Club Charter

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Club Charter

Post by capcityadmin » Sat Jul 15, 2017 5:29 pm

Capital City Jedi Knights
Charter


ARTICLE I - Organization Name

The name of this organization shall be Capital City Jedi Knights (CCJK).

ARTICLE II - Mission

Capital City Jedi Knights is a non-profit group that donates its time supporting local non-profits, charities, and community events through the performance of costumed choreographed lightsaber stage combat based in the Star Wars Universe.

ARTICLE III - Representation

CCJK recognizes that the members of the Club have no claim to the copyright and intellectual property of Lucasfilm Ltd. (LFL) or Disney Entertainment except by the privileges authorized to the organization by LFL and Disney Entertainment. Members acknowledge and accept that they portray the characters of STAR WARS when in costume and acting on behalf of the Club at Club sponsored events. While representing the Club, members agree to do so courteously, professionally, responsibly, and in a manner that reflects similar age-appropriate content to the Star Wars movies.

ARTICLE IV - Membership

CCJK will not discriminate membership based on sex, race, religion, creed, nationality, sexual orientation, nor physical handicap. Discrimination amongst members will not be tolerated. Membership in CCJK is a privilege, not a right, and can be denied, suspended, or revoked for cause, including violations of Article XI - Code of Conduct. Attendance at three practice sessions will be considered a request for membership. The practices need not be consecutive but must occur within a 90-day window. The Council will grant membership at the conclusion of the third practice unless the Council finds cause to postpone or deny membership. The council retains the right to deny or postpone membership for cause.

