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If anyone would like to comment on the proposed financial policies of the Kingdom, see below (I know you policy nuts are out there - you can't hide from me!) Comments are due by July 5th directly to ae.exchequer@aethelmearc.org.<br><br>In Levitate et Caritate,<br>~Hilda, Seneschale<br><br><div><div id="SkyDrivePlaceholder"></div>> From: thlkat@hotmail.com<br>> To: Announcements@aethelmearc.org<br>> Date: Tue, 5 Jun 2012 01:04:01 -0400<br>> Subject: [SCA-AE] ANNOUNCE: Proposed changes to Kingdom Financial Policies<br>> <br>> Keywords: AEnnouncements<br>> ________________________________________________________________________<br>> Announcements@aethelmearc.org for announcements only.<br>> Replies and questions are sent to discussion@aethelmearc.org<br>> or directly to the person making the announcement.<br>> ________________________________________________________________________<br>> The following are the proposed changes to the Financial Policies for the <br>> Kingdom of Aethelmearc. Commentary will be accepted by the Kingdom <br>> Financial Committee until July 5, 2012. Please send commentary to <br>> ae.exchequer@aethelmearc.org. If you are commenting on the list, please <br>> keep only the relevant passage in your email reply as the document is VERY <br>> large.<br>> <br>> Kateryna<br>> <br>> <br>> FINANCIAL POLICIES OF ÆTHELMEARC<br>> <br>> <br>> <br>> Approved 6/30/99, revised 8/13/00 and 10/19/00, Reapproved by BoD 12/00, <br>> Revised January 2002, Revised March 2005, Reapproved by the BoD April 2005, <br>> Revised May 2006, Reapproved by the BoD June 2006, Combined and BOD Approved <br>> October 20, 2007.<br>> <br>> <br>> <br>> Proposed changes for June 2012<br>> <br>> <br>> <br>> I. Establishment of Financial Policies<br>> <br>> <br>> <br>> I-100 The Financial Policies of the Kingdom of Æthelmearc may <br>> be modified by the Chancellor of the Exchequer after consultation with the <br>> Financial Committee. Changes to Financial Policies take effect after they <br>> have been approved by the Board of Directors and published in the Kingdom <br>> newsletter.<br>> <br>> <br>> <br>> II. Financial Committee<br>> <br>> <br>> <br>> II-100 The following offices hold a position and one vote on <br>> the Financial Committee:<br>> <br>> · The Crown<br>> <br>> · The Kingdom Seneschal<br>> <br>> · The Chancellor of the Exchequer<br>> <br>> · The Kingdom Chronicler<br>> <br>> · The Kingdom Herald.<br>> <br>> <br>> <br>> The Heirs hold a non-voting seat. Unless otherwise specified, a majority <br>> vote of the Financial Committee is sufficient to carry any decision<br>> <br>> <br>> <br>> II-200 Should a Financial Committee member be in a position to <br>> directly benefit from a Financial Committee decision, he or she shall recuse <br>> him or herself from voting on that matter. An alternate Kingdom Officer <br>> shall stand in that Financial Committee member‘s place for voting only on <br>> the matter that poses a conflict of interest.<br>> <br>> <br>> <br>> Alternate Kingdom Officers shall be selected in this order, depending upon <br>> their ability to serve in this capacity:<br>> <br>> · 1st – Earl Marshal<br>> <br>> · 2nd – Arts and Sciences Minister<br>> <br>> · 3rd – Chatelaine<br>> <br>> · 4th – Minister of the Lists.<br>> <br>> <br>> <br>> II-300 The Financial Committee is responsible for creating and <br>> approving a yearly budget. Additions and modifications to the budget must <br>> be made by a vote of the Financial Committee. Any additions or modifications <br>> to the budget of $500 or more must be brought to Curia Regis for discussion.<br>> <br>> <br>> <br>> II-400 The Financial Committee shall be responsible for <br>> approving unbudgeted reimbursements or cash advances for amounts greater <br>> than $75 (see section V-100). Any unbudgeted expenses request should be <br>> submitted to the Chancellor of the Exchequer with sufficient time to allow <br>> the Financial Committee to review and vote.<br>> <br>> <br>> <br>> II-500 The Financial Committee shall approve the creation of <br>> any special purpose funds held by the Kingdom.