UCPPE
Policy
Manual
(Revised and approved12-3-2017)
United Court of the Pikes Peak Empire
Policy Manual
TABLE OF CONTENTS
IntroductionPage 1
EnforcementPage 1
Policy 1Board of AdvisorsPage 1
Section 1Powers and Duties
1.01President
1.02Vice President
1.03Corresponding Secretary
1.04Recording Secretary
1.05Treasurer
1.06Members-at-Large
1.07Parliamentarian
1.08Other Officers
1.09Other Duties
Section 2Newsletter
Section 3Meetings
Section 4Phone Polls
Policy 2FinancesPage 3
Section 1Finances
Section 2Expenditures
Section 3Dues
Section 4Cover Charge/Door
Section 5Travel Funds
Policy 3CampaignPage 4
Section 1Campaign Rules and Regulations
Section 2Campaign and Hospitality Suite Committee Chair(s)
Policy 4 VotingPage 5
Section 1Elections and the Selection Process
Section 2Voting
Policy 5CoronationPage 7
Section 1Coronation Pins
Section 2Anniversary Pins
Section 3 Stage Manager
Policy 6Awards Given at CoronationPage 8
Policy 7Process for Disciplinary Action …Page 11
Section 1Powers and Permissions
Section 2Definitions
Section 3Complaints and Grievances
Section 4Reviewing a Complaint/Grevance
Section 5Formal Action
Section 6Formal Charges
Section 7Trial
Section 8Disciplinary Action
Section 9Verdict and Decision of Action
Section 10Mediation
Policy 8Queen Mother and King FatherPage 16
Section 1Election Process
Section 2Duties of the Queen Mother and King Father of the UCPPE
Attachments
Attachment 1Letter of Outcome Communication
Appendices
Appendix APhone Poll Form
Appendix BDonation/Contribution Given to Individual
Appendix CBoard Motion for Policy Change
Appendix DUCPPE Crowning Ceremony
Appendix ECrowning Regalia Presenters
Appendix FUCPPE Oath of Office
Appendix GRing Ceremony
Appendix HNomination forQueen Mother or King Father of UCPPE
RevisionDate: 2017
Introduction
ThispolicymanualcontainstheguidelinesbywhichtheBoardandtheMonarchsshalloperateon adailybasis. Thecontentsare to expanduponareasoftheBy-Lawsthatarenotclear, generalinnature,ornonexistent.Thepurposeistoensure thattheCorporationrunson a consistentbasis,toprevent doubtorquestionsregardingtheoperationoftheBusinessaffairs. Thesepoliciesshallnotchange, modify,ordeleteanyapprovedBy-Law. Intheeventofconflictingcontents,theBy-Lawshaveprecedence.
Enforcement
AswiththeBy-Laws,these policiesmaybewaived,at anytime,byamajorityvote ofa quorumoftheBoardforextenuatingcircumstances. PoliciesarealsosubjecttothediscretionofMembersasstatedintheBy-Laws,ArticlesV,VIIandXVIII. ItistheresponsibilityoftheactiveBoardtoinsure all Boardmembershave a copyofthesepolicies.It istheresponsibilityoftheMonarchsto ensure thatalllinemembersareinformedoftheBy-lawsand Policiesastheypertainto theLineofSuccession.
Policy 1 - BOARDOFADVISORS
Section 1: Powersand Duties(Ref: By-Laws, ArticlesVII,VIII)
TheVicePresidentshallberesponsibleformaintainingtheprotocollistfor allLifetimeTitleholders.Theprotocol listwillbeupdatedannuallyandpresentedforfilingbytheRecordingSecretaryoftheBoardofAdvisors.
ThePresidentorSecretaryshallinsurethattheBy-Laws,andmostrecentlyapprovedPolicyManual,areavailableinhardcopyuponrequestwithin a reasonableperiod,not to exceedthirty(30)days,to anypaidMemberoftheOrganization.
TheBy-Laws,PolicyManual,RulesofCampaign, andCampaignApplicationshallbemade availableintheirentiretytoCandidatesattheannualPacketPickupevent.
TheTreasurershallsupplyamonthlyfinancialreport.Thisshould,ataminimum, account forfundsavailableforspending,amountsthathavebeendesignatedforpurposesbesidesgeneralexpenses,amountsraisedbetweenmonthlyreports,andamountsspent.
SECTION 1.01 President.
The principal duties of the President shall be to preside at all meetings of the members and the Board of Advisors and to have general supervision for the affairs of the Corporation. He shall only cast a vote upon an issue that is tied.
