Barony of Windmasters’ Hill Financial Policy
(Approved by the Baronial Financial Committee: 02/24/2013)
(Approved the Kingdom Exchequer’s Revisions by the Baronial Financial Committee, 12/15/2013)
1. Windmasters’ Hill Financial Policy Procedures
1.1 Windmasters’ Hill Financial Policy is superseded by: Kingdom Exchequer Policy, Kingdom Financial
Policy, Kingdom Law, Society Exchequer Policy, Corpora, State, and Federal Law.
1.2 Windmasters’ Hill Financial Policy must be accepted by a majority vote of the Baronial Financial
Committee and replace all previous financial policies and may be amended or replaced by a majority vote
of the Baronial Financial Committee.
1.3 Signatories on the checking account must consist of those officers mandated by Kingdom Policy and Law
and at least two “at large” signatories.
1.4 When specifically referenced the Baronage must have one vote.
2. The Exchequer
2.1 The Exchequer must maintain a checking account with appropriate signature cards for the group, file all
quarterly and event reports as required by Kingdom and Society law and policy, enforce and maintain the
group’s financial policy.
2.2 The Exchequer must serve as chairperson of the group’s Emergency Financial Committee and hold
primary responsibility for coordinating with other members of the committee, and communicating the
committee’s actions with the populace.
2.3 The Exchequer must publish or report the financial status of the group at least once quarterly.
2.4 The Exchequer must submit an annual budget to the Baronial Financial Committee.
3. Baronial Emergency Financial Committee
3.1 The Baronial Emergency Financial Committee must consist of the Exchequer, the Seneschal, the
Baronage and two of the at large signatories.
3.2 The Baronial Emergency Financial Committee may authorize disbursements from the General Fund between meetings up to the limit as established by the Baronial Financial Committee.
3.3 Each member must recuse themselves from voting on any financial decisions in which there is a conflict of interest or appearance of impropriety.
3.4 Approval of expenditures must be by simple majority of the entire committee.
3.5 The Exchequer or designate must report all of the activity of the Baronial Emergency Financial Committee at the next regularly scheduled Baronial meeting.
4. Baronial Financial Committee
4.1 The Baronial Financial Committee must consist of the Seneschal, the Exchequer, and those current paid members of the SCA, Inc. in attendance at a scheduled Baronial business meeting who are at least 16 years of age. Proof of membership must be provided to the Exchequer as requested.
4.2 Each member must recuse themselves from voting on any financial decisions in which there is a conflict of interest or appearance of impropriety.
4.3 All votes on financial matters must be approved by simple majority of the Baronial Financial Committee.
5. Events
5.1 Event Bids
5.1.1 All event bids must be in a format acceptable to the Seneschal, the Exchequer and the Baronage and must be approved by the above persons before presentation to the Baronial Financial Committee.
5.1.1.1 An exception to this rule is if the Seneschal, the Exchequer, or the Baronage submits an event bid they must recuse themselves from the approval process for all bids of said event.
5.1.2 The bid submitter(s) must present an itemized budget for an event at a baronial meeting for approval. Approval of the budget does not imply immediate allocation.
5.1.3 The event bid must include a copy of this Baronial financial policy signed and dated by the Autocrat signifying his/her knowledge and acceptance of his/her responsibilities under the policy.
5.2 Event Budget
5.2.1 If the event was previously approved without budget, the budget must be approved by the
Baronial Financial Committee.
5.2.2 This budget is expected to be followed by the Autocrat and event staff. If the event as a whole will be in budget, overages of any line item of the budget may be approved or rejected by the autocrat. If the event is over budget, then these items must be brought to the Baronial Financial Committee for approval. UNAPPROVED EXPENSES IN EXCESS OF THE EVENT ALLOCATION WILL NOT BE AUTOMATICALLY APPROVED.
5.2.3 Complimentary Attendance
5.2.3.1 Event (site) Fees may be waived for the following:
Majesties of any SCA Kingdom
Highnesses of any SCA Kingdom or Principality
Excellencies of Windmasters Hill (current and incoming)
Excellencies of another group if co-hosting
Autocrat
Head Cook
Primary person running gate the main day of the event
5.2.3.2 Feast Fees may be waived for the following:
Majesties of any SCA Kingdom
Highnesses of any SCA Kingdom or Principality
Excellencies of Windmasters Hill
Excellencies of another group if co-hosting
Autocrat
5.2.3.3 The number of possible guests at high table should be determined and set in advance. That information should be passed on to the person whose high table it is. All seats at high table are complimentary.
