PD-BOD-0001 Governing Documents

PD-BOD-0001

1. As a 501(c)(7) corporate entity under the IRS Code and State of Delaware Law, TRMN is required to have Articles of Incorporation and Bylaws and these shall be regularly updated and filed with the appropriate bodies.

2. To maintain an orderly organizational structure, the TRMN shall use the following hierarchy of documentation:

a. Articles of Incorporation

b. Bylaws

c. Governing Policies

d. Directives

e. Standard Operating Procedures

3. No document may contradict any document above it in the hierarchy. Any rule from lower in the hierarchy that conflicts is automatically considered void and every effort should be made to correct the conflicting document.

4. Articles of Incorporation were initially filed with the State of Delaware for the creation of TRMN as a legal entity. This document shall be maintained and updated by the Board of Directors.

5. Bylaws are required by the State of Delaware and the IRS and must operate within the boundaries set in the Articles of Incorporation.

a. This document lays out the legal governing structure of the organization

b. Shall be maintained and updated by the Board of Directors as needed.

6. Governing Policies are used to elaborate and codify the necessary details and procedures for the regular governance of TRMN as prescribed by the Bylaws.

a. These policies may be created by the Board of Directors or one of its standing committees as directed by the Board.

b. Shall be titled to clearly describe the topic and labeled with “PD” followed by 3-letter code of authorizer (see Table 1 below) and sequentially numbered (example: PD-BOD-0001).

c. Shall be maintained by its issuing authority and recorded with the Board Secretary.

7. Directives are short single-topic documents that are created to provide guidance on how activities, within the purview/authority of the issuer, shall be undertaken.

a. These documents further elaborate on those defined in Governing Policies.

b. All Divisional Vice Presidents, Corporate Executives, as well as regional leadership may issue Directives or designate senior subordinates to do so on their behalf.

c. Shall be titled to clearly describe the topic and labeled with “DIR” followed by 3-letter code of authorizer (see Table 1 below) and sequentially numbered (example: DIR-RMN-0001).

d. Shall be maintained by its issuing authority and recorded with the Board Secretary.

8. Standard Operating Procedures (SOP) are a set of detailed step-by-step procedures that outline how unit operations approach and/or support one or more governing documents within the TRMN.

a. The following topics must be addressed within each SOP:

i. Introduction/Purpose

ii. Scope

iii. Responsible Parties

iv. Procedure

v. Resources

vi. Definitions

b. All creators shall follow the above format for the creation of SOPs.

c. Shall be titled to clearly describe the topic and labeled with “SOP” followed by 3-letter code of authorizer (see Table 1 below) and sequentially numbered (example: SOP-BOD-0001).

d. Shall be maintained by its issuing authority and recorded with the Board Secretary.

9. All of the above documents shall be maintained as living documents on a typical TRMN location (e.g., wiki) so that all organizational members have easy access.

10. Whenever a document is updated the date and approving body shall be noted at the bottom of the document. All documents shall keep a running record of all updates.

11. All documents shall be reviewed annually and updated by the approving body as necessary to make sure that the documents reflect the most accurate account of current practices. The approving body may also rescind and archive a document that no longer has any relevance to the organization.

12. No governing document shall be deleted. If the document is no longer in use, it shall be noted as such, on what date, by which authority, and placed in an archive for reference.

13. Orders shall be used for providing basic information to the members and can be issued by any unit leader on a topic within the scope of their authority. They are not considered an organizational governing document and therefore are limited in scope. Promotions, appointments, awards, and other honors are all examples of orders. Each order shall be titled, to clearly describe the topic, and labeled with a 3-letter code of the authorizer followed by the last two digits of the year and two digit month then sequentially numbered (example: CIV-2401-01 or 02F-2402-05).

14. This policy in no way requires any organizational entity to ‘go back’ and re-align their document numbering or abbreviation system, but will only apply going forward from its approval date of 1 Dec 2024.

15. This document will supersede/replace the following Orders and Directives: AO1202-03, AO1909-03, and AO2103-02

Table 1. Three Digit Command Abbreviations

Code	Body
BOD	Board of Directors
EXC	Executive Committee
DIS	Discipline Committee
STC	Steering Committee
BGC	Bylaw and Governance Committee
LLC	Legal and Licensing Committee
RMN	Royal Manticoran Navy
RMA	Royal Manticoran Army
RMC	Royal Manticoran Marine Corps
GSN	Grayson Space Navy
RHN	Republic of Haven Navy
IAN	Imperial Andermani Navy
CIV	Civilian Corps (all sub-branches)
BPL	Bureau of Planning
BSH	Bureau of Ships
BCM	Bureau of Communication
BPR	Bureau of Personnel
BTR	Bureau of Training
BSP	Bureau of Supply
##F	Fleet Commands designated by two digit number (i.e. 01, 02, 10, etc)
##A	Army Commands designated with two digit number
##E	Marine Expeditionary Force designated with two digit number
XXQ	Civilian Quadrant Command with two letter abbreviation for name (i.e. DR = Draco)

Record of Changes

Amendments may, from time to time, be proposed to, or by, the Board of Directors. Any amendments will be considered and voted on as necessary. All amendments that have been passed will be noted below.

Effective Date	Subject	Proposed By
01 December 2024	Initial Approval	Board of Directors

PDF Version of the Document

PD-BOD-0001 PDF