PCHS Board Documents
Mission Statement
The Phelps Community Historical Society exists to collect and tell the history of Phelps. We gather both information and artifacts then utilize our archives and collections in exhibits, programs, events, articles, and social media to tell the “Stories of Phelps.”
The Phelps Community Historical Society exists to collect and tell the history of Phelps. We gather both information and artifacts then utilize our archives and collections in exhibits, programs, events, articles, and social media to tell the “Stories of Phelps.”
Constitution
Submitted to the Board 9/16/2024
Approved by members of the Society 4/12/2025
Section 1 – Name
This society shall be called the Phelps Community Historical Society (PCHS).
Section 2 – Objectives
The objective of the Phelps Community Historical Society is to inspire and enrich
community memory by telling the stories of Phelps. The Society encourages residents,
visitors, and friends of the Phelps community to discover and preserve the past and to
connect our local history, culture and heritage with contemporary life. Using traditional
and new technologies, the Society will present history through internet resources,
museum collections, archives, special exhibits, and programs.
Section 3 - Members of the Society
Any person interested in the objectives and pursuits of this Society may become a
member upon payment of dues.
Section 4 – Officers
The officers shall be a President, a Vice-President, a Secretary, and a Treasurer.
Section 5 – Trustees
The Board of Trustees shall consist of the President and 8-12 Trustees. If not a member
of the Board of Trustees, the Town Historian shall serve the Board of Trustees in an
advisory (non-Voting) capacity. The Society Administrator and Administrative Assistant
shall serve the Board of Trustees in an advisory (non-voting) capacity only.
The Trustees also will be assigned by the President to serve as chairpersons or
members of the various committees of the Society. Committee chairpersons shall not be
limited to Trustees.
Section 6 - Meetings:
The date, time, and venue of the Annual Meeting the Phelps Community Historical
Society will be determined by the Board of Trustees. The meeting, agenda, and
proposed action requiring the Society’s approval will be announced to the members of
the Society in the newsletter one month prior to the Annual meeting. Annual meetings
are to be within the township no later than April 30th.
Special meetings of the Society may be called by a majority of the members of the
Trustees. A Special meeting shall be announced with date, time, venue, and proposed
agenda and action at least two weeks (preferably one month) prior to the meeting. If a
special meeting cannot be announced in a newsletter, every reasonable effort will be
made to contact as many Society members as possible.
Elections: The President and Trustees shall be elected at the annual meeting of the
Phelps Community Historical Society. Should the position of President be vacated
between annual meetings, the Vice-President will assume the duties and responsibilities
of President. Vacant Trustee positions shall be elected at the annual meeting. A Trustee
position may be filled between the annual meetings by a two-thirds vote in a regularly
scheduled trustee meeting.
The Board of Trustees shall elect the rest of the officers (Vice-President, Secretary, and
Treasurer) at the Board meeting following the Annual Society Meeting.
A committee, appointed by the President prior to the annual meeting of the Society,
shall make nominations for the President and Trustees and this slate shall be presented
to the Society members at the annual meeting. Any member in good standing may
make nominations from the floor.
Each Trustee shall be elected for a term of three years unless the Trustee is filling out
the term of a Trustee who left the Board.
The Society Administrator and Administrative Assistant are appointed by the Board of
Trustees for the Phelps Community Historical Society. The Town Historian is appointed
by the Town Government.
Section 7 – Amendments
This constitution and the by-laws of this Society may be amended at any regularly
called meeting of the Society by a two-thirds vote of the members present and voting,
provided that notice of the proposed amendments shall have been available to Society
Members at least one month prior to the Society Meeting that will consider the
amendment.
Section 8 - Dissolution Provision
Upon dissolution of the organization, the governing body of the organization shall, after
paying or making provision for the payment of all of the liabilities of the organization,
dispose of all of the assets of the organization exclusively for religious, charitable,
scientific, testing for public safety, literary or educational purposed, or for the prevention
of cruelty to children or animals, or to such organizations organized and operated
exclusively for one or more such purposes as shall at that time qualify as exempt
organization under section 501 (c) (3) of the Internal Revenue Code of 1954, or to the
Federal government, a State or a local government for a public purpose.
Section 9 - Restrictive Legislation Provision
Bi substantial part of the activities of the organization shall be carrying on a
propaganda, or otherwise attempting to influence legislation, and the organization shall
not participate in or intervene in (including the publishing or distribution of statements)
any political campaign on behalf of or in opposition to any candidate for public office.
Added Restrictive Legislation Provision: No part of the net earnings of the organization
shall inure to the benefit of, or be distributed to its members, trustees, directors, officers
or other private persons, except that the organization shall be authorized and
empowered to pay reasonable compensation for services rendered and to make
payments and distributions in furtherance of section 501 (c) (3) purposes.
Submitted to the Board 9/16/2024
Approved by members of the Society 4/12/2025
Section 1 – Name
This society shall be called the Phelps Community Historical Society (PCHS).
Section 2 – Objectives
The objective of the Phelps Community Historical Society is to inspire and enrich
community memory by telling the stories of Phelps. The Society encourages residents,
visitors, and friends of the Phelps community to discover and preserve the past and to
connect our local history, culture and heritage with contemporary life. Using traditional
and new technologies, the Society will present history through internet resources,
museum collections, archives, special exhibits, and programs.
Section 3 - Members of the Society
Any person interested in the objectives and pursuits of this Society may become a
member upon payment of dues.
Section 4 – Officers
The officers shall be a President, a Vice-President, a Secretary, and a Treasurer.
Section 5 – Trustees
The Board of Trustees shall consist of the President and 8-12 Trustees. If not a member
of the Board of Trustees, the Town Historian shall serve the Board of Trustees in an
advisory (non-Voting) capacity. The Society Administrator and Administrative Assistant
shall serve the Board of Trustees in an advisory (non-voting) capacity only.
The Trustees also will be assigned by the President to serve as chairpersons or
members of the various committees of the Society. Committee chairpersons shall not be
limited to Trustees.
Section 6 - Meetings:
The date, time, and venue of the Annual Meeting the Phelps Community Historical
Society will be determined by the Board of Trustees. The meeting, agenda, and
proposed action requiring the Society’s approval will be announced to the members of
the Society in the newsletter one month prior to the Annual meeting. Annual meetings
are to be within the township no later than April 30th.
Special meetings of the Society may be called by a majority of the members of the
Trustees. A Special meeting shall be announced with date, time, venue, and proposed
agenda and action at least two weeks (preferably one month) prior to the meeting. If a
special meeting cannot be announced in a newsletter, every reasonable effort will be
made to contact as many Society members as possible.
Elections: The President and Trustees shall be elected at the annual meeting of the
Phelps Community Historical Society. Should the position of President be vacated
between annual meetings, the Vice-President will assume the duties and responsibilities
of President. Vacant Trustee positions shall be elected at the annual meeting. A Trustee
position may be filled between the annual meetings by a two-thirds vote in a regularly
scheduled trustee meeting.
The Board of Trustees shall elect the rest of the officers (Vice-President, Secretary, and
Treasurer) at the Board meeting following the Annual Society Meeting.
A committee, appointed by the President prior to the annual meeting of the Society,
shall make nominations for the President and Trustees and this slate shall be presented
to the Society members at the annual meeting. Any member in good standing may
make nominations from the floor.
Each Trustee shall be elected for a term of three years unless the Trustee is filling out
the term of a Trustee who left the Board.
The Society Administrator and Administrative Assistant are appointed by the Board of
Trustees for the Phelps Community Historical Society. The Town Historian is appointed
by the Town Government.
Section 7 – Amendments
This constitution and the by-laws of this Society may be amended at any regularly
called meeting of the Society by a two-thirds vote of the members present and voting,
provided that notice of the proposed amendments shall have been available to Society
Members at least one month prior to the Society Meeting that will consider the
amendment.