SECTION 1.02 Vice President.
The principal duties of the Vice President shall be to discharge the duties in the absence or disability, for any cause whatsoever, of the President. At some time prior to the entrance of the new monarchs at Coronation, the Vice President will give an award to one Emperor or Empress candidate for running, in the Vice President’s opinion, the best campaign which shall be known as the Chris Jones Award. [Board Amendment passed on 06/13/1996.]
SECTION 1.03 Corresponding Secretary.
The principle duties of the Corresponding Secretary shall be to ensure that a quarterly newsletter and calendar of events is produced and delivered to members and associates (fellow courts and local businesses and organizations) in a timely manner. In addition, the Corresponding Secretary will review Court correspondence and advise the Board of same, prepare letters as directed by the Board, work with current reign and Council of Regents in advertising upcoming Court events, assist in coordinating and producing Coronation information packets and programs, and inform the Board with a monthly review of activities. [Amended on 02/22/2004, General Membership Meeting.] [See Proclamation by Emperor XVII, Bruce Littrell.]
SECTION 1.04 Recording Secretary.
The principle duties of the Recording Secretary shall be to countersign all deeds, leases, and conveyances executed by the Corporation, affix the seal of the Corporation thereto, and to such other papers as shall be required or directed to be sealed, and to keep a record of the proceedings of the Board of Advisors, and to safely and systematically keep all books, papers, records, and documents belonging to the Corporation, or in any way pertaining to the business thereof, except the books and records incidental to the duties of the Treasurer.
SECTION 1.05 Treasurer.
The principal duties of the Treasurer shall to keep an account of all monies, credits, and property of any and every nature of the Corporation which shall come into his/her hands, and to keep accurate account of all monies received and disbursed, and to render such accounts, statements, and inventories of monies received and disbursed and of money and property on hand, and generally of all matters pertaining to his/her office, as shall be required by the Board of Advisors. An individual elected to the office of Treasurer must own, in his or her legal name, real property in El Paso County, Colorado, with an appraised or realtor determined market value of at least $15,000.00 above the total mortgages and encumbrances of said property OR the individual must post a Surety Bond in the amount of $15,000.00. In the case of joint ownership of real property, a legally binding agreement signed by all owners of the property regarding the property ownership requirement must by on file with the Secretary of the Board before the individual takes office. [Amended in 2000, General Membership Meeting.]
SECTION 1.06 Members-at-Large.
Members-at-Large shall carry specific duties.
A.One member-at-large shall be responsible for promoting the Court and insuring that representatives of the Court attend major meetings of other organizations in the realm and shall also be responsible for overseeing a committee that will represent Gay Businesses to the Court by inviting representatives from those businesses. [See Proclamation by Empress II, Viv.]
B.Another member-at-large shall be responsible for overseeing the committees who will be assigned to State Functions insuring the Court’s revenue is not being mishandled through excess production and/or decoration at those functions.
C.The last member-at-large shall be responsible for keeping membership records updated, promoting new members, collection of dues, and the mailing of renewal reminders. [See Proclamation by Emperor XIV, David Eidson.]
SECTION 1.07 Parliamentarian.
At the first Board of Advisors meeting following the Annual General Membership Meeting, the Board shall elect or appoint by consensus other than the President, to serve as Parliamentarian. The role of Parliamentarian shall be to assist in the orderly conduct of meetings. The Parliamentarian shall not use this position for any other purpose. [Amended on 02/12/2006, General Membership Meeting.]
SECTION 1.08 Other Officers.
The Board of Advisors may provide for the appointment of such additional chairs/committees as they may deem for the best interest of the corporation.
SECTION 1.09 Other Duties.
Whenever the Board of Advisors may so order, any two (2) officers, the duties of which do not conflict, may be held by one (1) person. The officers shall perform such additional or different duties as shall from time to time be imposed or required by the Board of Advisors, or as may be prescribed from time to time by the By-Laws.
Section 2: Newsletter
TheNewslettershallnot containitemsofprofanityorobscenityorpersonalattacksonanotherpersonororganization.
TheCorrespondingSecretaryortheNewsletterEditorisauthorized tomakeadjustments, ifnecessary,to anysubmittedarticles,lettersoradvertisementsfromanauthorinwhichthecontentreflectsinaccurateinformationand/orcriticalomissions.
Beforecorrectionsaremade tothearticle,theauthorwillbecontactedto discussand approvethesuggestedchanges. Iftheauthorcannotbereachedpriorto thedesignateddeadlineordisputestheallegedinaccuracies,theeditorhastheprerogative toprintthearticleaswrittenorpullthearticlefrompublication,dependingontheperceivedseverityoftheerror(s)andoromission(s). TheBOAwillreviewboththe article andtheeditor’saction,inthisevent,atthenextmonthlyBoardmeeting.
