Bylaws of the Crown Province of Ostgardr

Version: Dec. 21, 2013

I. The Crown Province of Østgarðr functions as a Barony under the Laws of the Kingdom of the East.

I.A.

These rules are binding on the Crown Province of Østgarðr and each of its cantons in existence at the time of enactment. Any cantons formed after enactment must accept them in order to receive the Provincial Seneschal’s approval for recognition.

II. Viceregency

II.A.

The titular heads of Østgarðr are the Viceroy and/or Vicereine, collectively referred to hereafter as the Viceregency.

II.B.

Duties and Privileges of the Viceregency

II.B.1. To award such provincial awards as are established

II.B.2. To preside over the selection of Provincial Champions

II.B.3. To hold Viceregal court.

II.B.4. To Preside at High Table in Østgarðr .

II.B.5. To invite Royalty to Østgarðrian events.

II.B.6. To participate in the selection of Provincial and Cantonal officers as described below.

II.B.7. To participate in the removal of officers as described below.

II.C Succession

II.C.1. Announcement

Upon announcement of the resignation or removal of the titular heads, these succession procedures and the deadline for nomination of candidates shall be published in Kingdom and Provincial newsletters; it is strongly encouraged that they also be published in Canton newsletters, on the Web, on e-mail lists, etc.

II.C.2. Eligibility

Any person meeting the eligibility requirements for a Landed Baron(ess) under East Kingdom and Society law, and having held a legal residence for at least the past year within the Society-recognized boundaries of Østgarðr, shall be eligible to be a candidate for Viceroy or Vicereine.

II.C.3. Nomination

All candidates for Viceroy and Vicereine shall be self-nominated. Candidates may run as individuals, or as a two-person slate, but not both. Any individual or two-person slate may become a candidate by informing the Provincial Seneschal, Kingdom Seneschal (or the relevant deputy), the Crown, and the Heirs to the Crown (if any; if not, candidates must inform the new Heirs within a reasonable time after such Heirs are chosen). Such notification must be in writing, on paper, and include the modern name, address, modern signature, Society name, proof of membership, and proof of residency of each individual on the slate.

II.C.4. Polling

At least 30 days (preferably 60) after the deadline for nominations, a poll shall be sent via U.S. mail to all eligible voters under East Kingdom and Society law. Ballots must be prepared by the Provincial Seneschal and be approved by the Kingdom Seneschal (or the relevant deputy). Ballots must be printed with

  • A statement of the purpose of the polling
  • The closing date of the polling, which must be at least 30 days and no more than 60 days after the poll is sent out
  • Instructions for completing and returning the ballot
  • The recipient and address to which the completed ballots must be returned
  • A choice of statements allowing the ballot recipient to certify whether or not they are at least fourteen years of age
  • A list of candidate slates, in random order
  • Spaces for the ballot recipient to fill in his/her Society membership number and legal name
  • A space for the ballot recipient’s legal signature

The recipient of the ballot is to rank the candidate slates from “most preferred” to “least preferred”. Some or all slates may be unranked without invalidating the ballot.

II.C.5. Tabulation of Results

For each returned poll, if N slates are ranked, the “most preferred” slate gets N points, the “second most preferred” slate gets N-1, and so on; the “least preferred” slate gets one point. Unranked slates get no points. The total number of points received by each slate shall be reported to the Kingdom Seneschal and the Crown, with the understanding that the slate with the most points is the Province’s choice for Viceregency.

III. Officers of Østgarðr

III.A. Østgarðr shall have all officers required by East Kingdom Law. Currently they are:

  • Seneschal
  • Herald
  • Knight Marshal
  • Exchequer
  • Minister of Lists
  • Chronicler
  • Minister of Arts & Sciences
  • Chatelaine/Castellan

III.C. Provincial Officers Council

III.C.1.

The Provincial Officers Council (POC) shall be defined as the Viceregency, all the rostered officers of the Province and the Seneschals of each of the Cantons.

III.C.2.

Each person (Not office) on the council shall have one vote in matters requiring a vote.