Section 8 - Dissolution Provision
Upon dissolution of the organization, the governing body of the organization shall, after
paying or making provision for the payment of all of the liabilities of the organization,
dispose of all of the assets of the organization exclusively for religious, charitable,
scientific, testing for public safety, literary or educational purposed, or for the prevention
of cruelty to children or animals, or to such organizations organized and operated
exclusively for one or more such purposes as shall at that time qualify as exempt
organization under section 501 (c) (3) of the Internal Revenue Code of 1954, or to the
Federal government, a State or a local government for a public purpose.
Section 9 - Restrictive Legislation Provision
Bi substantial part of the activities of the organization shall be carrying on a
propaganda, or otherwise attempting to influence legislation, and the organization shall
not participate in or intervene in (including the publishing or distribution of statements)
any political campaign on behalf of or in opposition to any candidate for public office.
Added Restrictive Legislation Provision: No part of the net earnings of the organization
shall inure to the benefit of, or be distributed to its members, trustees, directors, officers
or other private persons, except that the organization shall be authorized and
empowered to pay reasonable compensation for services rendered and to make
payments and distributions in furtherance of section 501 (c) (3) purposes.
By-Laws
Submitted to Board 2/8/2026
Approved by members 3/21/2026
1 - The President shall preside at all meetings of the Society and meetings of the Board of Trustees. The President shall appoint all standing committees.
2 - Vice President
The Vice President, in the absence of the President, shall perform all duties of the President. Should the President be unable to complete the term of office, the Vice President will serve as President until a Society election of a new President.
3 - Board of Trustees
The Board of Trustees, as a trust body, must establish a financial program which will ensure the receipt of sufficient
funds annually to support the work of the Society and must authorize and support the Society’s annual budget.
4 - Trustees
Each Trustee is expected to be actively engaged in at least one committee of the PCHS. Trustees are required to attend all Board meetings unless excused by the President. Three unexcused absences from Board meetings in one year may result in dismissal from the Board.
5 - Executive Committee
Within established limits set by the Board of Trustees the Executive Committee is empowered to accomplish the routine business of the Board of Trustees.
6 - Officers, Committee Chairs, Appointed Officials, and Staff
All will focus and act on their Charges as said Charges are updated, approved, and documented by the Board of Trustees.
7 - Society membership dues
The annual membership dues will be determined by the Board of Trustees.
8 - Society Meeting Quorum
At all duly called meetings of the Society, a quorum for the transaction of any business of the Society shall consist of at least twenty members in good standing.
9 - Board Meeting Quorum
At all duly called meetings of the Board of Trustees, a quorum for the transaction of any business shall consist of a majority of members in good standing.
Submitted to Board 2/8/2026
Approved by members 3/21/2026
1 - The President shall preside at all meetings of the Society and meetings of the Board of Trustees. The President shall appoint all standing committees.
2 - Vice President
The Vice President, in the absence of the President, shall perform all duties of the President. Should the President be unable to complete the term of office, the Vice President will serve as President until a Society election of a new President.
3 - Board of Trustees
The Board of Trustees, as a trust body, must establish a financial program which will ensure the receipt of sufficient
funds annually to support the work of the Society and must authorize and support the Society’s annual budget.
4 - Trustees
Each Trustee is expected to be actively engaged in at least one committee of the PCHS. Trustees are required to attend all Board meetings unless excused by the President. Three unexcused absences from Board meetings in one year may result in dismissal from the Board.
5 - Executive Committee
Within established limits set by the Board of Trustees the Executive Committee is empowered to accomplish the routine business of the Board of Trustees.
6 - Officers, Committee Chairs, Appointed Officials, and Staff
All will focus and act on their Charges as said Charges are updated, approved, and documented by the Board of Trustees.
7 - Society membership dues
The annual membership dues will be determined by the Board of Trustees.
8 - Society Meeting Quorum
At all duly called meetings of the Society, a quorum for the transaction of any business of the Society shall consist of at least twenty members in good standing.
9 - Board Meeting Quorum
At all duly called meetings of the Board of Trustees, a quorum for the transaction of any business shall consist of a majority of members in good standing.
Trustees' Code of Ethics (update?)
Adopted by the PCHS Board of Trustees January 2012
Preamble
The Phelps Community Historical Society is a not-for-profit, tax-exempt educational
organization formed to promote, develop, educate, and otherwise further the efforts of
Phelps historical preservation. PCHS’ membership consists of corporations, individuals,
and other entities from the greater community. The business of the association is
managed under the direction of the PCHS board of trustees. The board's code of ethics
serves as a code of conduct for association volunteers and staff in their capacity as
board members. Code violations may result in sanctions imposed under the Procedures
for Review of Board Trustee Conduct.
The principles and requirements that comprise the code and procedures are based on
and are designed to ensure full compliance by PCHS and its officers, directors, and
employees with the fiduciary duties imposed on such individuals by state corporate law,
the federal tax code's prohibition on private inurement and private benefit, and other
requirements of federal tax exemption, common law due process requirements, federal
and state antitrust and unfair competition law, state tort law, and other legal precepts
and prohibitions. At the same time, the code and procedures are not designed to
supplant courts of law in the resolution of disputes within the nonprofit educational
museum industry.
Moreover, the checks and balances built into the code and procedures are designed to
strike the proper balance between ensuring full compliance with the legal obligations
described here and ensuring the integrity and efficacy of the code on the one hand and,
on the other, the protection of board members, through the use of reasonable due
process procedures, against patently false, malicious, or groundless accusations that
could result in significant business or personal harm if not properly handled. Members of
the board affirm their endorsement of the code and acknowledge their commitment to
uphold its principles and obligations by accepting and retaining membership on the
board.
Board of Trustees Code of Ethics
Members of the board (including ex officio members of the board) shall at all times
abide by and conform to the following code of conduct in their capacity as board
members:
1. Each member of the board of directors will abide in all respects by the Phelps
Community Historical Society’s Trustees' Code of Ethics and all other rules and
regulations of the association (including but not limited to the association's
articles of incorporation and bylaws) and will ensure that their membership (or
the membership of the entity for which they serve as officer, director, employee,
or owner, as the case may be) in the association remains in good standing at all
times. Furthermore, each member of the board of directors will at all times obey
all applicable federal, state and local laws and regulations and will provide or
cause to provide the full cooperation of the association when requested to do so
by those institutions and their persons set in authority as are required to uphold
the law.
2. Members of the board of directors will conduct the business affairs of the
association in good faith and with honesty, integrity, due diligence, and
reasonable competence.
3. Except as the board of directors may otherwise require or as otherwise required
by law, no board member shall share, copy, reproduce, transmit, divulge or
otherwise disclose any confidential information related to the affairs of the
association and each member of the board will uphold the strict confidentiality of
all meetings and other deliberations and communications of the board of
directors.
4. Members of the board of directors will exercise proper authority and good
judgment in their dealings with association staff, suppliers, and the general public
and will respond to the needs of the association's members in a responsible,
respectful, and professional manner.
5. No member of the board of directors will use any information provided by the
association or acquired as a consequence of the board member's service to the
association in any manner other than in furtherance of his or her board duties.
Further, no member of the board of directors will misuse association property or
resources and will at all times keep the association's property secure and not
allow any person not authorized by the board of directors to have or use such
property.
6. Each member of the board of directors will use his or her best efforts to regularly
participate in professional development activities and will perform his or her
assigned duties in a professional and timely manner pursuant to the board's
direction and oversight.
7. Upon termination of service, a retiring board member will promptly return to the
association all documents, electronic and hard files, reference materials, and
other property entrusted to the board member for the purpose of fulfilling his or
her job responsibilities. Such return will not abrogate the retiring board member
from his or her continuing obligations of confidentiality with respect to information
acquired as a consequence of his or her tenure on the board of directors.
