[Cynnabar] Baronial Financial Policy review

[via Barony]

Greetings members of the great Barony of Cynnabar! 

 

This upcoming meeting night on the 12th, after the meeting we will be holding our annual Baronial Financial Policy Review. 


Below is the link (and text) of our current Financial Policy for your review prior to the meeting. 

 

Please note, that at this time I am not planning on making any changes to the current policy. If anyone has possible suggestions for changes, please bring them to the review or let me know ahead of time. 

 

Thanks, 

 

Finn Finnegan O’Flynn

Exchequer, Barony of Cynnabar

 

https://drive.google.com/file/d/1cGD0ZoWD-1vtV4TdYJkd-rufmNei_FDq/view

 

Financial Policy for the Barony of Cynnabar Proposal May 16th, 2024

 

1. The Society & Kingdom Financial policies will be followed where applicable, and the most restrictive

policy will be applied

2. All participants in the Barony (the "group") present at the meeting have an equal voice in the approval

of the budget and of any expenditure of Baronial funds that exceed the budgeted amount.

a) For Baronial financial business only, any individual (14 years old or older), that actively

participates within the Barony, is considered a participant in the Barony.

 

3. A budget will be prepared annually. A “calendar year” is July 1st – June 30th. This is the Baronial

operational year.

a) Expenses covered in the budget require the approval of the Seneschal and Exchequer for

Baronial Funds to be dispersed.

b) The Exchequer will deliver a monthly budget report.

c) The Budget Report Summary will be available to the public on the Baronial Website.

4. Preparation and Approval of the Budget

a) The Exchequer will prepare a preliminary budget for the upcoming “calendar year” by the end of

March.

b) The Budget will include

1. Expected income for the coming year

2. Expected expenses for the coming year (including events)

c) A Budget Committee will be formed to draft a budget for the next year to be submitted for

approval. The committee will consist of:

1. The Seneschal

2. The Exchequer

3. Any participants in the Barony that wish to be part of the committee.

d) The Budget prepared by the committee will be presented at a meeting in April. It will be

approved after three meetings.

 

5. Procedure for approving all expenditures regardless if outlined in projected budget:

a) The expenditure will be requested at a meeting/via the email to a "group officer", with the Item

requested, purpose for that Item and expected total cost

b) The request will be discussed for at least 3 meetings, including the meeting when the

expenditure was requested.

c) Requests for $100 or less may be approved in one meeting.

d) An expedited expenditure will be determined at the meeting, if it is necessary. This will be

determined by the participants present at that meeting.

e) The Seneschal can request an expedited expenditure without prior group approval, if the

situation warrants it.

 

6. The Seneschal and Exchequer together may immediately approve expenses under $100 that are not in

the budget and cannot wait for the Budget process. The Seneschal will report the ‘emergency expense’

at the next business meeting.

7. Reimbursement Procedure

a) The “purchaser” must deliver the receipts to the Exchequer in a timely fashion. Whichever of the

following situations is later:

▪ Within 30 days after the event for which the expenditures were made,

▪ Within 30 days after the latest purchase was made.

b) Receipts delivered after this deadline do not have to be honored.

8. Advancement Procedure will follow the Exchequer Handbook.

 

“When someone presents a request for funds, first make sure the Financial Committee

approved the expense, either individually or as part of a budget. If not, present it to the Financial

Committee. They may approve it after the fact or reject it. Make sure that the estimated costs

look reasonable.”

 

9. Events

a) Site and date for budgeted events can be selected by the Exchequer and Seneschal before an

official proposal is given, prior to an event steward being selected.

b) Event proposals, regardless if in projected budget, must be discussed and approved in three

meetings

c) The option to use pre-registration on an event by event basis is up to the Event Steward(s) who

must present it with the event budget proposal according to Kingdom policy.

d) Pre-registration refunds cut off 7 days prior to the event. Any pre-registration payment

surcharges will not be refunded.

10. The following Individuals may be "comp'd" for entry to any event hosted by the group with the

approval of the Event Steward

a) TRM + 2 retainers

1. Feast for the Crown & two retainers

b) TRH + 2 retainers

1. Feast for Highness's & two retainers

c) Foreign Royalty + 1 retainer each

1. Feast for both

d) Other "comp'd" or discounted staff entry determined by the Event Steward, as long as the

number is reasonable

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