• All funds shall be paid into the HopCroft Neighbourhood Forum Account (Cooperative Bank) until such time as the Friends Group make their own arrangements.

  • The treasurer and committee member 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.

  • The project manager for that project should keep track of spend and not allow spending to exceed the allocated amount.

  • The treasurer shall also keep track of overall incoming funds and expenditure.

  • The Committee shall jointly decide on funding priorities.

  • 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 project manager 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 volunteer 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.

  • All payments or repayments must be authorised by at least 2 committee members.