standing with the World Wide Non-profit Organization of the Society for Creative Anachronism, here after to be referred to as the SCA.

 The SCA is a Middle-Ages / Renaissance Research and Re-enactment organization covering the European Middle ages from 600A.D. to 1600A.D.

 The Stronghold of Schwarzloch follows all guidelines and by-laws of the SCA as an Organization and Chapter there-of as well as promotes the following as a 235th BSB Private Organization.

 PURPOSE : Schwarzloch is committed to assisting in the following areas with-in our 235th BSB.

1. The reduction of Alcohol related incidences.

By providing not only monthly activities during the week days free to any wishing to participate, we also help coordinate regular Middle-ages events on weekends through out each month of the year. By providing such activities and gatherings we hope to give the Soldier, Family Member, and other individuals with-in our BSB an alternative to the usual tavern, bar, and alcohol related activities and atmosphere. Hopefully by removing the individual from these surroundings, thus, also removing them from the temptations of Alcohol related confrontations, driving under the influence, alcohol related domestic disputes and other such problems which only reduces our readiness, moral, and over all efficiency as a military unit and community.

2. The reduction of Substance abuse and illegal substance use.

 The SCA holds very strict ethics and moral standards when it comes to the use of illegal substances. It is our hope by individuals taking part in and with SCA activities they will be further swayed from the use of illegal recreational drugs.

3. The reduction of Domestic / Family related incidences and the building of better family ties and values.

 The SCA / Schwarzloch has varied low cost family oriented programs. It is our hope that by making these available to our BSB Family members we will allow the family to travel as a family unit at extremely lower cost than present available to the military family, become more involved with our Local National Host through out Europe, and to build stronger ties as a family unit, thus removing in some small part one of the major reasons for domestic disputes in the family unit, ( Moneric loss, excessive travel and entertainment expenses, and in general a lack of family oriented activities as a whole ).

4. Interaction between the military community and the Host national Community.

    Since we travle, engage with , and associate with Local Nationals form all over Europe, this provides a perfect opportunity for single soldier, married soldiers, and their family memebrs to interact with many nationalities all over Europe, plus be able to affordably travel and visit historical and significant locations through out Europe as well.

5. Pertaining to Schwarzloch as a Private Organization, Club, and Group / Organization, with-in our 235th BSB community.

  A) Schwarzloch Members will promote a Positive “ Military / Family First “ attitude at all times.

   B) Schwarzloch Members should promote the importance of Family interaction and Parental Responsibility.

   C) Schwarzloch seeks to reduce Alcohol Related Incidences and Family related Incidences by making available

        low cost Middle-Ages  events and activities for the Soldier and Families of the 235th BSB.

        Thus giving the Individual and Family Members other avenues of interaction with each other and their

        Local National Host through out Europe.

        Effectively, “ we hope “, removing the individual or Family Members from Alcohol related Driving

        Incidences / Altercations with Fellow Soldiers and Host Nationals, as well as promoting Family interaction

        and communication.

6. Pertaining to Schwarzloch as an entity and Chapter of the Society for Creative Anachronism, “ SCA “.

    A) As a Chapter of the SCA We will not Tolerate Discrimination due to Age, Religious Beliefs, Gender, or Nationality.

   B) As a Chapter of the SCA and an active Private organization / Member of the 235th BSB Community;

       We will not tolerate anti-establishmentarianism ( i.e. anti-Military / Government Sentiments or actions ); which

        could give suggestion of such actions, or reflect such thoughts / view points, as being those of Schwarzloch,

       the  SCA, or the views of the Majority of it’s members. Causing our Organization to be viewed in a negative

       light by  it’s Military Family, or any of our Local National Host through out Europe.

   C) Though we do not discriminate due to religion ; The SCA IS NOT a Religious Organization, has no ties to

        any Religious Organization(s), and does not promote any specific Religious belief structure as such.

   D) The SCA is a Re-Enactment and Historical Research Organization and promotes Family and Individual

        Participation at all age levels with-in our organization.

ARTICLE 2 : Membership

1. Participation in Schwarzloch does not require any Official Membership Fees or Payments.

 Due to SCA By-laws however. Only SCA due paying members ( Which is not collected nor used by Schwarzloch, but, at the national organization level in California ), can hold official offices or be officers with-in Schwarzloch.

