Reel Icons: Our charter

Article I: Name

Nordic Reel Icons (aka “Reel Icons”, “RI“, and “Reel Icons, Nordic branch”)

Article II: Mission

  1. Reel Icons is an international fan operated costuming organization dedicated to creation, display, and wearing of quality costumes and operating robots from film, TV, games, comics and theater.
  2. Reel Icons facilitates the use of these costumes/robots for events as well as contributes to the local community through costumed charity and volunteer work.

Article III: Representation

Reel Icons recognizes that the members have no claim to the copyright and intellectual property of the costumes and robots we make and wear. While representing Reel Icons, members agree to do so courteously, professionally, and responsibly at all times.

Article IV: Membership

  1. Reel Icons is an inclusive, equal-opportunity, non-discriminatory club. Membership is open to persons 18 years or older who own a costume that meets with the standards of accuracy, completeness, and quality of construction as required by Reel Icons.
  2. Members agree to use and wear their costumes in accordance with the participation requirements as set forth by Reel Icons.
  3. Members are expected to comply with their respective applicable local, regional, and national laws.
  4. The right to grant, deny, revoke, or suspend membership is reserved by and under the sole authority of the Reel Icons council.
  5. Reel Icons reserves the right to deny or revoke membership at any time, based on any past criminal history as outlined in the Operations Protocol and in accordance with the laws of the applicable country or region within. Notice of such denial or revocation will be filed with the Reel Icons council.

Article V: Organization

  1. Reel Icons is a worldwide club organized into local units representing a certain area, country or countries. While being build around the same basic idea, some local variations in the organization may occur.

Article VI: Council Officers

  1. CO: Commanding Officer. Serves as the chief policy-maker and administrator. The CO is elected by the membership. The CO is the chief administrator and is responsible for the operations and the coordination of events. The CO also is responsible for assigning additional required Council representatives, and administers forum rules.
  2. XO: Executive Officer. Assists CO with duties as needed. The XO is appointed by the CO. The XO may perform duties as assigned by the CO, and will assume leadership in the absence of the CO.
  3. COG: Captain of the Guard. Resolves internal disputes, moderates the message forums, and oversees polls and elections. The COG is appointed by the CO. The office of the COG interprets and enforces club rules. The office of the COG serves as an impartial mediator for disputes among members or officers, oversees disciplinary hearings and moderates elections.
  4. ML: Membership Liason. Facilitates membership requests and maintains local unit member profiles. The ML is appointed by the CO. The ML is responsible for reviewing and processing applications for membership and maintaining Garrison member information in the members register.
  5. WL: Web Liaison. Primarily responsible for obtaining and formatting local unit member photos. The WL is appointed by the Commanding Officer. The WL assists the ML in the preparation and management of the membership profiles and is directly responsible for the processing and management of the member profile Images.
  6. MBO: Merchandise and Branding Officer. Reviews all merchandise for consistency and appropriateness. The MBO is appointed by the Commanding Officer. The office of the MBO oversees all merchandise operations. The MBO ensures that all merchandise projects adhere to rules and guidelines that govern use of images, pricing, and distribution.
  7. PRO: Public Relations Officer. Serves as the advocate for public relations. The PRO is appointed by the Commanding Officer. The PRO assists the CO in promoting RI to the public. Continuously posts about our activities on social medias.
  8. ARM: Armorer. Assists costume/robot making with expertise in a certain costume/robot or universe. The ARM is appointed by the Commanding Officer. There can be any number of armorers.
  9. TRS: Treasurer. Handles the accounting and funds. The TRS is appointed by the Commanding Officer.
  10. AUD: Auditor. Checks the accounting. The AUD is appointed by the Commanding Officer. The AUD annually checks that the accounting is in order and reports to the CO.
  11. PAN: Panel. Decides which characters are suitable. Main characters can participate alone. Support characters needs to be accompanied by a main character. The Panel members are appointed by the Commanding Officer. The panel is made up of 3-9 people.

Article VII: Elections

  1. The offices of CO elected positions in Reel Icons. All other positions are appointed by their supervising official.
  2. Active members in good standing are eligible to run for elected office and vote in elections within their currently assigned units.
  3. All elected offices serve one-year terms.
  4. The office of CO is elected by majority vote of the active members. The voting system is defined in the Operations Protocol.
  5. Annual elections are mandatory for every unit, unless an incumbent official stands unchallenged, in which case an election may be waived.
  6. In the event a unit commander or leader is unable to continue in their office, that unit must hold an immediate emergency election for a replacement. Units that maintain an executive officer will be under the authority of that executive officer until the completion of the emergency election. If both the commanding officer and the executive officer are unable to serve, the COG will temporarily assume nominal leadership until the completion of the emergency election. Inability to serve may be determined by either voluntary resignation of the office, or a period of 30 days of unresponsiveness in office after all reasonable means of communication are exhausted.
  7. Any unit of Reel Icons may address egregious problems in leadership by requesting a recall election of the unit’s leader. Requests for recall elections must be submitted to the Captain of the Guard for consultation, review, and approval before proceeding. Recall elections are not to be used to express dissatisfaction with the results of a properly conducted and legitimate election process (concerns with improperly conducted elections should be forwarded to the COG, and are outside the scope of this provision).