8. The board of directors dedicates itself to leading by example in serving the
needs of the association and its members and also in representing the interests
and ideals of the nonprofit educational museum industry at large.
9. No member of the board of directors shall persuade or attempt to persuade
any employee of the association to leave the employ of the association or to
become employed by any person or entity other than the association.
Furthermore, no member of the board of directors shall persuade or attempt to
persuade any member, exhibitor, advertiser, sponsor, subscriber, supplier,
contractor, or any other person or entity with an actual or potential relationship to
or with the association to terminate, curtail, or not enter into its relationship to or
with the association, or to in any way reduce the monetary or other benefits to
the association of such relationship.
10. The board of directors must act at all times in the best interests of the association
and not for personal or third-party gain or financial enrichment. When
encountering potential conflicts of interest, board members will identify the
conflict and, as required, remove themselves from all discussion and voting on
the matter. Specifically, board members shall follow these guidelines:
receipt of incidental personal or third-party benefit may necessarily flow
from certain association activities, such benefit must be merely incidental
to the primary benefit to the association and its purposes;
personal or third-party gain or pleasure; board members shall not
represent to third parties that their authority as a board member extends
any further than that which it actually extends;
attendees, exhibitors, advertisers, sponsors, suppliers, contractors, or
others in the context of activities relating to the association;
indirect inducement to provide special treatment to such donor with
respect to matters pertaining to the association without fully disclosing
such items to the board of directors; and
procedures adopted by the board.
Adopted by the PCHS Board of Trustees January 2012
Preamble
The Phelps Community Historical Society is a not-for-profit, tax-exempt educational
organization formed to promote, develop, educate, and otherwise further the efforts of
Phelps historical preservation. PCHS’ membership consists of corporations, individuals,
and other entities from the greater community. The business of the association is
managed under the direction of the PCHS board of trustees. The board's code of ethics
serves as a code of conduct for association volunteers and staff in their capacity as
board members. Code violations may result in sanctions imposed under the Procedures
for Review of Board Trustee Conduct.
The principles and requirements that comprise the code and procedures are based on
and are designed to ensure full compliance by PCHS and its officers, directors, and
employees with the fiduciary duties imposed on such individuals by state corporate law,
the federal tax code's prohibition on private inurement and private benefit, and other
requirements of federal tax exemption, common law due process requirements, federal
and state antitrust and unfair competition law, state tort law, and other legal precepts
and prohibitions. At the same time, the code and procedures are not designed to
supplant courts of law in the resolution of disputes within the nonprofit educational
museum industry.
Moreover, the checks and balances built into the code and procedures are designed to
strike the proper balance between ensuring full compliance with the legal obligations
described here and ensuring the integrity and efficacy of the code on the one hand and,
on the other, the protection of board members, through the use of reasonable due
process procedures, against patently false, malicious, or groundless accusations that
could result in significant business or personal harm if not properly handled. Members of
the board affirm their endorsement of the code and acknowledge their commitment to
uphold its principles and obligations by accepting and retaining membership on the
board.
Board of Trustees Code of Ethics
Members of the board (including ex officio members of the board) shall at all times
abide by and conform to the following code of conduct in their capacity as board
members:
1. Each member of the board of directors will abide in all respects by the Phelps
Community Historical Society’s Trustees' Code of Ethics and all other rules and
regulations of the association (including but not limited to the association's
articles of incorporation and bylaws) and will ensure that their membership (or
the membership of the entity for which they serve as officer, director, employee,
or owner, as the case may be) in the association remains in good standing at all
times. Furthermore, each member of the board of directors will at all times obey
all applicable federal, state and local laws and regulations and will provide or
cause to provide the full cooperation of the association when requested to do so
by those institutions and their persons set in authority as are required to uphold
the law.
2. Members of the board of directors will conduct the business affairs of the
association in good faith and with honesty, integrity, due diligence, and
reasonable competence.
3. Except as the board of directors may otherwise require or as otherwise required
by law, no board member shall share, copy, reproduce, transmit, divulge or
otherwise disclose any confidential information related to the affairs of the
association and each member of the board will uphold the strict confidentiality of
all meetings and other deliberations and communications of the board of
directors.
4. Members of the board of directors will exercise proper authority and good
judgment in their dealings with association staff, suppliers, and the general public
and will respond to the needs of the association's members in a responsible,
respectful, and professional manner.
5. No member of the board of directors will use any information provided by the
association or acquired as a consequence of the board member's service to the
association in any manner other than in furtherance of his or her board duties.
Further, no member of the board of directors will misuse association property or
resources and will at all times keep the association's property secure and not
allow any person not authorized by the board of directors to have or use such
property.
6. Each member of the board of directors will use his or her best efforts to regularly
participate in professional development activities and will perform his or her
assigned duties in a professional and timely manner pursuant to the board's
direction and oversight.
7. Upon termination of service, a retiring board member will promptly return to the
association all documents, electronic and hard files, reference materials, and
other property entrusted to the board member for the purpose of fulfilling his or
her job responsibilities. Such return will not abrogate the retiring board member
from his or her continuing obligations of confidentiality with respect to information
acquired as a consequence of his or her tenure on the board of directors.
8. The board of directors dedicates itself to leading by example in serving the
needs of the association and its members and also in representing the interests
and ideals of the nonprofit educational museum industry at large.
9. No member of the board of directors shall persuade or attempt to persuade
any employee of the association to leave the employ of the association or to
become employed by any person or entity other than the association.
Furthermore, no member of the board of directors shall persuade or attempt to
persuade any member, exhibitor, advertiser, sponsor, subscriber, supplier,
contractor, or any other person or entity with an actual or potential relationship to
or with the association to terminate, curtail, or not enter into its relationship to or
with the association, or to in any way reduce the monetary or other benefits to
the association of such relationship.
10. The board of directors must act at all times in the best interests of the association
and not for personal or third-party gain or financial enrichment. When
encountering potential conflicts of interest, board members will identify the
conflict and, as required, remove themselves from all discussion and voting on
the matter. Specifically, board members shall follow these guidelines:
- Avoid placing (and avoid the appearance of placing) one's own self-
receipt of incidental personal or third-party benefit may necessarily flow
from certain association activities, such benefit must be merely incidental
to the primary benefit to the association and its purposes;
- Do not abuse board membership by improperly using board membership
personal or third-party gain or pleasure; board members shall not
represent to third parties that their authority as a board member extends
any further than that which it actually extends;
- Do not engage in any outside business, professional or other activities that
- Do not engage in or facilitate any discriminatory or harassing behavior
attendees, exhibitors, advertisers, sponsors, suppliers, contractors, or
others in the context of activities relating to the association;
- Do not solicit or accept gifts, gratuities, free trips, honoraria, personal
indirect inducement to provide special treatment to such donor with
respect to matters pertaining to the association without fully disclosing
such items to the board of directors; and
- Provide goods or services to the association as a paid vendor to the association only
procedures adopted by the board.
