Annual budget
The Board approves an annual operating budget before the fiscal year and may approve amendments during the year.
Budget · records · review · safeguards
Good controls should be boring.
Financial controls exist so charitable resources reach the mission: instruction, access, costumes, music, rehearsals, performances and the long-term continuity of the troupe.
The best controls are usually unremarkable: approvals documented, accounts reconciled, receipts attached, reports reviewed, and charitable dollars landing where the Board said they would.
Monthly reporting
Financial policies call for regular balance-sheet and activity reporting to the Board, supported by reconciliations and underlying records.
Bank reconciliation
Bank activity is reconciled separately from check preparation, with reports available for Board oversight.
Supporting documents
Disbursements require appropriate invoices, receipts, authorization, and records rather than informal reimbursement by memory.
Segregation of duties
Accounting, approval, payment, and reconciliation responsibilities are separated where practical and reviewed for conflicts.
Records retention
Permanent corporate records and time-limited financial and operational records are retained according to an adopted schedule.
Board review and internal control
The foundational financial policies call for an annual internal review of financial records and controls by a person independent of the principal financial decision-makers. They also address budgeting, bank reconciliation, expense documentation, contribution acknowledgments, contractor records, fixed assets, travel reimbursement, and financial-statement distribution.
Restrictions and safeguards
The policies prohibit loans to directors, volunteers, and other individuals; prohibit bartering; limit investments to insured cash-equivalent instruments approved by the Board; and require Board approval before records are destroyed.
Conflicts and family relationships
The financial policies address actual and perceived conflicts, supervision of relatives, review of related work, and disclosure of personal relationships that could affect organizational decisions.
Security boundary
The public site summarizes controls without publishing bank information, passwords, private vendor records, personal addresses, signatures, or operational details that would weaken those controls.
Independent nonprofit · accountable partnership
Rosas de María is a fully independent recognized 501(c)(3) nonprofit organization. Its Board governs the organization, programs, contracts, fundraising and resources. North Valley Community Foundation may be used as a fundraising mechanism and community partner for selected efforts; it is not the fiscal sponsor, governing body, ordinary-funds controller, approval authority, or source of Rosas de María’s nonprofit status.