PORT ROYAL PRIVATEERS

POLICIES AND PROCEDURES

Index of Articles

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I. Name of the Organization
II. Purpose
III. Administration
IV. Membership Requirements
V. Children of Members
VI. Disciplinary Actions
VII. Dues and Club Funds
VIII. PRP Events
IX. Gatelisting
X. Encampment Guidelines
XI. Props/Property
XII. Communications
XIII. Amendments and Changes
  1. NAME OF THE ORGANIZATION shall be Port Royal Privateers (hereinafter referred to as PRP).
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  3. PURPOSE
    1. PRP is a social club whose members are dedicated to researching, re-creating, and celebrating the unique lifestyle, history, and romance of the Pirates and Privateers in the Caribbean area circa 1600-1800.
    2. We strive to educate ourselves via workshops, newsletters, meetings, and other means.
    3. We share our enthusiasm by actively participating in maritime events, Renaissance-style faires, pirate festivals, and other public venues by portraying characters who might have lived in Port Royal, Jamaica or along the Spanish Main.
    4. We are committed to making the club fun, organized, and self-supporting.
    5. PRP does not contemplate pecuniary gain or profit or the distribution of profits or dividends to the members thereof.

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  4. ADMINISTRATION
    1. BOARD: PRP is governed by a duly elected Board consisting of the following four offices:
      1. SECRETARY
        1. Creates agenda for Board and General Membership Meetings.
        2. Publishes minutes for Board and General Membership Meetings and maintains a history file of said minutes.
        3. Maintains member and applicant data including mailing addresses for all member communications.
        4. Will relay any monies received from members to the Treasurer.
        5. Provides Newsletter Editor (see XII) with up-to-date data regarding mailing addresses, membership expirations, and other pertinent member information.
        6. Composes articles for the newsletter regarding membership status and Board meeting activities, as appropriate.
        7. Provide the Editor of No Quarter Given a membership roster in January and July of each year.
      2. TREASURER
        1. Maintains the club bank account and petty cash.
        2. Receives dues from members or deposit into the club bank account.
        3. Reconciles reports of memberships activated or renewed with money received from the Secretary and designated as dues payments.
        4. Makes disbursements at Board's request.
        5. Reports all monetary activities to Board.
      3. EVENT COORDINATOR
        1. Acts as primary liaison and Negotiator with all event organizers including mail address for event materials.
        2. Completes and submits event applications and relays event information to the Newsletter Editor for timely publication.
        3. Coordinates interaction between PRP and other groups with the assistance of the Encampment Director.
        4. Will relay any monies received from members to the treasurer.
      4. ENCAMPMENT DIRECTOR
        1. Organizes the encampment at events including set up and tear down.
        2. Maintains the props and set including the trailer.
        3. Ensures water and ice are available to members at events.
        4. During events, coordinates and schedules activities within the encampment such as skits and other group activities.
        5. Coordinates daily encampment tasks such as: ensuring people are signed up for and take their turn at the Watch, making sure the encampment is free of non-period articles and that people clean up after themselves.
        6. Gives information to Newsletter Editor for timely publication.
        7. Will relay any monies received from members to the treasurer.
    2. FUNCTION OF THE BOARD: To lead the PRP and designate official PRP events. The Board (including its deputies) is the only body authorized to dispense information about PRP to the public and to event officials.
    3. TERM OF OFFICE: Effective in the year 1997, each Board Member serves a two year term and is voted into office by the members in good standing at the Plastic Pirate Party (PPP) in January. Board Members may serve more than one term. Effective with the 2007 elections, two positions will be voted on each year. Treasurer and Event Coordinator in odd years. Secretary and Encampment Director in even years.
    4. SELECTION PROCEDURE:the current Board will notify the membership of positions up for election and invite interested parties to run for these positions. Each candidate will submit to the Board a paragraph stating competency and desire to serve. Candidate statements and ballots will be mailed to all members. Ballots will be returned to the Secretary unless he/she is a candidate in which case the Board will appoint an Election Official from the membership to handle the election procedure. At the PPP the Secretary (or the Election Official) will ask for volunteers to count ballots and announce the new officers.
    5. BOARD VACANCY:in the event of a Board vacancy, the remaining Board members may appoint an interim replacement to handle the workload. To select a permanent replacement, the Board will advertise the opening to the membership. They will then review any applications for the position from general members and make a decision. If the Board members cannot decide, they may call a special election to fill the vacancy.
    6. REMOVAL OF BOARD MEMBER: A Board Member may be removed from office for just cause (e.g. for violating these Policies and Procedures or otherwise abusing the power of his/her elected office) by one of the following:
      1. Unanimous vote of the other Board Members.
      2. Should 50% + 1 of the total membership in good standing of the club vote against them at a General Meeting.
      3. Should 50% + 1 of the total membership in good standing of the club sign a petition against him/her and present it to the other Board Members.
    7. QUORUM: For Board meetings consisting of all Board Members via telephone conference call, computer chat rooms, E-mail, or (preferably) in person.
    8. COMMITTEES AND DEPUTIES: the Board may appoint deputies and committees as they deem necessary to assist them in their duties (e.g. Workshop Coordinator, Special Event Coordinator).
  5. BOARD MEETINGS: The Board meets at its own discretion.
  6. VOTING: Decisions will be determined by a simple majority of the Board members. In the event of a deadlock, the Board may agree to table the item for further investigation and vote at a later time, or the Board may agree to put the item before the membership, whose vote shall determine the outcome. The Board, at its sole discretion, may at any time opt to place any decision before the general membership for a vote.Two general meetings combined with Workshops will be held. One in February and one in August. The meetings will be announced by any one or combination of the following: The Parrot Squawks, the Yahoo liat, or the U.S. Post.
    1. Any member in good standing wishing to bring information to the Board's attention should notify the Secretary in writing at least two weeks prior to the Board meeting or the semi-annual meeting.

