Committees

Dudley Foundation Committees 2023-24

Nominating Committee

Kendrick Norris, Chair

Don Homer

Maria Trumpler

 

Investment Committee

Ray Guimont, Chair

Bill Black

Laurie and Scott Caraway

Martia Trumpler

 

Buildings and Grounds

Don Homer, Chair

Jim Powers

Bill Black

 

Marketing and Publicity

Sharon Bloom, Chair

Ray Guimont

Maria Trumpler

Mary Norris

Beth Payne

 

Audit Committee

OVERVIEW

 The Audit Committee shall consist of three (3) members of the Board of Directors appointed by the President.  

      The Treasurer, Assistant Treasurer and President and Museum Director will be not be eligible to be part of this committee. 

      Each member shall serve for a one (1) year term unless relieved of their duties by the President.

      The committee has to have at least two (2) members present to conduct business. 

      The committee will meet at least once (1)  a year to conduct its business.

 

                                                                        DUTIES

 

       Each time the committee meets it should receive all the bank statements since its last review along with the supporting check disbursement documents and deposit information from the Treasurer.  They will either chose a one (1) month period or selected transactions and trace each item of income and disbursement into the appropriate records. 

 

      The committee is responsible to verify that the Treasurer has submitted the appropriate documents and records to the outside accountants for the filing of the 990 return.  The committee should be available to meet with the outside accountants, if needed, to discuss any area of concern to the outside accountants.  These concerns will be brought to the full board, if necessary, to be discussed and addressed.  The committee should review the final 990 return prior to its mailing to the IRS.

 

     The committee will oversee the delivery of the 1099 information to the outside accountants and the subsequent receipt and mailing of the 1099’s to the appropriate vendors and the filing of the IRS documentation.

 The committee will oversee the timeliness of all other required filings, both Federal and State.   

ACCEPTED: 1/16/16                 REVISED: 09/12/19                   REVISED: 04/07/21

Finance Committee

The Finance Committee consists of the Treasurer, the Assistant Treasurer and the Museum Director. This committee will meet every 6 months (October and March) to assure that cancelled checks and bank statements are reconciled.

Events / Activities Committee

1. The Events/Activities Committee is responsible for developing a calendar of all activities and events, including member activities such as potlucks, and assuring timely notification via email, USPS. All publicity is to go through the Public Relations Committee.

2. The Committee must work with Finance to establish a fundraising plan incorporating a series of appropriate vehicles, including special events. This includes:

 

• • working with Finance in their efforts to raise money;  

• • working with Finance to organize fundraisers, involving other volunteers and committees as needed.

• • taking the lead in certain types of outreach efforts, such as chairing dinner/dance committee or hosting fundraising parties, etc. 

3. This Committee works with Living History Education in planning and executing historically relevant activities and events

4. The Committee will plan yearly Tag Sale and Harvest Day celebrations and any other recurring events.

5. The Special Activity/Event Request form is to be used for submitting all proposals to the Board for approval. 

6. A monthly report to the Board of Directors should summarize all actions taken and report all concerns of the committee. Any activities which involve other committees should be discussed with them.

7.  Annual Budget requests are to be presented to the Finance Committee as scheduled.

Event Planning Priorities Check List

Priorities 

 

• • Develop goals 

• • Develop a budget for committee 

• • Establish and create a backwards timeline for program planning 

• • Brainstorm possibilities  

• • Present ideas to the Board 

• • Meet with Grounds, Building, and other Committee Chairs to:

     

    • • Determine room set-up 
    • • Determine light and sound needs 
    • • Determine equipment needs 
    • • Determine door control, security, and other needs 
    • • Plan parking

• • Complete contracts when indicated

• • Arrange for payment when indicated 

• • Plan logistics, and assign tasks for event night

     

    • • Who will be there, when? 
    • • Who will greet? 
    • • Who will keep the show moving along? 
    • • Will volunteers/docents be dressed in historically correct garments?? 
    • • Will you be providing food? 
    • • Will there be a membership table?
    • • Who will manage parking?

Grounds Committee

1. The grounds committee consists of three or more members. Each member should have the necessary skills to assist in maintaining the Museum grounds as noted below.

2. The committee will establish and annually review a work calendar to assure timely maintenance.

3. Grounds maintenance includes but may not be limited to the following:

4. The committee will organize Clean Up Days in conjunction with Events/Activities.
5. A monthly report to the Board of Directors should summarize all actions taken and report all concerns of the committee. Any improvements or activities which involve other committees should be discussed with them.

6. The committee is charged with getting estimates for any outside work from three contractors, when available, including the pre-approved contractors (if they choose to submit a bid) and submitting the list of contractors and their choice to the board, along with an accurate cost for completing the work.  The board will approve the payment up to a stated amount.  If work is deemed to be of an emergency nature, then the executive committee can select a contractor, approve the cost and then the building committee will continue their duties as outlined in 7 to 9.

7. After board approval, the committee will arrange to have the contractor start the work.  

8. If needed, they will then arrange to have any interim payment paid by the treasurer, monitor the progress of the work and then after approving the final work, submit the contractor’s invoice and proper tax information to the treasurer.

9. If the cost of the work exceeds the approved amount by the board, then the committee must get approval of the overagebefore the treasurer will make payment.  

10. Annual Budget requests are presented to the Finance Committee as scheduled.

REVIEW Mar 12, 2015  REVIEW(date) __04-13-17

 The Building Committee

 

 

 

 

 

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REVIEW July 9,2015  REVIEW(date) __4/14/17 REVISE (date)_________

 Nominating Committee

1.  

