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MONSON HISTORICAL SOCIETY, INC.
DUTIES OF OFFICERS, BOARD MEMBERS AND OTHER COMMITTEE
CHAIRPERSONS
Approved: March 22, 2010
President
The President will preside at all meetings of the Monson Historical Society,
Inc. and, with the Board of Directors and voting members, provide overall
leadership about policy and procedure. The President will annually appoint
an auditor who will audit the books and accounts of the Treasurer. The
President will also appoint such committees, as directed by the Board
of Directors and voting members.
Vice President
The Vice President will assume the duties of the President during the
President's absence. The Vice President will be responsible for keeping
an up to date phone log, email log and routing telephone and email messages
to the appropriate Society members on a weekly basis.
Secretary
The Secretary will keep an accurate record of all minutes of the Monson
Historical Society, Inc. and draft all letters requested by the Board.
These records are to be kept on the Monson Historical Society, Inc. computer
with a back-up disk to be kept in the office of the MHS and an additional
back-up disk to be kept with the Secretary. The Secretary will provide
a printout of the previous month's Board Meeting minutes to all Officers,
Board of Directors and voting members before each monthly Board Meeting,
will organize and file all paperwork pertinent to the everyday business
of the MHS, keep the office supplied with necessary items with the approval
from the Board and present a synopsis of the past year's minutes at the
annual meeting.
Treasurer
The Treasurer will receive all monies due the Monson Historical Society,
Inc. and maintain an accurate record using QuickBooks computer software
on the Monson Historical Society, Inc. computer. All transactions are
to be saved on three disks, one to be stored at the office of the Monson
Historical Society, Inc., one to be kept with the Treasurer and the third
to be provided for the appointed Accountant of the Monson Historical Society,
Inc. The Treasurer will pay all bills when approved by the President,
Board of Directors and voting members, provide a printout of the previous
month's records to each Officer, Board of Director and voting member before
the monthly Board Meeting, see that all legal and tax requirements are
fulfilled, and present a synopsis of the past year's finances at the annual
meeting.
Board of Director
Directors should be willing to contribute time and energy to further the
aims of the MHS, be prepared for and attend all board meetings as scheduled,
understand and adhere to the Mission Statement of the MHS, understand
and adhere to the Collection Policy of the MHS, advocate on behalf of
the MHS, keep financial and budgetary information confidential, and be
prepared to take on the day to day duties of the Officers, Rental Manager
and Buildings/Grounds Manager in the absence of a person to fill these
positions. .
Board Member(s) Emeritus
Shall be elected by the members at the next Annual Meeting and hold the
title of Emeritus for life or until his/her resignation. They shall have
full voting privileges and shall be held in accordance with the bylaws
set forth by the Monson Historical Society, Inc. He/she shall not be required
count for a quorum at the Board of Directors meetings. Such title confers
upon the holder all membership privileges, but no obligation for dues.
Historian/Genealogist
The Historian/Genealogist is responsible for coordinating and overseeing
all Historical Society, Inc. projects and any approved parties who want
to do research, answer questions about the history of Monson and be in
charge of all loans which are approved by the Officers, Board of Directors
and voting members. All of the items loaned must be recorded using Past
Perfect Software and the loan agreement must be signed by both parties
in duplicate
Accessionist
The Accessionist shall be in charge of all new donations to the Monson
Historical Society, Inc. The Accessionist shall present all new donations
to the Board of Directors for approval. Once the donations are approved,
the Accessionist is responsible for entering all pertinent information
into the computer using Past Perfect Museum software, assign an accession
number to the items, and mail a thank you letter that accompanies the
Deed of Gift Form, (to be signed and returned by the donor). All information
entered into the computer must be saved on two sets of disks. One set
to be stored at the office of the Monson Historical Society, Inc. the
other to be kept with the Accessionist.
