User manual ADRIAN EMPIRE STEWARD

[. . . ] Opening a checking account for the chartered subdivision . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Authorization for expenditure of funds . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Registration of members . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Receipt of dues. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . [. . . ] Remember that the funds in the treasury belong to the members of the Empire/Chartered Subdivision. The responsibility for the finances means that you, the Steward, must help insure that there is sufficient money in the treasury to cover the expenditures incurred, in other words make sure that the Crown/Ruling Noble and the Estates General know how much money is in the treasury, how much is already committed to other expenses, and how much is available to spend. Do not count on any money that has not been paid, it may not come in. If you have any questions do not hesitate to call, I will provide you with all the help that I can. Good luck and may all of your accounts balance. Yours in Service, Sir Terrance de Coirnoir, Imperial Steward in the reign of Her Imperial Majesty, Lyonene. Page 4 of 4 Imperial Estates Writ 3: Steward's Manual as adopted June 1992, amended November 2001 I. Advise the Imperial Crown on matters concerning the Imperial treasury and status of members of the Empire. Advise the Imperial Crown, Imperial Estates General, Crowns/Ruling Nobles and Stewards of Chartered Subdivisions on matters concerning the registration of members, receipt and disbursement of dues, and the accounting policies and procedures of the Empire. Make deposits, pay bills, and update the general ledger Report to the Imperial Crown Update the Imperial membership register Give to the Imperial Chronicler the name and address information for new members, change of address and membership expirations Give the Imperial Minister of Rolls a list of new members, membership renewals and membership expirations 3. Audit the treasury records of each Chartered Subdivisions once a year. Prepare and file the yearly reports to the Arizona Corporation Commission and the Internal Revenue Service. Act as the Secretary/Treasurer of the Adrian Empire, Inc. Assist the Stewards of Chartered Subdivisions. Insure the collection of taxes and site fees at Imperial Events. Keep an inventory of all chattel goods owned by the Empire. B. STEWARD OF A CHARTERED SUBDIVISION 1. Advise the Crown/Ruling Noble and Estates General on matters concerning the Chartered Subdivision treasury, the status of members of the Chartered Subdivision, the registration of members, receipt and disbursement of dues and the accounting policies and procedures of the Empire. Make deposits, pay bills, and reconcile checkbook Send original bank statements, income and expense journal, an updated register of new members and membership renewals and a check for the Imperial portion of membership dues collected to Imperial Steward Give to the Chronicler a list of members who dues will expire in two months and the name and address information for new members, change of address and membership expirations Give the Minister of Rolls a list of new members, membership renewals, and expirations 2. c. 5. Advise the Crown/Ruling Noble of the membership status of the members when asked. Insure the collection of taxes and site fees at Chartered Subdivision events. Keep an inventory of all chattel goods owned by the Chartered Subdivision. Imperial Estates Writ 3: Steward's Manual as adopted June 1992, amended November 2001 Page 5 of 5 II. IMPERIAL STEWARD Report to the Imperial Estates General on the status of the Adrian Empire, Inc. , the treasury, and the chattel goods to include, but not limited to the following: 1. Report to Arizona Corporation Commission Reports submitted to the Internal Revenue Service Balance Sheet Income Statement Statements of Cash Flow Inventory listing of the chattel goods B. STEWARD OF A CHARTERED SUBDIVISION Report to the Estates General on the status of the treasury and the chattel goods. III. OPENING A CHECKING ACCOUNT FOR THE CHARTERED SUBDIVISION 1. [. . . ] is required to fill out reports and maintain the records of the corporation. Please include all items that the bank sent to you with the statement including the canceled checks. 2. INCOME AND EXPENSE JOURNALS Journal pages for both income and expense are included for your use, please fill out all information. If there is no activity send the report stating such. These are simply put a chronological order of the income and expenses of the Chartered Subdivision. 3. UPDATED REGISTER Update register of new members, membership renewals, and membership expirations. [. . . ]