1. A Nominating Committee composed of three (3) members of the Board of Directors shall present a slate of officers to the Board of Directors for endorsement prior to be presented to the membership.

 

2. All Board members are encouraged to make appropriate recommendations to the Nominating Committee for Officers and Directors.

 

3. The Nominating Committee recommendations for Directors and Officers shall be reported to the membership not less than seven (7) days before the annual meeting when voting will take place. Nominations from the floor will also be accepted.

 

4. In preparation for the above, the Nominating Committee is responsible for:

• Preparing priorities for board composition; 
• Meeting with prospective board members and recommending candidates to the board; 
• Recommending a slate of officers to the board; 
• Conducting orientation sessions for new board members and organizing training sessions for the entire board; and 
• Suggesting new, non-board individuals for committee memberships. 

 

REVIEW (date)Nov 11, 2015   REVIEW(date) 09/10/16   ___________

Museum Committee (INACTIVE)

 

1. 1. Reporting to the Board, the Museum Committee, chaired by the Curator, provides interpretive direction of all programs, exhibitions and publications.

       

      1. 1. Advises the Board
      1. 1. Promotes change that benefits stakeholders and the organization
      1. 1. Interfaces between organization and community
      1. 1. Demonstrates a keen ability to articulate a mission to a diverse array of audiences and influences others to action
      1. 1. Formulates policy and planning recommendations for the Board
      1. 1. Creates an annual work plan
      1. 1. Oversees operations
      1. 1. Manages human resources
      1. 1. With the Finance Committee, manages financial resources
      1. 1. Working with Buildings and Grounds, manages physical facility resources
      1. 1. Implements annual and strategic plans
      1. 1. Participates in orientation of new Board members

1. 1. Community and Public Relations

       

      • • Ensures the organization and its mission, programs and services are consistently presented in strong, positive images to relevant stakeholders and  in conjunction with Public Relations directs a marketing program to the community at-large that builds on the museum’s reputation.
      • • Oversees design, marketing, promotion, delivery and quality of education programs, museum programs, special events and visitor services.
      • • Oversees the development and maintenance of focused archives and collections policy using strategic acquisitions and de-accessioning that conform to current museum standards.
      • • Oversees the secure use and maintenance of buildings, equipment, supplies, security systems, grounds and parking facilities.
      • • Oversees volunteers who maintain/clean Museum areas.

1. 1. Annual Budget requests are to be presented to the Finance Committee as scheduled.

Living History Education Committee: (INACTIVE)

1. Duties and Responsibilities: 

As a member of the Museum Committee, develops the museum’s education program. 

• Reviews and evaluates existing museum education programs/materials and develops and presents new curriculum programs/materials for school groups

• Researches, creates, executes and evaluates new programs and materials for diverse audiences and offsite presentations. 

• Develops, organizes, and submits all educational materials to the Museum Committee for review and approval prior to implementation. 

• Working with the Museum Committee, develops and maintains a collection of non-artifact objects for use in educational and interpretive programs. 

• Schedules school program bookings; works closely with other staff to coordinate calendar dates. 

• Working with the Volunteer Coordinator, coordinates and oversees training, evaluation and scheduling of museum education volunteers. 

• Responsible for seeking and tracking program evaluation by participants. 

• Maintains a data record of education program visitation. 

2. A monthly report to the Board of Directors should summarize all actions taken and report all concerns of the committee. Any activities which involve other committees should be discussed with them.

3.  Annual Budget requests are presented to the Finance Committee as scheduled.

Book Committee (AD HOC)

1. Working with Public Relations, the Book Committee shall be responsible for the production, selling, distribution, and promotion for any book or books being produced by the Dudley Foundation.

2. It shall also work with the treasurer and assistant treasurer on all financial matters related to publication of book(s).

3. Additionally, this committee shall be responsible for the archiving of materials used in any book production.

Dudley Foundation Investment Committee

Charter

The Dudley Foundation Investment Committee oversees an investment plan or strategy for The Dudley Foundation in a responsible, ethical manner. The committee works for the Board who is ultimately responsible to protect the financial viability of the organization. All policies created by the Investment Committee are to be approved by the majority of the board

Committee Structure

Investment Committee is to be comprised of The Dudley Foundation President, Treasurer, and 2-3 others appointed by the President or elected by the Board.  These members do not have to be Board members but should be Dudley Foundation members with financial investment knowledge.  One Committee member shall be designated as the Chairperson and given the responsibility to communicate with the professional investment advisor managing the Foundation’s investment portfolio.  The Chairperson and the Dudley Foundation Treasurer will be authorized signatories on investment account(s) with both signatures required.  All Committee members shall be given online access to investment account(s) for review/reporting.  Any Committee recommendations will need approval by a majority of the Committee. The Committee shall report to the Board quarterly the results of the previous quarter. 

Responsibilities:

 

• • Recommends policies to the Board concerning the management and use of the Foundation’s Investment Portfolio

• • Creates an investment policy to reflect the risk tolerance of the Dudley Foundation and provides guidance on the general portfolio makeup of the account

• • For planning and budgeting purposes, recommends and or revises the policy for determining the monthly transfer of funds from the Portfolio funds to the operating or program budget 

• • Working with our professional investment advisor, monitor the performance of the Foundation’s investments through periodic evaluations of the investment performance of assets, asset allocation, and selection

• • Monitor performance of the professional investment advisor and execution of his/her responsibilities and recommend changes to the Board as needed.

• • Report to the Board at least annually on the management and performance of investment assets versus relevant benchmarks