Officers

2025-08-12T08:16:37Z

David Maclagan: /* Baron and/or Baroness */ Fixes strikeout formatting

{{ChapterInfo|SCANZ Draft Constitution handbook|6|Officers}}
==Qualifications of officers==
#Every '''officer''' must be a natural person who -
##has consented in writing to be an '''officer''' of '''SCANZ''', and
##certifies that they are not disqualified from being elected or appointed or otherwise holding office as an '''officer''' of '''SCANZ'''.
#'''Officers''' must not be disqualified under section 47(3) of '''the Act''' from being appointed or holding office as an '''officer''' of '''SCANZ''', namely -
##a person who is under 16 years of age
##a person who is an undischarged bankrupt
##a person who is prohibited from being a director or promoter of, or being concerned or taking part in the management of, an incorporated or unincorporated body under the Companies Act 1993, the Financial Markets Conduct Act 2013, or the Takeovers Act 1993, or any other similar legislation
##A person who is disqualified from being a member of the governing body of a charitable entity under section 16(2) of the Charities Act 2005
##a person who has been convicted of any of the following, and has been sentenced for the offence, within the last 7 years—
###an offence under subpart 6 of Part 4 of '''the Act'''
###a crime involving dishonesty (within the meaning of section 2(1) of the Crimes Act 1961)
###an offence under section 143B of the Tax Administration Act 1994
###an offence, in a country other than New Zealand, that is substantially similar to an offence specified in subparagraphs (1) to (3)
###a money laundering offence or an offence relating to the financing of terrorism, whether in New Zealand or elsewhere
##a person subject to:
###a banning order under subpart 7 of Part 4 of the Act, or
###an order under section 108 of the Credit Contracts and Consumer Finance Act 2003, or
###a forfeiture order under the Criminal Proceeds (Recovery) Act 2009, or
###a property order made under the Protection of Personal and Property Rights Act 1988, or whose property is managed by a trustee corporation under section 32 of that Act.
##a person who is subject to an order that is substantially similar to an order referred to in paragraph (6) under a law of a country, State, or territory outside New Zealand that is a country, State, or territory prescribed by the regulations (if any) of the Act.
#To be a candidate for election or appointment as an '''officer''' a person must -
##consent in writing to be an '''officer''', and
##certify in writing that they are not disqualified from being elected or appointed as an '''officer''' either by this '''constitution''' or '''the Act'''.
#Each officer's certificate shall be retained in '''SCANZ's''' records.

==Officers' duties==
===All officers===
#At all times each '''officer''':
##must act in good faith and in what they believe to be the best interests of '''SCANZ''',
##must exercise all powers for a proper purpose,
##must not act, or agree to '''SCANZ''' acting, in a manner that contravenes '''the Act''' or this '''constitution''',
##when exercising powers or performing duties as an '''officer''', must exercise the care and diligence that a reasonable person with the same responsibilities would exercise in the same circumstances taking into account, but without limitation:
###the nature of '''SCANZ''',
###the nature of the decision, and
###the position of the '''officer''' and the nature of the responsibilities undertaken by them
##must not agree to the activities of '''SCANZ''' being carried on in a manner likely to create a substantial risk of serious loss to '''SCANZ''' or to '''SCANZ's''' creditors, or cause or allow the activities of '''SCANZ''' to be carried on in a manner likely to create a substantial risk of serious loss to '''SCANZ''' or to '''SCANZ's''' creditors, and
##must not agree to '''SCANZ''' incurring an obligation unless they believe at that time on reasonable grounds that '''SCANZ''' will be able to perform the obligation when it is required to do so.

===Committee members===
#The duties of the '''committee''' are to direct and supervise the management of the operations and affairs of '''SCANZ''' to ensure that the organisation operates for the purposes of the society stated in this '''constitution'''.
#The '''chair''' is responsible for:
##calling '''committee meetings'''
##chairing '''general meetings''' and '''committee meetings''',
##and providing leadership for SCANZ.
#The '''vice-chair''' is responsible for:
##chairing '''committee meetings''' and '''general meetings''' in the absence of the '''chair''',
##performing the role of the '''secretary''' in the absence of the '''secretary.'''
#The '''secretary''' is responsible for:
##keeping the minutes of all proceedings of the '''committee''' and '''general meetings'''
##any other duties specified in this '''constitution'''.

