SPI resolution 2025-10-13.jln.1: Payments Clerk

WHEREAS

  1. SPI Board wishes to shift focus toward governance;

  2. It's more relevant for the public good that the treasurer acts at a strategic level, tracking how assets are spent and drafting policies, providing guidance, transparency and direction, and promoting the most effective use of charitable assets;

  3. Currently, the treasurer is working on an operational level, performing individual payments, and this drains all time necessary for proper governance implementation

THE BOARD RESOLVES THAT

  1. SPI Treasury Team will, through the use of multiple bank accounts or any other reasonable strategy that may be adopted, limit how much money can be immediately withdrawn for payments without impacting SPI continuity.

  2. The amount which can be withdrawn will be the CONTINGENCY LIMIT / EVERYDAY PAYMENTS ACCOUNT, may only be replenished by the Treasurer or the President, and such replenishment must not be automatic.

  3. SPI can, but is not required to, contract a payment clerk for these everyday payments.

  4. Any expense which exceeds the amount set forth in the policy or is to be paid via check, is performed directly by an authorized officer.

  5. Treasurer will control how the payments are happening, and may immediately dismiss the payment clerk with or without cause.

  6. If the treasurer themselves are the payment clerk, or in the event that the clerk's appointment would cause a conflict of interests with the treasurer, the president will provide oversight and may dismiss a conflicted clerk, with or without cause, insofar as private inurement and misappropriation of funds are concerned.

  7. Maximum remuneration will be fixed by the Board, based on SPI financial conditions. The Treasurer, as mandated by Bylaws, will provide reports on how SPI finances are.

  8. In the event that due to either trust constraints or insufficient remuneration was allowed by the Board, the Treasurer will perform the Payment Clerk duties.

  9. As per Bylaws article eight, the treasurer remains the custodian of all monies. A payment clerk therefore performs payments under the Treasurer's name.

  10. Given the treasurer is personally responsible for all actions taken by the payment clerk, the Treasurer will set as many safeguards, rules and policies on how the clerk operates as he or she deems necessary.

  11. Nothing herein prohibits SPI to have multiple Payment Clerks, or contract them to work only during demand peaks or spikes.

  12. The Payment Clerk may not pay expenses submitted by them, or in their own favor. The Board will perform due diligence in any and every case this happens.