Standard Operating Procedures
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Standard Operating Procedures Approved on 09/27/2020 at the Annual Meeting 1 | P a g e Table of Contents Article I - Membership Membership, A. Powers and Responsibility of Membership Membership, B. Meetings Membership, C. Quorum Membership, D. Voting Membership, E. Non-Violence Policy Membership, F. Code of Conduct Membership, G. Misconduct Article II – Board of Directors Board of Directors – Description Board of Directors, A., All Board Members Board of Directors, A., 1. Executive Chair Board of Directors, A., 2. Executive Vice Chair Board of Directors, A., 3. Executive Secretary Board of Directors, A., 4. Executive Treasurer Board of Directors, A., 5. Events Coordinator Board of Directors, A., 6. Imperial Council Chair and Vice Chair Board of Directors, B. Qualifications / Disqualifications for a Board Position Board of Directors, C. Elections / Assumption of Office Board of Directors, D. Meetings / Quorum / Voting Board of Directors, E. Powers and Responsibilities of the Board of Directors Board of Directors, F. Removal from Office Article III – Reigning Royalty Reigning Royalty – Description Emperor and Empress, A. Reigning Royalty, A, 1. Qualifications and Disqualifications Reigning Royalty, A, 2. Campaign Procedures for Emperor and Empress Reigning Royalty A, 3. Elections of the Emperor and Empress Reigning Royalty, A, 4. Duties and Privileges of Emperor and Empress Prince and Princess Royale, B. Reigning Royalty, E. Qualifications and Responsibilities for the Prince Royale and Princess Royale Regent Monarch(s), C – Description Appointment of a Regent Monarch Reigning Royalty, 1. Qualifications and Eligibility Reigning Royalty, 2. Election Reigning Royalty, 3. Duties and Responsibilities Out of State Public Relations Fund for Reigning Royalty (Monarchs/Regents/Prince & Princess Royale) Article IV – Additions and Revisions of the Standard Operating Procedures SOPs, A. Proposals and Notification of Proposed Additions and Revisions SOPs, B. Approval of Changes to the Standard Operating Procedures Article V – The Imperial Council The Imperial Council – Description Imperial Council, A. Imperial Council Responsibilities Imperial Council, B. Elevation of the King Father / Queen Mother Article VII - Attachments to these Standard Operating Procedures (Documents and Forms 1. Financial Handling Guidelines 2 | P a g e 2. Candidate Guidelines for Emperor and Empress 3. Event/Fundraiser Hosting Procedures 4. Events Fundraising Worksheet 5. Event Money Intake Form 6. BOD Expense Report 7. BOD Check Request form 8. Membership Form 9. ICOM Attendance Form (To be used at all scheduled meetings) 10. ICOM Event Set Form 11. Protocol 12. Membership Directory Guidelines 13. Candidate Application for Emperor/Empress 14. Oath of Office (Board, Monarchs, PRs, etc) 15. Coronation 16. Coronation Checklist 17. Definitions 3 | P a g e ARTICLE I – Court Membership A. Power and Responsibilities of Membership a. Membership is annual, and the membership runs from Investiture of the current reign to Investiture of the next reign. b. Upon payment of dues, all members will have access to the Bylaws, SOP’s, and Code of Conduct online or by request and be considered a member in good standing. Code of Conduct will be agreed to by signing of an application, where it shall state the member agrees to uphold the Bylaws and SOP’s of the Imperial Court of Minnesota c. Membership consists of the following: i. A continuing/ongoing membership is one that has dues paid from reign to reign within 30 days of Investiture and may vote accordingly once the dues are paid ii. Renewing Membership – a renewing membership is one that has paid dues to the Imperial Court of Minnesota in the past and is reactivating their membership and may vote after a sixty (60) day probationary period following the renewal. iii. New Membership – members joining for the first time and have never paid dues or a member who has officially resigned his/her/their membership and is rejoining under a sixty (60) day probationary period d. Recruit new members for the organization e. The Court shall retain the power to elect 5 members to the following positions to the Board of Directors: Executive Chair, Executive Vice Chair, Executive Secretary, Executive Treasurer and Events Coordinator f. Once a member officially resigns his/her/their membership in writing (text, e- mail, or social media) to a member of the Executive Board, in order to become a member in good standing again, his/her/their membership must be approved by a majority of the General Court at the General Court meeting following a sixty (60) day probation period. B. Meetings a. Meetings of the Court shall be held regularly and be presided over by the reigning monarchs i. Notification of the date, time, and location for the regular meetings would need to be sent out to the membership by the Monarchs no later than 5 days prior to the