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Title 3 — Clerks

Clerks are the neutral, non-voting procedural operators of NAP 9.
They do not deliberate, do not judge outcomes, and do not represent the interests of any alliance.
Their sole mandate is to manage the governance machinery so the Council may deliberate without interference.

No Clerk may be an R5, a Voting Representative, or hold any role that compromises neutrality.

Definitions Table​

The following terms are used throughout Title 3 and carry the meanings defined below.

TermDefinition
ClerkA neutral, non-voting administrator responsible for managing evidence, cases, vote windows, records, and procedural compliance.
CaseA formally logged incident containing evidence, timestamps, notes, and related procedural materials requiring Council adjudication.
Case IDA unique identifier assigned by a Clerk for tracking and referencing cases in logs and archives.
Case LogThe official record channel in which Clerks post cases, updates, vote openings, and certification notices.
CertificationThe Clerk’s formal declaration that a vote has concluded, quorum has been met, and results are accurate and binding.
Evidence ValidationThe process by which Clerks confirm that submitted evidence meets formatting, clarity, and authenticity standards.
Procedural MotionA request—made by a Clerk or Council member—to clarify, correct, or enforce governance procedure, separate from case deliberation.
ArchiveThe structured collection of all past cases, appeals, amendments, and records maintained by Clerks.
SuspensionA temporary removal of all Clerk authority pending review or investigation.
RemovalA Council action permanently terminating a Clerk’s term for cause.
Temporary ClerkA short-term procedural operator elected during emergencies when no Clerk is available.
Enforcement TrackingThe Clerk’s responsibility to ensure alliances comply with penalties or rulings enacted by the Council.
Vote WindowThe designated period during which Council members may cast votes for a given case or motion.
Impartiality StatementA written declaration submitted during applications affirming neutrality and disclosing conflicts.
Term of ServiceThe 90-day period during which a Clerk holds authority unless removed or suspended.

Article I — Responsibilities​

Purpose

Clerks ensure the accuracy, order, and procedural integrity of all NAP 9 operations. They do not influence outcomes.

Section 1 — Procedural Duties​

Clerks shall:

  1. Validate evidence for completeness, clarity, and format, and request corrections when necessary.
  2. Assign Case IDs, timestamp submissions, and post case records to the official #case-log.
  3. Open and close voting windows, including Emergency votes, according to formal timing rules.
  4. Record, tally, and certify votes, ensuring quorum, correctness, and adherence to all eligibility rules.
  5. Maintain the governance archive, including:
    • case files
    • penalty decisions
    • appeals
    • amendments
    • procedural motions
  6. Track enforcement, pinging relevant alliances to confirm compliance with penalties, reversals, and land-related orders.
  7. Answer procedural questions only, never advising on outcomes, arguments, or political positions.
  8. Ensure neutrality, refraining from any discussion intended to influence a Council vote.

Section 2 — Prohibited Actions​

A Clerk must not:

  • Offer strategic, political, or outcome-oriented recommendations.
  • Alter evidence except for formatting or legibility (with transparency).
  • Delay or accelerate votes for strategic reasons.
  • Engage in advocacy on behalf of any alliance.
  • Withhold case files or vote records.
  • Execute actions not explicitly authorized by this Title or by a Council-approved motion.

Article II — Eligibility​

Section 1 — Minimum Requirements​

An applicant for Clerk must:

  • Be a member of a NAP 9 alliance but not an R5, Voting Representative, or Council Alternate.
  • Not share an alliance with any sitting Clerk.
  • Have no penalties in the last thirty (30) days.
  • Behave reliably with reasonable impartiality.
  • Be literate in Discord usage, including file handling, timestamps, and channel navigation.
  • Be capable of responding promptly during active cases.

Section 2 — Conflict Eligibility Rules​

A person is ineligible to serve as a Clerk if they:

  • Frequently act as a diplomat or spokesperson for their alliance.
  • Are currently involved in any active case.
  • Have a history of evidence tampering, procedural abuse, or disruptive conduct.
  • Are unable to maintain consistent activity.

Article III — Appointment​

Section 1 — Announcement​

When a Clerk seat becomes vacant, Clerks and/or Council shall issue a public announcement in both the NAP Discord and the 1866 Discord.

Section 2 — Application Requirements​

Applicants must submit:

  • In-Game Name (IGN)
  • Alliance and role
  • Brief experience summary relevant to administrative or procedural work
  • A written impartiality statement affirming neutrality
  • Disclosure of any potential conflicts of interest

Section 3 — Screening and Conflict Checks​

  • Clerks may conduct informal checks or brief interviews.
  • R5s may optionally raise objections if conflicts exist.
  • Objections do not disqualify applicants but must be disclosed to the Council.

Section 4 — Voting Procedure​

Clerk appointments occur through a two-phase vote:

  1. Screening Vote (16 hours) — Simple Majority passes candidates to the final ballot.
  2. Final Vote (24 hours) — Simple Majority seats candidates.

Seats are filled in descending vote total order until the Clerk body reaches three (3) members.

Ties are resolved by a runoff vote lasting 8 hours.

Article IV — Term, Suspension, and Removal​

Section 1 — Term of Service​

Each Clerk serves a 90-day term.
Clerks may seek reappointment.

Section 2 — Grounds for Removal​

A Clerk may be removed by Simple Majority of the Council for:

  • Missing three (3) case actions within a 14-day window
  • Evidence tampering or misrepresentation
  • Abuse of Clerk authority
  • Becoming R5 or otherwise gaining a conflicting role
  • Sharing an alliance with another Clerk
  • Demonstrated loss of neutrality
  • Chronic unresponsiveness

Section 3 — Suspension​

  • Clerks under investigation for procedural violations may be suspended.
  • A suspended Clerk may not perform any Clerk duties.
  • Suspension does not end the term unless removal is later confirmed.

Section 4 — Vacancies​

If a Clerk seat becomes vacant, a new Clerk appointment process must begin within 48 hours.

Article V — Emergency Coverage​

Section 1 — Activation Conditions​

If no Clerk responds to an urgent matter within four (4) consecutive hours, the Council may initiate an:

Emergency Temporary Clerk Vote (8-hour vote window)

Section 2 — Powers of a Temporary Clerk​

A Temporary Clerk may:

  • Create and log case files
  • Validate evidence
  • Assign Case IDs
  • Open and close voting windows

A Temporary Clerk may not:

  • Archive cases
  • Manage appeals
  • Modify policy, procedure, or timelines
  • Act beyond the explicit scope defined in the vote text

Section 3 — Duration​

Temporary Clerk authority ends immediately when:

  • A permanent Clerk becomes active, or
  • The emergency case concludes

Whichever occurs first.

Last amended by Council vote [not amended].