<br>> <br>> <br>> <br>> II-600 The Kingdom Financial Committee shall work in concert <br>> with the Kingdom Chamberlain on acquiring or accepting any bid requests for <br>> Kingdom property. All bids shall be submitted to the Financial Committee for <br>> review and selection. Upon selection of a bid, the Chamberlain shall notify <br>> the persons submitting bids of the results and coordinate the purchase of <br>> the approved item. All receipts for the approved purchase shall be submitted <br>> to the Chancellor of the Exchequer and reviewed against the approved bid.<br>> <br>> <br>> <br>> II-700 Summary reports of the actions of the Financial <br>> Committee will be submitted by the Kingdom Seneschal for publication in the <br>> next possible issue of the Kingdom newsletter.<br>> <br>> <br>> <br>> III. Chancellor of the Exchequer<br>> <br>> <br>> <br>> In addition to those functions set forth in Corpora, Society Financial <br>> Policy, and Article V of the Laws of Æthelmearc, the Chancellor of the <br>> Exchequer shall perform the following duties:<br>> <br>> <br>> <br>> III-100 The Chancellor of the Exchequer shall hold the Kingdom’s <br>> bank accounts in the name of the SCA, Inc., Kingdom of Æthelmearc and make <br>> appropriate transactions as required.<br>> <br>> <br>> <br>> III-200 The Chancellor of the Exchequer shall maintain all the <br>> financial records and reports for the Kingdom and report to the Curia Regis <br>> on a regular basis.<br>> <br>> <br>> <br>> III-300 The Chancellor of the Exchequer shall maintain a list of <br>> any Special Purpose Funds held by the Kingdom.<br>> <br>> <br>> <br>> III-400 The Chancellor of the Exchequer shall be responsible for <br>> approving and reimbursing:<br>> <br>> · documented unbudgeted requests up to $75.00 per request<br>> <br>> · documented expenses or cash advances for budgeted items<br>> <br>> · documented disbursements of Special Purpose funds for any amount <br>> up to the limit of the Special Purpose fund<br>> <br>> <br>> <br>> III-500 The Chancellor of the Exchequer shall ensure that the <br>> policies and procedures set forth by the Society Financial Policy are <br>> followed within the Kingdom of Æthelmearc.<br>> <br>> <br>> <br>> III-600 The Chancellor of the Exchequer shall publish the <br>> current budget and the preceding year’s approved the Balance Sheet and <br>> Income Statement annually in the Kingdom Newsletter.<br>> <br>> <br>> <br>> III-700 The Chancellor of the Exchequer shall ensure the <br>> collection of NMS fees at events and forward the monies to the Corporate <br>> Office on a quarterly basis.<br>> <br>> <br>> <br>> <br>> <br>> IV: Special Purpose Funds<br>> <br>> <br>> <br>> IV-100 Chancellor of the Exchequer shall maintain a list of <br>> special purpose funds, including their purpose, duration, and any <br>> restrictions on the funds. If not otherwise designated, a special purpose <br>> fund shall, at the end of its useful life, be reallocated to the Æthelmearc <br>> General Fund. The list of special funds shall be available upon request.<br>> <br>> <br>> <br>> IV-200 Restricted Funds: A restricted fund is a special purpose <br>> fund donated with an explicit purpose detailed in writing at the time of the <br>> donation. Restricted funds may never be used for any other purpose unless <br>> written permission is given by the donor. These funds must be accounted for <br>> until they are exhausted or permission is given by the donor to use for <br>> another purpose.<br>> <br>> <br>> <br>> IV-300 Dedicated Funds: A dedicated fund is a special purpose <br>> fund donated or allocated for a specific use identified in the Kingdom <br>> budget. Unless specified in writing, all donations received for a specific <br>> purpose are considered dedicated funds and not restricted funds. If <br>> necessary, dedicated funds may be reallocated by the Financial Committee.<br>> <br>> <br>> <br>> IV-400 Officer Sponsorship Funds: Officer Sponsorship funds are <br>> special purpose funds held by the Kingdom for use by a specific Kingdom <br>> office designated at the time of donation. Kingdom Officers may solicit <br>> sponsorship from local groups or hold fundraisers for officer sponsorship <br>> funds. The Chancellor of the Exchequer must be notified in advance of any <br>> fundraisers. Funds transferred to the Kingdom for officer sponsorship should <br>> be accompanied by a Within Æthelmearc Transfer Form identifying the office <br>> being sponsored. Officers may request reimbursements for any amount up to <br>> the limit of the fund.