Section 1. Requirements
  1. All candidates for Active membership must be 18 years of age or older. Those aged 10 and older may participate as a Family Member with written permission and in conjunction with the active participation of a parent, legal guardian, or their adult designee. Those aged 12 and older may be considered for Apprentice Membership with written permission and in conjunction with the active participation of a parent or legal guardian.
  2. Members are expected to comply with all applicable local, state, and national laws. Members are also expected to comply with the rules and regulations of CCJK, LFL, Disney Entertainment, event locations, and practice locations.
  3. Individuals that are affiliated with an organization that has been banned from attending events with other costume groups will not be considered for new membership.
  4. Once membership has been granted, all members shall maintain their current contact information with the Council.
  5. Active members shall maintain active participation in club activities. Members are encouraged, but not required, to attend CCJK events, but must maintain at least a 50 percent attendance at practices for the organization year to be considered an Active Member. Organizational years start October 1st and end September 30th of the following year. Attendance at official club events can be substituted for missed practices for Active member status within the club on a 1-for-1 basis.
  6. CCJK reserves the right to deny or revoke membership at any time based on criminal history. Crimes against children, sexual crimes, and felonies are grounds for immediate and permanent dismissal from the organization. Proof of an undisclosed criminal history of this nature will result in an immediate revocation of membership. There is no appeal.
Section 2. Exemptions
  1. Members who serve in active and reserve military are exempt from activity level requirements if their service renders them unable to meet these requirements.
  2. Members unable to attend due to a condition covered by the Family Medical Leave Act (FMLA) are exempt from activity level requirements if their condition renders them unable to meet these requirements for a period not to exceed one calendar year. Members are required to notify the council in writing that a qualifying condition exists but are not required to state the specific condition. The one-year period officially starts when the Council receives written notification from the requesting CCJK member.
  3. The Council may, by unanimous decision, exempt a candidate or current member from any or all existing requirements. The exemption and reasons for the exemption must be recorded and made available to the general membership.
Section 3. Membership Classifications
  1. Active Membership is defined as a member in good standing who meets all the requirements for membership within CCJK. These members may:
    1. Vote in any CCJK poll or election.
    2. Be nominated for or hold any elected or appointed office within CCJK.
    3. Purchase or create official CCJK merchandise.
    4. Have their picture and/or profile displayed in or on CCJK materials.
    5. Coordinate/host official CCJK events.
    6. Participate in official CCJK events and functions.
    7. Have access to CCJK forums or other private social media pages.
  2. Apprentice Membership is defined as an individual who is a dependent of a member in good standing who meets all the requirements for membership within CCJK including the activity requirements but does not meet the age requirement for active membership. These members may:
    1. Purchase or create official CCJK merchandise.
    2. Have their picture and/or profile displayed in or on CCJK materials with parent or legal guardian permission.
    3. Participate in official CCJK events and functions including combat roles provided the parent or legal guardian is participating in the same event. Combat roles must be approved both by the parent or legal guardian, and the fight director.
    4. Have access to CCJK forums or other private social media pages subject to the minimum age requirement of the service provider.
    An Apprentice Member may not:
    1. Vote in any CCJK election. (May vote in polls.)
    2. Be nominated for or hold any elected office within CCJK.
    3. Coordinate/host official CCJK events.
  3. Inactive Membership is defined as a member in good standing who does not meet the activity requirements for active membership within CCJK. These members may:
    1. Have access to CCJK forums or other private social media pages.
    2. Have their picture and/or profile displayed in or on CCJK materials. Pictures and/or information may be marked "Inactive" where appropriate.
    3. Participate in official CCJK events and functions.
    4. Purchase official CCJK merchandise.
    An Inactive Member may not:
    1. Vote in any CCJK poll or election.
    2. Be nominated for or hold any elected or appointed office within CCJK.
    3. Create official CCJK merchandise.
    4. Coordinate/host official CCJK events.
  4. Legacy Membership is defined as a member in good standing who has either voluntarily left the organization or has been an inactive member for more than 12 months. These members may:
    1. Have limited access to CCJK forums or other private social media pages.
    2. Have their picture and/or profile displayed in or on CCJK materials. Pictures and/or information may be marked "Legacy" where appropriate.
    3. Participate in official CCJK events and functions at the discretion of the Council.
    A Legacy Member may not:
    1. Vote in any CCJK poll or election.
    2. Be nominated for or hold any elected or appointed office within CCJK.
    3. Purchase or create official CCJK merchandise.
    4. Coordinate/host official CCJK events.
  5. Family Membership is defined as an individual who is a dependent, spouse, or domestic partner of a current Active Member in good standing. This level of membership is at the discretion of the Council and does not have an attendance or age requirement. These members may:
    1. Have limited access to CCJK forums or other private social media pages.
    2. Hold an appointed office within CCJK for a limited term to fulfil specific club needs.
    3. Create official CCJK merchandise at the discretion of the Council.
    4. Participate in official CCJK events and functions in a support or non-combat role at the discretion of the Council.
    5. Have their picture and/or profile displayed in or on CCJK materials.
    A Family Member may not:
    1. Vote in any CCJK election.
    2. Be nominated for or hold any elected office within CCJK.
    3. Coordinate/host official CCJK events.
    4. Purchase official CCJK merchandise, except for photos of groups, practices, or other events that may inadvertently include Family Members.
  6. Honorary Membership is defined as a special membership to recognize individuals who have contributed in a significant way to the Star Wars universe or to CCJK. This level of membership is granted at the discretion of the Council. These members may:
    1. Have their picture and/or profile displayed in or on CCJK materials.
    2. Participate in official CCJK events and functions.
    3. Have access to CCJK forums or other private social media pages.
    4. Purchase official CCJK merchandise.
    5. Create official CCJK merchandise at the discretion of the Council.
    An Honorary Member may not:
    1. Vote in any CCJK election.
    2. Be nominated for or hold any elected or appointed office within CCJK.
    3. Coordinate/host official CCJK events.
  7. Suspended Membership is defined as a member in poor standing as imposed by the Council during, or as the result of, a disciplinary action, administrative action, or investigation. This is a temporary status pending either a return to Active status or change to Terminated status.

