Officer's Policies

1. The Bid Process:
   1. There are three ways that bids can be submitted - in response to a request from the seneschal for traditional or required events, in response to a request from Kingdom to host Kingdom events and finally, because the potential autocrat has come up with a cool idea. All of these begin with a bid letter being sent to the baronial seneschal. Kingdom events also have their own additional requirements not detailed here; but if the autocrat intends to have the barony host the Kingdom event, then the baronial seneschal and exchequer must approve the bid also.
   2. The potential autocrat should consider the size, length of event, activities, possible theme, preferred dates, camping or no, feast or no. It might be wise to inquire of the seneschal possible dates and discuss with the exchequer what similar events have cost and what they have returned to the barony. This process should start at least 6 months before the event, and as much as 12-15 months if the event will be in a busy season such as Christmas or has the potential to conflict with other events.
   3. Next the autocrat should write a proposal letter or email. This is not a contract; it will not be necessary to stick with every detail of the description. The purpose of the letter is to ask, "This is what I have in mind. Do I have your permission to pursue this further?"
   4. The seneschal may solicit input from the populace on the proposal(s) in any public forum commonly used by the barony, such as the business meeting, email list, QD, but is not required to do so. If more than one proposal is submitted, the decision is up to the seneschal.
   5. Once approved, the seneschal will discuss the proposal letter in the next barony meeting to gather input and lay the groundwork for group support of the event.
   6. Then the autocrat researches what is needed to make the proposal happen. He/she finds a site, a cook, a marshal, someone to run A&S, archery and other key activities, a troll. The autocrat estimates costs and attendance, target profit and then draws up a budget. See the baronial financial policy for the budget form. Get the site contract and review it. Create an event form and a flyer to go into the Acorn. BUT DO NOT ACT ON ANY OF THESE ITEMS YET!
   7. Meet with the seneschal and the exchequer, preferably at the same time. Go over your form, flyer and contract. Supply a copy of the contract for the seneschal and a copy of your budget for the exchequer. Make a list of any questions or issues they have concerning potential problems (such as parking, building or site occupancy limits, alcohol policy, profitability) so that you can resolve them later. Get approval on the flyer and signatures on the contract, budget and the event form.
   8. The seneschal can allow the autocrat to sign the event site contract because of expediency or an established working relationship with the autocrat and/or the site. The autocrat should have an active membership and written or email permission from the seneschal prior to signing.
   9. The autocrat must work with the exchequer to get site deposit and payments, to deposit reservation moneys promptly, and to make sure that he/she is familiar with current financial policy concerning reporting expenses. The autocrat is responsible for making sure that the troll staff is familiar with the exchequer's requirements for reporting and balancing troll. Prior arrangements should be made for picking up troll cash and returning troll receipts. The autocrat must gain approval from the exchequer and the seneschal for any extraordinary expenses that will go beyond the maximum budgeted cost of the event.
   10. About a week prior to the event, the autocrat should contact the seneschal and exchequer again and address anything new or significantly changed. This is a good time to get those last minute advance checks, pick up the key to the storage unit, get waiver forms and the like.
2. The barony is not required by Kingdom or Society law to provide refunds for those who do not attend an event for which they have pre-registered if the individual does not attend. However, it promotes general good will to provide refunds for those who give advance notice that they will not attend or who promptly request a refund after the event. The autocrat should determine the refund policy for these situations prior to composing the event flyer.
3. No reservation refund requests should be honored more than 30 days after the event. No refund will be given to those who are evicted from the site for failure to comply with event policy, or with modern, Kingdom or Society law. The barony should make every effort to provide refunds for any events cancelled by the barony. If individuals chose to donate that refund to the barony, it should be reported as "other income".
4. The alcohol and refund policy must be prominently posted at troll, and in the event flyer.
5. It is not the intention of this policy to remove the authority or restrict the creativity of the autocrat. Although it is always the right and responsibility of the seneschal to "fire" a dangerous or incompetent autocrat, and of the exchequer to oversee troll, the seneschal and exchequer should not try to run the event with the autocrat as a committee. This takes all the fun out of it and can slow things down to a crawl when quick decisions are needed.
6. If the event is to be a fundraiser for a specific fund - whether the QD, the Kingdom travel fund, Toys for Tots - that should be clearly stated in the bid, in the flyer and at troll. If there is fundraiser activity at the event, the person running the activity should make very clear what the fund is for and post it prominently. The exchequer should set up a fund for that purpose, receive the profit into those funds and disperse those funds promptly.
7. The barony will comply with the Kingdom Minister of Minors policies and guidelines as much as possible. No children's activities will be held at an official event or barony sanctioned demo without the guidance of the baronial Minister of Minors. Any activities for children held in private camps without approval of the autocrat and the Minister of Minors will not have the support of any barony officers and the barony will not assume responsibility for those activities. Keep in mind that there are state laws that govern people who care for other people's children.

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1. The Quartermaster must be present when items are checked in and out of the storage unit.
2. All items in the storage unit must be signed in and out. The only exception is Gold Key items belonging to the Chatelaine office.
3. It is the responsibilty of the person who signed out the baronial item to make sure all items are returned. The Cooks gear is to be returned clean, dry, and in the correct container.
4. It is the responsibilty of the person needing items from the baronial storage unit to contact the Quartermaster at least two weeks in advance to set up a day and time to pick items up.

DRAFT
Caer Mear Baronial Office Turnover policy:

GOAL: To have a consistent process by which office turnovers will be managed, allowing those with interest to apply, choosing the best candidate, and avoiding unnecessary delays in succession.

1. Deputies: Any officer may have as many deputies as they are allowed by their Kingdom Superior. If warrants are required for deputies, the Seneschal will assist in the warranting upon request.
   a. Every officer is encouraged to declare one of their deputies as a "Drop-Dead" deputy. The drop-dead deputy should be kept up to speed on issues of the office, and be able to step up at short notice.
2. Office Turnover: When a Baronial Officer either
   a. Decides they need to step down in the upcoming future, or
   b. Is required by Law (term limit, etc) To step down, the following process will be followed if possible:
   i. The Officer will inform the Senechal that they wish/are required to step down, and the date at which they wish the transition to occur
   
   1. Ideally, the Officer will provide at least a month's notice (Barony Meeting to Barony Meeting)
   2. The resignation will be published to the populace e-mail list with a call for successors, if time allows.
   
   ii. If an Officer must be transitioned before the next Barony Meeting, the Drop-Dead deputy will be given the office, as a temporary measure to ensure continuity. The Seneschal and the Current Office Holder (if available) will work with the Drop-Dead deputy to complete whatever warranting procedures are required to enable them to carry the Office on a temporary basis.
   1. If a Drop-Dead deputy is not available, the Seneschal, in consultation with the appropriate Kingdom officer, may appoint any available member to assume the office on a temporary basis if the office is mandatory.
   c. At the next Barony Meeting following the notice (or the same meeting, if notice is given at a Meeting and a turnover needs to be performed before the next meeting), nominations will be taken for a successor.
   1. All current deputies of the Officer, including the Drop-Dead deputy, will automatically be placed into Nomination, unless they decline
   2. Other populace members qualified may place themselves into Nomination, either in person at the meeting, or by sending a note to the Current Office Holder and the Seneschal of their intent to apply for the office

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