Code of Regulations
The Roasters Guild is a trade guild service of the Specialty Coffee Association of America ("SCAA") consisting of individual coffee roasters dedicated to the craft and science of roasting specialty coffee.
The name of the organization is "THE ROASTERS GUILD" (the "Guild").
The Guild shall be administered from the offices of SCAA.
To support the professional coffee roaster and promote the craft of roasting.
To be the voice of the global community of coffee roasting professionals.
The purpose of the Guild is to foster communication and understanding about specialty coffee between roasting professionals.
- Promote QUALITY as the principle standard for success.
- Present the craft and science of coffee roasting as a professional occupation.
- Further roasters' skills and knowledge of any and all aspects related to specialty coffee.
- Encourage interaction and communication between specialty roasters.
- Foster understanding and cooperation among specialty roasters.
- Focus the voice of roasters in representing the specialty coffee industry.
- Recognize roasters that have achieved a high degree of skill and excellence in roasting.
- Advocate linking quality product to quality ethical conduct.
- Utilize the Guild's website, bulletin board, SCAA "Chronicle" Newsletter, Annual Retreat and SCAA's Annual Exposition to achieve the Guild's objects and purposes.
- Maintain a Guild Leadership in the form of an Executive Council that will oversee and guide the Guild, as well as develop new ways to achieve and improve quality.
- Develop Certificate/Accreditation programs in areas of quality, education, and ethical business practices.
- Conduct and facilitate educational opportunities for coffee roasters.
- Develop the "Academy of Roasters" as an honor society within the Guild.
- Coffee roasting shall be an integral part of a member's profession.
- Submit an initial application and pay annual dues.
- Possess a passion for coffee.
- Desire to excel at the craft of roasting.
The Guild shall be managed by an Executive Council, who shall all be members in good standing of the Guild. The Executive Council is the governing body of the Guild and has authority and responsibility for the Guild's supervision, control, and direction, subject to the oversight of SCAA. The Council may delegate assignments and management of projects to any person or group, including a committee, provided the Executive Council retains the responsibility for the action of such person or group and further provided that the Executive Council shall in all cases be responsible for the direction of the Guild, subject to the oversight of SCAA.
- A twelve (12) member Executive Council shall consist of one Chairperson, one Vice-Chairperson, one Secretary/ Treasurer, eight other elected persons and the immediate Past Chairperson, who shall serve in a non-voting capacity.
- All members of the Executive Council shall be members of the Guild, a majority of whom shall be employed by companies in the "Roaster" category of SCAA membership and no two of whom may be employed by the same company or affiliated companies. Council members who are employed by SCAA Roaster members at the time of their election and change their employment to a non-Roaster SCAA member will continue to be deemed Roaster employees for the remainder of their terms. Council members who become employed by the employer of another Council member (or its affiliate) after their election and during their term of office will be allowed to complete their terms.
- Council members serve a two-year term.
- Council members are allowed to serve consecutive terms if so elected.
- Council members may not serve concurrently on another elected position within the SCAA or its affiliates.
- Council members must be employed by an SCAA member company.
A Nominating Committee of four (4) Guild members will be formed and led by the immediate Past Chairperson. The committee will consist of the Past Chairperson, one other person from the Executive Council (who shall not be an officer and who may not be nominated by the committee to become an officer) and 2 others from general membership of the Guild. The Nominating Committee must be approved by the Executive Council.
The committee will be responsible for nominating the candidates for Vice Chairperson, and Secretary/Treasurer for the upcoming term, as well as reviewing Executive Council candidates for eligibility and contacting candidates to ensure they understand the time commitment and other expectations.
Executive Council Member Selection and Election Process
- Once a year there will be a call by the Executive Council for nominations to fill its forthcoming vacancies. Nomination forms with reasonable return deadlines will be sent out to Guild members.