===Corporate officers===
====SCANZ registrar====
#The '''SCANZ registrar''' must:
##receive all subscriptions and applications for membership, process them promptly and supply each new '''member''' with a membership card; and
##keep a list of all '''members''', containing their name, contact details, and date of membership and any subsequent changes to these, as required by '''the Act''', and submit this list to the Registrar of Incorporated Societies if requested to do so; and
##maintain the registered address of '''SCANZ''', and notify any change to the Registrar of Incorporated Societies, as required by '''the Act'''.
##report to the '''committee''' and its '''affiliates''' according to guidelines that may be set by the '''committee''' from time to time.

====SCANZ treasurer====
#The '''SCANZ treasurer''' must:
##keep such accounting records as are necessary to correctly record and explain the financial transactions and financial position of '''SCANZ'''; and
##compile an end of year account to be presented at the '''annual general meeting'''; and
##report to the '''committee''' and its '''affiliates''' according to guidelines that may be set by the '''committee''' from time to time.
#The '''SCANZ treasurer''' may not be the '''reeve''' of any '''branch'''.

====SCANZ website administrator====
#The '''SCANZ website administrator''' must:
##maintain the website of '''SCANZ''' (e.g. sca.org.nz), including publishing and updating such material as agendas, minutes, policies as the '''committee''' may from time to time require; and
##perform other duties of a related nature, as may be negotiated with the '''committee''' from time to time.
#Should the '''committee''' choose not to appoint a '''SCANZ website administrator''', they must perform these duties themselves.

====SCANZ diversity, equity and inclusion officer====
#The '''SCANZ diversity, equity and inclusion officer''' must:
##provide advice to the '''committee''' concerning diversity, equity and inclusion for '''SCANZ's''' policies and procedures for corporate and recreational activities.
##provide advice and support to '''branches''' to improve diversity, equity and inclusion in their activities.
##report to the '''committee''' and its '''affiliates''' according to guidelines that may be set by the '''committee''' from time to time.
##perform other duties of a related nature, as may be negotiated with the '''committee''' from time to time.
#Should the '''committee''' choose not to appoint a '''SCANZ diversity, equity and inclusion officer''', they must perform these duties themselves.

===Other officers===
====Kingdom officers====
The following kingdom-level roles are '''officers''' of '''SCANZ:'''
=====Kingdom Seneschal=====
#The Kingdom Seneschal is responsible for coordinating the administration of Lochac's recreational activities on behalf of '''SCANZ''' and '''SCA Ltd'''. This includes:
##Appointing:
###'''seneschals''' of New Zealand '''branches''', who are also '''officers''' of '''SCANZ'''.
###the Kingdom Seneschal's deputies.
##They also administer the selection processes of other kingdom-level appointments even if they aren't the final decision-maker.
##Managing the activities of:
###'''branch seneschals'''
###the Kingdom Seneschal's deputies
##Reviewing sanctions that have not yet been escalated to '''SCANZ's''' dispute resolution process.
#The Kingdom Seneschal approves spending of '''SCANZ''' funds allocated for kingdom-level purchases as part of the Council of the Purse.

=====Chancellor of the Exchequer=====
#The Chancellor of the Exchequer and their deputy are responsible for coordinating the financial administration of funds that are allocated to the '''Kingdom of Lochac''' and '''branches'''. This involves:
##Appointing '''reeves''' of New Zealand '''branches''', who are also officers of '''SCANZ'''
##Managing the activities of '''branch reeves'''
#The Chancellor of the Exchequer and their deputy approve spending of '''SCANZ''' funds allocated to kingdom-level purchases as part of the Council of the Purse, in accordance with applicable financial policy.
#They report to the '''SCANZ Treasurer''' as well as following any requirements of '''SCA Ltd'''.

=====The Crown=====
#The '''Crown''' are the titular heads of the recreational entity of the '''Kingdom of Lochac'''.
#Their duties are to:
##inspire the membership to engage in the purposes of the '''SCA''' and be an example of good behaviour and conduct.
##provide recognition and awards to '''members'''.
##appoint:
###'''Barons''' and/or '''Baronesses''' of '''baronies'''
###other kingdom-level roles within the structure of the '''Kingdom of Lochac''' that are not '''officers''' of '''SCANZ'''
#The '''Crown''' approves spending of '''SCANZ''' funds allocated to kingdom-level purchases as part of the Council of the Purse, in accordance with applicable financial policy.

