Procurement & Reimbursement Policy
Circle City Curling Club is committed to responsible financial management. This policy outlines purchasing procedures, approval requirements, and reimbursement guidelines to ensure club funds are used appropriately.
Purchasing & Approval Requirements
The following approval requirements apply to club purchases outside of previously approved committee budgets.
| Purchase Amount | Approval Requirements |
|---|---|
| Under $1,000 | Reasonable general purchases may be made using a club debit card without prior President approval. |
| $1,000–$2,499.99 | Minimum of two quotes or proposals when possible, plus approval from the Club President. |
| Over $2,500 | Minimum of two quotes or proposals when possible, plus approval by majority vote of the entire Board of Directors. |
| Approved Committee Budgets | Committee chairs may authorize purchases within their board-approved budgets, including purchases exceeding $1,000. |
Reimbursement Procedures
Whenever possible, club purchases should be made using a Circle City Curling Club bank card. Members who purchase items using personal funds must follow the reimbursement procedures below.
- Submit a Reimbursement Request Form within 14 days of the purchase.
- Include a receipt with the reimbursement request.
- If a receipt is unavailable, provide appropriate justification on the request form.
- Reimbursements will be issued by bank check or direct bank-to-bank transfer through Zelle.
- Zelle reimbursements are limited to amounts under $1,000.
- For Zelle reimbursement, provide the Zelle tag, email address, or phone number associated with your account.
Complete the online reimbursement form and include your receipt or supporting explanation. Requests should be submitted within 14 days of purchase.
Open Reimbursement Request Form »Recurring & Budgeted Purchases
Committee chairs may authorize routine operating expenses and purchases within their previously approved committee budgets without obtaining additional approval. Examples include:
- Cleaning supplies and routine facility supplies
- Bar inventory and supplies
- Special event expenses within an approved event budget
- End-of-season ice-making system shutdown
- Deionized water system recharge or rental
- Club operating expenses and utility bills
Purchases for equipment, items, or services exceeding $1,000 that fall outside an approved committee budget must follow the applicable bidding and approval procedures.
Emergency Purchases
Emergency purchases may be necessary to prevent property damage, loss of equipment, facility shutdown, or harm to individuals.
Emergency purchases require approval from the Club President. When an emergency occurs, members should:
- Assess the situation and its urgency. If human life is at risk, immediately contact the appropriate emergency authorities.
- Contact a member of the Board of Directors or the appropriate committee chair.
- Contact any necessary service providers to assist with immediate action or assessment of required repairs.
Ethics & Accountability
Anyone involved in purchasing goods or services on behalf of Circle City Curling Club must comply with the club's bylaws and Code of Conduct.
Any procurement situation not specifically addressed by this policy requires approval by a majority vote of the entire Board of Directors.
Circle City Curling Club Procurement Policy
Draft dated October 12, 2026
