Epoch Toronto Foundation Governance

The Charter – Table of Contents

Article I    2

Article II    2

Article III    3

Article IV    4

Article V    6

Article VI    8

Article VII    10

Article VIII    10

Article IX    10

By-laws    11

By-Law #01 – Description of Officers and Their Responsibilities    11

By-Law #02 – Use of Event Pass    12

By-Law #03 – Approval of Expenditures    13

By-Law #04 – Executive Event Fees    13

By-Law #05 – Maximum Number of Active Characters    13

By-Law #06 – Building Representatives    14

By-Law #07 – Artistic Director    14

By-Law #08 – Zero Tolerance Policy    14

By-Law #09 – Harassment Policy    15

By-Law #10 – Banning & Re-Entry Policies    16

By-Law #11 – Event Fee Payment Plan    16

By-Law #12 – New Player Starting XP & Bonuses    17

By-Law #13 – Mandatory Casting    17

Proxies    18

 

 

The Charter

Article I

Who We Are

1.1) The name of the organization shall be Epoch Toronto Foundation.

1.2) The Membership Year shall be from May 1 through April 30.

1.3) Epoch Toronto Foundation is a registered not for profit organization under Ontario Corporation Number 1824639 whose purpose is to organize and promote the sport of live action role playing in the Southern Ontario area

1.4) Epoch Toronto Foundation uses the current year version of the “Epoch” rules set released by the President based upon those developed by The Howling Falcon.

Article II

Membership

2.1) Any person over the age of 18 may become a member of Epoch Toronto Foundation by paying an annual membership fee. Any Member or Temporary Member is eligible to participate in an Epoch Toronto Foundation Event, subject to payment of applicable site and player fees.

2.2) Membership allows an individual to participate in any events organized by Epoch Toronto Foundation through the Membership Year from May 1 through April 30. Membership also gives the individual the right to be heard and the right to cast a vote at an Epoch Toronto Foundation General Meeting.

2.3) Any member of the Executive Board may suspend a Member for any reason at their discretion. Said Member may be required to give an explanation for the actions leading to their suspension at an Executive Board Meeting. If any Members actions are serious enough to warrant expulsion from the club, the Executive Board must vote on the motion and the vote must pass by a three of five majority.

2.4) Removed as of 2017 due to new payment plan.

2.5) All club fees and payment plans shall be detailed yearly on the Epoch website.

2.6) Any sanction imposed on either a player or any one of their characters will be subject to a majority vote of the standing club Executive Board.

Article III

Executive Board

3.1) Epoch Toronto Foundation shall be run by an Executive Board consisting of a Club President, a Treasurer, an Ombudsperson, a Secretary and a Marketing Executive.

3.2) Each Executive of Epoch Toronto Foundation shall be elected for a 1 year term by the members of Epoch Toronto Foundation at a General Meeting. All candidates for the Executive position will be listed on a ballot. All eligible members in attendance and any proxies will select their favoured candidate and submit their ballot in secret. The candidate with the most votes wins. In the event that there is only one candidate, only a “yes” or “no” will be listed. If the candidate receives a majority “yes” vote they will become the new Executive.

3.3) The term of the President, the Treasurer and Marketing Executive shall run from January 1st to December 31st. The term of the Ombudsperson and Secretary shall run from April 1st to March 31st. These terms are staggered to insure that at least two experienced members are on the board at all times.

3.4) In the event that a member of the Executive Board resigns prior to the completion of their term, a new board member will be elected by the membership. That board member will serve the remaining portion of the resigning board member’s term.

3.5) A member of the Executive Board may be removed from their position prior to the completion of their term by a vote of Non Confidence by the membership at a General Meeting. In the event of a non confidence vote only a “yes” or “no” will be listed on a ballot asking the membership the following question: “Do you wish ______ to remain as ______ ?”. If the Executive Member receives a majority “yes” vote they will remain in their position. If not, a new Executive Board Member shall be elected by the membership at first opportunity.

3.6) The Executive Board Members may elect Officers to assist in their duties. An Officer serves for one Membership Year. An Officer is elected by a three (3) of five (5) majority of the Executive Board. The Officer’s job description will vary according to need and will be defined in the By-laws.