====Branch officers====
The following '''branch'''-level roles in New Zealand are officers of '''SCANZ''':
=====Seneschal=====
#The '''seneschal''' manages the administration of their '''branch'''.
#They are delegated the authority to enter into agreements and commit '''SCANZ''' funds that are allocated to their '''branch''', in accordance with applicable financial policy.
#They can approve transactions for the '''SCANZ''' sub-account that holds their '''branch's''' allocated funds.

=====Reeve=====
#The '''reeve''' administers the finances allocated to their '''branch''', in accordance with applicable financial policy.
#They can approve transactions for the '''SCANZ''' sub-account that holds their '''branch's''' allocated funds.

=====Baron and/or Baroness=====
#The '''Baron and/or Baroness''' are the titular heads of a '''barony'''.
#Their duties are to:
##inspire the membership to engage in the purposes of the '''SCA''' and be an example of good behaviour and conduct.
##provide recognition and awards to '''members'''.
##provide pastoral care to '''members''' of their barony.
##perform actions delegated to them by the '''Crown'''.

=====<del>''Account authorisers''</del>=====
#<del>''There must be at least 3 individuals from the '''branch''' who can authorise payments from a '''branch's''' sub-account.''</del>
##<del>''One must be the '''branch seneschal''' and one must be the '''branch reeve''' unless they reside at the same address, or are immediate family, in which case another person from the '''branch''' must be appointed.''</del>
##<del>''One other eligible person from the '''branch''' must be appointed who does not reside at the same address or be immediate family of the other authorisers.''</del>

==Election or appointment of officers==
===Committee members===
====Restrictions on committee members====
#All '''committee''' members must be:
##'''subscribing members''' of '''SCANZ''' throughout their term of office
##eligible to hold an '''office'''
##least 18 years of age
##resident in New Zealand for at least 1 year prior to the start of their term.
#'''Committee''' members must not be:
##'''Seneschal''' of any sized '''branch'''
##'''Reeve''' of any branch of size '''barony''' or above
##any '''Greater officer''' of any '''kingdom'''
##'''Baron or Baroness''' of any '''barony'''
##'''Prince or Princess''' of any '''principality'''
##'''King''' or '''Queen''' of any '''kingdom'''.
#No previous '''committee''' member can be eligible for election to the '''committee''' until 12 months has passed since the final meeting of their previous term.

====Election of committee members====
#New '''committee''' members are elected from a list of nominated candidates.
#Only current '''subscribing members''' of '''SCANZ''' are eligible for selection.
#When a new '''committee''' member is required, there must be a period of no fewer than 2 weeks during which nominations are called for from the membership.
#Selection of a new '''committee''' member from the list of nominees must be made by a vote at the '''annual general meeting''', or at a '''special general meeting''', convened for the purpose of conducting the vote. The nominated '''member''' receiving the most votes at the meeting will be appointed to the '''committee'''.
#If there is only one eligible '''member''' on the list of nominees, no vote need be held, and the nominee will be appointed.
#The newest member on the committee will serve as '''secretary''', and move to '''chair''', and then '''vice-chair''' as new committee members are elected.
#In the event that two new members join the '''committee''' simultaneously, the roles of '''secretary''' and '''vice-chair''' will be assigned as the '''committee''' sees fit. The role of chair must be assumed by the remaining experienced '''committee member''', regardless of which role they would have been otherwise due to assume.
#In the event that all three '''committee members''' are new, the roles will be assigned as the '''committee''' sees fit.

===Appointment of corporate officers===
#A '''SCANZ registrar''' and a '''SCANZ treasurer''' must be appointed as '''corporate officers''' of '''SCANZ''' by a majority vote of the '''committee'''.
#'''Committee''' members may not hold the '''office''' of '''SCANZ treasurer''' or '''SCANZ registrar'''.
#A '''SCANZ website administrator''' and '''SCANZ diversity, equity and inclusion officer''' may be appointed as '''corporate officers''' of '''SCANZ''' by the same process, or the roles may be carried out personally by the '''committee'''.
#All '''corporate officers''' must be:
##'''subscribing members''' of '''SCANZ''' throughout their term of office
##eligible to hold an office
##at least 18 years of age
##resident in New Zealand for at least 1 year prior to the start of their term.

