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Guild Council Guidelines

The guild council serves as the backbone of our leadership structure, ensuring fair decision-making and maintaining the guild’s goals and values. This document outlines the composition, responsibilities, and processes that govern the council.

1. Council Composition and Responsibilities​

The guild council consists of five members who collaborate to make important decisions for the guild. Council members are expected to:

  • Represent the best interests of all guild members.
  • Maintain fair and respectful discussions.
  • Uphold the guild's goals and values.

Council decisions require a quorum of at least three members to move forward, ensuring balanced and well-represented outcomes.

2. Quorum Requirements​

A quorum is the minimum number of council members required to conduct official business and make binding decisions. For our council:

  • A quorum is defined as at least three out of five council members.
  • Without a quorum, no official decisions or votes can be made, and discussions will remain informal.

If a quorum cannot be met due to unforeseen circumstances, the Steward will reschedule the meeting at the earliest convenience. This ensures all decisions represent a broad and fair perspective.

3. The Role of the Steward​

The Steward is a special council role, elected by council members, responsible for:

  • Facilitating votes and moderating discussions.
  • Scheduling meetings and ensuring productive dialogue.
  • Maintaining a respectful and fair environment during debates.

The Steward does not hold additional decision-making power but acts as the organizer to support efficient council operations.

4. Decision-Making and Voting​

For a decision to pass:

  • It must receive a majority vote (at least 3 out of 5 votes).
  • Discussions will be open to all council members, with each member given equal time to share their views.
  • Votes can be cast openly or anonymously if agreed upon by the council.

Results of all decisions will be communicated transparently to guild members.

5. Conducting Debates​

Council debates should remain respectful and focused on the issues at hand. Guidelines for debates include:

  • Each council member may share their perspective without interruption.
  • The Steward moderates discussions, ensuring fair participation and preventing domination by any individual.
  • If discussions become heated, the Steward may call for a cool-down period to allow members to reflect calmly.

6. Removal of Council Members​

Council members may be removed for the following reasons:

  • Failure to uphold responsibilities.
  • Actions against the guild’s interests.
  • Consistent disruption of the decision-making process.

Removal requires:

  • A vote from the remaining council members, with at least three votes in favor of removal.
  • Automatic removal for inactivity over one month without prior notice or explanation.

7. Replacement of Council Members​

If a council member is removed, resigns, or becomes inactive:

  • Remaining council members will nominate replacements from the guild’s active and contributing members.
  • A vote will be held, requiring a majority vote (3 out of 5) to appoint the new member.
  • The newly appointed member will serve until the next election cycle or the end of the replaced member’s term.

8. Voting Procedures​

Voting follows a clear and structured process:

  • All votes require a quorum of three members present.
  • Votes occur after open discussion of the topic, with each member having one vote.
  • In the event of a tie, the Steward casts the deciding vote.

If a quorum cannot be met, the meeting will be rescheduled.

9. Transparency and Communication​

Transparency is key to maintaining trust between the council and guild members:

  • Council decisions, discussions, and voting results will be shared openly with the guild.
  • Regular council meetings will occur monthly (or more frequently as needed).
  • Summaries of meetings will be posted for guild members to review.

These guidelines ensure the guild council operates effectively, transparently, and in alignment with the guild’s values, fostering a fair and collaborative environment for all members.