Executive Committee:

• Composition: The Executive Committee (EC) comprises the initial founding members, including the President, Vice President, and Corporation Secretary.

• Purpose: The EC functions as a steering committee for the full board. It is tasked with resolving issues and concerns from the Internal, External, and Governance committees, ensuring that these are addressed before board meetings. The EC facilitates decision-making among board members in urgent and crisis situations and has the authority to act on behalf of the full board.

• Term: The members of the EC will serve for an indefinite period.

Internal Committee:

• Purpose: The Internal Committee addresses all matters that impact the organization internally, ensuring smooth operations and administration.

External Committee:

• Purpose: The External Committee implements all activities and events intended to serve the public, fostering community engagement and outreach.

Governance Committee:

• Purpose: The Governance Committee manages and oversees the governance structures of the organization, ensuring compliance and effective leadership.
  

MEETINGS SCHEDULE BY COMMITTEES

• Frequency of meetings:  meeting should be held regularly to review progress and discuss new initiatives. 

• Medium: Meetings can be conducted in-person, via zoom, or conference call based on the committee’s need and circumstances.  

• Attendance:  All committee members are expected to attend each meeting.  Absences should be communicated to the Chairperson or Co-chair in advance. 

Agenda and Minutes: The chair is responsible for preparing the agenda.  Minutes of each meeting should be recorded and distributed to all members for transparency and record-keeping.

Division:  Internal Standing Committee

Chairperson: Ronda Burke, Social Media Manager

Co-Chair: Coming Soon

Mission:    The Communication Committee at O.U.R. Mothers, Inc. is dedicated to managing and enhancing the organization’s communication efforts both internally and externally.  This committee ensures that all communications effectively reflect the organization’s values and mission, while also volunteers engagement and public awareness.

Responsibilities:

1. Social Media Management and Public Relations:  Manage the organization’s social media platforms and public relations activities, ensuring regular updates that highlight key events, achievement and milestones.

2. Event Coverage: Coordinate with other committees to ensure comprehensive coverage of all organization events, including live updates and post-event summaries on social media and organization’s website.

3. Executive Highlights:    Feature accomplishments and initiatives led by the organization’s leadership, promoting visibility and recognition of groundbreaking activities.

Sub-Committee: Hospitality:

Mission:    The Hospitality sub-committee focuses on recognizing and celebrating significant personal events and achievements of the organization’s members, volunteers, and their families

Responsibilities:

1. Member/Volunteer Recognition:    Implement a system to acknowledge significant personal milestone such as birthdays, family bereavements, or exceptional achievements.

2. Hospitality Actions:    Organize and execute appropriate gestures, such as sending flowers or cards on behalf of the organization during member bereavements or arranging celebrations for significant holidays and birthdays.

Goals for 2025:

• Establish a monthly social media and communication calendar

• Increase the visibility of leadership achievement and notable family milestones through coordinated communication efforts.

Division: Internal Standing Committee

Chairperson:  Wanda Durant, President

Co-Chair: Annette Henson, Treasurer

Mission:    The Finance Committee is tasked with overseeing the financial health of the organization.  This includes managing budget processes, monitoring cash flows, reviewing financial statements, and ensuring that all funds are utilized appropriately in alignment with the organization’s mission.  The committee provides critical financial oversight to safeguard the organization’s resources and support it capacity to deliver impactful community programming.

Responsibilities:

• Budgeting:  Develop and gain approval for the annual budget, monitor expenditure against this budget, and implement necessary financial adjustments.

• Financial Reporting:   Ensure the accuracy and timeliness of financial statements presented to the board, including income statements, balance sheets, and cash flow statements.

• Internal Controls:   Establish and maintain robust internal control to protect organizational asset and prevent fraudulent activities.

• Auditing:   Collaborate with external auditors to ensure through and accurate financial audits.

• Board Reporting:   Regularly report financial findings and recommendations to the Executive Boards, and Board members for review and approval.

• Regulatory Compliance:  Oversee the preparation and submission of the annual IRS Form 990, as well as compliance with all other required tax filings.

• Ethical Standards:  Maintain the highest ethical standards, ensuring all committee members avoid conflicts of interest and act in the best interest of the organization.

• Committee Composition:  Prioritize the inclusion of a majority of independent members who are neither part of the management staff nor possess other affiliation with the organization that might affect impartiality.

• Financial Reserves:   Ensure that the organization maintains adequate cash reserves to support stability and long-term objectives.

• Meetings — Coming Soon

Division: External Standing Committee

Chairpersons: Executive Board 

Co-Chairs: Current Board Members

Mission:
The Fundraising Committee is responsible for overseeing the planning, development, management, and execution of the organization's fundraising efforts. Its primary aim is to secure the necessary funds to support our cause, ensuring the financial stability and longevity of the organization. The committee is tasked with nurturing relationships and generating revenue, aligning these efforts with the organization’s strategic objectives.

Composition:
The Fundraising Committee consists of Executive Board, Board Members, and Registered Volunteers who collaborate to assess needs, and spearhead fundraising initiatives.

Responsibilities:

• Serve in an advisory capacity, guiding the committee's strategic direction.

• Actively contribute to meetings by discussing, brainstorming, and proposing innovative fundraising ideas.

• Review and provide feedback on materials to enhance fundraising efforts.

• Foster connections both within and outside the organization to advance our mission and vision.

• Engage in the development and execution of the committee's operational plans.

