OCSWS CHARTer
Mission Statement
We, the Orange County Star Wars Society, are a non-profit club comprised of individuals who enjoy the Star Wars films and other aspects of the Star Wars franchise. Our club was created in order to give Star Wars fans in the Orange County region a chance to socialize and engage in activities relating to the varied aspects of the Star Wars franchise. We strive to keep Star Wars alive in the eyes of the Orange County community, and endeavor to give back to the community through charitable events. The Orange County Star Wars Society is the officially recognized Fan Force Chapter for Orange County.
By-Laws
I. Name and Date of Club Formation
The name of our club shall be the Orange County Star Wars Society. Founded, August 19th 2002.
II. Policies
§ The Orange County Star Wars Society is not affiliated in any way with Lucasfilm™,©,® or its subsidiaries.
§ The Orange County Star Wars Society does not discriminate on the basis of age, gender, religion, physical handicap, sexual orientation, race, nationality or ethnicity.
III. Membership
Membership is open to everyone. To become a member you simply need to post on the boards. There are two classes of membership:
Active Membership: Active membership is attained when a member lives in Orange County, posts on the forums regularly, and attends the majority of our meetings and events. Active members have full voting privileges. Active members are also eligible to serve as officers of the club.
Honorary Membership: Honorary membership is open to anyone regardless of geographic residence. Honorary members are allowed to post on our forums, receive our newsletter, and attend meetings and events of their choosing, yet are not eligible to vote on any club issues. Honorary membership may often be bestowed upon "celebrities" in the Star Wars community such as Star Wars actors, authors, those working for LUCASFILM™,©,® etc.
IV. Membership Dues
The Orange County StarWars Society requires $2 membership dues. Becoming an OCSWS member is free and you can pay your Dues whenever you attend a meeting, the first meeting is free to see if you like the club and wish to stay.
V. Official Meetings
We will have a minimum of one official meeting per month. Additional meetings may be called when there is a need. Meetings will either be a pot-luck affair, or we will ask for a small donation to defray the cost of food and drinks. Occasionally an "Officers meeting" may be called for the officers of the OCSWS only. The OCSWS will make every attempt to pick a date for the meetings that will work for the majority of the member' schedules.
VI. Voting Regulations
All active members will be allowed to vote on any issues brought up at a General meeting or any issue being voted on the forums. Guests of members, first time attendees, and members not living in the geographic area of Orange County will not be allowed to vote. An exception will be made for those members who are residents of Orange County yet are currently attending elsewhere, provided their breaks are spent in Orange County. An exception will also be made for persons whose permanent residential address is in Orange County, but whose jobs might not permit them to be in county most of the time, such as those in the military.
All elections will be won by a simple majority either by the show of hands, or by posting your vote on the forums. There are a few exceptions to these rules:
The positions of President, Vice-President, Secretary, and Treasurer are elected positions and will be voted on by a simple majority. Yearly elections will be held for these four positions to allow other members a chance to serve. Elected officers will serve until they resign, move out of the geographic area of Orange County, or are removed through a ¾ vote of no confidence by the remaining club officers.
AMENDMENT: AS OF APRIL 15th 2007
• When elections/vote are conducted, the ability to vote by proxy is reserved only to those that have been to at least one meeting in the past 6 months.
• Occasionally an issue will come before the club that requires discretion and will be voted on by the OCSWS officers. In order for a decision to pass in the Jedi Council, it must receive ¾ votes or better for passage.
Other officer/VIP positions will be appointed at the President's discretion. These honorary positions are awarded to people who perform a service to the club above and beyond the call of duty, charitable and otherwise. The President will attempt to ensure that the members of the Officers Council will represent the other club members by appointing council members of varying ages, interests, and talents. The titles may be rescinded if the member acts in a way that is unbecoming to a club officer.
AMENDMENT: as of APRIL 15th 2007
• Club founders will hold an honorary officer position, unless they resign, move out of the Orange County area, or get voted out unanimously by the current officer corps. This is just a title, and they will not have officer voting privileges, nor access to the officer forums.
This passed unanimously.
VII. Misconduct
While it is hoped that no member must be expelled from the group, it is prudent to have measures in place should the need arise. If any member of the club feels that another member or officer should be expelled, that person is encouraged to approach any officer they feel comfortable approaching with his/her complaint. The complaint must be in writing and delivered via PM, email, or written letter to the officer. The officer receiving the complaint must present the complaint to the council of officers within 24 hours. At that time, the council will begin an investigation and discussion of the complaint, and determine the best course of action.
