PCHS Committees

​Administration Committee Charge          (Proposed) Adopted   ______ 
Review and update as needed:
  • Strategic Plan
  • Mission Statement
  • Constitution and By-Laws
  • Constitution Section 7: Amendments
  • Committee Charges
  • Role and Responsibilities of Trustees
  • Roles and Responsibilities of Officers
  • Role and Responsibilities of Positions Appointed by the Board
  • Personnel Handbook
The Committee should suggest to the Board any changes to this charge, populate this committee, and review and propose updates to the Goals and Strategies document.
Building and Grounds Committee Charge         Adopted 7/20/2020
The Building & Grounds Committee oversees all activities associated with the operation, maintenance, safety and security of all buildings, grounds, furnishings and equipment owned by the PCHS. Membership will include, if possible, two board members, three members of the PCHS and the director, if appropriate.
Responsibilities of the committee may include:
  • Working with the Finance and Development Committee to develop a budget for its work.
  • Working with the Membership and Volunteer Committee to develop and maintain a skillset database.
  • Working with the Collections and Archives Committee on installations and removals of displays.
  • Referring to, acting on, and updating the Society’s Monthly To-Do List.
  • Periodically inspecting PCHS properties and proposing maintenance projects.
  • Reviewing requests regarding buildings, grounds, furnishings and equipment owned by the PCHS.
  • Developing strategies for completing projects that have been approved by the Director, the President, and/or the PCHS board.
  • Communicating with subcontractors and oversight of their work for the PCHS.
  • Reporting its activities and proposals to the Director and/or the board.
  • Suggesting to the Board any changes to this charge.
  • Populating this committee.​
The Committee should suggest to the Board any changes to this charge, populate this committee, and review and propose updates to the Goals and Strategies document.
Collections and Archives Committee         adopted 7/20/20
Collections and Archives members:
  • Plan exhibits (both ongoing and changing) consistent with the Mission of the Historical Society. 
  • Oversee the condition of the collection and arrange to make repairs if appropriate.
  • Assist in exhibition of the museum collection.
  • Oversee and update collection policies.
  • Report summaries of recent acquisitions to the Board of Trustees.
  • Send letters of appreciation to donors of recent acquisitions.
  • Prepare and present a list of artifacts or archival material to be deaccessioned to the Board of Trustees for action.
  • Determine action on non-accessioned artifacts.
  • Enlist volunteer support for various committee projects.
  • Solicit items for the collections.
  • Suggest to the Board any changes to this charge.
  • Populate this committee.
  • Review and propose updates to the Goals and Strategies document.
Collection Manager:
  • With the approval of the Director, accepts collection or archival items that are consistent with the Mission of the Historical Society.
  • Completes a “Deed of Gift” form for each artifact or archival item.
  • Records donated item on Accession Log if/when Accession Number is assigned.
  • Attach Accession Number to artifact or to a digital image of the artifact.
  • Cross referencing all forms with accession numbers whenever possible.
  • Enters pertinent information about newly acquired artifacts/achieve material into computer programs following established guidelines.
Education and Program Committee Charge          Adopted 7/20/2020
Education subcommittee:
  • Organizes and conducts public and home school programs
  • Works with Collection and Archive Committee for special displays designed for educational programs
  • Maintains relationships with appropriate members of school district(s)
Program subcommittee:
  • Develops and conducts periodic public presentations sponsored by the PCHS
  • Arranges for appropriate venues for presentations
  • Procures with assistance of the Building and Grounds Committee necessary equipment to enhance presentations
  • Works with the Director and the Social Media Committee to advertise programs
The Committee should suggest to the Board any changes to this charge, populate this committee, and review and propose updates to the Goals and Strategies document.
Finance and Development Committee Charge          Adopted 7/20/2020
Membership:
Membership will include the Treasurer, the Director, at least one PCHS Trustee, and at least one PCHS member.
Financial Oversight:
  • Manages and/or monitors all funds of the society employing best practices of accounting for non-profit organizations.
  • Reviews and approves internal financial controls (the process of receiving, handling, and depositing money).
  • Submits the monthly Treasurer’s Report to the Board of Trustees.
  • Submits the annual Treasurer’s Report to the Board of Trustees.
  • Reviews and approves internal and external (independent) audits. Reports any discrepancies to the Director, the President of the Board of Trustees, or any appropriate Board of Trustees member.
  • Develops a draft of the yearly budget proposal to be presented to the Board of Trustees for approval.
  • Reviews insurance issues and values of artifacts and propose changes to the Board of Trustees.
  • Creates Internal Control and reliable financial reporting rules.​
Financial Development:
  • Helps the Board of Trustees carry out its due diligence function related to assuring fiscal health through philanthropy and fund development.