Section 3: Meetings(Ref: By-Laws, ArticleVI)
TheGeneralMembershipandBy-LawsMeetingshouldbeheldatleastonce a year,preferablyonthesamedayasthevotingforBoardOfficerpositions.
RegularBoardmeetingsshouldbeheldat leastonce amonth orasoftenasnecessaryandshouldbescheduledwithin acoupleofdaysoftheReignsLinemeetings, ifpossible,to providecontinuityofinformation.
Anattemptshouldbemade toensureBoardmeetingsremainopen tothepublic.Exceptionswouldbe,butarenot limitedto,discussionsofsensitiveissuesthatwouldunfairlyorunlawfullyviolatetheprivacyofanindividual.
Section 4: PhonePolls
TelephonePollsare tobeprocessedonanemergencybasisonly,asdeemedbythePresident(orappointeeofthePresident)oftheBoardofAdvisors. ThePresidentorappointeeshallinsurethatnootherpossible actionispossiblepriorto conductingthePoll.
OnlythePresidentorthePresident’sappointeemayconductthepoll.ItmustbewordedthesameforallBoardmemberscontacted,andanydiscussionrequested to beplacedonrecordshouldberecorded.Theproperformatshouldbefollowed(SeeattachmentA).
ABoardmembermayonlyrequesta poll.
TelephonepollsrequestingfundsfromthePersonalCrisisFund mayonlybeconsideredforthetimesensitiveandcriticalexpensesoffood,prescriptionmedicationsandutilities. Rent, andallotherPersonalCrisisFund expenditures, mustbeconsideredata convenedmeetingoftheBOA.The nameoftheindividualrequestingfundsmustbeknown to theBOAinorderto beconsideredbutwillbekept confidentialfromthemembershipandgeneralpublic. Theproperformatshouldbefollowed(SeeattachmentB).
Policy 2 - FINANCES
Section 1: Finances(Ref: By-Laws, Article XI)
EachReignisrequired toassign a linepositionholdertoandfor thepurposeofaccountingandsubmittingtotheTreasurer, fundsraisedateventsotherthanstatefunctions. ThesefundsshouldbesubmittedtotheTreasurernolaterthanforty-eight(48)hoursafterthecompletionoftheevent,regardlessofwhopossessesthecollectedfunds.ItistheMonarchsresponsibilityto ensure thistask iscompletedin atimelymanner.TheMonarchswillbeheldresponsibleforfailure tocomplywiththispolicy.
AllmoneyraisedbyanymemberoftheCourt (oranyoneusingtheCourt’sname)inconnectionwiththeCourtorfortheCourt,mustbeturnedintotheTreasurer(within48hours oftheevent)for deposit, accountinganddisbursement, ifapplicable.It isessentialthatanyappearanceofimproprietyberigorouslyavoided. Court membersmayperform inprivateornon-Courtshows butshouldnotuse theircourttitle.Ifa titleisusedin a non-Courtshow,itistheresponsibilityofthat individual tomakesuretheaudiencemembersareawaretheeventisnotCourt sponsored. ItistheresponsibilityofeveryBoardmemberandeveryRegenttoclearlycommunicatethispolicyto anyoneinvolvedinfundraisingfor thisCourt.
Section 2: Expenditures
TheBoardmustapproveallexpendituresabovetheamount of$50.00forroutineoffice/newsletterprintingandpostage.Individualsmayspend their ownmoneyforgoodsandservicesandseekreimbursement. However, theyassumetheriskthattheBoardmaynotapprovetheirrequest.
TheBoardmaynotapproveexpendituresoutoftheRegent’ssavingsand/orworkingaccountswithoutpriorauthorizationoftheCouncilofRegents,eitheron acase-by-casebasisorperPolicy.
Section 3: Dues(Ref: By-Laws, ArticleIV,Section4.08)
To beanactiveMemberoftheOrganization,holda positionontheBoardofAdvisors,orhold a positionontheLineofSuccession,anindividualisrequiredto havepaidhis/hermembershipduesinfull.Thestatusof“inactivemember”willbegiven tothoselifetimetitleholders whohavenotpaidtheirannualmembershipduesinfull bythedesignatedtime approvedbytheBoardofAdvisors.
