East Kingdom Seneschal
Administrative Policies of the Pennsic War
May 19, 2007
The policies contained herein shall apply by mutual, unanimous agreement between the Kingdom Seneschals of the East, Middle, and Æthelmearc and shall not be revocable by any one party without mutual unanimous consent by all parties. This document supercedes any and all previous Pennsic agreements between the Kingdom Seneschals of the East, Middle and Æthelmearc.
As these policies deal with administrative, legal, and financial management of an official interkingdom event of the Society for Creative Anachronism, Inc. (SCA), the Royalty of the three Kingdoms shall not have the authority or right to void, negate, or alter any portion of these policies. The Kingdom Seneschals of the East, Middle, and Æthelmearc recognize the authority of the Royalty to handle matters pertaining to the game-side portions of the Pennsic War. These issues can be defined as relating to the set-up and running of combat scenarios (with the consultation of the relevant martial authorities), court, or other matters relating to the medieval-recreation aspects of the event.
Changes to this document may be made by unanimous agreement of the Kingdom Seneschals of the East, Middle, and Æthelmearc. These policies recognize the precedence of the governing documents and Society officer policies of the SCA and may not conflict with any higher body of law or policy, Societal or modern.
These policies govern the operations of the Pennsic War (hereafter "Pennsic"), an interkingdom event of the SCA.
Pennsic is traditionally organized on alternate years by the East Kingdom (in even years C.E.) and the Middle Kingdom (in odd years C.E.). It is held at Cooper’s Lake Campground in Slippery Rock, PA.
For the purposes of these policies, the Kingdom autocratting Pennsic for a particular year is called the "hosting Kingdom"; the Kingdom of Æthelmearc, on whose land Pennsic is held, is called the "sponsoring Kingdom." Nothing in these policies shall imply that Æthelmearc is ineligible to be the hosting Kingdom for Pennsic.
These policies acknowledge the key role that Æthelmearc, its officers, and volunteers from its populace play in the operations of Pennsic.
B. Governance, Financial Management, and Chain of Command
I. The governing body of Pennsic is the Kingdom Seneschals’ Group (KSG), which consists of the Kingdom Seneschals of the East, Middle, and Æthelmearc acting in collaboration. Each seneschal has one vote. Unless otherwise indicated in these policies, a majority vote is sufficient to decide any question. The Kingdom Seneschal of the hosting Kingdom for any particular Pennsic is the primary liaison for communication between the KSG and the autocrat. This hosting Kingdom Seneschal shall act as the direct supervisor of the autocrat and is responsible for communicating rulings and instructions from the KSG to the autocrat.
II. The ultimate legal authority for Pennsic is the sponsoring Kingdom Seneschal. However, the Æthelmearc Kingdom Seneschal is the only officer authorized to remove Society sanction from Pennsic, because the event takes place on Æthelmearc land. The Kingdom Seneschals of the East and Middle and the autocrat recognize the authority of the Æthelmearc Kingdom Seneschal in relation to Pennsic when decisions or actions are taken during the course of the event. The Æthelmearc Kingdom Seneschal is to be included in all discussions relating to such actions or decisions. In consideration of this, Æthelmearc agrees to never remove Society sanction from Pennsic without good and just cause nor without consulting the Kingdom Seneschals of the East and Middle.
III. The autocrat is the chief executive officer of Pennsic. He/she oversees event operations and is responsible for the activities of his/her staff. The autocrat is a deputy of the hosting Kingdom Seneschal and must be a warranted officer per the policies of the SCA, Inc. This includes keeping his/her paid membership current during the entire term of his/her involvement as Pennsic staff. The autocrat’s warrant is signed by the members of the KSG and the Society Seneschal. The autocrat reports to the hosting Kingdom Seneschal and is ultimately responsible to the KSG. The autocrat must have an emergency deputy who is prepared to take over immediately in the event that he/she cannot continue or is removed.
IV. The Pennsic Exchequer is the chief financial officer for Pennsic. He/she is a deputy to the KSG and reports directly to the KSG. The Pennsic Exchequer must be a warranted officer per the policies of the SCA, Inc. This includes keeping his/her paid membership current during the entire term of his/her involvement as Pennsic Exchequer. The Pennsic Exchequer’s warrant shall be signed by the members of the KSG and the Society Exchequer. The KSG may choose to appoint more than one Pennsic Exchequer, if circumstances warrant it. The Pennsic Exchequer must have an emergency deputy who is prepared to take over immediately in the event that he/she resigns, cannot continue or is removed.
V. The Pennsic Financial Committee (PFC) is the financial body of Pennsic. The PFC acts as an advisory body for the KSG regarding financial matters. The PFC consists of the Pennsic Exchequer, the Kingdom Exchequers of the East, Middle, and Æthelmearc, and all confirmed Pennsic autocrats, acting in collaboration. The PFC reports to and is responsible to the KSG. The PFC works at the direction of the KSG, with the Pennsic Exchequer acting as the primary liaison for communication between the KSG and the PFC.
VI. General Financial Policies (additional information can be found in the Pennsic Financial Policies)
- Kingdom Profit Splits. The following provisions go into effect with the profit splits from Pennsic 31 (2002 C.E.):
A portion of the profits from each Pennsic goes to the East, Middle, and Æthelmearc according to the following formula: The base profit is an equal amount for the East and Middle, with Æthelmearc receiving 25% of the combined total received by the East and Middle. The amount received by Æthelmearc will not reduce the amounts received by the East and Middle. This is equivalent to a 40%-40%-20% split of the total amount distributed to all three Kingdoms. An estimated base profit total shall appear in the Pennsic budget as an expense line item.