  • Establishes the fundraising goals for the annual budget. 
  • Devises the annual fund development plan for action by the Board.
  • Articulates the case for philanthropic support directed at specific audiences.
  • Establishes and monitors task forces to carry out specific fund development activities. 
  • Reports monthly to the Board of Trustees a summary of Financial Development progress.
The Committee should suggest to the Board any changes to this charge, populate this committee, and review and propose updates to the Goals and Strategies document.
Membership and Volunteer Committee Charge          Adopted 7/20/2020
The Membership and Volunteer Committee is responsible for supporting the mission, vision, purpose and strategic plan of the Phelps Community Historical Society. At least two Board members, the Director and two at-large PCHS members will constitute the committee. 
Membership subcommittee: The primary goal is to encourage new individual, family, and business memberships in the PCHS and to canvas the current membership to assure that the relationships with the PCHS are vital. To this end, the subcommittee is responsible for collaborating with the Director, Board of Trustees, appropriate PCHS committees and general membership of the PCHS.  The subcommittee will develop or employ tools to assess community historical interests which aid in the recruitment of members and communicate its findings to the Education and Program Committee.
Volunteer subcommittee:  The primary goal of the Volunteer subcommittee is to enlist the assistance of PCHS members and interested non-members for the conduct of a variety of tasks that make the PCHS successful. The subcommittee will work with the Publicity Committee in the community outreach necessary for volunteer recruitment. It will work with the Education and Program committee and the Director to train and orient volunteers. Whenever and however possible, the Volunteer subcommittee will acknowledge the contributions of those volunteers who make the mission of the PCHS successful.
The Committee should suggest to the Board any changes to this charge, populate this committee, and review and propose updates to the Goals and Strategies document.
Museum Outreach Committee Charge (ad hoc)
  • Initiate discussions with other museums and/or historical societies to:
  • Learn how they deal with issues that must be common to many small, local organizations (see partial list of questions below).
  • Discover if they might be interested in cooperating, partnering, reciprocating, or linking in any way.
  • Ascertain if there is a need for an umbrella organization to facilitate cooperation.
The Committee should suggest to the Board any changes to this charge, populate this committee, and review and propose updates to the Goals and Strategies document.
Personnel Committee Charge          Adopted 7/20/2020
Membership
Membership will include the President, the Vice President, the Treasurer, at least one PCHS Trustee, and at least one PCHS member.
​ Guide, oversee, and support employees of the PCHS. Typical annual recurring goals include:
  • Ensuring comprehensive, fair and equitable employee performance management system.
  • Ensuring comprehensive, fair and equitable compensation system.
  • Ensuring that the Personnel Policy of the PCHS is updated and distributed to all staff and Board of Trustee members.
  • Ensuring that policies and procedures are implemented in consistent manner.
  • Ensuring an accurate and fair annual evaluation of the Director.
  • Ensuring sufficient coaching to the Director, as needed, to successfully carry out the roles and responsibilities of that position.
The Committee should suggest to the Board any changes to this charge, populate this committee, and review and propose updates to the Goals and Strategies document.
Publicity and Information Technologies Committee Charge          Adopted 7/20/2020The Publicity and Information Technologies Committee provides technologies the PCHS can utilize for outreach, to document the collection, and to protect the data. The Committee provides expertise allowing PCHS to use those technologies to plan and publicize events, increase Society membership, recruit volunteers, and improve fundraising. Committee proposals are submitted to the Board for action and strategies assigned by the Board are implemented. Membership will include, if possible, two board members, two members of the PCHS and the Director. Non-members of the PCHS may serve without vote. 
There are three main areas of responsibilities of the committee:
Publicity goals may include:
  • Expanding local and area-wide awareness of the PCHS
  • Attracting visitors to the museum
  • Attracting new members of the PCHS
  • Identifying and utilizing outside publicity resources
  • Identifying and engaging new publicity targets
  • Partnering with other Phelps organizations 
  • Working with other committees to meet their goals
Social Media goals may include
  • Creating and maintaining an E-commerce website
  • Creating and maintaining the PCHS website
  • Creating and maintaining additional social media accounts
  • Partnering with other Phelps organizations
  • Working with other committees to meet their goals
Information Technology goals may include
  • Maintaining all PCHS IT hardware
  • Developing strategies to digitize museum records and artifacts
  • Proposing appropriate software to meet the PCHS needs
  • Provide constant backup of all data
The Committee should suggest to the Board any changes to this charge, populate this committee, and review and propose updates to the Goals and Strategies document.
Transportation Display Committee Charge (Proposed)          Adopted _____​


The Committee should suggest to the Board any changes to this charge, populate this committee, and review and propose updates to the Goals and Strategies document.