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This document is a requirement of the bylaws of the North American Society of Ancient and Medieval Wargamers (NASAMW).
Article A: Introduction
PP-A-1.0: This document is a requirement of the bylaws of the North American Society of Ancient and Medieval Wargamers (NASAMW). The purpose is to define the details of the operation of the society, which the By-Laws can or did not define. The Policy and Procedures (hereafter referred to as P&P) allow the Executive Council (hereafter referred as the EC) the abilities to change with the times and necessity. The P&P will be organized in the same manner as the Bylaws. The secretary will maintain three copies of the P&P. Three different copies are as follows: Historical, Reading and Integrated. Historical Copy will contain all past and current P&P. Past or superseded P&P will be struck though and dates of changes will be noted. The reading Copy will be just current P&P. The integrated copy will be a merge of the By-Laws and the P&P. All copies will be maintained on a public venue.
Article B: Government
Section 1: Government
PP-B1-1.0: The EC will establish Regions with Regional Representatives (RR) for the purpose of promoting hobby locally and as a voice of the membership. RR will work through the Member at Large to forward motions to the EC.
PP-B1-2.0: Members will select a Regional Representative. The Regional Representative is an advisor to the Executive Council and will serve for two years. The method of selecting the Regional Representative, or of removing one from office if required, is fully the decision of the members of the region.
PP-B1-3.0: The Executive Council will approve a region’s geographic area. The EC may use artificial boundaries, national and state, to form regions.
PP-B1-4.0: Members may apply to the Executive Council for reorganization of regions, including the formation of new or dissolution of existing regions. The Executive Council will approve such applications provided:
Section 2. Majority Vote
PP-B2-1.0: All EC votes are public information.
Article C: Elected Officers
Section 1:
Section 2: The President
PP-C2-1.0: The President will nominate a Chief Editor for Spearpoint. The Chief Editor must be approved by the majority vote of the Executive Council. The Chief Editor is responsible for the publication of Spearpoint, the Society's newsletter. The EC will determine the frequency that Spearpoint is published. The Chief Editor may appoint Assistant Editors as needed. Assistant Editors serve at the discretion of the Chief Editor. The Chief Editor will gather and prepare articles and information for publication in Spearpoint.
PP-C2-2.0: The President may create additional auxiliary offices and nominate members to fill them. All auxiliary offices and those nominated to fill them must be approved by a majority vote of the Executive Council. Such auxiliary offices exist until no longer needed or the end of the Presidents term of office, whichever occurs first. All auxiliary officers will be an advisor to the EC.
PP-C2-3.0: The President must hold at least one meeting of the Executive Council each year at the site of a championship tournament. All committees authorized by the Executive Council must hold at least one meeting each year at the site of a championship tournament.
PP-C2-4.0: The President must hold an annual meeting of the general membership at the site of a championship tournament. The President may combine all annual meetings with the general membership meeting. Society members may request other general membership meetings by submitting a petition of fifty members, or 10% of the Society's membership if greater, to the Executive Council. A meeting requested in this manner must be held within 30 days of receipt of the petition by the Executive Council at a championship tournament, or at a planned location requested in the petition, or at some other location that is agreed to by the parties involved.
PP-C2-5.0: All meetings are open to all members of the Society. Appropriate notice will be given to all members of an impending meeting. Questions arising during the general membership meetings, except amendments to the Bylaws, may be presented to the members present for decision by majority vote. Such questions will be clearly worded to allow a Yes or No vote by the membership. If the majority of the votes are “Yes” then the question shall pass.
PP-C2-6.0: The president must appoint an International Wargaming Federation (referred to as the IWF) representative.
Section 3: The Vice-President
PP-C3-1.0: VP will be responsible for the internal coordination of all NASAMW officers.
PP-C3-2.0: VP and ChUmp shall coordinate the events with convention host.
PP-C3-3.0: The VP shall have the final word in the event of a dispute concerning the ChUmp. If the VP is not present dispute resolution shall rest with the President, Secretary, or Treasurer in this order.
Section 4: The Secretary
PP-C4-1.0: The secretary will maintain three copies of the P&P. Three different copies are as follows: Historical, Reading and Integrated. Historical Copy will contain all past and current P&P. Past or superseded P&P will be struck through and dates of changes will be noted (YYYY,MM,DD). The Reading Copy will be just current P&P. The Integrated Copy will be a merge of the By-Laws and the P&P. All copies will be maintained on a public venue.
Section 5: The Treasurer
PP-C5-1.0: The Treasurer and Secretary must communicate on a constant bases to ensure Society’s records are current.
PP-C5-2.0: The receipt disbursed funds must be some written document for a paper trial during an audit.
PP-C5-3.0: The money allocated to each region is available to that region during the gaming year. If the funds are not spent by end of the gaming year, the Treasurer shall divide the remaining funds in thirds.
