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</o:shapelayout></xml><![endif]--></head><body lang=EN-US link=blue vlink=purple style='word-wrap:break-word'><div class=WordSection1><p class=MsoNormal><span style='font-size:11.0pt;font-family:"Calibri",sans-serif'>Greetings members of the great Barony of Cynnabar! <o:p></o:p></span></p><p class=MsoNormal><span style='font-size:11.0pt;font-family:"Calibri",sans-serif'><o:p> </o:p></span></p><p class=MsoNormal><span style='font-size:11.0pt;font-family:"Calibri",sans-serif'>This upcoming meeting night on the 12<sup>th</sup>, after the meeting we will be holding our annual Baronial Financial Policy Review. <o:p></o:p></span></p><p class=MsoNormal><span style='font-size:11.0pt;font-family:"Calibri",sans-serif'><br>Below is the link (and text) of our current Financial Policy for your review prior to the meeting. <o:p></o:p></span></p><p class=MsoNormal><span style='font-size:11.0pt;font-family:"Calibri",sans-serif'><o:p> </o:p></span></p><p class=MsoNormal><span style='font-size:11.0pt;font-family:"Calibri",sans-serif'>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. <o:p></o:p></span></p><p class=MsoNormal><span style='font-size:11.0pt;font-family:"Calibri",sans-serif'><o:p> </o:p></span></p><p class=MsoNormal><span style='font-size:11.0pt;font-family:"Calibri",sans-serif'>Thanks, <o:p></o:p></span></p><p class=MsoNormal><span style='font-size:11.0pt;font-family:"Calibri",sans-serif'><o:p> </o:p></span></p><p class=MsoNormal><span style='font-size:11.0pt;font-family:"Calibri",sans-serif'>Finn Finnegan O’Flynn<o:p></o:p></span></p><p class=MsoNormal><span style='font-size:11.0pt;font-family:"Calibri",sans-serif'>Exchequer, Barony of Cynnabar<o:p></o:p></span></p><p class=MsoNormal><span style='font-size:11.0pt;font-family:"Calibri",sans-serif'><o:p> </o:p></span></p><p class=MsoNormal><span style='font-size:11.0pt;font-family:"Calibri",sans-serif'><a href="https://drive.google.com/file/d/1cGD0ZoWD-1vtV4TdYJkd-rufmNei_FDq/view">https://drive.google.com/file/d/1cGD0ZoWD-1vtV4TdYJkd-rufmNei_FDq/view</a><o:p></o:p></span></p><p class=MsoNormal><span style='font-size:11.0pt;font-family:"Calibri",sans-serif'><o:p> </o:p></span></p><div><div><p class=MsoNormal>Financial Policy for the Barony of Cynnabar Proposal May 16th, 2024<o:p></o:p></p><p class=MsoNormal><o:p> </o:p></p><p class=MsoNormal>1. The Society & Kingdom Financial policies will be followed where applicable, and the most restrictive<o:p></o:p></p><p class=MsoNormal>policy will be applied<o:p></o:p></p><p class=MsoNormal>2. All participants in the Barony (the "group") present at the meeting have an equal voice in the approval<o:p></o:p></p><p class=MsoNormal>of the budget and of any expenditure of Baronial funds that exceed the budgeted amount.<o:p></o:p></p><p class=MsoNormal>a) For Baronial financial business only, any individual (14 years old or older), that actively<o:p></o:p></p><p class=MsoNormal>participates within the Barony, is considered a participant in the Barony.<o:p></o:p></p><p class=MsoNormal><o:p> </o:p></p><p class=MsoNormal>3. A budget will be prepared annually. A “calendar year” is July 1st – June 30th. This is the Baronial<o:p></o:p></p><p class=MsoNormal>operational year.<o:p></o:p></p><p class=MsoNormal>a) Expenses covered in the budget require the approval of the Seneschal and Exchequer for<o:p></o:p></p><p class=MsoNormal>Baronial Funds to be dispersed.<o:p></o:p></p><p class=MsoNormal>b) The Exchequer will deliver a monthly budget report.<o:p></o:p></p><p class=MsoNormal>c) The Budget Report Summary will be available to the public on the Baronial Website.<o:p></o:p></p><p class=MsoNormal>4. Preparation and Approval of the Budget<o:p></o:p></p><p class=MsoNormal>a) The Exchequer will prepare a preliminary budget for the upcoming “calendar year” by the end of<o:p></o:p></p><p class=MsoNormal>March.<o:p></o:p></p><p class=MsoNormal>b) The Budget will include<o:p></o:p></p><p class=MsoNormal>1. Expected income for the coming year<o:p></o:p></p><p class=MsoNormal>2. Expected expenses for the coming year (including events)<o:p></o:p></p><p class=MsoNormal>c) A Budget Committee will be formed to draft a budget for the next year to be submitted for<o:p></o:p></p><p class=MsoNormal>approval. The committee will consist of:<o:p></o:p></p><p class=MsoNormal>1. The Seneschal<o:p></o:p></p><p class=MsoNormal>2. The Exchequer<o:p></o:p></p><p class=MsoNormal>3. Any participants in the Barony that wish to be part of the committee.