UCPPE Policy Manual - The United Court of the Pikes Peak Empire

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UCPPE Policy Manual

UCPPE

Policy

Manual

(Revised and approved 02/16/2025)

United Court of the Pikes Peak Empire
Policy Manual
TABLE OF CONTENTS

Introduction Page 1
Enforcement Page 1

Policy 1 Board of Advisors Page 1
Section 1 Powers and Duties

1.1 President
1.2 Vice President
1.3 Treasurer
1.4 Recording Secretary
1.5 Corresponding Secretary
1.6 Reigning Monarchs
1.7 Co-Chairs of the Council of Regents
1.8 Members At Large
1.9 Other Duties, Positions and Committees

Section 2         Newsletter
Section 3         Meetings
Section 4         Phone Polls

Policy 2           Finances                                                                                             Page 21
Section 1         Finances
Section 2         Expenditures
Section 3         Dues
Section 4         Cover Charge/Door
Section 5         Travel Funds

Policy 3           Campaign                                                                                          Page 25
Section 1         Campaign Rules and Regulations
Section 2         Campaign and Hospitality Suite Committee Chair(s)

Policy 4 Voting Page 27
Section 1 Elections and the Selection Process

1:01                 Elections and the Selection Process
1:02                 Candidate Review Process
1:03                 Negative BOA Vote
1:04                 Appointment in the event of a vacant BOA seat (excluding Reigning

Monarchs)

Section 2 Voting

Policy 5           Coronation                                                                                         Page 30
Section 1         Coronation Pins
Section 2         Anniversary Pins
Section 3         Stage Manager
Section 4         Compensated Rooms and Tickets

Policy 6           Awards Given at Coronation                                                           Page 33
Section 1         Non-Lifetime Awards
Section 2         Lifetime Awards
Section 3         Additional Awards

Policy 7           Process for Disciplinary Action                                                       Page 36
Section 1         Powers and Permissions
Section 2         Definitions
Section 3         Complaints and Grievances
Section 4         Reviewing a Complaint/Grievance
Section 5         Formal Action
Section 6         Formal Charges
Section 7         Trial
Section 8         Disciplinary Action
Section 9         Verdict and Decision of Action
Section 10       Mediation

Policy 8           Queen Mother and King Father                                                      Page 41
Section 1         Election Process
Section 2         Duties of the Queen Mother and King Father of the UCPPE

Policy 9 Conflict of Interest Policy Page 43

Section 1 Purpose

Section 2 Definitions

Section 3 Duty to Disclose

Section 4 Determining and Addressing Conflicts of Interest

Section 5 Compensation

Section 6 Violations of the Policy

Section 7 Record Keeping

Policy 10 Whistleblower Policy Page 44

Section 1 Purpose

Section 2 Scope

Section 3 Reporting Responsibilities

Section 4 Reporting Procedure

Section 5 No Retaliation

Section 6 Acting in Good Faith

Section 7 Record Keeping

Policy 11 Document Retention and Destruction Policy Page 45

Section 1 Purpose

Section 2 Scope

Section 3 Retention Schedule

Section 4 Document Storage and Security

Section 5 Document Destruction

Section 6 Legal Hold Policy

Attachments
Attachment 1 Letter of Outcome Communication

Appendices
Appendix A     Phone Poll Form
Appendix B     Donation/Contribution Given to Individual
Appendix C     Board Motion for Policy Change
Appendix D    UCPPE Crowning Ceremony
Appendix E     Crowning Regalia Presenters
Appendix F     UCPPE Oath of Office
Appendix G    Ring Ceremony
Appendix H    Nomination for Queen Mother or King Father of UCPPE

Revision Date: 2025

Introduction

This policy manual contains the guidelines by which the Board and the Monarchs shall operate daily. The contents are to expand upon areas of the By-Laws that are unclear, general, or nonexistent. The purpose is to ensure that the Corporation runs on consistently and to prevent doubt or questions regarding the operation of the Business affairs. These policies shall not change, modify, or delete any approved By-Law. In the event of conflicting contents, the By-Laws have precedence.

Enforcement

As with the By-Laws, these policies may be waived, at any time, by a majority vote of a quorum of the Board for extenuating circumstances. Policies are also subject to Members discretion as stated in the By-Laws, Articles V, VII, and XVIII. The active Board is responsible for ensuring all Board members have a copy of these policies. It is the responsibility of the Monarchs to ensure that all line members are informed of the By-laws and Policies as they pertain to the Line of Succession.

Policy 1 – BOARD OF ADVISORS

Section 1: Powers and Duties (Ref: By-Laws, Articles VII, VIII)

The Vice President shall maintain the protocol list for all Lifetime Titleholders. The protocol list will be updated annually and presented for filing by the Recording Secretary of the Board of Advisors.

The President or Secretary shall ensure that the By-Laws, and most the recently approved Policy Manual, are available in hard copy upon request within a reasonable period, not to exceed thirty (30) days, to any paid Member of the Organization.

The By-Laws, Policy Manual, Rules of Campaign, and Campaign Application shall be available to Candidates at the annual Packet Pickup event.

The Treasurer shall supply a monthly financial report. This should, at a minimum, account for funds available for spending, amounts that have been designated for purposes other than general expenses, amounts raised between monthly reports, and amounts spent.

SECTION 1.01 President of the Board of Advisors:

General Responsibilities:

The president is responsible for ensuring that the Board of Advisors and its members:

Are aware of and fulfill their responsibilities
Comply with applicable laws and bylaws
Conduct board business effectively and efficiently
Are accountable for their performance

To fulfill these responsibilities, and subject to the organization’s bylaws, the President presides over meetings, proposes policies and practices, sits on various committees, monitors the performance of Board Members, submits various reports to the board;, proposes the creation of committees;, appoints members to such committees;, and performs other duties as the need arises and/or as defined in the bylaws.

Accountability:

As specified in the by-laws, the President is accountable to the Board of Advisors or Members. The President may delegate specific duties to the Board members and/or committees as appropriate; however, the President remains accountable for them.

Specific Duties:

Meetings:

The President ensures that an agenda is planned for board meetings.

This may involve periodic meetings with committee chairpersons and Board Members to draft meeting agendas and reporting schedules.

The President presides over meetings of the Board of Advisors.

In this capacity, the President:

Chairs meetings according to the accepted version of Robert’s rules of order to encourage all members to participate in the discussion;, arriving at decisions in an orderly, timely, and democratic manner;
Votes as prescribed in the bylaws, with the president only casting a vote upon an issue that is tied.

Board Committees:

The President serves as an ex-officio member of board committees specified in the bylaws. In this capacity, the President’s role is:

to serve as a voting member of the committee (if specified in the bylaws);
to negotiate reporting schedules;
to identify problems and assist the committee chairperson in resolving them, and, if necessary, to bring them to the attention of the Board of Directors.

Community Relations:

The President ensures that the organization maintains positive and productive relationships with media, funders, donors, and other organizations. In this capacity, the President may serve as the primary spokesperson for the organization. Duties may include:

representing the organization to the media;
representing the organization on governmental or nongovernmental organizations and committees;
timely and appropriate reporting of Board decisions and actions to members and/or funders and/or donors.

Signing Officer:

The President is normally designated by the Board of Advisors and/or bylaws as one of the signing officers for certain documents. In this capacity, the President may be authorized or required to sign or countersign checks, correspondence, applications, reports, contracts, or other documents on behalf of the organization.

Board Development:

The President ensures that structures and procedures are in place for effective board member recruitment, training, and evaluation.

Fund Raising:

The President ensures that structures and procedures are in place to secure the resources required by the organization. Depending on the organization, this may require the President to play a leadership role in fundraising campaigns through personal contributions of services and money.

Delegation:

Depending on the organization’s needs and its bylaws, the President may establish or propose the establishment of Board Committees and may assign tasks and delegate responsibilities to board committees and/or members.

Coronation:

The President’s primary Coronation duties are as follows:

To oversee the progress of coronation planning throughout the reign.
Set BOA deadlines and ensure that BOA goals are being met.
Ensure that throughout the event, issues are resolved
Consult with the treasurer and establish a budget and sponsorship goal for Coronation and Hospitality based on the previous year’s spending trends before the end of the first quarter.
Ensures that Awards are ordered and present for Coronation
Coordinate Buses for bus tour
Coordinate and facilitate all Coronation meetings with BOA and Coronation coordinator

SECTION 1.02 Vice President of the Board of Advisors:

The principal duties of the Vice President shall be:

To act as president in the absence or disability, for any cause whatsoever, of the President.
Attend candidate’s campaign events to evaluate activities and determine the best campaign award. During Coronation, prior to the crowning of new monarchs, the Vice President will give an award to one Emperor, Empress, or Emprex candidate for running, in the Vice President’s opinion, the best campaign, which shall be known as the Chris Jones Award.
Assist the President to achieve goals and objectives and to solve problems. Attend and support fundraising events and functions as often as possible. Assist with the production of Coronation and other State Functions
Be knowledgeable and informed of the activity and affairs of the Court as a corporation. Attend special meetings as called by the President of the Board
Be knowledgeable of the history and traditions of the court and share this knowledge with court members.
Encourage and assist court members to aspire to Royal, Sovereign, and Imperial positions, encourage membership and participation

Minister of Protocol:

One of the Vice President of the Board of Advisors’ many duties is to act as the minister of protocol.

The Vice President shall maintain the protocol list for all Lifetime Titleholders.
Prepare and print a correct and complete UCPPE Protocol List for use at State Functions.
Collecting Protocol for the current reign and updating any changes at the direction of the reigning Monarchs.
Monitor submitted protocol for appropriate content based on UCPPE protocol guidelines.
Be present at State Functions to mark the presence of UCPPE Lifetime Title Holders, including Regents and current line of succession members. This will be used by Masters of Ceremonies to introduce and recognize Lifetime Title Holders, Line of Succession members, and visiting courts.
Work with the Board of Advisors to develop UCPPE Appropriate Protocol Content guidelines.
Post public calls for protocol via email and social media for out-of-state coronations, collecting and maintaining an updated protocol.
Send coronation protocols for all UCPPE Monarchs or lifetime title holders traveling out of the realm in a timely manner to the minister of protocol for those events.
Regularly attend all scheduled Board of Advisors meetings

Coronation:

The Vice President’s primary Coronation duties are as follows:

To ensure that UCPPE Protocol Guidelines are adhered to.
Communicate with the Reign regarding what awards and lifetime titles are being presented and ensure they are updated on protocol.
Check in all UCPPE Regents and Lifetime Titles Holders and ensure that they are eligible to walk during coronation
Receive Protocol for Out of Realm Courts and Business and Organizations
Present the MCs with current, complete, and accurate protocol to be read during Coronation.
Set Coordination ensuring that room is set for Coronation and Regalia is delivered.

SECTION 1.03 Treasurer:

The principal duties of the Treasurer shall be to keep an account of all monies, credits, and property of any and every nature of the Corporation which shall come into their hands, and to keep accurate account of all monies received and disbursed, and to render such accounts, statements, and inventories of monies received and disbursed and of money and property on hand, and generally of all matters pertaining to their office, as shall be required by the Board of Advisors.

Requirements:

An individual elected to the office of Treasurer must own, in their legal name, real property in El Paso County, Colorado, with an appraised or realtor-determined market value of at least $15,000.00 above the total mortgages and encumbrances of said property OR the individual must post a Surety Bond in the amount of $15,000.00. In the case of joint ownership of real property, a legally binding agreement regarding the property ownership requirement signed by all owners of the property must be on file with the Secretary of the Board before the individual takes office. [Amended in 2000, General Membership Meeting.]

Duties:

All Money raised by any member of the Court (or anyone using the Court’s name) in connection with the Court or for the Court, must be turned in to the Treasurer (within 48 hours of the event) for deposit, accounting, and disbursement if applicable.

