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Unto the Exchequers and Seneschals of Atlantia . . .
Poster: "Hinson, Jerome" <hinson.msalan3@mhs.unc.edu>
THE FOLLOWING IS A REVISED VERSION OF LETTER THAT WAS POSTED FRIDAY,
10/18/96.
The most important change is in my error in the price quote for the New
Treasurers' Manuals. The correct price, including first class postage is
$13.00. I apologize for any confusion that this may have caused. <uvb>
__________________________________________________________________________
___________
Unto the Exchequers and Seneschals of Atlantia,
Greetings from Lady Ursula von Bremen,
Kingdom Chancellor of the Exchequer.
Well, it's Official. The Kingdom now has a new Chancellor of the
Exchequer. Master Donovan has passed the Happy Helmet on to Yours Truly.
I am monumentally grateful to him for staying on as my Southern Regional
Deputy, and likewise to my Northern Regional Tag Team, Ito Nori and his
lady wife Thaney.
Please note that our contact information has changed: I have a new
e-mail address (since August) and my 800 number is no longer available
for use. Ito and Thaney have a new address. Master Donovan can also be
reached at work from 7AM to 4PM at (803) 650-6100, extension 18131.
Please keep calls to this number as brief as possible. Master Donovan
can also be reached by fax at (803) 527-1309 under the name Terry Martin.
Master Donovan does not have e-mail, but Ito and Thaney
will be online in the near future.
If your group is located in DC, MD or VA, you MUST send your quarterly
and event financial reports to Ito and Thaney. If your group is located
in South Carolina or Border Vale Keep, you MUST send all quarterly and
event financial reports to Master Donovan. If your group is located in
North Carolina, send all of your whatnot directly to me until further
notice. ALL warrant paperwork and bank signature
cards should go to me. Any requests for information should go to your
regional deputy, but if you can't reach them, any of the rest of us will
be happy to help.
Let me apologize in advance for all of the you-musts and thou-shalts that
follow, but it's been awhile since the exchequers have been addressed in
this newsletter, so please indulge me by paying heed to the matters
addressed herein. To wit:
All group financial reports for the first and second quarters (Jan 1 -
Mar 30 and Apr 1 - Jun 30) must be in the hands of your regional deputy
NOW. These should include copies of your reconciled bank statements for
the last month of each quarter. Third quarter reports (Jul 1 - Sep 30)
are due no later than October 31, (which, by the time this is published
in the Acorn would read NOW).
To save on postage and copying, send only the report forms that are
applicable to your group for the given report period. If the entry on a
page will contain only your group's name and a bunch of zeros
and/or "N/A"s, don't send that page. Also, I don't need *original* bank
statements. Unless I indicate otherwise, I only need a *copy* of the
March, June, September and December statements. One person even sent me
her group's cancelled checks. This is definately unnecessary. (Now I
have to send them back . . .)
If your group had no financial activity for a given report period, I
still need a report from you. Otherwise, I'm left to guess at one of the
three possibilities: 1) You had activity but haven't done your report.
2) You didn't have activity and figured that you didn't need to report.
3) All hell has broken loose.
If your group hasn't opened a bank account yet, you will need to send me
a Negative Activity Report. If you need a copy of the Negative Activity
Report form, let me know.
Event financial reports for ALL events your group has held through
9/30/96 must be in the hands of your regional deputy by 10/31/96. I had
someone insist to me that only Kingdom level event reports needed to be
sent. WRONG.
According to Kingdom and Society Law, failure to report as scheduled in
Kingdom policy without PRIOR notice, or by the end of an extension, could
get your branch suspended. That means all events removed from the
kingdom calendar until the end of the reporting period following the date
that the missing reports were made up. Plus a public announcement in the
Acorn. I kid you not. Don't wait for things to get out of hand before
contacting your regional deputy.
All quarterly reports AND your domesday (year-end tax report) must
henceforth be submitted on the 1995 version of the SCA financial report
form. This goes for all Kingdoms, in fact. These are the same forms
that were sent to every group for their 1995 year-end reports. You need
copies of these forms, please contact your Regional Deputy immediately.
If you don't receive them within a week, ask
again. MAKE SURE YOU KEEP A BLANK MASTER SET OF REPORT FORMS ON FILE AT
ALL TIMES. I'm writing this in big letters because several people to
whom I sent these same words along with a complete set of forms are STILL
reporting on the OLD old forms. If the forms that you are using don't
have "Revised - 9/95" printed in the upper left corner in itty bitty
letters, you are using the Wrong Forms. Unfortunately there isn't an
online version of the report forms. You may computerize your reports as
long as they are based on the 1995 format.
All groups must have a copy of the October 1995 version of the SCA, Inc.
Chancellor of the
Exchequer Officer's Handbook. There have been discussions about
releasing the manual on the SCA Web pages, but nothing has come of that
yet. The quickest way for your group to obtain a copy is to send a check
in the amount of $13.00 payable to The SCA Marketplace, P.O. Box 360789,
Milpitas, CA 95036-0789. Make sure that you tell them what the check is
for. (Don't laugh - it's happened.)
All SCA bank accounts must (as soon as is practical) be set up with one
or both of the following controls:
[1] Set up the account to require 2 signatures on checks.
[2] The unopened bank statements are sent for initial review to someone
other than the exchequer who lives at a different address.
Attention North Carolinians: Help! I'm searching for someone to take
over as my Central Regional (NC) deputy. My dream candidate will be:
[1] Reliable
[2] Well-organized
[3] Has reliable access to a computer and knows
how to use a spreadsheet program.
[4] Has prior exchequer experience.
[5] Has e-mail and checks it at least once a week.
Even if you don't fit all the criteria, if you or someone you know is
interested puh-leeze let me know.
I know that this is a lot to take in at one go, but as I said, it's been
a long time, and it's important stuff. I hope to meet many of you at
Unevent in Lochmere on December 7th. The exchequers' meeting is
scheduled for 3:00PM.
Please know that I am grateful for your consideration and for your
service to your Kingdom.
In service I remain,
Ursula
Done by my hand this 11th day of October A.S. XXXI, being 1996 Gregorian
at Castle Kappellenberg.
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