Job Descriptions

WINTONBURY HISTORICAL SOCIETY:  JOB DESCRIPTIONS (August 2017)

President

  • Chair meetings of the Board of Directors and the Annual Meeting of the Society. Greet people at public programs and make announcements.
  • Build an agenda for upcoming Board of Directors meetings. Ask for agenda items about a month beforehand.  Send out the agenda a week prior to the meeting.  Agenda should be sent to Officers, Directors and to the Town Clerk.
  • Pick up mail at the post office box. Once a week is sufficient most of the time.
  • Check the answering machine at the History Center. Return calls or ask someone else to.
  • Check WHS email daily. Reply to inquiries or refer them to an appropriate person.
  • Attend committee meetings as appropriate. Keep track of what committees are doing (or not doing).  Thank volunteers for their work.
  • Be present at events, and be a docent in the summer.
  • Represent the Society in town. As far as possible, know key town and school personnel.
  • Write thank you letters as needed.

The secretary should be:

  • comfortable using written English
  • able to take notes during a meeting and write them up in coherent form
  • conversant with Word Processing, emailing, and other computer skills
  • able to email minutes to the Board and town clerk’s office
  • free to attend Wednesday evening Board meetings and public programs
  • orderly in keeping a written record of Board meetings
  • willing to keep written/printed minutes files up-to-date

Treasurer:

  • Has custody of all dues and monetary donations belonging to the Society
  • Prepares an annual budget of income and expenditures
  • Provides financial reports for each Board of Directors meeting
  • Provides a year-end financial report to the Board and the full membership
  • Pays all bills as authorized by the Board of Directors
  • Monitors invested funds to maximize dividends

Member of the Board of Directors:

  • Has some skills to bring to the Board
  • Is assertive, but not abrasive
  • Is a proactive, analytical thinker
  • Values history, especially history of our town’s people
  • Is involved in the community in some way
  • Believes in Bloomfield and all of its people
  • Is comfortable with diversity
  • Is able to devote time to the Society
  • Supports the Society, its programs and activities

It is the responsibility of the House Committee to:

  • Oversee the maintenance of the Society’s building, including routine housekeeping, the monitoring of each building’s interior environment and capital expenditures
  • With Board approval, contract with and oversee outside contractors’ work on the Society’s buildings
  • Recommend any changes to the buildings’ landscapes (e.g., signage, plantings, lighting, etc.)
  • Serve as the liaison to the Town of Bloomfield regarding the physical needs of and changes to the Society’s buildings
  • Develop an annual budget for the purchase of building equipment and supplies and the services of contractors

It is the responsibility of the Collections Committee to:

  • Review potential acquisitions for recommendation to the Board
  • Recommend deaccessions to the Board
  • Establish policies and procedures for the use of the collections
  • Develop an annual budget for the purchase of collections’ equipment and supplies, including the services of professional conservators

The Collections Committee meets monthly to sort and catalog items in the Society’s collection. Committee members identify and examine uncatalogued materials (books, artifacts, clothing, documents, etc.), decide whether we should keep them as part of our collection, where they should be kept within our building, and make a record of location so that they may be accessed by future researchers.  Some computer skills are helpful in order to enter items into our electronic catalog.

The Committee researches, adapts, and writes archives and museum policies and procedures for recommendation to the Board of Directors.  It also implements approved policies and procedures, e.g., the issuing of gift agreements and the withdrawal of material.

 

 

Bloomfield, Connecticut