BY-LAWS of the SHIRE OF RAVENSLAKE (KINGDOM OF THE MIDDLE)
SOCIETY FOR CREATIVE ANACHRONISM – ILLINOIS, INC.
Article I. Authority
Section 1.01 The Shire of Ravenslake of the SCA IL, Inc. will operate under the Corpora of the SCA, Inc. and the Laws of the Middle Kingdom. In case of any conflict or omission, the Corpora of the SCA, Inc. and the Laws of the Middle Kingdom will take precedence over the By-Laws of the Shire.
Section 1.02 A quorum of the Shire is defined as a total of five active members, at least two of whom must be Great Officers of the Shire.
(a) Should there be no quorum at a scheduled meeting, business may still be discussed; however, no business requiring a formal vote may be undertaken. (added December 2023)
(b) Pets shall not count toward quorum. (added December 2023)
Section 1.03 The By-Laws of the Shire may be reviewed, approved, or amended as a majority of the active members of the Shire sees fit.
(a) Review of the By-Laws may be initiated at the request of any active member of the Shire. (added December 2023)
(b) Proposed amendments to the By-Laws will be posted to the Shire email list and website for commentary for at least one month before being accepted at a Shire meeting. (amended to specify process, March 2019)
Section 1.04 The By-Laws of the Shire will be posted to the Shire website and will be maintained elsewhere as necessary to make them easily available to the populace and prospective members.
Article II. Shire Membership – Definition
Section 2.01 The populace of the Shire shall consist of all those who are participating or have participated in Shire activities, and who remain in good contact with the Shire, regardless of residency or Society membership status.
(a) “Active” membership is defined as participating in Shire meetings, events, practices, Guilds, and/or social activities, including online meetings and gatherings. (added to ensure inclusion of distance/homebound members via electronic participation, December 2023)
(b) Membership and residency requirements for holding office or fighter/marshal authorization shall follow Society and Kingdom policy.
(c) Attendance will be taken at Shire business meetings and maintained in order to track officer attendance. (amended per vote, March 2019)
Article III. Financial Policy
Section 3.01 The Financial Committee, in accordance with Middle Kingdom Law, will consist of the paid members of the Shire, and must include the Seneschal, Exchequer, and at least one other person who does not reside in the same household as either of those two officers. All members of the Financial Committee must have an opportunity to review and approve Shire financial decisions before the next official Shire meeting. (amended to bring into compliance with Society Financial policy; requirement for paid membership confirmed per Society Financial policy dated 10/16/22, accessed via the MK website August 2025)
Section 3.02 Expenditures of Shire funds are approved by vote of the Financial Committee. Expenditures under $250 may be approved at the meeting at which they are initially presented. Expenditures of $250 or more may be approved at the second meeting during which they are discussed, unless more time is needed. Expenses may be approved in emergency situations by poll of the populace via e-mail/group mail list. However, this is not the preferred method and should be used as little as possible.
Section 3.03 Two signatures are needed on Shire checks per Middle Kingdom law. Signatories to the account include the Exchequer, the Exchequer’s Emergency Deputy, the Seneschal, either the Regional or the Kingdom Exchequer, and another Shire member not living in the same household as any of the above.
(a) The Shire account will not have any debit cards.
(b) The Shire will not permit electronic transfers of any kind save those requested or permitted by Middle Kingdom Law and SCA Corpora. (added to permit PayPal pre-registration, December 2023)
Section 3.04 The Exchequer will keep a log of approved expenses and note when the money is expended (with reference to the corresponding ledger entries) or note when the expenditure is canceled.
Section 3.05 Bank statements will be reviewed and compared to the ledger on a monthly basis by the Seneschal. The Seneschal will sign or initial and date each statement as proof of review.
Section 3.06 The Shire Financial Policy will be reviewed and approved by consensus of the Shire on an annual basis. A printed copy noting the date of the latest review is to be kept with the Shire financial records and the Policy will be easily accessible to the populace (by upload to the website or other means).