Track all court expenditures and income and ensure the treasurer’s records are consistent with the banks.
Pay all regular court bills in a timely manner, including internet, domain name, post office box, ordered flowers, regalia, coronation hotel bill, accounting services, etc.
Pay all expenditures authorized by the board, such as ad purchases, show expenses, state function and coronation expenses, and monarch travel.
Collect and preserve receipts for all reimbursed expenses, including show and State Function and monarch’s travel expenses.
See that the charitable disbursements proposed by the outgoing emperor and empress (and approved by the board) are paid.
Provide a complete treasurer’s report to the Board of Advisors at their regular meetings (11 reports per year), plus two special treasurer’s reports for the General Membership Meeting and the Regent’s meeting.
Attend and participate as a voting member at all board meetings
See that the appropriate 990 tax form is filed with the IRS annually.
See that the appropriate state registration forms are filed with the state of Colorado each year.
Sell tickets and provide other financial services throughout hospitality (starting at 1 p.m. on Friday) during coronation weekend.
See that ticket sales at the door for coronation are appropriately staffed.
When called upon, accompany regent co-chairs to arrange pickup and delivery of hospitality supplies.
When called upon, provide bills or receipts for vendors.
Sell tickets and provide change services at the door for PR Ball, Winter Cotillion, and Black & White Ball.
Keep track and oversee the financial transactions done by the court, online via PayPal and Square Up.
The Treasurer shall supply a monthly financial report. At a minimum, this should account for funds available for spending, amounts designated for purposes besides general expenses, amounts raised between monthly reports, and amounts spent.

Travel Funds:

Another responsibility of the treasurer is to manage and administer donations to and disbursements from the reigning monarch’s travel funds:

The reigning monarchs must attend the coronations of the Denver Mother Court (Imperial Court of the Rocky Mountain Empire) and the Albuquerque Daughter Court (Imperial Court of New Mexico). For Denver, the reigning monarchs will receive reimbursement for one night’s lodging at the coronation hotel and the price of the coronation ball and brunch tickets.
For Albuquerque, they will receive the same reimbursements, and, in addition, a second night’s lodging.
The Prince, Princess Royal, and/or Princex/Princet Royal will receive one night’s lodging at the coronation hotel and receive reimbursement for the price of the coronation ball and the brunch tickets, for both Denver and Albuquerque
For Denver and Albuquerque, these funds are outside of the reigns travel funds as they are required events. These reimbursements take place after the receipts are submitted to the Treasurer. These reimbursements do not require a Board vote.
In addition, the Court allocates further funds to assist the reigning monarchs and their PRs in attending other court coronations recognized by the International Court System. The funds allocated are $800 each for the reigning monarchs and $400 each for the reigning PRs. Half these funds are available for distribution during the first six months following coronation, and half are available after that. Monarchs must submit receipts for travel, lodging, or ball and brunch tickets to the Treasurer to receive these funds. All of these travel fund distributions are subject to Board approval, subject to the availability of funds and the productivity of the reign. The Board will approve such disbursements up to the limiting amounts, except under extraordinary circumstances, as determined by a vote of the Board.

Coronation:

The Treasurer’s primary duties during Coronation are as follows:

Ensuring that some means of identifying paid attendees is present at Coronation, i.e., tickets or wristbands
Coordinating with the Reign and BOA and preparing a complete comp list for Coronation
Accurately track all Coronation income and expenses throughout the reign
Reporting Tickets, Reserved tables, and Sponsorship packages sold throughout the reign
Overseeing Tickets Sales, will-call, reserved tables, and sponsorship check-in throughout the event.
Monitoring and updating the Rooming list to ensure that required rooms have been booked and that only approved rooms are added to the Comp room list.
Prepare a post-coronation P&L and Present it to the BOA before the end of Q1

SECTION 1.04 Recording Secretary:

The principle duties of the Recording Secretary shall be:

To countersign all deeds, leases, and conveyances executed by the Corporation, affix the seal of the Corporation thereto, and to such other papers as shall be required or directed to be sealed
To keep a record of the proceedings of the Board of Advisors
To safely and systematically keep all books, papers, records, and documents belonging to the Corporation, or in any way pertaining to the business thereof, except the books and records incidental to the duties of the Treasurer.
Ensure that all updates approved by either the general membership or Board of Advisors are made to the By-laws and or policy manual
Provide electronic copies of updated by-laws and the policy manual to the webmaster no more than 15 calendar days following any meeting of the BOA.
Shall ensure that the By-Laws, and most recently approved Policy Manual, are available in hard copy upon request within a reasonable period, not to exceed thirty (30) days, to any paid Member of the Organization.
The By-Laws, Policy Manual, Rules of Campaign, and Campaign Application shall be made available in their entirety to Candidates at the annual Packet Pickup event
Provide an electronic copy of meeting minutes to the webmaster to update on ucppe.org for public viewing no more than 15 calendar days following any meeting of the BOA.
Work with the corresponding secretary to produce promotional documentation such as sponsorship and vendor packets directly related to coronation and provide it to the corresponding secretary for disbursement

Coronation:

The Recording Secretary’s primary duties during Coronation are as follows:

Ensuring that the sponsorship packages is are updated from year to year before the end of Q1
Ensures that Contracts are signed and submitted in a timely manner
Co-ordinates with the reign to prepare the Script and schedule of events for Coronation

SECTION 1.05 Corresponding Secretary:

The principle duties of the Corresponding Secretary shall be:

Ensure that a quarterly newsletter and calendar of events is are produced and delivered to the webmaster, members, and associates (fellow courts and local businesses and organizations) in a timely manner.
Review court correspondence and advise the Board of its contents,
prepare documents as directed by the BOA,
work with current reign and co-council on advertising upcoming Court events
Communicating calendar changes, flyers, adverts, etc., to the webmaster as well as the general membership and community via, email, phone mail, and social media
Assist in coordinating and producing Coronation information packets and programs,
Update the BOA with a monthly review of activities.
Ensures that paper invitations, flyers, and newsletters are mailed with proper postage to dues-paid members within 15 days of production.
Maintains a current correspondence contact list to be passed on to each successive corresponding secretary and shared with the BOA and recording secretary.
Follow up on leads for coronation sponsorships, vendors, and program ad sales
Communicates current RSVP to state events to reigning monarchs and regent co-council as necessary
Works with the BOA to ensure that UCPPE promotional information is produced and available for events.

Coronation:

The Corresponding Secretary’s primary duties up to and during Coronation are as follows:

Communicate with the Public relations chair to ensure that invitations and promotions are sent out in a timely manner
Communicating with the reign to coordinate Entertainment, DJ, and sound for Coronation
Ensure that Constant Contact updates regarding Coronation are included in the quarterly Newsletter.

SECTION 1.06 Reigning Monarchs:

Public Relations:

As the public face of UCPPE, the reigning monarchs are responsible for leading community outreach by example and supporting as many organizations as possible. Networking and establishing new relationships with other organizations to further the mission and pursuits of UCPPE.
Networking, establishing, and maintaining good relationships with other Courts in the ICS.
Supporting all state/required functions of our mother court and as many of our daughter courts as possible.
Partner with Community Organizations such as, but not limited to, Springs Equality, The Q, Pikes Peak Pride Festival, Inside Out Youth Services, Local GSA’s, etc. to host community events
Fosters and maintains positive relationships with local bars, businesses, and organizations
Acts as a Judge for Pride Pageants by request of the organizer
Supports UCCS GSA events up to and including their annual drag show

Host, plan, and produce the following Required State Functions:

Investitures
Winter Cotillion
Black and White Ball
PR Ball
Coronation (Planned with the BOA as it is technically a BOA event)

Expected Personal Financial Responsibilities:

Tips all performers at all fundraising functions
Purchase all line medallions, tiaras, or other regalia
Purchase step-down gifts for Coronations and PR Balls attended
Purchase any gifts given to the line
Covers any non-reimbursable cost of the reign, i.e., special gifts, donations, state event expenses not approved by the BOA in accordance with the bylaws and P&P
State Function/PR Ball/Community Event tickets not specified as reimbursable by the BOA in accordance with our bylaws and P&P
Meals and entertainment expenses accrued during out-of-realm travel, fundraising, and community events
Any cost associated with line meetings and reign application events not approved by the BOA in accordance with the bylaws and P&P
Gas to and from all events not approved by the BOA in accordance with the bylaws and P&P
Replacement/repair of crowns and personal regalia due to loss or damage incurred during your reign
All costs of personal wardrobe, costumes, and regalia purchased during the reign
Membership dues and admission to clubs, organizations, and events attended during your reign not approved by the BOA in accordance with the bylaws and P&P

BOA Responsibilities:

Regularly attend all scheduled Board of Advisors meetings
Preparing a monthly State of the reign report to be presented to the BOA
Be knowledgeable and informed of the activity and affairs of the Court as a corporation. Attend special meetings as called by the President of the Board
Appointing a corresponding secretary and ensure that they are willing and able to fulfill the duties of this position
Assist the BOA in achieving its goals and objectives and solving problems as they arise
Attend and support fund raising events and functions as often as possible.
Work with the membership chair to boost membership
Acting as a liaison between the BOA and the community.
Work with the regent Co-Council to maintain a schedule of events so that none are in conflict.
Clear all Reign Expenses and in Reign Donations over 50.00 dollars with the BOA
Request decoration budgets for all state events
Each Reign is required to assign a line position holder to account and submit to the Treasurer funds raised at events other than state functions. These funds should be submitted to the Treasurer no later than forty-eight (48) hours after the completion of an event, regardless of who possesses the collected funds. It is the Monarchs responsibility to ensure this task is completed in a timely manner. The Monarchs will be held responsible for failure to comply with this policy.
The reigning monarchs must attend the coronations of the Denver Mother Court, the Imperial Court of the Rocky Mountain Empire, and the Albuquerque Daughter Court, the Imperial Sovereign Court of New Mexico. For Denver, the reigning monarchs will receive reimbursement for one night’s lodging at the coronation hotel and the price of the coronation ball and brunch tickets.
For Albuquerque, they will receive the same reimbursements in addition to a second night’s lodging. The Prince, Princess, and/or Princex/Princet Royal will receive one night’s lodging at the coronation hotel and also receive reimbursement for the price of the coronation ball and the brunch tickets, for both Denver and Albuquerque.

Reign Responsibilities:

Select a reign Moniker to be used throughout your reign
Select and present nominations for PR to the BOA
Select Reign charities
Maintain a log of all funds raised during the reign
Select and invest a line of succession to assist with community outreach and fund raising
Scheduling and conducting regular line meetings to motivate, encourage, and inform the line of succession.
Acting as mediator for line issues
Setting the expectation of proper conduct and educating the line of succession
Assisting and grooming PRs to plan and host PR Ball
Attend as many reign functions as possible while maintaining an out-of-realm coronation schedule
Mentoring and grooming court members to aspire to Royal, Sovereign, and Imperial positions within the UCPPE organization
Encourage membership and participation in court activities.
Be knowledgeable of the history and traditions of the court and share this knowledge with court members.
Support as many candidate functions as possible

Coronation:

The Imperial Monarch’s primary duties up to and during Coronation are as follows:

Create and communicate the Coronation theme to the BOA
Communicate set design to the BOA
Invite, Confirm, and Communicate the names of Entertainers and Anniversary Monarchs performing at Coronation with the Recording and Corresponding Secretaries by the Final BOA Coronation Meeting
Invite, Confirm, and Communicate all guests to the Dias, presenter of invocation, color guard, and Anthem performers or musical election to the Recording Secretary by the Final BOA Coronation Meeting
Provide all lifetime titles and awards to the Vice President so that Protocol can be updated
Coordinate welcome packets, guests to the dais, and entertainer gift bags
Communicate all complementary ticket recipients and reserved tables to the treasurer and Vice President by the Final BOA Coronation Meeting
Coordinate the design of Reign pins to be given out at coronation

SECTION 1.07 Co-Chairs of the Council of Regents:

The primary responsibility of the regent co-council is to act as a liaison between the BOA, the Current Reigning Monarchs, and the Council of Regents. As the most recent monarchs on the circuit having stepped down, the regent co-council will advise on changing trends and traditions within the ICS. The regent co-council is also responsible for planning, organizing, and funding hospitality for the current reign’s upcoming coronation.

