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I. Name
The name of this organization shall be The Warriors Guild of ADF and all references will reflect this.
II. Mission Statement
The Warriors Guild of ADF is dedicated to serving the ADF community with members who are trained in spiritual, mental and physical defense, designing & performing liturgy for Warrior spirituality, and emergency response. All this is done through the study of warrior magic, history, strategy, and physical training.
III. Membership
A. The Warrior Guild of ADF shall be open to all those persons who fulfill all of the following requirements: 1. Are voting members of ADF. 2. Submit a completed membership application to the Guild Registrar. The application must be approved by the majority of the COH. The application should include: a. what skills the candidate brings to the Guild, b. what the candidate expects from the Guild and c. the candidate's contact information 3. Agree to stand for and by the official Virtues of the Warrior Guild. 4. Agree to abide by the Warrior Guild Ethics Code. Categories of Membership Both Inactive and Active members may vote in the Guild Bylaws Amendments. A. Inactive Members You are considered an Inactive Member if you have not submitted your annual dues. 1. Inactive Members shall continue to be sent all Guild communication, ballots, email, etc. 2. Inactive Members will become Active again once they are current with their dues. B. Active Members You are considered an Active member if you have submitted your annual dues. 1. Have complete access to the Guild Study Program pages on the web site. 2. Can vote in Guild Elections. 3. Receive a Guild Badge 4. Are eligible to run for Guild offices. 5. Active Members shall be moved to the Inactive category if you are not current with guild dues.
A. The Warrior Guild of ADF shall be open to all those persons who fulfill all of the following requirements:
1. Are voting members of ADF. 2. Submit a completed membership application to the Guild Registrar. The application must be approved by the majority of the COH. The application should include: a. what skills the candidate brings to the Guild, b. what the candidate expects from the Guild and c. the candidate's contact information 3. Agree to stand for and by the official Virtues of the Warrior Guild. 4. Agree to abide by the Warrior Guild Ethics Code.
1. Are voting members of ADF. 2. Submit a completed membership application to the Guild Registrar. The application must be approved by the majority of the COH. The application should include:
a. what skills the candidate brings to the Guild, b. what the candidate expects from the Guild and c. the candidate's contact information
3. Agree to stand for and by the official Virtues of the Warrior Guild. 4. Agree to abide by the Warrior Guild Ethics Code.
Categories of Membership Both Inactive and Active members may vote in the Guild Bylaws Amendments.
A. Inactive Members You are considered an Inactive Member if you have not submitted your annual dues.
1. Inactive Members shall continue to be sent all Guild communication, ballots, email, etc. 2. Inactive Members will become Active again once they are current with their dues.
B. Active Members You are considered an Active member if you have submitted your annual dues.
1. Have complete access to the Guild Study Program pages on the web site. 2. Can vote in Guild Elections. 3. Receive a Guild Badge 4. Are eligible to run for Guild offices. 5. Active Members shall be moved to the Inactive category if you are not current with guild dues.
IV. Loss of Guild Membership
a. Violation of the ADF Warrior Guild Ethics Code is grounds for expulsion from the Warrior Guild upon unanimous vote of the Council of Honor. b. Loss of ADF membership, per Article 6.3 of the ADF Bylaws, shall result in loss of Guild membership. c. Members who remain on the Inactive Members List for more than 2 years, shall lose their membership in the Guild.
V. Rank
Rank in the Warrior Guild will be based on the circle levels of the Warrior Guild study plan specialty.
