Galladorn Bylaws

Updated 03/31/2023
  • 1.
    • 1.1.
      • 1.1.1.
        Galladorn Membership is open to everyone living within range of its territories or areas where no existing Belegarth chapter is present. Anyone wishing membership residing within another realm's area of influence will be subject to a membership evaluation by the Galladorn Realm.
      • 1.1.2.
        No potential member will be denied membership due to sex, age, race, religion, sexual orientation, etc.
    • 1.2.
      • 1.2.1.
        In order to be considered an 'Active member', a member must attend a Galladorn hosted event or practice or, attend another Realm's event or practice while wearing Galladorn's symbol at least six (6) times between Summer’s End of the previous year to Summer’s End of the current year (inclusive), also referred to as ‘the current season’.
      • 1.2.2.
        In order to obtain a 'Voting membership', a member must be ‘Active’ as well as pay a yearly membership fee of $20 to the Galladorn Treasury. The ‘Membership Fee’ is discounted by the total amount the member has already paid to the realm through donations and/or troll at day battles for ‘the current season’.
      • 1.2.3.
        Voting members receive free troll to Galladorn day battles.
    • 1.3.
      • 1.3.1.
        The minimum age to participate in combat is thirteen (13). This requirement is void for any non-combatants wishing to join Galladorn.
      • 1.3.2.
        Those members under thirteen (13) years of age wishing to participate in combat may be allowed to participate in one on one combat, if and only if their parent/legal guardian is present at all times and the other combatant is in agreement.
      • 1.3.3.
        Any participant between ages thirteen (13) and fifteen (15) inclusively are to be accompanied by a parent/guardian at all times at Galladorn hosted events
      • 1.3.4.
        For safety reasons individuals who are too young, medically unfit, or otherwise impaired may not be permitted to participate in combat as deemed by any ‘Realm Official’.
      • 1.3.5.
        New combatants are to use a single blue or a blue and shield until deemed proficient by a ‘Realm Official’.
    • 1.4.
      • 1.4.1.
        Convicted sex offenders are banned from Galladorn events and practices. Special considerations can be made on a case-by-case basis.
      • 1.4.2.
        Any person that consistently breaks bylaws and/or does not follow the Code of Conduct after multiple warnings may be banned with a majority vote.
    • 1.5.
      • 1.5.1.
        All participants, whether combatant or noncombatant, must have a signed and completed waiver on file.
      • 1.5.2.
        Members between the age of thirteen (13) and seventeen (17) inclusively must have a completed waiver notarized and with parent signature, or must be filled out with the participant, their parent, and a realm official present
      • 1.5.3.
        All members are required to keep emergency contact information updated and current.
      • 1.5.4.
        No member may participate in any simulated combat including practices and/or events hosted by Galladorn unless they have a valid waiver/release.
  • 2.
    • 2.1.
      • 2.1.1.
        Elected Official - someone who obtains leadership status through the voting process
      • 2.1.2.
        Appointed Official - someone who obtains leadership status through appointment of power by the ‘Elected Officials’
      • 2.1.3.
        Realm Offical - any Official, both elected and/or appointed
    • 2.2.
      Elected Positions
      • 2.2.1.
        The Government of Galladorn will consist of the following positions: President, Secretary, Treasurer, Head Marshal, Head Weapons Check, Head New Player Trainer, Social Media Coordinator, and Discord Administrator.
      • 2.2.2.
        No member may hold more than one (1) elected position.
      • 2.2.3.
        In the event the President steps down, the Secretary will take their place for the remainder of the term.
      • 2.2.4.
        In the event that any other ‘Elected Positions’ become vacant the remaining officers will appoint someone to the position in the interim
          Within a reasonable time frame, the open position will be announced for those who wish to nominate/run for it, and a vote held.
            This vote will be decided by simple majority of ‘Voting Members’
      • 2.2.5.
        In the event that it is necessary to impeach one (1) or multiple officers, the ‘Voting Members’ of Galladorn can vote and impeach an officer by a two-thirds (2/3) majority vote. The impeachment vote must be announced with a minimum of fourteen (14) days notice before the vote takes place.
      • 2.2.6.
        All ‘Elected Officials’ are to fill in for any of the other positions when necessary.
      • 2.2.7.
        The term of an ‘Elected Official’ ends on Summer’s End if not ended prematurely (2.2.4)
    • 2.3.
      • 2.3.1.
        Common duties of all officials.
          Attend all realm and leadership meetings.
            If a ‘Realm Official’ is unable to attend a meeting, they are required to tell other ‘Realm Officials’ in advance of the meeting.
          Recruit new members to the Realm.
          Determining actions taken with regards to disciplinary matters
          Meet the attendance requirements to be an ‘Active, Voting Member’
      • 2.3.2.
          Representative of Galladorn.