<br>> <br>> <br>> <br>> <br>> <br>> V: Reimbursement Procedures, General<br>> <br>> <br>> <br>> V-100 Receipts for reimbursement must be submitted within 90 <br>> days from the date the expense was incurred. After that date, they will be <br>> ineligible for reimbursement. Reimbursement is not guaranteed unless there <br>> was pre-approval for the expense.<br>> <br>> <br>> <br>> V-200 The Chancellor of the Exchequer reserves the right to <br>> refuse any receipts deemed improper for submission. Denied reimbursement <br>> request may be appealed to the Kingdom Financial Committee.<br>> <br>> <br>> <br>> V-300 Purchases TOBACCO will not be reimbursed under any <br>> circumstances. Reimbursement for small quantities of potable alcohol, used <br>> solely in cooking (so the alcohol is cooked off), are allowed.<br>> <br>> <br>> <br>> V-400 Expenses for closed meetings and parties, including any <br>> gathering that is not open to the full populace, will not be reimbursed. <br>> While fund raising is allowed to fund such gatherings, this fundraising may <br>> not be done by an SCA officer in their official capacity or by an SCA group, <br>> and the money cannot be held in an SCA account.<br>> <br>> <br>> <br>> V-500 Money for gifts, including special meals for Royalty, will <br>> not be reimbursed.<br>> <br>> <br>> <br>> V-600 Reimbursement requests: Any request for reimbursement must <br>> be sent to the Chancellor of the Exchequer and accompanied by the <br>> Reimbursement Form and proper receipts within 90 days of the purchase. Any <br>> approved reimbursements shall be made within 30 days of the request for <br>> reimbursement. Notification of denial of reimbursement must be provided by <br>> the Chancellor of the Exchequer to the requester within 30 days of the <br>> request. Appeals must be filed with the Kingdom Financial Committee within <br>> 30 days of a denied reimbursement.<br>> <br>> <br>> <br>> V-700 Cash advances: Cash advances may be requested in writing <br>> with a Reimbursement Form sent to the Chancellor of the Exchequer for <br>> approved purchases up to 30 days prior to the purchase of an item. Receipts <br>> and any cash remaining must be submitted to the Chancellor of the Exchequer <br>> within 60 days of the purchase. Failure to submit any receipts or unused <br>> funds within 90 days of the issuance of the advance will be considered <br>> personal income and will be reported to the IRS.<br>> <br>> <br>> <br>> VI: Reimbursement Procedures, Kingdom Officers<br>> <br>> <br>> <br>> VI-100 Kingdom Officers may be reimbursed for printing, postage, <br>> office and printer supplies, and publications necessary for the performance <br>> of their office. A reimbursement request form and proper receipts are <br>> required for reimbursements. Cash advances may be requested on an exception <br>> basis.<br>> <br>> <br>> <br>> VI-200 Travel Expenses: Kingdom Officers may be reimbursed for <br>> travel expenses to Kingdom level events when prior approval is granted by <br>> the Kingdom Financial Committee. Reimbursable travel expenses include gas <br>> and tolls for any event further than 25 miles one way from the Officers’ <br>> home, and food and lodging for any event further than 100 miles one way.<br>> <br>> <br>> <br>> For the purposes of travel reimbursement, the following Officers are <br>> considered to be required to attend the following events:<br>> <br>> · Seneschal: Curiae, Crown tournaments, and Coronations<br>> <br>> · Earl Marshal: Crown tournaments and Coronations<br>> <br>> · MOL: Crown tournaments and Coronations<br>> <br>> <br>> <br>> Officers may petition the Kingdom Financial Committee for reimbursement to <br>> additional events where Kingdom business must be conducted on an as needed <br>> basis and with prior approval.<br>> <br>> <br>> <br>> VI-300 Silver Buccle Herald: The Kingdom Herald will be <br>> reimbursed for travel to events as requested by the Crown, following regular <br>> officer travel limits regarding mileage. The total reimbursement for the <br>> year shall not exceed $1000.00 and may be lowered in the allowance set forth <br>> in the Kingdom Budget. If the Royalty chooses to utilize a Herald other than <br>> the Kingdom Herald or the Kingdom Herald cannot attend, no Herald travel <br>> will be reimbursed for that event.