Policy on Expenditures (7/2005)

From the minutes of the meeting for worship with a concern for business, 7/3/2005:

Friends discussed PFM’s redrafted Policy on Expenditures. The policy was approved with the understanding that it is a living document and can be revisited as necessary.

Patapsco Monthly Meeting of Friends
Policy on Expenditures

Every year, each Patapsco Friends Meeting committee should submit a proposed committee budget to the Treasurer in preparation for the annual Meeting budget approval process.

Committee Expenditures

Committee clerks may submit requests to the Treasurer to use that committee’s budgeted money, and two of the following (the Treasurer; the Clerk; the Assistant Clerk) may approve such requests without discussion by the full Meeting, for the following kinds of items:

1. Paying expenses for Meeting sponsored (meaning approved at the monthly business meeting) events or projects; or routine activities overseen by the committee in question.
2. Buying publications or religious education materials/books for the Meeting or community, related to the topic served by the committee in question.
3. Personal assistance to an individual as approved by the Personal Assistance Committee

Expenditures requested by individuals

One of the following (the Clerk, the Treasurer, the Assistant Clerk) may approve requests from individuals without discussion by the full Meeting, for the following kinds of items:

1. Expenses the individual incurred on behalf of the Meeting for food and food related items for the simple meal, or food supplies for the kitchen.
2. Expenses the individual incurred for food for the monthly Grassroots meal.
3. Copies for the Meeting/miscellaneous

Two of the following (the Clerk, the Treasurer, the Assistant Clerk) may approve requests from individuals without discussion by the full Meeting, for the following:
Scholarships for Patapsco Friends to attend Quaker events and conferences or non-Quaker events and conferences which foster or promote Friends’ principles.

Guiding Principles for Scholarships

The budget item for scholarships should serve members and committed attenders, should serve as many people in the Meeting as possible, should be distributed fairly, and is meant to empower individuals both to represent the Meeting at Quaker or other events and/or to foster Friends’ principles or to enhance the individual’s spiritual growth and that of the life of the Meeting.

Sponsored Friends (either with scholarships or not) are invited to report back to the Business Meeting on the experience in order to enrich the life of the Meeting.

See specific guidelines for scholarships. These guidelines may change from year to year.

All Other Requests for Expenditures

All other requests for expenditures by individuals, committees or outside groups should be brought to the Business Meeting as a whole for consideration.

If the Treasurer and/or the Clerks receive a request for expenditure which seemingly is covered by the above policy, but about which either has any doubt, they may discuss it further with the person or committee requesting the expenditure. If clearness is not reached, such questions and concerns should be brought to the Business Meeting for further guidance.

Items Approved by the Meeting as a Whole

Payments approved by the Meeting as a whole (such as the BYM apportionment) may be paid by the Treasurer without further discussion.

Last modified, June 2005
Approved, Meeting for Business, July, 2005

Guidelines for Scholarships

While scholarships/grants may be given for a variety of events, not all of which may by known or anticipated, specific guidelines are given for those which occur most often.

Those members or committed attenders who plan to attend BYM events (examples: Yearly Meeting, the Women’s Retreat or one of the summer camps); or broader Quaker events such as FGC or Pendle Hill would qualify for a grant, as follows:

The cost of one week of camp per child

25% of the annual BYM cost

25% of a BYM sponsored event (other than camp, covered above)

25% of FGC (at the lower end of living arrangements, such as camping or
cooperative dining)

25% of the Pendle Hill Cost

People needing more than the above amounts should not hesitate to request more for consideration.

Note: these guidelines for scholarships were revised 2/6/2011.

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