Documents and Document Retention

1. Waivers of participation and Incident Reports
   1. Completed adult waivers and incident reports must be kept for a period of seven (7) years.
   1. Completed minor waivers and incident reports must be kept for a period of twenty (20) years or seven (7) years past their age of majority.
2. Physical signed waivers are to be scanned and uploaded to The Realms email: membership@kingdomofsolara.net or uploaded to the Solara on-line library.
3. Event reports are completed at the end of every official event per the event portal on the website and will include:
   1. Total attendance for adults and minors separately.
   1. A summary of the event activities (fighting, A&S, feast, etc.)
   1. A summary of awards given at the event.
   1. Information on any incidents that occurred at the event, including emergencies or outside civil authorities and other issues of concern.
   1. Total expenditures, gate captured, and net profit / loss.
4. Changes to By-Laws must be retained for a period of not less than seven (7) years.
5. Bank statements, including PayPal or other financial statements, are to be kept for not less than seven (7) years. 

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. Realms of Solara is a non-profit organization who showcases life in the Middle Ages/Renaissance for entertainment.
2. Membership dues are sent to the Membership Portal.
   1. Insurance is paid via these membership monies.
   1. Additional funds may be held in the account of Realms of Solara, LLC for unexpected matters that may arise.
   1. Upon the next Annual Census Day (January 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.
3. Reports on financials are available to any member in good standing upon written request.
4. Each Branch is entitled to keep all net profits from their event gates with no taxes or fees paid to the Realms of Solara or to the Kingdom in which they reside.
   1. Denotations to the Exchequer of Solara are allowed.
   1. Branches may determine the gate fees at their own events including not charging a gate fee at their discretion.
   1. Branches are allowed to do community service, such as collecting for food banks, Toys for Tots (et.al.), or other such community service in lieu of or on top of a gate fee.  
5. All financial accounts (banks, PayPal, etc.) must have well developed safeguards such as a two-signatory account for disbursement of monies.
6. The Realms of Solara, including the Principalities, and Kingdoms of the Realms, may provide seed money at no interest, to be paid back, to assist Branches with events.
7. 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.
8. No monies in any accounts may be contributed to or benefit any matter of election or other such political matters.
9. Donations may be made; however, receipts must be kept for a period of 7 years. Monetary or game related physical donations are NOT tax deductible.
10. All financial records, including receipts and remittances must be maintained for a period of 7 years.
11. Realms and Branch funds may not be used for private or non-official events.

Exchequer

1. Has oversight on all financial matters of the Realms of Solara.
   1. 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.
   1. The Realms Exchequer has oversight of the Exchequers of all Branches. The Realms Exchequer has the authority to remove any Branch / Kingdom Exchequer and/or Deputy from their office at their sole discretion.
2. Has oversight of all non-financial assets of the Realms of Solara.
3. Branch Exchequers must report to the Realms Exchequer any change of officer or change in financial institution utilized prior to the change being made.
4. Branch Exchequers or Branch Lords must submit financial reports following events.
5. The Exchequers are responsible for approval of all Realms and/or Branch disbursements.
   1. Members may choose to pay for expenses of an event out of their personal funds. This is not subject to Exchequer approval or oversight.
   1. Members who front the cost of items / event sites with the agreement of being reimbursed must confirm this beforehand with their Branch Exchequer and/or Realms Exchequer.
   1. Members who build or create items for use by any Branch for compensation or reimbursement for materials must have the arrangement approved prior to.
6. 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.
7. The Realms Exchequer should review the books 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 an adult, paid member.
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, LLC 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.
   1. 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.