Collections Manager
Will be responsible for all items previously donated to the Monson
Historical Society, Inc. that pertain to the Society's Mission Statement,
if items do not pertain to the Mission Statement it is the responsibility
of the Collections Manager to notify the Board Relevancy must voted on
at a Board meeting. If items are deemed as not adhering to the Mission
Statement, items are to be deaccessioned by the Collections Manager. The
Collections Manager will work directly with the Accessionist on newly
donated items. Once the Deed of Gift form is signed and returned or the
thirty (30) days have passed as specified on the Deed of Gift the Collections
Manager must then enter item(s) into the Society's collection using PastPerfect
Museum software. An object identification number must be placed on each
item and must be stored in an appropriate location either at One Green
Street, Jacob Thompson House, or any other property of the Monson Historical
Society, Inc. Both numbering and storage location must be entered into
the computer using the Past Perfect Museum software. The actual identification
number that is placed on the item(s) must be reversible and done so in
a proper archival manner. The item(s) must be stored in proper archival
manner. All item(s) entered into the computer must be saved on two sets
of disks. One set to be stored at the office of the Monson Historical
Society, Inc. the other to be kept with the Collections Manager. Collections
Manager is to work directly with the Historian/Genealogist on items that
are to be on loan.
Building & Grounds Manager
The Manager must obtain approval of the Officers, Board of Directors and
voting members for all interior and exterior repairs, replacements or
maintenance to One Green Street or Jacob Thompson house and grounds. Once
approval has been obtained three competitive bids must be obtained for
maintenance contracts and any projects exceeding $1000.00, historic preservation
being a priority. Contracts must be reviewed and accepted by a vote of
the Officers, Board of Directors and voting members and signed in duplicate,
one copy filed in the MHS office the other with the contractor. If either
party breaks a contract the Board must be notified. The manager must maintain
and file at the office of the MHS an up to date list of all persons in
possession of keys to MHS property.
Rental Manager
The Rental Manager shall be the liaison between any and all renters of
Monson Historical Society, Inc. property. The Rental Manager is responsible
for writing and keeping up to date all Rental Applications, Rental Agreements
and Tenancy-At-Will contracts, getting approval from the Board, seeking
legal council for rental matters, when necessary, having two signed copies
of all rental contracts (one to be given to the renter, one to be kept
at the office of the Monson Historical Society, Inc). The Rental Manager
is responsible for seeing that rent is collected in a timely manner. If
at any time rental contracts are broken the Board must be notified.
Computer Manager
Is responsible for the maintenance and updating of the Monson Historical
Society, Inc. computers and software and responsible for the purchase
of any supplies needed for the computers, with approval from the full
Board.
Webmaster
The Webmaster is responsible for the development and maintenance of
the Monson Historical Society, Inc. website. Must get approval by the
voting Board of the Monson Historical Society, Inc. before adding or subtracting
major material on the website.
Membership Chair
Keeps an up to date list of paid members in mailing list form using Past
Perfect Museum software, to be saved on two disks, one to be kept at the
office of the Monson Historical Society, Inc., one to be kept with the
Membership Chairperson. The list of paid members shall be used by the
Board only for newsletters or other Society business. The Membership Chairperson
is responsible for the printing and mailing of the newsletter the first
week of January, April, July and October.
Fund Raising Manager
Responsible for Developing with the approval of the Board of Directors,
appropriate options for fundraising to meet budget requirements, and responsible
for all aspects of the fundraising project(s).
Newsletter Editor/Publicity
Responsible for the creation of the Monson Historical Society, Inc.
newsletter. The newsletter must contain President's Message, upcoming
programs, and historical events in the area, current Board decisions,
new members and any other announcement deemed suitable. The Newsletter
must be created in time for a quarterly mailing the first week of January,
April, July and October. The April newsletter must contain the reservation
form for the annual meeting in May. Editor is to seek input for material
from the members of the Monson Historical Society, Inc and be responsible
for producing all publicity approved by the Officers, Board of Directors
and voting members.
Investment Committee Chairperson
To report to the Officers, Board of Directors and voting members quarterly
on the status of the three (3) Monson Historical Society, Inc. investment
accounts.
Annual Meeting Chair
Responsible for all aspects of the Annual Meeting, this includes,
but is not limited to the following: setting the date in May, making all
the arrangements with the establishment(s) hosting our event, being in
charge of tickets, any refreshments, any set up and clean up for the event
and getting the information to the Board and the Newsletter Editor within
the time frame stated in the Monson Historical Society, Inc. Bylaws.
Grants Manager
Responsible for researching the needs of the Society then working
independently seeking out, applying for and seeing grant(s) through from
beginning to end. Reporting to the Board at monthly board meetings status
on seeking grant(s), availability of grant(s), and progress of grant(s)
that have been obtained.
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