Shaker Museum and Library

“A formal conflict of interest policy was adopted on December 18, 2009. A formal disclosure form has been incorporated into these adopted procedures; however, conflicts may be disclosed through a letter, memo or e-mail to a designee of the Museum, as outlined in the policy. Persons covered by the conflict of interest policy include any insider of the organization. This includes any Trustee, Officer, employee, as well as Standing Committee or Ad-Hoc Committee member who has access to inside information. In addition, family members of insiders are included in the policy. Certain volunteers who have access to privileged information and certain outsourced consultants are subject to the policy. In general, the policy applies to anyone with an ability to influence the decisions of the organization or any person with access to information not available to the general public. The approved policy incorporates the level at which conflicts are reviewed. For employees, certain consultants and certain volunteers (not members of an Ad-Hoc or Standing Committee of the Board), the covered person is required to fully self-disclose any conflict or perceived conflict of interest to the President or Chair of the organization. The President may choose to submit the question to the Audit Committee for a decision or can choose to proceed with the decision or action at issue providing that proceeding does not violate the law. For Trustees or members of an Ad-Hoc or Standing Committee, the covered person is required to fully self-disclose any conflict or perceived conflict of interest to the Board Chair. At the Board of Trustees level, if any member of the Board does not self-disclose, the Board Chair or any member of the Board of Trustees can, prior to voting on a specific matter in which a potential conflict of interest exists, inquire whether any member of the Board desires to abstain from voting because of a conflict of interest. If no conflict exists and the challenged Trustee refuses to abstain from the deliberations or voting as requested, the Chair shall immediately call for a vote of the Trustees to determine whether the challenged Trust is in a conflict of interest. If a majority of the Trustees present vote to require the abstention of the challenged Trustee, that Trustee shall not be permitted to vote. A record of the proceedings shall be incorporated into the meeting minutes.”

“As part of the adopted Conflict of Interest Policy and Procedures, a comprehensive disclosure form has been developed. All trustees, officers, and employees are required to file a renewal each year. The form is signed and kept on file at the Shaker Museum and Library's offices.”

“Pursuant to the organization's bylaws, members of the board of trustees shall receive no compensation for their services, although they may be reimbursed for out-of-pocket expenses reasonably incurred by them in the performance of their duties. These reimbursements are subject to the expense reimbursement policy of the organization. At present, the shaker museum and library does employ a president who manages the affairs and business of the museum, subject to general oversight and control of the chair and board of trustees. He serves as a non-voting member of the board and all of the committees of the board. To determine the president's compensation, prior to hiring and periodically, the executive committee researches comparable salaries in the museum field and in similarly situated non-profits, gauged by their size, location, and similar stature to the shaker museum and library. Regional salaries for museums in our area are checked through the museum association of new york, and/or through known contacts at area museums. Qualified candidates must be above average in their level of knowledge and experience, and have proven experience in development and fundraising for non-profits.”

“The President of the organization or his designee will distribute a copy of the completed Form 990 to the Audit and Finance Committee prior to a scheduled meeting with the lead auditor from the auditing firm. A review of the audited financials and Form 990 is conducted between the lead Auditor and Audit and Finance Committee. The Audit and Finance Committee will disseminate copies of the 990 and Audited Financials to the Board of Trustees. The Board of Trustees are given a deadline to inquire about any information in the form, which will allow time for review and any required corrections before the actual form is filed. In addition, an item is placed on the Board of Trustees meeting agenda which will allow for follow-up discussion.”

“The organization will provide copies of any governing documents, its conflict of interest policy, and financial statements to any interested party after receiving either a written or verbal request.”

“Stephen williams and warden williams are brothers and are also the son of the founder. Both serve as members of the board of trustees.”