This is the OLD version of the Northshield web site, please use the new one as this information IS outdated!
Chancellor of the Exchequer
Innokenti "Kenya" Rublyov(Heather Cushing)
5811 Russett Road, Apt. 2E
Madison, WI 53711
(608) 298-0103
exchequer@northshield.org
Took Office: 2006-04-15
Missives |
Handbooks & Policies |
Warrant Roster |
Reporting Schedule & Forms
Deputies | Additional Information | Resource Links
Deputies | Additional Information | Resource Links
Missives
Handbooks & Policy Documents
- Northshield Financial Policy -
pdf - Northshield 2007 Proposed Budget - pdf
- Society Chancelor of the Exchequer Handbook - pdf
- Wisconsin Temporary Event Operator and Seller Information
Effective 9/15/2005, all organizers of events in the state of Wisconsin are required to collect and report information on any vendors. If this information is not collected, the merchant cannot sell at the event.
Here is a reminder for how the new merchant requirements should be handled:
- Have all merchants pre-register for your event and fill out the State spreadsheet format with this information.
- Please email the spreadsheet format of the State form to me before the event. Yes, before. This is just an emergency backup for me to have to make sure we comply. I will *NOT* be sending in the paperwork unless I absolutely have to - so additions and subtractions can and should be made by you after the event. In short, it's OK if this is not a complete report due to changes.
- Send the completed report to the State (can be done via email) - make sure to copy me when you do this.
- Make certain the completed report is sent by the 10 day deadline.
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If you are NOT having any merchants, if you (the exchequer), the autocrat or the Seneschal could please just send me an email stating that this was the case.
The reason for pre-registering all merchants (or as many as you can)before the event is to help make sure you get all the information into your hands so that you are better able to handle the deadline and not be liable for the $200-$500 State fines. Again, please let me know if you have any questions about this. And please forward anyone who has issue with this to me.
- North Dakota Special Event Sales Tax Return
For events hosted in North Dakota, event organizers should have copies of the Special Event Sales Tax Return form available for any merchants not holding a valid North Dakota Sales and Use Tax permit.
- Change of Officer Form
- Event Procedures
- Use Gate Form at your Event’s Porter
- Use two people (Seneschal & Exchequer or their representatives) to reconcile monies and paperwork for the Event
- Within 10 days (Wisconsin only) file WI State Temporary Event Form
- Within 30days file Event Report (Kingdom Exchequer & Regional)
- Within 30days file NMS Paperwork (NMS Deputy)
- Send all waivers to Waivers Deputy (Deputy to Kingdom Seneschal)
- Donating Money
- You simply need to write a check out to: SCA, Inc. - Kingdom of Northshield and send to the name and address at the top of this page.
- If you would like your donation applied to a specific fund please make sure to note the fund in the note section of your check and send a short message of where you would like your money applied. Some examples are: Current Royal Majesties Travel Fund (note names please); Current Royal Heirs Travel Fund (note names please); Endowment Fund; Northshield Pavilion Travel Fund; Officer’s Travel Fund (note which office please); etc.
Warrant Roster
Reporting Schedule and Forms
- All Chancellors of the Exchequer (please note that this is the "Received by" date and not a postmark date, all reports should be sent with ample time for the report to be received in hand by these listed dates):
- April 30
- July 31
- October 31
- January 31 (Domesday)
- All quarterly reports go to Kingdom and Regional Officers.
- All Event reports go to Kingdom and Regional Officers.
- All Kingdom event reports (Crown, Coronation, etc.) go to Kingdom Exchequer.
- Forms
- Exchequer Quarterly Report Form - Medium - pdf
- Exchequer Quarterly Report Form - Medium -
xls (Requires Excel or compatible program) - Exchequer Quarterly Report Form - At Large - pdf
- Exchequer Quarterly Report Form - At Large - xls (Requires Excel or compatible program)
- Exchequer Negative Report Form - pdf
- Exchequer Negative Report Form - xls (Requires Excel or compatible program)
- Event Forms
- Non-Member Surcharge Form - pdf
- Event Report Form - xls (Requires Excel or compatible program)
- Cash Reimbursement Request - xls (Requires Excel or compatible program)
- Deposit Record Form - xls (Requires Excel or compatible program)
- Deposit Verification Form - xls (Requires Excel or compatible program)
Deputies
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Emergency Deputy Exchequer Anne Geoffreys of Warwick (Nancy Cuno-Schmitz) 8832 Goodrich Road Bloomington, MN 55437 (952) 831-5451 (no calls after 10pm) coe-emergency@northshield.org Took Office: 2004-10-16 |
Emergency Deputy: Greta Rahikainen (Gayle Bitker) P.O. Box 306 Walnut Grove, MN 56180 (507) 859-2885 (no called after 10 pm CST) coe-emergency@northshield.org |
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Eastern Regional Exchequer Mira Stonegatherer (Heather Wiesmann) 603 Liberator St Gwinn, MI 49841 (906) 458-0941 coe-east@northshield.org Took Office: 2004-10-16 |
Central Regional Exchequer Etienne de Clermont (Steven Bush) 2851 Vernon Avenue South St. Louis Park, MN 55416 (952) 929-0200 (No calls after 11 PM) coe-central@northshield.org Took Office: 2004-10-16 |
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Western Regional Exchequer Kim Sumi Choe (Karen Kacsmar) 214 18th Street SE Minot, ND 58701 (701) 852-3920 (no phone calls before 8PM please) coe-west@northshield.org Took Office: 2004-10-16 |