VI. Guild Leadership and Qualifications
The Guild shall be run by the Council of Honor (CoH). CoH representatives shall be elected by the Warrior Guild membership by the procedure listed in these by laws. The CoH shall consist of one member for every ten members in the guild with a minimum of three members and maximum of nine members. Once there are more than twice the second circle people in the guild as the CoH then only 2nd circle and above will be eligible; the same goes for 3rd circle. Each member of the CoH may hold up to 2 supervisory offices at one time, including Preceptor, and be reelected an unlimited number of times. This limit on offices held does not include the seat on CoH, but refers to categories of specific responsibilities including, but not limited to those listed below. Regardless of supervisory office(s) held, each CoH member shall have one vote on the CoH. Only active ADF Warrior Guild members may run for office. The results of all formal decisions of the CoH and Preceptor must be reported to the Guild members within 30 days. The CoH will be represented by the Guild chief. The Guild Chief will serve a three year term independent of his/her seat on the CoH. The Guild Chief will be elected by majority vote of the CoH from their own group. To be eligible for Guild Chief, a candidate must have documented administrative training and/or experience and be a member of the Guild in good standing for at least three years unless no such candidates exist, or are willing to serve in this position. The Warrior Guild Preceptor shall be responsible for administering the requirements of the Warriors Guild Study Program. The Warrior Guild Preceptor shall be elected by the majority vote of the membership, using the election procedure outlined in these bylaws. To be eligible, candidates should hold second circle rank or higher, unless no such candidates exist or are willing to serve in this position. Candidates should also have some experience in administering educational programs, unless no such candidates exist, or are willing to serve in this position. Qualified CoH members are eligible to run for Preceptor and this responsibility will count as one of the limit of two per CoH representative. The CoH shall appoint remaining supervising officers from their own group, as deemed necessary, including but not limited to supervisors responsible for the duties of Scribe, Pursewarden and Registrar. Supervisors shall be responsible for finding assistants to do the required tasks, supervising their work, and following up on their performance. The final responsibility for the supervisor's task list rests with the supervising CoH representative. Assistants to these officers may be appointed or removed by the supervising CoH officer at any time. A. The duties and responsibilities of the CoH are to include: 1. Guild Chief a) representing the Guild to the leadership and membership of ADF, facilitating the formation of consensus and decision making and, b) managerial oversight of all other Guild Officers. The Guild Chief must have a publishable address and phone number. c) make regular quarterly reports to the ADF Administrator, ADF Office and ADF Preceptor (this can be done through the online report form) 2. Guild Scribe Supervisor: a) recording minutes of all official Guild meetings and activities. b) distributing ballots and tallying results for all votes of the general membership, except in elections where the Scribe is running for office in which case the members advocate shall be asked to do this duty, and c) publishing and distributing information to the membership concerning Guild decisions and activities. d) make regular quarterly reports to the Guild Chief 3. Guild Registrar Supervisor: a) maintaining the official Guild membership roster, and b) notifying Guild members of any changes in their status c) make regular quarterly reports to the Guild Chief 4. Guild Pursewarden Supervisor a) collecting, recording and safe-keeping all funds of the Guild, including membership fees, Warrior Guild Study Plan charges and other money generated on behalf of the Guild, and b) recording these funds in a timely and accurate manner and making this information available to the other Guild Officers and members, and c) making payments out of these funds to cover expenses and purchases approved by the Guild Officers. d) make regular quarterly reports to the Guild Chief. B. Duties and responsibilities of the Guild Preceptor are to include: 1) leading the creation of the Guild proposal for the Warrior Specialization of the ADF Study Program and all future revisions thereto, 2) representing the Guild on the ADF council of Lore, and 3) overseeing the progress of all members enrolled in the Warrior Study Plan, and advising students either directly, or by appointing advisors. 4) advisors shall supervise the work of students, provide guidance and report regularly to the Guild Preceptor on the progress of each student. 5) making any required reports and maintaining contact with the ADF preceptor.
The Guild shall be run by the Council of Honor (CoH). CoH representatives shall be elected by the Warrior Guild membership by the procedure listed in these by laws. The CoH shall consist of one member for every ten members in the guild with a minimum of three members and maximum of nine members. Once there are more than twice the second circle people in the guild as the CoH then only 2nd circle and above will be eligible; the same goes for 3rd circle. Each member of the CoH may hold up to 2 supervisory offices at one time, including Preceptor, and be reelected an unlimited number of times. This limit on offices held does not include the seat on CoH, but refers to categories of specific responsibilities including, but not limited to those listed below. Regardless of supervisory office(s) held, each CoH member shall have one vote on the CoH. Only active ADF Warrior Guild members may run for office. The results of all formal decisions of the CoH and Preceptor must be reported to the Guild members within 30 days. The CoH will be represented by the Guild chief. The Guild Chief will serve a three year term independent of his/her seat on the CoH. The Guild Chief will be elected by majority vote of the CoH from their own group. To be eligible for Guild Chief, a candidate must have documented administrative training and/or experience and be a member of the Guild in good standing for at least three years unless no such candidates exist, or are willing to serve in this position. The Warrior Guild Preceptor shall be responsible for administering the requirements of the Warriors Guild Study Program. The Warrior Guild Preceptor shall be elected by the majority vote of the membership, using the election procedure outlined in these bylaws. To be eligible, candidates should hold second circle rank or higher, unless no such candidates exist or are willing to serve in this position. Candidates should also have some experience in administering educational programs, unless no such candidates exist, or are willing to serve in this position. Qualified CoH members are eligible to run for Preceptor and this responsibility will count as one of the limit of two per CoH representative. The CoH shall appoint remaining supervising officers from their own group, as deemed necessary, including but not limited to supervisors responsible for the duties of Scribe, Pursewarden and Registrar. Supervisors shall be responsible for finding assistants to do the required tasks, supervising their work, and following up on their performance. The final responsibility for the supervisor's task list rests with the supervising CoH representative. Assistants to these officers may be appointed or removed by the supervising CoH officer at any time.