===Appointment of other officers of SCANZ===
#All '''officers''' of''' SCANZ''' must :
##be '''subscribing members''' of '''SCANZ''' or '''SCA Ltd''' throughout their term of '''office'''
##consent to being an '''officer''' of '''SCANZ'''
##be eligible to hold an '''office''' and certify that they are not disqualified
##at least 18 years of age
##resident in New Zealand or Australia for at least 1 year prior to the start of their term.
#The following '''officers''' of '''SCANZ''' are appointed by joint agreement between the '''committee''' and Board of '''SCA Ltd'''. Disagreement will be managed according to the procedures laid out in the '''operating agreement'''.
##Kingdom Seneschal
###The '''Kingdom Seneschal''' is appointed as an '''officer''' of '''SCANZ''' by 2/3 majority vote of the '''committee'''. The Board of '''SCA Ltd''' must also approve the appointment.
###The Kingdom Seneschal is ineligible to be on the '''committee''' or become '''Crown''' during their term as '''Kingdom Seneschal'''.
##Chancellor of the Exchequer and their deputy
###The '''Chancellor of the Exchequer''' is appointed as an '''officer''' of '''SCANZ''' by 2/3 majority vote of the '''committee'''. The Board of '''SCA Ltd''' must also approve the appointment.
###If the Chancellor of the Exchequer is not a '''subscribing member''' of '''SCANZ''' or not resident in New Zealand, a Deputy Chancellor of the Exchequer for New Zealand must be appointed.
###If the Chancellor of the Exchequer is a '''subscribing member''' of '''SCANZ''' and resident in New Zealand, a Deputy Chancellor of the Exchequer for Australia must be appointed.
###In either case, the Deputy Chancellor of the Exchequer is appointed as an '''officer''' of '''SCANZ''' by 2/3 majority vote of the '''committee'''. The Board of '''SCA Ltd''' must also approve the appointment.
###The Deputy Chancellor of the Exchequer for New Zealand may be the '''SCANZ treasurer'''.
##The Crown
###In addition to the requirements for '''officers''', all potential candidates for the role must:
####be acceptable to the '''committee'''
####be acceptable to the current '''Crown'''
####be able to obtain passports and other necessary travel documents to travel freely to all countries administered as part of the '''Kingdom of Lochac'''.
####not be the current '''Crown'''.
###The '''Crown''' is appointed by the '''committee''', following an approved selection process. The Board of '''SCA Ltd''' must also approve the appointment.
###The '''Crown''' is ineligible to be any other '''officer''' of '''SCANZ''' during their term as '''Crown'''.
#Eligibility for '''officers''' of '''SCANZ''' for New Zealand '''branches''' is limited to '''subscribing members''' of '''SCANZ''' who have been resident in New Zealand for at least 1 year prior to the start of their term.
#The appointment of '''officers''' of '''SCANZ''' for '''branches''' has been delegated by the '''committee'''.
##A '''branch seneschal''' is appointed by the Kingdom Seneschal, in consultation with the outgoing '''branch seneschal'''.
##A '''branch reeve''' is appointed by the Chancellor of the Exchequer, in consultation with the outgoing '''branch reeve''' and '''branch seneschal'''.
##'''Baron and/or baroness''' are appointed by the '''Crown''', in consultation with the outgoing '''baron and baroness''' and local '''members'''.
##<del>'''''Account signatories''' are appointed by the '''SCANZ treasurer''', in consultation with the '''branch seneschal''' and '''branch reeve'''.''</del>

==Term==
===Committee officers===
#The normal term of office for all '''officers''' elected to the '''committee''' will be 3 year(s), expiring no later than 60 days after the end of the '''annual general meeting''' in the year corresponding with the last year of each '''officer's''' term of office. The exact date must be specified in the motion to select their replacement. The start of the term of the replacement '''committee''' member will be the same date.
#In the event that a '''committee''' member is elected at a '''special general meeting''' less than six months before an '''annual general meeting''', they may choose to serve until a date no later than 60 days after the fourth '''annual general meeting''' following their appointment.
#In the event of no acceptable nominee being available to replace an outgoing member, and if the outgoing '''officer''' is willing to continue serving, the term may be extended for a period not to exceed 6 months by a unanimous vote of the remaining '''committee''' members.
#'''Committee''' '''officers''' cannot serve consecutive terms.

===Corporate officers===
#'''Corporate officers''' will be appointed for a term of 2 years, and may be reappointed for a subsequent term, or a new '''officer''' appointed, at the discretion of the '''committee.'''

===Other officers of SCANZ===
====The Crown====
#The normal term of office for the '''Crown''' is approximately 6 months, beginning at the coronation event after the crown tournament and ending at the coronation of their successors.
#If one of the '''Crown''' becomes unable or unwilling to complete their term, the other may continue in the role alone and retain all of the role's authorities.
#If the current '''Crown''' become unable or unwilling to complete their term, other eligible candidates from the selection process will be appointed to the role for the duration of the term, with limited authorities.
#The '''Crown''' may not be appointed for consecutive terms.