Non-Member Surcharge Deputy Greta Rahikainen (Gayle Bitker) P.O. Box 306 Walnut Grove, MN 56180 (507) 859-2885 nms@northshield.org Took Office: 2006-07-21 |
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Fundraising Coordinator Setembrina Bramante (Terri Newcomb-Evans) 1623 South 13th Street Manitowoc, WI 54220 (920) 684-5654 fundraising@northshield.org Took Office: 2004-10-16 |
Fundraising Coordinator: Greta Rahikainen (Gayle Bitker) P.O. Box 306 Walnut Grove, MN 56180 (507) 859-2885 (no called after 10 pm CST) fundraising@northshield.org |
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Bad Checks Deputy Geoffrey of Warwick (Jeffrey Cuno-Schmitz) 8832 Goodrich Road Bloomington, MN 55437 (952) 831-5451 badcheck@northshield.org Took Office: 2004-10-16 |
Minister of Regalia Alissende de Montfaucon (Tammy Thompson) 7753 Clinton Road DeForest, WI 53532 (608) 212-5433 regalia@northshield.org |
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Pavilion Coordinator Randall (Randy Mermuys) 1813 Washington Avenue Sheboygan, WI 53081 (920) 458-1901 pavilion@northshield.org |
Northwatch Exchequer Friedrich von Augsburg (Jim Hoehn) 46 Strawberry Lane Appleton, WI 54915-4634 (920) 739-6416 coe-northwatch@northshield.org Took Office: 2004-10-01 |
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Northstar Exchequer Ekaterina Anastaseva (Jennifer Root) 916 Tanglewood Drive Shoreview, MN 55126 (651) 483-3454 coe-northstart@northshield.org Took Office: 2004-10-16 |
Herald Submissions Exchequer Position Open |
Additional Information
- Northshield Exchequer of the Exchequer E-mail List
- All groups MUST have a Chancellor of the Exchequer. If you do not, contact me immediately!!
- All reports MUST be submitted in a timely manner! Remember, if your report is received after the due date, you run the risk of having your group suspended. This means no fighter practices, no events, no moots, NOTHING, until the suspension is lifted! Do not wait until the last minute before completing your report.
- Your report MUST balance! This means that the difference in Net Worth MUST equal the net profit/loss on the Income Statement. If your report does not balance, DO NOT SEND IT IN. Contact the Northshield Exchequer immediately for assistance.
- DO NOT use the "other income" or the "other expense" category. Contact the Northshield Exchequer if you have questions about how to categorize an income or expense item.
- You MUST send a property list with each quarterly report. This list should be updated periodically - with a requirement that it be done AT LEAST prior to each year's domesday report.
- You must complete a cash reconciliation for each account your group holds. This applies for any type of money holding account including Certificates of Deposit.
- A copy of the Income Statement must appear in your group's newsletter each quarter. If your group does not have a newsletter, you should make sure that copies are available at all group meetings immediately following your quarterly reports. Your quarterly report must be signed by your seneschal prior to mailing to the Northshield Exchequer. The seneschal should keep a copy of the report for his/her records.
- Each Cash Account must have AT LEAST 4 signatories on it. One must be the local exchequer, one must be the local seneschal and one must be the Kingdom Exchequer. If your group does not comply with this, please go to your bank and obtain new signature cards for signing and update your records. I recommend that you have 2 other signatories, including one that is reasonably close to you in distance to facilitate check signing. They should not be in the same household unless the seneschal and exchequer reside together. In that case, I recommend the statements be sent to a neutral third party.
- Checks require two signatures in order to be cashed.
- DO NOT depreciate any item valued at under $500.00. If you are doing so presently, please update your records for the next quarter. List the remaining value as an expense if necessary.
- Make sure that any item being sold is listed on the property worksheet. If you have any questions, contact the Northshield Exchequer.
- Balance your checkbook monthly! Provide a copy of the reconciled report to your local seneschal.
- Recommendation: IF your group has a newsletter, make sure that all subscriptions end in December of the current year. It makes year end reporting much easier and people will remember when their subscription ends.
- Complete a "Request for Reimbursement" form each time you write a check to someone in your group to reimburse expenses. Copies of these should be included in your quarterly reports.
- A "Deposit Report Form" should be completed for each deposit you make into any of your accounts. Copies should be included with each of your quarterlies.
- When completing your domesday at the end of the year, copies of all back up material included with each of your quarterly reports should be included to document the year's activities. This includes event report forms.
- Send a copy of the completed event report form as soon as it is completed. It should be in the hands of the Northshield Exchequer no more than 3 weeks after the event was held.
- READ THE EXCHEQUER MANUAL. If you have a question, contact the Kingdom Exchequer by e-mail or telephone to get the matter straightened out. DO NOT depend on her to "catch" the error and contact you!
- It is understood that this is a volunteer position, HOWEVER, ONCE YOU HAVE VOLUNTEERED TO FUFILL THE DUTIES OF THE POSITION, IT IS YOUR RESPONSIBILITY TO DO SO. This is one of the only two greater officer positions that interacts with the modern world. As such, it carries financial responsibility, not only for your group, but also for the Society as a whole. Make sure that you conduct yourself accordingly!
- How do I request the Northshield Pavilion?