General Misconduct:
* Any person attending an OCSWS meeting or event who acts disorderly or is in any way disruptive will be asked to leave the meeting or event.
* Consumption of alcohol or other illegal substances, or the possession of firearms at an "official" OCSWS event are not allowed.
* Any violation of the Terms of Service at Fan Force will be considered a violation of OCSWS by-laws. If a permanent ban vote is passed by 2/3 of the officers' council, that member will be banned from attending all future meetings/events, and banned from posting on the Fan force, OCSWS, and Yahoo! groups. The OCSWS will actively seek a restraining order against any member if deemed necessary to protect the other members.
Conduct that justifies expulsion:
* Engaging in any illegal activity while attending a club function
* Threatening another member with physical violence on the forums or during a meeting or event
* Committing physical violence against another member
* Harassing or stalking another member via email, phone, PM, instant messenger, or written letter
* Repeated unsolicited sexual advances toward another member.
The OCSWS reserves the right to call in local law enforcement officers to enforce these rules.
VIII. Underage Members
Anyone, regardless of age, may become a member, post on the forums, and attend official meetings and events. However, anyone under 18 years of age will be required to fill out a Parent Consent Form to participate in any OCSWS meeting and event. The form the parents will be asked to fill out is as follows:
Parental Consent Form
Star Wars has always been a story for all ages. The Orange County Star Wars Society is comprised of members that reflect all ages. However, it is important for parents to be aware of several things if they choose to let their minor child join the club.
1. No one will be supervising minors. While it is never the club's intention to allow a minor to get into trouble, the responsibility of the child's actions lay with the child and his/her parents or guardians.
2. The club encourages parents to attend meetings and events to get to know the members of the group and what types of activities the club engages in.
3. While no alcohol will ever be served or consumed at any official meeting or event by a club member, be aware that an official meeting or event may take place in a venue such as a restaurant where alcohol is being served to others.
4. The group attempts to maintain all discussions at the PG level. However, some inappropriate language might inadvertently be used.
5. Members of the club will not be responsible for transporting a child to meetings and/or social events. If a parent chooses not to attend a meeting or event with his/her child, it is the parent's responsibility to ensure that the child has a safe mode of transportation to and from the meeting or event.
6. A parental waiver must be signed by a parent or guardian and the child before that child is allowed membership in the club.
7. The parents must provide the club with a current address, home phone number, work phone number, and cell phone number. The parents must also provide the phone number of a family friend or relative not residing in the same household.
IX. Promotional Release
Members of the OCSWS often will be photographed and videotaped while out in public at events, or at club meetings. Below is the Promotional Release Form for the OCSWS:
I, the undersigned, hereby consent to the use of any videotapes, photographs, slides, audiotapes, or any other visual or audio reproduction in which I may appear by the OCSWS. I understand that these materials are being used for promotion of the OCSWS, which includes recruitment and fund-raising efforts.
I release OCSWS from any liability connected with the use of my picture or voice recording as part of any promotional, recruitment, or fund-raising program.
Date
Signed
X. Vehicle Use Policy Statement
Designated Drivers must meet the following qualifications:
1. Licensed driver must be 21 years or older
2. Driver must be group leader designated by OCSWS to drive the vehicle as transportation for other group members
3. Driver must have a satisfactory Traffic Violations and Vehicle Accident Record.
4. Driver must sign acknowledgment of the "Responsibilities of Designated Driver", which includes an understanding of insurance coverage as it pertains to the driver.
5. Drivers for the OCSWS will obey state traffic laws, and drive defensively and carefully, and be willing to sign an affidavit to that extent
6. Liability and property damage insurance is required for cars carrying passengers (children or adults) to and from OCSWS events. Proof of insurance must be provided and kept updated and on record with the club before anyone can act as a driver for any event.
7. The OCSWS intends to use Driver Checklists for trips, which include: complete directions, contingency plans for emergencies and regular eventualities (restroom stops), contact numbers of cell phones in other vehicles, FRS radios for communication with other vehicles, and a list of names of all people riding in that particular vehicle to make accurate headcount for return trip.
8. Seat belt's are required for all passengers in vehicles used for OCSWS events.
Sample Affidavit:
Acknowledgment of Responsibilities of Designated Driver
I have read and will adhere to the responsibilities governing the use of personal vehicles while transporting people to and from OCSWS sponsored activities.
I am aware that automotive insurance liability will generally follow the flow below in the event of an accident, and as such, subject me to certain liability risks.
