Adrian Empire STEWARD User Manual

The Adrian Empire, Inc.

IMPERIAL ESTATES WRIT #3

STEWARD'S MANUAL

JUNE 1992

AMENDED NOVEMBER 2001

© 2002 The Adrian Empire Inc., all rights reserved.

Anyone is welcome to point out any error or omission that they may find.

Imperial Steward [e-mail]

Empress [e-mail]

Emperor [e-mail]

Page 2 of 2 Imperial Estates Writ 3: Steward's Manual
as adopted June 1992, amended November 2001

T

ABLE OF CONTENTS

Preface............................................................................................................................................................... 3

I. Civil Duties..............................................................................................................................................4

A. Imperial Steward.............................................................................................................................4

B. Steward of a Chartered Subdivision ...............................................................................................4

II. Parliamentary Duties................................................................................................................................ 5

A. Imperial Steward.............................................................................................................................5

B. Steward of a Chartered Subdivision ...............................................................................................5

III. Procedures................................................................................................................................................5

A. Opening a checking account for the chartered subdivision ............................................................5

B. Authorization for expenditure of funds .......................................................................................... 6

C. Registration of members.................................................................................................................6

D. Receipt of dues................................................................................................................................6

E. Upgrade of Membership ................................................................................................................. 6

F. Disbursement of dues...................................................................................................................... 6

G. Accounting policies ........................................................................................................................ 6

H. Reports and Documents to be prepared by a Steward of a Chartered Subdivision.........................7

1. Original bank statements........................................................................................................7

2. Income and Expense Journals................................................................................................ 7

3. Updated Register.................................................................................................................... 7

4. Check for Dues ......................................................................................................................7

5. Expiration List ....................................................................................................................... 7

6. Membership Activity List...................................................................................................... 8

7. Inventory of Chattel Goods.................................................................................................... 8

I. Inventory of Chattel Goods................................................................................................................... 8

Imperial Estates Writ 3: Steward's Manual Page 3 of 3
as adopted June 1992, amended November 2001

P

REFACE

Unto the Stewards of the Chartered Subdivisions, Greetings.

I have been commanded by the Her Imperial Majesty to compile and produce a manual listing the duties of the
Steward and the procedures used by the Stewards. As with any human endeavor it has to start somewhere and then
evolve as the needs change. So in someone's immortal words "Hear, tremble, and obey".

The duties of the Imperial Steward are stated as follows in the Imperial By-Laws:

THE STEWARD. The Steward is responsible for the legal obligations and finances of the Adrian Empire or
chartered subdivision. [NOTE: Refer to the Bylaws

As you can see this is a one liner, it does however, place a great deal of responsibility on the Stewards.
Hopefully the following material will help you to carry out the duties of the Steward's Office. I have set down the list
of duties for the Imperial Steward and the Stewards of Chartered Subdivisions, followed by the procedures needed to
run the ministry. There are sample forms included for your use, which may be changed from time to time as needed, if
you come up with a better way to do something or you have to do something different to comply with the laws of the
state you are in, send it to the Imperial Steward.

The responsibility for the legal obligations means that you, the Steward, are the one who pays the bills. Only
the Estates General can authorize and approve the expenditure of funds, the Crown/Ruling Noble can authorize
expenditure of funds (which the Estates General must approve at the next estates meeting, if they do not approve of
the expenditure the money must be reimbursed to the treasury by the Crown/Ruling Noble), and the Steward is the
only one who can pay the bills. DO NOT write a check without written authorization of the Crown/Ruling Noble or
the Estates General, otherwise you will be reimbursing the treasury. Remember that the funds in the treasury belong to
the members of the Empire/Chartered Subdivision.

for a current and complete description of duties.]

The responsibility for the finances means that you, the Steward, must help insure that there is sufficient
money in the treasury to cover the expenditures incurred, in other words make sure that the Crown/Ruling Noble and
the Estates General know how much money is in the treasury, how much is already committed to other expenses, and
how much is available to spend. Do not count on any money that has not been paid, it may not come in. If you have
any questions do not hesitate to call, I will provide you with all the help that I can. Good luck and may all of your
accounts balance.

Yours in Service,

Sir Terrance de Coirnoir, Imperial Steward in the reign of Her Imperial Majesty, Lyonene.

Page 4 of 4 Imperial Estates Writ 3: Steward's Manual
as adopted June 1992, amended November 2001

I. C

IVIL DUTIES

A. IMPERIAL STEWARD

1. Advise the Imperial Crown on matters concerning the Imperial treasury and status of members of the
Empire.

2. Advise the Imperial Crown, Imperial Estates General, Crowns/Ruling Nobles and Stewards of
Chartered Subdivisions on matters concerning the registration of members, receipt and disbursement
of dues, and the accounting policies and procedures of the Empire.