Section 3.07 Documents posted to the Shire website that include financial information will have bank balances redacted and will only be posted in PDF format. Numbers will be included in the Word or Excel (or equivalent) document form of such postings which may be provided directly to Shire members upon request. (added to better secure group financial data, August 2025)
Article IV. Officers
Section 4.01 The Great Officers of the Shire and their roles will include:
(a) Seneschal: President of the chapter
(b) Pursuivant (Herald): Group herald in charge of Book, Voice, and Court heraldry, maintains the Shire Order of Precedence
(c) Exchequer: Maintains the finances of the Shire
(d) Minister of Arts and Sciences: Reports on A&S happenings in the Shire, arranges instruction and training for Shirefolk in A&S
(e) Chatelain(e) (Newcomers’ officer): Gives help and advice to newcomers, maintains the Shire “Gold Key” closet (loaner garb/gear), manages recruitment and demo activities (amended to include as Great Officer to conform to Kingdom practice, August 2025)
(f) Knight’s Marshal: Safety and Training officer for Armored Combat, maintains the Shire “Iron Key” armored combat loaner gear (amended to include the warranted Group Marshal of each martial discipline as Great Officers, December 2023)
(g) Marshal of Fence (Rapier Marshal): Safety and training officer for Fence, maintains the Shire “Steel Key” fencing loaner gear (amended to include the warranted Group Marshal of each martial discipline as Great Officers, December 2023)
(h) Archery Marshal: Safety and Training officer for Archery, maintains Shire archery targets and range gear, and archery loaner gear (amended to include the warranted Group Marshal of each martial discipline as Great Officers, December 2023)
(i) Thrown Weapons Marshal: Safety and Training officer for thrown weapons, maintains Shire Thrown weapons gear (amended to include the warranted Group Marshal of each martial discipline as Great Officers, December 2023)
(j) Chronicler: Historian of the Shire, produces Shire Newsletter on paper or electronically (amended to include as Great Officer to conform to Kingdom practice, August 2025)
Section 4.02 The Lesser Officers of the Shire and their roles may include:
(a) Web Minister/Social Media Officer: Maintains and updates the Shire website and the information it contains, moderates the Shire e-mail list and Facebook presence; offices may be held by separate individuals if desired by the Shire and officers involved (amended to include SMO, March 2019)
(b) Minister of Youth: In charge of youth activities in the Shire
(c) Quartermaster: Maintains list of location of Shire equipment and checks borrowed equipment in and out of storage; arranges for storage of such equipment as does not reside with another officer (Iron Key/Steel Key/Gold Key loaner gear, etc.) (amended to include checking equipment in and out, August 2025)
(d) Shire Reeve (ceremonial): Executes the Will of the Crown, secures the Shire’s borders, and raises the Shire levy; assists the Shire Historian with the role, duties, and etymology of the Reeve’s office.
Section 4.03 All officers shall maintain the Shire copy of their office’s handbook. If there is no Shire copy of the handbook, the officer shall obtain a copy, asking the Shire for funds if needed. The Pursuivant shall also maintain a current copy of the Pictorial Dictionary, the Armorial, and the Ordinary. Electronic copies are acceptable.
Section 4.04 All officers are encouraged to have a Deputy to act in their stead if they are absent or incapacitated. The Society and Kingdom handbooks for each office will be referenced for any eligibility requirements.
Section 4.05 Officers are encouraged to attend at least three Shire business meetings (not events) in each rolling twelve-month period, either in person or online. Great Officers shall submit a report to the Shire in either written/e-mailed form or verbally, or via their Deputy, at least three times in each rolling 12-month period. (updated to clarify reporting, August 2025)
Section 4.06 Duties of the Officers and their Deputies, and requirements for holding office are listed in the Society and Kingdom Handbooks of the various offices.
(a) Officers are expected to support and actively encourage participation in the field of their responsibility, as well as submitting required reports. (added December 2023)
(b) The Chatelain(e), Web Minister, and Social Media Officer shall maintain valid e-mail addresses for the duration of their terms of office. (amended per vote, March 2019)
(c) All officers who are provided by their Regional/Kingdom-level offices with Middle Kingdom email addresses (e.g. ravenslake.office_at_midream_dot_org) are expected to conduct any official Shire or Kingdom email business via that email address. (added to provide continuity and archiving when offices turn over, December 2023)
(d) Documents posted to the Shire website that include personally identifiable information (PII) will have such PII redacted and will only be posted in PDF format. Exceptions such as contact information for event staff may be made on a case-by-case basis with the individuals’ explicit permission. (added to address online privacy concerns, August 2025)
(e) Upon assuming a Shire office, all new officers will provide the Web Minister with their preferred form of contact for non-official business. (added December 2023)
(f) The Shire may discuss in open meeting whether to initiate replacement of an officer who fails to comply with the duties of their office as stated above. (added December 2023)
Section 4.07 Offices will be changed as seems best to the Shire. (amended to remove time frame, March 2019)
Section 4.08 Any Shire member (including pets) who temporarily exits a Shire meeting except in the performance of official business will be named to a ceremonial office of the Shire’s devising at that moment. Such officers will be responsible for the creation and maintenance of their office’s regalia. (specific mention of pets added December 2023)
Article V. Shire Championships
Section 5.01 The Shire may hold Championship contests, to take place at a Shire activity as seems convenient to the Shire. If necessary due to time or facilities, sections of the championships may be held on different dates. (amended to remove time frame, December 2023)
Section 5.02 A Shire Champion must have been present for three Shire activities in the previous 12 months, and pledge to attend at least 3 activities in the following 12 months.