<br>> <br>> <br>> <br>> VI-400 Symposia: Officers may request reimbursement of travel and <br>> hotel expenses to attend society-level officer symposia or meetings by <br>> notifying the Chancellor of the Exchequer, following regular officer travel <br>> limits regarding mileage. Officers who do not notify the Chancellor of the <br>> Exchequer in advance are not guaranteed reimbursement for symposia-related <br>> expenses.<br>> <br>> <br>> <br>> VI-500 Groups are allowed to reimburse any Kingdom level Officer <br>> for legitimate office or travel expenses to that Branch from branch funds by <br>> following the Reimbursement Procedures, General, and with the appropriate <br>> receipts. Reimbursement must be in the form of check only, not cash.<br>> <br>> <br>> <br>> VII: Reimbursement Procedures, Royalty<br>> <br>> <br>> <br>> VII-100 Office: As per Kingdom Officers, Royalty may be <br>> reimbursed for expenses related to the maintenance of their office. (see <br>> section VI-100)<br>> <br>> <br>> <br>> VII-200 Travel: Royalty may be reimbursed for travel expenses to <br>> events from their Royal Travel Fund. The Royal Travel Fund is established <br>> for travel only. It shall not exceed $2000.00 per Reign and may be lowered <br>> in the Kingdom Budget. Funds donated in support of the Royal Travel Fund <br>> for a Reign will increase the reimbursable amount allowed in that Reign.<br>> <br>> <br>> <br>> Reimbursable travel expenses include gas and tolls for any event further <br>> than 25 miles one way from the Royals’ home, and food and lodging for any <br>> event further than 100 miles one way. No more than 30% of the Royal Travel <br>> Fund may be used for reimbursement of expenses to events outside of <br>> Æthelmearc. Any special funds above the $2000 limit, raised for specific <br>> Royalty, are exempted from the in-Kingdom travel rule.<br>> <br>> <br>> <br>> The Royal Travel Fund may be accessed by the Heirs from the event after the <br>> Crown Tournament where they are invested until they step down from the <br>> Thrones.<br>> <br>> <br>> <br>> VII-300 Additional monies may be raised for the Royal Travel Fund. <br>> Any such funds raised must be held in the Kingdom bank account, and will be <br>> made available for the current King and Queen unless otherwise noted on the <br>> check. Any monies left after the Royal couple step down will be rolled over <br>> into the General Fund.<br>> <br>> <br>> <br>> VII-400 Pennsic Reimbursement: The King, Queen, Crown Prince, and <br>> Crown Princess may be reimbursed for Pennsic gate fees upon request and with <br>> a valid receipt.<br>> <br>> <br>> <br>> VII-500 Groups are allowed to reimburse the Royalty for legitimate <br>> travel expenses to that Branch from branch funds by following the <br>> Reimbursement Procedures, General, and with the appropriate receipts. <br>> Reimbursement must be in the form of check only, not cash.<br>> <br>> <br>> <br>> VII-600 Royalty may not be reimbursed for anything retained by the <br>> Royal Couple after they step down.<br>> <br>> <br>> <br>> VIII. Regalia and Kingdom Property<br>> <br>> <br>> <br>> VIII-100 Any persons maintaining pieces of regalia or other Kingdom <br>> property shall be responsible for the items in their possession. In the <br>> event of damage to or loss of the items, the person responsible for the <br>> damage or loss must reimburse the Kingdom at replacement cost, or provide a <br>> replacement of like kind and quality. This reimbursement/replacement <br>> requirement does not apply to damage due to normal usage.<br>> <br>> <br>> <br>> Reimbursements for travel and other expenses may be held to off-set the cost <br>> of repairing or replacing regalia and other Kingdom property that is lost or <br>> damaged through abuse or neglect.<br>> <br>> <br>> <br>> IX. Accounts Held within the Kingdom<br>> <br>> <br>> <br>> IX-100 All persons maintaining accounts in the name of the <br>> Kingdom or its groups shall be responsible for the maintenance and reporting <br>> on those accounts to the Chancellor of the Exchequer.<br>> <br>> <br>> <br>> IX-200 The Silver Buccle Herald’s office will maintain a separate <br>> account and must report quarterly to the appropriate exchequer as well as to <br>> Silver Buccle Herald to reconcile their submission monies. No other Kingdom <br>> Officer will maintain an SCA bank account unless the Chancellor of the <br>> Exchequer grants a variance.