Their duties include:

Planning fundraising events to pay for: Coronation regalia for the new reign, Rings for the ring ceremony, Regent awards to be presented at coronation, Anniversary Pins, Regalia and ladders for Anniversary Monarchs, all food and beverages for Hospitality and Co-Council hotel accommodations during Coronation weekend.
Hosting/Assisting in hosting an annual fundraiser to raise money for the Empress’ Anniversary Crown.
Presenting Anniversary Regalia honoring anniversary monarchs during Coronation
Purchasing and/or overseeing purchasing of the following: Coronation regalia for the new reign, Rings for the ring ceremony, Regent awards to be presented at coronation, Anniversary Pins, Regalia and ladders for Anniversary Monarchs, all food and beverages for Hospitality and Co-Council hotel accommodations during Coronation weekend

BOA Responsibilities:

Regularly attend all scheduled Board of Advisors meetings
Preparing a monthly State of the Regents report to be presented to the BOA
Be knowledgeable and informed of the activity and affairs of the Court as a corporation. Attend special meetings as called by the President of the BOA.
Assist the BOA in achieving its goals and objectives and solving problems as they arise
Attend and support fund raising events and functions as often as possible.
Work with the membership chair to boost membership
Work with the current reign and BOA to maintain a schedule of events so that none are in conflict.
Report all funds raised to the treasurer or BOA president within 24 hours and turn them in in a timely manner.
Assisting with securing sponsorship, vendors, and add ad sales for the upcoming coronation.
Ensuring that a volunteer is acting as recording secretary to take minutes for all regents’ meetings and that electronic copies are sent to the BOA recording secretary within 24 hours should they not be the secretary taking the minutes.

Coronation:

The Regent Co-Council’s primary duties up to and during Coronation are as follows:

Coordinate the Menu for Hospitality and present it to the Council of Regents at their annual meeting
Present a list of all Regent awards to the Vice President by the Final BOA Coronation Meeting
Coordinate with the treasurer to ensure that all Anniversary and New Reign regalia has been ordered and is delivered to coronation
Coordinate volunteers to man hospitality throughout coronation weekend and provide it to the BOA by the final Coronation Meeting
Coordinate with sponsors liquor donations and bar volunteers for hospitality
Coordinate with the Treasurer for food purchases for hospitality

SECTION 1.08 Member’s At Large:

The 3 Members-at-Large shall carry specific duties as described in the following:

SECTION 1.08.01 Member-At-Large Membership Chair:

One member at large shall be responsible for keeping membership records updated, promoting new members, collecting dues, and mailing renewal reminders.

The primary responsibilities of the UCPPE Membership Chair shall be:

Maintain an updated copy of the membership list by doing the following:

Coordinate with the Treasurer to update the dues expiration dates as the treasurer receives renewals
Coordinate with the Treasurer to update membership contact information that is received by mail at the UCPPE P.O. Box
Maintain an email address where members can send contact information updates and apply those updates to the Membership list as they are received.
Update member contact information received from members by phone, Facebook, in person, or any other way the Membership Chair might receive this information.
When members advise that they have paid their dues, always validate with the Treasurer that payment has been received.
Provide a list of members whose dues are current to the individual selling at-the-door tickets for all ticketed state functions. (usually the Treasurer)
Have an updated list of members whose dues are current readily available at voting, General Membership Meeting, and any other event requiring members to be dues-paid to participate. Maintain member’s lifetime titles and Regent status.
Email an updated membership list to the Board of Advisors at least once a month. More frequently when a significant number of membership list changes occur.
At least twice a year, send out emails/physical letters to members whose membership is expired asking them to renew. (It is recommended to do one of these mail outs 30 days prior to the General Membership Meeting.)
Maintain a column of members’ preference for receiving electronic mail versus physical mail. Attend all board meetings and answer questions related to the Membership list.
Remove invalid email/physical mail addresses when mail returns to the UCPPE P.O. Box or Membership Chair email.

Coronation:

The Member At Large Membership chair’s primary duties up to and during Coronation are as follows:

Coordinate VIP Gust/Anniversary Monarch/Regent recognition with the Monarchs
Present a current list of all dues-paid members to the BOA by the final Coronation Meeting

SECTION 1.08.02 Member at Large Public Relations:

One member-at-large shall be responsible for promoting the Court and ensuring that representatives of the Court attend major meetings of other organizations in the realm. The member-at-large shall also be responsible for overseeing a committee that will represent Gay Businesses to the Court by inviting representatives from those businesses.

Their duties shall include the following:

Updates Events in public newspapers and on radio stations
Verifies that events are created on social media and publicized correctly
Ensures that posters and flyers are present in public venues for upcoming events
Keeps current on social events in our community so that the BOA and reigning Monarchs have an accurate calendar
Advises the BOA an reigning Monarchs of social invitations

Coronation:

The Member At Large Public Relation’s chair’s p2rimary duties up to and during Coronation are as follows:

Communicate with the Reigning Monarch’s and Corresponding Secretary and Coordinate Promotion or Invitations to Coronation
Coordinate Coronation Program production

SECTION 1.08.03 Member at Large Games Manager

Another member-at-large shall oversee the Bingo/Raffe events, ensuring that documentation is recorded accurately and filed correctly.

In doing so they will be responsible for the following:

Works with Current Reign and Regent Co-Council to create a schedule of all UCPPE BINGO/Raffle Events.
Ensures that all BINGO/Raffle gaming events are reported to the treasurer and Reporting Games Manager no less than 15 business days before the event.
Ensures that BINGO cash bank is always in the balance of 100 dollars plus jackpot payout in excess of 100.00 as approved by the BOA and reports any abnormalities to the treasurer and reporting games manager immediately.
Prepares accurate cash sheets, emails a copy within 24 hours, and turns in funds to the treasurer within a timely manner for all Bingo/Raffle occasions.
Provides accurate data to the reporting Gaming Manager for the filling of quarterly reports to the Colorado Secretary of State.
Maintains accurate Gaming logs and Archives in accordance with Colorado Secretary of State guidelines.
Ensures that they or another gaming manage are unable Attends, manages and maintains accurate records of all UCPPE BINGO/RAFFLE events
Maintains Gaming supplies and ensures that there are Bingo/Raffle prizes for all occasions
Attends all regularly scheduled board meetings with any necessary updates/reports as Gaming Manager
Stays up to speed with any changes in Gaming compliance laws to ensure our organization maintains compliance.
Works with all UCPPE certified Games Managers to maintain and update the UCPPE Gaming Policy and Procedure Manual.

Coronation:

The Member At Large Games Manager’s primary duties up to and during Coronation are as follows:

Manage all raffle ticket sales throughout coronation weekend
Manage silent auction tables throughout coronation weekend

SECTION 1.09 Other Duties, Positions and Committees:

SECTION 1.09.01 Other Officers.

The Board of Advisors may appoint additional chairs/committees as necessary and in the corporations best interest.

SECTION 1.09.02 Other Duties:

Whenever the Board of Advisors deems necessary, either due to vacancy or need, they may appoint, the duties of any two (2) that do not conflict, to be held by one (1) person. The officers shall perform such additional or different duties for the time frame dictated by the BOA or as their bandwidth allows. If a member of the BOA no longer has the bandwidth to perform the additional duties they must inform the BOA so that another volunteer may be appointed.

SECTION 1.09.03 Parliamentarian:

At the first Board of Advisors meeting following the Annual General Membership Meeting, the Board shall elect or appoint, by consensus other than the President, to serve as Parliamentarian. The role of the Parliamentarian shall be to assist in the orderly conduct of meetings. The Parliamentarian shall not use this position for any other purpose. [Amended on 02/12/2006, General Membership Meeting.]

SECTION 1.09.04 Heir Apparent:

The primary responsibility of the UCPPE Heir Apparent shall be to act as a liaison between the ICS, the United Court of the Pikes Peak Empire, and the Southern Colorado Community. Along with their duties to the ICS their in-realm responsibilities shall be as follows:

Term:

The Board of Advisors shall nominate the Heir Apparent.

Qualifications:

Qualified applicants for this position will need to meet the following:

Be a member in good standing as defined by the By-Laws.
Not be suspended or under any disciplinary action
Not have been subject to disciplinary action within last 36 months.
Have served on the BOA for a term of at least one year
Be able to meet the financial and travel requirements of the positions as set forth by the ICS
Have attended no less than 5 community functions hosted by the UCPPE Reigning Monarchs and Regent Co-Council within the last 6 months.
Be willing and able to fulfill the requirements of this position listed below

Duties:

Attend community events hosted by UCPPE Reigning Monarchs, Regents Co-Council, and Community Leaders to understand the best of the current UCPPE and Southern Colorado Community dynamics.
Strive to educate themselves and others on said dynamics to promote harmonious relationships between the ICS, UCPPE, and the Southern Colorado Community.
Represent all UCPPE and the Southern Colorado Community irrespective of age, race, gender, gender identity, sexual orientation, religious, and/or political beliefs.
Provide the BOA with an heir apparent report, including information from ICS meetings, communications, directives, local activities, fundraising, etc.

SECTION 1.09.05 Gaming Manager Committee:

The primary purpose of this committee shall be to ensure that UCPPE is following all Colorado state laws as presented by the Colorado Secretary of State, that the UCPPE Gaming Policy and Procedures are produced and kept up to date, and that they are presented to the BOA for review. The committee shall also ensure that the BOA is made aware of any changes to Colorado State Statutes Governing Gaming.

The Committee shall consist of all currently certified Games Managers each having an equal voice with one reporting Games Manager Elected by the Committee.

Qualifications:

Be a member in good standing of the United Court of the Pikes Peak Empire as defined by By-Laws
Be a currently Certified Games manager with the Colorado Secretary of state
Be willing and able to fulfill the duties of this committee

The Duties of the members of this Committee shall be as follows:

Be willing and able to attend and assist with periodic audits of UCPPE Gaming files
Be willing and able to attend UCPPE Gaming Manager meetings
Be willing and able to attend and act as Games Manager for UCPPE Scheduled Gaming events in accordance with the UCPPE Gaming P&P Manual and state statutes per the Colorado Secretary of State.
Report any inappropriate unscheduled or un-sanctioned UCPPE Gaming events to the BOA and UCPPE Gaming Manager Committee.

SECTION 1.09.06 Reporting Games Manager:

The duties of the reporting Games manager shall be the following:

Ensure that all BINGO/Raffle gaming events are reported to the Colorado Secretary of State no less than ten (10) business days before the event.
Ensures that BINGO cash bank is always in balance and immediately reports any abnormalities to the treasurer.
Prepares accurate cash sheets and turns them in to the treasurer within a timely manner for all Bingo/Raffle occasions.
Provides accurate data for the filling of quarterly reports to the Colorado Secretary of State, maintains accurate Gaming logs and achieves in accordance with Colorado Secretary of State Guidelines.
Attends, manages and maintains accurate records of all UCPPE BINGO /RAFFEL events
Maintains Gaming supplies and ensures that there are Bingo/Raffle prizes for all occasions
Attends all scheduled meetings of the Board of Advisors with any necessary updates/reports as Gaming Manager
Stays up to speed with any changes in Gaming compliance laws to ensure our organization maintains compliance.
Works with all UCPPE certified Games Managers to maintain and update the UCPPE Gaming Policy and Procedure Manual.

SECTION 1.09.07 Vacancy of the Throne:

This Policy will outline the steps that the BOA must follow to fill a vacancy if one or both of the Reigning Monarchs step down or are removed during their reign.

The BOA will attain a list of the line of succession for the vacant throne.
The BOA will evaluate the qualifications of each member of the line of succession to determine whether any are qualified to fill the vacancy and whether the remaining Monarch qualifies to reign as absolute.
The BOA will contact any qualified candidates following the line of secession to determine their availability to fill the vacancy.
Once the evaluation process is complete the BOA will determine by a majority vote on the following:
- If there is a qualified candidate that is available and willing to fill the vacancy
- If the vacancy needs to be filled
- Or if the remaining Monarch shall complete the reign as an absolute
The BOA will inform the general membership of the outcome of this vote in a formal announcement via social media, its website, and an email within 48 hours of its decision.

Section 2: Newsletter

The Newsletter shall not contain items of profanity or obscenity or personal attacks on another person or organization.

The Corresponding Secretary or the Newsletter Editor is authorized to make adjustments, if necessary, to any submitted articles, letters, or advertisements from an author in which the content reflects inaccurate information and/or critical omissions.

Before corrections are made to the article, the author will be contacted to discuss and approve the suggested changes. If the author cannot be reached before the deadline or disputes the alleged inaccuracies, the editor has the prerogative to print the article as written or pull the article from publication, depending on the perceived severity of the error(s) and/or omission(s). The BOA will review both the article and the editor’s action, in this event at the next monthly Board meeting.

Section 3: Meetings (Ref: By-Laws, Article VI)

The General Membership and By-Laws Meeting should be held at least once a year, preferably on the same day as the voting for Board Officer positions.

Regular Board meetings should be held at least once a month or as often as necessary and, if possible, scheduled within a couple of days of the Reigns Line meetings, if possible, to provide continuity of information.

