Barony of Gryphon’s Lair Financial Policies
1. The Financial Committee shall consist of two members of the Populace, the Baronial Exchequer, the Baronial Seneschal and the Baronage (voting as one). The Financial Committee is responsible for the establishment of a financial policy, creation of a yearly budget and approval of expenditures outside the yearly budget. Budget items over the amount of $50.00 require majority approval by the Financial Committee, with veto power being held by the Baronage.
2. Expenditures outside the budget equal to or over $50.00 require majority approval by the Financial Committee. All requests for reimbursement must be made in writing and approved prior to the expenditure. If written approval for expenditures is not obtained prior to actual expenditures, the receipts may not be reimbursed.
3. Expenditures for Baronial Officers shall be allowed for the normal costs of running the office (postage, printing, supplies, etc.) within the budgetary guidelines that are approved by the Financial Committee. The yearly budget shall be finalized in November of each year and published in the January Baronial Newsletter. Upon occasion, there may be unusual expenses associated with the running of a Baronial office, such as the expense for the printing of a publication or the mailing of a petition or poll, etc. Funds may be obtained in advance if approved by the Baronial Financial Committee.
4. Expenses of the Baronage:
1. The Baronage may also be reimbursed, without prior approval by the Financial Committee, for reasonable expenses such as photocopying, award scrolls, and medallions for a special recognition, not covered by Baronial Awards. Other special expenses may be reimbursed with prior approval from the Financial Committee. The amount reimbursed for these non-travel expenses shall not exceed $100.00 per year.
2. There may be Corporate or Kingdom level emergency situations which require the Baronage to travel out of Kingdom more than two times in a reign. In those circumstances the Baronage shall be reimbursed for one-half of their travel expenses, up to $1000.00 per reign.
5. Baronial group monies are held for the use of the group. Within the local group, the approval of the Financial Committee (see section #1) must be obtained before money can be disbursed on expenses outside the approved yearly budget.
6. Chancellors of the Exchequer within the Barony of Gryphon’s Lair shall follow generally accepted accounting procedures and refer to the Kingdom Exchequers Officer’s Handbook as well as the Kingdom of Artemisia Exchequer Office Policy.
7. Travel expenses for officers:
1. All officers required to attend Convocations for the Kingdom of Artemisia shall be reimbursed one-half of his/her travel expenses including gas, lodging and food, with a cap of $75.00 per full day.
2. The Financial Committee may authorize re-imbursement of one-half of the travel expenses for Officers of the Barony or their designated deputies who attend Corporate sponsored meetings or Symposiums, when such attendance is recommended or required by their Corporate or Kingdom superiors.
8. Each Baronial event shall provide for a fundraiser to benefit the Barony, except when hosting a Kingdom event. The Kingdom fundraiser shall take precedence. Fundraisers may be auctions, passing the helm, or take some other form to be determined by the Exchequer in coordination with the Steward of the event.
9. Baronial Regalia are here defined as those possessions of the Barony reserved for the use of the Baronage and certain officers in their Ceremonial duties. This includes those items that do not meet the financial definition of "regalia" in the Exchequer’s Handbook, such as banners, tableware, and award medallions and tokens. Regalia items are financial assets. Accurate inventory must be kept, including descriptions, pictures, care and or repair instructions and the date of original receipt, as well as the ultimate disposition (i.e. sale, loss, destruction) of regalia items. Accurate records must be kept of the transfer of regalia items from person to person, to determine liability for loss or damage. If new regalia items are needed, either to replace retired, lost or destroyed items, or in response to a request from the Coronet, this need shall b posted in the Baronial Newsletter as a "Request for Bid", with the instructions on what that bid must contain. Bids for new regalia will be submitted to the Financial Committee for discussion and approval or rejection. The Financial Committee must properly approve all regalia items in writing before payment will be made. If no officer is defined in Baronial Law to fulfill these duties, the Baronial Exchequer shall be responsible for executing them.
10. The Baronial Exchequer is responsible for the Gate at all Baronial events. Landed Nobility (including the Crowns, Coronets and Baronages) is not to be charged site fee. Merchants are to be allowed up to two site fees per one item donation in lieu of paying site fee. Additional fees (i.e. Feast, parking, non-member surcharge) are still to be collected, and all persons must sign in at the Gate.
11. The Baronage is required to read and sign a copy of the Financial Policy prior to the start of their reign.
Signed:
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(Mundane Name) (Date)
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(Mundane Name) (Date)