3.7) The duties of each Officer shall be reassessed at the beginning of each Membership Year at which time the position will either be terminated or re-opened for election.

3.8) All five Executive Board members are required to be in attendance or represented by proxy to hold an Executive Board meeting. Each executive may designate another executive as their emergency proxy at the beginning of the year in the event that they are unable to designate one before the time of a meeting.

Article IV

Executive Responsibilities

4.1.1) The Club President shall assume responsibility for club business as it relates to the Epoch Toronto Foundation membership.

4.1.2) The Club Secretary shall act as chair and facilitator at General Meetings, Event Meetings and at meetings of the Executive Board.

4.1.3) As needed, the Club President shall appoint or hire Artistic Director(s) to write and direct the creative aspect of Epoch Toronto Foundation events. The Artistic Director(s) shall create a campaign arc consisting of short and long term plots as well as roleplaying and combat scenarios in a reasonable balance, and has the responsibility to demonstrate this to the Club President. The Artistic Director(s) may select, subject to the Club President’s approval, any additional Event Directors or Assistants, as needed, to help them in their duties. The Artistic Director(s) shall have their job descriptions fully outlined in a contract. All positions on this creative team are answerable to the Executive Board in general and the Club President in particular.

4.1.4) The Club Ombudsperson shall be the collection point for any complaints, concerns or questions relating to club affairs, events or finances. The Club Ombudsperson will then present the views of the membership at the Executive Board meetings.

4.1.5) The Club President is responsible for all rules interpretations. Anything proposed by the Artistic Director which is not clearly covered in the rules must be approved by the Club President. Members may bring rules disputes or clarifications to the attention of the Club President or their Rules Officer(s) during or after an event. Any Executive Members or Rules Officers may give immediate rulings during the game. Should the judgment be challenged after the event, the original ruling and its effect shall not be overturned but will be clarified and announced to the membership for future reference.

4.1.6) If the posts are required, all Officer positions shall be elected by Executive Board, and report to the Club President. Their duties shall be outlined in the Club By-laws.

4.2.1) The Treasurer shall assume responsibility for club business as it relates to Epoch Toronto Foundation finances. This includes, but is not limited to, booking and paying for sites for Epoch Toronto Foundation events from club funds, acquiring and paying for insurance from club funds, recording and presenting all club transactions to the membership, and filing not-for-profit tax forms.

4.2.2) Any purchases that are required for Epoch events or Epoch Toronto Foundation as a club, using club funds, must first be approved by the Treasurer.

4.2.3) The Treasurer is required to ensure that Epoch Toronto Foundation has all legal rights and permissions necessary to use any land, objects, or physical assets owned by another party for the production of an Event. This may include, but is not limited to, acquiring permission from private individuals, governments, or corporations who own the land or buildings, which are to be used for the Event.

4.2.4) Removed

4.2.5) If the posts are required, the Financial Officer, etc. shall be elected by Executive Board, and report to the Treasurer. Their duties shall be outlined in the Club By-laws.

4.2.6) Any purchases of $150 or more must be approved by the Treasurer and at least two other members of the standing Club Executive Board.

4.3.1) The Ombudsperson shall represent the ‘conscience’ and ‘voice’ of the club membership at Executive Board meetings.

4.3.2) The Ombudsperson shall represent the membership in any complaints against the playerbase, Officers, members of the Executive Board or their decisions. The Ombudsperson is also responsible for collecting and recording incident reports, which are stored on the Google Drive connected to the bud@epoch-larp.ca email account. The Ombudsperson is expected to keep information about incident reports confidential. Players who submit a report must give consent before their identity is revealed to the Executive Board, Officers, or other Players. In the event that a player must be banned, the Ombudsperson is expected to reference incident reports and answer any questions the Executive Board may have, to the best of their ability without showing them the incident report(s) or betraying confidentiality.

4.3.3) The Ombudsperson may, on behalf of the membership, force an issue to be re-examined by the Executive Board, though there is no guarantee that the previous decision will be reversed.