meeting ii. Record of the attendance is required for every meeting and notated in the minutes by the secretary (See Article II 3 Executive Secretary) b. The meeting held in September of each year shall be defined as the Annual Meeting of the Imperial Court of Minnesota. It is a combined meeting of the General Membership, Board of Directors, and the Imperial Council. This meeting is presided over by the Executive Chair c. Meetings will be conducted based on the guidelines of Robert’s Rules of Order and Parliamentary Procedure, with reference to these Standard Operating Procedures, Bylaws, and any applicable State and/or Federal laws regulating 501(C)3 organizations C. Quorum 4 | P a g e a. A quorum shall consist of those individuals who are members in good standing, and who are present at the specified time and place of the duly scheduled meeting of the Court, regardless of their number D. Voting a. Voting is limited to members in good standing and to renewing members or new members after sixty (60) days have passed from the date of the membership i. Unless otherwise required by Robert’s Rules of Order, the results of any vote will be a simple majority of votes cast ii. Abstentions do not count as a vote cast iii. Prior to all voting, the meeting chair will announce how the vote will be calculated E. Non-Violence Policy a. The Imperial Court of Minnesota has adopted a non-violence policy. “Whereas, verbal and physical abuse are acts of violence and whereas the Imperial Court of Minnesota will not tolerate such acts. We, therefore, declare all official events and locations, at which they are being held, to me known as ‘violence-free zones.’ We, the Imperial Court of Minnesota, make a commitment to non-violent ways to deal with conflict, if, for any reason, this resolution is broken, the Board of Directors will handle any reported violations and determine if an investigation for misconduct is appropriate or necessary.” F. Code of Conduct a. Court will adopt a Code of Conduct that will state: i. I will fulfill all duties I voluntarily accept, or I am assigned ii. I will not speak in a derogatory or inflammatory manner about our organization, a Board Member, Monarch, Royale Family Member, or any other prominent person in our community via verbal, written and/or social media iii. I will treat all fellow members of ICOM and other Courts with respect and courtesy iv. I will make a significant contribution to the Imperial Court of Minnesota as a result of my membership v. I understand that ICOM has no tolerance for violence or theft vi. Inebriation will not be tolerated at any official meeting of the organization, including but not limited to meetings of the General Court, Board of Directors, Imperial Council, Imperial Court hosted events etc. vii. I understand that if a violation occurs, the following steps will be taken 1. The witnessing or aggrieved party shall put in writing detailed information regarding the violation and give that written statement to any member of the Executive Board 2. The Executive Chair of the Board of Directors shall present the alleged violation to the Board to determine its validity and convene an Inquiry Committee if necessary, per the Standard Operating Procedures of the Imperial Court of Minnesota viii. If a violation occurs that falls under any of the incidents, with or without a grievance or inquiry filed, it is automatic grounds for removal from the Board and/or Court Membership for one calendar year with 2/3 majority 5 | P a g e vote by the General Court. All titles and numbers will be on one calendar year suspension at which time, the Board will review whether the titles and numbers will be reinstated. This action follows the guidelines of the Non-Violence Policy under Article I Section E. ix. Incidents may include, but not limited, to State and Federal felonies and misdemeanors: Assault, battery, homicide, manslaughter, rape, robbery, sexual assault, arson, blackmail, bribery, burglary, embezzlement, extortion, fraud, larceny, bullying and indecent exposure x. This agreement shall remain in force for the duration of the membership, including membership of the Imperial Council or until supplemented by an updated Code of Conduct. The Code of Conduct will be agreed to by the signing of an application where it shall state – that the member agrees to uphold the Bylaws and Standard Operating Procedures of the Imperial Court of Minnesota. G. Misconduct a. Definitions and Procedures for any allegations of Misconduct i. Misconduct would include, but is not limited to any financial impropriety, misappropriation of funds, acts of theft, bodily harm to another member, harassment, bullying and threats against a member(s), the organization, or a Code of Conduct violation. ii. Any Courtier that believes another member has committed any act that could be construed as misconduct, as defined above, may submit a written request for inquiry to an Executive member of the Board of Directors.