5.2.3.4 Event (site) and/or Feast Fees may be waived for other special guests if approved by the Baronial Financial Committee or by the Baronial Emergency Financial Committee if the Baronial Financial Committee will not be meeting beore the event. This information should be included in the event bid if at all possible.
5.3 Event Reservations and Check-in
5.3.1 An image of each check must be made before it is deposited. The exchequer will provide deposit slips and an endorsement stamp.
5.3.2 Check images will be destroyed after the checks have cleared, and after the event report has been completed.
5.3.3 No funds must be removed from the check-in cash box for refunds or petty cash.
5.3.4 Removal of monies must follow the procedures in Kingdom and Society policy.
5.4 Event Reservation Cancellations and Refunds; Event refunds must be provided as follows:
5.4.1 We do not re-sell reservations.
5.4.2 Cancellations received at least 7 days prior to the start of the event will be refunded once the funds have cleared and may be processed at the Exchequer’s earliest convenience regardless of the profit or loss of the event.
5.4.3 No refunds will be given if the event does not make a profit. No refunds will be given to those who have checked in with gate.
5.4.4 The Exchequer must receive refund requests in writing no later than five business days after the close of the event. Exceptions may be made by authorization of the Exchequer in consultation with the Autocrat and the Seneschal.
5.4.5 All refunds must be paid by check and must not be issued until the event receipts have been received and all reservation checks have been deposited. No individual refund may be issued until that reservation check has cleared.
5.4.6 The Baronial financial policy will be available at check-in.
5.5 Baronial Equipment: The Autocrat is responsible for requesting the use of the Baronial Equipment from the Exchequer or designee (e.g., Quartermaster), arranging for the pickup and return of the equipment to the Baronial shed in an orderly fashion, any necessary cleaning of the equipment after use, and notifying the Exchequer of any damage or loss to the Equipment.
5.6 Receipts: The event staff must turn in event-related receipts and requests for reimbursement no later than five business days after the event.
5.7 Event Financial Report: The Exchequer must file the event financial report, providing copies of all expense receipts no later than in conjunction with the quarterly report. The event financial report must be presented to the Barony at the first business meeting after the event books have been closed.
6. Baronial Funds and Expenses
6.1 Unless otherwise specified all monies will be considered to be General Funds. All funds may be changed or amended at any time by a majority vote of the Baronial Financial Committee.
6.2 Permanent Allocated Funds
6.2.1 Territorial Baronage Fund: The territorial Baronage are authorized to spend up to $50 of Baronial monies at their own discretion. No more than this amount may be spent until a report of the expenditure has been given at a Baronial business meeting.
6.2.2 Annual Expense Fund: This fund is to pay annual expenses such as, but not limited to, Baronial post office box, storage units, etc. Expenses to be paid from this fund must be approved once by the Baronial Financial Committee as recurring expenses. Monies to pay these expenses must automatically be allocated in the quarter that the expense is due.
6.3 Temporary Funds:
6.3.1 These funds must be used for expenditures that have an immediate use and end date.
6.3.2 These funds must be voted for by the Baronial Financial Committee at a regular Baronial meeting.
6.3.3 If these funds are not used in all or in part after one year from the establishment of the fund, the money must be de-allocated unless otherwise designated by the Baronial Financial Committee.
6.4 Disbursements
6.4.1 The Exchequer is authorized to make disbursements as approved by the Baronial Financial Committee and the Baronial Emergency Financial Committee.
6.4.2 All postage costs associated with the execution of an office will be reimbursed.
6.4.3 All office expenses, including photocopying, associated with the execution of an office will be reimbursed for officers and Baronage.
6.4.4 Should the Exchequer deem any requested amounts questionable, he/she must consult with the Baronial Financial Committee.
7. Baronial Equipment
7.1 Baronial Equipment records are to be maintained by the Baronial Quartermaster, who is a deputy of the Exchequer.
7.2 Baronial Equipment is available only to SCA Inc. groups for SCA Inc. events.
7.3 The loan of equipment to an SCA, Inc. branch requires approval of the Baronial Financial Committee.
7.4 The SCA, Inc. branch borrowing the Baronial equipment is responsible for reporting any damage and is financially responsible for undue wear and tear and damages. Any SCA, Inc. branch borrowing Baronial equipment must be informed of this policy before borrowing the equipment and must sign a form to acknowledge awareness of this policy.
7.5 The Baronage, Baronial Seneschal, Autocrat of Baronial events or their designates may check out Baronial equipment.