Section 5.03 The championships may include: (amended from “will” to “may,” March 2019)
(a) Armored Combat
(b) Rapier Combat
(c) Target Archery
(d) Thrown Weapons
(e) Bardic Activities
(f) Bocce
Section 5.04 The Shire Champion may not hold the same championship twice in a row.
Section 5.05 The respective Champions are charged with displaying and maintaining the favor indicating their Championship, to present the favor to their successor, and to arrange for and supervise the next championship.
(a) The Armored Combat (“Heavy”) Champion is styled “Overlord of Azure Mere” and also has the title “Rocco”.
(b) The Rapier Champion also has the title “Guido”.
(c) The Champions titled “Guido” and “Rocco” will act as Deputies to the Shire Reeve and when so acting, will carry out the Shire Reeve’s instructions.
(d) The Bardic Activities Champion also has the title “The Bard of Ravenslake” and shall create a new work in honor of the Shire and/or its members during the time he or she holds the championship. They shall also add an embellishment to the Bard of Ravenslake belt favor, and add their name in embroidery to its reverse.
Article VI. Newsletter
Section 6.01 The Shire Chronicler may produce and distribute a newsletter, “Carpe Corvum,” with information and articles as contributed by Shirefolk. (amended from “will” to “may,” March 2019)
(a) The newsletter will be available free of charge to anyone within or without the Shire who requests it, with paper copies limited to one per household unless otherwise requested.
(b) The newsletter does not have any associated designated funds. Material costs incurred for producing and mailing the newsletter may be reimbursed by the Shire as deemed appropriate on an item by item basis, following the usual manner of presenting and approving expenses.
(c) The newsletter is not an official publication of the SCA-IL, Inc and does not set any policies therein. The appropriate disclaimer will appear legibly somewhere within each issue of the newsletter.
(d) The Chronicler shall take special care to follow Society and Kingdom policies regarding use of copyrighted works and acquisition of publication releases.
Article VII. Guilds
Section 7.01 “Some Fiber Guilde from Ravenslake” consists of those Shirefolk who shall come together from time to time as seems to them convenient, to participate in creative activities that support the Shire and Kingdom, especially those activities involving fiber arts.
(a) “Some Fiber Guilde from Ravenslake” is an informal organization within the Shire and does not have a charter, designated funds, or membership requirements other than having participated in a Guilde activity.
(b) Material costs incurred for Guilde projects may be reimbursed by the Shire as deemed appropriate on an item by item basis, following the usual manner of presenting and approving expenses.
(c) The Award of the Purple Fretty which was presented to “Some Fiber Guilde from Ravenslake” is in the keeping of the Shire Seneschal.
Section 7.02 “Some Musick Guilde from Ravenslake” consists of those Shirefolk who shall come together from time to time as seems to them convenient, to participate in creative activities that support the Shire and Kingdom, especially those activities involving vocal and instrumental music. (section added August 2025)
(a) “Some Musick Guilde from Ravenslake” is an informal organization within the Shire and does not have a charter, designated funds, or membership requirements other than having participated in a Guilde activity.
(b) Material costs incurred for Guilde projects may be reimbursed by the Shire as deemed appropriate on an item by item basis, following the usual manner of presenting and approving expenses.
Article VIII. Shire Awards
Section 8.01 The Shire shall maintain the following awards:
(a) Order of the Raven Displayed, for continuous and/or significant service to the Shire, to be awarded in July. The badge of the Order will be (to be determined).
(b) Order of the Bec de Corbin, for significant martial achievement and service, to be awarded in October. The badge of the Order will be (to be determined).
(c) Order of the Raven’s Pinion, for significant achievement and service in the arts and sciences, to be awarded in January. The badge of the Order will be (to be determined).
(d) Award recommendations may be made by any Shire member, by email or other text communication, to the Seneschal. The Seneschal in consultation with at least two other Great Officers of the Shire will determine the final recipient of each year’s award.
(e) Any recipient of one of the Orders may receive said Order only once. There may be more than one recipient, or no recipient, of any Order in any given year.
(f) These awards do not carry any Kingdom or Society precedence or cognizance. (added September 2025)
Revision date: 8/27/2025