- Members of the Guild may nominate themselves or other Guild members, but all nominations must be turned into the Guild office at SCAA headquarters by the posted deadline.To be eligible for election an individual must be a member of the Guild in good standing and be employed by a company that is a member of SCAA.
- The Nominating Committee shall qualify and list the slate of candidates, with full biographies of each candidate, on the Guild website and send it to all current Guild members in good standing with a ballot. The ballot shall include a candidate ranking system to be used only for breaking ties.
- Guild members shall vote using the approved ballot. Ballots shall be returned no later than the date specified by the Executive Council for the ballot.
- Ballots shall be transmitted to SCAA headquarters, where they will be tabulated by the SCAA staff liaison.
- Vacancies will be filled by the candidates with the highest number of votes, and there shall be no quorum requirement.
- Any voting disputes will be resolved by the Executive Council, whose determination will be final.
- The results shall be announced at the annual Roasters Guild Meeting, and posted on the Guild website.
- Terms of office will begin and end at the annual Roasters Guild Meeting held at the end of the SCAA annual Exposition.
- The Executive Council shall elect from among themselves a Vice Chairperson and Secretary/ Treasurer. The Vice Chairperson shall automatically ascend to the office of Chairperson without further election for the second year following his or her election.
- The Nominating Committee shall nominate one member of the Executive Council for each office.
- Election shall be by sealed written ballots submitted at an Executive Council meeting, and voting for write-in candidates shall be permitted.
- Executive Council members not able to attend this meeting may vote by written proxy given to the Chairperson. Such proxies may direct how they shall be voted or may leave the vote to the discretion of the Chairperson.
- The SCAA staff liaison shall tabulate the votes unless otherwise assigned by the Chairperson.
Each officer shall serve for a term of one (1) year, with the Vice Chairperson serving one year in that office, a second year as Chairperson and a third year as non-voting Past Chairperson.
Officers’ responsibilities include all responsibilities outlined below for Executive Council Members at-large, as well as specific responsibilities per each Officer as follows:
- Organize and lead all Executive Council meetings.
- Organize and lead annual Roasters Guild Membership meeting.
- Attend one SCAA Board Meeting per year, in conjunction with the annual Strategic Leadership Summit
- Prepare an annual report at the end of the service year, to be presented to the SCAA Board of Directors or SCAA Board Liaison(s).
- Represent the Guild to the coffee industry and trade associations.
- Liaise with SCAA Senior Staff to for inclusions in annual SCAA budget and ongoing tracking.
Vice Chairperson responsibilities:
- Organize, maintain and follow up on (manage) all Roasters Guild projects, tasks, retreats, committee projects and other activities.
- Act as facilitator for collaboration and overall workflow of the 3 standing RG Committees: Pathways (Education); Membership & Communications; and Events; emphasizing oversight and reporting from each committee via its Chair.
- Assist the Chairperson as needed and serve as acting Chairperson in his or her absence from a meeting or when required.
- Attend one SCAA Board Meeting per year, in conjunction with the annual Strategic Leadership Summit.
Immediate Past Chair responsibilities:
- Organize and facilitate the annual election of Executive Council members in accordance with the Guild’s Code of Regulations.
- Provide advice and counsel the officers at their discretion
Executive Council Members at Large (8)
Executive Council Members shall commit to the following:
- Service for duration of elected term(s). A full term is two years.
- Attend and participate in monthly Executive Council meetings (online meetings or calls), plus Four (4) in-person events & meetings per year, including:
- Annual Roasters Guild Retreat + Post Event Meeting
- Annual SCAA Event + Post Event Meeting
- Annual SCAA Strategic Leadership Summit
- Annual January Meeting
- At least eight (8) hours volunteer work at the annual SCAA Exposition and/or Guild Retreats.
- Actively participate in a Committee role as outlined below:
Committee Chairs (4)
Committee Chairs will typically have served at least one year of one term. There is no automatic succession from a Committee Vice Chair to a Committee Chair position. Assignments as Committee Chair or Committee Vice Chair positions are at the discretion of the Chairperson.