          Addresses issues as necessary on and off the field.
          Oversees disciplinary matters within the Galladorn Realm.
          Leads coordination Realm Events
          Sets/removes/adjusts RP titles for ‘Realm Officials’/former officials as they see fit.
          Appoints officers to unelected positions (see: ‘Appointed Officials’) as necessary, with approval from one (1) other ‘Elected Official’.
      • 2.3.3.
          Maintains attendance records for practice and events.
          Makes sure participants sign waivers when necessary and maintains waiver records.
          Keeps minutes of realm meetings.
          Keeps records of membership status.
          Sends official communications to Belegarth (TM)
          Coordinates Realm and Lead Meetings
      • 2.3.4.
          Maintains the Galladorn treasury.
            Reimburses individuals who spend personal funds on Galladorn approved expenses.
            Keeps a record of all monies collected and spent.
          Funds (treasury) are not to be spent without pre-approval from the other ‘Elected Officials’
            Any funds under XYZ$ do not require pre-approval
      • 2.3.5.
        Head Marshal
          Interpret and enforce all rules of Galladorn
          Appoint lesser marshals for single events or practice
          Responsible for logging any ‘incidents’ that occur at an event
          Construct battles for day battle
          Maintains all supplies needed to run field battles.
          The Head Marshal reserves the right to temporarily suspend a member.
            Temporary Suspension is defined as:
              Suspension for up to one (1) month.
              If this member holds an office, they are still permitted to carry out their term.
              This temporary suspension can become a suspension, or be overturned pending review by ‘Realm Officials’
      • 2.3.6.
        Head Weapons Check
          Must be up to date on the rules being used for the event
          Has final say on all equipment allowed onto the field.
          Is responsible for the reasonable upkeep of any realm held loaner gear (i.e. weapons, armor, projectiles, shields) or any items left at an event.
            Any item left in lost in found will be used for the betterment of the realm after a period of 30 days
          Appoints a representative if they are unable to attend a realm event.
          Maintains all supplies needed to check equipment and tag passing equipment.
          Appoints and trains other weapon checkers to work under them.
          Must adhere to all national rules pertaining to safety equipment and garb.
      • 2.3.7.
        Head New Player Trainer
          Must be up to date on the rules being used for the event.
          Responsible for training all new fighters in basic rules and safety.
          Appoints a representative if they are unable to attend a realm event.
          Coaches new players about acceptable on-field behaviors and works with new players to address any concerns.
          Monthly checkups on the new players progress with a focus of “How to fight efficiently and safely”. These sessions should gauge retention of rules/etiquette through the use of spars, tutorials, etc.
          New Players are defined from the time they first make an appearance in Galladorn, until the Head New Player Trainer deems otherwise.
      • 2.3.8.
        Social Media Coordinator
          Must maintain the Realm’s social media accounts and outreach
            Create and posting content.
            Answering questions.
          May appoint another ‘Elected Official’ to fulfill these duties.
      • 2.3.9.
        Discord Administrator
          Must maintain the discord
            Roles and permissions
            Channel monitoring
            General Discord help
          Bring any concerning Discord content to the other members of leadership.
      • 2.3.10.
        Appointed Officials
          An ‘Appointed Official’ fills a need in leadership that is not currently under the purview of another position. If an appointed position is held through many years, it should be under consideration to become an ‘Elected Official’
          The term of ‘Appointed Officials’ ends on Summer’s End, or may be ended prematurely at the discretion of the president and one (1) other ’Elected Official’.
    • 2.4.
      • 2.4.1.
        Elections will be held once per year at Summer’s End.
      • 2.4.2.
        ‘Voting members’ may nominate other ‘Voting members’, including themselves, for election.
      • 2.4.3.
        candidates must be at least eighteen (18) years of age.
      • 2.4.4.
        The ‘Elected Official's term begins the day following Summer’s End, and ends on Summer’s End the following year.
      • 2.4.5.
        Only members with a ‘Voting membership’ are allowed to vote.
  • 3.
    • 3.1.
      Formation requirements
      • 3.1.1.
        The founding member(s) of a local unit must be an Active member.
      • 3.1.2.
        The proposed unit must consist of at least four (4) total members.
      • 3.1.3.
        The proposed unit must have a signed and completed Unit Charter.
    • 3.2.
      Unit Expectations and Galladorn Realm Requirements
      • 3.2.1.
        Units, both local and national, must act as positive representatives of the Galladorn Realm at all times.
      • 3.2.2.
        Units may develop their own requirements for garb, armor, weapons, and fighting style as long as the requirements are not in violation of the Belegarth Book of War (BoW) or Galladorn bylaws.
      • 3.2.3.
        Units may use endurance tests, feats of strength, or other physical/mental trials to aid with characterization determining ranks and titles, and awarding certificates of merit, but the tests are to be conducted in a safe manner in keeping with the guidelines found in the BoW and Galladorn bylaws.
