Documents and Document Retention

1. Waivers of participation and Incident Reports should be uploaded to the Solara online document library or emailed to the Lord Privy Seal.
2. Event reports are completed at the end of every official event per the event portal on the website and will include:
   • Total attendance for adults and minors separately.
   • A summary of the event activities (fighting, A&S, feast, etc.)
   • A summary of awards given at the event.
   • Information on any incidents that occurred at the event, including emergencies or outside civil authorities and other issues of concern.
   • Total expenditures, gate captures, and net profit / loss.
3. Changes to By-Laws must be retained for a period of not less than seven (7) years.
4. Bank statements, including online payment portals and other financial statements are to be kept for not less than seven (7) years.
5. All records shall be handled in accordance with applicable privacy and data protection laws.

Insurance (Property and Liability)

1. Insurance documents are available on the Kingdom websites.
2. Events must be posted to the official Kingdom of record calendar to be considered an official event.
3. Only official events are covered under the insurance policy.
4. Any incident / accident occurring during an event, must be reported by filling out the Incident Report located in the Solara library.

Financial Policy

1. Membership dues are collected through the Membership Portal.
2. Insurance is paid via these membership monies. Additional funds may be held in the account of Solara for unexpected matters that may arise.
3. Upon the next Annual Census Day (March 1 of each year), monies above the cost covering insurance fees and the emergency cushion, the remainder of all monies are transferred into the Exchequers of the Principalities and Kingdoms within the Realms of Solara.
4. Reports on financials are available to any member in good standing upon written request.
5. Each Branch is entitled to keep all net money from their event gates with no monies or fees paid to the Realms of Solara or to the Kingdom in which they reside. Branches may determine the gate fees at their own events including not charging a gate fee at their discretion.
6. Donations to the Exchequer of Solara are allowed.
7. Branches are allowed to do community service, such as collecting canned food for food banks, Toys for Tots (et.al.), or other such community service in lieu of or on top of a gate fee. 
8. No monies in any accounts within the Kingdom of Solara, Principalities, and other Kingdoms of the Realm may be used for any personal use even if the monies are paid back as this is a violation of the Rule.
9. All financial records, including receipts and remittances, must be maintained for a period of 7 years.
10. Realms and Branch funds may not be used for:
    • personal reasons
    • private or non-official events
    • political contributions or activity

Exchequer

1. The appointment and removal of any Exchequer or Deputy shall be governed by the Bylaws of the Realms of Solara and applicable board action. The Realms Exchequer may recommend removal for cause, which must be documented and reviewed by the appropriate governing authority.
2. In coordination with the Council of Light, Universal Councils and Board of Directors (as necessary), has oversight on all financial matters of the Realms of Solara including all non-financial assets of the Kingdom of Solara. Branch assets are overseen by the Branch Lords and Exchequers.
   • Dispersment for insurance and the website may be automatic without prior approval.
   • All other dispersments must be approved by, at minimum, the Council of Light.
3. All Exchequers must have a Deputy who, in an emergency, must be able to take over all the duties and functions of the Exchequer with little to no notice.
4. The Realms Exchequer has oversight of the Exchequers of all Branches. The Realms Exchequer may recommend the removal any Branch / Kingdom Exchequer and/or Deputy from their office to the Board of Directors.
5. Branch Exchequers must report to the Realms Exchequer any change of officer or change in financial institution utilized prior to the change being made.
6. The Exchequers are responsible for approval of all Realms and/or Branch disbursements upon obtaining approval by the Council of Light (Kingdom) or Branch Lord.
7. Reimbursing Members:
   • Members may choose to pay for expenses related to an event or official activity out of their personal funds. This is not automatically reimbursed.
   • Members may donate items, materials, or money to a Branch or Kingdom at any time without expectation of reimbursement or compensatio
     • Reimbursement
       • Kingdom-level reimbursements must receive prior written approval from both the Council of Light and the Kingdom Exchequer.
       • Branch-level reimbursements must receive prior written approval from both the Branch Lord and the Branch Exchequer.
       • No reimbursement shall be made without the submission of itemized receipts. Reimbursement shall not exceed the amount originally approved in writing.
       • Members who build or create items for use by any Branch or Kingdom are generally not compensated. However, when the cost of materials or creation would cause undue hardship, the Branch Lord and Branch Exchequer (or the Council of Light and Kingdom Exchequer, as applicable) may approve reasonable compensation in writing prior to payment.
       • Any reimbursement or compensation approved under this policy is specific to the individual instance and shall not establish a precedent or expectation for future reimbursement or compensation.
8. Exchequers should, at a minimum, maintain an annual spreadsheet for income and disbursements which may be reviewed by the Realms Exchequer or any Branch Lord (with that Realm) at any time.
9. The Realms Exchequer should review accounts of the Branches at least every two (2) years and must review the books upon a change of officer. 

Gate Keepers

1. Events that have an entry fee must choose one or more trusted individuals to run the gate and collect the entry fees.
2. Gate Keepers must be a paid member 18 years of age or older.
3. Funds collected must be secured at the close of gate.
4. Funds may be collected as cash or through online systems (approved by the Realms Exchequer).
5. Site owners may also oversee gate operations on behalf of their site.

Contractual Agreements

1. No individual may enter into any contracts on behalf of Realms of Solara or the Kingdom of Solara, except:
   1. Branch Lords may enter into agreements / contracts for event sites, caterers, merchants, performance companies for a single event.The Realms Master of Coin may enter into agreements with financial institutions for the payment portals and banking of the Realms.
   1. Branch Exchequers may enter into agreements with financial institutions for the banking aspects of their respective Branch.
   2. All contracts entered by Branch officers must use approved templates or receive prior written authorization when exceeding established financial thresholds.