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| Community Constitution |
The Conclave Constitution
Goal
The Conclave Constitution comprises a clear and transparent setup of all the various tasks and responsibilities of all the key functions and positions within The Conclave as an international multigaming community.
0. Definitions
Constitution
This document.
Member
A member is a person who has been added to a House as well as to The Conclave memberlist.
Active member
A member is concidered "active" if they regularly communicate publicly with other members within The Conclave using the communication tools provided by the Conclave.
Member on leave
A Member is considered "on leave" after the Member posts a notification in a prominent place on the forums.
Inactive member
A member is concidered "inactive" if he/she does not fulfill the requirements to be concidered "active" or "on leave".
Position
A certain role within the organizational structure of The Conclave, specified in the constitution or Ruleset, which can be fulfilled by a member.
Function
A position , which can be fullfilled by a single member. A member may only fulfill one function within The Conclave.
Director
A function within The Conclave, as defined in the Constitution
Ambassador
A position within The Conclave, as defined in the Constitution
Councillor
A function within The Conclave, as defined in the Constitution
Resignation
An announcement, on a public member forum designated by the Ruleset, of the intent to step down from a position.
House
A theme based unit within The Conclave
Guild
A game related organisational unit within the Conclave, led by an Ambassador.
Rules
The prescribed guidelines and procedures for conduct or action(s) that do not violate the Constitution.
Ruleset
The collection of active rules within The Conclave, this should include rules about:
- A procedure for constitutional changes
- A procedure for appointing new server admins.
- The number of positions of each type defined in the Ruleset and constitution
- Control of the communication tools
- Defines minor and major offenses
Motion
Any formal proposal that has been posted to a public member forum designated by the Ruleset and is awaiting a Vote by the Members and/or the Directors.
Vote
A formal expression of support, rejection, or apathy, to a Motion. When cast, a Vote is made publically visible, and may not be re-cast.
Member Vote
A Member Vote is a process that takes exactly one week to complete. It begins when a Member puts forward a Motion. Before the Member Vote's time elapses, A Member may vote upon the Motion in one of three ways: Yes, No, Abstain. When the Member Vote's time elapses, if there are more Yes votes than No votes, then the Motion passes. Otherwise, the Motion fails. The party that put the Motion forward may cancel the Member Vote at any time before its time elapses by announcing this in the same place that the motion was put forward.
Server owner
A member with administrative rights and (partial) ownership of a server.
Server admin
A position that gives admin rights on a server.
Communication tool
Means of communication used within The Conclave to communicate.
Founder
Honorary title for the three Founding Fathers of The Conclave: Chief, Seryl Cann, and Varden.
1. The Directors
The Directors direct The Conclave using the Ambassadors and Members. In cooperation with the Members, they determine the rules and guidelines for the whole of The Conclave. The Directors propose new rules, procedures and structures. The Directors are also in charge of appointing new Ambassadors and to determine when new Guilds or Houses should or can be formed.
2. The Ambassadors
The Ambassadors have the responsibility of running their respective Guilds on a day to day basis within The Conclave as a community. The Ambassadors are to see to it that the rules of the Ruleset are adhered to within their respective Guilds. In addition, the Ambassadors are capable of dealing out punishment for any rule breaking that is regarded to be a minor offense by the rules. Any rule breaking regarded to be a major offense, as described in the rules is to be presented to the Councillors, who will then decide whether a rule has been actually broken and if so, what the appropriate punishment will be.
3. The Councillors + reserves
Councillors are the referees of The Conclave. As a group, plus any additional reserve Councillors, they are independent of the other functions within the Conclave. Councillors handle any dispute between any (groups of) The Conclave members. The only exception to this is that none of the Councillors may be directly involved in the dispute themselves. When this is the case one of the available reserve Councillors is appointed to handle the dispute at hand to instead to ensure a proper and fair procedure. The Councillors have the following responsibilities:
A. To take notice of any disputes.
B. To inform The Conclave members of any disputes that have arisen.
C. To examine all the evidence presented by all parties involved in the dispute.
D. To determine if there was any violation of The Conclave rules.
E. To determine what (if any) actions are appropriate and have to be taken.
F. The Councillors are to follow the rules, but may deviate from the default measures to be undertaken if sufficiently motivated.
Reserve Councillors have none of the duties and responsibilities of the Councillors until they are to replace a Councillor, due to a dispute in which this Councillor is actively involved, or when they are granted a full position as a Councillor. Consequently, reserve Councillors normally have no vote in the decision making process of the Councillors.
Neither Councillors nor reserve Councillors may hold any other Position except for Treasurer.
4. Interaction between Directors and Members
In the formal interactions between Directors and Members, there are two types of activity:
- Plans are activities requiring approval before implementation.
- Actions are activies that do not require approval, but can be called into question and undone.
Plans
Plans include by definition:
- Proposed changes to the Ruleset
- Procedures
- Creation of new Guilds, Houses, or other organisational structures
- Appointments, as described in the Ruleset and Constitution
- Other activities, as defined in the Ruleset
A plan is put forward as a Motion. A Plan may only be implemented when it is approved by a passed Member Vote and by a 2/3 majority vote of the Directors.
Actions
Actions can be called into question by any Member by putting forward a Motion to undo the Action. For the duration of the Member Vote, the action may not be implemented. If the Member Vote passes, the action is undone.
5. Appointment of functions
Directors: Appointed for life, or until their Resignation. New Directors are brought forward by the either the current Directors, or the Council should there be no incumbent Directors, and must be approved by both the Ambassadors, with a 2/3 majority, and by a passed Member Vote.
Guild Ambassadors: Candidates are selected by the Directors and ratified by a passed Member vote, whereupon they and are appointed for 6 months, or until their Resignation.
Councillors: New Councillors and reserve Councillors are put forward by the current Councillors, or the Directors should there be no incumbent Councillors, and their appointment must be agreed upon by a Member Vote. Councillors and reserve Councillors are appointed for life, or until their Resignation.
6. Impeachment
Members can be forcibly removed from their function if two out of three of the groups (Directors, Ambassadors, and Councillors) agree, each with a 2/3 majority vote.
If a person is in two or more of the above groups, then that person may only vote in the leftmost group, of the list given above, of which he or she is a member. For the purpose of this vote, he or she does not count towards the membership of any groups in which he or she does not vote.
7. Communication
1. Communication tools
- The Conclave Ruleset specifically describes, per group within the community, who should have certain communication tools available as well as who manages these means of communication.
2. Disputes
- At no time may rules or punishments prevent members from contacting a Councillor.
8. Servers: server admins/owners
When dealing with visitors on public servers they have the power to deal out punishment. However, when it involves punishment of members, a Guild Ambassador has to be notified immediately of the circumstances and punishment dealt.
The Conclave Ruleset comprises the rules concerning the appointment of new server admins.
9. Disclosure
The following things should be made public and stay public:
1. Rules and regulations: The Constitution and Ruleset.
2. Appointments
3. Candidacy for a function
4. Decisions
5. Proposals for changes in The Conclave constitution or the rules
6. Disputes
7. Current functions and server admins/owners of servers
8. Financial matters regarding The Conclave activities which require funding
10. Amendement of these rules
This Constitution can only be changed if:
1. The Conclave as an entire community is notified beforehand as defined in the Ruleset.
2. Two of the three branches (Directors, Ambassadors, Councillors) vote both with a 2/3 majority vote to adopt the changes.
If a person is in two or more of the above branches, then that person may only vote in the leftmost branch, of the list given above, of which he or she is a member. For the purpose of this vote, he or she does not count towards the membership of any branches in which he or she does not vote. |
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