- Distribution of Excess Net Profits
If, with the filing of the year end report, there are net profits in excess of actual expenses for any given Pennsic, the excess net profits will be distributed as follows: 50% distributed to the East, Middle, and Æthelmearc (of which 40% goes to the East, 40% to the Middle, and 20% to Æthelmearc) 25% added to the Pennsic Contingency Fund and 25% added to the Pennsic Special Projects Fund. Any excess net profits distributed to the three Kingdoms will not be considered in calculating the base profit amount to be budgeted for the next Pennsic.
- Pennsic Contingency Fund: The goal for the Pennsic contingency fund is 150% of the prior year’s actual expenses, plus the amount of any special projects budgeted for the next war. Should the contingency fund ever exceed this amount, any excess will be added to the Pennsic Special Projects Fund.
- Pennsic Special Projects Fund: These funds may be used for expenses that are above or beyond the normal operating budget of Pennsic. Pennsic Special Projects may include, but are not limited to: commemorative site medallions, a commemorative publication, landmark structures (ie. Clock tower), or performing arts venues.
VII. Removal of an autocrat or Pennsic Exchequer: The KSG may remove an autocrat or Pennsic Exchequer for just and stated cause, including but not limited to violation of Society law or policy; violation of Pennsic policy; violation of modern law; failure to report as required; actions that endanger Pennsic; actions that endanger the Society. The reasons for removal must be provided to the removed person in writing.
C. Bid Selection Process
Bids are due a minimum of two years and three months prior to the Pennsic being bid on (e.g., bids for Pennsic 34, to be held in August 2005, are due by May 1 of 2003). Potential autocrats may request a bid packet from one of the three Kingdom Seneschals. The bid packet will include minimum bid requirements, submission deadlines, and budget actuals from previous Pennsics to assist bidders in developing a preliminary budget. The announcement calling for bids will be published in all three Kingdom’s newsletters four months prior to the bid deadline.
The hosting Kingdom Seneschal will provide copies of all Pennsic bids to the KSG within 15 days of the bid deadline for that Pennsic. The KSG will have 30 days from the receipt of the bids to review them and provide comments to the hosting Kingdom Seneschal. No decision will be made on a Pennsic bid or autocrat until the seneschals of the non-hosting Kingdoms have had this opportunity to comment on all of the bids.
Only those bids (and prospective autocrats) that were reviewed by the KSG are eligible for selection. Should no bids be submitted, or if all bids submitted are incomplete or ineligible, the KSG will review standing bids offered by successful Pennsic War Autocrats from the last 5 years. The KSG will solicit and maintain a list of successful Pennsic War Autocrats from the last 5 years, who are willing to accept the position in the event of the scenario so listed above occurs.
The hosting Kingdom Seneschal will inform the KSG immediately upon the selection of the Pennsic bid and autocrat.
To be eligible to be considered to be the Autocrat of any Pennsic War, a prospective candidate must have demonstrated successful administrative activities at Pennsic War in the past 5 years.
Bids must contain the following, at a minimum:
- SCA and modern name and contact information for the following:
- Emergency Deputy
- Key department heads, with descriptions of previous Pennsic staff experience and/or other relevant experience
- Resume (SCA and modern) of autocrat, including previous Pennsic staff experience and/or other relevant experience
- Statement of why the autocrat wishes to organize Pennsic and what qualifications he/she brings to the project.
- Letters of intent from each key department head confirming their agreement to be on the autocrat’s staff in that position.
- A draft preliminary budget, including proposed fee schedule, projected attendance, estimated gross revenue, estimated expenses, and any budget areas that are expected to change significantly (due to special projects, anniversary years, etc.). The hosting Kingdom Seneschal will help by providing budget actuals and non-cash asset inventories from previous Pennsics.
- Any new projects, activities, or changes in procedures/operations proposed for the war.
D. Autocrat Responsibilities
I. General Responsibilities: The autocrat serves as a member of the PFC from the time he/she is officially appointed until one year after the end date of the Pennsic he/she autocrats, in order to provide guidance to upcoming autocrats and a "corporate memory" of past operations. Once an autocrat has been officially appointed, he/she is considered to be "on duty" and is responsible for directing and managing the activities of his staff.
II. The autocrat and his/her staff shall recognize that statements they make in official communications (for example, concerning the amount of land that will be allocated per person attending) may constitute an implied contract with attendees, and they are cautioned to not make explicit statements lightly nor to renege on such statements without considering the potential legal action that could be brought by attendees.
III. Reporting: The autocrat will submit written reports to the KSG on the status of planning and pre-event operations on the following schedule:
- 12-24 months before Pennsic: quarterly; due by the 1st of November, February, May, and August
- 1-12 months before Pennsic: monthly; due by the 7th of each month for the month prior
- Final event report is due 60 days following the end of Pennsic and should include a list of potential improvements for the future.
The autocrat is expected to be in regular communication with the hosting Kingdom Seneschal by e-mail or telephone as plans progress.
IV. Emergency deputy: The autocrat must have an emergency deputy who is prepared to take over immediately in the event that the autocrat cannot continue or is removed. The emergency deputy must be a warranted officer per the policies of the SCA, Inc. This includes keeping his/her paid membership current during the entire term of their staff involvement as Pennsic staff. The emergency deputy’s warrant is signed by the KSG and Society Seneschal.
Æthelmearc Kingdom Seneschal
East Kingdom Seneschal
Middle Kingdom Seneschal