<o:p></o:p></p><p class=MsoNormal>d) The Budget prepared by the committee will be presented at a meeting in April. It will be<o:p></o:p></p><p class=MsoNormal>approved after three meetings.<o:p></o:p></p><p class=MsoNormal><o:p> </o:p></p><p class=MsoNormal>5. Procedure for approving all expenditures regardless if outlined in projected budget:<o:p></o:p></p><p class=MsoNormal>a) The expenditure will be requested at a meeting/via the email to a "group officer", with the Item<o:p></o:p></p><p class=MsoNormal>requested, purpose for that Item and expected total cost<o:p></o:p></p><p class=MsoNormal>b) The request will be discussed for at least 3 meetings, including the meeting when the<o:p></o:p></p><p class=MsoNormal>expenditure was requested.<o:p></o:p></p><p class=MsoNormal>c) Requests for $100 or less may be approved in one meeting.<o:p></o:p></p><p class=MsoNormal>d) An expedited expenditure will be determined at the meeting, if it is necessary. This will be<o:p></o:p></p><p class=MsoNormal>determined by the participants present at that meeting.<o:p></o:p></p><p class=MsoNormal>e) The Seneschal can request an expedited expenditure without prior group approval, if the<o:p></o:p></p><p class=MsoNormal>situation warrants it.<o:p></o:p></p><p class=MsoNormal><o:p> </o:p></p><p class=MsoNormal>6. The Seneschal and Exchequer together may immediately approve expenses under $100 that are not in<o:p></o:p></p><p class=MsoNormal>the budget and cannot wait for the Budget process. The Seneschal will report the ‘emergency expense’<o:p></o:p></p><p class=MsoNormal>at the next business meeting.<o:p></o:p></p><p class=MsoNormal>7. Reimbursement Procedure<o:p></o:p></p><p class=MsoNormal>a) The “purchaser” must deliver the receipts to the Exchequer in a timely fashion. Whichever of the<o:p></o:p></p><p class=MsoNormal>following situations is later:<o:p></o:p></p><p class=MsoNormal>▪ Within 30 days after the event for which the expenditures were made,<o:p></o:p></p><p class=MsoNormal>▪ Within 30 days after the latest purchase was made.<o:p></o:p></p><p class=MsoNormal>b) Receipts delivered after this deadline do not have to be honored.<o:p></o:p></p><p class=MsoNormal>8. Advancement Procedure will follow the Exchequer Handbook.<o:p></o:p></p><p class=MsoNormal><o:p> </o:p></p><p class=MsoNormal>“When someone presents a request for funds, first make sure the Financial Committee<o:p></o:p></p><p class=MsoNormal>approved the expense, either individually or as part of a budget. If not, present it to the Financial<o:p></o:p></p><p class=MsoNormal>Committee. They may approve it after the fact or reject it. Make sure that the estimated costs<o:p></o:p></p><p class=MsoNormal>look reasonable.”<o:p></o:p></p><p class=MsoNormal><o:p> </o:p></p><p class=MsoNormal>9. Events<o:p></o:p></p><p class=MsoNormal>a) Site and date for budgeted events can be selected by the Exchequer and Seneschal before an<o:p></o:p></p><p class=MsoNormal>official proposal is given, prior to an event steward being selected.<o:p></o:p></p><p class=MsoNormal>b) Event proposals, regardless if in projected budget, must be discussed and approved in three<o:p></o:p></p><p class=MsoNormal>meetings<o:p></o:p></p><p class=MsoNormal>c) The option to use pre-registration on an event by event basis is up to the Event Steward(s) who<o:p></o:p></p><p class=MsoNormal>must present it with the event budget proposal according to Kingdom policy.<o:p></o:p></p><p class=MsoNormal>d) Pre-registration refunds cut off 7 days prior to the event. Any pre-registration payment<o:p></o:p></p><p class=MsoNormal>surcharges will not be refunded.<o:p></o:p></p><p class=MsoNormal>10. The following Individuals may be "comp'd" for entry to any event hosted by the group with the<o:p></o:p></p><p class=MsoNormal>approval of the Event Steward<o:p></o:p></p><p class=MsoNormal>a) TRM + 2 retainers<o:p></o:p></p><p class=MsoNormal>1. Feast for the Crown & two retainers<o:p></o:p></p><p class=MsoNormal>b) TRH + 2 retainers<o:p></o:p></p><p class=MsoNormal>1. Feast for Highness's & two retainers<o:p></o:p></p><p class=MsoNormal>c) Foreign Royalty + 1 retainer each<o:p></o:p></p><p class=MsoNormal>1. Feast for both<o:p></o:p></p><p class=MsoNormal>d) Other "comp'd" or discounted staff entry determined by the Event Steward, as long as the<o:p></o:p></p><p class=MsoNormal>number is reasonable<o:p></o:p></p></div></div></div></body></html>