Thefeeofannualduesisto be$15.00perperson (newmembership)and$12.00perperson(renewal/lifetime
membership) from1Novemberthrough30Aprilorproratedat$8.00perperson(renewal/lifetimemembership) from1Maythrough31October. [Note: Anynon-lifetimememberwithanexpiredmembershipwillhave to paythe“newmembership”rateforthefirstyear.]TheannualpriceissubjecttochangebasedonrecommendationsoftheMembershipChairand amajorityvote ofa quorumoftheBoardofAdvisors. FeescouldpossiblybeadjustedshouldtheMembershipChairrecommend aDiscountat Membershipdrivefunctions,whichmustbeapprovedbymajorityvote ofa quorumoftheBoardofAdvisors.
Section 4: CoverCharge/Door
Allindividuals,withoutexception, mustpaythenormalticketprice,covercharge,and/ordoorchargeforCourt functionsandevents. TheBoardmustapproveanyexception tothispolicy, inadvance.Thesuggestedcomplimentaryorcompensationrateisasfollows:Individualsworkingthewholeevent fromstart tofinish =100%comp; individualsworkingonehalftheevent =50%comp;individualsworkingone thirdoftheevent =33.3%comp; andindividualsworkingonequarteroftheevent =25%comp. Performerswillreceivenodiscount,unless theyfall into oneofthecategorieslistedabove.
Section 5: TravelFunds
The Emperor and Empress and Prince and Princess Royal are required to attend the coronations of the Denver Mother Court (Imperial Court of the Rocky Mountain Empire), and of the Albuquerque Daughter Court (United Court of the Sandias). For these events the Emperor and Empress and the Prince and Princess Royal will receive reimbursement for two night’s lodging at the coronation hotel and the price of the coronation ball and brunch tickets. In all cases, these reimbursements take place after the submission of receipts to the Treasurer. These reimbursements do not require Board vote.
In addition, the Court allocates further funds to assist the Emperor, Empress, Prince Royal and Princess Royal to attend other coronations of courts recognized by the International Court System. The funds allocated are $800 each for the Emperor and Empress and $400 each for the Prince and Princess Royal. Half of these funds are available for distribution during the first six months following coronation, and half are available after that time. Monarchs must submit receipts for travel, lodging or ball and brunch tickets to the Treasurer in order to receive these funds. All of these travel fund distributions are subject to Board approval, subject to the availability of funds and the productivity of the reign. The Board will approve such disbursements up to the limiting amounts, except under extraordinary circumstances, as determined by vote of the Board.
Policy 3 - CAMPAIGN
Section 1: CampaignRulesandRegulations(Ref: By-Laws, Article IX, Section9.02)
(Asadded to PolicyinSeptember1993, AmendedAugust1996,July12, 1997,andAugust21,2001pertheCouncilofRegents.)
Somerequiredfunctionsmightbewaivedifthecandidatehasmade commitmentsfor workora campaignfunctionisonthatday.
1.Allcandidatesmustbetwenty-one(21)yearsofageorolder.
2.Allcandidatesmustbe aresidentofSouthernColorado,havebeen amemberoftheUnitedCourtofthePikesPeakEmpire, andon a previousReignfor at leastone(1)year.
3.Nocandidatemayhaveresignedhis/herpositionfromtheBoardofAdvisors,Emperor,Empress,Prince orPrincessRoyal,lessthan five (5)yearspriorto his/hercandidacy.
4.Nocandidatemayhaveresignedfromalinepositionlessthantwo(2)yearspriortohis/hercandidacy.
5.EachEmperorandEmpress candidatewillprovidetwo(2)individualsfromtheircampaignstaffs whowillassistwithballroomsetupandbreakdown.
6.Allcandidatesmustattendthefollowingfunctions: 1)ApplicationTurn-In/Q&A;2)CampaignKickoffShow;3)AspenRun;4)FinalAll-Candidates Show. Ifa Candidateisunable to attendbecauseofpriorworkcommitmentsthentheBoardofAdvisors,atitsdiscretion,mayexcusetheCandidate,inwhichtheCandidatemustsend acampaignstaffmemberastheirrepresentative.
7.CandidatesforEmperorandEmpress arerequiredperformtwo(2)fundraisingfunctions.
8.OneofeachMonarchCandidate’sfunctionsmustbedesignated to a charitywithproceedsbeingdistributedaccording tothe By-Law’sandwithapprovalfromtheBoardattheQuestionandAnswersession. Noticeshouldbegiven tothedesignatedcharitysotheymayreceivetheproceeds. Allfundsthatareraised to bedonated to acharitymustbeprocessedthroughtheaccountingsystemof theCourtthroughtheTreasurer.Onefundraisingfunctionwillbedesignated to theCourt.