Trustee Roles and Responsibilities (update? Reformat)
adopted 03/18/13
Overview: The Board of Trustees for the Phelps Community Historical Society exists to:
term: Board Trustees are elected to serve a three-year term (initially staggered) by
the majority of the members at the Annual Meeting, or by the vote of the
majority of the Trustees to fill an unexpired term.
orientation: New Trustees will participate in a training program:
committees: Trustees will be appointed by the President to chair a committee or head up a
project. Committee chairs will submit a written annual plan. Written or oral
progress reports will be presented at board meetings. It is expected that each
Trustee will become actively involved in at least two committees, but no more
than two specific committees. There is no limitation on a Trustee’s involvement with special projects.
attendance: Trustees will regularly attend monthly meetings. Notice must be given in advance if
unable to attend a meeting. Regular attendance at meetings is vital. Important
work occurs at trustee/board meetings. If any Trustee should miss three
consecutive meetings of the Board without prior notification to the President,
said Trustee may be removed from office.
fundraising: Trustees are expected to help with fund raising events and activities. Trustees are
expected to maintain an active membership level of their choosing.
outreach: Trustees are expected to promote the Society in the community (e.g. civic groups,
church groups, village/town boards, planning boards, other nonprofits) and are
responsible for reporting back to the Board from these groups, regarding their
expectations for the Society.
communication: Trustees are responsible for keeping in touch with the President and the Director.
adopted 03/18/13
Overview: The Board of Trustees for the Phelps Community Historical Society exists to:
- Develop Mission Statement, By-Laws, Policy
- Oversee policy implementation
- Approve and oversee budget
- Supervise, evaluate, hire personnel
- Provide committee reports
- Assist with the on-going operations of the Society
- Manage and oversee properties and historic facilities owned by the Society
- Develop and review long range plans
- Garner public support / provide position on current issues
- Assist with fund raising
term: Board Trustees are elected to serve a three-year term (initially staggered) by
the majority of the members at the Annual Meeting, or by the vote of the
majority of the Trustees to fill an unexpired term.
orientation: New Trustees will participate in a training program:
- Orientation to review mission, strategic plan, board/trustee duties and expectations
- Time with the Executive Director and/or President at sites to become familiar with sites and daily operations
committees: Trustees will be appointed by the President to chair a committee or head up a
project. Committee chairs will submit a written annual plan. Written or oral
progress reports will be presented at board meetings. It is expected that each
Trustee will become actively involved in at least two committees, but no more
than two specific committees. There is no limitation on a Trustee’s involvement with special projects.
attendance: Trustees will regularly attend monthly meetings. Notice must be given in advance if
unable to attend a meeting. Regular attendance at meetings is vital. Important
work occurs at trustee/board meetings. If any Trustee should miss three
consecutive meetings of the Board without prior notification to the President,
said Trustee may be removed from office.
fundraising: Trustees are expected to help with fund raising events and activities. Trustees are
expected to maintain an active membership level of their choosing.
outreach: Trustees are expected to promote the Society in the community (e.g. civic groups,
church groups, village/town boards, planning boards, other nonprofits) and are
responsible for reporting back to the Board from these groups, regarding their
expectations for the Society.
communication: Trustees are responsible for keeping in touch with the President and the Director.
Absolute Charter (provisional and incomplete)
Phelps Community Historical Society
Board of Trustee Affiliation
Form and Statement of Commitment
Trustee Name :
Mailing Address:
Phone Day: Evening:
Email: Cell Phone:
As explained in the Code of Ethics, Paragraph III- Affiliation, I am associated with the following organizations who are in conflict with PCHS:
Name of Organization Position/Conflict
If None, (Please Check) ______
I, the undersigned, agree to participate fully in activities for Phelps Community Historical Society I understand that I will be called upon to attend monthly trustee meetings, program meetings and assist with committees during my term. In addition, I agree to subscribe to the Code of Ethics of the Phelps Community Historical Society.
Signature Date
PCHS Board Trustee Affiliation Form & Statement of Commitment May 2009
Phelps Community Historical Society (PCHS)
Anti-Harassment Policy
Adopted by the Board of Trustees __/__/20__
PCHS in keeping with federal and state law and good business practice, expressly prohibits any form of harassment based on race, color, religion, sex, age, sexual orientation, national origin, disability, marital status, changes in marital status, pregnancy, parenthood, or status as a disabled veteran, or any other protected classification. PCHS will not tolerate any harassment of the organization’s employees or volunteers.
Workplace harassment
Workplace harassment can take many forms. It is not necessarily sexual in nature. It may be, but is not limited to, words, signs, offensive jokes, cartoons, pictures, posters, calendars, email jokes or statements, pranks, intimidation, physical assaults or contact, or violence.
Reporting
If an employee or volunteer experiences any harassment on PCHS property or during any PCHS activity based on his/her sex, race or another factor or believes that he/she has been treated in an unlawful, discriminatory manner, that person should immediately contact the Board President or any member of the human relations committee. This should be done in writing. All reports will be promptly investigated with due regard for the privacy of everyone involved. If, after investigating, the human relations committee or HR designate believes that any of its employees or volunteers have acted inappropriately, disciplinary action will be taken against the offending employee or volunteer.
It is the policy of PCHS for employees and volunteers to have a working environment free from all forms of discrimination and conduct which can be considered harassing, coercive, or disruptive. Any behavior of an employee which is not welcomed, which is personally offensive, which debilitates morale, and which, therefore, interferes with work effectiveness may result in disciplinary action, up to and including termination of employment or volunteer status.
Retaliation
Retaliation of any sort will not be permitted. No adverse action will be taken for any employee making a good faith report of alleged harassment.
Anti-harassment Policy
Anti-Harassment Policy
Adopted by the Board of Trustees __/__/20__
PCHS in keeping with federal and state law and good business practice, expressly prohibits any form of harassment based on race, color, religion, sex, age, sexual orientation, national origin, disability, marital status, changes in marital status, pregnancy, parenthood, or status as a disabled veteran, or any other protected classification. PCHS will not tolerate any harassment of the organization’s employees or volunteers.
Workplace harassment
Workplace harassment can take many forms. It is not necessarily sexual in nature. It may be, but is not limited to, words, signs, offensive jokes, cartoons, pictures, posters, calendars, email jokes or statements, pranks, intimidation, physical assaults or contact, or violence.
Reporting
If an employee or volunteer experiences any harassment on PCHS property or during any PCHS activity based on his/her sex, race or another factor or believes that he/she has been treated in an unlawful, discriminatory manner, that person should immediately contact the Board President or any member of the human relations committee. This should be done in writing. All reports will be promptly investigated with due regard for the privacy of everyone involved. If, after investigating, the human relations committee or HR designate believes that any of its employees or volunteers have acted inappropriately, disciplinary action will be taken against the offending employee or volunteer.
It is the policy of PCHS for employees and volunteers to have a working environment free from all forms of discrimination and conduct which can be considered harassing, coercive, or disruptive. Any behavior of an employee which is not welcomed, which is personally offensive, which debilitates morale, and which, therefore, interferes with work effectiveness may result in disciplinary action, up to and including termination of employment or volunteer status.
Retaliation
Retaliation of any sort will not be permitted. No adverse action will be taken for any employee making a good faith report of alleged harassment.
Anti-harassment Policy
Phelps Community Historical Society
Personnel Policy
Adopted 06/01/2020
Revised 10/16/2023
INTRODUCTION
The PCHS is committed to fair, clearly stated and supportive relationships between the organization and its staff. The personnel policies of the PCHS have been established in order to provide a guide to the personnel practices of the PCHS and to ensure consistency of personnel decisions. It is the intention of the PCHS to administer the personnel programs in a manner which complies with the letter and spirit of all applicable federal, state and local regulations. This document is designed to provide guidance to staff at the PCHS. It is not a part of any contract between the PCHS and its employees. It is only a set of informal guidelines for personnel practices. Notwithstanding the provisions of the personnel policies, all employees are "at will employees" which means that they may be terminated at any time with or without cause without subjecting the PCHS to a claim for breach of an employment contract.
1. EMPLOYEE CLASSIFICATION
All employees are classified as either regular or temporary. Regular employees are employees hired without a specific termination date. Temporary employees are employees whose position at the time of hire is for a short-term period. Terms of employment will depend on agency needs, and in no case will a temporary position be construed as being a contract for a definite time.
Regular Employees are those employees who work 20+ hours per week and are eligible for all fringe benefits.
