• All funds shall be paid into the Crofton Park Railway Garden bank community account.

  • The treasurer and committee members responsible for fundraising shall keep track of the different funds for different projects. All incomings and outgoings shall be logged on a separate spreadsheet per project, and reconciled with the relevant bank statements.

  • Each garden project should be supported by a schedule which outlines a list of goods and services which the funds will be used for. This will be approved by the committee and spend should be in accordance with the schedule. Changes should be confirmed by the committee.

  • The treasurer shall keep track of spend and not allow spending to exceed the allocated / ringfenced budget.

  • The Committee shall jointly decide on funding priorities and produce a forward plan to work towards.

  • Up to 3, and no fewer than 2, signatories shall be elected for the bank account.

  • A time table of approximate planned expenditure shall be issued at key Committee or AGM meetings.

  • Committee members may claim back any expenses incurred if the spend has already been approved by the chair and treasurer and is noted on the project spreadsheet as forecast spend. All VAT receipts shall be scanned in and issued to the Treasure, cc’ing the Chair and detailing:

    • The amount to be reimbursed

    • The account details for the repayment.

  • The volunteers should also keep a hard copy of the receipt, should it be needed in the future. The treasurer shall check the amount against the project budget and ensure it is within the approved budget allocation for that project, before reinbursements are made.
  • Donations via the donate page and/or related fundraising platform (e.g. Go Fund Me) will be paid directly into the garden's bank account, minus the transaction fee of the processing platform.