The First Third shall be returned to the region’s account to be used next year’s funds.
The second part shall create a ChUmp Prize Budget for the promotion of the hobby.
The last third shall be divided among the regions, which utilized all their regional funds. Distribution will based on the number of members in each region over the number of members in all regions, which consumed their funds. (ie: Only two regions used all their funds. Region M has 10 members and region N has 40. Region M will receive 20 % and region N will 80 %.)
PP-C5-4.0: Distribution of regional funds will be through the Regional Representatives. If by Mar 1st, a region’s funds are not used, any member from that region may request to utilize them. The member’s request will be made to the President.
Section 6: The Member At-Large
PP-C6-1.0: The Member At-Large is the voice of the members on the EC and the coordinator of the Regional Representatives.
Section 7: Office Vacancy
Article D: Chief Umpire
Section 1: Chief Umpire
PP-D1-1.0 The Chief Umpire (ChUmp) shall be an impartial adjudicator who does not show favoritism towards any one rules set or subset of tournament gaming members. The ChUmp has the authority to arbitrate disputes involving Society referees and he is responsible to the President for the good order of Society sponsored tournaments.
PP-D1-2.0 The ChUmp shall chair a rules committee - if necessary to convene one.
PP-D1-3.0 The ChUmp shall attend each Society SPONSORED tournament. If the ChUmp is unable to attend a Society SPONSORED tournament the ChUmp shall, with the President's concurrence, delegate his "authority" to another member who will be present.
PP-D1-4.0 ChUmp shall coordinate all Society SPONSORED tournaments. The Chump shall allocate prizes, and provide logistical and administrative support. The ChUmp may enlist the help of other members as volunteers to assist with administrative and logistical support. ChUmp shall publish pre-event instructions for each tournament and produce a written report.
PP-D1-5.0 The VP shall have the final word in the event of a dispute concerning the ChUmp. If the VP is not present dispute resolution shall rest with the President, Secretary, or Treasurer in this order
PP-D1-6.0 ChUmp Prize Budget for the promotion of the hobby will come from one third of the year’s unused regional funds. The President must pre-approve the use of these funds.
Section 2: Rules co-ordinators
PP-D2-1.0 The Vice-President and ChUmp shall nominate a member for each set of rules used in sponsored tournaments, as Rules coordinators. Rules coordinators will be an advisor to the EC. Rules coordinators will act as both a coordinator and as the referee at the tournament level. Once approved these nominees may, with the President's concurrence, enlist members as volunteers to serve as assistant referees or to act in their stead at a NASAMW sponsored event should they be absent. Rules coordinators shall work with the ChUmp to establish the procedures and schedules for tournaments involving the respective rules. Rules coordinators shall provide the ChUmp with pre-event instructions for publication. They shall provide written summary, with results.
Article E: Lifetime Vice President
Section 1:
Section 2:
Section 3:
Section 4:
Article F: Dues and Membership
Section 1: Dues for the 2006/2007 year
PP-F1-1.0 Membership dues are set $30.00 and $8.00. Printed Membership is $30.00 and divided as follows: $24.00 for Spearpoint printing, publication, and mailing; Regions will receive $5 for each member in their region; $1 goes to the NASAMW general fund; $1.00 for technology services. eMembership is $8.00 and divided as follows: Regions will receive $5 for each member in their region; $1 goes to the NASAMW general fund; $2.00 for technology services.
PP-F1-2.0 Canadian members’ pay the same numeric value but in Canadian currency. Canadian regions receive no funds for regional use. With a printed membership, the $5.00 regional funds will be added to the printing, publication, and mailing of Spearpoint. With an eMembership, the $5.00 regional funds will be added to the General Fund.
Section 2: Membership
PP-F2-1.0 NASAMW members may elect to join the International Wargaming Federation (IWF) at the cost of 1 £ per year at the conversion rate to US$ effective on July 1 each year. The president must appoint an IWF representative. The IWF representative will be an advisor to the EC.
Article G: Elections, Referendums, and Impeachment
Section 1: Nomination
PP-G1-1.0 Secret Ballot is defined as nameless with no means of identifying the member directly. Our security will be the accurate membership record. The Election Supervisor will mail ballots to the members listed by the Secretary. The Election Supervisor may procedure a numbered ballet but must not associate the number to a member. The numbering of ballots is a control by means of the number range and total.
PP-G1-2.0 Members may vote electronically. The society must maintain the secrecy of the ballot.
PP-G1-3.0 Society members who are not nominated for an elected office (Bylaws Article C, Section 1) may run for office as a write-in candidate. Such candidates will not be included on the election ballot, nor will they be allowed space for campaign statements in Spearpoint (including letters to the editor, or other submissions meant to circumvent the prohibition of campaign statements). Write-in votes will be counted in the election total. If a write-in candidate meets the election criteria of Article G, Section 2, that candidate will be elected to office.