    All membership rights and privileges are suspended, pending the outcome of proceedings that were responsible for the change to this status, or at the end of the duration established by disciplinary action.
    • Terminated Membership is defined as a member in poor standing who has had their membership revoked due to disciplinary proceedings or a criminal offense, or a member who deliberately resigns their membership to avoid the loss of good standing or to avoid disciplinary action. Members who are terminated shall be added to a record of Terminated Members.

      A Terminated Member may not:
      1. Vote in any CCJK poll or election.
      2. Be nominated for or hold any elected or appointed office within CCJK.
      3. Purchase, create nor display official CCJK merchandise.
      4. Have their picture and/or profile displayed in or on CCJK materials.
      5. Coordinate/host official CCJK events.
      6. Participate in official CCJK events and functions.
      7. Have access to CCJK forums or other private social media pages.
    ARTICLE V - Events

    Any member in good standing is permitted to attend any scheduled CCJK event. Attendance at limited capacity events is prioritized in the following manner: Active, Apprentice, Inactive, Family, Legacy, and Honorary members. This order may be modified at the discretion of the Council as required to fill specific event requirements and needs. All members attending an official CCJK event are required to wear either an approved costume or official CCJK-branded clothing. Exceptions for clothing due to unavailability are at the discretion of the Council.

    All events will have a Point of Contact designated by the Event Coordinator responsible for the event. This Point of Contact will serve as a liaison between CCJK and the event staff during the event and is responsible for managing the schedule and members who are present. Following the event, the Point of Contact will file a report with the Council that shall consist of an attendance record, summary of CCJK's actions at the event, and other relevant information as deemed necessary.

    At events where members may bring their children (including child aged Family Members), they are the sole responsibility of the member who is their parent/guardian and not that of CCJK. Allowing members to bring their children is dependent on the rules of the event and at the discretion of the Point of Contact, the Event Coordinator, and the Council.

    Apprentice Members will be allowed to participate in all events unless minors are specifically prohibited by the event administrators or venue. Apprentice Members are the sole responsibility of their parent or legal guardian and not that of CCJK.

    ARTICLE VI – Meetings

    Section 1. Practices

    Practices are the regularly scheduled official instruction and rehearsal times hosted by CCJK. Any person that is not a Suspended or Terminated member, falling within the age requirements of Section 1a, and not otherwise prohibited by local, state, or national law is permitted to attend practices. It is the responsibility of the Council to schedule, coordinate, staff, and advertise practices. At practices where a member of the Council will not be in attendance, a Council proxy will be selected by the Council to oversee and report on that practice. At least one Council member must be present at all practices designated 'mandatory' or when official CCJK business is to be conducted during practice.

    Section 2. Social Gatherings

    Social gatherings may be held at the discretion of CCJK or its members. These gatherings do not count toward practice or attendance counts. Except where the gathering is organized and hosted by the Council for official CCJK business, all such gatherings are considered unofficial functions of CCJK.

    ARTICLE VII - Offices

    Council Offices must be filled by a member of Council and each Council member is limited to holding no more than one Council Office. The only exception is the Council member nominated for Head of Council; they will occupy two offices. Council members may hold additional non-Council offices if able, willing, and approved by the rest of the Council. There are 5 elected council members. Three council members are up for election on odd election years, two on even election years.

    Non-Council offices can be filled by non-Council members if appointed by the Council. These offices, if held by a non-Council member, do not make the holder part of Council or give the holder voting rights on the Council. Multiple members may be appointed to a non-Council office, the responsibilities then being divided among all in the office.