4.3.4) The Ombudsperson can recommend that important issues be presented to the membership at a General Meeting. The recommendation must be passed by a three (3) of five (5) majority of the Executive Board.

4.3.5) Any Executive may represent the membership in any complaints against the Ombudsperson.

4.4.1) The Secretary shall assume responsibility as it relates to Epoch Toronto Foundation not for profit incorporation. This includes, but is not limited to, waiver forms, taking meeting minutes, update Revenue Canada and file Notice of Change for any Director and address changes. Ensure records are archived appropriately as per the Ontario Not for Profit Incorporation Act

4.4.2) The Secretary shall provide waivers to be signed by all members participating in an Event, which hold members and landowners harmless in the event of an accident. These waivers are to be signed and dated at the beginning of each Membership year.

4.5.1) The Marketing Executive shall assume responsibility as it relates to Epoch Toronto Foundation marketing. This includes, but is not limited to, scheduling with conventions and other forums to advertise Epoch Toronto Foundation, as well as organize and promote the sport of live action role playing in Southern Ontario. Working within budget agreed upon by the Board of Executives, marketing material can be created to help ensure the growth of the organization.

Article V

Meetings

5.1.1) Epoch Toronto Foundation will hold a General Meeting two times per Membership Year, with the option of additional meetings if required. At these General Meetings the Executive members and their Officers shall report on the progress of their duties from the last General Meeting to the present one. Members at this time may also bring up concerns either individually or submitted to the Executive Board to bring up on their behalf.

5.1.2) An agenda shall be posted three (3) weeks prior to a General Meeting. Minutes of the meeting will be posted on the Epoch website and Forums one week after a General Meeting. Time limits may be imposed upon each agenda item.

5.1.3) Members unable to attend a General Meeting may give their proxy, in writing, to another member who will be attending the meeting. Their vote for each agenda item shall be listed as appropriate.

5.1.4) Unless otherwise stated, any item presented at a General Meeting shall be passed by a majority vote.

5.1.5) Additional General Meetings may be scheduled through a majority vote [three (3) of five (5)] of the Executive Board or a petition of at least 25% of the membership presented and validated by the Ombudsman unless Charter Article 4.3.4 applies.

5.1.6) If the sole purpose of a General Meeting is to elect a replacement or replacements for vacant Executive Board positions, the agenda for that meeting may be posted one (1) week prior to the General Meeting instead of the usual three (3) weeks prior to the General Meeting.

5.2.1) The Epoch Toronto Foundation Executive Board shall hold meetings as required. Any one (1) of the five (5) Executive members may call the meeting when an issue requires the attention of the Executive Board.

5.2.2) The Executive Board shall address any issues not resolved at the last General Meeting in addition to any other aspects of club business and finance as they arise, at the Executive Board Meeting.

5.2.3) Unless otherwise stated, any item presented at an Executive Board meeting shall only be passed by a three (3) of five (5) majority vote of the Executive Board

5.2.4) Club members may address the Executive Board with important issues as the first order of business after which they are to be dismissed. The issue must be brought to the attention of the Club President prior to the meeting to be put on the agenda.

5.3.1) Prior to the start of an Epoch Toronto Foundation event, all players and cast participating in the event shall attend an Event Meeting. Players must attempt to attend this meeting in good faith. At this meeting, Executives and Officers may present announcements related to their position. The Artistic Director or Event Director will also have an opportunity to make any announcements regarding the event at this time.

5.3.2) At the Event Meeting all safety rules for the site will be read and potentially dangerous or off limits areas will be identified. The Artistic Director or Event Director will also have an opportunity to make any announcements regarding the Event at this time.

Article VI

Events

6.1) An Event shall be defined as any live action role playing gathering organized by an agent of Epoch Toronto Foundation (herein referred to as the Event Organizer).

6.2) The Event Organizer will consult the Club President prior to the Event in order to verify that all elements of the Event comply with the “Epoch” rules. The Event Organizer will give the Club President a reasonable time to evaluate the elements of the event. The Club President will respond in a reasonable time. The Club President and the Event Organizer will come to an agreement on what are reasonable times are when the Event Organizer is appointed.

