Monson Historical Society Duties of Officers

MONSON HISTORICAL SOCIETY, INC.

DUTIES OF OFFICERS, BOARD MEMBERS AND OTHER COMMITTEE CHAIRPERSONS

Approved: May 21, 2005

President
The President will preside at all meetings of the Monson Historical Society, Inc. and, with the Board of Directors and voting Committee Chairpersons, will provide overall leadership about policy and procedure. The President will annually appoint an auditor who will audit the books and accounts of the Treasurer and will act as Editor of the newsletter in the absence of an appointed Editor. The President will also appoint such committees, as directed by the Board of Directors and voting Committee Chairpersons.

Vice President
The Vice President will assume the duties of the President during the President's absence. The Vice President will be responsible for all programs (in the event there is no program chair) voted on by the Board of Directors. The Vice President will be responsible for keeping an up to date phone log and 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 meetings of the Monson Historical Society, Inc. All records are to be kept up to date in a folder in the Monson Historical Society, Inc. computer using Microsoft Word. The folder shall be saved on two disks, one to be stored at the office at One Green Street, the other to be kept with the Secretary. The Secretary is to provide a printout of the previous month's Board Meeting minutes to all Officers, Board of Directors and voting Committee Chairpersons, before the monthly Board Meeting. The Secretary will be responsible for any necessary correspondence. The Secretary is to endeavor to organize all records on file at One Green Street pertaining directly to the Monson Historical Society, Inc. The Secretary is responsible for keeping the office supplied with necessary items, with the approval from the full Board. The Secretary is to 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., maintain an accurate record using QuickBooks computer software on the Monson Historical Society, Inc. computer for all transactions. All transactions are to be saved on three disks, one to be stored at the office at One Green Street, 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 is to pay all bills when approved by the President, Board of Directors and voting Committee Chairpersons. All checks must have two signatures. One being the Treasurer the other the President, when President is unavailable a second signature is to be obtained from one of the remaining Executive Officers. The Treasurer will provide a printout of the previous month's records to each Officer, Board of Director and voting Committee Chairperson before the monthly Board Meeting. In addition, the Treasurer must present to the full Board a financial statement of each investment account, quarterly. The Treasurer will see that all legal and tax requirements are fulfilled in a timely manner. The Treasurer will be responsible for an up to date membership list in the event there is no Membership Chair. The Treasurer will present a synopsis of the past year's finances at the annual meeting.

Board Members
Shall work with the President to provide overall leadership regarding the Mission Statement policy and procedure. The Board, along with the President will hold responsibility for all programs, committees, financial transactions and the overall direction of the Society.

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
The Historian is responsible for coordinating and overseeing all Historical Society, Inc. projects and any approved parties who want to do research. The Historian will be in charge of any loans of material owned by the Society. A request of loan must be presented to and approved by the Officers, Board of Directors and voting Committee Chairpersons. The Historian must record items on loan using the Monson Historical Society, Inc. PastPerfect Museum software. The Historian must review the loan policy and agreement of the Monson Historical Society, Inc. with the party seeking the loan, and the agreement must be understood, followed and signed in duplicate by both parties. The Historian will answer questions from individuals, government, organizations, etc. about the history, people, places, etc. of Monson in a timely manner.

Accessionist
The Accessionist shall be in charge of all new donations to the Monson Historical Society, Inc. The Accessionist must follow the Monson Historical Society, Inc. Collection Policy. All donations are to be accepted by a majority vote of the Officers, Board of Directors and voting Committee Chairpersons. The Accessionist is responsible for the donor reading and understanding the Society's Collection Policy and must have donor sign the Deed of Gift form from the PastPerfect Museum software giving the Society sole ownership of said items(s). The Accessionist is also responsible for sending the thank you letter that accompanies the Deed of Gift form from the PastPerfect Museum software. All item(s) entered into the computer must be saved on two sets of disks. One set to be stored at 1Green Street the other to be kept with the Accessionist.

Building & Restoration Manager
Recommends to the Officers, Board of Directors and voting Committee Chairpersons for approval all interior and exterior repairs or replacements to One Green Street or Jacob Thompson house and oversees projects to completion. Is responsible for acquiring three competitive bids for any work exceeding $1,000.00. Historic preservation is to be high priority at all times. Whenever possible minor maintenance is to be provided by Building & Restoration Manager. Building & Restoration Manager will be responsible for the security systems in all buildings owned by the Monson Historical Society, Inc. Building & Restoration Manager will be responsible for any keys to buildings and will acquire approval from Officers, Board of Directors and voting Committee Chairpersons before distributing keys. The Manager will and shall maintain an up to date list of all persons in possession of keys.

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 all communication between tenants and the Board. The Rental Manager is responsible for writing Rental Agreements, getting approval from the Board and seeking legal council for rental matters, when necessary. The Rental Manager is responsible for having two signed copies of the rental agreements, one to be given to the renter, one to be kept at the office at One Green Street. The Rental Manager is responsible for seeing that rent is collected in a timely manner. The Rental Manager is responsible for any and all keys to the apartments. If at any time rental agreement is broken by either party the matter is to be brought to the attention of the Board in a timely manner.

Fabric Conservator
Oversees the proper archival storage of all fabric acquisitions belonging to the Monson Historical Society, Inc. Doll & Toy Conservator Oversees the proper archival storage of all dolls and toys belonging of the Monson Historical Society, Inc.

Publicity
Responsible for producing a brochure, program printing, program publicity, and any other publicity approved by the Officers, Board of Directors and voting Committee Chairperson. Is responsible for coordinating information with the Editor of the Newsletter.

Decorations & Refreshments
Is responsible for all aspects of decorating and refreshments (set up, removal, clean up) for all programs.

Lawn Care & Snow Removal
Is responsible for writing up separate contracts for lawn care and snow removal, getting competitive bids, and to have these contracts signed in duplicate, one copy being on file at the office at One Green Street, the other with the awarded contractor. Contracts will be reviewed and accepted by a vote of the Officers, Board of Directors and voting Committee Chairperson. If at any time contract is broken by either party, the matter is to be brought to the attention of the Board in a timely manner.

Computer Manager
Is responsible for the maintenance of the Monson Historical Society, Inc. computers and software. Is responsible for the purchase of any supplies needed for the computers with approval from the Board. Is responsible for the maintenance of the Monson Historical Society, Inc. web-site.

Docent in Charge
Provides Docents with sufficient background in the history of the Jacob Thompson house and the current exhibit.

Membership
Keeps an up to date list of paid members in mailing list form using PastPerfect Museum software, to be saved on two disks, one to be kept at the office at One Green Street, 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 working with the Editor of the Newsletter, providing mailing labels in a timely manner.

Fund Raising Coordinator
Develops with the approval of the Board of Directors, appropriate options for fund raising to meet budget requirements. Program Coordinator Works with the Board of Directors and appropriate chairpersons to develop programs.

Exhibit Coordinator
Works with the Board of Directors to develop exhibits at the Jacob Thompson House, Green Street or elsewhere.

Editor
Is responsible for the creation, printing and mailing of the Monson Historical Society, Inc. newsletter. The newsletter is to contain President's Message, upcoming programs, historical events in the area, current Board decisions, new members and any other announcement deemed suitable. The Newsletter is to be created quarterly and mailed the first week of January, April, July and October. The April newsletter is to 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.

Finance Committee Chairperson
To report to the Officers, Board of Directors and voting Committee Chairpersons at the monthly meetings all activities of the Finance Committee and Investment Committee.

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