An attempt should be made to ensure that Board meetings remain open to the public. Exceptions would be but are not limited to, discussions of sensitive issues that would unfairly or unlawfully violate an individual’s privacy.

Section 4: Phone Polls

Telephone Polls are to be processed on an emergency basis only, as deemed by the President (or appointee of the President) of the Board of Advisors. The President or appointee shall ensure that no other possible action is possible before conducting the poll.

Only the President or the President’s appointee may conduct the poll. The same must be worded for all Board members contacted, and any discussion requested to be placed on record should be recorded. The proper format should be followed (See attachment A).

A Board member may only request a poll.

Telephone polls requesting funds from the Personal Crisis Fund may only be considered for time-sensitive and critical expenses such as food, prescription medications, and utilities. Rent, and all other Personal Crisis Fund expenditures, must be considered at a convened meeting of the BOA. The name of the individual requesting funds must be known to the BOA to be considered but will be kept confidential to the membership and general public. The proper format should be followed (See attachment B).

Policy 2 – FINANCES

Section 1: Finances (Ref: By-Laws, Article XI)

Each Reign must assign a line position holder to account for and submit to the Treasurer, funds raised at events other than state functions. These funds should be submitted to the Treasurer no later than forty-eight (48) hours after the completion of the event, regardless of who possesses the collected funds. It is the monarch’s responsibility to ensure this task is completed in a timely manner. The monarchs’ will be held responsible for failure to comply with this policy.

All money raised by any member of the Court (or anyone using the Court’s name) in connection with the Court or for the Court, must be turned in to the Treasurer (within 48 hours of the event) for deposit, accounting, and disbursement, if applicable. Any appearance of impropriety must be rigorously avoided. Court members may perform in private or non-court shows but should not use their court title. If a title is used in a non-court show, it is the responsibility of that individual to make sure the audience members are aware the event is not court-sponsored. It is the responsibility of every Board member and Regent to communicate this policy to anyone involved in fundraising for this Court.

Banking: The Corporation shall maintain the following accounts:

Reign Accounts: All funds raised for Reign shows, candidates shows, online fundraisers, or any charity events hosted using the UCPPE name, unless designated as benefiting the UCPPE Regents, Bingo, or Raffle Events, will be deposited in this account.

Reign Checking account: All General funds, travel funds, and Coronation Sponsorships shall be deposited. This will be the reigns’ working fund, from which the reign and Coronation expenses will be drawn from.

Reign Savings account: All funds from designated Charity Shows and saved funds for major anniversary coronation, coronation deposits funds shall be deposited

Regent Accounts: All funds raised for Regent shows, Regalia shows, online UCPPE store sales, or any events hosted using the UCPPE Regents name unless designated as benefitting the Reign, Bingo, or Raffle Events will be deposited in this account.

Regent Checking account: All deposits to the working fund of the regent Co-Council will be deposited. All Regalia, hospitality expenses, and other expenses pre-approved by the Council of Regents will be drawn from this account.

Regents Saving account: All unused regent funds will be moved at the end of each reign.

Bingo Account: Only Bingo and Raffle funds may be deposited in this account

Bingo Checking account: This account cannot be co-mingled with the other UCPPE accounts.
Bingo Bank withdrawals may only be made 24 to 48 hours before a Gaming event
Funds must be turned in to the treasurer 24 to 48 hours after the event.
If the reign does not host the event, the event host/organizer/promoter will be held responsible for complying with this policy.
If an event includes Bingo and/or Raffle, the Games Manager will be held responsible for complying with this policy for all funds raised for Bingo, and/or Raffle, and the person in charge of the show will be held responsible for all other funds raised to avoid commingling of funds.

Section 2: Expenditures

Reign Accounts: The Board must approve all expenditures above the amount of $50.00 for routine office/newsletter printing and postage. Individuals may spend their own money on goods and services and seek reimbursement. However, they assume the risk that the Board may not approve their request.

Checks from this account cannot be made to the UCPPE Bingo Account.
Checks from this account can be made to a Business organization for designated expenses or to an individual for reimbursement for the cost of doing business on behalf of the current UCPPE Reign.

Regent Accounts: Expenditures from these accounts will require prior approval from the council or regents. The Board may not approve expenditures out of the Regent’s savings and/or working accounts without prior authorization of the Council of Regents, either on a case-by-case basis or per Policy.

Checks from this account cannot be made to the UCPPE Bingo Account.
Checks from this account can be made to a Business organization for designated expenses or to an individual for reimbursement for the cost of doing business on behalf of the UCPPE Council of Regents.

Bingo Account: The Board must approve all expenditures above the amount of $50.00 for routine office/newsletter printing and postage. Individuals may spend their own money on goods and services and seek reimbursement. However, they assume the risk that the Board may not approve their request.

Checks from this account cannot be made to the UCPPE Reign or Regents accounts.
Checks from this account can be made to a Charity as a donation or to an individual for reimbursement for the cost of doing business on behalf of UCPPE.

Section 3: Dues (Ref: By-Laws, Article IV, Section 4.08)

To be an active Member of the Organization, hold a position on the Board of Advisors, or hold a position on the Line of Succession, an individual must have paid their membership dues in full. The status of “inactive member” will be given to those lifetime titleholders who have not paid their annual membership dues in full by the designated time approved by the Board of Advisors.

The annual dues fee is $25.00 per person (new membership/renewal). The annual fee is from 1 June to 31 May.

Note: Any non-lifetime member with an expired membership must pay the “new membership” rate for the first year.] Members who pay before or after May will be prorated until the following annual membership due. The annual price is subject to change based on recommendations of the Membership Chair and a majority vote of a quorum of the Board of Advisors. Fees could be adjusted should the Membership Chair recommend a discount at Membership drive functions, which a majority vote of a quorum of the Board of Advisors must approve.

Section 4: Cover Charge/Door

All individuals, without exception, must pay the regular ticket price, cover charge, and/or door charge for Court functions and events. The Board must approve any exception to this policy, in advance. The suggested complementary or compensation rate is as follows: Individuals working the whole event from start to finish = 100% comp; individuals working one-half the event = 50% comp; individuals working one-third of the event = 33.3% comp; and individuals working one-quarter of the event = 25% comp. Performers will receive no discount unless they fall into one of the categories listed above.

Section 5: Travel Funds

The reigning monarchs and PRs must attend the coronations of the Denver Mother Court, the Imperial Court of the Rocky Mountain Empire, and of the Albuquerque Daughter Court, the Imperial Sovereign Court of New Mexico. For these events, the reigning monarchs and the PRs will receive reimbursement for two nights’ lodging at the coronation hotel and the price of the coronation ball and brunch tickets. In all cases, these reimbursements take place after the receipts are submitted to the Treasurer. These reimbursements do not require a Board vote.

In addition, the Court allocates further funds to assist the Emperor, Empress, Emprex, Prince Royal, Princess Royal, and Princex/Princet Royal in attending other coronations of courts recognized by the International Court System. The funds allocated are $800 each for the Emperor and Empress and $400 each for the Prince and Princess Royal. Half these funds are available for distribution during the first six months following coronation, and half are available after that. Monarchs must submit receipts for travel, lodging, or ball and brunch tickets to the Treasurer to receive these funds. All these travel fund distributions are subject to Board approval, subject to the availability of funds and the productivity of the reign. The Board will approve such disbursements up to the limiting amounts, except under extraordinary circumstances, as determined by a vote of the Board.

Section 6 Violations of UCPPE Finance Policy:

Should a member of UCPPE fail to follow policy and turn in all funds raised using the UCPPE name the BOA should implement the following collections actions:

48 hours from the completion of the event the UCPPE Treasurer will notify the BOA that funds have not been turned in.
UCPPE Treasurer will send a formal collection letter via email and certified mail within 10 days of the funds’ due date, requesting that the funds be turned in to the treasurer within 15 days.
If funds have not been returned within that time, the treasurer will report to the BOA and send a second collections letter requesting that the funds be turned in within 15 days.
If the funds are still not turned in after the second collections letter, the BOA will convene a special meeting or phone poll to vote on the appropriate disciplinary action

Suggested action:

First offense: Suspension of membership, voting rights, and all UCPPE titles until all funds are repaid to the organization.
Second offense: Extended Suspension of membership, voting rights, UCPPE show hosting rights, and all UCPPE titles until all funds are repaid to the organization and for a minimum of 12 months following repayment.
Third offense: Permanent Revocation of membership, voting rights, UCPPE show hosting rights, and all UCPPE titles, even if all funds are repaid to the organization
Legal action to reclaim funds may be implemented in conjunction with any/all of these actions.

Policy 3 – CAMPAIGN

Section 1: Campaign Rules and Regulations (Ref: By-Laws, Article IX, Section 9.02)

(As added to Policy in September 1993, Amended August 1996, July 12, 1997, August 21, 2001, and October 7, 2018, per the Council of Regents.)

Some required functions might be waived if the candidate has made work commitments or a campaign function is on that day.

All candidates must be twenty-one (21) or older.
All candidates must be a resident of Southern Colorado, be a member in good standing of the United Court of the Pikes Peak Empire and served on a previous reign line of succession for at least one (1) year.
No candidate may have resigned their position from the Board of Advisors, Emperor, Empress, Emprex, Prince Royal, Princess Royal, or Princex/Princet Royal less than five (5) years before their candidacy.
No candidate may have resigned from a line position less than two (2) years before their candidacy.
Each Monarch candidate will assist with the ballroom setup. If the monarch candidate cannot assist, they will request a volunteer to help with setup or request a waiver from the Board of Advisors.
All BOA, Empress and Emperor candidates will be required to assist in selling tickets to Coronation weekend.
All candidates must attend the following functions: 1) Application Turn-In/Q&A; 2) Campaign Kickoff Show/PR Ball; 3) All-Candidates Show. If a Candidate is unable to attend because of prior work commitments, then the Board of Advisors, at its discretion, may excuse the Candidate.
Candidates monarch are required to host at most two (2) fundraising functions.
One of each Monarch Candidate’s functions must be designated to a charity, with proceeds being distributed according to the By-Laws and with approval from the Board at the Question and Answer session. Notice should be given to the designated charity so they may receive the proceeds. All funds that are raised to be donated to a charity must be processed through the court’s accounting system through the Treasurer. The other fundraising function will be designated to the Court.
No candidate is allowed to begin campaigning before the conclusion of the Q&A Brunch.
All candidates must be present for Coronation. Monarch candidates will be allowed up to five (5) minutes for their campaign entrance at Coronation.
No monarch or Member-at-large candidate will be allowed to show open support for any other candidate. This means that no candidate may recommend support for any other candidate to the public. A candidate may have other candidates participate in their functions if all candidates have been extended the opportunity. Candidates are strongly encouraged to attend all candidates’ functions.
If a candidate is successful in their bid for monarch, they will be required to submit a promissory note for the state regalia that they receive. This must be submitted by the first regular Board meeting following Coronation. Each Prince Royal, Princess Royal, and/or Princex/Princet Royal is then required to submit a similar promissory note for the state regalia. Should the monarchs and PRs complete their Reign, they may keep the regalia. Should a monarch or PR not complete their duties as a monarch, the regalia must be returned in the condition received, or the promissory note will become payable upon demand for the amount equal to replacement or repair of the regalia.
Any conduct found to be unfitting of a candidate is cause for immediate disqualification, as voted upon by the Council of Regents.
Failure to comply with these rules as stated herein may result in immediate disqualification or removal from office and illegibility for future office, as determined by the Council of Regents and the Board of Advisors.
All applications for monarch require a charge in the amount of $100.00. $50.00 will be refundable if two (2) representatives are present to assist in the breakdown and clean up after Coronation.
Applications for Member-at-large positions shall require a non-refundable fee of $15.00

Section 2: Campaign and Hospitality Suite Committee Chair(s)

The Co-Chairs of the Council of Regents perform this responsibility per By-Laws and Policy. The responsibility of the Council includes overseeing the campaigns of the candidates, ensuring proper decorum, and that all candidates follow the rules of campaigning. The Council is also responsible for the fundraising necessary to cover all expenses of the Regalia, including but not limited to the stepping down monarchs’ regalia, the stepping up monarchs regalia, the stepping down PRs regalia, and the stepping up PRs regalia. The Council is also responsible for the fundraising necessary to cover all expenses of the hospitality suite, ensuring that the Candidates and Regents provide a means to operate the hospitality suite, as it should. Specifics include, but are not limited to, room rental, liquor, food, bartenders, the general operation of the suite, and the hotel rooms for the Co-Chairs (maximum 2 nights for 2 rooms).

