3.3.2 Annual Fall Fundraiser Committee Mandate and Terms of Reference

Transcription

1 3.3.2 Annual Fall Fundraiser Committee Mandate and Terms of Reference First Unitarian Church of Hamilton Date of Creation: January 27, 2005 Description: This document is the draft Mandate and Terms of Reference for the Annual Fall Fundraiser Committee (also known as Art Sale and Bazaar, Ants N Music N You). Revision Log Date Revision Content Name Update/Amendment Log Date Amendment Content Approval Body

2 First Unitarian Church of Hamilton Annual Fall Fundraiser Committee Draft Mandate and Terms of Reference Template for mandate: Broad statement of mandate of the committee Statement of where the work of the committee fits in the mission of the church Any limitations/parameters on how their work should be completed Statement of accountability Broad mandate: The Annual Fundraiser Committee has a crucial role in fulfilling our vision of ourselves as a religious community. By drawing on the participation of our membership and with the leadership of a committee, funds will be generated through an annual fundraising event resulting in: Generate funds for general operating expenses of the church Provide opportunities for fellowship and creating opportunities for social opportunities and community building within the church community; For example, this committee is an ideal opportunity for new comers to get involved with the life of the church in ways that complement the level of commitment they wish to offer Act as a liaison in to the broader community Hamilton and area which acts as PR for the church Provide the church community an opportunity to give of their services and talents The Annual Fall Fundraiser Committee is part of the Stewardship Cluster and is accountable to the Board, through the Finance Committee, for the fulfillment of its mandate. Description: The Annual Fundraiser Organizing Committee is a small group (min. 5 and max. 12 members and adherents) who have interest in and knowledge of this area of congregational life. Functions of the Committee: The Annual Fall Fundraiser Event, under the stewardship of the committee, supports the financial vision/dreams of the church by raising necessary funds. Statement of relationship: The Fundraising Event(s) Committee, as are all groups within the congregation, are made up of individual members, adherents, and invited guests from the congregation. It would be important that the (co)-chair(s) be members of the congregation as to ensure that the work is consistent with the overall mission, values, policies, and goals of the congregation. Criteria for membership and leadership: Demonstrate an understanding of the work of the committee, its mandate and purpose, as it relates to the Unitarian Church Covenant to attend meetings and participate as fully as possible in the work of the committee Understand that some of the committee s work may be confidential and commit to hold that confidentiality To participate in responsible and respectful ways in committee meetings, practicing active listening, coming prepared for the meetings, following up on commitments made between meetings, and abiding by the covenants and agreements of the committee Annual Fall Fundraiser Committee Mandate and Terms of Reference Page 2

3 The Annual Fall Fundraiser Committee Co-Chairs will recommend to the Board a Committee Chair or Co-Chairs at the end of their term; the Board, as is consistent with our by-laws (Section IV, Article 406) will affirm the selection of the chair and of the committee Terms and limitations: Chair(s): two year terms, renewed once for a two year term for a maximum of 4 years Committee members: no limitations Role of committee members/volunteers: Committee members will determine the scope of the event(s) and then draft objectives in a manner that will provide clear guidance and job descriptions. General criteria for committee leadership (chair, co-chair, treasurer, and coordinators): Observable effort to live by the seven principles of Unitarian Universalism and a commitment to the mission and vision of the First Unitarian Church of Hamilton A willingness to engage in training and workshops and to learn and grow in the role Experience in chairing meetings/committees, and subcommittees, or a willingness to learn the skills needed Openness to ideas of others and competency to bring differing ideas to an agreed upon and positive outcome An understanding that the committee is of the church and all its diversity The willingness to seek out and listen to opinions and points of view difference from one s own to ensure that the whole church is heard Specific criteria for membership on committee: Experience organizing events Basic computer skills Ability to work as part of a team Ability to lead and be led Flexible Able to commit to regular meetings and the event Strong interpersonal and communication skills Accountability: The Annual Fall Fundraiser Committee is accountable to the congregation and to the Board, through the Management Committee, and will report on their work to the Management Committee, the Board, and annually on their work to the congregation. Additionally, this committee will report regularly through their Ministry Cluster to the Management Committee. The committee members are accountable to the chair(s) of the committee and to each other to ensure that all job descriptions are fulfilled in a timely fashion. General tasks: Solicit membership for the committee Schedule regular meetings and record deliberations/decisions and forward to appropriately Solicit volunteers Develop the scope of the event(s) Promotions Communications Management Committee members/management, congregation, support staff Annual Fall Fundraiser Committee Mandate and Terms of Reference Page 3

