Guidelines for State Councils

Guidelines for State Councils

** AS OF 2025 THE GOVERNING COUNCIL VOTED TO CEASE STATE COUNCILS WITH THE EXCEPTION OF THE PELICAN STATE SERAMA ASSOCIATION**

Purpose:
This document outlines the fundamental principles and responsibilities required of any officially recognized council under the Serama Council of North America. These guidelines ensure that councils operate autonomously, democratically, and effectively, while minimizing reliance on the main organization.

1. Creation and Adherence to Council Bylaws (CBL)

• Each council must draft, adopt, and maintain its own Council Bylaws (CBL).
  
• The CBL must outline procedures for governance, voting, meetings, and internal dispute resolution.
  
• The council is responsible for reviewing and updating its CBL as needed to reflect changes in its structure or needs.
  
• Changes must be voted on and approved by council membership.
  
• Failure to maintain and follow an active CBL will result in revocation of council status.

2. Election of a Board of Directors

• Councils must hold fair and democratic elections to appoint their own Board of Directors as defined in their CBL.
  
• Board terms, responsibilities, and removal procedures must be clearly outlined in the CBL.
  
• No external party (including the main organization, SCNA) will appoint or interfere with council board elections.
  

3. Regular Meetings and Decision-Making

• Councils are required to hold regular meetings as defined in their CBL (e.g., monthly, quarterly).
  
• Agendas should be prepared in advance and distributed to all members.
  
• Meeting minutes must be recorded and made accessible to members.
  
• Votes on important issues must involve all council members and follow procedures defined in the CBL.
  

4. Self-Governance

• Councils must be self-sufficient in addressing internal issues, conflicts, and decision-making.
  
• Councils are expected to resolve their own problems and not rely on the main organization for mediation or oversight.
  
• The main organization will only intervene in cases of misconduct, violation of core principles, or at the request of the majority of the council’s members.
  

5. Inclusive Participation

• All council members must have equal rights to participate in discussions, votes, and decision-making.
  
• No single individual may unilaterally make decisions on behalf of the council.
• Transparency and collaboration are essential values to uphold in all council activities.
  

6. Membership Requirements

• All members of any council must also be active, dues-paying members of the SCNA.
  
• Councils must verify and ensure that all their members maintain current SCNA membership status.
  
• Councils are responsible for collecting and managing any local membership fees or dues as defined in their CBL.
  
• Councils must maintain an up-to-date member database or directory including names, contact information, and SCNA membership verification.

7. Accountability and Revocation

• Councils that do not follow these guidelines will be subject to review.
  
• If found to be in consistent violation (e.g., failure to govern democratically, bypassing procedures, not involving all members), the council will be disbanded.
  
• Members of a dissolved council may reapply to the SCNA to form a new council, subject to approval and compliance with these guidelines.
  

Conclusion:
These guidelines are designed to empower councils to operate with autonomy and integrity. By following them, councils contribute to a healthy, democratic, and efficient system that benefits their members and the broader organization.