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  • MEMBERSHIP REQUIREMENTS
    1. APPLICATIONS: Anyone interested in membership should contact the Secretary for an electronic or paper application. Electronic application being the preferred method.
    2. APPLICANTS: Must be 21 years of age or older to be considered for membership. Once an application for membership has been received, the Secretary will inform the Newsletter Editor to add the applicant to the newsletter mailing list. Applicants are required to:
        1. Applicants will provide a photo with their application. An e-mail attachment to the Secretary is preferable.
        2. Applicants will send the Treasurer a $10.00 application fee.
        3. Applicants are required to fill out an emergency information form.
        4. Applicants are required to fill outa Participants Waiver/Agreement form.
        5. Applicants will make a point of introducing themselves to the board and members at events.
    3. SELECTION CRITERIA: New members will be chosen by a vote of the Board with input from the applicant committee and the general membership and based upon the following: character, costume, performance ability, personality and presence, commitment, leadership or organizational ability, other appropriate skills, and talents. Our policy is not to discriminate on any basis including but not limited to race, color, creed, sex, sexual orientation, national origin, or disability.
    4. APPLICANT PROBLEMS: No one with an active drug/drinking problem will be considered for membership.
    5. TERMINATION OF MEMBERSHIP: PRP Board reserves the right to not renew a membership for any of the following reasons: poor attendance, non-participation at events, bad attitude, or as a disciplinary measure. Non-payment of dues within the allotted time period terminates membership.

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  • CHILDREN OF MEMBERS
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  • DISCIPLINARY ACTIONS
    1. RULES: Our members are expected to follow these policies and procedures as well as all encampment rules and guidelines, rules and regulations of events, and all appropriate local, state and federal laws.
    2. CAUSES FOR DISCIPLINARY ACTION include, but are not limited to, the following:
      1. Failure to follow Black powder and/or Blade Rules/Laws (or otherwise causing harm or potential injury to members and/or the public).
      2. Use of any illegal substance (including alcohol and tobacco use by minors) is prohibited and is grounds for immediate dismissal. The abuse of alcohol by any member during set up, during an event, or after hours that in any way causes problems for the group, may result in suspension or dismissal.
      3. Sexual harassment of members or the public.
      4. Misusing PRP funds.
      5. Misrepresenting PRP.
      6. Breaking state, federal or local laws or rules and regulations of any specific event.
    3. DISCIPLINARY ACTION will rest exclusively with the Board. The Board may appoint deputies to make investigations and report back to the Board.

