The standard operating procedures are a set of procedures that have been carefully put together to clarify and or further expand some of our adopted Bylaws. These procedures are not changes, merely clarifications to establish procedures and possibly dispel misunderstandings on certain issues relevant to operating the United Court of Austin, Inc.

In addition to this document, the SOPs of the corporation shall include the following additional documents, which are referenced in the bylaws of the corporation as addendum to these SOPs

(a) The document titled Protocol Handbook (adopted 10/9/2023) (b) The document titled Candidate_Guide_UCA (dated 3/4/14)

These SOPs may be updated by any bylaw committee appointed by resolution of the Board of Directors without approval by the board of directors as needed and without the need for further approval, provided that any such update does not change the meaning or intent of the procedure, policy or statement

1. Any spelling error
2. Any grammatical error
3. Formatting and/or numbering including resorting and moving content from one section to another
4. Any identification or date reference to any other document when such document is updated or

amended

The code of conduct will be strictly enforced and applies to all court members. The General Membership, Monarchs, College of Monarchs, and Lifetime Titleholders shall reflect positively on the values and reputation of UCA by demonstrating respect and integrity at all times. We must promote an environment free of harassment, bullying and abusive conduct, whether physical, verbal or visual. The Code of Conduct includes, but not limited to, all forms of social media, email, texting, meetings, public and private functions, and in our everyday lives.

1. All meetings of the United Court of Austin, Inc. must be ALCOHOL FREE. We will conduct

ourselves as we would any business.

2) Any infractions made that are considered to be morally, willfully, malicious and ethically damaging to another party, person or organization shall be a violation of this code of conduct.

3) A written grievance will be submitted to the Board of Directors of The United Court of Austin for review. The Board of Directors will review the grievance and if a majority vote rules that the conduct could be detrimental to the organization, the grievance shall be addressed as outlined in this policy.

4) In this event, the Board of Directors must notify the person(s) accused of being in violation within thirty (30) days of the written grievance. This is the opportunity to respond to such allegations.

5) The following penalties shall be imposed on any person(s) found to be in violation of this Code of Conduct. If the Board of Directors determines that the severity of any violation warrants a higher listed penalty, that right is reserved to escalate further.

Line Members:

1. 1st Penalty- A warning shall be issued by the BOD.

1. 2nd Penalty- Suspension of title until end of the reign.

c. 3rd Penalty- Revocation of membership for one (1) calendar year. For any COM or Lifetime title holder, a motion to the membership to revoke any titles shall be raised.

d.

6) If any grievance is not found to be a violation of this code of conduct by the majority after a vote of the Board of Directors present at said meeting, such grievance is null and void. The same incident shall not be revisited by the board of directors or any committee of the organization without a ⅔ majority vote from the membership of the corporation.

7) In the event a member appeals the penalty issued, the board shall appoint an appeal committee, including, but not limited to 2 line members (not on the board of directors), 2 COM members (not on the board of directors), and 2 directors of the board to hear the appeal.

UCA will only raise funds for 501(c)(3) charities which reside within or directly serve individuals in the “realm” of UCA as it is defined by our bylaws, with the exception of those organizations recognized, or approved by the ICS.

Any dues received from any renewing member by any officer, not accompanied by an application for membership shall be accepted as application for membership. The officer shall be responsible for confirming the applicant has read and agrees with the active code of conduct. No further application will be required, since an application for membership is already on file from the previous reign. New member application submissions can only be accepted using our online membership application, which can be accessed on our website.

Eligibility Qualifications to be a Regent Monarch:

1. A past monarch of the United Court of Austin.
2. Have been a member in good standing of the corporation for the previous twelve (12) month period

prior to the appointment of Regent Monarch;

1. Have earned at least one-hundred and twenty-five (125) points during the 12 months prior to the

date letters are due, unless otherwise stated by the board of directors

1. Be aware of the personal expenses incurred and travel requirements if appointed and further attest

that you are financially prepared to fulfill the obligations of the office of interest.

In the event there are less than 2 candidates for any office of Emperor, Empress or Emprex, the Board of Directors may select a potential Regent Emperor and/or Regent Empress and/or Regent Emprex to be crowned if no candidate is elected for said office. Selecting a potential Regent Monarch does not necessarily mean the position will be filled. The board of directors may use this procedure any time they feel having a potential Regent in place is in the best interest of the organization; however, there is no obligation to appoint the person.

