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Tricentennial committee tightens spending protocol; draft purchase-order form to route payments through Friends of Southborough 300
Summary
Committee members reviewed a draft protocol describing how the Tricentennial Committee and the Friends of Southborough 300 will request and approve vendor payments. Members asked for clearer spending limits, a purchase-order trail, and thresholds for minor expenses versus larger commitments.
Committee members on Oct. 8 reviewed a packaged agreement and a fillable purchase-order form intended to govern how event-related expenses are requested from the Friends of Southborough 300 and disbursed to vendors.
Under the draft protocol, the fundraising group (Friends of Southborough 300) would pay vendors or reimburse committee members after the committee approves requests. The document is intended to create a traceable paper trail: a purchase-order-style request attached to any contract or invoice that the Friends would use to disburse funds.
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