III.C.3.

Written proxies can be given only for a specific item or topic (i.e.e.g. Vote to remove an officer) General or unwritten proxies will not be accepted.

A quorum shall consist of 51% of those persons entitled to a seat on the council.

III.C.4.

Former Provincial Seneschals may be invited to become non-voting advisory members.

III.C.5.

Meetings of the POC may be called by the Seneschal, Viceroy and/or Vicereine on 30 days notice, except in cases for votes to remove an officer as described below.

III.C.6.

The Seneschal shall call a special meeting of the Provincial Officers’ Council on 30 days notice upon petition of 3 or more of the officers other than the Seneschal , Viceroy or Vicereine.

III.C.7.

Individuals not normally on the POC may be invited to attend all or part of a meeting by the Viceroy, Vicereine, Seneschal or 3 other individual members of the POC.

III.C.8.

Meetings shall take place at least once in each Royal reign.

III.D. Seneschal

III.D.1.

The Seneschal is the chief administrative officer of Østgarðr. See kingdom law and the Seneschal’s Handbook for a definition of the duties and responsibilities.

III.D.2.

All Provincial Officer changes must be approved by the Seneschal and the Viceregency.

III.D.3.

The Canton Seneschals are deputy seneschals of the Province.

III.D.4.

The Provincial Seneschal may also appoint deputy seneschals as needed.

III.E. Officer term limits

III.E.1.

The Seneschal of the Province and the Canton Seneschals serve a two year term which may be renewed once for an additional two years. This is because of the high stress level of the job. Past seneschals may serve again after a two year term has passed. The seneschal of one of the cantons may succeed the seneschal of the Province and be eligible for two two year terms. Exceptions to the four year term limit may only be granted by 3/4 of the other persons on the Provincial Officers’ Council and, if for a canton seneschal , 3/4 of the officers of the canton in addition.

III.E.2.

The other Provincial and Cantonal officers serve two year terms at the pleasure of their Kingdom superiors. All should keep in mind that if they find themselves doing the job out of responsibility rather than out of pleasure, it might be time to find a replacement. All citizens of Østgarðr are asked to advise their friends in office if they are getting stale in office.

III.F. Officer selection

III.F.1.

To be an officer of Østgarðr or one of its Cantons a person must meet all the requirements of the East Kingdom, including membership and rostering by the appropriate Kingdom Officer.

III.F.2.

In addition a person must have been a resident of Østgarðr for six months to hold provincial office. To be an officer of a canton a person must have been active in the canton three months to hold canton office other than canton seneschal which requires a six month residency.

III.F.3.

In the normal course of business, at least four months before an office is to become vacant, the current officer should notify his/her seneschal and notice should be run in the Provincial newsletter and the appropriate Canton newsletters. Those who would bid for the job should notify, in writing, the current officer and the appropriate seneschal, and in the case of a canton officer the respective provincial officer. Where there is more than one volunteer, due deliberation should be made by the provincial or Cantonal officers council.

III.F.4.

In an emergency, the Seneschal may make a temporary appointment to a term of not more than six months so that a normal selection may take place.

III.F.5a.

Where there are no suitable volunteers for a non required office, the position may remain vacant, to be re-advertised in the newsletters until the position is filled.

III.F.5b.

Where there are no suitable volunteers for a required Provincial office, the Viceregency, Seneschal and outgoing officer are a defacto search committee with the power to make the appointment. Where there are no suitable volunteers for a required Cantonal office, the Viceregency, Canton Seneschal, corresponding Provincial Officer and outgoing officer are a defacto search committee with the power to make the appointment.

III.F.6.

Because the Seneschal of a Canton is a member of the Officers Council, all candidates for Canton Seneschal must be acceptable to the Provincial Seneschal, the Viceregency, and the Provincial Officers Council.

III.G. Removal of Officers

III.G.1.

Provincial officers are expected to be reasonably active in the affairs of the Province. This is defined as attending 50% of the Provincial Business Meetings per annum and attending 50% of the Provincial events per annum. (Excluding specialty events e.g. Brew U. or Cooks Collegium)

III.G.2.