9.Nocandidateisallowed to begincampaigningpriortotheconclusionoftheQ&ABrunch.
10.Allcandidatesmustbepresent forCoronation. Monarchcandidateswillbeallowedup to ten(10)minutesfor theircampaignentranceatCoronation.
11.NocandidateforEmperor, Empress,orMember-at-large,willbeallowed to showopensupportfor anyothercandidate.Thismeansthatnocandidatemayrecommendsupport foranyothercandidatetothepublic.Acandidatemayhaveothercandidatesparticipateintheirfunctionsaslongasall candidateshavebeenextendedtheopportunityto doso. Candidatesarestronglyencouraged toattendallcandidates’functions.
12.IfacandidateissuccessfulintheirbidforEmperororEmpress,he/shewillberequired toplace adepositorsubmitapromissorynoteforthestateregaliathat he/shereceives. FortheEmpress,thisincludesapproximately$200.00fortheEmpresscrown,andfor theEmperor, approximately$40.00fortheEmperormedallion.ThismustbesubmittedbythefirstregularBoardmeetingfollowingCoronation. EachMonarchisthenrequired tosubmitasimilardeposit forthePrinceandPrincessRoyalregalia,whichareapproximately$100.00forthePrincessRoyalcrownandapproximately$40.00forthePrinceRoyalmedallion.TheMonarchsmaycollect thisfromthePR’s;however,itistheMonarchswhomustsubmitadepositorpromissorynote to theBoardnolaterthanthefirstregularBoardmeeting.Shouldhe/shecompletehis/herReign, he/she may keeptheregalia, andthedepositorpromissorynotewillbereturnedwithinterest. In addition,theregaliamustbereturnedintheconditionreceivedorhe/shewillforfeit his/herdeposit,orthepromissorynotewillbecomepayableupondemandfortheamount equal to replacementorrepairoftheregalia.
13.Anyconduct foundto beunfittingofacandidateiscauseforimmediatedisqualification,asvoted uponbytheCouncilofRegents.
14.Failureto complywiththeserulesasstatedherein mayresultinimmediatedisqualificationorremovalfromoffice,andillegibilityforfuture office, asdeterminedbytheCouncilofRegentsandtheBoardofAdvisors.
15.AllapplicationsforEmperorandEmpressrequire a chargeintheamountof$100.00.$50.00willberefundableiftwo
(2)representativesarepresentto assistinbreakdownandcleanupafterCoronation.
16.ApplicationsforMember-at-largepositionsshallrequirea non-refundablefeeof$15.00.
Section 2: CampaignandHospitalitySuiteCommitteeChair(s)
TheCo-ChairsoftheCouncilofRegentsperformthisresponsibility, perBy-LawsandPolicy.TheresponsibilityoftheCouncilincludesoverseeingthecampaignsofthecandidates,insuringproperdecorumandthattherulesofthecampaignarefollowed. TheCouncilisalsoresponsibleforthefundraisingnecessaryto coverallexpensesofthe Regalia to include but not limited to the Emperor and Prince Royal’srings,the Emperor and Prince Royal’s Medallions, the Empress’ Crown and the Princess’ Tiara. TheCouncilisalsoresponsibleforthefundraisingnecessaryto coverallexpensesofthehospitalitysuite,insuringthattheCandidatesandRegentsprovide ameansto operate the hospitalitysuite,asitshould.Specificsinclude,but arenot limitedto,roomrental,liquor,food,bartenders,generaloperationofthesuite and the hotel rooms for the Co-Chairs (maximum 2 nights for 2 rooms).
Policy 4 - VOTING
Section 1: Electionsand theSelectionProcess(Ref: By-Laws, ArticlesVI, IX)
ElectionsofBoardmembersandMonarchsshallbeannounced to thepublicbyanymeansofthegeneralsourcesavailablethroughthepostingofmediawithcompletedescriptionsofpositionsand theirduties,scheduleddateofvoting,locations,anddateofannouncement, asrequiredbythe State ofColoradoorelsewhereinaccordancewithlaw. Thispostingshallbeaccomplishedwithin a periodofsixty(60)dayspriortothevote,orascloseaspossible.