6.3) Participation in an Epoch Toronto Foundation event requires payment of an Event Fee, considering any pre-registration discounts, or casting for the full event. The club will pay for the Event Fees of up to ten (10) cast members per event, including Artistic Directors or Event Directors. The Artistic Directors or Event Directors may petition the Executive Board for additional free cast. These additional free cast members must be approved by a three (3) of five (5) majority vote of the Executive Board.

6.4) Members playing a character created for their own use shall also pay a Player Fee in addition to the Site Fee. Any member paying both fees shall receive 2 experience points per named day, or part thereof, of the event for allocation to their own character whether they are able to participate in the event or not.

6.5) Site and Player Fees are to be set and posted on the Epoch website and forums at the beginning of the season. Pre-registration discounts may apply to these fees. All fees are subject to change without notice.

6.6) All funds remaining after an Event Organizer has recovered losses resulting from the Event must be retained by Epoch Toronto Foundation and used by the Executive for the benefit of Epoch Toronto Foundation.

6.7) Removed as of 2017.

Article VII

By-Laws

7.1) The Executive Board may pass or rescind any by-laws they or the membership feel necessary for the smooth and efficient running of Epoch Toronto Foundation as a club or the events of Epoch Toronto Foundation.

7.2) A by-law may be passed or rescinded by a three of five majority vote of the Executive Board.

7.3) A complete list of all Epoch Toronto Foundation By-laws is to be posted on the Epoch Toronto Foundation website, at Epoch Toronto Foundation events, and shall be made available at the request of any member.

Article VIII

Intellectual Property of the Members

8.1) Any Characters or Character Histories created by individual Members, for their own use, remain the intellectual property of said Member until such a time as these Characters or Character Histories are donated or sold to Epoch Toronto Foundation.

8.2) Any Characters, Character Histories or Scenarios created by individual Members which have been submitted to Epoch Toronto Foundation as suggestions for future plots become the intellectual property of Epoch Toronto Foundation.

8.3) Any intellectual property of Epoch Toronto Foundation may only be sold or donated to The Howling Falcon by a two of three majority of the Executive Board.

Article IX

Amendments to the Charter

9.1) The Charter of Epoch Toronto Foundation may be amended by a strong majority [four (4) of five (5)] vote of the Executive Board and a majority vote of the membership at a General Meeting.

By-laws

By-Law #01 – Description of Responsibilities for Officers and Committee Positions

Logistics Officer: Reports to Secretary

Logistics Officers are required log all players into an event when they arrive on site, as well as offer pre-log services (logging before an event). Logistics Officers are expected to keep all information about players’ characters confidential and will only report to the Club President when issues arise involving the investigation of a player’s character. The Club President is not permitted access to the logistics files. Logistics Officers are expected to reference a player’s file and answer all questions the Club President may have without showing them the character file. Between events, the Logistics Officers will update each player’s file on a database. They can be contacted at logistics@epoch-larp.ca

Food Officer (Meal Plan): Reports to Treasurer

Food Officers prepare and publish a meal plan for each event and are responsible for managing the purchase and transportation of all meal plan food. Food Officers are responsible for preparing meals in advance of an event when necessary. Food Officers are also responsible for arranging the preparation of all meals while on site and for cleaning any cookware and kitchen areas used in the preparation of the meals. The Food Officers are not expected to do these chores themselves but will have a CRP budget to reward volunteers. The Food Officer or volunteers in their service are not expected to wash the dishes or clean the kitchen mess of any individual not on the club’s meal plan. They can be contacted at food@epoch-larp.ca

Safety Officer: Reports to President

Safety Officers are responsible for the safe conduct of all players on site. Safety Officers must ensure that all items brought onto site (specifically weapons and armour) are safe for use in game. Safety Officers are also required to provide a Safety Meeting which takes place the first evening of each event. The Safety Meeting is a detailed presentation about safe practices and dangerous/off-limit areas on site, presented to new members, or members returning after a year or more absence. Safety Officers must work with the New Players Committee to ensure the meeting occurs before the new player mod. They can be contacted at safety@epoch-larp.ca