=====Baron and/or Baroness=====
#The '''Baron and/or Baroness''' may hold their office for as long as they see fit, with the agreement of the '''Crown'''.

=====Other officers=====
#The term of office for all other '''officers''' of '''SCANZ''' will be 2 years.
#They may be reappointed for a subsequent term.
#No '''officer''' will be appointed for more than 2 consecutive terms.

==Removal of officers ==
#A '''committee''' member or other '''officer''' can be removed as an '''officer''' by resolution of the '''committee''' or the membership of '''SCANZ''' where in the opinion of the '''committee''' or the membership of '''SCANZ''':
##The '''officer''' elected to the '''committee''' has been absent from 3 consecutive '''committee meetings''' without leave of absence from the '''committee'''.
##The '''committee''' member or '''officer''' has brought '''SCANZ''' into disrepute.
##The '''committee''' member or '''officer''' has failed to disclose a conflict of interest.
##The '''committee''' passes a vote of no confidence in the '''committee''' member or '''officer'''.
#:with effect from (as applicable) the date specified in a resolution of the '''committee''' or the membership of '''SCANZ'''.
#Impeachment of a '''committee''' member will only be considered once a dispute resolution process under this '''constitution''' has been completed.
##A '''committee''' member can be impeached by a letter signed by 3 of the '''corporate officers''' and/or '''committee''' members, or 25% of the current '''subscribing membership'''.
##The removal of a '''committee''' member must be enacted by the '''committee''' at its next regular meeting after the impeachment is filed, or at a special meeting called for the purpose.
##An impeached member may not vote at this meeting.
#The removal of '''officers''' appointed jointly by the '''committee''' and Board of '''SCA Ltd''' should be managed by agreement. Disagreement will be managed through the process laid out in the '''operating agreement'''.

==Ceasing to hold office==
#An '''officer''' ceases to hold office if:
## they resign (by notice in writing to the '''committee'''),
##are removed,
##become disqualified from being an '''officer''' under section 47(3) of the '''Act''',
##die,
##or otherwise vacate office in accordance with section 50(1) of the '''Act'''.
#A '''committee''' member wishing to resign before the expiry of their term should give the committee as much notice as possible, in writing, so that the process of electing a replacement '''committee''' member can begin in a timely manner.
#Each '''officer''' must within 20 '''working days''' of submitting a resignation or ceasing to hold office, deliver to the '''committee''' (or their successor) all books, papers and other property of '''SCANZ''' held by such former '''officer'''.

==Conflicts of interest==
#An '''officer''' or member of a sub-committee who is an '''interested member''' in respect of any '''matter''' being considered by '''SCANZ''', must disclose details of the nature and extent of the interest (including any monetary value of the interest if it can be quantified) -
##to the '''committee''' and or sub-committee, and
##in an interests register kept by the '''committee'''.
#Disclosure must be made as soon as practicable after the '''officer''' or member of a sub-committee becomes aware that they are interested in the '''matter'''.
#An '''officer''' or member of a sub-committee who is an '''interested member''' regarding a '''matter''' -
##must not vote or take part in the decision of the '''committee''' and/or sub-committee relating to the '''matter''' unless all members of the '''committee''' who are not interested in the '''matter''' consent; and
##must not sign any document relating to the entry into a transaction or the initiation of the '''matter''' unless all members of the '''committee''' who are not interested in the '''matter''' consent; but
##may take part in any discussion of the '''committee''' and/or sub-committee relating to the '''matter''' and be present at the time of the decision of the '''committee''' and/or sub-committee (unless the '''committee''' and/or sub-committee decides otherwise).
#However, an '''officer''' or member of a sub-committee who is prevented from voting on a '''matter''' may still be counted for the purpose of determining whether there is a quorum at any meeting at which the '''matter''' is considered.
#Where 50 per cent or more of '''officers''' are prevented from voting on a '''matter''' because they are interested in that '''matter''', a '''special general meeting''' must be called to consider and determine the '''matter''', unless all non-interested '''officers''' agree otherwise.
#Where 50 per cent or more of the members of a sub-committee are prevented from voting on a '''matter''' because they are interested in that '''matter''', the '''committee''' must consider and determine the '''matter'''.

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2025-03-25T07:22:57Z

David Maclagan:

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ScanzWiki - User contributions [en]

Officers

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