Canton officers Seneschals are expected to attend at least 75% of the Canton’s business meetings per annum and 50% of the canton’s events per annum. (Excluding specialty events e.g. Brew U. or Cooks Collegium)

III.G.3.

An officer who is not meeting the activity level deemed appropriate shall be given a verbal an oral warning by the Seneschal and/or Viceregency with a written, dated memo to the Seneschal’s file, the second warning to be in writing. with copies to each member of the Provincial Officers’ Council.

If he/she does not improve and chooses not to resign the matter may be brought to the Provincial Officers’ Council.

In the case of a Canton officer, other than the Canton Seneschal, if the situation cannot be dealt with at the Cantonal level, the Canton Seneschal shall issue an oral warning with a written, dated memo to the Canton Seneschal’s file with a copy to the Provincial Seneschal, the Provincial officer equivalent, and the Viceregency. The second warning shall come in writing with copies to the Cantal Officers’ corps with a copy to the Provincial Seneschal, the Provincial officer equivalent, and the Viceregency. If the Canton officer does not improve ande chooses not to resign, the matter may be brought to the Kingdom superior by the Canton Seneschal, Provincial Seneschal, the Viceregency, and the Provincial officer equivalent.

III.G.4.

If an officer is acting contrary to the best interests of Østgarðr and if after counseling, does not improve, the Seneschal or the Viceroy or the Vicereine or a petition of three other members of the POC shall bring the matter to the Provincial Officers’ Council.

Three quarters of the total votes of those attending a meeting of the Provincial Officers’ Council including written proxies shall be necessary to recommend removal of an officer to the Kingdom superior. If the office is one that does not have a kingdom counterpart, a three quarters vote of those attending a meeting of the Provincial Officers’ Council including written proxies shall be necessary for removal. Notice of a vote to remove an officer must be mailed by the Seneschal and/or Viceregency at least 14 days before such vote to the voting members of the Provincial officers’ council with notice by certified mail to the person to be voted upon.

IV Provincial Awards

IV.A. The Order of the Seahorse

The Order of the Seahorse is granted by the Viceregency to those citizens of the Province who have distinguished themselves in the arts or to those persons who have served Østgarðr whether resident or not. The qualifications are entirely subjective and are given at the whim of the Viceregency. Citizens of Østgarðr are encouraged to nominate those worthy of this honor to the Viceregency.

IV.B. The Order of the Seadog

The Order of the Seadog is granted by the Viceregency to citizens for service at the Canton level. Citizens of Østgarðr are encouraged to nominate those worthy of this honor to the Viceregency.

IV.C. The Østgarðrian Ladies’ Favor

Bestowed by the Vicereine (if any) upon the person who has most distinguished him/herself both on and off the list field. She may, if she chooses, confer with the other Ladies of Østgarðr. The Favor is worn for one year and may be bestowed on the same person on more than one occasion.

IV.D. The Honor of the Sea Star

Bestowed by the Viceregency upon individuals who have, on a particular occasion, served the Province well and “made things happen”. May be repeated.

V. Publication and Distribution

V.A.

A copy of these by laws shall be made available to each person assuming Provincial or Cantonal Office.

V.B.

Copies shall be made available to any person requesting them in writing, at cost.

V.C.

Once each year the seneschal shall publish notice of the availability of copies in the Provincial newsletter.

VI. Enactment & Change

VI.A.

These rules become binding upon Østgarðr and its Cantons when:

  • They have been adopted by a 75% vote of the Østgarðrian Provincial Officer Council., and
  • They have been adopted by a majority vote of each of the Cantons’ Officer Councils. (Defined as those officers who are rostered by their Kingdom Officers. These shall be full officers, not deputies.)

VI.B.

Changes may be proposed in a meeting of the Provincial Officers’ Council, and approved by a vote of 75% of the Provincial and majority of each Cantons Officer Council.

VI.C.

Changes to conform to changes in Kingdom or Society Law are automatic and will be published in the Provincial newsletter by the seneschal.