Medical Officers: Report to Secretary

Medical Officers are responsible for seeing that any Member injured at an event receives prompt and appropriate medical attention. They are required to have First Aid experience, maintain an updated list of players’ allergies, and have on site at their disposal a first aid kit (supplied by the club). They can be contacted at medical@epoch-larp.ca

Ombud Officer (Ombuddy): Reports to Ombudsperson

The Ombud Officer supports the Ombudsperson in their executive role. At the Ombudsperson’s discretion, and with player consent, they will receive and follow up with complaints and incident reports filed with the Ombudsperson. The Ombud Officer will forward reports to the Ombudsperson for filing (unless there is a conflict of interest), but they will not be granted access to the Ombudsperson’s email account, or Google Drive. The Ombud Officer is expected to keep information about incident reports confidential. They may reference incident reports and answer any questions the Executive Board may have, to the best of their ability, without sharing the incident report(s) or betraying confidentiality. At this point in time the Ombud Officer does not have an email address for contact.

 

Game Facilitator: Reports to Secretary

The Game Facilitator assesses the cleanliness and organization of site before game begins Friday night. This ensures that the game begins at a reasonable time. They are also responsible for delegating clean up activities and chores needed to be done Sunday morning in order for the site to be clean and ready for inspection by the Scout Ranger. Players leaving event before Sunday morning must report to the Games Facilitator for a chore. The Games Facilitator can also be requested by the Food Officer to assign players to assist in the cleaning of the kitchen/dishes during an event. They can be contacted at gamefacilitators@epoch-larp.ca

 

Webmaster (Website Officer): Reports to Marketing

The Webmaster is responsible for monitoring and updating the Epoch website. Checking their email regularly at webmaster@epoch-larp.ca, they maintain regular connections with other officers and executives. They are not responsible for updates on the Facebook group page or Discord Chat website.

 

Social Media Officer: Reports to Marketing

The Social Media Officer is responsible for monitoring and updating the Epoch Facebook Group and Facebook Page. This includes creating Facebook Events on the public page, including all relevant registration information pertaining to Epoch LARP events or social events. The Social Media Officer is also responsible for maintaining the Epoch Pinterest account. They are not responsible for managing the Epoch Discord server. At this point in time the Social Media Officer does not have an email address for contact.

 

Social Events Officer: Reports to Marketing

The Social Events Officer is responsible for booking social events between Epoch LARP events. They are responsible for recording social attendance and sending this list to the logistics officer for CRP awarding. Any Epoch player can organize and host a social event through the Social Events Officer. At this point in time the Social Events Officer does not have an email address for contact.

 

Forum Administrator: Reports to President

The Forum Administrator is responsible for monitoring and updating the Epoch Toronto Foundation forum. This includes registering new accounts, for players and characters and confirming membership status with the Treasurer. The Forum Administrator can also be contacted in making and removing in game private forum locations. They are responsible for checking the email account communications@epoch-larp.ca and maintain regular communication with other officers and executives.

 

Photos Officer: Reports to Marketing

The Photos Officer is responsible for taking player approved photos at Epoch events. They are responsible for providing their own camera and equipment. They are responsible to post these photos on the Epoch website. It is well recommended the posting on photos be completed in a timely fashion after each Epoch sanctioned event. Regularly checking their email address, they maintain regular communication with other officers and executives. They can be contacted at photos@epoch-larp.ca

Props: Reports to Treasurer

Props Officers work closely with the Artistic Directors or independently to construct and organize the production of props for the purpose of use at Epoch events. These props become donations for plot and become property of the Epoch Toronto Foundation. Regularly checking their email address, they maintain regular communication with other officers and executives. They can be contacted at props@epoch-larp.ca

 

Grant Officer: Reports to Treasurer

The Grant Officer is in charge of finding and applying for grants on behalf of Epoch Toronto. They are responsible for checking and responding promptly to emails sent to grants@epoch-larp.ca. They are not responsible for handling funds on behalf of Epoch Toronto.

 

Immersion Officer: Reports to President

The Immersion Officer is responsible for decorating most common ingame areas. These areas include the Inn and, if possible, the Enclave and Scholar’s Hall. The Immersion Officer is responsible for setting up red gels or screens/coverings over the lights in the Inn building. The Immersion Officer is not responsible for purchasing decorations, simply set up and take down. Decorations are to be stored on site with cast cabin items.

