HomeMy WebLinkAbout1994 05-24 EBDA Earle Brown Days
3rooklyn Center Minnesota
W. 01 Shingle Creek Parkway 55430
(612)569-3400
AGENDA
1994 Earle Brown Days Committee
Tuesday, May 24, 1994
City Hall Conference Room A
7:30 a.m.
1. Call to order - 7:30 a.m.
2. Approval of minutes from May 10, 1994
3. Financial Report - Cummings
4. Committee Reports
A) Ambassadors - Cohen
B) Arts & Crafts Fair - Bergeland
C) Barn Dance - Kragness
D) Bingo - Ditty
E) Car Show - Nerburn
F) Ice Cream Social - Buse
• G) Junior Royalty - Graham
H) Kid's Fishing Contest - LaCrosse/Ditty
I) Parade - Risley
J) Picnic/Games - Dorff
K) Publicity - LaCrosse & Swanson
L) Sunday In Central Park - LaCrosse
M) Talent Contest - Neilson
N) Tennis Tournament - Tennis Club
0) Teen Bop Dance - Ditty
6. Old Business
A)
B)
7. New Business
A)
8. Adjournment - 8:45 a.m.
9. Next Meeting - Tuesday, June 7, 7:30 a.m.,Conference Room A
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EARLE BROWN DAYS
. Procedures for Purchasing & Depositing Money- revised May 1994
Proposed Budgets
1. Committee chairs must prepare a proposed budget projecting income and expenses for
the festival year.
2. The proposed budget must be submitted to the board for review. The board has the
authority to make changes.
3. The board must approve budgets before committee can spend money.
Opening Charge Accounts
1. Committee chairman makes a request to the board of directors. The request
must include the place of business, address, business contact person, telephone
number and the reason why the charge account should be opened.
2. Following board approval, the treasurer will contact the business to set up the
terms of the account. (No committee chairman or any other member of the board of
directors is authorized to open a charge account in the name of Earle Brown Days,
Inc.)
• 3. Only committee chairs or members of the board of directors are authorized to charge.
Committee members may be authorized to charge with special board of directors approval.
Approval, in the form of a motion, may only be given to committee members who's name,
address and telephone number has been given to the board of directors along with reason
they, instead of committee chairman, must charge. Before committee members can
charge or make purchases, either the city staff liaison or the Earle Brown Days chairman will
call to inform them of the proper procedures for purchasing.
Approved Budgets
1. The preferred method of payment is to get an invoice from the business. (New charge
accounts can only be opened by the treasurer.) If EBD has an account
and you have charged at the business, fill out a Payment Request form, attach
invoice, and submit it to the board for payment. Once payment is approved, the treasurer will
send them a check. All invoices must be sent to Sue LaCrosse at parks and recreation
department.
2. If business will not invoice Earle Brown Days, the committee chair must contact the
business in advance for the exact amount. Then, fill out a Payment Request form and
submit it to the board for payment. Once the board has approved the payment, the
treasurer will make out a check to the business. The committee chair must still get a receipt
which must be given or sent to treasurer as soon as possible. (Issuing checks to reimburse
committee chairs for purchases is not recommended.)
•
3. If a committee has to go outside their approved budget, they MUST GET BOARD
is APPROVAL before spending the money.
4. Petty Cash - at the September 10, 1991 meeting, the board set forth a policy
establishing a petty cash fund. The procedure for dispersing petty cash funds is as
follows:
a) Budget must be approved.
b) Fill out a petty cash slip and attach receipt. (No petty cash will be
given without receipts.)
b) Petty cash slip and receipt must be submitted to the Earle Brown
Days Chairperson for payment.
C) Petty cash is available only for receipts of$25 or less.
d) No committee may receive more than $100 in petty cash over the
course of the festival year.
Deposits
1. Fill out a deposit memo indicating what program the deposit is for and how much money
was collected. For cash admissions, it must be broken down as to how many were collected
at each price. For check payments, it must be broken down as to how many at each entry
fee category.
2. Turn in the deposit memo with the checks or cash to city liaison in the parks and
recreation department. Money will be taken to bank at that time. If city liaison
is not in office at time of drop off, mark money well and ask department secretary
to put in the parks and recreation department safe.
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