Shire of Cragmere
Branch Financial Policy
The SCA, Inc., Kingdom of An Tir, and Principality of Tir Righ Financial Policies and Laws govern the branch's financial activity.
The following Shire of Cragmere Financial Policy (Financial Policy) serves as an addendum and is subject to the requirements set forth by the Society for Creative Anachronism, Inc. (SCA) Financial Policy, Principality of Tir Righ Financial Policy, Kingdom of An Tir Financial Policy, SCA Corpora and By Laws, the Laws of the Kingdom of An Tir and the Laws of the Principality of Tir Righ.
This Financial Policy should be revised whenever changes in Modern Law, the SCA governing documents and Policies, the Laws of the Kingdom of An Tir and Kingdom of An Tir Financial Policy, the Laws of the Principality of Tir Righ and Principality of Tir Righ Financial Policy, the needs of the Kingdom or Principality or Shire, or agreement between the Council of the Exchequer, the Kingdom Chancellor of the Exchequer (Kingdom Exchequer) and/or the Society Chancellor of the Exchequer (Society Exchequer) so require.
In the event of a conflict between this Financial Policy and modern law, SCA governing documents and Policies, the Laws of the Kingdom of An Tir, the Kingdom of An Tir Financial Policy, the Laws of the Principality of Tir Righ or the Principality of Tir Righ Financial Policy, the modern, SCA, Kingdom, or Principality document shall take precedence.
I. Financial Committee
1) Members of the Financial Committee are the SCA membership at the meeting where financial decisions are made, and must include at minimum the Seneschal, the Exchequer, and one other active SCA member. Minutes must be kept and reported at the next council meeting. Whenever possible, all decisions are made by consensus, falling back on a majority vote where agreement is not possible. Note that shire populace has a voice in financial discussions, but SCA members have the vote.
2) Where a decision must be made outside of regular meetings, that meeting must include at minimum the Seneschal, the Exchequer, and one other active SCA member. Expenditures over $50 require an additional 2 active SCA shire members for voting at any meeting. Minutes must be kept and reported at the next council meeting. No cheque will be issued without presentation of a completed cheque request form and supporting documentation (receipts, etc.).
II. Disbursements
1) All disbursements and reimbursements are permitted with the agreement of the Shire Council and the presentation of a completed cheque request form with supporting documentation attached.
2) Officers are permitted (encouraged) to ask for and receive reimbursement for reasonable expenses related to their office (stamps, envelopes, copying costs); receipts must be presented, and the cheque request form filled in, before reimbursement.
3) Purchases approved by council must have receipts and the completed cheque request form presented within 60 days of purchase completion, for reimbursement; any variance of the time frame must be approved by council within 60 days of the original request.
III. Events
1) Event Stewards must follow SCA rules in all aspects of their events. A budget for expected expenses and income must be presented to council for approval before preparations for an event can proceed.
2) Final report of expenses and income must be made no later than the next council meeting following 30 days (excepting extraordinary circumstances) after an event.
3) No reimbursement for expenses is allowed without pre-approval of council; no reimbursement without receipts and a completed cheque request form; reimbursement may be allowed if expense is justifiable and documented.
4) Refunds and emergency event purchases may not be made from gate funds. A refund may be requested on pre-purchased event tickets no less than 1 week before the event, accompanied by a completed cheque request form; no refunds will be given once an event has begun. For emergency event purchases, see the exchequer; keep receipts to present with a completed cheque request form.
5) Gate proceeds for every event must be submitted to the exchequer by the last day of the event, for deposit on the week immediately following that event.
6) If the event is large enough to generate it, "drops" will be conducted throughout the event so that no more than a reasonable amount over the float remains in the money box at any time; each drop will be made by the exchequer or the event steward or their assigned deputies, and witnessed by one other shire member who also signs the envelope and the drop record that remains in the money box. The gate sheet for that drop must also be pulled with the cash to allow reconciliation for each drop.
IV. Cash Control
1) Event funds must be deposited within one week of the end of that event. Monies received outside of events of over $50 have two weeks within which to be deposited, and under $50, one month. No disbursements are permitted from any cash in transit; all disbursements are by cheque and only following the submission of a completed cheque request form.
submitted to the Kingdom Exchequer for final approval on October 15, 2007 by:
Halima al-Rakkasa (MKA Linda J. Doerksen)
exchequer, Shire of Cragmere
doerksen@island.net
250-703-0494
An Tir Financial Policy (pdf)