3. On a monthly basis;

a. Make deposits, pay bills, and update the general ledger

b. Report to the Imperial Crown

c. Update the Imperial membership register

d. Give to the Imperial Chronicler the name and address information for new members, change

of address and membership expirations

e. Give the Imperial Minister of Rolls a list of new members, membership renewals and

membership expirations

4. Audit the treasury records of each Chartered Subdivisions once a year.

5. Prepare and file the yearly reports to the Arizona Corporation Commission and the Internal Revenue
Service.

6. Act as the Secretary/Treasurer of the Adrian Empire, Inc.

7. Assist the Stewards of Chartered Subdivisions.

8. Insure the collection of taxes and site fees at Imperial Events.

9. Keep an inventory of all chattel goods owned by the Empire.

B. STEWARD OF A CHARTERED SUBDIVISION

1. Advise the Crown/Ruling Noble and Estates General on matters concerning the Chartered Subdivision
treasury, the status of members of the Chartered Subdivision, the registration of members, receipt and
disbursement of dues and the accounting policies and procedures of the Empire.

2. On a monthly basis;

a. Make deposits, pay bills, and reconcile checkbook

b. Send original bank statements, income and expense journal, an updated register of new

members and membership renewals and a check for the Imperial portion of membership dues
collected to Imperial Steward

c. Give to the Chronicler a list of members who dues will expire in two months and the name

and address information for new members, change of address and membership expirations

d. Give the Minister of Rolls a list of new members, membership renewals, and expirations

3. Advise the Crown/Ruling Noble of the membership status of the members when asked.

4. Insure the collection of taxes and site fees at Chartered Subdivision events.

5. Keep an inventory of all chattel goods owned by the Chartered Subdivision.

Imperial Estates Writ 3: Steward's Manual Page 5 of 5
as adopted June 1992, amended November 2001

II. P

ARLIAMENTARY DUTIES

A. IMPERIAL STEWARD

Report to the Imperial Estates General on the status of the Adrian Empire, Inc., the treasury, and the chattel
goods to include, but not limited to the following:

1. Report to Arizona Corporation Commission

2. Reports submitted to the Internal Revenue Service

3. Balance Sheet

4. Income Statement

5. Statements of Cash Flow

6. Inventory listing of the chattel goods

B. STEWARD OF A CHARTERED SUBDIVISION

Report to the Estates General on the status of the treasury and the chattel goods.

III. P

ROCEDURES

A. OPENING A CHECKING ACCOUNT FOR THE CHARTERED SUBDIVISION

1. Each Chartered Subdivision may only have one checking account; subdivisions of the Chartered

Subdivision must work through the bank account of the Chartered Subdivision. In order to keep track of
each subdivision's funds and expenses setup the Chartered Subdivision and each subdivision as a separate
"company". You will need to produce a consolidated statement for the Imperial Steward each month.

2. You will need the name for the account (the account name of a Chartered Subdivision will be "Adrian

Empire, Inc. - "Name of Chartered Subdivision" for example the account name of Navarre would be as
follows "Adrian Empire, Inc. - Navarre"), a copy of the "Articles of Incorporation" (see attached), the
Federal Tax ID number (call the Imperial Steward) and the Social Security Numbers of the people who
will be the signatories on the account (one who is the Imperial Steward and at least two local (2) people
will be needed and the Crown/Ruling Noble and Chancellor are not allowed to be signatories). In the case
of Chartered Subdivisions setting up a bank account outside of the state of Arizona you will need to
inform the bank official that you are opening an account for a foreign corporation. The bank of choice is
Bank of America as this is the bank in which we have the Imperial bank account. This will get you from
the bank an account card which you will need to send to the Imperial Steward for their signature (the
secretary/treasure of the corporation must sign the account card), the Imperial Steward must post the
account card within one business day after receipt.

3. Once you have received the account card, then set up your opening deposit, go to the bank and open the

account, and choose your checks (you may need to ask for a deposit book as some business checks do not
come with deposit slips). There will be a bank charge for the checks/deposit book so make sure that you
have sufficient funds to cover these expenses. Because this is an automatic expense that is incurred with
business of the club, the Estates General cannot disallow it. You should now have your account opened,
ready to conduct the business of the Chartered Subdivision.

Page 6 of 6 Imperial Estates Writ 3: Steward's Manual
as adopted June 1992, amended November 2001

B. AUTHORIZATION FOR EXPENDITURE OF FUNDS

You will need to have a signed check request (see attached form) from either the Crown/Ruling Noble or from
the Estates General; this needs to be signed by the Chancellor on behalf of the Estates. Never give anyone
funds for which you do not have an authorization.

C. REGISTRATION OF MEMBERS

You are responsible for insuring that as each member pays their dues their mundane name, address, type of
membership, (if family membership the names of the family members), date paid and length of membership.
The Crown/Ruling Noble and their ministers use this information; please keep it as accurate as possible. You
will need to send a registry form along with the membership forms to the Imperial Steward each month.

only acceptable membership form is Imperially authorized.

numbers and cards for each member; the membership cards may be mailed to the Steward of the Chartered
Subdivision or each member. Members whose membership is up for renewal are given a thirty (30) day grace
period in which to pay their dues. If they pay after the thirty (30) day grace period, treat the membership as if
it was a new membership; remember there are offices, which have time requirements as "a member in good
standing". Once someone has expired and gone past the grace period, the timer starts over.

