[Elfsea] Fwd: Elfsea Financial Policy

Mon Jul 24 19:00:01 PDT 2017

There were requests at Moot for copies of the last approved financial
policy. This was mailed on 6/25/2017 just prior to last Moot and was
subsequently approved there. If you have questions, please forward them to
me or the Exchequer.

Caelin on Andrede
Elfsea Seneschal

---------- Forwarded message ----------
From: Baroness of Elfsea via Elfsea <elfsea at lists.ansteorra.org>
Date: Sun, Jun 25, 2017 at 8:40 PM
Subject: [Elfsea] Elfsea Financial Policy
To: Elfsea <elfsea at lists.ansteorra.org>

Greetings,

We will be voting on the updated financial policy at tomorrow night's
populace meeting.  Here is the verbiage for the policy.  I have also
attached the Google doc.

We look forward to seeing everyone tomorrow night.

Cassandra
Baroness

 Elfsea Financial Policy 2017b.docx
<https://docs.google.com/a/elfsea.ansteorra.org/document/d/1CDvSq8PGGM7y1K-XnYIA3a3Y596HngVsb5wOttSF1os/edit?usp=drive_web>

Elfsea Financial Policy

   1.

   Inclusion of Kingdom and Corporate Financial Policy

The Barony of Elfsea adheres to all Society and Kingdom of Ansteorra
Financial Policies with the addition of any specific policies spelled out
below.

   1.

   Finance Committee

   1.

   In addition to those required by Kingdom law the Financial Committee
   shall include one at large member, and one Baronial officer. [Elected
   Positions]

   1.

   The elected committee members will serve a term not to exceed two (2)
   years, in same position.

   1.

   The committee will meet quarterly at a minimum, or more often for
   specified purpose and/or emergency action if requested by the Seneschal or
   Exchequer.

   1.

   Elected Finance Committee members that miss more than two meetings shall
   be reviewed at any official meeting of the officers to determine if removal
   from the Finance Committee is warranted.

   1.

   The Seneschal office must announce any vacancies at the monthly populace
   meeting, via baronial email and publish in the newsletter.

   1.

   The replacement process for vacancies shall be started within 30 days of
   the position being vacated.
   2.

   Nominees for the elected Baronial Officer Representative and the
   At-Large Representative can be submitted by any member of the populace.
   3.

   All submitted names will move forward for vote.

   1.

   The baronial officers, as listed in Attachment A, will elect the
   Baronial Officer (or warrantable Deputy) to serve on the Finance Committee.

   1.

   Election must be conducted during an official officers’ meeting.
   2.

   In the event of a tie vote, an immediate revote will occur within the
   same meeting.
   3.

   In the event of a second tie vote, the populace will vote at the next
   scheduled meeting.

   1.

   Members of the populace shall elect the At-Large Representative, at a
   populace meeting.

   1.

   Budget

   1.

   Each officer should list anticipated expenses for that office for the
   coming year and submit them to the Exchequer for review by the Finance
   Committee prior to the September populace meeting.   If no budget is
   presented, the Finance Committee will assign a budget to that office.

   1.

   The Barony’s yearly budget shall be presented to the populace at the
   September populace meeting and submitted to the Central Region Exchequer by
   October 31st.

   1.

   An acting officer shall have the power to access and spend the funds
   allocated for their assigned office.

   1.

   Expenditures:

   1.

   The populace must approve any unbudgeted expenditure with a total value
   of over $200.00.  This includes one-time expenditures and/or any purchase
   paid by installments.

   1.

   Any expenditure that requires payment in advance must have an invoice
   submitted before payment can be made.

   1.

   Receipts for out-of-pocket, non-event expenses must be submitted within
   two populace meetings (maximum 60 days) from the date of purchase or the
   expenses.

   1.

   All expenditures (budgeted and unbudgeted) will require the advance
   completion of either the Check Advance or Check Request form.
   1.

      Budgeted expenditures require approval of the Exchequer
      2.

      Expenditures without prior approval must be approved by the
      Exchequer, Seneschal, and 2 other members of the finance
committee, and may
      not be reimbursed at a percentage higher than Kingdom policy.

   1.

   Cash Receipts:

   1.

   Gate receipts will be deposited into the baronial account within five
   business days of the end of the event.

   1.

   Any other receipts totaling more than $50 must be deposited no later
   than 14 calendar days after receipt. Cash receipts less than $50 must be
   deposited within 30 calendar days of receipt.

   1.

   Event Bid Process:

   1.

