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: ‘To collect and preserve objects of relevance to the history of Tewkesbury and its environs. The Museum places special emphasis on the educational potential of its collections by documenting, conserving, promoting and providing access to them.’
The Museum occupies a timber-framed building built in around 1670, leased from Tewkesbury Town Council for a peppercorn rent, and currently in a poor state of repair for which remedial plans – but not funding – exist.
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 displays have been enhanced recently: the fairground display, which consists of a model fairground made in the 1950s together with relevant historical notes; and the Battle of Tewkesbury display, which centres on a diorama of the battle made for the 500th anniversary celebrations in 1971.
Another display, celebrating Raymond Priestley, a survivor of Scott’s Antarctic expedition, is scheduled to be upgraded over the next year or two.
The Museum engages in other activities, both to raise awareness of local heritage and for fund-raising purposes. These include a programme of talks, held on spring and autumn evenings, about history and heritage, 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 250 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.
The Treasurer is responsible for financial matters, fundraising and some secretarial procedures.
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 of the Treasurer are:
- Maintain the nominal ledger - post supplier and donor transactions, journals, etc. Prepare regular reconciliations or analyses 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 Obtain 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:
- An annual budget Forecasts to the year-end Five-year plans as necessary Financial schedules, especially for projects
- Pay or arrange other bank signatories to pay supplier invoices and expenses authorised in line with the Financial Policy
- Maintain the Financial Policy and Procedures Adhere to, and ensure that others adhere to, the Financial Policy and Procedures
- Safeguard bank balances Update the bank mandate (and on-line system if implemented) as agreed by the Board
- 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:
- Contribute to the Fund Raising Policy 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, publicity and donation boxes
- Maintain trustee records, eg trustee declarations, conflicts of interest, willingness to serve, fit for purpose Maintain Charity Commission details: trustee changes (new trustee, changed address), Annual Return, Annual Accounts, changes to constitution Ensure general and trustee indemnity insurance is up to date Ensure compliance with the constitution and charity law, eg activities within scope, quorum, trustee retirement