Article VIII: Policies and Amendments

  1. A committee will be formed and supervised by Reel Icons council, consisting of various members to oversee and manage amendments to the Charter. This committee is called the Charter Review Committee (CRC).
  2. Amendments to the Charter may be proposed by any active member to the CRC.
  3. Draft proposals will be submitted to the council for review. During review, the proposal may be further revised by the CRC with suggestions from the council. Council members are authorized to share works in progress with their respective unit members for additional input. Completion of revisions is due no later than 10 days following submission of the draft.
  4. Upon reaching a satisfactory state of completion of the proposal, signified by passing a two-thirds majority vote by participating council members, The council will present the completed proposal to the members for ratification.
  5. Proposals then require a two-thirds majority of the voting membership to pass.
  6. If passed, the proposal becomes an Amendment and is effective immediately upon completion of the vote.
  7. Amendments that do not pass a vote by the council or ratification by the membership may not be voted on by that respective body again for a period of one year from the close of the relevant vote, unless new documented circumstances arise which may influence a discussion and vote. Allowance for a new vote within that 12 month window requires the agreement of the Commanding Officer, Executive Officer, and Captain of the Guard.

Article IX: Merchandise and Branding

  1. Reel Icons is a club based on a copyrighted property and is not authorized to profit from the sales of merchandise bearing images or ideas from any intellectual property we portray.
  2. Merchandise or materials created to promote or advertise Reel Icons (referred to herein as “merchandise”) will be sold only to members and at cost. Merchandise is not to be sold to the general public. All merchandise must meet Reel Icon guidelines and approved by the counsil prior to production. Merchandise not abiding by these guidelines will be considered unauthorized and its sale shall be forbidden to the members. Producing or distributing unauthorized merchandise may be subject to disciplinary action.
  3. Any items bearing the words “Reel Icons”,  the Reel Icons Logo, URLs, or those of any sub-units, or any other term or image that can be reasonably identified Reel Icons or its sub-units are considered representative of Reel Icons. Proposals for such items are to be reviewed by the office of the Merchandising and Branding Officer, and approval must be granted by the LMBO prior to production.
  4. Reel Icons does not endorse or manage the creation or sale of props, costumes/robots, or costume/robot parts or materials by anyone for sale to others. Reel Icons will not intervene in private sales or transactions of non-Reel Icons merchandise or products. Reel Icons’ rules do not extend to any disputes related to these matters.

Article X: Disciplinary Action

When Reel Icons’ standards of conduct are violated, it is an unfortunate necessity to address them. While Reel Icons recognizes that membership is voluntary and should be fun, it also recognizes that there must be some protection afforded its members from abuse and misconduct. To this end, Reel Icons adheres to the following prescription for disciplinary action.

  1. All commanders are expected to enforce the rules of Reel Icons in their respective jurisdictions. Any member behaving in an unacceptable manner or violating Reel Icons’ rules or the tenets thereof is subject to disciplinary action.
  2. Complaints should be directed by members to their immediate commander. The commander is responsible for mediating the dispute. This action may take the form of an informal meeting between the parties, up to formal hearings.
  3. The Captain of the Guard must be notified prior to commencing any hearing at any level and be granted the option to observe the proceedings or be otherwise included in communications related to the hearing.
  4. In the event a conflict or complaint involves members of different units, the commander of the primary complainant serves as the presiding officer and conducts a meeting or hearing with the defendant and the commander of the defendant’s unit
  5. Following the resolution of a dispute or hearing, both parties in a disciplinary action have the right to appeal the decision to the Captain of the Guard within 30 days. See operational guidelines for appeal procedures.

Article XI: Operational Protocols

  1. Operation Protocols are additional rules, processes, and procedures to manage regular operations, provide guidelines and instruction. The Operation Protocols set expectations of actions and behaviors in and for Reel Icons and its members and work in unison with the Charter. The Operation Protocols are found in the document titled Operation Protocols.
  2. Amendments, alterations, or repeal of the Operation Protocols may be proposed by active members to the council.
  3. The council will review, accept/reject, and draft any proposed changes to the Operation Protocols.
  4. Completed proposals will be presented by the council to the Reel Icons members for ratification.
  5. Amendments to the Operation Protocols require a simple majority of the voting members to pass.
  6. If passed, the proposal is incorporated into the Operation Protocols and is effective immediately upon completion of the vote.