Background - the Museum
Tewkesbury Museum is a small independent museum founded in 1962. It is a Charitable Incorporated Organisation, managed by a Board of Trustees and run entirely by volunteers. In a normal year, it receives no government funding, but relies entirely on donations, income from talks and other events, and grants from private organisations. It is accredited by the Arts Council.
The Museum’s statement of purpose is: ‘We collect and conserve artefacts and other objects with a strong connection to Tewkesbury and the surrounding area, and promote public knowledge of its history and heritage by displaying and interpreting a selection of these items.’
The Museum occupies a timber-framed building built in around 1670, leased from Tewkesbury Town Council.
There are approximately 6,000 objects or groups of objects in the collection, arranged over six exhibition rooms, and spanning every period in the town’s history. These are recorded in a ‘Modes’ database.
Two of our exhibitions have been enhanced recently. These focus on a model fairground together and the Battle of Tewkesbury 1471.
Other exhibitions will be modernised as and when we can obtain funding.
The Museum engages in other activities, both to raise awareness of local heritage and for fundraising purposes. These include a programme of spring and autumn talks, attended by an average of fifty people; and a round-the-year programme of guided walks, carried out in conjunction with the ‘Tewkesbury Alleycats’ group, attracting about 500 people a year.
We are an equal opportunities organisation and welcome applications irrespective of age, disability, gender reassignment, marriage and civil partnership, pregnancy and maternity/paternity, race, religion or belief, sex and sexual orientation.
The Role of Treasurer
The Board of Trustees is responsible for the financial management of the charity. The Treasurer carries out or manages relevant work and provides information and advice to enable the Board to meet its responsibility.
Responsibilities
The Treasurer is responsible for financial matters. The current post-holder also deals with fundraising and some secretarial procedures, but these may be passed onto another trustee in future.
Tasks
The Treasurer may delegate any of the tasks below to volunteers or other Trustees, but must ensure that the tasks are satisfactorily carried out. The main tasks are:
Payments
* Pay supplier invoices and expenses authorised in line with the Financial Policy.
Accounts
* Maintain the nominal ledger, currently held as a spreadsheet, e.g., post supplier and donor transactions (c. 200 a year).
* Prepare regular reconciliations of bank and other balance sheet accounts.
* Prepare management accounts for Board meetings together with comments to allow trustees to understand the charity’s financial position.
* Prepare the Annual Accounts and contribute to the Trustees’ Report.
* Liaise with the Independent Examiner’s Report.
Budgets and Forecasts
* With input from other Trustees, prepare budgets and forecasts for submission to the Board together with comments to allow trustees to understand the charity’s planned financial position:
* Annually, a budget for the next year and forecasts for the following 2-4 years.
* Financial schedules, especially for projects and grant applications.
Financial Control
* Maintain the Financial Policy and Procedures.
* Adhere to, and ensure that others adhere to, the Financial Policy and Procedures.
Bank
* Safeguard bank balances.
* Update the bank mandate and online system users as agreed by the Board.
Gift Aid
* Claim gift aid from HMRC on a regular basis.
* Update trustees recognised by HMRC via CHV1 as agreed by the Board.
In addition, the Treasurer may get involved in other Museum activities, such as:
Fundraising
* Lead in the application for grants from trusts and other bodies and donations from corporations.
* Liaise with the Visitors and Marketing committee on issues related to fundraising such as the museum’s profile and publicity.
Secretarial
* Maintain trustee records, e.g., trustee declarations, conflicts of interest, willingness to serve, fit for purpose.
* Maintain Charity Commission details: trustee changes (new trustee, changed address), changes to constitution.
* Ensure general and trustee indemnity insurance is up to date.
* Ensure compliance with the constitution and charity law, e.g., activities within scope, quorum, trustee retirement.
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