Barony of Tirydon
Barony of Tir-y-Don - Official Site
Barony of Tir-y-Don - Official Site
Officer Badge Chancellor of the Exchequer Officer Badge

The Exchequer Office serves as the treasurer for the Barony and maintains the financial accounts and resources for the group in compliance with the financial policy.

The work performed by the Exchequer is vital to the Barony's ability to operate; providing funding in order to host events, and maintaining our status as a non-profit. It requires a high attention to detail and policy, and a willingness to work behind the scenes. The Barony is blessed to have, Alyna of the Ilex step up as Exchequer.  She is assisted by a very talented deputy, Avelyn of Kennington, who has served in this office for over 10 years.

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Baronial Exchequer - image coming soon!

Barony of Tir-y-don Financial Policy
Last Updated: 12/11/11

  1. Purpose and Maintenance of Policy
    1. This policy is superceded by: Kingdom Exchequer Policy, Kingdom Financial Policy, Kingdom Law, Society Exchequer Policy, Corpora, and state and federal law.
    2. Purpose of This Document
      1. The financial policy for the Barony of Tir-y-don is established in order to provide adequate control of the financial transactions of the Barony. These policies will ensure our compliance with regulations pertaining to our tax-exempt states and maintain the continuity of our administrative functions in support of our event-related activities.
    3. Maintenance of Financial Policy
      1. This policy will be maintained by the Baronial Council of the Exchequer (financial committee). This council shall consist of the Baronial Seneschal, the Baronial Exchequer, and all paid members of the Barony who are in attendance at the business meeting and age 18 or over on the date of the meeting. A meeting of the financial committee may be called by any paid member of the Barony, and all meetings must be conducted in person.
      2. This policy shall be accepted by a majority vote of the financial committee and replaces all previous financial policies. It may be reviewed at any Baronial business meeting.
      3. All decisions made by the financial committee will be approved by a simple majority vote. In the event of a tie, the decision is not approved. Decisions made by the financial committee are effective immediately and will be announced at the next regularly scheduled Baronial business meeting.
      4. In an emergency, a decision may be made by the seneschal, exchequer, and one other officer. However, they may not approve expenditures greater than $500, and the rest of the financial committee should be informed of the decision as soon as possible.
    4. Changing Financial Policy
      1. Proposed changes to the Baronial Financial Policy will require the approval of the Council. If the proposal is not approved, the council may rework or resubmit during the following council meeting.
      2. Approved changes made to the Financial Policy will become effective upon publication in the Nod-y-rit (the baronial newsletter), or one month from being announced at a regularly scheduled Baronial business meeting, whichever comes first.
  2. Accounts and Administration
    1. Bank Accounts
      1. Baronial Accounts
        1. No Baronial organization is authorized to maintain a separate account for its own use.
        2. Accounts must be administered according to the policies set forth in the Exchequer’s Handbook.
    2. Barony Internal Accounting Structure (Ledger Accounts)
      1. General Funds
        1. General Funds are defined as monies collected by the Barony to support the administrative and event related functions of the Barony. Unless otherwise specified, all money collected will be considered General Funds.
      2. Permanent Funds
        1. No permanent funds are established at this time.
        2. Permanent funds may be established by a majority vote of the Financial Committee.
      3. Temporary Funds
        1. Temporary Funds will be established for use as short-term obligations occur. These funds will not exceed one calendar year or the designated period of use, whichever is longer. If a temporary fund is established, and there is money remaining after meeting the obligation for which that fund was established, the remaining money will go to the general fund.
  3. Income
    1. Definitions
      1. Income shall inclde all monies that come to the Barony through event proceeds, fundraising efforts, or direct contributions.
    2. Designation of Funds
      1. Funds donated to the Barony by groups or individuals may be designated for a specific use or as general funds. If a donor does not specify a particular account, or if the specific purpose for the fund no longer exists, the donation will be placed into the general fund.
    3. Baronial Event Profits
      1. Baronial event profits are those monies remaining from event receipts after all expenses have been paid. Cost of the site, food, prices, supplies for decoration, and advertising are acceptable expenses to be charged to an event. Acquisition of items which will be retained by the Barony (such as serving gear or cooking gear) will not be considered expenses of the event.
  4. Disbursements
    1. Definition
      1. Disbursements are any monies released from a Society account for the purposes of funding events, activities, or administrative costs of the Barony.
    2. Controls
      1. Advance payments can only be made with the prior approval of the Council of the Exchequer. A signed cash advance form will be required from the recipient prior to disbursement. Receipts of repayment must be provided to cover the total amount disbursed within 30 days of receipt of the advance or no more than 15 days after the Baronial event for which the advance was made.
      2. Disbursements that are reimbursements for approved expenditures will require submission of a legible receipt.
      3. Under no circumstances will reimbursements be made without a legible receipt noting (at a minimum) the amount and nature of the expenditure and the date on which the expenditure was made. All receipts must be presented to the Baronial Exchequer for reimbursement within 30 days of the expenditure.
      4. Other Disbursements
        1. Disbursements for items not specified in this document and not otherwise budgeted for may be requested by individuals. Such request should be made at a regularly scheduled Baronial business meeting. The request will be then be voted on by the Financial Committee.
        2. A request to approve a disbursement greater than $200 must be announced at one business meeting and voted on at the next.
      5. An accounting of expenditures will be made at the monthly Baronial business meetings.
    3. Approved Disbursements
      1. The Baronial Exchequer is authorized to make the following regular disbursements from the General Fund:
        1. Normal office expenses of the Baronial Officers shall be reimbursed to a maximum of $50.00 per calendar year. The money shall be disbursed within 30 days of the end thereof. All postage costs associated with the execution of an office or those incurred by Their Excellencies will be reimbursed. Postage expenses reimbursed under this section do not count towards the annual $50 limit for Officers.
        2. Expenses incurred to produce the Baronial Phone Directory will be reimbursed up to $50 annually.
        3. Telephone expenses of Officers and Their Excellencies will not be reimbursed under any circumstances.
        4. Should the Exchequer deem any requested amount unreasonable, s/he shall consult the Baronial Council of the Exchequer, who will have final authority in determining the reasonableness of any expense.
        5. Any expense not listed here must be approved by the Financial Committee before funds will be disbursed.
  5. Events
    1. Responsibilities of the Baronial Exchequer
      1. The Baronial Exchequer shall make him/herself available to reservationists and autocrats of upcoming events for training and/or information.
    2. Exemption from Site Fees for Baronial Events
      1. The following people, if they wish, may be exempted from paying any fee associated with a baronial event: baronage of Tir-y-don, autocrat of the event, head cook of the event, royalty, and others at the discretion of Their Excellencies and the autocrat. If an event has co-autocrats, then only one is exempted from the site fee.
    3. Budgets
      1. Autocrats of any baronial event are required to submit a budget to the Council of the Exchequer prior to publishing any event flyers.
      2. Reimbursements will only be made for amounts up to that which was budgeted for the event. In unusual circumstances, the financial committee may vote to disburse more money.
    4. Refunds
      1. Anyone who can present a valid reason for needing a refund, as determined by the Baronial Exchequer and Seneschal, will be written a check from the Baronial General Fund. No refunds will be made from any cash box.
    5. Reporting for Baronial Events
      1. Autocrats of baronial events are responsible for filing financial reports and turning over event profits to the Baronial Exchequer within two weeks of the date of the event. The exchequer will be responsible for answering any questions and for ensuring that the report is filed correctly.
      2. The autocrat should request an event reporting form from the Baronial Exchequer prior to the event.
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