Purchasing Policy

1. Purpose

As a non-profit association, we operate on the fundamental principle that our resources belong to the community. This Purchasing Policy serves as our commitment to financial integrity, ensuring that every cent is managed with transparency, accountability, and a focus on our collective mission. By establishing clear criteria for how we budget, select, and maintain our assets, we ensure that our growth remains sustainable and that the benefits of our shared collection are distributed equitably among all members. This policy is not just about spending – it is about safeguarding the future of our association and honoring the trust our members place in the Board.

2. Approval of the Annual Budget

  1. The Board of Directors must prepare an annual budget, which must be approved by a simple majority at the meetings convened for that purpose.
  2. Budgets must allocate funds first for fixed expenses necessary for the proper functioning of the Association, including, but not limited to:
    1. Insurance
    2. Administrative expenses
    3. Facilities rental
    4. Equipment maintenance and replacement
    5. Banking and legal costs
    6. Other expenses required for essential operations
  3. Once the fixed and necessary expenses have been budgeted, the Board of Directors will determine the amount available for discretionary purchases during the budget year.]

3. Discretionary purchases

Discretionary purchases may include, but are not limited to:

  1. Board games
  2. Card games
  3. Educational or promotional materials
  4. Event equipment
  5. Gaming accessories
  6. Role-playing games and materials for role-playing games
  7. War game terrain
  8. Other elements that support the activities and objectives of the Association.

4. Member contributions

  1. The Association will periodically invite its members to submit nominations and suggestions for discretionary purchases.
  2. Members can recommend specific items or categories of items.
  3. The Board of Directors may conduct surveys or use other methods to gather the opinions of members in order to determine demand and interest.

6. Purchase Evaluation

When considering discretionary purchases, the Board of Directors should take the following into account:

  1. Demand and level of interest of the members.
  2. Available budget.
  3. Expected utility and durability of the article.
  4. The mission and objectives of the Association.
  5. Inventory and existing resources.
  6. Opportunities to broaden participation and engagement among members.

Items that demonstrate higher overall demand from members may receive higher purchase priority.

7. Principle of equality of benefits

  1. The Association’s funds will be used for the collective benefit of the members.
  2. No member or group of members will receive preferential treatment based on:
    1. Geographic location
    2. Game preferences
    3. Membership duration
    4. Personal relationships with the Board of Directors
    5. Any other unrelated factor
  3. While individual purchases may be more attractive to some members than others, the overall purchasing program is administered in such a way that all members benefit equitably over time.
  4. The Board of Directors will endeavor to maintain a balanced set of resources that serves the diverse interests of the members.

8. Authority & approval

  1. Purchases that are within the approved annual budget may be authorized by a majority vote of the Board of Directors.
  2. Any purchase that exceeds the approved discretionary budget, or any unbudgeted expenditure that exceeds a limit set by officials, will require additional approval from the Board of Directors before funds are committed.
  3. The Board of Directors must avoid conflicts of interest and disclose any personal financial interests related to a proposed purchase.

9. Ownership and registration of assets

All physical assets acquired with Association funds must be recorded in an asset register (inventory) maintained by the Association.

The inventory should include, as far as possible:

  1. Asset description
  2. Date of acquisition
  3. Purchase cost
  4. Current custodian or storage location
  5. Asset status
  6. Any other information that the Board of Directors considers relevant.

Unless otherwise specified by law, contract, license or other legal agreement, all assets acquired with Association funds are owned by the Association.

No member, officer, volunteer or other person shall acquire ownership rights to the Association’s property solely through possession, storage, use or management of such property.

Assets acquired through license, subscription, lease or other limited-term agreement will be governed by the terms of the applicable agreement and may not constitute property of the Association.

10. Disposal of assets

The Board of Directors may authorize the alienation, sale, donation, exchange, recycling or withdrawal of the Association’s assets by simple majority vote.

When selling an asset, reasonable efforts should be made to obtain a fair market value, taking into account its condition, age, and the feasibility of the sale.

The funds obtained from the disposal or sale of the Association’s assets will belong to the Association and will be deposited into the Association’s bank accounts for future use in support of the Association’s mission and activities.

A record must be kept of any disposal of assets, which will include the asset disposed of, the method of disposal, the date of disposal, and any income received.

Goods with negligible monetary value or that are damaged beyond repair may be disposed of without attempting resale, provided that the disposal is approved by a simple majority of the Board of Directors and recorded in the inventory.

11. Transparency

  1. The Association must maintain a record of approved purchases.
  2. Members may request reasonable access to budget and expenditure information, subject to applicable legal and privacy requirements.
  3. Members will be provided, at least annually, with a summary of purchases and expenses.

12. Review

This policy may be modified by a majority vote of the Board of Directors, provided that such modification is consistent with the Association’s governing documents and applicable legislation.

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