    • 3.3.
      Unit Leaders
      • 3.3.1.
        The Unit Leader(s) is/are responsible for their unit and its members.
      • 3.3.2.
        The Unit Leader(s) must ensure the units members fight in both a safe and acceptable manner as outlined in the BoW.
      • 3.3.3.
        The Unit Leader(s) must ensure the units members behave accordingly in public.
      • 3.3.4.
        The Unit Leader(s) must demonstrate a firm knowledge of Galladorn's safety rules and policies as well as the Belegarth BoW.
      • 3.3.5.
        The Unit Leader(s) makes announcements to the unit's members regarding the realm.
      • 3.3.6.
        The Unit Leader must ensure any loaner weapons within the unit meet Belegarth BoW standards.
      • 3.3.7.
        At their discretion the Unit Leader(s) may choose to delegate any or all of the above responsibilities to members of their unit but the Leader(s) is/are ultimately responsible if any of the above duties are not discharged as outlined.
  • 4.
    Combat Safety
    • 4.1.
      Galladorn uses the rules as set forth in the Belegarth Book of War (BoW).
      • 4.1.1.
        In addition, Galldorn may choose to have ‘House Rules’. These ‘House Rules’ superseded the BoW.
    • 4.2.
      'Realm officials' may ban any action or maneuver not covered by the BoW if it is deemed to be a safety hazard to other fighters.
    • 4.3.
      'Realm officials' may limit the types of weapons a fighter can use (“demote”) if the fighter has proven to be a safety hazard for other fighters.
    • 4.4.
      'Elected officials' (or designated appointees) may demote the combatant for a period of one (1) practice.
    • 4.5.
      Demotion for more than one (1) practice may be implemented but only after a unanimous ruling by the Galladorn 'Elected Officials'.
  • 5.
    • 5.1.
      Any ‘Voting Member’ may propose an amendment to the bylaws or ‘House Rules’.
    • 5.2.
      Amendments must be proposed and seconded by another ‘Voting Member’
    • 5.3.
      An Amendment or Vote may be called for at any time. At the next leadership meeting, the proposal will be reviewed and a timeline for voting established.
      • 5.3.1.
        If a vote has been called for and a voting timeline established, new items for the voting period must be submitted no later than one (1) week before a vote is to be held/posted
    • 5.4.
      Amendments to the bylaws and ‘House Rules’ will be voted on and passed by a simple majority of all ‘Voting Members’ present or if an online poll is used, the amendment passes by a simple majority of all ‘Voting Members’ who participate by the end of the ‘Voting Period’
      • 5.4.1.
        The ‘Voting Period’ of an online poll will be no less than 7 days.
      • 5.4.2.
        If any ‘Voting Member’ wishes to vote but is unable for any reason, they may reach out to the Secretary to submit their vote within the ‘Voting Period’.
      • 5.4.3.
        Announcements of an upcoming vote should be made on all Realm Social Media accounts, and announced at in-person practices.
  • 6.
    Code of Conduct
    • 6.1.
      • 6.1.1.
        All members are expected to be honorable and respectful to other members at all times. Do not act with malice at any time during realm events or practices.
      • 6.1.2.
        Harassment and/or bullying in any form will not be tolerated. Should any member feel that they have been harassed or bullied, they should report it to a ‘Realm Official’ immediately. The ‘Realm Officials’ will decide on a course of action and attempt to swiftly rectify the problem.
      • 6.1.3.
        Hate speech or promotion of hate/terrorist groups is not permitted at Galladorn events and practices.
      • 6.1.4.
        All ‘Realm Officials’ (both elected and appointed) are to hold themselves to a higher standard of behavior, garb, and both off and on-field honor than other members, as they are to set high standards for the realm.
      • 6.1.5.
        All members are to interpret the BoW and Galladorn bylaws in the spirit in which they were written, and not seek out loopholes for any reason.
    • 6.2.
      Galladorn Sponsored Event Camps
      • 6.2.1.
        Galladorn Camp at events is to remain free of illegal substances and underage drinking/smoking.
      • 6.2.2.
        Galladorn Camp should adhere to all event rules and state and federal laws.
      • 6.2.3.
        Galladorn Camp is to remain family friendly as much as possible.
      • 6.2.4.
        Galladorn members and guests thereof are expected to be courteous to, and respectful of the wishes of, others players at any event, in or out of any camp.
      • 6.2.5.
        Any Galladorn Camp should have an Leadership approved ‘Camp Master’.
      • 6.2.6.
        The ‘Camp Master’ is in charge of enforcing the above rules.
  • 7.
    Appendix A: Change Log
    • 7.1.
      Section 1.2.1 was updated to include the 'off season' between summer's end and the season opener as counting towards attendance. As voted on at the season closer 2022.