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  • DUES AND CLUB FUNDS
    1. A. DUES AND BENEFITS: dues are $25 assessed annually in June. Membership includes subscription to ”The Parrot Squawks,” the club newsletter. DUES PAYMENT must be made in a timely manner to maintain club benefits. Dues should be in the hands of the Treasurer within one month of expiration (e.g., membership expiring in June should be renewed by the end of July to maintain benefits). Extension of this grace period is at the discretion of the Board. Checks or money orders shall be made payable to “Port Royal Privateers,” and shall be mailed or delivered to the Secretary. Cash should not be mailed, but will be accepted in person by the Secretary. Unpaid dues will result in a suspension of all club benefits including (but not limited to) subscriptions and gatelisting.
    2. INITIAL BENEFITS: Applicants invited to join PRP have one month after the Secretary notifies them of acceptance of their application in which to pay initial dues. Extension of this grace period is at the discretion of the Board. Club benefits, including subscriptions, will begin after receipt of said dues.
    3. WAIVING OF DUES: The Board may at its descretion waive duesa members dues.
    4. OTHER FUNDS: The club also receives funds from some events for participation in that event and other sundry money. All money received by the club shall be noted by the Treasurer and deposited to the general fund.
    5. E. FUND USAGE: membership dues and any other club funds may be used by the Club for the following:, portfolio/exhibits, sets, tentage, props, stage costumes, storage, insurance, bank charges, supplies for newsletter, printing, office supplies, postage, taxes, web site, etc. Expenditures will be voted upon by the Board and the Treasurer will disburse these funds at the Board’s direction.

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  • PRP EVENTS
    1. A. DESIGNATED: agreed upon by the Board, published via the internet group and newsletter, and free to the entire membership (although some small camping fees assessed by the Event may apply).
    2. CONTACT WITH ORGANIZERS: The Event Coordinator or his/her designated deputies are the only members allowed to contact event organizers for the club. This is to eliminate confusion between the club and the event organizers.
    3. C. WORKSHOPS: and/or rehearsals may be scheduled during months without major events or on an as-needed basis and will be designated by the Board and published via the internet group and newsletter. Some workshops may require materials fees.
    4. THE PLASTIC PIRATE PARTY is held every January. PRP is usually dark in December.
    5. GENERAL MEETING: Held yearly in a month without a major event. All members in good standing are invited to attend. The members attending shall be considered a quorum except in the specific instance defined in III.F.2.

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  • GATELISTING
    1. GATELISTING (getting free entrance): At an event is a privilege not a right and is at the Board's discretion.
    2. B. RESPONSIBILITIES: It is understood that PRP members may be members of other groups; however, if you are gatelisted by PRP, your first commitment is to PRP, not any other group. Come to the encampment when you first arrive to sign in and get information about the daily events. Gatelisted members should also sign up for encampment duties such as, but not limited to, set up, tear down and watch duty (see Article X, paragraph B).

