Policy for the Office of the Chamberlain

This is the policy for the Office of the Chamberlain for the Barony of Stonemarche, who reports to the Office of the Exchequer for the Barony of Stonemarche.

The purpose of this policy pertains to the storage of inventory and procedure for responsible parties removal or adding of items to the inventory.

Responsible Party

The definition of responsible party is any duly appointed, by Curia, Officer, Autocrat, or Head Cook, individual whose responsibility is to check out and return items from the Baronial Stores.

The responsible party shall adhere to the policy outlined regarding Check In and Check Out of items. No matter who ends up using said items the responsible party assumes the obligation to ensure that the items are returned according to this policy.

Inventory

The Chamberlain will keep an inventory and post it here or on the Baronial website, with appropriate photographs of said items.

What Is In Storage?

The items in storage include kitchen equipment and supplies, list equipment, signs, as well as miscellaneous items for projects. This storage area is in an unheated barn. Therefore items that are perishable will not be stored here.

Supplies, such as garbage bags, paper products and plastic ware, will be stored. Please check before purchasing additional supplies to see if there are any available.

You may request a full list of items, which are in the Baronial Stores from the Chamberlain.

Check-Out/In Policy

Items for approved use may be checked out up to two weeks in advance. This gives the responsible party two (2) weekends to find time to get anything they need. The Chamberlain will make arrangements with the responsible party to come and pick up the items from the location where the Baronial items are being stored.

The Chamberlain’s office is under no obligation to provide transportation of items to or from the Baronial Stores. The responsibility for transportation is that of the responsible party.

The Chamberlain, Seneschal, or Exchequer or a duly appointed representative from one of these offices must be present at the time of pick up and return. The purpose of this is to:

• Ensure that all items are removed from stores and returned to stores in an orderly and tidy manner;

• inspect items to ensure that they are returned in similar or better condition than when they left the Baronial stores;

• ensure all items are returned cleaned.

Items should be returned within two (2) weeks, which gives the responsible party two (2) weekends.

It must be noted that all durable items removed from Baronial stores, will be returned to Baronial stores clean! It is the responsible party responsibility to ensure that this occurs.

The Chamberlain should be made aware of any items that are damaged, lost or stolen.

Adding & Donations to the Stores

If an event needs something not in storage (which will happen) they will need to budget for this item. Purchase of durable items over $50.00, should be approved by the finance committee.

The Chamberlain should be made aware of any new items that are purchased before they are added to storage. Once again, perishables can not be stored.

Donations to the Barony are appreciated. However, before donations are accepted they will be evaluated by the Seneschal and Exchequer’s office to ensure their appropriateness and potential usefulness to the Barony.

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