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Tricentennial committee presses fundraising arm for clearer spending rules, monthly reports
Summary
Committee members said they need a formal process for approving fundraising expenditures and agreed to invite fundraising leaders to the next meeting to define approvals, reporting and a paper trail.
Tricentennial Committee members on July 16 pressed the group—s fundraising arm to set up clearer spending rules and regular reporting as the committee prepares to commit money to large events such as the parade and muster. The committee agreed to ask fundraising leaders to attend the next meeting to resolve approval and tracking procedures.
The committee said the issue matters because the fundraising team operates under a 501(c)(3) separate from the town committee and is already preparing to spend money to raise money. Without a defined approval path and a paper trail, members said, the committee cannot reliably know what funds are available for events.
Committee members reported that fundraising has already secured roughly $30,000 in donations and two $10,000 sponsorships but said the process for authorizing spending was unclear. "But how will this committee know? We have to be informed as to their progress," said Don, the meeting chair. Members described open questions including whether sponsorship deliverables (banners, shout-outs, website recognition) need prior sign-off and who confirms follow-through.
Discussion points included the need for a purchase-order or expenditure-authorization flow, a monthly status report from the fundraising group, and a named liaison so the committee can track commitments and disbursements. Several members suggested inviting the fundraising lead and the 501(c)(3) treasurer to the next committee meeting to establish: (1) who approves expenditures, (2) how expenditures are recorded and reported, and (3) what regular information the committee should receive.
No formal motion to change financial policy was made at the meeting; members asked staff to request a status report from fundraising and to invite the fundraising representatives to the next meeting to resolve procedures.
The committee emphasized that setting these controls now is important because planned events (for example, the parade) are logistically and financially significant and will require commitments in advance. The fundraising group will continue outreach while the committee establishes reporting and approval expectations.