<br>> <br>> <br>> <br>> IX-300 Established branches shall maintain individual accounts <br>> for the purpose of conducting the business of the local group. All branch <br>> accounts shall have as one of the signers the Chancellor of the Exchequer or <br>> a Kingdom designated deputy. It is the responsibility of the branch <br>> seneschal to ensure that branch financial reports are completed; failure to <br>> do so is grounds for financial suspension of the branch.<br>> <br>> <br>> <br>> IX-400 Incipient Branches, Cantons and Riders may have their <br>> funds held by a Sponsoring group as dedicated funds for their use. Incipient <br>> Branch exchequers shall work with the Sponsoring Branch exchequer to ensure <br>> all reports are filed in a timely fashion.<br>> <br>> <br>> <br>> <br>> <br>> X. Branch Financial Management<br>> <br>> <br>> <br>> X-100 Each branch must form a Financial Committee and have a <br>> written financial policy on file with the Chancellor of the Exchequer. Every <br>> Financial Committee must include the group’s warranted Seneschal, warranted <br>> exchequer, and at least one additional paid member of the group.<br>> <br>> <br>> <br>> X-200 When changing exchequers, signatures on the bank account <br>> must be reviewed and changed as required.<br>> <br>> <br>> <br>> X-300 The Chancellor of the Exchequer reserves the right and <br>> responsibility to remove any exchequer from office should it be required.<br>> <br>> <br>> <br>> XI. Branch Financial Reporting<br>> <br>> <br>> <br>> Any report that is 30 days late is grounds for financial suspension.<br>> <br>> <br>> <br>> XI-100 Year End Reports: All exchequers of the Kingdom must <br>> submit a complete financial year-end report to the Chancellor of the <br>> Exchequer by January 31st. Both the group’s exchequer and seneschal are <br>> required to sign the report and maintain a copy for 7 years. The year-end <br>> report must be made available to the group.<br>> <br>> <br>> <br>> The year-end report must contain:<br>> <br>> · The SCA Financial Report for the group<br>> <br>> · A copy of the check register for the year<br>> <br>> · Copies of the bank statements for the year<br>> <br>> · Cash reconciliation records<br>> <br>> · Event Financial Forms for the year<br>> <br>> · All Transfer Records<br>> <br>> · Signatures of both the Exchequer and Seneschal on the Income <br>> Statement, Balance Sheet, and any cash reconciliations worksheets<br>> <br>> <br>> <br>> Any group that has no assets may file a Negative Report form as their <br>> complete financial report. Incipient groups should file their complete <br>> financial report in conjunction with their sponsoring group.<br>> <br>> <br>> <br>> XI-200 First, Second and Third Quarter Reports: For the first <br>> three quarters of year, a quarterly report may be filed electronically with <br>> the Regional Exchequer and the Chancellor of the Exchequer. An electronic <br>> copy will be consider signed, when sent by the Branch Exchequer to the <br>> Chancellor of the Exchequer, Regional Exchequer, and Branch Seneschal, and <br>> the Branch Seneschal replies all that they validate the information <br>> contained in the report. A signed paper copy may be sent to the Regional <br>> Exchequer in place of an electronically filed quarterly report.<br>> <br>> <br>> <br>> Quarterly reports must include:<br>> <br>> · The SCA Financial Report for the group<br>> <br>> · A copy of the check register for the year to date<br>> <br>> · Copies of the bank statements for the quarter<br>> <br>> · Cash reconciliation records<br>> <br>> · Event Financial Forms for the quarter<br>> <br>> · A listing of all Transfer Records<br>> <br>> <br>> <br>> The deadlines for quarterly reports are as follows:<br>> <br>> · 1st Quarter Report - April 30th<br>> <br>> · 2nd Quarter Report - July 31st<br>> <br>> · 3rd Quarter Report – October 31st<br>> <br>> <br>> <br>> XI-300 Event Reports: The Non-Member Surcharge (NMS) must be <br>> mailed to the NMS Deputy within 15 days following the conclusion of an <br>> event. All checks must be accompanied by a Within Æthelmearc Transfer Form.<br>> <br>> <br>> <br>> Event reports are due to the Regional Exchequer within 30 days of the event.<br>> <br>> <br>> <br>> Original event records must be retained by the branch exchequer for 7 years.<br>> <br>> <br>> <br>> XI-400 Branch exchequers are responsible for filing all financial <br>> reports for their group. Failure to abide by Society policy and procedures <br>> is grounds for a Groups’ suspension.