Both the membership and registry forms are available from the local or Imperial Steward, or on-line at:

Membership Form:

•

Registry Form:

•

http://adrianempire.org/documents/forms/MembFormImp2001.pdf

http://adrianempire.org/documents/forms/Steward_Register.pdf

The Imperial Steward will issue membership

.

The

D. RECEIPT OF DUES

The amount of dues for each type and length of membership is set by the Imperial Estates General; you MAY
NOT change this. You will receive dues from new members and for members who are renewing their dues.
You need to have everyone fill out a membership application; this will help you keep your register current.
Give each member a receipt for their dues and note on the receipt the type of membership, length of
membership, new membership or renewal, amount, cash or check and date paid. Checks must be made out to
the "Adrian Empire, Inc.". [Refer to the Bylaws

E. UPGRADE OF MEMBERSHIP

From time to time a member will wish to upgrade their membership from a single to a family membership. For
a 6 month/1 year membership if there is more than 3/6 months left on the membership they will pay the full
difference between a single and a family membership if there is 3/6 months or less they will pay 1/2 of the
difference between a single and a family membership. Lifetime memberships always pay the full difference
between a single and a family membership.

F. DISBURSEMENT OF DUES

The amount of dues that each Chartered Subdivision may keep is set by the Imperial Estates General; you
MAY NOT change this. [Refer to the Bylaws

G. ACCOUNTING POLICIES

The Empire conforms to the generally accepted accounting principles.

for a current dues table and types of memberships.]

for current disbursement amounts.]

Imperial Estates Writ 3: Steward's Manual Page 7 of 7
as adopted June 1992, amended November 2001

H. REPORTS AND DOCUMENTS TO BE PREPARED BY A STEWARD OF A

CHARTERED SUBDIVISION

The reports and documents are due to the Imperial Steward by the 10th of the month. The Chartered
Subdivision must conform to these reporting requirements; there are penalties for not doing so:

• Failure to comply for a single month; the Steward is automatically given a public censure and is not

credited with a civil participation for that month.

• Failure to comply for two consecutive months; the Steward is removed from office, placed under judicial

ban for 1 year and the Crown/Ruling Noble of the Chartered Subdivision finds a competent replacement
for the Steward.

• Failure to comply for three consecutive months will result in automatic revocation of the Chartered

Subdivision's Charter and reduction to an Imperial Shire.

The reports and documents required are:

1. ORIGINAL BANK STATEMENTS

The branch of the bank at which you have the Empire's account may be willing for no fee to provide
you with duel original bank statements, ask and see what they ay. If not make sure that you make
copies for your own records and send the originals to the Imperial Steward. While internally we view
ourselves as separate entities, the Arizona Corporation Commission and the Internal Revenue Service
do not, and the Imperial Steward as the Secretary/Treasurer of the Adrian Empire, Inc. is required to
fill out reports and maintain the records of the corporation. Please include all items that the bank sent
to you with the statement including the canceled checks.

2. INCOME AND EXPENSE JOURNALS

Journal pages for both income and expense are included for your use, please fill out all information. If
there is no activity send the report stating such. These are simply put a chronological order of the
income and expenses of the Chartered Subdivision.

3. UPDATED REGISTER

Update register of new members, membership renewals, and membership expirations. A register form
is included for your use, please fill out all information, if unable to fill out all information explain
why.

4. CHECK FOR DUES

This is a check due to the Imperial treasury for the Imperial portion of the membership dues. Make the
check payable to the "Adrian Empire, Inc.".

5. EXPIRATION LIST

Provide a list of members whose dues will expire in two months and a list of name and address
information for new members and members whose address information has changed and a list of
membership expirations to the Chronicler of the Chartered Subdivision. The Chronicler needs to let
the member know that their subscription to the newsletter is going to expire, as well as whom to send
the newsletters to.

Page 8 of 8 Imperial Estates Writ 3: Steward's Manual
as adopted June 1992, amended November 2001

6. MEMBERSHIP ACTIVITY LIST

Provide a list of new members, membership renewals, and membership expirations to the Minister of
Rolls of the Chartered Subdivision. The Minister of Rolls needs to know whom to add to his list, keep
on his list, and remove from his list of active members.

7. INVENTORY OF CHATTEL GOODS

Update Inventory of Chattel Goods and provide updated copy to Imperial Steward.

I. INVENTORY OF CHATTEL GOODS

It is the responsibility of the Steward to maintain the inventory listing of any chattel goods owned by the
Empire/Chartered Subdivision. Examples of chattel goods are banners, crowns, swords, books, clothing,
fighting equipment, etc.