    Section 1. Council Offices
    1. Head of Council
      1. Oversees the Council's operations and presides over Council meetings.
      2. Acts as the primary face of CCJK and manages public image and awareness.
      3. Serves as the primary liaison between the Council and the general membership and is responsible for making announcements, conveying Council decisions, fielding questions, and keeping the general membership aware of arising situations and events.
      4. Serves as the primary point of contact with Lucasfilm Ltd. and Disney Entertainment.
      5. Elected by voting council members on a yearly basis.
      6. Does not participate in Council votes but serves as the Council tie breaking vote when necessary.
    2. Secretary / Treasurer
      1. Records the minutes of all Council meetings, both regular and special.
      2. Maintains attendance records.
      3. Maintains all member paperwork and contact information.
      4. Maintains scripts and event records.
      5. Is the primary authorized user of CCJK's bank account and holds the primary debit card and checkbook.
      6. Maintains a record of member donations.
      7. Balances CCJK checkbook and bank account.
      8. Develops a budget for the organization.
    3. Fight Director
      1. Oversees the training and instruction of all members.
      2. Develops an educational plan for the organization.
      3. Responsible for appointing and managing Instructors and bringing in outside instructors as needed.
      4. Approves all fights prior to inclusion in performances and has the final say on all fights.
    4. Costume Supervisor
      1. Maintains the costume standards of the organization.
      2. Oversees the development and refinement of the Costume Standards.
      3. Responsible for appointing and managing the Costume Judge team.
      4. Is the final authority on all costumes within the organization.
    5. Event Director
      1. Responsible for assigning parts for performances.
      2. Runs technical and dress rehearsals.
      3. Works with the club members and Council to produce and direct a show that is entertaining to watch whilst being as safe as reasonably achievable.
    Section 2. Non-Council Offices
    1. Event Coordinator
      1. Notifies Council of all event invitations.
      2. Sets up and coordinates event and performance details with the venue organizer and any other groups that an event may be jointly attended with, including but not limited to performance space, changing areas, concessions/provisions, and table space.
      3. Designates a Point of Contact for each event.
      4. Provides any digital or physical publicity materials to confirmed event venues.
    2. Costume Judge(s) – If possible, there should be at least three (3) costume judges.
      1. Assists all members in research, construction, altering, and/or obtaining a costume that meets the Costume Standards in the Operations Handbook.
      2. Passes or denies all requests for approval of costumes, providing reasonable suggestions to aid those who are denied.
      3. Assists Costume Supervisor in maintaining, developing, and refining the Costume Standards in the Operations Handbook.
      4. Should have a working knowledge of costuming to aid in decision making and advising members.
    3. Educator(s) – Educators may be appointed for a single practice, a practice series, or a long-term position.
      1. Develops individual lesson plans for practices.
      2. Assists in the development and refinement of member fights.
      3. Assists Fight Director in maintaining, developing, and refining standardized CCJK techniques and forms.
      4. Should have a working knowledge of stage combat and/or martial arts.
    4. Archivist
      1. Responsible for finding and obtaining copies of a representative sample of photographic, digital, visual material, and applicable copyright information taken at practices, events and functions.
      2. Works with the Secretary to maintain availability of archival club records to anyone within the club who requests them.
      3. Maintains collection of training materials for all club members who request them.
      4. Maintains all archival material in a responsible and accessible manner in accordance with the record retention policy.
    5. Webmaster
      1. Regularly updates website to the specifications as needed and dictated by the Council.
      2. Handles upkeep of forums and social media platforms.
        1. Sets up and maintains Event pages, notifications, and updates.
        2. Provides status updates, reminders of events, general thank you’s, uploads photos, videos, etc..
        3. Checks messages and fields general questions.
        4. Moderates forum and social media pages for any spam, malicious, or inappropriate postings; responds as necessary and notifies Council in a timely manner.
    6. Election Coordinator
      1. Will be appointed by majority vote of the membership from a list of volunteers to collect and tally all votes.
    ARTICLE VIII - Elections

    Section 1. Standard Elections

    All Council offices up for reelection, special and regular, will be put up for election beginning the last Saturday of September. At this time the general membership may nominate members as potential candidates for the open Council offices. The nomination period will end one week after the announcement date. For the nomination to be official, it must be seconded by another member and accepted by the nominee.

    During the nomination period, questions may be submitted to the nominees in a public forum accessible to the general membership. The purpose of these questions is to give the nominees a chance to express themselves on topics relevant to the club and its operation. Nominees are encouraged, but not required, to respond to these questions in a public forum accessible to the general membership.