 

Discord Officer: Reports to President

The Discord Officer is responsible for monitoring and updating the Epoch Discord server. This includes keeping channel descriptions up-to-date, giving players access to the server, confirming membership status with the Treasurer, and character approvals with the player or current AD. The Discord Officer is also responsible for ensuring that online communication meets the Safer Community Policy and Online RP rules. At this point in time the Discord Officer does not have an email address for contact.

 

Committee Positions and Responsibilities:

 

New Players: Reports to Marketing

The New Players Committee is responsible for supporting new players. This is includes supplying players with the new player package and check list (located on the Epoch website). The New Players Committee is responsible for updating these documents annually. New Players Committee members are responsible for implementing and running the new player mod, which takes place the first evening of each event. Committee members are encouraged to provide new players with an In-Game and Out Of Game beginner package with items including, OOG band, bandage, foam fist, small pouch and tagged items including health potions and other beginner items subject to the President’s discretion. Regularly checking their email address, they maintain regular communication with new players, as well as other officers and executives. They can be contacted at newplayers@epoch-larp.ca

 

Rules: Reports to President

Rules Committee members are responsible for responding to questions regarding the existing rule book. They have the ability to conclude disputes at game to continue play at events. Rules Committee members have the ability to create and structure new rules to be playtested at events. With executive approval, new rules can be added to the rule book. Committee members must be very familiar with the current rulebook. Regularly checking their email address, they maintain regular communication with other officers and executives. They can be contacted at rules@epoch-larp.ca

 

Lore: Reports to President

Lore Committee members are responsible for organizing, documenting and expanding on the In Game lore for Epoch’s fictional world. Regularly checking their email address, they maintain regular communication with other officers and executives. They can be contacted at lorekeeper@epoch-larp.ca

Please note Officer and/or Committee positions are not always filled but they are available.

–By-law amended September 2009 to add new positions: Medical Officer and Games Facilitator as well as adjust responsibilities of Communications Officer and Safety Officer

-By-law amended November 2017 to remove Communications Officer, as their duties are now covered by the Marketing Executive position. Immersion Officer added.

– By-law amended March 2018 to add additional officer positions and committee positions.

By-Law #02 – Use of Event Pass

No Member of Epoch Toronto will be permitted to use, or benefit from, more than one Event Pass per Epoch Toronto event regardless of how many characters said Member has active in game. The experience points that said Member is entitled to may be allocated to any number of the Member’s active characters.

Amended by Executive Board, January 2001. Amendment as follows:

Members possessing Full Year Passes who become Executive Board Members part way through the season will not have any pre-paid Event Fees refunded.

-By-law amended November 2017 to remove Executive Board season fee refund, as Executive Board members are now required to pay event fees if they attend as a player.

By-Law #03 – Approval of Expenditures

Approval of funds less than $150.00 may be done at the Treasurer’s discretion without the knowledge or approval of all other Executive Board Members.

-By-law amended November 2017 to support Charter Article 4.2.6.

By-Law #04 – Executive Event Fees

Epoch Toronto Executive Board Members shall pay Event Fees set at the same rates as Epoch Members. Pre-Registration discounts may apply at the Treasurer’s discretion.

By-Law Repealed by Executive Board, January 2001

By-Law Reinstated by Executive Board, November 2017

By-Law #05 – Maximum Number of Active Characters

Every Member shall be allowed to have a maximum of four (4) characters on file with Logistics at any one time. Any subsequent characters must be permanently retired or given Cast status, in which case they become the property of Epoch Toronto and not the Member.

Members shall be limited to playing two (2) characters during any single event, subject to approval by the Club President or their appointed Logistics Officer. Should a Member choose to play two (2) characters during a single event, their costuming must be unmistakably different from one another and they must not share any In Game items (eg. weapons, potions, scrolls) between each other in any way. Furthermore, the two characters cannot have any contact with each other, even through an intermediary. This is to prevent one character leaving items/money etc. ‘in trust’ for the other character. The Executive Board reserves the right to suspend this privilege of any Member if they have cause to believe that there is an abuse of that privilege.