<br>> <br>> <br>> <br>> XII. Events<br>> <br>> <br>> <br>> XII-100 Gate Fees: Gate fees for an event shall be accepted in the <br>> form of cash, a check, or ACCEPS where applicable. Checks shall be <br>> deposited in the branch account according to the time limits as set forth in <br>> Society Financial Policy. A branch can only guarantee reservations which <br>> are prepaid.<br>> <br>> <br>> <br>> · All checks for groups within Pennsylvania, including the Kingdom <br>> account and the Silver Buccle Herald, shall be made payable to "SCA Inc., <br>> branch name".<br>> <br>> <br>> <br>> · All checks for groups within West Virginia shall be made payable <br>> to "SCA WV Inc., branch name".<br>> <br>> <br>> <br>> · All checks for groups within New York shall be made payable to <br>> "SCA NY Inc., branch name".<br>> <br>> <br>> <br>> XII-200 Gate Procedures: Anyone who serves as gate staff must be a <br>> paid member of the Society and be acceptable to the branch Seneschal and <br>> Exchequer. No minors working as gate staff may handle cash.<br>> <br>> <br>> <br>> When gate closes, the funds shall be collected by the branch Exchequer or <br>> designated representative and the troll sheets and cash box sign-in sheets <br>> shall be collected by the branch Seneschal or Event Autocrat and must leave <br>> site separately. Once the deposit has been made and the deposit receipt <br>> verified, the sign-in sheets and troll sheets shall be returned to the <br>> branch Exchequer.<br>> <br>> <br>> <br>> XII-300 Starter cash funds: The starter cash funds used to make <br>> change for the gate shall be withdrawn from the branch account by a check <br>> written to an individual in charge of troll. At the end of the event, the <br>> amount withdrawn for starter cash funds should be deposited back to the <br>> branch account on a separate deposit from the event proceeds.<br>> <br>> <br>> <br>> XII-400 Event Proceeds: All event proceeds must be deposited in <br>> the appropriate account within one week of the end of the event. All <br>> pre-registration must be deposited one week prior to the event, at the <br>> latest. Any pre-registration received in the week prior to the event should <br>> be deposited with the gate proceeds.<br>> <br>> <br>> <br>> XII-500 No expense receipts should ever be reimbursed from the <br>> cash box at events. All event expenses must be paid by check with a proper <br>> receipt so that an appropriate money trail is recorded. This includes any <br>> refunds.<br>> <br>> <br>> <br>> XII-600 The Non-Member Surcharge (NMS) shall apply to any event <br>> which has a full event announcement (including date, time and place) <br>> published in the Æstel and has a fee or a required donation to attend. The <br>> NMS will not be collected for a minor for whom there is a discounted site <br>> fee or any adult for whom entry fee is not collected.<br>> <br>> <br>> <br>> XII-700 Proof of membership must be shown at Troll for the NMS. <br>> Only a Blue Membership card is acceptable as proof of waiver verification. <br>> The NMS collected at an event is due to the NMS Secretary within 15 days of <br>> the event.<br>> <br>> <br>> <br>> XII-800 Blatant disregard for the collection of the NMS and/or <br>> failure to submit a check to the NMS Secretary within 15 days of the event <br>> is grounds for the financial suspension of the group in violation for a <br>> minimum of 30 days. If a group that has been financially suspended more than <br>> three times for the above violation, it will be recommended to be dissolved.<br>> <br>> <br>> <br>> XIII. Fundraising<br>> <br>> <br>> <br>> XIII-100 The Chancellor of the Exchequer must be notified in <br>> advance of all fundraising at SCA activities to insure compliance with SCA <br>> Corporate guidelines. If an event is to be a fundraiser, this information <br>> should be included in the event announcement. If a group would like to <br>> announce a fundraiser to be held at the event, the name of the group <br>> sponsoring the fundraiser should be included. If the group name is not <br>> mentioned, it is assumed that the group sponsoring the event is running the <br>> fund-raiser.<br>> <br>> <br>> <br>> XIII-200 Any fundraising monies for Kingdom Offices shall be held <br>> in the Kingdom bank account in an Officer Sponsorship fund.