ProspectiveCandidatesforthepositionsofMember-at-large totheBoardofAdvisorsandthatofEmperororEmpress,ortheirdesignatedrepresentatives, mustobtainapplicationpacketsatthedesignatedplaceandtime.Applicationswillbereviewed,andmustbeacceptedorrejectedbytheBoardofAdvisors,ata dateofapproximately4to 6 weeks priortovotingatameetingdateandtimeto beannouncedbytheBoard. Noovertcampaigningmaybeperformedpriorto thattimeforthepositionsofEmperorandEmpress. ThereshallbenocampaigningfortheCandidatesoftheMember-at-largepositions. Campaigningshallcommenceat CampaignKickoffbeginningwiththeopeningofthe“All-CandidatesShow”.
AllprospectiveCandidatesforOfficerpositionstotheBoardofAdvisorsmustobtainanapplicationnolaterthantheDecemberregularBoardmeeting(orthemeetingtwomonthspriortotheVotingdate).TheBoardwillacceptorrejectapplicationsoftheBoardcandidatesbymajorityvote ofa QuorumoftheBoardattheregularBoardmeetingone(1)monthbeforeelections.
Section 2: Voting (Ref: By-Laws, ArticleIX,Section9.02)
AllVotingwilloccuronthedatesandatthetimesandlocationsagreeduponbytheBoard.Allvoters,except CouncilofRegentmembers,mustberesidentsofSouthernColorado,withintheboundaries setforthintheBy-Laws,showvalidproofofresidency(Coloradostate IDordriverslicense, militaryID,utilityorphonebillintheirname)andbeat leasteighteen(18)yearsofage. Duringvoting,thenamesandaddressesorphonenumbersofall voterswillbenumberedandrecorded. (Note:Ballotsarenotnumbered.Nowrite-incandidatesshallbeaccepted. Noabsenteeballotsshallbepermitted.)(SeeArticleV,Section5.07)
Thevotingboxwill havetwolocks.Onekeyto beheldbythePresidentoftheBoardandtheotherbytheBoardappointedindividualwhowillcount thevotes. Theindividualorfirmselectedto auditthevotesshallbe a person(s)removedfromthecourt,preferablyanaccountant/accountingfirm.
Oncevotingisover,theboxwillberemoved toalocationagreeduponbythePresidentandtheVoteAuditor.OnlytheVoteAuditor(s)maybepresentduringthecount.ThePresidentwillnot partakeinthecountnorknowtheresultsuntilCoronationnightwhentheauditorpresentsthesealedresults. Theactualvote count shallremainunknownunlessarecountisrequested.
Onlyifthereisa conflict(tievote)orelectionirregularity,willthePresident beinformed.Atthat time,thePresidentwillauthorizetheVoteAuditorto openthetievoteenvelope,whichwillonlyaffect thosepositionstied.
Theaccountingfirmwillreconcilethenumberofballotsreceivedandcountedwiththenumberofregisteredvoters. If thetallyforlocalvotingisoffbylessthat+1%,oranamountinsufficientto affecttheoutcomeofthevote,theaccountingfirmshallruletheresultsasvalid.Ifbothballotresultsarebytheaccountingfirmasinvalidordisqualified, thenthoseresultsshallbevoidedandnotconsideredinthetallyandthetiebreakingprocedureswillbeemployed todeterminetheelectionresults.
Shouldtherebe atieforanyoftheelectedpositions,ortheballotsareruledinvaliddueto evidenceofballottampering,electionfraud orgrossmismanagementoftheballotingprocess,thenthetiebreakingballotsshallbeused todeterminethecontest.
ThecurrentBoardofAdvisors(andPresident)willcast tie-breakingballotsattheregularlyscheduledmeetingheldimmediatelybeforeelections.Oneenvelopemarked,“TieBreakingBallots”will containthecompletedballotsofthecurrentlyseatedBoardofAdvisors,andoncesealed,shallbesignedbyeachBOAmember.ThePresidentoftheBoardshallalsocastanadditionalballot,whichshallbesealedandsignedin a separateenvelopemarked“President’sTieBreakingBallot”.Thesetwoenvelopeswillbeplacedagaininanothersealedenvelopeclearlymarked as“TieBreakingBallots”andplacedintheballotboxbeforeitisclosedandlockedinfrontoftheBoardofAdvisorsandattendingguest(s).
IftheelectionshouldresultinaneventieoriftheelectionisruledinvalidbytheBOAortheaccountingfirm,thetiebreakingballotswillbeunsealedandused to determinetheoutcome.IftheBOAballotingshouldresultin atie,thenthePresident’stiebreakingballotshallbeunsealedandwillbethesoledeterminationoftheelection.
TheAuditor(orthePresident, iftheAuditorcannotbepresent)shallholdthesealedenvelopesinthelockedboxuntilCoronationeveningat such time theAuditorisrequested to presentthetally.Theboxshouldthenbeopenedandtheresultspresented to theCouncilofRegentsandtheBoardofAdvisors.