A. The duties and responsibilities of the CoH are to include:
1. Guild Chief a) representing the Guild to the leadership and membership of ADF, facilitating the formation of consensus and decision making and, b) managerial oversight of all other Guild Officers. The Guild Chief must have a publishable address and phone number. c) make regular quarterly reports to the ADF Administrator, ADF Office and ADF Preceptor (this can be done through the online report form) 2. Guild Scribe Supervisor: a) recording minutes of all official Guild meetings and activities. b) distributing ballots and tallying results for all votes of the general membership, except in elections where the Scribe is running for office in which case the members advocate shall be asked to do this duty, and c) publishing and distributing information to the membership concerning Guild decisions and activities. d) make regular quarterly reports to the Guild Chief 3. Guild Registrar Supervisor: a) maintaining the official Guild membership roster, and b) notifying Guild members of any changes in their status c) make regular quarterly reports to the Guild Chief 4. Guild Pursewarden Supervisor a) collecting, recording and safe-keeping all funds of the Guild, including membership fees, Warrior Guild Study Plan charges and other money generated on behalf of the Guild, and b) recording these funds in a timely and accurate manner and making this information available to the other Guild Officers and members, and c) making payments out of these funds to cover expenses and purchases approved by the Guild Officers. d) make regular quarterly reports to the Guild Chief.
1. Guild Chief
a) representing the Guild to the leadership and membership of ADF, facilitating the formation of consensus and decision making and, b) managerial oversight of all other Guild Officers. The Guild Chief must have a publishable address and phone number. c) make regular quarterly reports to the ADF Administrator, ADF Office and ADF Preceptor (this can be done through the online report form)
2. Guild Scribe Supervisor:
a) recording minutes of all official Guild meetings and activities. b) distributing ballots and tallying results for all votes of the general membership, except in elections where the Scribe is running for office in which case the members advocate shall be asked to do this duty, and c) publishing and distributing information to the membership concerning Guild decisions and activities. d) make regular quarterly reports to the Guild Chief
3. Guild Registrar Supervisor:
a) maintaining the official Guild membership roster, and b) notifying Guild members of any changes in their status c) make regular quarterly reports to the Guild Chief
4. Guild Pursewarden Supervisor
a) collecting, recording and safe-keeping all funds of the Guild, including membership fees, Warrior Guild Study Plan charges and other money generated on behalf of the Guild, and b) recording these funds in a timely and accurate manner and making this information available to the other Guild Officers and members, and c) making payments out of these funds to cover expenses and purchases approved by the Guild Officers. d) make regular quarterly reports to the Guild Chief.
B. Duties and responsibilities of the Guild Preceptor are to include:
1) leading the creation of the Guild proposal for the Warrior Specialization of the ADF Study Program and all future revisions thereto, 2) representing the Guild on the ADF council of Lore, and 3) overseeing the progress of all members enrolled in the Warrior Study Plan, and advising students either directly, or by appointing advisors. 4) advisors shall supervise the work of students, provide guidance and report regularly to the Guild Preceptor on the progress of each student. 5) making any required reports and maintaining contact with the ADF preceptor.