- Membership & Communications Chair
- Educational Pathways Chair - Chair of Roaster Pathway
- Events Committee Chair
- Sustainability Liaison
Committee Chair responsibilities:
- Coordinate with Committee Vice Chair to convene committee members each year.
- Organize the agenda for, and conduct, monthly committee online meetings/conference calls.
- Report top-line activity in the monthly Executive Council meetings and in-person meetings. Assist Committee Vice Chair with monthly reporting as described below.
- Direct committee strategy and collaborate with other committees according to available resources.
- Host or assist in planning one MDE per year.
Events Committee Chair additional responsibility:
Liaise with SCAA Business Development Manager to identify and engage with Host Countries for Roasters Guild Origin Trips. Coordinate and plan Origin Trips according to annual SCAA Budget
Sustainability Liaison additional responsibility:
As this position is not a Committee Chair per se, the responsibility is to coordinate with SCAA Sustainability Council on activities that intersect between the Sustainability Council and the Roasters Guild. This includes, but is not limited to- liaising with Council members, optionally attending meetings and coordinating the slate of annual Lectures at the SCAA Expo for the Roasters Guild audience.
Committee Vice Chairs (4)
Committee Vice Chairs may include first-year RGEC members. There is no automatic succession from a Committee Vice Chair position to that same Committee Chair position in subsequent years.
- Membership Vice Chair - Membership & Communications Vice Chair
- Communications Vice Chair - Membership & Communications Vice Chair
- Educational Pathways Vice Chair -Liaison to Coffee Taster & Coffee Buyer Pathways
- Events Vice Chair
Committee Vice Chair responsibilities:
1. Membership Vice Chair - Membership & Communications Vice Chair
- Report ongoing committee activity to the Roasters Guild Executive Council Vice Chair following each meeting
- Create annual schedule of member calls and emails. Assign duties (calls & emails) to specific Committee members. Assist with calls and emails as needed.
- Assist Membership & Communications Chair with strategy and other projects as needed
- Attend monthly committee online meetings/conference calls
- Attend all RGEC calls and participate in RGEC activities as the RGEC bylaws dictate
- Fill in for Committee Chair if needed.
- Host or assist in planning at least one MDE per year
2. Communications Vice Chair - Membership & Communications Vice Chair
- Actively manage the Membership & Communications Committee Trello Board
- Regularly review and report on state of RG website regularly, coordinate necessary updates with SCAA staff
- Collaborate with SCAA staff to determine a schedule to participate in trade publications (writing). Assign authors, topics and deadlines, and manage all active ongoing contributions.
- Review and approve all RG articles and publications prior to sending to print
- Assist Chair with strategy and other projects as needed
3. Educational Pathways Vice Chair -Liaison to Coffee Taster & Coffee Buyer Pathways
- Actively manage the Roaster Pathway Trello Board
- Report ongoing Roaster Pathway committee activity to the Roasters Guild Executive Council Vice Chair following each Roaster Pathway meeting
- Review Coffee Taster and Coffee Buyer Pathway Trello Boards, optionally attend CTP and CBP meetings and/or liaise with Chairs of these committees. Include relevant updates in monthly report to Roasters Guild Vice Chair.
4. Events Vice Chair
- Propose and discuss themes for Extract series events during monthly calls (Extract series is updated quarterly)
- Coordinate with Membership & Communication Committee regarding all MDEs happening so that they can be promoted through and to the RG membership.
- Liaise with outside (non-coffee) guilds or communities as needed.
- Must be RG members in good standing. Non-RG members are permitted for committee service, as ex-officio members in special cases, but may not vote
- Attend monthly online committee meetings (calls)
- Host or assist with at least one MDE per year.
Vacancies in Executive Council
In the event an Executive Council seat is vacated, the Executive Council shall, at their sole discretion, leave said seat vacant until the next annual election or elect a replacement for the remainder of the term, provided that at no time shall there be fewer than three (3) members of the Executive Council. Any succeeding or additional Executive Council member shall, upon his or her acceptance of the office, have the same powers, rights, and duties as if originally elected.