All experience points are the ‘property’ of the Member. Should a Member wish to save some experience points to put towards the starting total of a new character, they may do so in the following manner and subject to the following rules:

By-Law Amended by Executive Board, December, 2012

-By-law amended November 2017 to remove additional CRP cost for skills on additional characters

By-Law #06 – Building Representatives

The Inn, the Scholar’s Hall and the Enclave buildings are to each have assigned to it one (1) responsible Member who will reside in the building and act as the Building Representative for that cabin. The Building Representative is assigned by the Executive Team and may be replaced or removed at the Executive Team’s discretion. Building Representatives are responsible for bunk reservations. Building Representatives may not pick and choose who gets to sleep in the bunks. Building Representatives are not necessarily responsible for building decorations and / or meal plan.

By-Law Amended by Executive Board, March, 2011

By-Law Amended by Executive Board, November 2017

By-Law #07 – Artistic Director

Players appointed as the Artistic Director are to set aside their regular characters for the duration of their term to prevent conflict of interest issues from arising. Event Directors are also to set aside their regular characters for events which they direct or help to direct. Experience points may be assigned to their absent characters but those characters are not permitted into play. The ADs and EDs do not pay event fees.

-By-law amended November 2017

By-Law #08 – Zero Tolerance Policy

Epoch Toronto has a zero-tolerance policy on alcohol and illegal substance use at Epoch Toronto events.  If any event participant is found to be using alcohol or illegal substances at events, or appears at an Epoch Toronto event under the influence of alcohol or an illegal substance, that participant will be banned from all Epoch Toronto events for one calendar year.

By-law added September 2009

-By-law amended November 2017

By-Law #09 – Harassment Policy

The Epoch Toronto Executive Board is committed to creating and maintaining a safe environment where all participants are treated with respect and dignity. This means that discrimination, harassment, and other forms of Out of Game (OOG) violence will not be tolerated in our community.

Harassment is any behaviour that demeans, humiliates, or embarrasses a person, and that a reasonable person should have known would be unwelcome. It includes actions (e.g. touching, pushing), comments (e.g. jokes, name-calling), or displays (e.g. posters, cartoons). It may be a single incident or continue over time. This can be any action that is related to race, national or ethnic origin, colour, religion, age, sex, marital status, family status, disability, criminal  conviction, or sexual orientation.

Disrespectful behaviour, also known as “personal” harassment, is also covered in this policy.

Sexual harassment includes offensive or humiliating behaviour that is related to a person’s sex or gender, as well as behaviour of a sexual nature that creates an intimidating, hostile, or “poisoned” environment, or that could reasonably be thought to put sexual conditions on a person’s position. A few examples are: questions and discussions about a person’s sexual life; touching a person in a sexual way; commenting on someone’s sexual attractiveness or sexual unattractiveness; persisting in asking for a date after having been refused; telling a woman she belongs at home or is not suited for a particular job; eyeing someone in a suggestive way; displaying cartoons or posters of a sexual nature; writing sexually suggestive letters or notes.

Sexual harassment is frequently more about power than about sex. It often occurs in situations where there is unequal power between the people involved, and is an attempt by one person to assert power over the other. The harassment can also occur when an individual is in a vulnerable position because he or she is in the minority – the only woman, member of a visible minority, aboriginal person or person with a disability – and is, for example, ostracized by colleagues.

At Epoch Toronto, we are committed to providing a safe and respectful playing environment for all Players, Officers and Executives. No one, whether player, officer, executive, or member of the public, has to put up with harassment at Epoch Toronto, for any reason, at any time. Likewise, no one has the right to harass anyone else, at Epoch Toronto events or in any situation related to Epoch Toronto. This policy is one step toward ensuring that our game is a comfortable place for all of us.

Someone who has harassed another person will be subject to one or more of the following forms of discipline, depending on the severity of the harassment:

  • a written reprimand;
  • a suspension, with the number of events decided upon by the Executive Committee;
  • Banning, length of the ban to be decided upon by the Executive Committee.