Avote recountmayberequestedbyanyofthecandidatesrunningfor office.Arequestmustoccurnolaterthansixty
(60)daysfollowingCoronation.Nocandidateisallowed to contacttheauditorregardingtheelectioncount.Such arequestmaybemade onlybyanactionoftheBoardofAdvisors.On a datechosenbytheBoardofAdvisors,thePresidentandAuditorwillopentheballotbox inthepresenceoftheBoardandthosecandidatesthatwish to bepresent,aswellasanyperson(s)thattheBoardshallinvite.Thevote countshallbeconsideredfinal,followingtheregularBoardmeetingthat followsCoronationortheballotrecount.TheAuditormaythendiscardtheballotsandcount.
Policy 5 - CORONATION
Section 1: CoronationPins
TheCorporationwillpayfortheCoronationpinsprovidedtherearesufficientfunds.ThenumberofpinsandthebudgetwillbereviewedandapprovedbytheBoardofAdvisorson a yearlybasis.
TheEmperorandEmpressofeachReignwilldonateone(1)Coronationpin tobeplacedonthe“UCPPE’sCoronationPinDisplay”.Coronationpinsfromotherrealmsmaybeadded to thebanner. ThePinDisplaywillbekept withtheCourt’sRegaliaandexhibitedateachCoronation.
Section 2: Anniversary Pins
TheAnniversaryMonarchs whoattended theirCoronationpriorto Coronation34willbeallowed to purchaseanAnniversaryPinintheamount of$10.00,withadditionalcostsfortheLadders,whichwillnotetheyear(10th, 20th,etc.)oftheiranniversary,andshippingexpenses. Thecostissubjectto adjustment bytheBoardofAdvisorsto reflect futurepriceincreases. Onlymonarchs whoattendCoronationtheyearoftheiranniversary/anniversarieswillbeaccorded this
privilege.
TheCouncilofRegentswillpresenttheDecadeAnniversaryCommemorativePinsandLaddersto AnniversaryEmperors,Empresses,Prince RoyalsandPrincessRoyalswhoattendCoronationtheyear(s)oftheirdecadeanniversary. PleasenotethattheCouncilofRegentsestablishedthe“AnniversaryPin”astheofficialandonlyitemthat willbepresentedinrecognitionofamonarch’sanniversaries.
Section 3: StageManager
ItishighlyrecommendedthatastagemanagerbecalleduponfromoutsidetheBoardofAdvisorstoinsurethatallisaccomplishedconcerningthestageontheeveningofCoronation.Thispersonworkscloselywiththesetupandbreakdownofthestage beforeandafterCoronation.
TheCoronationCommitteeshall meeteverymonthstartingnolaterthannine(9)monthspriorto theevent.If itisrequired,meetingsmaybeheldmorefrequently.
Committeemembersarenot,norshouldnotbe,limited to Boardmembers.Thisshallbelookedatasa wayto involvemorepeopleintheorganization.
Anydecision(s)made byacommitteethatinvolvesomethingthat hasimportanceoutsideoftheircommittee, oraffectsPolicyorProcedure,shallbebrought to theCoronationCommitteeforreview.Thisisespeciallytrueforanyactionsthatrequirefinancing.TheCoronationCommitteewillsubmita reporttotheBoardatthenextregularBoardmeeting.TheCoronationCommitteecannotpass acceptanceofexpendituresbut mayonlysubmititsrequest for approvalata regularlyscheduledBoardmeeting.
Section 4: Compensated Rooms and Tickets
The Emperor, Empress, Prince Royal and Princess Royal will each have a standard room for Friday and Saturday nights of Coronation weekend routed to the Master Account to be paid for out of Reign Funds. The Monarchs may choose to share rooms or pay for their own rooms to limit the cost absorbed from Reign Funds.
The Monarchs may choose to have the Coronation Coordinator’s room for Saturday night added to the Master Account to be paid for out of Reign Funds. This consideration is due to the long hours required the night of Coronation.
Please see Policy 3, Section2 concerning the rooms for the Co-Chairs of the Council of Regents.
The Emperor, Empress, Prince Royal and Princess Royal will have their tickets provided at no cost for the Out of Town Show/Bus Tour, Coronation and Victory Brunch. The newly elected Emperor and Empress will have their Victory Brunch Tickets reimbursed. The Monarchs may choose to pay for their own tickets to limit the cost absorbed from Reign Funds.