In the event that the Board of Directors determines it to be the best interest of the organization to select a Regent as listed above or appoint a Regent Emperor and/or Regent Empress and/or Regent Emprex in the absence or removal of a Monarch, the process shall be implemented as follows:

I.

The Board of Directors shall notify all Eligible Parties that Letters of Interest are being accepted, indicating which office(s) Regent is being considered, and shall include a deadline for submissions. The notification shall include a date, time and location of a special meeting of the Board of Directors, which will be a closed session, and will be scheduled not later than ten (10) days after the notification is sent. The college of monarchs will be invited to participate in the selection process.

II.

Letters of Interest will be reviewed, and each eligible person shall be interviewed by the board of directors and the college of monarchs during the special meeting.

III.

The Board of Directors and the College of Monarchs shall cast one anonymous ballot per person, (regardless of multiple titles and/or offices) indicating their choice (or denial of the applicant) for each applicable Regent Monarch position. Selection of each shall be determined by majority vote. IV. Once the votes are counted by the members of the Board of Directors during the closed session, the Board of Directors shall notify the individual(s) that were or were not selected so that they can make preparations for crowning, in full view of the public at Coronation or at the next applicable event.

Before crowning, the board of directors will determine whether the selected party will be appointed as Regent Empress, Regent Emprex, and/or Regent Emperor.

Upon appointment of Regent Monarch(s) and at the time of crowning, the newly appointed Regent Monarch(s) shall take the same Oath of Office of and shall affix their signature the same as any duly elected Monarch(s).

Upon completion of the Reign, and all duties required of the office of Regent have been completed, the title of ‘Regent’ shall be removed during re-crowning ceremonies at Coronation, with full Monarch status bestowed.”

President

The President shall be the principal executive officer of the corporation, and subject to the control of the Board of Directors, shall in general supervise and control all affairs of the corporation. The President shall:

1. When present, preside at all meetings of the Board of Directors.
2. general, perform all duties incident to the office of President and such other duties as may

be assigned to the President by the Board.

i. ii.

The President of the Board has all voting privileges as do all other Board members The President of the Board may make motions to be put to vote as well as any other board member.

Vice President

In the absence of the President or in the event of the President’s death, inability, or refusal to act, the Vice President (or in the event, there be more than one Vice President, the Vice Presidents in the order designated at the time of their election, or in the absence of any designation, then in the order of their election) shall perform the duties of the President, and when so acting, shall

have all the powers of, and be subject to all the restrictions upon the President, and shall perform such other duties as may be assigned to the Vice President by the President or by the Board of Directors.

Secretary

The Secretary shall: A. keep the minutes of the meetings of the members of the corporation and of the Board of

Directors;

B. Deliver to all members of the corporation by email within 10 days of any meeting the minutes of each meeting held, excluding any minutes for executive session of the board of directors

1. Prepare an agenda for each regular meeting of the members of the corporation after

consultation with the Reigning Monarch(s) and the Board;

1. See that all notices are duly given in accordance with the provisions of these Bylaws or as

required by law;

E. Be the custodian of the corporate records; keep a register of the mailing addresses and telephone numbers of the members of the corporation, the Board, and the members of any committee appointed by resolution of the Board or the members of the corporation;

F. Keep copies of all official corporate correspondence transmitted by any director, officer, official representative, or agent of the corporation (and in this regard, each director, officer, official representative, or agent shall promptly submit copies of any such correspondence to the secretary);

1. In general, perform all duties incident to the office of Secretary and such other duties as

may be assigned to him or her by the President, Vice President, or the Board.

H. file any duly authorized notice of change of the registered agent or registered office of the corporation with the Secretary of the State and such other reports with such office as may be required by law.