2. In part or whole; Offices can only be held by registered, active, and paid members, with the registry of the Society for Creative anachronism. Further, any person wishing to hold office must fulfill all requirements as an eligible voting populace member with-in the Private organization of Schwarzloch. ( See Article 11 : #3 Voting Procedures )

ARTICLE 3 : General provisions

1. It is further agreed and understood that this PO is established according to USAREUR Private Organization and Fundraising Policy and DODI 1000.15.

2. It is further understood and agreed upon that, this PO is not an instrumentality of the United States, will be self sustaining, and may not receive financial assistance from the U.S. Army, Appropriated Funds, nor None Appropriated Funds.

3. It is also understood and agreed upon that neither DA nor USAREUR will assume any responsibility or liability for Schwarzloch’s debts.

4. Schwarzloch does not and will not tolerate, any form of discrimination according to Race, Gender, Religious Beliefs, nor Physical Disabilities, in connection with any of it’s activities, meetings, or functions.

ARTICLE 4 : Income

1. The following dues, assessments, and other charges are established :

    A) As stated previously, there are no required dues nor charges for attendance or participation in Schwarzloch   Activities other than those expenses required for participation in recognized fund raising events. not to be  connected or confused with regular meetings and Schwarzloch group activities which are free to attendees.

    B) Approved fund raisers, ( Where approval is required ), is the only source of income for this group. If such

 should  change, proper and prompt notification shall be given to the proper 235th BSB Private Organization Authorities no less than 30 days prior to any activation of said changes for acceptance or denial of said changes by the  approving authorities and shall only be activated after said authorities have given approval of such said changes.

Article 5 : Financial Control

The following accounting procedures will be used to record the assets, liabilities, net worth, and financial transactions of Schwarzloch :

1. A double lined accounting system of in-coming and out going funds.

Example :         Incoming funds                                                           Out going funds

               Fund Raiser Sept. 20th 2001                                   Fund Raiser Sept. 20th 2001

                   $200.00 U.S. Dollars                                Rental Soldiers Lake $100.00 U.S. Dollars

                                                                                    Food Cost ( See Attached receipts )  $75.00 U.S. Dollars

Total After expenditures $ 25.00 U.S. Dollars     Total in Account after deposit of above : $80.00 U.S. Dollars

                                               Submitted total of $80.00 as of Sept. 22, 2001

2. Accounts . All accounts if and when established shall be done so using a dual signature verification method where and when available. Signatures shall be of voted and active Schwarzloch Officers to be the following; the Exchequer / Treasurer, the Seneschal / President, and at least one other member of the PO when possible.

Should either of the main Officers be deployed or transferred from the 235th BSB arena of operations, it shall fall unto the third designated member to fulfill requirements for the dual signature procedures.

3. All expenditures shall be approved beforehand by the majority of the PO unless circumstances prevent such. In which case such expenditures must be agreed upon and verified by the three members listed upon the signature verification roster at the time of need.

4. Further, expenditures shall be limited to those required to support, maintain, and advertise for, the POs activities as an Organization and or group as a whole.

5. Schwarzloch shall also be able to use said funds to assist or donate monies or purchased items to other Organizations with-in the 235th BSB and or to assist our Regional Offices with-in the SCA as deemed needed or necessary.

Article 6 : Bonding

1. It is understood that if at any time our assets exceeds $1000.00 the Officers which has access to said funds shall be bonded to cover theft or loss of such assets and that Schwarzloch shall be solely responsible for procuring and retaining such coverage.

Article 7 : Liability Insurance

1. It is understood that Schwarzloch shall maintain a minimum of $300.00 Liability insurance.

Article 8 : Audit Procedures

1. A report ( Which has been cross verified by the Seneschal / President ), shall be given at each official business meeting by the Treasurer / Exchequer.

2. The Seneschal and one other selected individual, not counting the treasurer,  shall have access to all account records and be given a written report of same said verbal report as mentioned in Article 8, statement 1.

Article 9: Administration and Operations

1. As all positions with-in Schwarzloch are provided by volunteers, there are and is no need for paid employees or staff with-in the PO of Schwarzloch.

2. Since all Officer positions are provided for on a voluntary basis and with out anticipation or promise of pay or other incentives, we have no need for, nor, preservations for, and policies nor provisions for, paid employees or staff.