Temporary Employees are those employees who are paid hourly under Letter of Agreement for a specified period of time. Temporary employees are not eligible for benefits.
2. AFFIRMATIVE ACTION
The policy and intent of the PCHS is to provide equal employment opportunity for all persons regardless of race, color, religion, national origin, marital status, political affiliation, affectional orientation or gender identity, status with regard to public assistance, disability, sex, or age.
The PCHS intends to respond affirmatively in its employment practices. Affirmative action applies to all aspects of employment practices including, but not limited to, recruiting, hiring, placement, promotion, demotion, transfer, training, compensation, benefits, layoff, recall, and termination. The PCHS seeks to do business with organizations that encourage equal employment opportunity.
3. RECRUITMENT AND HIRING PROCEDURES
The PCHS intends to recruit, hire, and place applicants on the basis of the applicant's relative knowledge, skills, and abilities. The decision to employ an applicant will be based solely on the individual's qualification for the particular position along with other requisite job skills. Minimum qualifications shall be specified in the job description. When a new position is established, the Personnel Committee will prepare a job announcement identifying the position's responsibilities and overall relationship to the PCHS for posting or circulation within the PCHS and for public notification. Posted positions will be open for a minimum application period of 15 days.
4. COMPENSATION
Persons employed by the PCHS in a regular capacity will receive a salary negotiated at the time of recruitment that will not be based upon an hourly wage. Temporary employees will receive an hourly wage negotiated at the time of recruitment. At the time of hire, new employees will receive a letter of hire, a job description, salary/wage and benefits detail, and a copy of the personnel policy. The magnitude of the work assignments and the full scope of responsibility for the position will be fully discussed at time of hire. In setting compensation, the PCHS may consider, among other things, external labor market rates, equitable relationship with other jobs within the organization and the organization's ability to pay. Each employee may be eligible for a salary review at the beginning of each fiscal year. The Board of Trustees will determine any salary increases. Mileage will be compensated for Board authorized travel. Reimbursement will be at $0.10 below the Federal mileage rate.
5. WORK SCHEDULE
The PCHS will establish a weekly work schedule according to the position, and whenever possible will accommodate each individual's personal commitments and the needs of the organization.
6. HOLIDAY SCHEDULE Revised 10/16/2023 to apply to three day work week.
Official paid holidays are as follows:
New Year's Day
Fourth of July
Thanksgiving Day
Christmas Day
When New Year’s Day, Fourth of July or Christmas Day falls on a normal working day, that day shall be considered the official holiday. When these holidays fall on a Saturday or Sunday, the preceding Friday shall be considered the official holiday. When these holidays fall on a Monday or Tuesday, the following Wednesday shall be considered the official holiday.
7. PARENTING LEAVE
The PCHS desires to assist new parents in balancing the demands of working and caring for children. The PCHS will provide up to 8 weeks of unpaid family leave to any employee for the birth or adoption of a child. Leave must be initiated within six weeks of the birth or adoption of the child, unless otherwise approved by the Personnel Committee. The use of the 8 weeks shall be at the discretion of the employee and shall be discussed with the Director as to its impact on ongoing work responsibilities and other employees. Although a maximum of 8 weeks is available, an employee may utilize accumulated sick leave as well as annual leave to enable either partial payment for or extension of the basic 8 week period. Special circumstances shall be reviewed by the Personnel Committee. Accrual of leave benefits and seniority cease during an approved leave. Upon completion of leave, the employee will be allowed to return to the same or a substantially similar position at the same salary as the employee earned prior to the leave.
8. ANNUAL LEAVE (Vacation Time)
The PCHS will provide each regular employee 5 working days paid vacation during their first year of employment and 10 working days paid vacation every year thereafter.
Employees may use their annual leave as earned if absence from assignment does not unduly provide an impediment for completion of an assigned task or prevent other staff from completion of their work assignments. The Personnel Committee must approve scheduled absences and the employee should request such leave as soon as possible, with a minimum of two weeks in advance.
Likewise, the use of comp time must be approved by the chair of the Personnel Committee. Comp time must be used quarterly.
It is the policy of the PCHS to encourage each employee to utilize allotted annual leave during each individual's employment year. A maximum of five days will be allowed to be carried over from one year to the next. All other accrued annual leave will be forfeited on the employee's anniversary date. The exchange of annual leave for sick leave is allowed.
9. SPECIAL LEAVE
Special leave of absence without pay may be granted an employee at the discretion of the Personnel Committee or in the case of the Director, the Board of Trustees.
10. BONE MARROW DONOR LEAVE
An employee will be granted leave of up to 3 days per year to undergo a medical procedure to donate bone marrow. All sick leave must be used first. This time will be charged to accrued sick leave except in cases where the employee has no accrued sick leave, in that case, it would simply be unpaid time off.
11. SICK LEAVE
The PCHS will provide up to 5 working days each employment year to each staff person to be utilized for purposes of addressing health needs. Compensation will be based upon the employee's salary rate at the time sick leave is taken. Sick leave may be utilized at the discretion of the employee and is granted for sickness of the individual employee, his or her spouse/partner, children, or other immediate family members. Sick leave can also be used for health needs, e.g. dental or medical appointments.
The Director of the PCHS should notify the PCHS President each day they will be absent from work due to illness, if at all possible. All other employees should notify the PCHS Director each day they will be absent from work due to illness, if at all possible.
Sick leave may not be carried over from one employment year to the next. At no time will compensation for any unused sick leave be made to an employee who is leaving employment.
12. COMPASSIONATE LEAVE
Employees of the PCHS shall be granted up to three working days with pay due to a death in their immediate family (mother, father, sister, brother, spouse/partner, children, in-laws, grandparent, and grandchildren). The Personnel Committee will consider special cases on an individual basis.
13. JURY DUTY
The PCHS will pay an employee his or her normal pay for up to two weeks of jury duty.
14. MILITARY LEAVE
Employees absent on their annual two-week reserve or National Guard duty shall be considered on an excused leave of absence and may elect one of the following options related to their pay:
•The employee may take their vacation and retain their military pay.
•The employee may surrender their military pay to the PCHS, receive
their regular salary and take their vacation at a later date.
•The employee may take unpaid leave and retain their military pay.
An employee called up to active duty is allowed an unpaid leave of absence to meet her/his military responsibilities.
Upon honorable discharge from active duty, the employee will be allowed ninety days to apply for reinstatement to her/his former job. The employee will be reinstated to the same job formerly held, with the same duties, same level of pay, benefits and seniority had he/she not been on active military duty. Employee benefits will not accumulate during the leave.
15. HARASSMENT POLICY
It is the PCHS's belief that the employees of the PCHS are the primary means by which the goals and objectives of the PCHS will be met. To that end, the rights of all employees must be respected. All employees of the PCHS must understand its position on harassment. By definition, harassment is any unwanted attention or action prohibited by law by someone in the workplace that creates an intimidating, hostile, or offensive work environment, including sexual harassment. The procedure for reporting and dealing with this very sensitive issue is as follows:
•If a person's behavior makes an employee uncomfortable, the employee should feel free to immediately advise the person that, in the employee's opinion, the behavior is inappropriate and that the employee would like it stopped.
•If the employee is not comfortable discussing the issue with the person, or if the person fails to respect an employee's request, the employee should report the incident to his or her supervisor. If, for whatever reason, the employee does not feel that the supervisor is a suitable person to whom to report the incident, the employee should contact the Director or, if appropriate, the Board President or a member of the Personnel Committee.
In all instances, a prompt, thorough and, fair investigation will take place, giving careful consideration to protect the rights and dignity of all people involved. The PCHS will take those steps it feels necessary to resolve the problem, which may include verbal or written reprimand, suspension or termination.