If the Reigning Monarchs wish, they may compensate Coronation Weekend Ticket Packages for up to two DJs who are donating their time to set up the Court’s sound equipment and are working during Coronation. This compensation is considerably less than hiring a DJ who provides their own equipment.
Other ticket or room compensation is up to the discretion of the Emperor and Empress with BOA approval. However it is to be noted that the more compensation there is the less money there will be for distribution to charity at the end of the Reign, which is the purpose of the Court.
Policy 6 - AWARDSGIVENATCORONATION
Thefollowingisa listofAwardsand Titlesthatmaybepresented to specificindividualsatCoronation,orsuchtimeasisrelevant.ThelisthasbeenextractedfromtheBy-LawsandotheractivitiesoftheCourt.PerBy-Lawrevisionof2001,therearenorequiredormandatoryawards. Furthermore,awardsshouldnotbegivenoutfrivolouslybutonlywhenthereisa trulydeservingindividual. TheBoardisresponsiblefor thecostoftheseawards,andmustapprovetheindividualexpenditures. (Note: Not therecipient.)
Section 6.01 Non-Lifetime Awards
The following awards are NOT Lifetime Awards and do not include induction into the Council of Regents:
TheSteveandDorothyHumanitarianAward
The Reigning Monarchsissue thisaward to anindividualororganizationthat providesordisplayshumanitarianism intheiropinion.
The ChrisJonesAward
This awardispresentedbytheBoardofAdvisors’VicePresidenttothepersonwhosecampaignbestdemonstratedthepurposebehindtheCourtandshowedtruesportsmanship,ingenuityandcreativity.
Emperorand EmpressAppreciation Award
This awardispresented to thepersonwithwhomboth Reigning Monarchsagree hassupportedtheCourt,andtheirReign,aboveandbeyondexpectations.
TheShel Anderson,Emperor1,Award
This award maybepresentedbytheEmperor,asdesignedbyStanWright(EmperorXIX),totheindividualororganizationthatbestshowedsupport,diligence,andsuccessinHumanandCivilRightsfortheCommunity.
President’sBoard Appreciation Award
Thisisa plaque to bepresentedbytheBoardofAdvisors’Presidentto theBoardmemberthat goesaboveandbeyondinsupportoftheCourtandCommunity.
Monarch’sBoardAppreciationAward
Thisisanawardpresented to theBoardMembersbythe Reigning Monarchsto showappreciationfortheirsupportthroughouttheReign.TheMonarchsofeachReignwilldeterminethedesignand/ortypeofthis award.
TheEagleSpiritAward
Thisisanaward,authorizedbytheBoardofAdvisors, tobepresentedbytheEmperorto thebusinessthathasgivenoutstandingsupporttotheCourt throughouthisReign.
The RainbowTigerAwardforCollegiateCommunityCooperation
Thisisanaward to bepresentedbythecurrent reigningmonarchsto a collegestudentenrolledinanycollegeoruniversitywithinourrealmfortheirexcellentworkwiththeGLBTIQcollegiatecommunityandtheirworkwithoutreach tothecitizensinourrealm.Therecipientofthis award mayachievethishonoreitherbyrepresentingtheirlocalchapteroftheGLBTIQcollegiatepopulationorbytheir workwithinourrealm,buildingawarenessand/orcontributionstowardsmakingtheirlocalchapteroftheGLBTIQcitizenswithinourrealm.Thecriteriaforthis awardistwofold: (1)The individualmustbecurrentlyenrolled,orrecentlygraduateddue to thenatureofthetimingofCoronation, froma collegeoruniversityinourrealm;and(2)theindividualmusthavebeensociallyactivethroughouttheyearintheircommunity.AspertheBOA,thereisafiftydollarmaximumamount forthis award.
The Spirit of Hope Award
This award was created by and will be paid for and presented by Emperor 41 Water Xaris annually to the out of realm court that best exhibits promotes and embodies the ICS values of Inclusion, Unity, Advocacy and Acceptance within the LGBTIQA Community. Recipients will be chosen by Emperor 41 based on input from the Reigning Monarchs.
It shall read:
Spirit of Hope Award for their Excellence in promoting Inclusion, Unity, Advocacy and Acceptance within the LGBTIQA Community Presented to (Name of the Court being honored)(Date presented)
Example:Spirit of Hope Award for their Excellence in promoting Inclusion, Unity, Advocacy and Acceptance within the LGBTIQA Community Presented to the United Court of the Sandias 11/04/2017
Emperor 41 agrees to purchase and present this award for as long as he is able and asksafter this point, the board approve and continue the award.