Expectations:

• Identify and execute fundraising opportunities locally and regionally. 

• Maintain detailed records of committee actions, meetings, and discussions.

• Conduct an annual review of the committee’s charter, work plan, and membership. Inactive members who do not attend meetings or contribute to the committee’s goals for six consecutive months may be considered for removal.

• The committee is expected to meet a minimum of six times per year, either in person or via conference call.

Example Scenarios:

• Product Launch: Organizing events with presentations and demonstrations to introduce new services or products.

• Fundraising Gala: Planning and executing large-scale events featuring dinners, entertainment, auctions, and guest speakers to raise substantial funds.

• Community Outreach: Implementing programs to engage and interact with the local community.

Donor Engagement:
Understanding and nurturing donor relationships are crucial for effective fundraising. The committee should focus on cultivating a deep knowledge of donors’ capacities and motivations, ensuring personalized engagement that resonates with their ability to contribute.

Division: Internal Standing Committee

Chairperson: Patricia Hibbert

Co-Chair:

Mission:
The Operations Committee ensures the smooth and effective functioning of the organization by overseeing its daily operations and logistical needs. This committee works closely with the board to align operational strategies with the organization's objectives and ensures that all activities are executed efficiently and effectively.

Responsibilities:

• Operational Planning: Develop and implement strategic operational plans that enhance organizational efficiency and support the achievement of broader goals.

• Compliance and Standards: Ensure that all operations adhere to legal standards and organizational policies, managing risks effectively.

• Coordination and Support: Facilitate coordination among all committees to ensure that they are well-supported and aligned in their functions.

• Technology and Systems: Collaborate closely with the Website Developer and Social Media Manager to manage and maintain operational technologies and systems that enhance organizational performance.

• Reporting: Provide regular reports to the board on operational status, challenges, and achievements. Keep the board informed about how things are going, identify any problems, and highlight what has been accomplished.

• Support for the Secretary: Assist the secretary by sharing administrative responsibilities and ensuring adequate support in managing the committee's workload.

• Executive Collaboration: Work closely with the President and Vice President to align operational activities with executive strategies and organizational goals.

Division: External Standing Committee

Chairperson: Deena Beasley, Director of Programs & Special Events

Co-Chair: Coming Soon

Mission: The Project and Special Events Committee provides leadership for all events, supported by board members and other organization committees. Members orchestrate the production, offer advice, and make decisions subject to final approval from O.U.R. Mothers, Inc. Board Members.

Responsibilities:

• Identifying Project Needs: Identifying opportunities for new projects or special events that align with the organization's goals.

• Developing Project Plans: Creating detailed timelines, budgets, and action plans for projects and events, including assigning roles and responsibilities.

• Fundraising Strategy: Collaborating with the Fundraising Committee to secure event funding through sponsorships and donation.

• Logistics Management: Managing all logistical aspects of events, including venue, catering, decorations, entertainment, and transportation, in cooperation with the Executive Board.

• Marketing and Promotion:  Partnering with the Communication Committee and Executive Board to design and implement marketing campaigns that raise awareness and generate interest for projects and events.

• Volunteer Coordination: Recruiting and managing volunteers to support project execution and event operations.

• Post-Event Analysis: Evaluating the success of projects and events, gathering feedback, and identifying areas for improvement.

Division: External Standing Committee

Chairperson:  Jennifer Ivey, Vice President

Co-Chair: Coming Soon

Mission:  The Committee Projects Committee leads all charitable community projects not taken by board members and other organization committees.  The committee facilitates the planning and execution of projects, providing ideas, advice, and making decisions, subject to final approval from  O.U.R. Mothers, Inc.

Responsibilities:

• Identifying Community Project Needs:   Identifying opportunities for both  existing and new projects that align with the organization’s mission and vision.

• Develop Project Plans:   Creating detailed project plans, including timelines, budget, and action plans. This involves assigning specific roles and responsibilities to team members.

• Finance:   Collaborated with the Finance Committee to secure funding needed to support community projects.

• Logistics Management:   Overseeing all logistical aspects of projects in accordance with the action plans and timelines. 

• Volunteer Coordination:   Recruiting and managing volunteers to help carry out various aspects of community projects

Division: External Standing Committee

Chairperson:  Cathy Watson, Director of Volunteer Recruitment

Co-Chair:  Marie Henderson, Assistant Director of Volunteer Recruitment

Mission: The Volunteer Recruitment Committee is dedicated to engaging and enlisting the involvement of mothers from the G League, NBA, WNBA, and International Leagues in the initiatives of O.U.R. Mothers, Inc. This committee ensures a robust and active participation base to support our organizational goals.

Responsibilities:

• Actively identify and recruit mothers who are not yet participating in our activities.

• Collaborate closely with other board members and committees to streamline volunteer efforts.

• Organize and attend recruitment drives at NBA and WNBA games, drafts, and other related events to engage potential volunteers face-to-face.

• Prepare and distribute welcome packages to new volunteers, ensuring they are well-informed and feel valued from the onset.

• Conduct regular committee meetings to ensure efficient operation and delegate note-taking responsibilities to maintain accurate records.

• Develop and maintain a Registered Volunteer Database to effectively track and manage volunteer information and engagement levels.

• Organize meetings of the Committee as needed.

By joining the Volunteer Recruitment Committee, members have a unique opportunity to expand our community's reach and impact, ensuring that every mother has the chance to contribute to our collective efforts.