Policies of the Office of the East Kingdom Chatelaine

 

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Last Revised August 17, 2006

1. Becoming a Chatelaine
1. Send a letter to the Kingdom Chatelaine stating that you have taken office. This letter must include the signature of your Seneschal verifying the change of office, or be accompanied by a separate letter to that effect. Letters will be accepted via email. In such a case, the Seneschal must send a separate message verifying the change of office.
2. This office will use the roster system rather than individual warrants. Upon receipt of the above notification the Kingdom Chatelaine will contact you to obtain your information for the roster.
3. Send any changes in status or contact information to the Kingdom Chatelaine as soon as possible.
4. The roster will be updated on a regular basis and is available to all local Chatelaines upon request.


2. Responsibilities of a Chatelaine
1. Welcome and assist newcomers to the Society and your local branch. Educate them about the Society. Inform them of the times and locations of business meetings, fight practices, guild meetings, etc. Introduce them to established members and help them to find activities that interest them. Assist them in preparing for and attending their first events, and encourage them to ask questions and become involved.
2. Supervise or assist with demos, disseminating information about the Society to prospective members.
1. Demos that include martial arts must have appropriate marshals present.
2. Note that all demos must be in compliance with the Society-wide demo policy.
3. Copies of the Society-wide demo policy can be obtained from the Kingdom Chatelaine. (Note: the demo policy can also be found at: http://www.sca.org/officers/chatelain/demopolicy.html)
3. Build, maintain, and oversee a "Gold Key" collection of loaner garb and gear sufficient to the needs of your local branch.
4. Serve as an information clearinghouse and referral service. In that capacity maintain a collection of forms, handouts, and books for distribution or loan to newcomers. Also maintain lists of good books on a variety of subjects, sources for equipment and supplies, and local members who can teach or assist with various subjects or projects.
5. Appoint and supervise any deputies you might need to fulfill the above.
6. If you have a problem you can't handle, ask for help.
7. File quarterly reports with the Kingdom Chatelaine.


3. Reports
1. Reports are due by April 10th, July 10th, October 10th, and January 10th, and should cover activities over the three-month period preceding the deadline. (For example, the report due April 10th should cover January 1st through March 31st.)
2. If your branch is a subsidiary or incipient branch, you must report directly to the Kingdom Chatelaine. But a copy of your report must also be submitted to the Chatelaine of your supervising branch.
3. Reports may be formatted in whatever manner you find most convenient, provided they include the following information:
1. Date, branch name, Society name, legal name, mailing address, telephone number, email address, Society membership number, and membership expiration date.
2. A summary of any demos, newcomers meetings, publicity, or any special projects that have occurred since your last report.
1. If demos included martial arts, reports must include the name of the marshal in charge at each demo.
3. Any questions, problems, ideas, or suggestions you may have.
4. If possible, it is preferred that reports be submitted via email.
1. Include the name of your branch in the subject line.
2. Please send your email in plain text format.
5. If you do not have access to email, you may submit a hardcopy report via the postal system.
1. Note that the above dates are those by which the reports must be received, not postmarked. Be sure to allow plenty of time for travel through the postal system.
2. When addressing the envelope, be sure to use the Kingdom Chatelaine's legal name.
3. Type or print your report. Do not use calligraphy or calligraphy style fonts.
6. Branches that fail to file two consecutive quarterly reports will be considered delinquent and the following actions will be taken:
1. Branch seneschal will be informed of the branch’s delinquent status.
2. The branch will have until the next quarterly report is due to either file a report or elect a new chatelaine.
3. If the branch fails to comply by the third consecutive quarterly report, the officer will be removed and/or the branch will be suspended.