Customs of the Shire of Abhainn Ciach Ghlais. September 2001, A.S. XXXVI

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1 Customs of the Shire of Abhainn Ciach Ghlais September 2001, A.S. XXXVI Offices In addition to those offices required or suggested by Kingdom and Principality Law, we create offices as needed. Officers are strongly encouraged to select deputies to assist them. Should an office be vacated, the deputy will take over until and election can be held. Ideally, deputies should be SCA paid members. It is a good idea for deputies to be listed in the newsletter.* Officers are expected to report bi-monthly to the shire in some fashion. Election of Officers When the current officer intends to resign, the vacancy is published, announced, or both. Interested candidates should contact the outgoing officer to discuss the job's duties and responsibilities. Candidates submit their names to the Seneschal, who announces their names at the next meeting, in the newsletter, and electronically.. A vote is held at the meeting during Twelfth Night. Terms of Office* Officers serve two-year terms; from Twelfth Night to Twelfth Night. Officers can serve any number of consecutive terms if re-elected. Offices for election in even years: herald, chatelaine, arts & sciences minister, web minister, chancellor minor, exchequer Offices for election in odd years: seneschal, knights marshal, archery captain, chronicler Voting All shire members are eligible to vote. A shire member is someone who participates in shire activities. When there is only one candidate, the vote is by voice; if there is more than one candidate, paper ballots are used. Proxy votes are placed in a sealed envelope with the voter's name on the outside. The choice of office and candidate should be stated. Separate

2 submissions are required for each office vote. votes are not acceptable for officer elections. Sponsoring and Scheduling Events All events, which use the Shire name, lands, or finances, are shire events. We typically have at least one event per year. Generally, here's how an event is sponsored and scheduled: Someone gets an idea for an event, finds a potential site and people willing to do the most important jobs (such as feastocrat and troll), and brings the idea before the shire. The shire votes on it; if approved, the event is added to the shire's calendar. The person with the original idea often acts as the autocrat. The autocrat finalizes site arrangements and asks for volunteers for the various jobs that need to be done. To keep shire members informed about the event's status, the autocrat provides updates at shire meetings and in the newsletter. Events should be planned sufficiently in advance to allow for publication in the AEstel.* It is preferred that the autocrat, feastocrat and troll be residents of the shire. Non-events (such as demos, revels and activities, etc.) are not under the same guidelines. An event proposal including cost estimates shall be submitted to the shire in advance. Proposals should be submitted with sufficient time for consideration by the populace, and must allow for planning and publication of the event. Increases of 10% or more in event costs will be reported to the Exchequer immediately, and reported at the next shire meeting. All receipts from the event shall be submitted to the Exchequer within 15 days of the close of the event. Any costs incurred but not resolved, with the Exchequer be considered donations. The feastocrat is responsible for the shire kitchen supplies if they intend to use them. This includes picking-up the supplies and taking to the site, inventorying supplies and returning them to proper storage. The shire will not store perishable goods. Shire Activities Shire activities include events, revels, demos, meetings, practices, workshops and other scheduled shire activities.

3 Shire business meetings are held the third Sunday of meeting months.(jan, March, May, Sept., Nov), except in January when the meeting is held at Twelfth Night. There will be no business meeting in August or December. In July, a picnic is held instead of meeting. Officers are expected to attend; if they cannot, they should contact the Seneschal before the meeting or send a report with another officer Additional activities are added as desired or needed. To add an activity to the shire's calendar, contact the Seneschal and/or chronicler. The chronicler keeps the shire's calendar and publishes it in the newsletter. Officers' meetings are held on the 2nd Wednesday of even months (Feb, April, June, Oct, Dec). Meetings are announced in advance, when possible. Officers are expected to attend; if they cannot, they should contact the Seneschal before the meeting. Any shire member who wishes to may attend. However, only officers may vote when a vote is taken. Following is a calendar of traditional shire activities: January: Shire Twelfth Night Party / Officer elections February: Lycoming Mall Demo April: May: July: August: Lewisburg Arts Festival Demo Will's Revenge; pre-pennsic meeting for new members Shire Picnic Shire Dinner at Pennsic September: Sullivan County Demo October: Weekend of Wisdom Recognition Officers recognize outstanding members with shire tokens. The tokens are as follows: Oak Leaf - skill in the marshal arts; Feather - artistic skill; Acorn - service to the shire. The herald is

4 in charge of getting the officers votes for these tokens. A maximum of two of each token shall be presented at the Shire's Twelfth Night party. The shire members also vote for the officer of the year. Two neutral members shall be in charge of getting votes and determining the winner. The winning officer shall be presented with an Oak Tree token at Twelfth Night. Shire Funds Expenses should be brought before the shire before they are incurred, or seek the approval of the seneschal.# No expenses are reimbursed without a receipt. A minimum balance of $ is maintained in the shire's bank account. Officers (Autocrats and Feastocrats too*) are reimbursed for normal operating expenses of their office when they submit a receipt to the Exchequer. The exchequer announces current balance and expenditures since the last meeting at the shire business meeting.* Miscellaneous Lost and Found from an event is the responsibility of the autocrat. Spare armor is kept in the "Iron Key" by the Knight Marshal for loan. The A & S Minister maintains a library of books and periodicals of SCAdian interest for loan. Shire property may be loaned out at the discretion of the officer responsible for that item. Replacement of items damaged or lost while on loan is the responsibility of the borrower (normal wear and tear excluded) Changing Shire Customs We change, add or remove shire customs as needed by consensus at Shire Business Meetings. Changes Large italic type - Proposed to the shire at the meeting September, 2001 & refined Nov, 2001, A.S. XXXVI *Accepted at the shire meeting on February, 1994, A.S. XXVIII. #Accepted at the shire meeting on January, 1995, A.S. XXIX. Written by Lady Alicia Langland, composed by shire committee, revised by Lord Egill the

5 Dane in January, 1996, A.S. XXX., and further revised by Lady Geraine Morys in the fall, 2001, A.S. XXXVI