    Beginning on the second Saturday in October, elections will be opened for a period of one week. An Election Coordinator will be appointed by majority vote of the membership to collect and tally all votes. The Election Coordinator must be a member in good standing and not be a nominee for the Council. Votes will be submitted to the Election Coordinator in writing by paper ballot or electronic means. Multiple votes, verbal votes, or votes submitted in such a way as to prevent positive identification of the voter will not be counted. After verifying the status of voters and the validity of each vote, the Election Coordinator will tally votes and remove any documentation of the voter’s identity from the record ensuring each voter’s anonymity.

    On the third Saturday of October or when all eligible votes have been received, whichever comes first, the Election Coordinator will meet with the current Council to verify the vote tally and present it to the general membership, at which point the newly elected Council's term will begin.

    In the event of a tied vote for one or more Council offices, the outgoing Council will remain in their offices and a run-off election will take place for a period of one week. Any further tied results will be resolved on the fourth Saturday of October as the general membership sees fit and the newly elected Council's term will begin.

    Should a nominated individual drop out of the election prior to the completion of the voting period, the election process will not be halted or restarted. The current Council may, with the consent of a majority of the general membership, extend the nomination and voting periods if there are insufficient nominees.

    Section 2. Special Elections

    If a Council office becomes available outside of the normal election period, a special election will be held beginning the Saturday after the office becomes available and following the timeline of a normal election. The Council may, with consent of a majority of the general membership, modify the election process to meet a pressing need of the club. A member elected to fill that council office will serve out the remainder of that office term.

    Section 3. Recall Elections

    The general membership may address problems in leadership by calling for a recall election of any member of Council. A recall election against a member of Council requires three Active Members.

    If a request for a recall election is made, the Council, excepting the member against which the complaint has been made, will evaluate the merit of the request. If the Council determines that the complaint has merit, a forum will be opened for one week to discuss the complaint. After this, a vote will be taken over a period of one week. A recall vote must pass by a two-thirds vote, in which case the Council member will be immediately removed from their office and a special election will be held as described in Section 2 above.

    The recalled Council member is ineligible to be nominated for Council again. No Council member may be subject to a recall election more than twice in a single term.

    Section 4. Other

    Appointed positions serve at the discretion of the Council and are subject to being relieved of duty at the Council’s discretion or at the beginning of a newly elected Council’s term. The incoming Council will have the option of retaining or replacing any or all of the appointed positions.

    In the event of insufficient nominees, all eligible current members of Council will automatically be nominated for election.

    In the event of an unbreakable tie, the office will be left vacant for a period of two weeks, at which time a special election will be held.

    ARTICLE IX - Code of Conduct

    Section 1. Major Offenses
    1. Being found guilty of a felony.
    2. Being observed to participate in discriminatory behavior, either in person or online.
    3. Physically assaulting a club member or their family.
    4. Physically assaulting a participant or attendee at a club event.
    5. Theft of club property.
    6. Sexual harassment.
    7. Religious harassment (i.e. Anti-Semitism).
    8. Shows a pattern of repeated minor offenses.
    Section 2. Minor Offenses
    1. Being disrespectful of other members or of Council either at meetings, events, or online.
    2. Being disrespectful of other clubs at events where they are participating in conjunction with CCJK or in discussion online about said events.
    3. Creating a hostile environment through direct action or speech or by improper physical contact.
    4. Breaking any other rule or policy of CCJK, event locations, or practice locations while participating as a CCJK member.
    ARTICLE X - Disciplinary Actions