   All bids must contain the following information and must adhere to
   Baronial, Kingdom and Society laws.

   1.

   Basic budget for the event must include, but is not limited to, site,
   porta-johns, prizes, mailings, site tokens, feast/food, and miscellaneous
   anticipated items.

   1.

   Additionally, the bid must include:

   1.

   Event Steward’s SCA or mundane resume.  A brief note about history or
   qualifications will suffice.
   2.

   A copy of the contract or quote from planned site. The Finance Committee
   may provide exemption from this requirement by majority vote.
   3.

   Basic idea of event related to theme, contests, food, children’s
   activities, and other plans for the event.
   4.

   Description of any Baronial Championships to be decided at the event.
   5.

   Individuals who may receive complimentary admission with proof of
   membership:

King of Ansteorra +1

Queen of Ansteorra +1

Prince of Ansteorra +1

Princess of Ansteorra +1

Baron of Elfsea

Baroness of Elfsea

Current Bardic Champion

Current Artisan Champion

Current Rapier Champion

Current Archery Champion

Current Chivalric Champion

   1.

   The Finance Committee must determine financial viability of all event
   bids and approve forwarding to populace.

   1.

   All viable bids shall be presented together to the populace at the next
   scheduled meeting. A vote of 51% majority will approve the event bid.

   1.

   Bids are to be presented by the person submitting the bid or by the
   office of the Seneschal.

   1.

   Requests for reimbursements for event purchases must be turned in to the
   Exchequer no later than five (5) days after the event ends in order for the
   event report to be prepared and submitted on time.

   1.

   Joint events will be subject to all regional financial policies, with
   baronial representation.

   1.

   A family for the purposes of Family max, if offered at an event, is
   defined as up to 2 adults and children under 18 residing at the same
   residence. Feasts, if not included in the base price, are not subject to a
   family max.

j. Gate Reconciliation

   i. Gate will be reconciled at the end of each gate shift

   ii. Final accounting and reconciling of the Gate shift sign-in sheets
and money envelopes will be the responsibility of the exchequer or their
appointed deputy and the person running gate. If these two people are
related or resides in the same household, then a suitable second person
will be chosen before the event begins.

   1.

   Dedicated Funds:

a. At the time of donation, any donor of dedicated funds may specify a
period the funds may exist unused and a disposition after that time.

b. Lacking direction by the donor, the Financial Committee may transfer
Dedicated Funds back to the General Fund if there has been no activity
within a two-year period or the need no longer exists

   1.

   Assets:

   1.

   The baronial physical assets will be stored under the supervision of the
   Baronial Chamberlain.

   1.

   An inventory of all baronial property will be conducted not less than
   once a year and a copy of the inventory listing will be forwarded as
   required by Kingdom law.

   1.

   Property disposal

   1.

   Property disposition shall be determined by the finance committee. Any
   item with a value of more than 200 dollars shall require a populous vote to
   approve the finance committee’s method of disposal.

ii.  Artisan donations that do not have a letter of disposal shall be
subject to the property disposal rules.

   1.

   The inventory list will be provided to any member who requests a copy.

   1.

   Reporting Requirements/Schedule:

   1.

   The office of the Exchequer must provide all monthly/quarterly reports
   and doomsday to Seneschal, Baron and Baroness by the date due to Kingdom
   officers.

   1.

   The office of the Exchequer will submit the Budget for the upcoming
   calendar year to the Central Region Exchequer no later than October 31st.

   1.

   Miscellaneous:

   1.

   The Barony shall loan funds or property only to SCA, Inc. and its
   subsidiaries.

   1.

   Prior to lending or borrowing funds or property, the Barony will have,
   in writing, the method of repayment, liability, and profit disbursement
   available for review by any member of the populace.

   1.

   The Financial Policy will be reviewed by the officers at an officers
   meeting. Changes must be approved, by populace majority vote, at a populace
   meeting prior to July 31st.

   1.

   The approved Financial Policy shall then be submitted to the Central
   Region Exchequer no later than July 31st of each year.

ATTACHMENT A:   LIST OF ELFSEA BARONIAL OFFICERS

   1.

   Seneschal
   2.

   Exchequer
   3.

   Nautilus Pursuivant
   4.

   Hospitaler
   5.

   Knight Marshal
   6.

   Rapier Marshal
   7.

   Archery Marshal
   8.

   Minister of Arts & Sciences
   9.

   Chronicler
   10.

   Minister of Children
   11.

   Chamberlain
   12.

   Historian
   13.

   Web Minister

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