Owner of vehicle_________________________
Driver of Vehicle_________________________
Signature of Driver_______________________
Date _____/_______/_________
XI. Officers of the OCSWS
Purpose Statement - Our purpose statement comes from the description of the Jedi High Council in the Star Wars Episode I Visual Dictionary. It states that:
"The Twelve members of the Jedi High Council represent a gathering of great minds who have proven themselves and their abilities in the service of peace and justice. Confident in their attunement to the Force, the Council members work together in trust, free from the petty constraints of ego and jealousy. Their Council Chamber is a place of open thought and speech, a realm of mutual respect and a haven of shared noble purpose. The Council is composed of five permanent members who have accepted a lifetime commitment to the difficult work of the Jedi. In addition, four long-term members serve until they choose to step down, and three limited term members sit for specified terms. This balance of membership keeps the Council wise and vigorous."
Supreme Chancellor/President (Elected)
Ø Chairs meetings
Ø Serves as liaison between members and officers
Ø Serves as liaison between the OCSWS and Fan Force
Ø Serves as a liaison between the OCSWS and the Orange County Community
Ø Serves as a point of contact for local businesses and media
Ø Receives reports from other officers and offers direction
Ø Sets meeting agenda items with the help of other officers
Ø Helps organize events as needed
AMENDMENT: AS OF APRIL 15th 2007
X Club President may make a purchase of $20.00 or less for the club without a vote when a vote cannot be cast in cases of urgency.
Vice-Chancellor/Vice-President and Fan Force City Rep (Elected)
Ø Assumes leadership if president resigns
Ø Presides over meetings in President's absence
Ø Fulfills duties of other officers if they are absent from meetings
Ø Assists President in organizing meetings and events, and whatever else is required
Secretary (Elected)
Ø Helps the President in preparation for meetings, gathering topics etc.
Ø Writes and publishes meeting minutes and OCSWS online Newsletter
Ø Records meeting attendance
Ø Provides the Parental Consent, Promotional Release, other forms and insures that all information is up to date
Ø Keeps a list of all the officer names, addresses, phone numbers, and email addresses, and makes this information available to the other Council members as needed
Ø Manages all documents needed for the club
Ø Manages the OCSWS Online Store
Treasurer (Elected)
Ø Single point of contact for all financial matters
Ø Maintains active log of club treasury, income, and expenditures
Ø Collects all money taken along with the member's name, the amount they have paid, and the cause
Sgt. At Arms
Ø Starts and announces the beginning of the meetings
Ø Keeps order at the meetings , and also message boards
Ø announces and ends the meetings
Webmaster (Appointed)
Ø Single point of contact for all matters dealing with the OCSWS website
Public Relations Officer (Appointed)
Ø Establishes and maintains contacts with outside organizations for the promotion of the club
Ø Tracks and identifies the need for promotional materials
Ø Coordinates promotional activities
Ø Responsible for writing up announcements of various club events and submitting them to the Official Site, the Star Wars Insider, Bantha Tracks, and local media.
Internet Relations Officer (Appointed)
Ø Responsible for notifying the club of any articles of interest to the club on the internet
Ø Assists the Public relations officer as requested
Meeting and Event Coordinator(s) (Appointed)
Ø Responsible for setting up location for each meeting and/or event
Ø Serves as a liaison between the OCSWS and the Orange County Community
Ø Serves as a point of contact for local businesses and media
Ø Coordinates events for the OCSWS
Club Historian (Appointed)
Ø Single point of contact for collecting all pictures, clippings, flyers, and other media that serves as a record of Club activities
Ø Maintains and updates the OCSWS Album
Club Photographer (Appointed)
Ø Responsible for taking pictures at any and all club events
Ø Responsible for getting event photos to the Historian
501st/Rebel Legion Liaison (Appointed)
Ø Single point of contact for the 501st/Rebel Legion
Ø Responsible for informing the SDSWS of any 501st/Rebel Legion activities that may be of interest
Ø Responsible for taking pictures of, and helping in the application process of, any members interested in joining the 501st/Rebel Legion
In Service To The Club (Appointed)
Ø Miscellaneous appointments of club members to recognize their efforts for the club. These titles may be rescinded if the member acts in a way that is unbecoming to an officer of the club.
Ø. Dissolution of the Club
If, for any reason, the Orange County Star Wars Society should ever disband, the officers shall be charged with the liquidation of all club assets, settlements of all liabilities, and taking down the website. The current assets of the club include: Anything obtained using Club Funds to purchase the Item will be Logged and valued when purchased
AMENDMENT: AS OF APRIL 15th 2007
Ø All club material, both tangible and intellectual, is the properly of all active members of the club.