    Section 1. Dispute Resolution
    1. A verbal or written complaint is delivered to any Council member in person or via online communication.
    2. The person in question that is the cause of the complaint will be notified by a Council Member that a complaint has been filed.
    3. A personal counseling session or disciplinary hearing will be convened as appropriate.
    4. Counseling sessions will include two Council members that are not related by family or marriage. If the offence is sexual in nature, there must be one female and one male council member.
    5. Counseling sessions are informal, and the individual will have the opportunity to defend themselves regarding the alleged action.
    6. Repeat minor offenses will result in a Disciplinary Hearing.
    Section 2. Disciplinary Hearings
    1. The person in question that is the cause of the complaint will be notified by a Council Member that a complaint has been filed.
    2. A hearing will be convened within 3 weeks and will involve the entire Council.
    3. Evidence will be presented to the Council and the accused party will be given the opportunity to defend their actions.
    4. A 3-out-of-5 vote of the council is required to place the accused into probationary status. A unanimous vote of the Council is required to separate the accused from the club.
    5. A simple majority of the Council can also vote to acquit the accused.
    6. In the event that the accused is a Council member a simple majority vote by the Club is required to remove them from office.
    7. The supposition is that all accused are innocent until proven guilty beyond a reasonable doubt.
    ARTICLE XI - Merchandising and Branding

    CCJK is a club based on a copyrighted property and is not authorized to profit from the sales of merchandise bearing images or ideas from the Star Wars property.

    Section 1. Requirements for all Merchandise
    1. Materials created to promote or advertise CCJK will be sold only to members of CCJK and at cost, merchandise is not to be sold to the general public unless authorized and approved by Lucasfilm Ltd..
    2. All merchandise must meet CCJK guidelines as outlined in the Operations Handbook and approved by the Council prior to production. Merchandise not abiding by these guidelines will be considered unauthorized and its sale shall be forbidden to members of CCJK. Producing or distributing unauthorized merchandise may be subject to disciplinary action.
    3. Any items bearing the words "Capital City Jedi Knights", "CapCityJedi", "CCJK", the CCJK Logo, URLs, or any other term or image that can be reasonably identified with CCJK or its affiliates are considered representative of CCJK. Production of such items must be authorized by the Council.
    4. CCJK does not endorse or manage the creation or sale of props, costumes, or costume parts or materials by anyone for sale to non-members. CCJK will not intervene in private sales or transactions of non-Club merchandise or products. CCJK rules do not extend to any disputes related to these matters.
    ARTICLE XII - Amendments

    Any member in good standing may present a charter amendment to the Council in writing. The Council will review the proposed amendment and decide by majority vote if the proposed amendment should be brought before the general membership. The proposed amendment will then be presented to the general membership in a private section of CCJK forums to be discussed for a minimum of one week. At the end of this time, a vote will be taken on the adoption of the amendment and will be adopted by a two-thirds vote of the general membership.

    ARTICLE XIII - Dissolution

    Capital City Jedi Knights shall continue until dissolved by a two-thirds vote of the membership at a special meeting called for that purpose. Upon dissolution, all of the assets of the organization, after all expenses and debts have been paid, shall be distributed at the discretion of the Council to a local charitable organization.

    Supplemental Documents:
    Operations Handbook
    Costume Standards
    Merchandise Guidelines
    • Items must be free of vulgarity.
    • Items must be free of offensive material as determined by a reasonable person and/or the Council.
    • Items must be as free of copyrighted material as possible (including use of unmodified Lucasfilm Ltd. photos, artwork, official LFL/Star Wars fonts, and movie titles).
    • Items must not be advertised offered for sale anywhere open to the general public, except for sanctioned cases approved by the Council and Lucasfilm Ltd..
    • Items must not be tied to any outside commercial entity or venture without the express permission of Lucasfilm Ltd. Approvals for these items will be obtained from Lucasfilm Ltd by the Council.
    • Items must not misrepresent or misidentify its user/wearer in any role other than as a member or supporter of Capital City Jedi Knights. No shirt will bear the label "Security" or "Staff" unless created with the full permission of an event organizer and labeled specifically for that event only.
    • Items cannot contain or incorporate any part or image of the U.S.A. Flag. The use of other local and/or national flags is dependent on local laws and codes.
    Version 6.5
    04/24/2019

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