I. The secretary shall coordinate with the presiding officer of any meeting the agenda for the

meeting. The order shall be as follows as prescribed by Robert’s Rules of Order

1. Reading of the Minutes of the previous meeting (and their approval)
2. Reports of Boards and Standing Committees
3. Reports of Special (Select) Committees
4. Special Reports
5. Unfinished Business and General Orders
6. New Business

J. The Secretary will maintain a notebook with monthly dividers. Behind each divider, there will be a copy of the minutes for general meetings, special meetings, board meetings, and committee meeting minutes submitted by the record keeper or acting secretary of said meeting if the official secretary is not present. Also, behind each divider, there shall be all correspondence vital to the business of the Board of Directors or Organization as described in the Bylaws of the Corporation. The notebook will contain a copy of the Bylaws, Standard Operating Procedures, as well as any other information prescribed by the Bylaws

or Board of Directors. All minutes will be typed, or in a manner approved by the board of directors. All minutes shall have a header containing the following information.

The United Court of Austin, Inc. Type of Meeting Date of Meeting Location of Meeting

K. At the end of the reign year of the corporation, the Secretary will submit to the court a bound copy of all minutes and correspondence vital to the corporation for future audits, etc.

Treasurer

The Treasurer shall:

1. Have charge and custody of, and be responsible for all funds and securities of the

corporation

B. Receive and give receipts for monies due and payable to the corporation from any source, and deposit all monies in the name of the corporation in the banks, trust companies, or other depositories as shall be selected in accordance with the provisions of these Bylaws; and in general, perform all of the duties incidents to the office of Treasurer and such other duties as may be assigned to him or her by the President, Vice President, or the Board of Directors.

1. Balance the bank statement monthly and prepare a financial report to be delivered at

the monthly General Meeting of the Corporation.

D. Ensure bookkeeping is done in a manner prescribed by the Board of Directors in order to meet specifications required by the IRS and our 501c3 status. An obvious and detailed paper trail is required.

E. Deposit All funds generated by a fundraiser or benefit of any kind in the court’s bank account and a check will be presented to the recipient within five (5) business days under normal operating circumstances. If a holiday, weekend, or some unforeseen event should occur, a time frame of seven (7) days will be acceptable.

Points should be submitted, by the producer, to the email address points@unitedcourtofaustin.org within 3 days of the completion of any United Court of Austin event. Failure to do so may result in loss of points for the producer. Any other point earning contribution (Coronation, Investiture, etc) should be submitted by the Reigning Monarchs or the highest-titled participant within 3 days of the completion of the event.

Out of Town Shows/In Town Shows and other events not intended for the community are not point earning events.

The United Court of Austin shall maintain two bank accounts as described below.

Operating Account: Seed money will be set at $2,500.00. This is money passed from one reign to the next. Any monies raised at brunch and/or the victory show after Coronation will automatically go toward the next Reign. The $2,500.00 shall be used for expenses incurred in the new reign.

Mona Littlemore Scholarship Fund Account: This account will maintain a minimum balance of $1,500.00 at all times. Upon reaching a balance of no less than $2,000.00, the funds will be dispersed at the next Coronation event reducing it to the minimum required balance of $1,500.00. Scholarship amounts may range from $500.00 - $2,500.00. The scholarship will be awarded to student(s) who volunteer their time to promote and/or support the Texas LGBT Community and excel in academics with a 3.0 GPA or higher, participate in extracurricular activities and are a positive role model within our community. All applicants must submit an application package that will include the following; Letters of Recommendation, Bio of Applicant, and Career Goals and Aspirations essay. Each application package will be reviewed and awarded by majority vote from the United Court of Austin Board of Directors and Rona Bare-It (aka Ron Spencer). The funds will be paid to the educational institution(s) of the applicant’s choice directly in said applicant’s name and not directly to the applicant.

Candidate Announcement Fundraiser: Money raised from the event known as candidate announcements as defined in section 9.7.2 of the United Court of Austin, Inc. Bylaws, shall be earmarked for Monarch(s) step down memorabilia. If the cost of memorabilia exceeds the amount raised during the candidate announcement fundraiser, the additional cost is the responsibility of the Reigning Monarch(s). Any funds not used shall go back into the general fund for the current reign.

United Court of Austin Monarch Travel Fund: The travel fund may only be used for attending Out of State Coronations. Reimbursements are limited to funds in the travel fund; may only be reimbursed for transportation and lodging; and shall be limited to such expenses specifically for the Reigning Monarch ONLY, i.e. a Reigning Monarch may share a hotel room with others; however, reimbursement will be for the shared percentage of the Reigning Monarch only.