3. A regular business meeting shall be conducted as needed for the smooth and effective running of Schwarzloch.

Article 10 : Duties and Responsibilities of the Officers with-in Schwarzloch

NOTE : As per requirements of the Society for Creative Anachronism’s world wide Office and structure / Copora and By-laws; any person wishing to run for an Officers position with-in any chapter of the SCA, ( Schwarzloch being one such chapter ), that person must be a paid member with-in the World wide structure and organization of the SCA.

 All composition of the Governing body and membership statuses, with either member or non-member participation shall fall under and be conducted as here-in listed and as is required by SCA Copora By-Laws.

1. Seneschal / President : The Seneschal is responsible for the smooth and coordinated running of Schwarzloch. The Seneschal is also responsible for insuring that all other Officers perform their required duties in proper fashion.

2. Exchequer / Treasurer : The Treasurer shall keep records and accurate accounting of all in-coming and out-going monies and assets of Schwarzloch and provide the appropriate written and verbal reports when and where required.

3. Minister of Arts and Science / Activities Coordinator : The Minister of Arts and Sciences is responsible for the coordination and proper activation of the groups monthly Social and crafts night. Shall give proper written and verbal reports where and when required with-in the organization of Schwarzloch and the SCA.

4. Other Officers or Assistants shall be voted upon and decided upon by the members of Schwarzloch as and when needed for the smooth operations and functions of the organization.

Article 12 : Voting and Elections of Officers / Requirements for voting members

1. The voting populace shall be determined as any person who is an active participant with-in Schwarzloch by regular attendance of scheduled meetings, along with attendance and assistance at the groups meetings, activities, fund raisers, and middle-ages events. Further to retain voting privileges the individual(s) must continue to fulfill the above mentioned obligations or may be removed from the groups rosters with-out notification from the Officers after a majority vote by the voting members of the group as a whole.

 Obligations required of their regular job or school schedule which may conflict with scheduled meetings or activities, and to also include, times of sickness, hospitalization, deployments, field exercises, national guard obligations and any other such items which the ruling Officers of Schwarzloch see as legitimate reasons for non-regular attendance or participation, where the person(s) show a genuine desire and makes possible when able, to be a regular constructive and participating member of the Group as a whole.

2. New members or participants with-in Schwarzloch shall have full voting privileges after two months of direct and active participation with-in the group. This provision may be nullified by a majority vote of Schwarzloch Officers if it is deemed that the person has a history of direct support and participation with-in the SCA as a whole before arriving in the 235th BSB area of operations.

3. Voting Procedures for Schwarzloch shall be as follows.

A) Elections for Schwarzloch Officers shall be held annually in January of each year by a majority vote of all attending recognized voting populace / members. This shall be conducted by paperslip ballot at the Business meeting held in January for this purpose.

B) Nomination Procedures shall by done by individuals giving verification in writing of their intent to run for said Office or Offices no later than October ( 3 months prior to actual voting ) to the acting Seneschal, so all voting members may be advised of their desire. All those who desire to run for elections of an Office, must be present and give verbal statement as to why they think they are acceptable for said position at a meeting to be held in December, ( One month prior to voting ) and submit such if needed  ( See absentee voting ), for use in notification to absent voting members.

 Voting shall take place in January of each calendar year.

C) Absentee voting may be conducted by any member with prior arrangements through the presently acting Seneschal. Further should voting members be unable to attend due to military obligations and be outside the 235th BSB Theater of Operations, then a written statement shall be sent to them via, electronic or regular postal mail no later than the second Monday of December allowing three weeks for a reply before being counted as an abstention should no reply be returned.

D) Dismissal of Officers : Should at any time during their time of office an Officer be unable to or unwilling to perform their duties in accordance with this Charter and the By-laws of the Kingdom of Drachenwald and the SCA; or have committed an inappropriate act or acts which has not been properly corrected by needed means. Then said person will be notified no less than two weeks in advance of a selected date for a members meeting. The individual(s) will have the opportunity to either Defend their actions or lack there-of, Answer any questions concerning such by the membership attending, or by written and verbal communication step down from their position so another may be selected by emergency vote of attending members to fill said position.

 Approved by Majority Vote, Sept, 2001

David Gilliland, Minister of Arts and Sciences..

Martina Gilliland, Schwarzloch Seneschal...

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