Resignation and Removal of Executive Council Members
Any Executive Council member may, by written instrument, resign his or her office. Executive Council members may be removed from office at any time with or without cause upon the vote of two-thirds (2/3) of the Executive Council members then in office.
Creation and Operation of Committees
The Executive Council shall have the power to appoint committees as necessary to further the progress of the Guild's objectives. Said committees shall have the authority to act on behalf of the Guild within the scope of the powers delegated to them. Committee chairs shall make regular written reports to the Executive Council.
SCAA Board Liaison
- An SCAA Board liaison shall be appointed annually by the President of the SCAA.
- The liaison shall be invited to all Executive Council meetings and be copied on all minutes of meetings and conference calls.
- The liaison will be a non-voting member of the Executive Council, with the right to speak at all meetings.
- The liaison will foster communication between the Executive Council and the SCAA Board of Directors.
Meetings of Executive Council
In addition to the Annual Meeting, special meetings of the Executive Council may be called from time to time by the Chairperson or upon the written request of at least one-third (1/3) of the members of the Executive Council. Executive Council members shall be given at least ten (10) days' notice of the annual meeting and at least five (5) days notice of any other meeting. Unless otherwise indicated in the notice thereof, any and all business may be transacted at a meeting of the Executive Council. Attendance by an Executive Council member at a meeting shall constitute a waiver of notice of such meeting, except where an Executive Council member attends for the express purpose of objecting to the transaction of any business because the meeting is not duly called.
Any action which may be taken at a meeting of the Executive Council may be taken without a meeting, if a consent in writing setting forth the action to be taken shall be signed by all of the Executive Council members and filed with the minutes of the proceedings of the meeting, whether done before or after the action so taken. A meeting of the Executive Council may be conducted by telephone conference call if a quorum is present and each of them can hear and be heard by all the other members.
An Executive Council member may, by appropriate written instrument, proxy, or through verbal authority subject to later confirmation, delegate all or any part of his or her powers to another or others of the Executive Council members for purposes of voting on any matter that comes to a vote at meetings. Delegation by appropriate written instrument or proxy shall constitute attendance of a member for purposes of attainment of a quorum at a meeting.
A majority of the Executive Council members in office shall constitute a quorum for the transaction of any business at any meeting of the Executive Council. Once a meeting has begun with a quorum, actions may continue to be taken, despite the departure of any Executive Council members.
Conflicts of Interest
An Executive Council member shall abstain from voting on any question or issue that involves that member personally or a company or other entity in which that member or a member of his or her immediate family is employed or has an ownership interest.
This Code of Regulations may be altered, amended, or repealed and a new Code of Regulations may be adopted by majority vote of a quorum of at least 25% of the regular members, and the approval of SCAA. The vote may be taken by whatever procedure the Executive Council deems appropriate, including open vote at a scheduled meeting, provided that notice of the proposed alteration, amendment, or repeal be contained in the notice of such vote. If the vote is to be taken at a meeting, notice shall be sent to each member no less than 30 days prior to such meeting.
OBLIGATIONS AND COMMITMENTS
Neither the Guild, its Executive Council nor its members may incur any obligations or assume commitments which involve the incurring of monetary liability or charges without the prior express written consent of SCAA.
The fiscal year of the Guild and all of its budgeting shall conform to the fiscal year of the SCAA.
BOOKS AND RECORDS
The Guild, by and through the SCAA, shall prepare and maintain appropriate financial records and shall also keep minutes of the meetings of its Executive Council, committees and membership. Any Council member may inspect such records of the Guild at any reasonable time.
Nominations, ballots and other communications between the Guild and its members and the Executive Committee and its members shall be transmitted by regular mail, e-mail, or other appropriate means approved from time to time by the Executive Council.