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  • ENCAMPMENT GUIDELINES
    1. GENERAL: For our own enjoyment, we each need to be considerate of our fellow members and to be aware of the overall impression the encampment is presenting to onlookers. These encampment guidelines aim to ensure that everyone - the public, our guests and our members- has a safe and pleasant event experience.
      1. PRESERVING PIRATICAL ENCAMPMENT IMAGE
        1. We portray an encampment of privateers who have come to this event to relax while in port.
        2. All members should be in garb during the event's hours.
        3. Watch modern slang. "Dude",Hun", "Babe" are not 17th century words.
        4. No non-period sunglasses, visible watches, etc.
        5. Drink and eat from appropriate period like containers.
        6. Modern gear must be kept out of the eyesight of the public.
        7. Bus your own food and help keep our space clean.
        8. No smoking (even of period pipes) in the encampment -EVER! This includes the public. Keep smoking materials away from any haybales outside the encampment.
        9. Membership application/information is available but interested parties should be directed to Board members who are the only ones authorized to distribute further information about PRP.
      2. ENTERTAINING GUESTS AND THE PUBLIC
        1. The large fly area is set up as an area to interact with the public. Please be in character and prepared to entertain while in this area.
        2. The roped off area is only for PRP members and applicants, and costumed guests of PRP.
        3. PRP does not usually gatelist guests, but sometimes invites members of the media, event organizers, etc. to visit our encampment. Advise the Event Coordinator in advance of any costumed guest who will be using the limited access area. They should be introduced to other PRP members and applicants to help everyone feel more comfortable.
          1. If you bring a guest, you are responsible for them and must escort them at all times within the encampment.
          2. While pets are permitted in the encampment at some events, they must be kept under control at all times.
          3. If a guest wants to participate with PRP at more than one event, that person is probably a good candidate for PRP membership! Invite them to apply.
      3. MAINTAINING A SAFE AND SECURE AREA
        1. Never use someone else's property without asking.
        2. Weapons must be peace-tied and/or left on the weapons rack which is only for weapons. Weapons on the weapons rack are not to be used, moved, or touched without the owner's express permission.
        3. While every attempt is made to make the encampment a safe place, you are responsible for your own property. Bring expensive or fragile items at your own risk.
        4. Never leave personal property unattended in the public area (we cannot guarantee its safety).
    2. ENCAMPMENT WATCH is responsible for ensuring that these guidelines are followed, so respect their authority on these matters. PRP members sign up for one-hour watch duty at PRP events where we have an encampment. While on watch, Watch Officer and Mate are designated by a red arm band. One Board member or a deputy should be in the Encampment at all times to be able to field questions from the press, public, and potential members.
    3. WEAPONS: Recklessly brandishing weapons, whether inside or outside the encampment, is never permitted. Peace-tie your weapon(s) or secure them in the weapons rack within the encampment. Any "staged combat" rehearsals must be cleared with the Event Coordinator who will get permission from the event organizers and coordinate with the Encampment Director who will add it to our schedule as time permits.

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  • PROPS/PROPERTY
    1. CLUB PROPERTY is owned by the club and includes the trailer and its contents and the tentage. Any donation of props must be confirmed with the Encampment Director who may refuse donated props if they are not appropriate nor useful or if there is not room for them in the encampment or trailer.
    2. LOANED PROPERTY must be transported and maintained by the owner unless other arrangements are made with the Encampment Director. PRP is not responsible for these items. Large items including tentage must be cleared with the Encampment Director who will determine space availability at events.
    3. PERSONAL PROPERTY must be transported and maintained by the owner. Any props that you bring to an event for personal use should be kept with you or put away. NOTE: Anything left out may be used by the club at large. The only exception is that personal weapons left on the weapons rack are not to be used by the club at large.

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  • COMMUNICATIONS
    1. NEWSLETTER: PRP shall publish a newsletter, The Parrot Squawks, which will be distributed to all dues paying members and to applicants for membership. The main function of the newsletter is to disseminate club information to PRP members. The Editor (who may be a Board member or a general member) will be appointed by the Secretary and confirmed by the Board. While all members will have access to this forum, the Newsletter Editor will have the power to edit for content, length and appropriateness to the function of the newsletter. Other information that does not pertain to PRP business may be published on a space available basis.
    2. WEB SITE: PRP under the auspices of the Board, will maintain a site on the World Wide Web. The Board will appoint a Web Master/Mistress who will create a web site that includes information about the club, pictures of members past and present, links to message boards and other appropriate sites, and general information as available.

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  • AMENDMENTS AND CHANGES
  • Voted for and approved by the membership: February 9, 2002. Revisions approved by the membership January 27, 2007;incorporated February 23, 2007. Revisions approved by the membership February 23, 2008; incorporated March 1, 2008. Revisions approved by the membership March 1, 2014; incorporated March 6, 2014.

     

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