4 Logistics Budget and finances Develop a timeline with critical path Assign lead responsibilities Delegate responsibilities to committee/volunteers Monitoring progress Feedback and evaluation from broad stakeholders Support individual members/work of the committee Functions of roles: Leadership of committee: Role: Chair/Co-Chair: Co-chairs report to the Finance Committee and the Management Committee Co-chairs call meetings, establish agendas, and support coordinators of specific areas Recruit coordinators for the committee Call meetings Gather all materials/archive data Support individual input/ideas, and work Monitor lead areas Liaison to the management/management Committee and support staff Be visible to the congregation Be the public face of the fundraising event Develop final report on the event to Management Committee Monitor and negotiating delegation of responsibilities to coordinators (e.g., ensuring that roles continue to be a good fit with people s lives throughout the planning and implantation) Work with committee and the Church Administrator to determine the date of the fundraiser Work with the committee to determine the vision and component parts of the annual fundraiser Write annual report Sponsorship: Role: Sponsorship Coordinator: Developing a plan and soliciting sponsorship for the event (e.g., Tony s café, Gown and Gavel donation of cheese in exchange for advertising their establishment) Publicity and Promotions: Role: Publicity Coordinator: Develop a Communications, Publicity and Promotions Plan addressing the following categories: all Internal and External Communications and promotional materials, the timelines and delivery, theme, creation, production, and delivery Determine volunteer needs and communicate needs/timeline to Volunteer Coordinator Write a final report on area Site and Facilities: Role: Facilities Coordinator: Develop a plan, including layout, inventory of in-house resources and sourcing the remaining needs (e.g., table rentals) Oversee the set-up and clean-up of the event Annual Fall Fundraiser Committee Mandate and Terms of Reference Page 4

5 Determine volunteer needs and communicate needs/timeline to Volunteer Coordinator Work with Custodian to ensure that the facility is restored it to the same condition as it was found Signage and decorations for entire building/components Be familiar with the electrical and plumbing systems Write a final report and submit to co-chairs Volunteer Support/Involvement: Role: Volunteer Coordinator: Recruit volunteers Work with Committee Coordinators to determine needs/timeline Delegating volunteers to tasks Managing volunteers on the day/weekend of event Organizing/overseeing volunteer attendance and recognition Write a final report and submit to co-chairs Record Keeping/Communications: Role: Recorder: Record minutes of Committee meetings including action items and distribute to committee members, Finance Committee, and Management Committee Gather all materials and archive it Finances and Budget: Role: Treasurer: Work with chair/management Committee to establish start up funds Manage all accounts payable and accounts receivable Report on status of budget at committee meetings Submit final budget and books for audit to Finance Committee Arts and Artists: Role: Artists Coordinator: Recruit artists from all possible sources (previous artists) Mailing and distributing invitations Following up on invitations and determine artists needs Review and update invitation/promotional materials Delivering promotional posters to artists for their promotion of event Ensuring the collection of registration fee and silent auction donations Work with Facilities Coordinator to work on layout of artists Communicate with artists re: set-up times, space allocation, break down Oversaw, supervised, trouble-shooting with all artists throughout the weekend Follow-up with artists, get feedback, and check in about returning next year Write final report and submit to co-chairs Concert(s): Role: Concert Coordinator: Work with committee to determine artists Invite artists to volunteer their services Work with artists to determine needs and the format for the evening (e.g., technical needs, equipment rentals) Annual Fall Fundraiser Committee Mandate and Terms of Reference Page 5

6 Work with facilities coordinator on lighting and stage set-up Oversee the design, production, distribution of tickets (working with communications and treasurer) Recruit sound operator Recruit Live Auctioneer Oversee/recruit Master of Ceremonies (co-mcs) for the event Oversee the design, oversee, production of the program Determine volunteer needs Write final report and submit to co-chairs/committees Hospitality: Role: Hospitality Coordinator: Coordinator of hospitality would ensure we acquire all necessary licenses for food and beverage Work with committee to decide format (e.g., wine and cheese, bake sale, café) Determine volunteer needs and communicate needs/timeline to Volunteer Coordinator Silent Auction: Role: Silent Auction Coordinator: Solicit items externally and internally Review and update existing forms Locate secure storage area for donated items Review legislation around receipting Work with organizing committee to determine format of silent/live auction(s) Develop a system for the intake, jurying, presentation, sale, pick-up, and receipting of items Determine volunteer needs and communicating with volunteer coordinator Write final report and submit to Organizing Committee/co-chairs Respectfully submitted by: Arts N Music N You Committee Members: Ann Craig Howarth, Doreen Knol and Michele Corbeil with the support of: Dave Adeney, Linda Layton, Pat and Roy Dickenson Annual Fall Fundraiser Committee Mandate and Terms of Reference Page 6