Pikes Peak Court # 20 Colorado Springs, Colorado, Order of the Amaranth

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  These Documents are for our Court members, Other Courts may Copy these and use as they wish.

COURT TRUSTEE’S GUIDELINES

 

1. Trustees are the custodians of the Court’s funds, paraphernalia, and property.

 

2. The offices of the Trustee is not to be taken lightly and care should be taken in their selection.

 

3. The Trustees shall sign the Court’s Bank Signature cards along with the Treasurer.

 

4. The Trustees must have an inventory of the Court’s paraphernalia and Property. They must see that it is kept in Good repair. They also need to have a sign-out sheet for the Court’s paraphernalia or equipment that is loaned for any reason.

 

5. For securing Court Paraphernalia and property insurance purposes, the Trustees should:

            a.) Have a list of all items of value

            b.) Check for correct and adequate replacement values(cost).

 

6. Trustees should maintain current list of equipment and items donated or loaned to the court so that they may be properly returned or disposed of in the event a court wishes to give up its charter.

 

7. Trustees must be aware of the Maturity date of Bonds and Certificates of Deposit and the current and highest rates available for reinvestment.

 

8. Trustee are regular Court elective Officers and are required to attend every Court meeting (as per Supreme Council Rules and Regulations, Page 77, Section 14, Paragraph C)

 

9. The Trustee must be aware of the contents of the Court’s Safe deposit Box.

 

10. The Secretary and Treasurer should not transfer funds from different accounts without consulting the Trustees or by vote of the court members.

 

11. The Chairman of Trustees shall fill the station of Treasurer if the Treasurer is absent.

 

12. For Internal Revenue Service purposes, the Court’s Financial records shall be kept for seven (7) years, The Minutes, Registers, Account Books, etc. of the Court shall be kept permanently.

 

13. On Honor and Friend nights, it is suggested that the Royal Matron include Trustees with the other Elected Officers who are being recognized.

 

14. The Chairman of Trustees should have a complete set of Keys.

 

AUDIT COMMITTEE GUIDELINES

 

The Audit Committee is very important committee to the Court. It is the Committee that verifies that the proper accounting of the court's moneys and accounts has been done.

 

                When it is time for the court's audit, you need to furnish the following:

 

                1.             ALL reconciled bank statements (including CD's, Money Market accounts, Life membership Accounts, etc.)

These need to agree with the total amount in the Secretary and Treasurer's cash books.

 

2.             All Warrants, and supporting receipts and documents. This is to verify that all bills to the Court are legitimate

and paid in a timely manner.

 

3.             ALL Transfers are legitimate and authorized by the court.

 

4.             ALL Income is promptly and accurately deposited in the proper Financial Institutions used by the Court.

 

5.             All Income is accounted for. Track it from Secretary to Bank statements.

 

6.             Make sure that all savings accounts and CD's/Investments are accounted for, check maturity dates and see that

they are reinvested in a timely manner.

 

7.             Make sure that all interest is accounted for and deposited to the proper accounts.

 

8.             Make Sure all interest from Life Membership accounts are transferred once a year to the General Fund. DO NOT

leave an account inactive  be sure to transfer interest. If you do not want to leave the interest in the general Account, by all

means transfer it back to your savings but you must show activity in and out of an account. This is per the International

Revenue Service in order for us to keep our non-profit status.

 

9.             Make Sure you check the warrants against the checks to make sure they are made out to the proper person and the

amount is correct.

 

10.          Make sure you give the audit Committee all checks books, deposit slips, etc. If you do not supply these to the

Audit Committee, they should not state they have audit the books of the court since you cannot do a complete audit without

this information. This information should be given from audit to audit. You also need a copy of the rules and regulations of

your court with this information.

 

11.          Check that the current audit report balances to the previous report.

 

12.          The Audit report, Secretary and treasurer's books must be signed by the audit committee.

 

An audit committee must keep an open mind and ask questions about any irregularities until these irregularities are resolved to their satisfaction. It is not enough to check the balances in the secretary and Treasurer book to see if they balance…..YOU MUST CHECK FURTHER.  We all love and trust our Honored ladies and Sir Knights but as the old axiom says "No one can cheat you until you trust them".

 

 

FINANCE COMMITTEE GUIDELINES

I.         The Finance Committee shall consist of three members, all of which must not be an elected officer of the Court.

 

     II.        The members of the Finance Committee with two members of the Court’s Trustees (chosen by the Royal Matron) shall constitute the Budget Committee. See Budget Committee Guidelines.

 

    III.        Each Member of Finance committee should have a copy of the approved court Budget for their term.

 

    IV.       The members of the Finance committee should approved only those items in the approved Budget for the term. Those items not on the approved Budget may be approved by the Finance Committee, however this shall be reported each and every time when done in the annual report given by the Committee at the February meeting.

 

   V.         Those items not approved by the Finance Committee, may be submitted to the Membership of the Court for approval. Any items approved by the Court, shall be reported in the annual report.

 

   VI.        The annual report shall be submitted by the Finance Committee at the February meeting and report on those should cover the time frame from Installation to the current date

 

BUDGET COMMITTEE GUIDELINES

 

I.  The Budget Committee shall consist of the three(3) members of the Finance Committee and two Trustees chosen by the Royal Matron. The Secretary and Treasurer shall provide any information requested by the committee. The Associate Matron and Associate Patron shall be consulted by the Committee, as they are the head of Ways and Means for the Court.

 

     II.  The Budget Committee shall meet annually after the Installation in March and draft a budget to be presented to the Court for approval at the April meeting.

 

    III.  Once the Budget is approved by the Court, Copies shall be made available to the following:

           All Elected officers of the Court and all members of the Finance Committee.