Tricentennial committee presses for clearer fundraising controls, regular reports

The Tricentennial Committee on July 16 asked its fundraising arm—organized under a separate 501(c)(3)—to provide clearer spending controls and regular written updates as it accelerates solicitation and sponsorship activity. Committee members said the fundraising group has begun taking donations and preparing sponsorship materials but currently lacks a documented approval process for expenditures.

Committee members said the request matters because the public generally views the committee as responsible for the tricentennial events and because fundraising decisions will affect which events can move forward. Members asked the fundraising treasurer to appear at a future meeting to outline how donations will be tracked and how expenses will be authorized.

Committee members reported that a fundraising subcommittee is operating under a 501(c)(3) nonprofit structure distinct from the town committee. Members described an operational gap: the fundraising group is preparing marketing and sponsorship packages and may pay costs to produce those materials, but there is no formalized purchase-order or spending-approval workflow tied to the tricentennial committee or to town oversight. Several members said that, without an agreed process, the committee risks commitments being made that exceed the funds available for particular events.

Discussion at the meeting focused on three near-term steps: (1) ask the fundraising treasurer to provide a short, regular status report (committee members suggested monthly or bi-monthly), (2) invite the treasurer to the next meeting to resolve how sponsorship promises will be tracked and fulfilled, and (3) establish a simple paper-trail mechanism (for example, purchase orders or written authorization) so the committee can track money in and money out. Members suggested that the paper trail should show incoming donations, committed sponsorships, and amounts already earmarked for specific events.

Committee members emphasized that the fundraising committee operates separately from the town but that transparency back to the tricentennial committee is necessary so town residents understand how pledged funds are being used. The committee did not adopt formal new rules at the July 16 meeting; members agreed to request the fundraising treasurer attend the next meeting to answer questions and present a proposed reporting template.

The committee also discussed routine operational items the fundraising treasurer should include in a status message: current cash-on-hand, outstanding sponsorship commitments, near-term expected expenses (for example, marketing collateral or small vendor deposits), and any unrestricted funds available for event guarantees. Committee members asked that the fundraising treasurer document the recommended approval workflow so the committee can decide whether to require pre-approval for certain spending thresholds.