<br>> <br>> <br>> <br>> XIII-300 Funds raised in the name of Æthelmearc must be given to <br>> the Chancellor of the Exchequer or a designated deputy directly.<br>> <br>> <br>> <br>> XIII-400 Any individual and/or group raising funds for the Kingdom <br>> or a specified individual at an event must have permission of the exchequer <br>> of the branch and the autocrat of the event.<br>> <br>> <br>> <br>> XIII-500 Any individual and/or group raising funds for a specific <br>> cause (for example, the Royal Travel Fund), must publicly announce that <br>> cause prior to collecting the funds. Fundraising designated for the Royal <br>> Travel fund goes to the current King and Queen unless otherwise specified <br>> when donated.<br>> <br>> <br>> <br>> XIII-600 Kingdom events and their financial obligations and <br>> requirements are defined in Kingdom Law.<br>> <br>> <br>> <br>> XIII-700 The Chancellor of the Exchequer or a designated deputy may <br>> pass the "Great Hat" at Kingdom events.<br>> <br>> <br>> <br>> <br>> <br>> XIV. Donations<br>> <br>> <br>> <br>> XIV-100 All warranted exchequers may accept monetary donations <br>> following the process in the Society Exchequer‘s Handbook. Non-monetary <br>> donations (e.g., equipment, supplies, items for resale) with a value of over <br>> $100 require the approval of the Chancellor of the Exchequer, who will issue <br>> the receipt. The donor is solely responsible for setting the value of the <br>> donation. Non-monetary donations should not be accepted without seeing the <br>> item first.<br>> <br>> <br>> <br>> <br>> <br>> XV. Deposits<br>> <br>> <br>> <br>> XV-100 Events: All event proceeds must be deposited in the <br>> appropriate account within one week of the end of the event. All <br>> pre-registration must be deposited one week prior to the event, at the <br>> latest. Any pre-registration received in the week prior to the event should <br>> be deposited with the gate proceeds. Deposits for returning starter cash <br>> funds should be made separate from the gate proceeds.<br>> <br>> <br>> <br>> XV-200 Non-events: Income of any other type totaling more than $50 <br>> must be deposited in the appropriate account no later than 14 calendar days <br>> after the receipt. Non-event income of any type less than this limit must be <br>> deposited in the appropriate account no later than 30 calendar days after <br>> the receipt. No income of any type is to be kept out of the appropriate <br>> account longer than these timeframes.<br>> <br>> <br>> <br>> XV-300 Un-deposited income of any type is not to be used for <br>> refunds, reimbursements or expenses. No petty cash or slush funds held <br>> outside the branch accounts are allowed.<br>> <br>> <br>> <br>> XVI. Advertising<br>> <br>> <br>> <br>> XVI-100 Rules for advertising are covered in the Kingdom Chronicler‘s <br>> Policies. No advertising is permitted without the express permission of the <br>> Kingdom Chronicler and the Chancellor of the Exchequer.<br>> <br>> <br>> <br>> XVII. Bounced Checks<br>> <br>> <br>> <br>> XVII-100 Follow the procedure outlined in the Exchequer's Handbook <br>> for reclaiming funds. If collection is not successful, notify the Chancellor <br>> of the Exchequer, who will maintain a list of individuals who may not write <br>> checks within the Kingdom. This list may be provided to Event Gate Staff <br>> upon request and must be kept private and confidential. Dissemination of <br>> the list outside of Gate is grounds for removal of Warrant.<br>> <br>> <br>> <br>> XVII-200 If an individual is on the No checks list, you may accept <br>> payment in cash or money order to enter the event, but should privately <br>> notify the individual that they have outstanding business with the <br>> Chancellor of the Exchequer and why.<br>> <br>> _________________________________________________________________________<br>> Sca-aethelmearc mailing list<br>> Send general discussion email to discussion@aethelmearc.org to post to the list.<br>> Email Official announcements to announcements@aethelmearc.org .<br>> Visit https://lists.andrew.cmu.edu/mailman/listinfo/sca-aethelmearc for:<br>> more info, archives, subscription changes, etc.<br>> When replying to posts, you should remove excess quotage.<br>> _________________________________________________________________________<br></div> </div></body>
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