VII. Election of CoH Representatives and Preceptor
In all Elections and Special Votes, each Voting Member shall be entitled to one, and only one, vote. Active Member definition: Fully paid and in good standing in accordance with the aforementioned articles of these bylaws. Voting Member Definition: All Active Members who respond to a call to vote within 4 days of an election. The results of all Elections and Special Votes must be reported to the Guild members within 5 days of the close of the voting. A. Term of Office The term of each office is approximately three years, ending at Samhain. B. E-mail Access All Preceptor, CoH candidates and representatives must have access to e-mail and be subscribed to the List. C. Election procedure: 1. Regular Elections Preceptor and CoH elections shall be held just prior to Samhain, and as necessitated by resignation or removal of a Preceptor or CoH representative. The procedure shall be as follows: a) A call to vote for the election shall be posted to the list, this call will end 4 days after posting. Those Active Members who fail to respond to a vote call will remain Active Members, but forfeit their vote, regardless of the circumstances. b) All members of the CoH must make all reasonable attempts to notify all Active Members 4 days prior to an election and maintain records of the attempts made. Such records will become part of the Guild minutes. Active Members may challenge exclusion from an election by failure to respond to a call to vote by appealing to the CoH. c) The Election Official shall be the Guild Scribe except in elections where the Scribe is running for office, in which case a member of the CoH, another impartial volunteer, chosen , by the CoH, or the Members Advocate shall run the elections. d) A call for Nominations for all open offices shall be posted to the List by the Election Official. Nominations will close after 14 days from the date the notices are posted to the list. e) Nominees shall have to either decline the Nomination(s) or publish on line a statement accepting the Nomination(s) to the office. This statement shall include a brief bio and any relevant experience or qualifications which make the Nominee suitable for the office. The statement shall be posted to the List. f)The Election Official shall post a ballot to the List. g) Members will post their ballots to the list, or mail them to the election official, who will post their ballot on the list on their behalf. The results of the ballot will be made public via the list. h) The election shall be closed 21 Days after those ballots are posted to the list, if at least ½ of the Voting Members have not voted, the ballots shall be mailed. If the ballots need to be mailed, the election shall close 21 days after those ballots are mailed. i) If, after the procedure in paragraph h above is followed, 1/2 of the Voting Members still haven't voted, the Election shall be declared invalid and the Election Official shall post this notice to the list and begin the election process again. j) All CoH representatives and the Preceptor shall be elected by a plurality of votes cast. k) The Election Official shall promptly tally the votes and post the results to the List and submit them for publication in Oak Leaves. l) Tied votes will be settled by a runoff election between the tied individuals. m) Terms of office shall begin immediately upon announcement of election results.
In all Elections and Special Votes, each Voting Member shall be entitled to one, and only one, vote. Active Member definition: Fully paid and in good standing in accordance with the aforementioned articles of these bylaws. Voting Member Definition: All Active Members who respond to a call to vote within 4 days of an election.
The results of all Elections and Special Votes must be reported to the Guild members within 5 days of the close of the voting.
A. Term of Office
The term of each office is approximately three years, ending at Samhain.
B. E-mail Access All
Preceptor, CoH candidates and representatives must have access to e-mail and be subscribed to the List.
C. Election procedure:
1. Regular Elections Preceptor and CoH elections shall be held just prior to Samhain, and as necessitated by resignation or removal of a Preceptor or CoH representative. The procedure shall be as follows: a) A call to vote for the election shall be posted to the list, this call will end 4 days after posting. Those Active Members who fail to respond to a vote call will remain Active Members, but forfeit their vote, regardless of the circumstances. b) All members of the CoH must make all reasonable attempts to notify all Active Members 4 days prior to an election and maintain records of the attempts made. Such records will become part of the Guild minutes. Active Members may challenge exclusion from an election by failure to respond to a call to vote by appealing to the CoH. c) The Election Official shall be the Guild Scribe except in elections where the Scribe is running for office, in which case a member of the CoH, another impartial volunteer, chosen , by the CoH, or the Members Advocate shall run the elections. d) A call for Nominations for all open offices shall be posted to the List by the Election Official. Nominations will close after 14 days from the date the notices are posted to the list. e) Nominees shall have to either decline the Nomination(s) or publish on line a statement accepting the Nomination(s) to the office. This statement shall include a brief bio and any relevant experience or qualifications which make the Nominee suitable for the office. The statement shall be posted to the List. f)The Election Official shall post a ballot to the List. g) Members will post their ballots to the list, or mail them to the election official, who will post their ballot on the list on their behalf. The results of the ballot will be made public via the list. h) The election shall be closed 21 Days after those ballots are posted to the list, if at least ½ of the Voting Members have not voted, the ballots shall be mailed. If the ballots need to be mailed, the election shall close 21 days after those ballots are mailed. i) If, after the procedure in paragraph h above is followed, 1/2 of the Voting Members still haven't voted, the Election shall be declared invalid and the Election Official shall post this notice to the list and begin the election process again. j) All CoH representatives and the Preceptor shall be elected by a plurality of votes cast. k) The Election Official shall promptly tally the votes and post the results to the List and submit them for publication in Oak Leaves. l) Tied votes will be settled by a runoff election between the tied individuals. m) Terms of office shall begin immediately upon announcement of election results.