No retaliation or any kind will occur because an employee has in good faith reported an incident of suspected harassment. The supervisor, or other person to whom the complaint was made, will work to establish mutually agreed upon safeguards against retaliation while attempting to mediate any sexual harassment complaint.
16. SUBSTANCE ABUSE
Employees needing help with a substance abuse problem are encouraged to contact their supervisor or a treatment facility.
Early recognition and treatment are critical to any program to curb abuse and to enhance the employee's ability to perform satisfactorily. The PCHS finds that both the employee and the PCHS will benefit greatly from early substance abuse recognition and treatment.
The PCHS may at its discretion require an employee to be tested for substance abuse.
No person will be penalized for seeking or accepting counseling or treatment for a substance abuse problem.
17. PERFORMANCE REVIEWS
Each performance review shall be conducted by the Personnel Committee and should be a positive and interactive process whereby both the PCHS and the individual being reviewed receive information about his or her success in meeting the responsibilities of the job, and the PCHS can learn about its strengths and weaknesses as an employer of that employee. In general, the goal of the PCHS is to conduct a performance review of each new employee during the third month of employment, sixth month of employment, after the first year of service and annually thereafter. Salary/wage increases are at the discretion of the PCHS Board of Trustees after viewing the employee’s performance review.
18. EMPLOYMENT REFERENCES
When the PCHS receives a request for information from another person or entity about an employee, either during employment or after the employee's employment has ended, it is the PCHS’s policy to provide only the following:
a. dates of employment
b. last job title
In general, PCHS policy is not to furnish any other information about work performance or employment, unless the employee specifically directs it to do so and signs a release prepared by the PCHS which authorizes it to do so. If an employee does not authorize the PCHS to furnish any additional information, it will advise the requesting person or entity that, absent a release, PCHS's policy is to provide only the information set out in a-b above.
19. TERMINATION
Resignation:
Any employee of the PCHS may resign by submitting a letter of resignation to the Director or in the case of the Director, the Board of Trustees at least ten working days prior to the effective date of the resignation.
At the time of the effective date of the resignation, the employee shall be able to use any accrued annual leave or the employee shall be paid for all unused accrued annual leave. If the employee has used all annual leave due prior to resignation, all hours used in excess of those earned shall be deducted from the employee's final paycheck at the rate of salary paid at the time of resignation. No employee shall be compensated for any unused sick leave at the time of resignation.
Other Discharges:
Discipline and/or discharge may result for many reasons including, but not limited to, inappropriate behavior and/or unsatisfactory performance.
Inappropriate behavior is defined as including, but not limited to, misbehavior on the job, refusal to do work reasonably expected, wrongful use of or taking of agency property, conviction of a felony, violation of any policies or practices of the PCHS.
Unsatisfactory performance means failure of an employee to meet performance standards, to complete tasks in a timely, competent way, or to maintain an adequate attendance record. Uncooperative behavior or negative attitudes that affect the work or morale of others may result in termination. At the discretion of the Personnel Committee, any staff member facing termination for unsatisfactory performance may be given the option to resign as described in the above section under "Resignation."
Layoffs:
The PCHS attempts to hire highly qualified staff with broad capabilities. There may be occasions, however (due to program changes, loss of contract support, etc.), when it may be necessary to initiate layoffs. In such cases, it is the intent of the PCHS to attempt to avoid abrupt, arbitrary, and unfair actions whenever possible.
20. EMPLOYEE APPEALS (Grievance Procedures)
The purpose of the employee appeal procedure is to provide a means for employees to resolve their workplace concerns with management. All regular and temporary employees of the PCHS may file a grievance under this section.
Definition of an Appeal:
A grievance shall be determined as an alleged misapplication of PCHS personnel policies. This procedure represents an intent to offer a dispute resolution mechanism to the employees of the PCHS. Failure by the PCHS to exactly follow this procedure shall not subject the PCHS to a breach of contract claim.
Timing for Appeals:
In order to qualify for processing under this section, an appeal must be filed no later than thirty (30) calendar days after the date on which the aggrieved condition commenced.
Step One:
Any employee who is eligible may present an appeal to a member of the Board of Trustees for discussion. The Board member shall have five (5) regular working days in which to respond to the relief requested. Should the Board member fail to respond within this time limit or if the employee finds the response unsatisfactory, the appeal may be reduced to writing, clearly specifying the policy allegedly misapplied, and the relief requested. The appeal should be submitted to the Personnel Committee Chairman within five (5) regular working days from the time the first step answer was due or was given. The Personnel Committee Chairman should respond in writing within five (5) days of receipt and if the Personnel Committee Chairman fails to respond within this time, or if the employee finds the response unsatisfactory, the employee may proceed to Step Two.
Step Two:
The employee may submit an appeal to the entire Personnel Committee if Step One has not resolved the issue. The Personnel Committee shall also convene a meeting wherein statements shall be taken from the appealing employee and the employee's immediate supervisor, as applicable, either separately or jointly at the discretion of the Personnel Committee. The Personnel Committee may also request statements from other employees. The Personnel Committee may refuse to grant the employee's request for appeal when the issues involved are minor in nature or involve evaluations or judgments by management unless they appear to be contrary to policy, malicious or vindictive. The Personnel Committee shall have twenty (20) regular working days in which to respond to the employee in writing concerning the relief requested. If the Personnel Committee fails to respond within this time limit, the employee may petition the President of the Board of Trustees. Failure on the part of the employee to petition the President of the Board of Trustees within thirty (30) days of the result of Step Two shall result in the appeal being waived.
Step Three:
The President of the Board of Trustees shall convene a meeting with the aggrieved employee, the Personnel Committee, and the Immediate Supervisor, as applicable, either separately or jointly at the discretion of the Board President. The Board President may convene a Board of Trustees meeting and within ten (10) working days shall respond to the grievant in writing with the final decision. In all instances, a thorough and fair investigation will take place, giving careful consideration to the rights and dignity of the people involved. The President will report the grievance and the result at the next regularly scheduled Board meeting.
21. WORK PRODUCTS AND FILES
All supplies, materials, and work products of an employee if purchased by PCHS shall remain the property of the PCHS after resignation, discharge, or layoff of that employee. The employee may retain any personal files, but work files and other papers shall remain with the PCHS.
22. CONSULTANT FEES, HONORARIA, GIFTS
All employees are encouraged to participate in a variety of community and professional activities. In those instances where an employee's activities are part of their regular duties and responsibilities, any payment will be turned over to the PCHS. All fees derived from PCHS reports, activities, events, or speaking engagements while employed by the PCHS shall also be turned over to the PCHS.
In some instances, an individual may do work that is based on activities or experiences prior to or separate from their regular duties and responsibilities at the PCHS. To avoid actual or appearance of conflict of interest, any employee who engages in any remuneration activity in any field directly related to PCHS programs must have prior approval by the Personnel Committee. The Board of Directors will review these issues for the Personnel Committee. No employee may formally represent himself/herself as a spokesperson for PCHS without prior approval of the Board of Trustees.
Employee Acknowledgement
I acknowledge that I have read and do understand the policies outlined in this copy of PCHS’s Personnel Policy Guidelines. I understand that these policies provide only a general reference and are not a full statement of PCHS's procedure nor are they a contract. I will update these policies as I am provided with new materials, and I will return my copy of the Personnel Policies to PCHS upon termination of my employment.