Policy 4 – VOTING

Section 1.01 Elections and the Selection Process (Ref: By-Laws, Articles VI, IX)

Elections of Board members and Monarchs shall be announced to the public by any means of general sources available through the posting of media with complete descriptions of positions and their duties, scheduled date of voting, locations, and date of announcement, as required by the State of Colorado or elsewhere by law. This posting shall be accomplished within sixty (60) days before the vote or as close as possible.

Prospective Candidates for Member-at-large positions on the Board of Advisors and that of the monarchy, or a representative on their behalf must obtain application packets at the designated place and time. Applications will be reviewed and accepted or rejected by the Board of Advisors at a date of approximately 4 to 6 weeks before voting at a time and location to be announced by the Board. No overt campaigning may be performed before that time for the positions of monarch. There shall be no campaigning for the Candidates for Member-at-large positions. Campaigning shall commence at Campaign Kickoff during the PR Ball.

All prospective Candidates for Officer positions to the Board of Advisors must obtain an application no later than the December regular Board meeting (or the meeting two months prior to the Voting date). The Board will accept or reject applications of the Board candidates by majority vote of a Quorum of the Board at the regular Board meeting one (1) month before elections.

Section 1.02 Candidate Review Process

The Board will review all applicants in a closed special meeting or closed section of the monthly BOA meeting. This meeting should be held after Packet Pick-up but prior to Candidate Announcement. All applicants will be sequestered for the closed Q&A portion of the meeting. Each applicant will be brought in individually for Q&A. The Board will review each candidate’s application for completion and accuracy. If the application is accepted, the board will perform an in-person Q&A with each candidate.

Candidates will be reviewed based on the following:

Eligibility per policy manual/ by–law requirements
Ability to fulfill any financial requirements of the position for which they have applied
Willingness to fulfill the duties of the office for which they have applied
Ability to uphold and promote the positive image of UCPPE.
Willingness to adhere to the UCPPE Code of Conduct
Any concerns brought to the BOA regarding the candidate

Once Q&A is complete the applicant will be excused so that the board can discuss and vote on the applicant. Should concerns arise during the discussion, the candidate will be brought back to address any concerns the board may have. After the second Q&A, the applicant will be sequestered for the board vote. After the vote, the applicant will be brought back before the board and advised of the board’s decision. If they have been accepted as a candidate by a majority vote of the board the candidate will be advised that they can now begin campaigning.

Following the review of all candidates, candidates are brought out of sequester and the meeting is reopened to the public to resume any additional business.

Section 1.03 Negative BOA Vote

Should a candidate not be accepted as an applicant by the board, they will be brought back before the board and advised of the board’s decision and the factors that led to the board’s decision.

Section 1.04 Appointment in the event of a vacant BOA seat (excluding Reigning Monarchs)

If not all BOA seats are filled due to resignation, termination, or a position not being filled during an election. The BOA will follow this process:

If the position is vacated within the same quarter as the next election for that position, the board can vote keep it open until the next election.

If the position is vacated more than 1 quarter before the next election for that position. The board will need to do the following:

Set a date to review and appoint candidates for each vacant position.
Make a public announcement no less than 30 days before the review date detailing the open positions and the date and time of the review and appointment meeting, inviting all interested candidates to attend.
Conduct a review of each candidate following the candidate review guidelines in Policy 4 Voting Section 1.02.
Conduct a vote of the most eligible candidates, and based on a majority vote, appoint an applicant to the vacant position.
Once the vacant seat is filled, all candidates are brought out of sequester, and the meeting is reopened to the public to resume any additional business.

Section 2: Voting (Ref: By-Laws, Article IX, Section 9.02)

All voting will occur on the dates, times, and locations agreed upon by the Board. All voters, except Council of Regent members, must be residents of Southern Colorado, within the boundaries outlined in the By-Laws, and show valid proof of residency (Colorado state ID or driver’s license, military ID, utility or phone bill in their name), and be at least eighteen (18) years of age. All voter’s names and addresses or phone numbers will be numbered and recorded during voting. (Note: Ballots are not numbered. No write-in candidates shall be accepted. No absentee ballots shall be permitted.) (See Article V, Section 5.07)

The voting box will have two locks. One key to be held by the President of the Board and the other by the Board appointed individual who will count the votes. The individual or firm selected to audit the votes shall be a person(s) removed from the court, preferably an accountant/accounting firm.

Once voting is over, the box will be removed to a location agreed upon by the President and the Vote Auditor. Only the Vote Auditor(s) may be present during the count. The President will not partake in the count nor know the results until Coronation night when the auditor presents the sealed results. The actual vote count shall remain unknown unless a recount is requested.

Only if there is a conflict (tie vote) or election irregularity, will the President be informed. At that time, the President will authorize the Vote Auditor to open the tie vote envelope, which will only affect those positions tied.

The accounting firm will reconcile the number of ballots received and counted with the number of registered voters. If the tally for local voting is off by less than + 1% or an amount insufficient to affect vote outcome, the accounting firm shall rule the results as valid. If both ballot results are found by the accounting firm as invalid or disqualified, then those results shall be voided and not considered in the tally, and the tie-breaking procedures will be employed to determine the election results.

Should there be a tie for any of the elected positions, or the ballots are ruled invalid due to evidence of ballot tampering, election fraud, or gross mismanagement of the balloting process, then the tie-breaking ballots shall be used to determine the contest.

The current Board of Advisors (and President) will cast tie-breaking ballots during election day. One envelope marked “Tie Breaking Ballots” will contain the completed ballots of the currently seated Board of Advisors and once sealed, shall be signed by each BOA member. The President of the Board shall also cast an additional ballot, which shall be sealed and signed in a separate envelope marked “President’s Tie Breaking Ballot.” These two envelopes will be placed again in another sealed envelope marked as “Tie Breaking Ballots” and placed in the ballot box before it is closed and locked in front of the Board of Advisors and attending guest(s).

If the election results in an even tie or if the election is ruled invalid by the BOA or the accounting firm, the tie-breaking ballots will be unsealed and used to determine the outcome. If the BOA balloting results in a tie, then the President’s tie-breaking ballot shall be unsealed and will be the sole determination of the election.

The President of the Board shall hold the sealed envelopes until Coronation evening, at which time the President is requested to present the tally. The envelopes should then be opened, and the results presented to the Council of Regents and the Board of Advisors.

Any candidate may request a vote recount. A request must occur no later than sixty (60) days following Coronation. Such a request may be made only by action of the Board of Advisors. On a date chosen by the Board of Advisors, the President and Vice President will open the ballot box in the presence of the Board and those candidates that wish to be present, as well as any person(s) that the Board shall invite. The vote count shall be considered final following the regular Board meeting that follows Coronation or the ballot recount. The President may then discard the ballots and count.

Policy 5 – CORONATION

Section 1: Coronation Pins

The Corporation will pay for the Coronation pins, provided there are sufficient funds. The Board of Advisors will review and approve the number of pins and the budget on a yearly basis.

The reigning monarchs of each Reign will donate one (1) Coronation pin to be placed on the “UCPPE’s Coronation Pin Display.” Coronation pins from other realms may be added to the banner. The Pin Display will be kept with the Court’s Regalia and exhibited at each Coronation.

Section 2: Honoring Anniversary Monarchs: (voted in and updated 10/07/2018 in accordance with the proposed amendment made at the annual regents meeting)

During the Coronation of their decade year, UCPPE Monarchs shall be presented with the following items in honor of their years of service to the United Court of the Pikes Peak Empire. Only dues-paid monarchs who attend Coronation the year of their anniversary/anniversaries will be accorded this privilege. Should a dues-paid Monarch be unable to participate in Coronation due to work, illness, or financial circumstances, they may request that they be honored at the following State function or Coronation that they can attend. Please note that the Council of Regents established the items in this section as the official and only items that will be presented in recognition of a monarch’s anniversary. Should said items be lost, damaged, or stolen, the Monarch may order a replacement at their own expense.

Section 2.1: Anniversary Pins

Anniversary pins shall be awarded to mark each decade. The Anniversary Monarchs who attended their Coronation before Coronation 34 will be allowed to purchase an Anniversary Pin for $10.00, with additional costs for the Ladders, which will note the year (10th, 20th, etc.) of their anniversary and shipping expenses. The cost is subject to adjustment by the Board of Advisors to reflect future price increases.

The Council of Regents will present the Decade Anniversary Commemorative Pins and Ladders to Anniversary Emperors, Empresses, Emprexs, Prince Royals, Princess Royals, and Princex/Princet Royals who attend Coronation the year(s) of their decade anniversary.

Section 2.2: Anniversary Regalia

By the Council of Regents vote at their annual meeting on 09/02/2018, upon their 10^th Anniversary, the Empress shall be re-crowned with a Gold crown with AB Stones of the same style as the Empress’s state crown (or very similar if not available) during coronation. The Anniversary Empress’ who attended their Coronation before Coronation 43 will be allowed to receive their Gold Anniversary crown on their next anniversary. There shall only be (1) Anniversary crown purchased per regent Empress.

Section 3: Stage Manager

It is highly recommended that a stage manager be called upon from outside the Board of Advisors to ensure that all is accomplished concerning the stage on the evening of Coronation. This person works closely with the setup and breakdown of the stage before and after Coronation.

The Coronation Committee shall meet every month starting no later than nine (9) months before the event. If it is required, meetings may be held more frequently.

Committee members are not, nor should they be, limited to Board members. This shall be considered a way to involve more people in the organization.

Any decision(s) made by a committee that involves something important outside of their committee or affects Policy or Procedure, shall be brought to the Coronation Committee for review. This is especially true for any actions that require financing. The Coronation Committee will submit a report to the Board at the next regular Board meeting. The Coronation Committee cannot pass acceptance of expenditures but may only submit its request for approval at a regularly scheduled Board meeting.

Section 4: Compensated Rooms and Tickets

The reigning monarchs and their PRs will each have a standard room for Friday and Saturday nights of Coronation weekend routed to the Master Account to be paid for out of Reign Funds. To limit the cost absorbed from Reign Funds, the monarchs may choose to share rooms or pay for their own rooms.

The Monarchs may choose to have the Coronation Coordinator’s room for Saturday night added to the Master Account to be paid for out of Reign Funds. This consideration is due to the long hours required on the night of Coronation. Please see Policy 3, Section 2 concerning the rooms for the Co-Chairs of the Council of Regents.

The reigning monarchs and their PRs will have their tickets provided at no cost for the Out-of-Town Show/Bus Tour, Coronation, and Victory Brunch. The newly elected monarchs will have their Victory Brunch Tickets reimbursed. The Monarchs may pay for their tickets to limit the cost absorbed from Reign Funds. If the Reigning Monarchs wish, they may compensate Coronation Weekend Ticket Packages for up to two DJs donating their time to set up the Court’s sound equipment and are working during Coronation. This compensation is considerably less than hiring a DJ who provides their equipment. Other ticket or room compensation is up to the discretion of the reining monarchs with BOA approval. However, it is to be noted that the more compensation there is, the less money there will be for distribution to charity at the end of the Reign, which is the purpose of the Court.

Section 5 Regalia storage:

The following items shall be stored in a storage unit purchased by the council of regents from their hold back fund. The access to this unit will be limited to the Current Reigning Monarchs, Current Regent Co-council and 1 board appointed officer whose responsibility it is to maintain an accurate inventory of said unit.

Inventory will be taken at the beginning of each reign and then quarterly during said reign. All items not on the approved list will be discarded. All additions to the inventory list must have BOA approval.

That inventory should include only the following:

Crowing regalia as listed in the policy manual
Court seal
Kneeling benches and pillows
Banner
Flags and stands

Policy 6 – AWARDS GIVEN AT CORONATION

The following is a list of awards and titles that may be presented to specific individuals at Coronation or at a relevant time. The list has been extracted from the By-Laws and other activities of the Court. Per the By-Law revision of 2001, no required or mandatory awards exist. Furthermore, awards should not be given out frivolously but only when a truly deserving individual exists. The Board is responsible for the cost of these awards and must approve the individual expenditures. (Note: Not the recipient.)

Section 6.01 Non-Lifetime Awards

The following awards are NOT Lifetime Awards and do not include induction into the Council of Regents:

The Steve and Dorothy Humanitarian Award

The Reigning Monarchs issue this award to an individual or organization that provides or displays humanitarianism in their opinion.