All reimbursement requests must be submitted after the event they are being requested for. The Monarch requesting reimbursement must have been presented and/or walked at the ball reimbursement is being requested for.

Any reimbursement request must be submitted with receipt(s) clearly indicating the date, dollar value, name and address of the receipt issuer.

Failure to submit the appropriate receipts as described herein will constitute forfeiture of reimbursement. Upon completion of the reign, the Treasurer shall audit the travel fund. All travel funds not expended during the reign shall be included in the reign distribution of funds to the reign Charities.

Bank Signatures All funds being deducted from UCA banking institutions will require the signature of the treasurer and one other person who is listed on the banking institution records as an authorized representative of the UCA. This includes, but is not limited to, writing checks and cash withdrawals.

SCOPE All members, directors and officers of The United Court of Austin, Inc. must comply with the document retention requirements within this record retention policy.

PURPOSE The corporate records of The United Court of Austin, Inc. (hereafter the “Organization”) are important assets. Corporate records include essentially records produced by members, whether paper or electronic. A record may be as obvious as a memorandum, an email, a contract, or a case study, or something not as obvious, such as a computerized desk calendar, an appointment book, or an expense record.

The law requires the Organization to maintain certain types of corporate records, usually for a specified period of time. Failure to retain those records for those minimum periods could subject the member or the Organization to penalties and fines, cause the loss of rights, obstruct justice, spoil potential evidence in a lawsuit, place the Organization in contempt of court, or seriously disadvantage the Organization or its clients in litigation. It is a crime to alter, falsify or destroy a document in order to prevent its use in an official proceeding.

The Organization supports the maintenance of appropriate records about its operations. This policy is meant to establish the requirements for document destruction and end the accidental or innocent destruction of necessary documents.

POLICY Specific documents, identified below, are subject to a retention schedule and should not be destroyed until the expiration of the schedule.

An important exception to note is that if you believe, or the Organization informs you, that corporate records are relevant to litigation, or potential litigation (i.e. a dispute that could result in litigation), then you must preserve those records until the Organization determines the records are no longer needed. This exception supersedes any previously or subsequently established destruction schedule for those records. If there is a question about whether a document should be retained or destroyed, it should be referred to the Board President.

1. Financial Records

Financial records, bank statements, invoices, expense reports, proof of deductions, and other documents should be maintained for at least 7 years from the date of filing the applicable tax return. Year-end financial statements, audit reports and 990 forms should be maintained permanently and should be available for public inspection upon request.

1. Membership Applications

State and federal statutes require the Organization to keep certain member information, including membership applications. The Organization should also keep personnel files that reflect performance reviews, and any complaints brought against the Organization or individual members under applicable state and federal statutes. The Organization should also keep all final memoranda and correspondence reflecting performance reviews and actions taken by or against members in the member’s personnel file. Member records should be maintained permanently for current members and for 4 years after a member’s termination/resignation.

1. Corporate Records

Incorporation documents, including certificate and formation, bylaws, and related documents should be kept permanently in the corporate records. Meeting minutes and related documents should also be retained in perpetuity in the corporate record book. Tax-exemption documents, including application for tax exemption (IRS form 1023), IRS determination letter, and any related documents should be kept permanently in the corporate record book and should be available for public inspection upon request.

1. Press Releases/Public Filings

The Organization should retain permanent copies of all press releases and publicly filed documents under the theory that the Organization should have its own copy to test the accuracy of any document a member of the public can theoretically produce against the Organization.

1. Legal Files

Legal counsel should be consulted to determine the retention period of particular documents, but legal documents should generally be maintained for a period of 10 years.

1. Legal Agreements & Contracts

Final executed copies of legal agreements and contracts, such as hotel and bus contracts, should be maintained for 3 years after their expiration. Publicly filed contracts should be maintained longer.

1. Electronic Mail

E-mail and correspondence that is transitory in nature do not need to be retained. Email that needs to be saved should be either:

i) ii)

Printed in hard copy and kept in the appropriate file; or Downloaded to a computer file and kept electronically or on disk as a separate file. The retention period depends on the subject matter of the email, as covered elsewhere in this policy.

