Financial Policies

Yearly Budgets for the Program and Year-Round Support Circles

• Each circle puts together an itemized budget request for their estimated yearly expenses by February 1 and sends it to the Financial Circle. It’s okay to add $50–100 for unforeseen expenses that can't be itemized.
• The Financial Circle evaluates and comments on the budget and provides their comments to the circle if necessary. If desired, the circle can adjust their budget and send it to the Financial Circle. The Financial Circle sends the commented budget to the Council by March 1, together with recommendations based on the expenses of the previous year and the overall financial situation.
• The Council discusses yearly budgets during the March meeting. If a budget is not approved by the Council, the Council will inform both the circle concerned and the Financial Circle soon after the meeting.
• Itemized budget amounts should be spent on the items they were budgeted for. But, if needed, circles can move money around from one itemized category to another without approval for amounts up to $100. (For example, $100 originally budgeted for marketing flyers can be spent on creating a marketing video that cost $100 more than originally budgeted for.) The circle’s overall budget amount approved by the Council still applies.
• If any unforeseen expenses that were not budgeted for come up during the year (for a new project, for example), a special budget request can be submitted to the Financial Circle. This request must be submitted at least 2 months in advance of the time the money is needed. The Financial Circle can approve unforeseen expenses up to $100 without first informing the Council, and can instead report it to the Council at the next scheduled meeting. Requests for unforeseen project expenses higher than $100 need to be approved by the Council first.

Food Budget

$3.80 per person per meal

• Includes napkins, disposable dishes and cutlery, and paper towels for the kitchen. Paper plates and bowls are preferred versus styrofoam.
• Applicable to all programs

Budget Overdraft

The Financial Circle can authorize and reimburse the overdraft of a specific budget-item up to 10% (but $50 maximum) without consulting the Council. If the overdraft amount is greater than 10% or $50, the Council needs to approve. If a circle or person is overdrafting the budget more than once, the Council needs to be informed.

Program Fees and Deadlines for Early Bird and Late Fees

• The financial circle creates a proposal for the program fees and deadlines based on the activities and budget proposal of the circle and based on the previous year and the overall state of the camp finances.
• The financial circle sends the proposal to the program circle for feedback.
• If the program fees are not increased by more than 10% over the fees of the previous two years, the financial circle has the authority to approve the new fees and report their decision to the Council at the next opportunity.
• If the new fees are higher than 10% than the fees of the previous two years, the Financial Circle will submit the new fees as a proposal to the Council, and the Council will need to make a consent decision to approve.
• Financial Circle will start proposal process for:

1. Spring Gathering and Family Camp: Feb. 1 (Council meeting: March) Registration opening: April
2. Harvest Festival: June 1 (Council meeting: July) Registration opening: Second half of August
3. Winter Retreat: Aug. 15 (Council meeting: Sept.) Registration opening: End of October/Beginning of November

• If deadlines are not met, Council can call a special meeting for approval.

Cash Advance Policy

Organizers of Shehaqua programs can request a cash advance from the bookkeeper to pay for program expenses. They will need to fill in a form available online and submit it to the bookkeeper. Anyone failing to return the receipts and/or leftover cash from a cash advance to the bookkeeper within 30 days after the event is over will be banned from getting future cash advances.

Cancellations and Refunds

• For Weekend programs: If notified by email at registrar@shehaquafamily.org up to 5 days before the registered program starts, we will issue a refund minus a 5% cancellation fee. After that, if notified up to the day before the registered program starts, we will issue a refund minus a 10% cancellation fee. Those not showing up will not receive a refund.
• For all Family Camp programs in summer: If notified by email at registrar@shehaquafamily.org by June 30, we will issue a refund minus 5% for credit card processing fees. For cancellations after July 1 up to the day before program starts the cancellation fee is 35%. Those not showing up without letting us know one day before camp starts will not receive a refund.

Other Financial Policies

Other financial policies that appear on other pages in this guidebook:

• Administrative Discounts
• Meals and Lodging for Guests/Unregistered Visitors
• Special Education Tracks
• Program Director’s Authority to Extend Early Bird Fees
• Program Director’s budget