[Namron] Financial Policy 2014

KATHRYN GORDON gordon-kathy at att.net
Mon Nov 25 14:00:14 PST 2013


Financial Policy – SCA –
Barony of Namron


Article I. Financial
Policies, Accounts and Financial Committee

Section
1.01 Inclusion of Kingdom and Corporate Financial policies. 

With
the exception of any specific policies spelled out below, all
financial policies of the Barony of Namron follow the Society of
Creative Anachronism and the Kingdom of Ansteorra financial policy
documents.  The most recent versions of these policies are available
on the Kingdom of Ansteorra website via this url (valid as of
11/5/08); http://treasurer.ansteorra.org/documents.php

Section
1.02 Account signatories 

(a) The signatories on the Baronial checking account shall consist of
the following:  the Seneschal, the Exchequer, the Baron or Baroness
(only one), regional exchequer, the kingdom exchequer.

(b)  No two financial committee members shall share the same address
or have a close familial relationship.

( c)  Votes are calculated based on Majority.

(d)  All expenditures (besides annual budget) over $500.00 will need
to be taken to the populace for a vote

Article
II. Annual Budgets

Section
2.01 Pre-approval of budgeted expenses

All expenditures in the annual budget are estimates, not commitments
of approvals, and must be pre-approved prior to any purchase.

Section
2.02 Budget deadlines

(a)
The annual budget for the following year should be approved by
meeting of the financial committee by no later than October 31st. Current officers need to submit a proposed budget.  If the proposed
budget is not accepted, then amendments will need to be  made and the
budget resubmitted.

(b) Final annual budgets are due to Kingdom by November 30th.

Section
2.03 Dedicated Funds

(a)  All dedicated funds shall have a secondary use of reverting back
to the general fund.

(b)  This secondary use shall go into effect only if the primary
purpose of the fund is determined to no longer be a need or not
possible to fulfill.


Article
III.  Expense Reimbursement and advance.

Section
3.01  Expense Reimbursement  

(a)  Non-Budgeted expenses must be reviewed and approved by the
financial committee prior to the funds being spent.

(b)  Baronial funds may not be spent on the say so of  a single
member of the financial committee or officer corp.

( c) Financial Committee approval for non-event related expenses will
expire after 60 days from the date the requester is notified of
approval.  Exceptions may be made by the Exchequer if a good and
sufficient reason is presented for exceeding the 60 day limitation.

Section
3.02 Expense Advancements

(a)  For event related advances you have 21 days from the close of
the event to provide receipts and refund totaling the amount of the
advance.

(b)  For non-event related advances you have up to 60 days from the
date of the advance, but not to exceed 30 days from date of receipt
or invoice to provide receipts and refund totaling the amount of the
advance.

Article
IV. Events

Section
4.01 Event Budget Planning

(a)  A preliminary budget must be submitted with every event bid. 
Upon being awarded an event, each event steward must submit a
complete budget to be approved by the financial committee prior to
any expenditure for that event.

(b)  We should attempt to make a profit on all events.  Even as a
worst-case scenario, event budgets should plan to make a profit
assuming minimum attendance.  These numbers are to be stated in the
event budget.

( c)  Chosen event stewards MUST spend no more than the approved
budget.  Any anticipated overages must be approved by the financial
committee and an adjusted budget approved.

Section
4.02 Multi-Group events

(a)  The financial committee's of both groups must review and approve
the budget for the event.

(b)  One group will be the principal financial group.  The principal
is responsible for all event expenditures and reimbursements checks. 
After the joint event the NET income will be divided amongst the two
groups evenly.  If a NET loss is incurred then the non-principal
group will reimburse the principal group for half the NET loss.

Section
4.03  Gate Policies

(a)  Comp Lists
	1. The comp list for any given event shall include. But is not necessarily limited to:
	1. Every Event
a)  Any reigning Royalty (throughout the Known world) Feast and site are comped
b) One member of the entourage for each Royal attending. site to comped
c)  Any dependent children of any reigning royalty. Feast and site are comped.

2)  Beltane.
Any current Champions (Archery, A&S, Bardic, Thrown Weapons, Brewing, Protector, Rapier) will be comped Feast (if there is
one) and 					site.

3)  Protectorate
Any current Champions (Archery, A&S, Bardic, Thrown Weapons, Brewing, Protector, Rapier)will be comped Feast (if there is one)  and Site. 
(b)	Checks
	1. All checks written to the Barony need to have the signers' valid phone number and driver's license (or state-approved id) number printed or written on the check.
	2. If a check is returned for not-sufficient funds, the Barony reserved the right to refuse that form of payment at future events. There is a processing fee of $25 on ALL returned checks.
( c)	Family Max pricing
	1. The event steward will set the family maximum price as equal to the site fee of three adult site fees unless discussed with seneschal, exchequer and Baron or Baroness prior to the event.
	2. This wording must be placed in all event announcements and be visible at gate:”The family maximum price only covers a maximum of two adult of the same household and their legal minor children
	1. Disputes

	1. Any dispute of gate policies may be appealed to the gate coordinator.
	2. The Exchequer must RECEIVE request for refunds in writing postmarked or e-mailed no later than up to fifteen days before the date of the event, and should include the same information in your request as you included in your registration form.  All requests are processed at the discretion of the Exchequer and the Autocrat, and only for serious situations that would result in someone not attending the Event.  There is a processing fee of $5 on ALL refunds.  All refunds are given by check never by cash.

(III) Important Items to Be Aware Of
Minors (age 17 or under) without parents or court appointed legal guardians will not be admitted.
Pets are not allowed.
Once you leave troll there are no refunds.
Reservations are not transferable
(e)  Receipts will be issued if requested.

Section 4.04 Expense Reimbursements

(a) Only pre-approved event expenditures are eligible for reimbursement. Receipts are required for any reimbursement to be given.

(b)  During an event, the event steward has the authority to
authorize emergency event expenditures, but only to the amount of the
events' previously approved miscellaneous budget.  Expenditures above
that amount can be submitted to the financial committee for approval
on a case-by-case basis.

( c)  All request for reimbursement must be in the hand of the
exchequer within twenty-one days of the last day the event was held.
	1. Clear scans or faxes of receipts are acceptable to meet the reimbursement deadline with prior approval by both the exchequer and seneschal.  In this case, the original receipt must be given to the exchequer by the next business meeting.

(d)  After the reimbursement period has passed, all  non reimbursed
expenses are treated as a donation to the Barony and the full balance
of all advances, less receipts submitted, immediately become a
receivable due to the Barony to be paid by the next official business
or baronial meeting.

	1. In extreme circumstances only, the reimbursement period may be extended by approval of both the seneschal and exchequer.

(e)  Only the seneschal may sign contracts or make business
agreements in the name of the group.  Agreements made by anyone else
will be considered void and non-binding.

(f)  Gas reimbursement for SCA business is allowable with prior
approval and as long as the stated policy in the Chancellor of the
Exchequer Branch Officer's Reference Handbook.

Section 4.05 Prizes

(a) Pass-down prizes for Namron titled competitions are Baronial
assets and the responsibility of the winner until the next
competition.  Original and upkeep costs are expensed as capital, not
event.

(b)  Take-home prizes are event expenses and become the property of
the recipient.

Article V. Financial Audits

Section 5.01 Audit Requests

See Kingdom Law


Approved on October __, 2013

Caterina Giovanni 	(Kirsten Pupek)       	Baroness

Kersten Merilainen (Sara Day)	 	Seneschal

Kathryn atte Unicorn	(Kathryn Gordon) 	Exchequer
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