The Chris Jones Award

This award is presented by the Board of Advisors’ Vice President to the person whose campaign best demonstrated the purpose behind the Court and showed true sportsmanship, ingenuity, and creativity.

Reigning Monarchs Appreciation Award

This award is presented to the person with whom both Reigning Monarchs agree has supported the Court, and their Reign, above and beyond expectations.

The Shel Anderson, Emperor 1, Award

This award may be presented by the Emperor, as designed by Stan Wright (Emperor XIX), to the individual or organization that best showed support, diligence, and success in Human and Civil Rights for the Community.

President’s Board Appreciation Award

This is a plaque to be presented by the President of the Board of Advisors’ to the Board member who went above and beyond to support of the Court and Community.

Monarch’s Board Appreciation Award

This is an award presented to the Board Members by the Reigning Monarchs to show appreciation for their support throughout the Reign. The Monarchs of each Reign will determine the design and/or type of this award.

The Eagle Spirit Award

This is an award authorized by the Board of Advisors to be presented by the Emperor to the business that has given outstanding support to the Court throughout his Reign.

The Rainbow Tiger Award for Collegiate Community Cooperation

This is an award to be presented by the current reigning monarchs to a college student enrolled in any college or university within our realm for their excellent work with the GLBTIQ collegiate community and their work with outreach to the citizens in our realm. The award recipient may achieve this honor by representing their local chapter of the GLBTIQ collegiate population or by their work within our realm, building awareness and/or contributions towards making their local chapter of the GLBTIQ citizens within our realm. The criteria for this award are twofold: (1) The individual must be currently enrolled, or recently graduated due to the nature of the timing of Coronation, from a college or university in our realm; and (2) the individual must have been socially active throughout the year in their community. As per the BOA, there is a fifty-dollar maximum amount for this award.

The Spirit of Hope Award

This award was created by and will be paid for and presented by Emperor 41 Water Xaris annually to the out-of-realm court that best exhibits, promotes, and embodies the ICS values of Inclusion, Unity, Advocacy and Acceptance within the LGBTIQA Community. Emperor 41 Water Xaris will choose recipients based on input from the Reigning Monarchs.

It shall read:

Spirit of Hope Award for their Excellence in promoting Inclusion, Unity, Advocacy, and Acceptance within the LGBTIQA Community Presented to (Name of the Court being honored) (Date presented)

Example: Spirit of Hope Award for their Excellence in promoting Inclusion, Unity, Advocacy, and Acceptance within the LGBTIQA Community Presented to the United Court of the Sandias 11/04/2017

Emperor 41 agrees to purchase and present this award for as long as he is able and asks that the board approve and continue it after this point.

Section 6.02 Lifetime Awards

The following awards are Lifetime Awards and do include induction into the Council of Regents as non-voting members:

Section 6.02.01 Lifetime Awards presented by the Council of Regents

The following awards are voted on and given out by the Council of Regents:

The John Renn, Entertainer of the Year, Award

The King Father may present this award, which is voted upon by the Council of Regents, to the entertainer(s) who best demonstrated their talent(s) to benefit the Southern Colorado community. (Revised August 10, 2010: Per the Board of Advisors, this is a lifetime award.)

The Regent’s Award

This is a lifetime award voted upon and given by the Council of Regents to a fellow Regent who has gone above and beyond the duties of a Regent.

The Jim Brazell Owl & Stag Lifetime Achievement Award

This lifetime award will be presented at Coronation by the Council of Regents to honor a Monarch or Lifetime Titleholder who has committed to helping the organization strive for excellence. Due to the nature of the award, repeat winners would not be encouraged. The recommended budget is $50.00, designed by the current Co-Chairs of the Council of Regents on the Board of Advisors.

The Ed Sells Heart and Soul Award

This award was created by and will be paid for and presented by Queen Mother Sable Gordon annually to the person or organization that embodies the qualities in the awards title. Queen Mother Sable Gordon agrees to purchase and present this award for as long as she is able and asks that the board approve and continue the award to be presented by the reigning Queen Mother after this point.

Section 6.02.02 Lifetime Awards presented by the Reigning Empress

The Reigning Empress gives out the following awards:

The Aurora Borealis Award of Excellence, Passion, and Wisdom

This is a lifetime award presented by the Empress to a local community leader who demonstrates the qualities listed in the title.

The Sainthood Award

This is a lifetime award presented by the Empress to the person she feels has displayed saint-like qualities throughout her Reign.

The Diamond of Excellence Award

As created by Empress 29 Dorian Lord, this is a lifetime award presented by the Empress to a Past Monarch who has exceeded the Empress’ expectations. The award should either be in the shape of a diamond or have a diamond on it.

Unique Lifetime Titles

The Reigning Empress may bestow up to two (2) Unique Lifetime Titles to individuals she believes have been instrumental in the success of her reign.

Section 6.02.03 Lifetime Awards presented by the Reigning Emperor

The Reigning Emperor gives out the following awards:

The Twenty-fifth Anniversary Commemorative Lifetime Awards:

The Emperor may bestow the award of “Sainthood for Life.”

The Emperor may bestow the award of “The Lord of Strength and Honor for Life.”

The Emperor may bestow the award of “The Spirit Within for Life.”

Each of these awards shall be given to a Regent or a Lifetime Titleholder whom the Emperor believes has contributed significantly to his Reign and who demonstrates the qualities suggested by the title of the award. (At its discretion, the Board of Advisors may allow any of these awards to be bestowed on an individual who is not a Regent or Lifetime Titleholder).

The cost of these awards, paid by the Court, should be minimal and must not exceed an average of the cost of all awards granted in any given Reign. (An Emperor may elect to purchase these awards in a design and at the cost of his choice at his own expense).

Unique Lifetime Titles

The Reigning Emperor may bestow up to two (2) Unique Lifetime Titles to individuals he believes have been instrumental in the success of his reign.

Section 6.02.04 Lifetime Awards presented by the Reigning Emprex

When an Emprex is elected to the position of reigning monarch, they may collaborate with their counterpart to identify any unfilled awards and may assign them based on merit based criteria

Section 6.03 Additional Awards

The Reigning Monarchs, at their own expense, may give the following awards to other Monarchs whom they feel best supported and advised them throughout their year:

Emperor-to-Emperor In-Town Empress-to-Emperor In-Town

Emperor-to-Empress In-Town Empress-to-Empress In-Town

Emperor-to-Emperor Out-of-Town Empress-to-Empress Out-of-Town

Emperor-to-Empress Out-of-Town Empress-to-Emperor Out-of-Town

Policy 7 – Process for disciplinary action in response to complaints/grievances

Section 1 Powers and permission

Section 6.01 Advisors Manage Corporate Affairs. The Board of Advisors shall manage the affairs of the Corporation. -By-Laws

Section 7.01 Role of Advisors; The Board of Advisors shall manage the affairs of the Corporation, supervise the work of all committees, have general supervision over the property of the Corporation, and shall report to the Corporation any business which, in the judgment of the Board, requires action by the members, in addition to any other duties set out herein. -By-Laws

Section 7.02 Policy Decisions. A. Decision. A policy decision of the Corporation may be made by a majority vote of the Board of Advisors at any meeting where there is a quorum. -By-Laws

Section 7.03 Powers and Duties. A. Powers. […]shall have the power and authority to do and perform all acts and functions not inconsistent with these By-Laws or the laws of the state of Colorado or the United States pertaining to non-profit corporations. -By-Laws

Section 9.10 Removal of Emperor or Empress for Just Cause B. Person, persons, or organization(s) may present accusations against an Emperor or Empress. 1. The Board shall investigate or cause to be investigated any accusations made against any Emperor or Empress. 2. After due investigation, if sufficient facts support the allegations against the Monarch in question, then formal charges may be brought, and a trial shall be set in accordance with the rules set forth hereinafter. -By-Laws

Section 4.01 Termination of Membership;: The Board of Advisors, by affirmation of a majority of all the members of the Board, may suspend or expel a member for cause after an appropriate hearing […]. By-Laws

The contents are to expand upon areas of the By-Laws that are unclear, general, or nonexistent. -Policy Manual; Page 1, Paragraph 1.

Section 2 Definitions

A grievance and complaint will be considered one in the same when interpreting the process of Disciplinary Action.

Section 3 Complaints and Grievances

The Board of Advisors shall be responsible for taking seriously all complaints and grievances against members, including reigning and past monarchs.

Complaints/grievances must be filed in writing with the BOA within 30 days of the event. Complaints/grievances can be filed in person by handing a signed letter to a member of the BOA, via email, or ucppe.org website to the BOA.

When a complaint or grievance is received, the Board of Advisors must call a special meeting within seven (7) days to discuss the allegations of the complaint/grievance and act accordingly in their best judgment in accordance with the By-Laws and Policy Manual of The United Court of the Pikes Peak Empire. This special meeting shall be a closed meeting.

If the complainant(s) or those accused are members of the Board of Advisors, they must recuse themselves from the process that the Board of Advisors undertakes to pursue action in response to a complaint or grievance. If the complaint/grievance is filed against the entire board, then a special panel of regents and lifetime titleholders shall be convened to act as the BOA for the sole purpose of the investigation, trial, and disciplinary action, if any. The Current King Father and Queen Mother will preside as co-chairs, if un-involved. The balance of the committee will be made up of two (2) additional regents and three (3) lifetime titleholders.

This will ensure fairness in the process of handling a complaint/grievance.

Section 4 Reviewing a complaint/grievance

A complaint or grievance must be read aloud at a special meeting called by the BOA and a copy must be provided for each member present.

After reading a complaint/grievance, the BOA must then determine if a violation of the by-laws or policy manual has occurred or if a claim against a member or monarch has warranted action by the BOA and organization.

A vote must be recorded on whether the BOA finds just cause to pursue action against an individual named in a complaint/grievance. Citing the violation of by-laws, policy manual, or accused behavior in the motion will ensure proper documentation.

The Board shall investigate or cause to be investigated any accusation made against any monarch. – By-Laws Article IX; Section 9.10 B. 1.

Section 5 Formal action

If the Board of Advisors finds just cause to pursue action against an individual(s) named in a complaint/grievance then the following must occur in accordance with our By-Laws and Policy Manual.

Per the By-Laws of The United Court of The Pikes Peak Empire, formal charges can be brought against an individual, initiating the process outlined in Article IX;, Section 9.11, Trials of Monarchs or Members of the Court.

After due investigation, if sufficient facts support the allegations against the Monarch in question, formal charges may be brought, and a trial shall be set in accordance with the rules set forth hereinafter. -By Laws Article IX; Section 9.10 B. 2

Section 6 Formal Charges

Formal charges against a Monarch or member must be created/drafted by the Board of Advisors.

The formal charges must include the following:

The allegations made against the individual(s).
The names of the complainant(s) and accused.
The decision of violation voted on by the board of advisors
The proposed action(s) to be taken if the individual is found “Guilty” as a result of a trial.
The process of a Trial as outlined in our By-Laws.

The formal charges must be sent to all involved parties by certified mail by the Board of Advisors within seven (7) business days of the decision to proceed.

The Recording Secretary of the Board of Advisors must keep the formal charges as a permanent record.

Section 7 Trial

The Board of Advisors shall initiate, in a timely manner, a trial against a member or Monarch.

The structure of a trial shall consist in some form all of the following:

Panel of Judges (in most cases, this will be the sitting Board of Advisors)
Complainant
Accused
Witness/Witness Statement (at the Board’s judgment, they can request witness statements, rather than physical witnesses in special circumstances or specific situations)

Then Trial Agenda should follow these guidelines.

Opening: The President of the BOA will act as the presiding member and shall state the purpose of the Trial and time in session
Grievance/Complaint: The Grievance/Complaint shall be read for all those present to hear
Grievance/Complaint Verified: The complainant will verify, for the record, that the grievance/complaint read is correct.
Complainant Case: The Complainant will be asked to make their case for the panel. This will include, but is not limited to, Witnesses, witness statements, personal accounts, and any pertinent information for the panel to review. When finished, the Complainant will, for the record, state that their case rests, and this will give the floor to the Accused.
Accused Case: The Accused will be asked to make their case for the panel. This will include, but not be limited to, Witnesses, witness statements, personal accounts and any pertinent information for the panel to review. When finished, the Complainant will, for the record, state that their case rests, and this will give the floor back to the panel and its presiding member.
Panel Questions: After the complainant and accused have rested their cases, the judges can ask questions.
1. Each panel member will be given the opportunity to ask questions. Once done, they will yield the floor to the next panel member and will not be allowed to ask further questions.
After all questions have been asked, the presiding member will adjourn the meeting so that the panel can meet and decide on their verdict and, if appropriate, action to be made.