Section 2: Election Supervisor
Section 3: Election run-off
Section 4: Assume offices
Section 5: LVP nomination
Section 7: Questions
Section 8: Impeachment
Article H: Amendments
Section 1: Proposed amendments
Section 2: Amendments vote
P&P Article X:
Section 1: TOURNAMENTS
PP-X1-1.0: A GAMING YEAR for each rule set is defined as the time between the NASAMW Individual Championship Tournament (NICT). The NICT is the last and first Tournament of consecutive years. Allowing the winners to qualify for the next year’s NICT.
PP-X1-2.0: NASAMW defines "NICT" to be "NASAMW Invitational Championship Tournament" which is conducted in accordance with our bylaws.
PP-X1-2.1: The NICT format (Figure scale, Table size, Scoring, Point and Time limits etc.) will be determined by a popular vote. The Rules Coordinator will poll the members who are currently qualified and who participated in the last NICT. Poll should be conducted 3 months after the NICT.
PP-X1-3.0: As an open society, all tournaments are SANCTIONED by NASAMW as long as one member participates, organized or run the tournament. NASAMW does not dictate to any tournament organizer how a tournament must be organized or run. NASAMW tournament practices are recommended, but not required.
PP-X1-4.0: A NASAMW SPONSORED tournament is organized or run by the Chief Umpire and financed by NASAMW. For a tournament to become a SPONSORED event, a Minimum of 2 members will be needed to participate.
PP-X1-5.0: Entry fees may be collected at tournaments. The amount of fees collected may be different amounts based on whether the player is a NASAMW member or a non-member. When different, the NASAMW member fees will be less than the non-member fees.
PP-X1-6.0: Current Entry fee structure is: A member pays $5.00 once for the all tournaments entered during a convention. Non-members pay $5.00 for EACH tournament entered. The President and Chief Umpire may wave an entry fee to promote the hobby (i.e. the youngest player in the tournament, a member’s young son’s or daughter’s first tournament).
PP-X1-7.0: Qualification standards for NASAMW Invitational Championship Tournaments (NICT).
PP-X1-7.01: Membership Qualification: Individuals must be NASAMW members to participate in a NICT. However, the President , Chief Umpire, and rule system coordinators in consultation may issue additional invitations which may include a membership exemption (ex. oversea visitor).
PP-X1-7.02: Tournament Qualification: Each complete multiple of six player participating in a tournament permits one individual to qualify for an invitation to the NICT. Qualifiers are the highest finishing players. If the highest finishing players are already qualified, the qualification DOES NOT move down to a lower finishing member - instead the tournament produces fewer than the maximum number of qualifiers.
PP-X1-7.03: Rated Qualification: The Ten (10) highest rated North American players of each rule system, on May 31 of the current year, will qualify. The rating system is rule specific and is the chosen at the discretion of the each rule system coordinator. Example: DBM is currently using GLICKO. If any of the ten highest rated players have already qualified by other means the Rated Qualification does not move down to lower rated players - instead the ratings produce fewer than ten qualifiers.
PP-X1-7.04: Regional Invitation Qualification: Each Regional Coordinator shall be able to invite a single member from his/her region to participate in a single NICT each year. The Coordinator must inform the ChUmp who this invitee is one month before the date of the NICT.
PP-X1-7.05: Regional Championships Qualification: Each Regional Coordinator may hold a regional championship for each rules set for which NASAMW sponsors a NICT. The winner of this regional championship shall qualify for the NICT of that rules set regardless of the number of players involved.
PP-X1-7.06: Champion Invitation: The current NICT champion will be invited to the next NICT. If there are over 25 participates in a NICT, the second place player may receive an invitation to the next NICT. A pervious NICT champion may request an invite to the NICT of the rule system in which they have been a champion. The request must be made to the rule system coordinator of each rule system and the granting of the invite is at the coordinator's discretion.
Section 2: FISCAL ISSUES
PP-X2-1.0: The President may from time to time authorize reimbursement to elected officers and approved appointees (e.g., Chief Umpires and lifetime VPs) for actual travel costs (gasoline and air, rail, bus ,or taxi fare) and lodging costs hotel room and taxes), but not dining or other costs, to attend wargaming conventions or ancients miniature figure shows. Any such reimbursement shall be given only to an elected official whose sole purpose for attending is to provide information, demonstrate gaming, or solicit support by working in a NASAMW information booth or to canvass attendees, vendors, or officers of other clubs in support of an EC sanctioned activity.
PP-X2-2.0: All Elected Officers shall assist in the collection of all monies and procurement of awards.
Section 3: EXECUTIVE COUNCIL ISSUES
PP-X3-1.0 The society will establish and maintain a website.