_______________ ________________ ___________ _______
Employee Signature Position Date
Adopted by the Phelps Community Historical Society Board of Trustees
06/01/2020
Holiday Schedule wording revised for clarity 10/06/2023
Personnel Policy
Adopted 06/01/2020
Revised 10/16/2023
INTRODUCTION
The PCHS is committed to fair, clearly stated and supportive relationships between the organization and its staff. The personnel policies of the PCHS have been established in order to provide a guide to the personnel practices of the PCHS and to ensure consistency of personnel decisions. It is the intention of the PCHS to administer the personnel programs in a manner which complies with the letter and spirit of all applicable federal, state and local regulations. This document is designed to provide guidance to staff at the PCHS. It is not a part of any contract between the PCHS and its employees. It is only a set of informal guidelines for personnel practices. Notwithstanding the provisions of the personnel policies, all employees are "at will employees" which means that they may be terminated at any time with or without cause without subjecting the PCHS to a claim for breach of an employment contract.
1. EMPLOYEE CLASSIFICATION
All employees are classified as either regular or temporary. Regular employees are employees hired without a specific termination date. Temporary employees are employees whose position at the time of hire is for a short-term period. Terms of employment will depend on agency needs, and in no case will a temporary position be construed as being a contract for a definite time.
Regular Employees are those employees who work 20+ hours per week and are eligible for all fringe benefits.
Temporary Employees are those employees who are paid hourly under Letter of Agreement for a specified period of time. Temporary employees are not eligible for benefits.
2. AFFIRMATIVE ACTION
The policy and intent of the PCHS is to provide equal employment opportunity for all persons regardless of race, color, religion, national origin, marital status, political affiliation, affectional orientation or gender identity, status with regard to public assistance, disability, sex, or age.
The PCHS intends to respond affirmatively in its employment practices. Affirmative action applies to all aspects of employment practices including, but not limited to, recruiting, hiring, placement, promotion, demotion, transfer, training, compensation, benefits, layoff, recall, and termination. The PCHS seeks to do business with organizations that encourage equal employment opportunity.
3. RECRUITMENT AND HIRING PROCEDURES
The PCHS intends to recruit, hire, and place applicants on the basis of the applicant's relative knowledge, skills, and abilities. The decision to employ an applicant will be based solely on the individual's qualification for the particular position along with other requisite job skills. Minimum qualifications shall be specified in the job description. When a new position is established, the Personnel Committee will prepare a job announcement identifying the position's responsibilities and overall relationship to the PCHS for posting or circulation within the PCHS and for public notification. Posted positions will be open for a minimum application period of 15 days.
4. COMPENSATION
Persons employed by the PCHS in a regular capacity will receive a salary negotiated at the time of recruitment that will not be based upon an hourly wage. Temporary employees will receive an hourly wage negotiated at the time of recruitment. At the time of hire, new employees will receive a letter of hire, a job description, salary/wage and benefits detail, and a copy of the personnel policy. The magnitude of the work assignments and the full scope of responsibility for the position will be fully discussed at time of hire. In setting compensation, the PCHS may consider, among other things, external labor market rates, equitable relationship with other jobs within the organization and the organization's ability to pay. Each employee may be eligible for a salary review at the beginning of each fiscal year. The Board of Trustees will determine any salary increases. Mileage will be compensated for Board authorized travel. Reimbursement will be at $0.10 below the Federal mileage rate.
5. WORK SCHEDULE
The PCHS will establish a weekly work schedule according to the position, and whenever possible will accommodate each individual's personal commitments and the needs of the organization.
6. HOLIDAY SCHEDULE Revised 10/16/2023 to apply to three day work week.
Official paid holidays are as follows:
New Year's Day
Fourth of July
Thanksgiving Day
Christmas Day
When New Year’s Day, Fourth of July or Christmas Day falls on a normal working day, that day shall be considered the official holiday. When these holidays fall on a Saturday or Sunday, the preceding Friday shall be considered the official holiday. When these holidays fall on a Monday or Tuesday, the following Wednesday shall be considered the official holiday.
7. PARENTING LEAVE
The PCHS desires to assist new parents in balancing the demands of working and caring for children. The PCHS will provide up to 8 weeks of unpaid family leave to any employee for the birth or adoption of a child. Leave must be initiated within six weeks of the birth or adoption of the child, unless otherwise approved by the Personnel Committee. The use of the 8 weeks shall be at the discretion of the employee and shall be discussed with the Director as to its impact on ongoing work responsibilities and other employees. Although a maximum of 8 weeks is available, an employee may utilize accumulated sick leave as well as annual leave to enable either partial payment for or extension of the basic 8 week period. Special circumstances shall be reviewed by the Personnel Committee. Accrual of leave benefits and seniority cease during an approved leave. Upon completion of leave, the employee will be allowed to return to the same or a substantially similar position at the same salary as the employee earned prior to the leave.
8. ANNUAL LEAVE (Vacation Time)
The PCHS will provide each regular employee 5 working days paid vacation during their first year of employment and 10 working days paid vacation every year thereafter.
Employees may use their annual leave as earned if absence from assignment does not unduly provide an impediment for completion of an assigned task or prevent other staff from completion of their work assignments. The Personnel Committee must approve scheduled absences and the employee should request such leave as soon as possible, with a minimum of two weeks in advance.
Likewise, the use of comp time must be approved by the chair of the Personnel Committee. Comp time must be used quarterly.
It is the policy of the PCHS to encourage each employee to utilize allotted annual leave during each individual's employment year. A maximum of five days will be allowed to be carried over from one year to the next. All other accrued annual leave will be forfeited on the employee's anniversary date. The exchange of annual leave for sick leave is allowed.
9. SPECIAL LEAVE
Special leave of absence without pay may be granted an employee at the discretion of the Personnel Committee or in the case of the Director, the Board of Trustees.
10. BONE MARROW DONOR LEAVE
An employee will be granted leave of up to 3 days per year to undergo a medical procedure to donate bone marrow. All sick leave must be used first. This time will be charged to accrued sick leave except in cases where the employee has no accrued sick leave, in that case, it would simply be unpaid time off.
11. SICK LEAVE
The PCHS will provide up to 5 working days each employment year to each staff person to be utilized for purposes of addressing health needs. Compensation will be based upon the employee's salary rate at the time sick leave is taken. Sick leave may be utilized at the discretion of the employee and is granted for sickness of the individual employee, his or her spouse/partner, children, or other immediate family members. Sick leave can also be used for health needs, e.g. dental or medical appointments.
The Director of the PCHS should notify the PCHS President each day they will be absent from work due to illness, if at all possible. All other employees should notify the PCHS Director each day they will be absent from work due to illness, if at all possible.
Sick leave may not be carried over from one employment year to the next. At no time will compensation for any unused sick leave be made to an employee who is leaving employment.
12. COMPASSIONATE LEAVE
Employees of the PCHS shall be granted up to three working days with pay due to a death in their immediate family (mother, father, sister, brother, spouse/partner, children, in-laws, grandparent, and grandchildren). The Personnel Committee will consider special cases on an individual basis.
13. JURY DUTY
The PCHS will pay an employee his or her normal pay for up to two weeks of jury duty.
14. MILITARY LEAVE
Employees absent on their annual two-week reserve or National Guard duty shall be considered on an excused leave of absence and may elect one of the following options related to their pay:
•The employee may take their vacation and retain their military pay.
•The employee may surrender their military pay to the PCHS, receive
their regular salary and take their vacation at a later date.
•The employee may take unpaid leave and retain their military pay.
An employee called up to active duty is allowed an unpaid leave of absence to meet her/his military responsibilities.
Upon honorable discharge from active duty, the employee will be allowed ninety days to apply for reinstatement to her/his former job. The employee will be reinstated to the same job formerly held, with the same duties, same level of pay, benefits and seniority had he/she not been on active military duty. Employee benefits will not accumulate during the leave.
