Board Member Chair Summaries

Board Member Chair Summaries

President
Summary for the President

The President is the principal executive officer of the organization and chairs the Board of Directors. The President oversees the activities of the organization and appoints and instructs committees to carry out the business of the Friends. (estimated time 15-20 hours per month)

Principal Duties and Responsibilities

•   Knowledgeable about the workings of the organization.
•   Define the vision for the organization.
•   One of two signatories on Friends accounts and Gift Shop account.
•   Develop agenda for each Board meeting and the annual membership meeting.
•   Appoint Committee chairs.
•   Preside over all business meetings of the organization including the annual membership meeting.
•   Revise and update by-laws as voted on by the Board.
•   Update the Board of Directors handbook, yearly or as needed.
•   Ex-officio member of all committees with the exception of the Nominating Committee.
•   Interface with Museum staff in identifying fund-raising needs.
•   Train new Board members.

Vice-President
Summary for the Vice-President

The Vice-President will preside at any meeting when the President is unable to be present. He/she will serve as the President if the President is absent or resigns. (estimated time 3-4 hours per month)

Principal Duties and Responsibilities
• Knowledgeable about the workings of the organization and able to act in place of the President as needed.
•   Assist the President as directed with any other duties.

Chairs the Membership Committee
•   Appoint membership committee.
•   Keep database of membership and record membership status.
• Help organize any mailings to membership by providing a current membership list and/or membership labels.
• Welcome new members or refer to President or Secretary for personal letter, phone call or email.
• Send out the membership brochure each year for membership renewals (late December or early January).

General Duties
•   Attend monthly Board meetings.
•   Participate with other Board members to complete goals established by the organization.
•   Work with Museum staff as needed.
•   Work with other Board members to recruit and train new Board members.

Secretary
Summary for the Secretary

The Secretary shall record and distribute minutes of all meetings of the Board of Directors and Friends membership meetings. He/she will have charge of all official papers and records of the corporation and carry on the general correspondence of the Friends. (estimated time 4-6 hours per month)

Principal Duties and Responsibilities
•   Attend monthly Board meetings and record minutes.
•   Send minutes of Board meetings either by post or email to Board members prior to the next monthly meeting.
• With the President or other members authorized by the Board, sign contracts, by-laws amendments or other related documents.
•   Keep a permanent file of minutes and correspondence and set-up archive files at the Museum.
•   Transfer the permanent file of minutes and correspondence to the Secretary’s successor.

Chairs the Clean-up and Archive Committee
•   Designate committee to help with keeping archive files up-to-date
•   With committee, clean-out designated Friend’s files located in the basement of the Museum on a yearly basis.
•   Keep designated Friends storage area cleaned-out, current and labeled.

General Duties
•   Attend monthly Board meetings.
•   Participate with other Board members to complete goals established by the organization.
•   Periodically accept assignments for special projects and ad hoc committee work.

Treasurer
Summary for the Treasurer

The Treasurer maintains the financial records of the organization and insures a system is in place to keep accurate and timely records.
(estimated time: 6-8 hours per month, less during summer months)

Principal Duties and Responsibilities
•   Authorized signatory of the organization.
•   Write checks for organization and make sure all bills are paid.
•   Periodically check the Friend’s mailbox to collect bank statements for reconciliation and any membership dues.
•   Be responsible for money coming into the organization including membership dues and gifts. Report gifts to President or Secretary so a written thank-you may be sent. Route membership applications to Membership Chair.
•   Collect and deposit cash donation money from the Brown Bag lectures and refreshment table.
•   Make deposits on a timely basis into appropriate Friend’s account.
•   Reconcile check register and accounts monthly on Quicken.
•   Provide monthly balance sheet of existing accounts to members of the Board.
•   Create an annual financial statement for membership for annual meeting.
•   Work with the accountant to get in necessary tax information by April 15 each year.
•   Troubleshoot any problems or inquiries by IRS or accountant.
•   Fill out the Secretary of State’s Annual Report Form every July.

Member of the Fund-Raising Committee
General Duties
•   Attend monthly Board meetings.
•   Participate with other Board members to complete goals. established by the organization.
•   Periodically accept assignments for special projects and ad hoc committee work.

Brown Bag Chair
Summary for the Brown Bag Chair

The Brown Bag Chair is responsible for the activities associated with the Friends annual Brown Bag Lecture Series from September through May. The Brown Bag Chair is responsible for appointing committee members to help carry out the duties for the Brown Bags. (Estimated time varies by time of year, from 10-20 hours per month during the Brown Bag planning and scheduling season, down to approximately 5 hours per month the rest of the year.)

Principal Duties and Responsibilities
•   Present a proposed slate of speakers, and in coordination with the full Board, determine Brown Bag Speakers for the annual lecture series held on the 2nd Tuesday of each month from September through May.
•   Notify and confirm all speakers.
•   Prepare a “bookmark” listing the lecture titles and speakers that will be sent to all members of Friends, available at each Brown Bag, and in display rack in Museum.
•   Write press releases to announce annual line-up, as well as each monthly speaker.
•   Work with museum staff to ensure proper equipment set-up for speaker.
•   Arrange for transportation and lodging of speaker if necessary. Greet speaker and handle any last-minute needs for the lecture.
•   Introduce Brown Bag speaker each month.
•   Send “thank you” note to each speaker following lecture.
•   Handle all administrative duties regarding expense reimbursement for speakers, when necessary.
•   Coordinate with Social Committee to handle refreshments (coffee and cookies) at each lecture. Provide funds at the beginning of the lecture year, and send a “thank you” card at the end of the year.
•   Handle all administrative duties related to obtaining a speaker through the Idaho Humanities Council Speaker Bureau.

General Duties
•   Attend monthly Board meetings.
•   Participate with other Board members to complete goals established by the organization.
•   Work with staff at the Idaho State Historical Society as needed.
•   Work with other Board members to recruit and train new Board members.


Summary
The Brown Bag Committee will be responsible for scheduling nine lectures that will be held the 2nd Tuesday of each month from September through May. The Committee Chair will be responsible for appointing committee members to help with the process.

Speakers:
•   Discusses speaker possibilities and invites speakers (initial contact is usually by phone or email)
•   Confirms acceptance letter
• Contacts speaker regarding audio visual needs: slide projector? Power Pt? Mikes? Lights?
•   Doublechecks/confirms speaker will be coming
•   Greets speaker on arrival and goes over basics
•   Writes thank-you letter following presentation

Room set-up:
•   Makes sure the Social Committee will buy the goodies and set-up to get reimbursed thru committee
•   Coordinates with Museum as to speakers’ requirements re set-up. Makes sure chairs are out/mike’s right/projector is up/etc.
•   Co-ordinates introduction with speaker before presentation. Responsible for proper introduction.
•   Arranges for volunteers at greeting desk. Volunteers should be prepared to check Friends’ membership status and renew memberships. Hand-outs should be readily available.

Publicity:
•   Puts together a “bookmark” list of speakers to be mailed to all Friends members in August
•   Arranges for display of posters for each lecture at different establishments around town
•   Notifies the media of each lecture

Administrative:
•   Arranges for speaker payment, if relevant
•   Works with Idaho Humanities Council to ensure their paperwork gets done and their invitation applications are done at least 5 weeks ahead of time