1. Regular Elections
Preceptor and CoH elections shall be held just prior to Samhain, and as necessitated by resignation or removal of a Preceptor or CoH representative. The procedure shall be as follows:
a) A call to vote for the election shall be posted to the list, this call will end 4 days after posting. Those Active Members who fail to respond to a vote call will remain Active Members, but forfeit their vote, regardless of the circumstances. b) All members of the CoH must make all reasonable attempts to notify all Active Members 4 days prior to an election and maintain records of the attempts made. Such records will become part of the Guild minutes. Active Members may challenge exclusion from an election by failure to respond to a call to vote by appealing to the CoH. c) The Election Official shall be the Guild Scribe except in elections where the Scribe is running for office, in which case a member of the CoH, another impartial volunteer, chosen , by the CoH, or the Members Advocate shall run the elections. d) A call for Nominations for all open offices shall be posted to the List by the Election Official. Nominations will close after 14 days from the date the notices are posted to the list. e) Nominees shall have to either decline the Nomination(s) or publish on line a statement accepting the Nomination(s) to the office. This statement shall include a brief bio and any relevant experience or qualifications which make the Nominee suitable for the office. The statement shall be posted to the List. f)The Election Official shall post a ballot to the List. g) Members will post their ballots to the list, or mail them to the election official, who will post their ballot on the list on their behalf. The results of the ballot will be made public via the list. h) The election shall be closed 21 Days after those ballots are posted to the list, if at least ½ of the Voting Members have not voted, the ballots shall be mailed. If the ballots need to be mailed, the election shall close 21 days after those ballots are mailed. i) If, after the procedure in paragraph h above is followed, 1/2 of the Voting Members still haven't voted, the Election shall be declared invalid and the Election Official shall post this notice to the list and begin the election process again. j) All CoH representatives and the Preceptor shall be elected by a plurality of votes cast. k) The Election Official shall promptly tally the votes and post the results to the List and submit them for publication in Oak Leaves. l) Tied votes will be settled by a runoff election between the tied individuals. m) Terms of office shall begin immediately upon announcement of election results.
VIII. Removal of CoH Representatives or Preceptor
a) CoH representatives or preceptor can be removed from office for violation of the Warrior Guild Code of Ethics as determined by unanimous vote of the remaining CoH. Such a person will then be subject to the same expulsion procedure as any other member. b) Any CoH representative or preceptor shall give at least 30 days notice to the Guild, if possible, of his/her intent to resign from the CoH. c)Loss of ADF membership shall result in loss of office. d) Loss of email access over a period of one month- the CoH member or Preceptor has written no public postings to the Warriors Guild list. Loss of email access shall result in loss of office upon majority vote of remaining CoH. CoH will take into consideration any mitigating circumstances in voting.
IX. Authority
The ADF Warrior Guild is a sub-organization of ADF and thus is bound by its rules and regulations. Any Guild member may ask for a Mother Grove review of a Guild decision by contacting the Members' Advocate but is strongly encouraged to make every effort to solve the problem within the confines of the Guild first.
X. Dues
Dues shall be due no later than June 30 of each year. All Active Guild Members are entitled to see the accounting records. The Guild Pursewarden shall make these available via electronic device, if a member wishes a hard copy, these shall be available at a nominal fee for reproduction and mailing. Balance sheets and other similar summary reports shall be regularly published by the Guild Pursewarden. The COH has the right to assess dues for the Guild.
XI. Subgroups
There is only one Warrior Guild in ADF, the national guild. Sub groups shall be called Lodges. Lodges may have extra requirements on top of the guild requirements.
XII. Amendment to the By-laws
In the year 2007, these bylaws may be amended within the year after a committee has met to amend these bylaws and make them consistent 1) The motion of amendment to the bylaws must be posted to the list for discussion with the subject to read "DISCUSSION: Bylaws Amendment". Timeframe for discussion will be two weeks. 2) After the two week discussion period, the amendment shall be posted to the list with the subject to read "VOTE: Bylaws Amendment". 3) Voting timeframe should be 3 weeks from post in #2. 4) Can be amended by a 2/3 vote of the members. 5) Bylaws may only be amended once per year and that time would be January. Bylaws in Word doc
In the year 2007, these bylaws may be amended within the year after a committee has met to amend these bylaws and make them consistent
1) The motion of amendment to the bylaws must be posted to the list for discussion with the subject to read "DISCUSSION: Bylaws Amendment". Timeframe for discussion will be two weeks. 2) After the two week discussion period, the amendment shall be posted to the list with the subject to read "VOTE: Bylaws Amendment". 3) Voting timeframe should be 3 weeks from post in #2. 4) Can be amended by a 2/3 vote of the members. 5) Bylaws may only be amended once per year and that time would be January.
Bylaws in Word doc
This version of the Bylaws ratified in January 2007.
This page updated on 1, May, 2007