Adopted by the Board of Directors – May 12, 2025

I.

Purpose

The United Court of Austin (“the Court”) is committed to maintaining a safe, inclusive, and respectful environment for all individuals. In accordance with our mission to welcome all, we prohibit all forms of harassment, bullying, and discrimination, whether sexual, verbal, physical, or psychological in nature. This policy ensures that every member, guest, performer, and volunteer is treated with dignity and respect.

II.

Scope

This policy applies to:

• All members, volunteers, guests, board members, and performers
• All official Court events, meetings, communications, and online spaces where the Court is

represented

• Any setting where a person acts in their capacity as a representative of the Court

III. Definitions

Harassment Unwelcome conduct—whether verbal, physical, or visual—that is based on an individual’s actual or perceived identity, including but not limited to sex, gender identity or expression, sexual orientation, race, ethnicity, religion, disability, age, or any protected status.

Sexual Harassment Includes unwelcome sexual advances, requests for sexual favors, sexually suggestive language or gestures, and other conduct of a sexual nature that:

Impacts someone’s participation in the organization,

• • Creates an intimidating or hostile environment, or •

Is used as the basis for decisions affecting someone’s standing in the organization.

Verbal Harassment Derogatory language, slurs, name-calling, jokes, or insults intended to demean or threaten. This includes repeated intimidation or belittling of others in ways that create an unsafe or uncomfortable environment.

Physical Harassment Any unwanted or threatening physical contact including pushing, grabbing, blocking movement, intimidation through presence or gestures, or physical assault.

Bullying A pattern of persistent, aggressive behavior intended to intimidate, belittle, isolate, or exert power over another individual. Bullying may include:

• Public shaming or humiliation
• Threats or implied threats
• Malicious gossip or spreading false rumors
• Social exclusion or targeting of individuals
• Misuse of authority or influence to control or manipulate others

Bullying can be verbal, physical, digital (cyberbullying), or emotional in nature and will be addressed with the same seriousness as other forms of harassment.

IV. Reporting Procedure

Anyone who experiences or witnesses’ harassment, bullying, or discrimination is encouraged to report the incident to:

• The President of the Board
• Any Officer or Board Member
• A designated person (if appointed)

Reports may be made verbally or in writing and can be submitted anonymously. All complaints will be taken seriously and handled confidentially, with protection for the person reporting.

V.

Investigation Process

1. Upon receipt of a complaint, an impartial investigation will be initiated promptly.
2. All parties will have the opportunity to present their perspective and provide supporting

information.

1. If the complaint involves a current board member, that individual will be recused from all aspects

of the investigation.

Decisions will be made by the Board (or a person or committee appointed by the Board of Directors) based on the severity, frequency, and impact of the violation, always ensuring due process.

VI. Non-Retaliation Policy

Retaliation against anyone who reports misconduct or participates in an investigation is strictly prohibited. Any retaliatory actions will result in further disciplinary consequences.

VII. Prevention, Education, and Training

• This policy shall be distributed to all members annually and reviewed at the beginning of each

reign or term of office. It shall be part of new member onboarding and orientation.

• • The Court will provide regular education or training sessions to promote awareness, allyship, and

safe organizational culture.

VIII. Enforcement

Violations of this Policy on Harassment, Bullying, and Discrimination shall be treated as violations of the United Court of Austin’s Code of Conduct and are subject to the grievance and disciplinary procedures established in the organization’s governing documents.

Enforcement procedures—including how grievances are submitted, reviewed, and resolved—are detailed in:

• Standard Operating Procedures (SOPs):

o Code of Conduct o Grievance Process and Penalties o Appeals Process

• Bylaws:

o Article V – Membership o Article VII – Removal

Members are encouraged to review these sections to understand the full process for handling violations, including rights to respond, potential penalties, and how appeals are handled. These documents are available by request from the Secretary or Board of Directors.

IX. Affirmation of Values

We affirm that respect, accountability, and inclusion are the cornerstones of our community. We are strongest when we lift one another up, create space for diverse voices, and stand together against harm in all forms. As an organization rooted in advocacy and visibility, The United Court of Austin holds itself to the highest standards of care for every member of our family.

Let this policy be more than words—it is our shared commitment to creating a brave space for all who enter.