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Registered: 09-2007
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Tribunal Policies and Guidelines for Harmonic Convergence


1. The Tribunal
a. The Tribunal consists of three rotating members and a Shadow. The Shadow is to be involved in all stages of planning, to include all conversations held by the Tribunal concerning event planning. This is to develop the Shadow’s understanding of the Tribunal process and prepare him/her to run for the next available Tribunal position.
b. Tribunal voting occurs throughout the planning process and where referenced, it is intended for the three Tribunal members. The Shadow only votes if one member abstains and there is a tie.
c. The Tribunal provides on-site event oversight, rectifying issues with facilities and amongst the Event Coordinators as necessary. In the instance that a Tribunal member is also an Event Coordinator for the issue in question, then that member is considered to automatically abstain from any such vote as per Section 1.b.
d. Major decisions geared towards changing the event template pursuant to continuity as stated below in Section 3.a will be resolved by a standard Tribunal vote.

2. Tribunal Election
a. The Tribunal is elected by the Unit Council of Eryndor to three year overlapping terms as per the Chapter Bylaw update of January 2015. The Tribunal Shadow is elected to a one year position by the same body of authority. Nominations and elections occur in line with the Chapter Executive Board nominations and elections, and are subject to the same removal procedures as any other elected member within the Chapter. A person cannot hold a position on the Tribunal and the Executive Board simultaneously. It has been recommended that the same hold true for the Tribunal and Unit Council with the exception of the Tribunal Shadow.

3. Tribunal Duties
a. To maintain continuity of the event from year to year. Continuity may include, but is not limited to: event name, location, time of year, format, branding, nightlife, tournaments, prizes, awards, and theme, etc. Continuous improvement is understood to occur through both the feedback of attendees as well as through the suggestions of the volunteer staff.
b. To establish a date and location for the annual realm-hosted campout in a timely manner, and to notify the realm’s e-board of this recommendation.
c. To create a promotional event page template after the date and location are selected.
d. To assist in the advertisement of the event; keeping all information updated and in a centralized location to better assist others in advertising. Examples include the event planning page, event page, and the boards, etc.
e. To gather candidates for the Event Coordinator positions and to appoint these positions in a timely manner prior to event execution as per Section 4.
f. To help gather volunteers for the appointed Event Coordinators which may include Tribunal members if necessary.
g. To manage the budget for the event as per Section 6, Budget.
h. To delegate any responsibility not mentioned herein to the purview of an Event Coordinator or member of the Tribunal. Responsibilities delegated in such a manner must in turn be accepted by the chosen party before taking affect. If a delegated responsibility is not accepted, then another individual, Event Coordinator or otherwise, may be selected.
4. Event Coordinator Appointments
a. The Tribunal may appoint the Event Coordinators with a simple majority vote. Prior to appointment, the Tribunal will discuss with each candidate the following criteria: experience, creativity, desire to improve the event, and the candidates requested budget if different from the Preliminary Budget.

5. Event Coordinators’ Responsibilities
a. Event Coordinators are responsible for the various aspects required to prosecute a Dagorhir campout. Listed below are the aspects in which the Tribunal may appoint an Event Coordinator. This list is not exhaustive and may at any time be updated by the Tribunal to cover duties not commonly understood to be contained below.
i. Troll and Security - establish shifts, print waivers, bring change box/change, etc.
ii. Weapons Check – follow the Dagorhir MOA, inventory the event bin, etc.
iii. Day Battles and Heralding – design & execution of battles, etc.
iv. Tournaments – execute the Elemental Four Horsemen and Wargod tourneys
v. Feast – supply enough to feed a projected number of people Saturday evening
vi. Night Life – execution of the Quest for the Elements & Bardic Competition

6. The Budget
a. The budget works in three phases: preliminary budget, proposed budget, and the final budget.
i. The Preliminary Budget
1. The preliminary budget is subject to change multiple times and is not posted publicly within the planning page or boards until it is proposed as per 6.a.ii.1.
2. The preliminary budget is initially written by a member of the Tribunal and is based off of historical event data.
3. The purpose of the preliminary budget is to establish a guideline off of which to base the Event Coordinators’ selection and event expense.
4. Once the preliminary budget is written, it is presented to the Tribunal by the member who wrote it. The Tribunal then votes to approve the budget line by line, requesting any changes before voting. The budget is now the proposed budget.
ii. The Proposed Budget
1. The proposed budget is created from the preliminary budget. It is to be posted publicly in whatever group/board/etc. is being utilized for planning. This enables Event Coordinator candidates to be aware of their budget constraints.
2. During the Event Coordinators’ selection, the Tribunal will take the candidates’ proposed expenditures into account if they are greater than the proposed budget. This process initiates a line-by-line vote of the proposed budget by the Tribunal.
a. Any overages to the proposed budget before the event must be approved by a standard vote of the Tribunal.
b. Any overages to the proposed budget at the event must be approved by any three members of the Tribunal, to include the Shadow.
i. If these changes are proposed to cover an expense by a member of the Tribunal, that member automatically abstains and the Shadow will vote as per Section 1.b. If the voting body does not consist of three members at that time, then the current sitting President of Eryndor will vote. If necessary, the Treasurer will be the next in line to fill the third voting position, followed by the Vice President, Coordinator, and lastly, the Magistrate.
3. The Final Budget
a. The final budget is put together at the end of the event and takes into account all receipts and final attendance.
b. If an Event Coordinator or member of the Tribunal spend more than their allotment in the proposed budget, or if the overage in question was not already rectified as per paragraph 6.A.ii.2.c.i above, then the individual is initially only refunded the amount listed in the proposed budget.
c. After all receipts are processed and the total revenue is known, the Tribunal may then vote, item by item, to refund the receipts turned in by individuals that are in excess of the amount that they were initially approved for.
i. If these overages are to cover an expense by a member of the Tribunal, that member automatically abstains and the Shadow will vote as per Section 1.b. If the voting body does not consist of three members at that time, then the current sitting President of Eryndor will vote. If necessary, the Treasurer will be the next in line to fill the third voting position, followed by the Vice President, Coordinator, and lastly, the Magistrate.
d. All remaining revenue is turned over to the Realm, and the budget is now the final budget. The final budget will be posted in whatever group/board/etc. is being utilized for planning. This is in order to facilitate transparency for any interested parties and to support the planning of future events.
6/8/2016, 6:30 am Link to this post Send Email to Pheadrus   Send PM to Pheadrus
 


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