The outcome of Trial shall be honored by the Board of Advisors.

All records of the Trial shall be kept as permanent records by the Recording Secretary of the Board of Advisors.

Section 8 Disciplinary Action

Should the panel of judges determine that disciplinary action is warranted; those actions may include but are not limited to the following:

Once disciplinary action has been voted on and decided by the BOA, with a super majority, it may not be extended beyond the determined time without additional infraction or cause.
Once a party has served their sentence issued by the BOA, they may once again be considered a member in good standing. However, a permanent record of the offense and resulting disciplinary action will remain on file with the recording secretary.

Possible Disciplinary Action

This section pertains to all General Membership, Council of Regents and Lifetime Titleholders, Reigning Monarchs, Reigning PRs, and BOA members and is listed by the number of offenses. Based on severity of the offense, the BOA can consider higher penalties without prior offenses.

1st offense – Verbal or written reprimand resulting in a possible probationary period determined by the BOA.

Any violation of the Code of Ethical Behavior, By-Law, or the PNP during said probationary period would result in an emergency trial of the BOA.
Emergency meetings must be held within 7 business days of the violation.
The BOA will notify all concerned parties but may not necessarily be present.
The emergency trial will determine the appropriate disciplinary action for violating the probationary period.

2nd offense – Immediate suspension of all duties and title(s) involved with the UCPPE for a period of time to be determined by the BOA.

3rd offense – Removal of title(s) previously given by the UCPPE

4th offense – Expulsion from the UCPPE for a period, up to and including perpetuity, with no paid dues and/or fees returned.

Permanent Titles and Monarchs will retain their titles for life. However, suspension of recognition for a period determined by the BOA may result in serious infraction(s) of the By-Laws or the PNP.
If a BOA member(s) is removed, the President of the BOA will issue a statement notifying the membership of the UCPPE and the ICS of said events at that time.
If the Entire BOA is removed, the special committee will govern until a new Board can be seated within 30 business days of the removal of the previous BOA. The current King Father and Queen Mother will act as Co-Chairs.

Section 9 Verdict and Decision of Action

The panel of judges shall meet after a hearing to discuss the facts presented and decide on a verdict and, if appropriate, a decision of action. A verdict and a decision of action are two separate factions.

A super majority must occur for a verdict and again for a decision of action to stand.

Note: It is possible to have a verdict agreed upon by a super majority but not a decision of action and vice versa

When issuing a verdict, the panel may choose one of three options:

Uphold the grievance/complaint- this means the complaint/grievance is justified, and a decision of action must made by the majority.
Grievance is Not upheld- this means there is no justification for the complaint/grievance, and no further action is required.
Partially Uphold Grievance- The judges do not have to uphold or turn down the complete grievance. It may be decided that some parts of the complaint are justified while others not and in the communication letter this can be written.

In reaching a verdict and decision, the panel of judges must act with objectivity and fairness.

No matter the complaint/grievance circumstance, the verdict and decision of action must be communicated to all relevant parties. The outcome must be communicated using the “Outcome of Trial Letter” (attachment 1). It must include a summary of the review undertaken, the reasons for the verdict, and the decision of action, with appropriate time scales.

The Letter of Outcome Communication Letter can be found on the next page:

Section 10 Mediation

Should the panel of judges determine that disciplinary action is not warranted, it may determine that the situation does warrant mediation by the BOA. In this case, the BOA would notify both parties using the Letter of Outcome format (attachment 1), setting the time and date for the mediation meeting at the next scheduled BOA meeting. At that point, the BOA will attempt to assist both parties in coming to an amicable solution. The parties may choose to agree to or refuse mediation.

Policy 8 – Queen Mother and King Father

Section 1: Election Process

When required due to the resignation or passing of the Queen Mother or King Father, an election to appoint the new Queen Mother or King Father must be held. The Co-Chairs of the Council of Regents are responsible for announcing the resignation/passing and the required process.

It falls on the Council of Regents to nominate and elect the next Queen Mother/King Father of the United Court of the Pikes Peak Empire. Anyone in the Council of Regents may submit a nomination form. Nominees must reside in the Realm, be a past Emperor/Empress/Emprex or Prince/Princess/Princex/Princet Royal and be a current dues-paid member in good standing. The nominee must also consent to being nominated. Nominations must be submitted within two weeks of the notification by the Co-Chairs of the Council of Regents. The nomination form (Appendix H) can be filled out and submitted online, mailed to our P.O. Box, or emailed to the Co-Chairs of the Council of Regents at their official email address.

A candidate must receive at least two nominations to be considered eligible for the ballot. Once all nominations have been received, the Council of Regents will hold a special meeting to elect our next Queen Mother/King Father. This election will be held one week after the close of nominations.

All voting members of the Council of Regents who are current dues-paid members of the UCPPE are eligible to cast a vote. If you are unable to attend the election meeting due to living outside the Realm or prior commitments, it has been approved for the purpose of electing a new Queen Mother or King Father to allow email voting. To request an email ballot, please notify the Co-Chairs of the Council at their official email address. All email ballots must be received 24 hours before the election meeting.

Section 2: Duties of Queen Mother and King Father of the UCPPE

The Queen Mother/King Father shall serve at the pleasure of the Council of Regents in tandem with the Board of Advisors as Honorary Heads of the Council of Regents.
The Queen Mother/King Father shall be primary advisors to Reigning Heads of State.
The Queen Mother/King Father shall attend State Fundraisers and, if unable to attend, shall designate a representative when necessary.
The Queen Mother/King Father shall assist the Co-Chairs of the Council of Regents in their duties throughout each reign, including Coronation.
The Queen Mother/King Father shall designate senior citizen-related beneficiaries from the Black and White Ball proceeds.
The Queen Mother/King Father shall be responsible for the Crowning Ceremony prior to and throughout Coronation. They shall conduct and assign all portions of the ceremony according to the policies set forth in the policy manual.
Upon approval of the Board of Advisors, the Queen Mother/King Father shall temporarily fill the vacant office of Co-Chair of the Council of Regents.
Upon approval of the Board of Advisors, the Queen Mother/King Father shall temporarily fill the vacant office of Empress/Emperor/Emprex holding the title of Empress Regent/Emperor Regent/Emprex Regent and Queen Mother/King Father.
The Queen Mother and King Father may, at their discretion, induct new members into the Order of the Lion, which was created by King Father Emeritus Robert Steinborn.

Policy 9 – Conflict of Interest Policy

Section 1: Purpose

The purpose of this Conflict-of-Interest Policy is to protect the integrity and mission of the United Court of the Pikes Peak Empire (UCPPE), a 501(c)(3) nonprofit organization, by ensuring that the decisions and activities of the organization are made in the best interest of UCPPE rather than for personal benefit or private gain.

Section 2: Definitions

Interested Person: Any member of the Board of Advisors, officer, or committee member who has a direct or indirect financial interest, as defined below.
Financial Interest: A person has a financial interest if they, or a family member, have directly or indirectly:
- An ownership or investment interest in any entity with which UCPPE has a transaction or arrangement.
- A compensation arrangement with UCPPE or with any entity or individual with which UCPPE has a transaction or arrangement.
- A potential ownership, investment, or compensation interest in any entity or individual that UCPPE is considering a transaction or arrangement with.

Section 3: Duty to Disclose

Any interested person must disclose the existence of any actual or potential conflict of interest to the Board of Advisors before the organization enters into any transaction or arrangement that might benefit their personal or financial interests.

Section 4: Determining and Addressing Conflicts of Interest

After disclosure of financial interest, the interested person must leave the meeting while the Board discusses and votes on whether a conflict of interest exists.
If a conflict is determined to exist, the Board of Advisors shall:
- Consider alternatives that do not involve conflict.
- Ensure that the transaction is fair, reasonable, and in the best interest of UCPPE.
- Document the decision-making process in meeting minutes.

Section 5: Compensation

Board members shall not receive compensation for their services. However, they may be reimbursed for reasonable expenses incurred while fulfilling their duties, provided such reimbursement is approved in advance and does not create a conflict of interest.

Section 6: Violations of the Policy

If the Board of Advisors has reason to believe that a member has failed to disclose an actual or potential conflict of interest, they shall inform the member and allow them to respond. If a violation is found, the Board may take appropriate disciplinary action, including removal from their position.

Section 7: Record-Keeping

The minutes of Board meetings shall document all discussions and decisions regarding conflicts of interest, including the nature of the conflict, actions taken to address it, and final resolutions.

Policy 10 : Whistleblower Policy

Section 1: Purpose

The United Court of the Pikes Peak Empire (UCPPE) is committed to maintaining the highest standards of integrity, transparency, and accountability. This Whistleblower Policy is intended to encourage and enable employees, volunteers, members, and other stakeholders to report concerns regarding suspected financial misconduct, ethical violations, or other wrongful acts without fear of retaliation.

Section 2: Scope

This policy applies to all Board of Advisors members, officers, committee members, volunteers, and any individuals associated with UCPPE who wish to report concerns about misconduct related to the organization.

Section 3: Reporting Responsibilities

Anyone with a good-faith belief that financial mismanagement, ethical violations, fraud, or other wrongdoing has occurred within UCPPE is encouraged to report their concerns promptly. Reports should include all relevant details and any supporting documentation available.

Section 4: Reporting Procedure

Submission of Reports:
- Reports should be made in writing and submitted to the President of the Board of Advisors or a member designated by the President of the Board.
- If the concern involves the President, the report should be directed to the Vice President of the Board of Advisors.
Confidentiality:
- All reports will be handled confidentially to the extent possible, consistent with the need to conduct a thorough investigation.
- Anonymous reports will be accepted but may limit the organization’s ability to fully investigate the complaint.
Investigation Process:
- The Board of Advisors, or an appointed committee, will promptly review all the allegations and determine the appropriate course of action.
- Investigations will be conducted fairly and without bias, ensuring due process for all parties involved.
- The results of the investigation will be documented, and appropriate corrective action will be taken if necessary.

Section 5: No Retaliation

UCPPE strictly prohibits retaliation against any individual who, in good faith, reports a suspected violation or assists in an investigation. Any form of intimidation, harassment, or adverse action against a whistleblower is grounds for disciplinary measures, including removal from office or termination of volunteer status.

Section 6: Acting in Good Faith

Anyone filing a complaint must do so in good faith, with reasonable grounds to believe that a violation has occurred. Reports that are knowingly false or made with malicious intent may result in disciplinary action.

Section 7: Record-Keeping

The Board of Advisors will maintain records of all whistleblower reports, investigations, and resolutions in a secure and confidential manner.

Policy 11: Document Retention and Destruction Policy

Section 1: Purpose

The United Court of the Pikes Peak Empire (UCPPE) is committed to maintaining the integrity of its records while ensuring compliance with legal and regulatory requirements. This Document Retention and Destruction Policy establishes guidelines for the retention, storage, and destruction of organizational records to ensure accountability and efficiency in record-keeping.

Section 2: Scope

This policy applies to all records, whether physical or electronic, that are created, received, or maintained by UCPPE during its operations. It applies to all Board of Advisors members, officers, committee members, volunteers, and individuals associated with UCPPE.

Section 3: Retention Schedule

UCPPE shall retain records in accordance with the following schedule:

Corporate Records
- Articles of Incorporation, Bylaws, IRS Determination Letter: Permanent
- Meeting Minutes (Board of Advisors, Committees): Permanent
- Annual Reports to Secretary of State and IRS Filings: Permanent
Financial Records
- Tax Returns and Supporting Documents: 7 years
- Audited Financial Statements: Permanent
- Bank Statements, Invoices, Receipts, Expense Reports: 7 years
Legal and Compliance Documents
- Contracts and Agreements: 7 years after expiration
- Insurance Policies: 7 years after expiration
- Conflict of Interest Disclosures: 7 years
- Grievance or complaints against members: Permanent
Fundraising and Grant Records
- Grant Applications and Reports: 7 years
- Donor Records and Contribution Acknowledgments: 7 years
Operational and Program Records
- Program and Event Documentation: 5 years
- Volunteer and Membership Records: 5 years

Section 4: Document Storage and Security

Documents should be stored in a secure location with restricted access as necessary to protect sensitive information.
Electronic records should be backed up regularly and stored securely.
Sensitive documents containing personally identifiable or confidential information should be protected in accordance with privacy laws and best practices.

