Finance Committee's Policies and Procedures

Retreat and Dharma Event Financial Policies

Retreat & Dharma Event Financial Policies (Finance Feb 2007)    Retreats came to Finance with several questions—they all involve money, so they fall within Finance’s purview. The following policies apply to both Retreats & Dharma Events:

  • Definition of Paid Volunteer: “Paid Volunteer” includes those who are receiving room and board in order to be able to volunteer full-time for at least three months, even if they are not receiving a stipend.
  • Discounts for Paid Volunteers:  Paid Volunteers are eligible for a 50% discount on KCC retreats and events.
  • Access for Rent-paying Residents and Paid Volunteers: Rent-paying residents and paid volunteers at the urban and rural centers receive free access to retreats and events taking place where they live.
  • Special Requests from a Retreatant: When Retreats or Dharma Events Committee receives a special request (eg. : a retreatant needs 24-hour help from an assistant. Should both pay full price?), the committee should make a recommendation to Finance and request a decision on a case-by-case basis.

 

Facilities Charge for SCOL Retreats (Finance Feb 2005)  W confirmed a facilities charge for SCOL retreats, of $10/day per non-scholarship retreatant.  This does not change our pricing model for SCOL retreats, which includes:

  • cost + $20 per retreatant if cost is under $100
  • cost + 20% per retreatant if cost is $100 or more

To the extent that there is net income, the facilities charge will be transferred to the Capital Fund.  We agreed that our pricing model for SCOL and Urban Center on-site retreats is sufficient.  We did not feel a facilities charge was necessary for retreats at 73 NE Monroe, as the pricing model was more than adequate to cover our costs.

Stipend for Retreat Cooks (Finance Oct 2003)   Dana is not being requested for the cooks.  They are being paid a stipend.  If someone wishes to offer them something directly that is between them and the cook(s).  No need to announce this, but good to know in case someone asks.

Retreat Price for Tara Sullivan (Finance Dec 2007)     Retreats Committee recommends that Tara Sullivan attend for free any retreat taught by Michael Conklin.  Retreats asked for confirmation of this policy from FC, and FC agreed.  This decision is specific to Tara, and not necessarily intended to extend to similar situations.

Scholarships Accounting (Finance Jan 2007)     For KCC retreats and Dharma events, the advertised price of retreats and dharma events is made up of direct costs per retreatant (room and board, texts, advertising, etc.) plus a percentage factor to cover indirect costs (administrative overhead).  In cases where an attendee to a retreat or event is granted a scholarship:

--The individual pays at least 50% of the advertised member or non-member price, as applicable.

--The Scholarship Fund reimburses the General Fund for the difference between the direct costs per retreatant and the amount that the scholarship recipient pays.  The Scholarship Fund does not reimburse the General Fund for any indirect costs. 

Refunds due to Errors (Finance Dec 2006):   Refunds due to errors or discrepancies in pricing must be approved either by Finance or the Board. Finance can approve amounts within the $1500 limit; otherwise, Board shall approve.

 

Retreat Price for Onsite Retreat Manager (de facto since at least 1997) Onsite Retreat Manager (ORM) receives a 50% discount in the price of the retreat they are managing.