PD-BOD-1002

PD-BOD-1002 Executive Committee was issued 19 August 2023 by the Board of Directors.
This Policy Document authorizes the creation of the Executive Committee for The Royal Manticoran Navy: The Official Honor Harrington Fan Association, Inc. (TRMN).

PD-BOD-1002

1. Per the TRMN Bylaws, this committee shall be chaired by the Executive Vice-President of the Board, and shall consist of the Secretary, Treasurer, and all Corporate Executives appointed by the Committee Chairperson under Article V. This committee shall be charged with the daily operations of the organization.

2. The Corporate Executives is the legal term for the Bureau Heads (i.e., Space Lords) of TRMN.

3. The Bureau Heads of TRMN are:

• a. Second Space Lord (2SL)
• b. Third Space Lord (3SL)
• c. Forth Space Lord (4SL)
• d. Fifth Space Lord (5SL)
• e. Sixth Space Lord (6SL)
• f. Seventh Space Lord (7SL)

4. The Executive Vice-President shall lead the committee in performing its duties and responsibilities, including, if present, presiding at all meetings of the committee, and shall perform all other duties incident to the office or properly required by the Board of Directors.

5. The committee shall elect a Vice-Chair and Secretary.

• a. If the Chair is absent or unable to act, the Vice-Chair shall assume the Chair's duties.
• b. The Secretary shall record the minutes of all meetings and submit a copy to the Board Secretary and is responsible for all formal communication to and from the committee.

6. Each Space Lord shall appoint a Deputy and a Chief of Staff with the advice and consent of the Executive Vice-President. The Deputy will stand in, with all the responsibilities and authority, when a Space Lord is unable to act.

7. Manner of Acting:

• a. Quorum. A majority of the committee members in office immediately before a meeting shall constitute a quorum for the transaction of business at that meeting. No business shall be considered by the committee at any meeting at which a quorum is not present.
• b. Majority Vote. Except as otherwise required, the act of the majority of the committee members present at a meeting at which a quorum is present shall be the act of the committee.
• c. Participation. Except as required otherwise, the committee may participate in a regular or special meeting through the use of any means of communication by which all directors participating may simultaneously hear each other during the

meeting, including in person, internet video meeting, or by telephonic conference call.

• d. Informal Action. Any action required or permitted to be taken by the Executive Committee at a meeting may be taken without a meeting if consent in writing, setting forth the action so taken, shall be agreed by the consensus of a quorum. For the purposes of this section an email transmission from an email address on record constitutes a valid writing.
• e. Schedule. The committee shall meet on a day and time of their choosing within each of every even numbered months.
• f. Notification of Meeting: The chair shall communicate the time and date of the meeting in accordance with all requirements of Delaware law.

8. The duties of the Executive Committee are:

• a. Shall mentor and advise all leaders within TRMN.
• b. Shall work with the Treasurer to create an annual operating budget for the organization that can be submitted to the Board of Directors for approval by their fall meeting.
• c. Shall work together to make sure all committee members’ responsibilities are met.
• d. Shall regularly submit a report of all previously unreported activities to the Board of Directors for their review and discussion no later than one week before their next meeting.

9. The area of operation for each Space Lord is as follows:

• a. Chair of the Committee - This position is the Chief Operating Officer; responsible for the management and execution of day-to-day activities, coordinating and overseeing the six Bureaus.
  • i. Manage and oversee all additional projects as directed by the board.
  • ii. Shall create, maintain, and publish policy documents that detail how the functions of the Bureaus will operate.
  • iii. Shall oversee and approve all Bureau level directives and policies.
  • iv. Shall oversee and manage the Art Department.
• b. Second Space Lord (2SL) - Oversee and manages the Bureau of Planning which is responsible for event planning and recruitment for TRMN. This includes:
  • i. Hotel and Convention Services
  • ii. Event Planning
  • iii. Steward Program
  • iv. Historical Records
  • v. Shall create, maintain, and publish policy documents that detail how the functions of this bureau shall operate.
• c. Third Space Lord (3SL) - Oversee and manages the Bureau of Ships which is responsible for the disposition of all chapters within TRMN. This includes:
  • i. Commissioning and decommissioning all TRMN chapters.
  • ii. Appointment of all command staff to chapters.
  • iii. Work with BuTrain to create and maintain programming necessary to create and support competent chapter leadership.
  • iv. Maintain records of all chapter activities and reports.
  • v. Work with Fleet and Division Heads to maintain active and functioning chapters.
  • vi. Shall create, maintain, and publish policy documents that detail how the functions of this bureau shall operate.
• d. Fourth Space Lord (4SL) - Oversee and manage the Bureau of Communications, which is responsible for all communication for TRMN. This includes:
  • i. All official organizational communications (i.e., newsletters, press releases, etc.).
  • ii. Creation and publication of all official manuals.
  • iii. Providing and maintaining all web services (i.e. Forums and Wiki).
  • iv. Creation and maintenance of member service software and database (i.e. Medusa).
  • v. Creation and publication of organizational marketing.
  • vi. Regular creation and publication of organizational-wide information.
  • vii. Shall create, maintain, and publish policy documents that detail how the functions of this bureau shall operate.
• e. Fifth Space Lord (5SL) - Oversee and manage the Bureau of Personnel, which is responsible for the disposition of all members within TRMN. This includes:
  • i. Membership approval and status.
  • ii. Management and maintenance of membership records including, but not limited to, service transfers, ranks, and billeting, academic records, and service activity.
  • iii. Management of all promotions and promotion boards.
  • iv. Management of all awards.
  • v. Work with all organizational leaders in the creation, fulfillment, and management of all staff positions and job descriptions.
  • vi. Shall work with the Steering Committee to hold Parliamentary elections.
  • vii. Shall create, maintain, and publish policy documents that detail how the functions of this bureau shall operate.
• f. Sixth Space Lord (6SL) - Oversee and manage the Bureau of Training, which is responsible for the education and training of all the members within TRMN through the administration of the various academies. This includes:
  • i. Management of all organizational academies.
  • ii. The creation, maintenance, and management of all course material.
  • iii. Research, management, and approval of all outside educational material.
  • iv. Shall create, maintain, and publish policy documents that detail how the functions of this bureau shall operate.
• g. Seventh Space Lord (7SL) - Oversee and manage the Bureau of Supply, which is responsible for the production and sale of TRMN merchandise. This includes:
  • i. Maintenance and oversight of the physical ‘store’ location and inventory.
  • ii. Development and production of canon uniform items for TRMN.
  • iii. Development and production of promotional and other merchandise.
  • iv. Management of the online store where all items may be purchased.
  • v. Work with the Bureau of Communication on direct marketing of store items to membership.
  • vi. Work with the Chief Legal Officer’s office to create and maintain all intellectual property and licensing.
  • vii. Work with the Treasurer to manage all finances associated with the above activities.
  • viii. Shall create, maintain, and publish policy documents that detail how the functions of this bureau shall operate.

10. In addition to a Deputy and Chief of Staff (as noted in #6 above), all Corporate Executives may appoint additional subordinates within their offices to assist in the execution of their duties.