Section 5: Document Destruction

Documents that have met the required retention period shall be disposed of in a secure manner.
Physical records containing confidential or sensitive information should be shredded.
Electronic records should be permanently deleted from systems and backup storage to ensure they cannot be recovered.
A record of destroyed documents shall be maintained for accountability.

Section 6: Legal Hold Policy

In the event of litigation, government investigation, or other legal matters, UCPPE shall suspend any document destruction until the matter is resolved. The Board of Advisors shall determine which records are subject to a legal hold.

Letter of Outcome Communication

THE UNITED COURT OF THE PIKES PEAK EMPIRE BOARD OF ADVISORS

[Name]
[Address]

[Date]
Dear [Name]

Outcome of grievance/complaint Hearing

Following the grievance/complaint hearing on [date], at which all sides involved had the opportunity to present their findings and facts to the panel, the Board of Advisors writes to confirm their findings.

With careful consideration, we have decided [to uphold OR not to uphold OR partially uphold] the grievance. This is because [set out detailed reasons].

[In light of this decision OR Due to issues brought to light by the grievance], we will take the following action [details of action].

We appreciate that you may be disappointed with this outcome. As the Board of Advisors, we greatly appreciate all of our members and trust that you will address all concerns or questions to us so that we may accurately advise you on any options or future actions you may have.

Yours sincerely

[Name of sender]

On behalf of The Board of Advisors of The United Court of the Pikes Peak Empire

It is not compulsory but can be useful to include with this letter the written records of the panel’s adjourned meeting, if such records were created, provided these records support the conclusion reached.

APPENDIX A PHONE POLL FORM

Date Poll Requested:
Date(s) poll taken:
Requested by:
Poll taken by:

This section explains the reason.

Note: An attempt must be made to reach all Board members. A vote does not pass nor fail unless a response is received from the quorum of the Board. The person presenting the poll must wait to give results until a quorum has responded. The poll taker may give additional time to allow all Board members to respond if it is not evident if the poll will pass or fail, although a maximum of twenty-four (24) hours of response time is the limit. If the poll reaches a quorum response within twenty-four (24) hours, the motion is considered acted upon, and the poll taker may not withhold the results. If a quorum does not respond, the motion is considered failed.

This section describes the motion that shall be repeated to all Board members.

Place a checkmark in the appropriate column. Comments are to be used for voters wishing to express their opinion or for the poll taker to write if the person was contacted or not contacted. (Ex: Left message, on vacation, or no response within 24 hours.)

Contact	In Favor	Against	Abstain	Comment
President (Does not vote unless tied)
Vice President
Recording Secretary
Treasurer
Corresponding Secretary
Member-At-Large
Member-At-Large
Member-At-Large
Emperor
Empress
Co-Council President
Co-Council President
TOTAL:

APPENDIX B DONATION/CONTRIBUTION GIVEN TO INDIVIDUAL

Name of Person receiving monetary donation/contribution:

Address of Recipient:

The amount distributed to the Recipient:

Relationship, if any, between Recipient and Members/Officers of the Organization:

Purpose in which contribution/donation is given to Recipient:

Reason Recipient was selected to receive monetary donation/contribution:

NOTE 1: Per 501(c)(3) organizational status, Revenue Ruling 56-304 promulgates that “Adequate records and case histories should be maintained to show the name and address of each recipient, the amount distributed to each, and the purpose for which the aid was given, how the recipient was selected and the relationship, if any, between the recipient and the members, officers, or trustees of the organization so that any or all distributions made to individuals can be substantiated upon request by the IRS.”

NOTE 2: The Recording Secretary must place a copy of this record into the official UCPPE court files.

APPENDIX C MOTION FOR POLICY OR BY-LAWS CHANGE

Use this section to list what sections of the document that will be changed, amended, or deleted. (Write the passage of the Policy or By-law as it is currently written in the selected document. Provide Section, Sub-Section, Item number, and description.)

Use this section to briefly describe the reason for the suggested change. (Provide a detailed description of why a change to the Policy or By-Laws is necessary. Also, explain if a Section or Item is to be added, modified, or deleted.)

Use this section to word the motion, as it will appear in the document. (Write the exact new wording of the amendment as it will appear in the section or the item that will be added, or deleted. Provide Section, Sub-Section, Item number, and description.)

* General Directions: Determine the content of the proposal carefully. It should be clear, concise, grammatically correct, and free of spelling and punctuation errors. Provide twelve (12) copies of the proposed amendment for the Board of Advisors (additional copies for the General Membership are encouraged). One (1) Member-in-good standing should act as the spokesperson for the proposal. However, the proposal (and copies thereof) may be given to the Recording Secretary to be presented to the General Membership on their behalf.

Additional supporters may sign the proposal if they wish to do so.

The President to the Board of Advisors will enforce the rule requiring the appropriate paperwork for By-Law amendments.

Vote Count: _____In-Favor ______ Against ______Abstain

President or Vice – President

Signed: ______________________________________

Print: ______________________________________

Recording Secretary

Signed: ______________________________________

Print: ______________________________________

APPENDIX D UCPPE CROWNING CEREMONY

I – PROCESSION OF CROWNING REGALIA: “At this time, we call forth…”

Sovereign Sword
Royal, Sovereign, Imperial Crown
Official Emperor State Medallion
Official Empress State Crown
Imperial Orb
Oils of Anointment
Ceremonial Goblets
Royal Robes
Official Oath of Office
Kneeling Pillows

“Distinguished Guests, Honorable Members, and Friends, the Crowning Regalia of the United Court of the Pikes Peak Empire.”

II – SEQUESTER CANDIDATES: “Will the official escorts please sequester the candidates.”

III – CALL FOR THE VOTE: “Will the President of the Board of Advisors please present the election results to the Council of Regents and Board of Advisors.”

IV – *(optional) B.O.A. MEMBERS-AT-LARGE: “Will the official escorts please bring forth the new members of the Board of Advisors. Distinguished Guests, Honorable Members, and Friends, congratulations to “_________________, ___________________ and___________________________.”

V – ELECTED CANDIDATES: “Will the official escorts please bring forth the newly elected monarchs. Distinguished Guests, Honorable Members, and Friends, congratulations to ______________ and ____________. Let the Crowning ceremony commence.”

VI – CROWNING CEREMONY:

“Place the Kneeling Pillows, please. As you kneel down before your peers, these pillows help cushion and comfort you against the very hard reality of the floor beneath you. They represent your Council of Regents and Board of Advisors, who will help cushion and comfort you through the realities you will face in the next year as you serve your community. Remember they are there to guide and assist you as you grow in wisdom and spirit.”
“We will now confer the Oath of Office. I solemnly swear to abide by and defend the By-Laws and Board Policies of the United Court of the Pikes Peak Empire. I will strive to improve the lives of the people of our community. I will serve the community and people of the realm with pride and dignity. I promise to reign, not rule, and to devote my time and energy in service to the Court and its principles. Please indicate so by signing the Oath of Office.”
“Please bestow the Royal Robes. The weight of these Robes represents the office’s responsibility you are accepting. The warmth they provide represents the protection you are to administer over your empire throughout this year.”
“Please administer the Oils of Anointment. You are anointed with these oils so that your minds be cleared to see the path of goodness, wisdom, and honor upon which you are expected to lead your Court. This path is long, with many distractions, pitfalls, detours, and saboteurs. May the scent of these Oils keep you ever mindful of the path to your most righteous goal.”
“Please bring forth and raise the Imperial Orb. As this emblem of earthly power is held above you, understand power is a privilege, not a right. This gift, earned through hard work, dedication, and loyalty, must be used with care and consideration, for once abused, it is rendered impotent.”
Please bring forth and raise the Royal Sovereign Imperial Crown. The numerous gemstones in this crown represent a legacy provided by the many Monarchs who have reigned before you. May you utilize their wealth of knowledge to administer the prosperity of the universe for the greater good of the community.”
Please bring forth and raise the Sovereign Sword of Truth and Honor. These are the operating mechanisms of true power. Without them, respect is absent, authority becomes ineffective, and the vision of power is only an illusion. As defenders of truth and honor, maintaining the integrity of your personal conduct and that of your line of succession is your actions that reflect upon this organization. As you are each touched three times by the dubbing sword… so let it be said, so let it be written, so let it be done.”
CROWNING: “At this time, will the stepping-down Monarchs, ____________________________________, please bestow the State Royal Medallion and State Royal Crown.”
TOAST: “Rise and face each other as the Ceremonial Goblets are presented. Distinguished Guests, Honorable Members, and Friends, raise your glasses in a toast to their Most Royal, Sovereign, Imperial Majesties, Emperor #, Empress #, or Emprex #.
EXCUSE DAIS: “At this time, please excuse the Council of Regents and the Board of Advisors from the dais.”
RECEPTION: “Their Majesties invite you to the Royal Reception in the Hospitality Suite. On behalf of the United Court of the Pikes Peak Empire, we bid you good night.”

APPENDIX E CROWNING REGALIA PRESENTERS

State Sword ____________________________________________________

State Crown ____________________________________________________

State Royal Medallion ____________________________________________________

State Royal Crown ____________________________________________________

Orb ____________________________________________________

Oils ____________________________________________________

Goblet ____________________________________________________

Robe ____________________________________________________

Oath ____________________________________________________

Kneeling Pillow ____________________________________________________

APPENDIX F THE UNITED COURT OF THE PIKES PEAK
EMPIRE OATH OF OFFICE

For the position of Emperor/Empress/Emprex

I, ____________________________________________________________________________

Solemnly swear to abide by and defend the By- Laws and Board Policies of the United Court of the Pikes Peak Empire.

I will strive to improve the lives of Gay, Lesbian, Bi-Sexual and Transgender people of our Community.

I will serve the Community and the people of the realm with pride and dignity. I promise to reign, not rule, and to devote my time and energy in service to the Court and its principles.

Signature

______________________________________________________________________________

APPENDIX G RING CEREMONY

The ring is the symbol of the sun, of the earth and of the universe. It is a symbol of wholeness, perfection and peace. The ring is also a symbol of unity and eternity.

This ring marks a milestone in your life, the successful end of your reign. But it also, however, marks a beginning;: a time to relax, a time to recover, a time to recharge, and a time to reflect. The ring is made of precious metal, which has the unusual quality of getting better and increasing in value with age. May you make wise use of the lessons you have learned this year, as well as the lessons that will reveal themselves with the passage of time.

Let this ring always remind you of, and connect you to, the fellowship of the Council of Regents. This ring is given by your peers, in gratitude for your hard work, tenacity, dedication, and friendship throughout your year as Emperor/Emprex/Prince Royal/Princex/Princet Royal. May this ring also be a sign to you of your continuing commitment to the UCPPE and the principles of community service and support. Wear this ring with humility and wear it with pride.

(Emperor’s/Emprex’s/Prince Royal’s/Princex/Princet Royal’s, Name ), on behalf of the Council of Regents, the Board of Advisors and the Membership of the United Court of the Pikes Peak Empire and all good people of the International Court System, we are honored this evening to present to you this symbol of our appreciation.

APPENDIX H NOMINATION FOR QUEEN MOTHER AND KING
FATHER OF UCPPE

(Nominees must reside in the Realm; have been a past Emperor, Empress or PR and; be a current paid dues member in good standing.)

Nominee’s name:

Nominee’s Stage Name (if applicable)

Nominee’s Address

Nominee’s Phone #:

Nominee’s email:

How long has nominee been a member of the court?

List titles in the court that the nominee holds:

List 10 words that describe the nominee:

What involvement has the nominee had within the court since his/her reign as Emperor, Empress, Emprex, or PR?

Why does this nominee deserve the honor of being crowned Queen Mother or King Father?

List the personal traits and values that recommend the nominee as a leader and positive role model in the court:

Nominator’s name:

Phone#:

Email:

Has the nominee agreed to have their name placed in nomination?

What is the nominator’s relationship to the nominee?

Nominator’s Signature:

Optional: Attach a letter(s) of recommendation from a court member(s).

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Pink Party 03-26-2025 (Cancelled)

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Black and White Ball Reign 49

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Coronation 50 November 7 to 9, 2025