By-Law added September 2009

By-Law Amended by Executive Board, November 2017

By-Law #10 – Banning & Re-Entry Policies

A banned player may not participate in any Epoch event, on or off site, including but not limited to the Facebook Group, Discord, and Forums.

Banned / suspended / removed players may only return to Epoch events (both on and off site) if they contact a current Executive Board member prior to the event and display an understanding of the transgression(s) as well as a commitment to improve their behaviour. For situations involving violence against other player(s), the victim(s) will be consulted before a removed player is permitted to return. The ability to re-enter the club must voted upon by a three of five majority vote of the Executive Board.

By-law added November 2017

By-Law #11 – Event Fee Payment Plan

A Payment Plan system is in place which allows players to pay for event package discount rates with monthly small sums instead of a lump sum upfront. In place of the entirety of the price of the package, a player may select the discount event package they wish to purchase and pay for it, as well as the fee for membership, each month in a smaller sum. The player must buy membership to qualify for the payment plan and will be considered a member from when the first payment plan fee is received. This smaller monthly sum paid shall be the price a non-member pays to attend event, adjusted for however much that fee is at the time when the payment plan is made. When the player has paid off the amount equal to the chosen discount event package plus cost of membership, they have fully paid off that payment plan deal and may then pay member fees for any remaining events. If at any point the player wishes to stop paying the payment plan or fails to make payments, then they are considered to have defaulted on the payment plan and are no longer considered a member. All payment plan fees paid thus far are considered to have been non-membership fees paid to attend event.

By-law added November 2017

By-Law #12 – New Player Starting XP & Bonuses

New Players attending their first Epoch event shall receive 70 starting XP for their first character. This is the base XP before any additional XP from disadvantages, backstory, or other increases to starting XP. They shall also receive 10 CRPs before their first event which can be used towards any CRP reward. The New Player’s Team, or Logistics Officers, must explain CRP purchases before their first event, so they may start their first event with some income or other benefit. New Players will also receive 5 CRPs on their second and third events.

 

Furthermore, New Players may double out their XP for free (without any CRP cost) for the first two events they play. Additionally, New Players will receive a New Player package at logistics on their first game that consists of the following items: 1 Health Potion (10 points), 1 Poultice I, 1 Antidote and 1 Stall.

 

By-law added November 2017

By-Law #13 – Mandatory Casting

 

All players must participate in at least two (2) hours of Mandatory Casting per weekend event, starting from their third event onward. Returning players who have been absent from game for two (2) years or more are exempt from casting on their first event back. Players may opt out of Mandatory Casting for one event by either paying $15 or by using an Opt-outoken.

 

Opt-outokens are earned at the rate of 1 Opt-outoken earned per weekend of full casting, or 0.5 Opt-outokens for casting for 12 continuous hours at an event. No Opt-outokens are earned for less than 12 hours of casting. Opt-outokens are tracked by players on their log sheets.

 

Players may use any IG skill while casting (eg. meditate, alchemy, smithing, foraging etc.) with guaranteed success. After casting for at least 2 hours, PCs come back into game with full health and fully repaired armor.

 

Players who cast for a full event will receive the full XP for that event, including ADs and EDs.

 

By-law added November 2017

Proxies

A proxy vote is giving someone permission to vote on your behalf at a General Meeting. If you cannot make a General Meeting, it is highly encouraged that you either send your proxy vote with someone that will be attending, or provide that vote to the Executive Board. When you provide your proxy with another member you are giving that person the right to vote at the General Meeting on your behalf. This does not mean you can insist they vote in a particular way. You can, of course, discuss voting with that person and ask that they do so before your proxy is given.

Sample Proxy:

I , (Your Name) , provide (Their Name) my proxy vote for the following General Meeting on (Date of General Meeting) for Epoch Toronto Foundation.

(Signature)

Note:

Proxy votes may be sent electronically, but an Executive Epoch hosted email address must be CC’d. Electronic proxies will only be counted if they are emailed to an Epoch Executive. Proxies must be sent by the one giving the proxy, not by a third party, or proxy receiver. Written Proxy must be signed and handed to Executive at or prior to the General Meeting.