15. HARASSMENT POLICY
It is the PCHS's belief that the employees of the PCHS are the primary means by which the goals and objectives of the PCHS will be met. To that end, the rights of all employees must be respected. All employees of the PCHS must understand its position on harassment. By definition, harassment is any unwanted attention or action prohibited by law by someone in the workplace that creates an intimidating, hostile, or offensive work environment, including sexual harassment. The procedure for reporting and dealing with this very sensitive issue is as follows:
•If a person's behavior makes an employee uncomfortable, the employee should feel free to immediately advise the person that, in the employee's opinion, the behavior is inappropriate and that the employee would like it stopped.
•If the employee is not comfortable discussing the issue with the person, or if the person fails to respect an employee's request, the employee should report the incident to his or her supervisor. If, for whatever reason, the employee does not feel that the supervisor is a suitable person to whom to report the incident, the employee should contact the Director or, if appropriate, the Board President or a member of the Personnel Committee.
In all instances, a prompt, thorough and, fair investigation will take place, giving careful consideration to protect the rights and dignity of all people involved. The PCHS will take those steps it feels necessary to resolve the problem, which may include verbal or written reprimand, suspension or termination.
No retaliation or any kind will occur because an employee has in good faith reported an incident of suspected harassment. The supervisor, or other person to whom the complaint was made, will work to establish mutually agreed upon safeguards against retaliation while attempting to mediate any sexual harassment complaint.
16. SUBSTANCE ABUSE
Employees needing help with a substance abuse problem are encouraged to contact their supervisor or a treatment facility.
Early recognition and treatment are critical to any program to curb abuse and to enhance the employee's ability to perform satisfactorily. The PCHS finds that both the employee and the PCHS will benefit greatly from early substance abuse recognition and treatment.
The PCHS may at its discretion require an employee to be tested for substance abuse.
No person will be penalized for seeking or accepting counseling or treatment for a substance abuse problem.
17. PERFORMANCE REVIEWS
Each performance review shall be conducted by the Personnel Committee and should be a positive and interactive process whereby both the PCHS and the individual being reviewed receive information about his or her success in meeting the responsibilities of the job, and the PCHS can learn about its strengths and weaknesses as an employer of that employee. In general, the goal of the PCHS is to conduct a performance review of each new employee during the third month of employment, sixth month of employment, after the first year of service and annually thereafter. Salary/wage increases are at the discretion of the PCHS Board of Trustees after viewing the employee’s performance review.
18. EMPLOYMENT REFERENCES
When the PCHS receives a request for information from another person or entity about an employee, either during employment or after the employee's employment has ended, it is the PCHS’s policy to provide only the following:
a. dates of employment
b. last job title
In general, PCHS policy is not to furnish any other information about work performance or employment, unless the employee specifically directs it to do so and signs a release prepared by the PCHS which authorizes it to do so. If an employee does not authorize the PCHS to furnish any additional information, it will advise the requesting person or entity that, absent a release, PCHS's policy is to provide only the information set out in a-b above.
19. TERMINATION
Resignation:
Any employee of the PCHS may resign by submitting a letter of resignation to the Director or in the case of the Director, the Board of Trustees at least ten working days prior to the effective date of the resignation.
At the time of the effective date of the resignation, the employee shall be able to use any accrued annual leave or the employee shall be paid for all unused accrued annual leave. If the employee has used all annual leave due prior to resignation, all hours used in excess of those earned shall be deducted from the employee's final paycheck at the rate of salary paid at the time of resignation. No employee shall be compensated for any unused sick leave at the time of resignation.
Other Discharges:
Discipline and/or discharge may result for many reasons including, but not limited to, inappropriate behavior and/or unsatisfactory performance.
Inappropriate behavior is defined as including, but not limited to, misbehavior on the job, refusal to do work reasonably expected, wrongful use of or taking of agency property, conviction of a felony, violation of any policies or practices of the PCHS.
Unsatisfactory performance means failure of an employee to meet performance standards, to complete tasks in a timely, competent way, or to maintain an adequate attendance record. Uncooperative behavior or negative attitudes that affect the work or morale of others may result in termination. At the discretion of the Personnel Committee, any staff member facing termination for unsatisfactory performance may be given the option to resign as described in the above section under "Resignation."
Layoffs:
The PCHS attempts to hire highly qualified staff with broad capabilities. There may be occasions, however (due to program changes, loss of contract support, etc.), when it may be necessary to initiate layoffs. In such cases, it is the intent of the PCHS to attempt to avoid abrupt, arbitrary, and unfair actions whenever possible.
20. EMPLOYEE APPEALS (Grievance Procedures)
The purpose of the employee appeal procedure is to provide a means for employees to resolve their workplace concerns with management. All regular and temporary employees of the PCHS may file a grievance under this section.
Definition of an Appeal:
A grievance shall be determined as an alleged misapplication of PCHS personnel policies. This procedure represents an intent to offer a dispute resolution mechanism to the employees of the PCHS. Failure by the PCHS to exactly follow this procedure shall not subject the PCHS to a breach of contract claim.
Timing for Appeals:
In order to qualify for processing under this section, an appeal must be filed no later than thirty (30) calendar days after the date on which the aggrieved condition commenced.
Step One:
Any employee who is eligible may present an appeal to a member of the Board of Trustees for discussion. The Board member shall have five (5) regular working days in which to respond to the relief requested. Should the Board member fail to respond within this time limit or if the employee finds the response unsatisfactory, the appeal may be reduced to writing, clearly specifying the policy allegedly misapplied, and the relief requested. The appeal should be submitted to the Personnel Committee Chairman within five (5) regular working days from the time the first step answer was due or was given. The Personnel Committee Chairman should respond in writing within five (5) days of receipt and if the Personnel Committee Chairman fails to respond within this time, or if the employee finds the response unsatisfactory, the employee may proceed to Step Two.
Step Two:
The employee may submit an appeal to the entire Personnel Committee if Step One has not resolved the issue. The Personnel Committee shall also convene a meeting wherein statements shall be taken from the appealing employee and the employee's immediate supervisor, as applicable, either separately or jointly at the discretion of the Personnel Committee. The Personnel Committee may also request statements from other employees. The Personnel Committee may refuse to grant the employee's request for appeal when the issues involved are minor in nature or involve evaluations or judgments by management unless they appear to be contrary to policy, malicious or vindictive. The Personnel Committee shall have twenty (20) regular working days in which to respond to the employee in writing concerning the relief requested. If the Personnel Committee fails to respond within this time limit, the employee may petition the President of the Board of Trustees. Failure on the part of the employee to petition the President of the Board of Trustees within thirty (30) days of the result of Step Two shall result in the appeal being waived.
Step Three:
The President of the Board of Trustees shall convene a meeting with the aggrieved employee, the Personnel Committee, and the Immediate Supervisor, as applicable, either separately or jointly at the discretion of the Board President. The Board President may convene a Board of Trustees meeting and within ten (10) working days shall respond to the grievant in writing with the final decision. In all instances, a thorough and fair investigation will take place, giving careful consideration to the rights and dignity of the people involved. The President will report the grievance and the result at the next regularly scheduled Board meeting.
21. WORK PRODUCTS AND FILES
All supplies, materials, and work products of an employee if purchased by PCHS shall remain the property of the PCHS after resignation, discharge, or layoff of that employee. The employee may retain any personal files, but work files and other papers shall remain with the PCHS.
22. CONSULTANT FEES, HONORARIA, GIFTS
All employees are encouraged to participate in a variety of community and professional activities. In those instances where an employee's activities are part of their regular duties and responsibilities, any payment will be turned over to the PCHS. All fees derived from PCHS reports, activities, events, or speaking engagements while employed by the PCHS shall also be turned over to the PCHS.
In some instances, an individual may do work that is based on activities or experiences prior to or separate from their regular duties and responsibilities at the PCHS. To avoid actual or appearance of conflict of interest, any employee who engages in any remuneration activity in any field directly related to PCHS programs must have prior approval by the Personnel Committee. The Board of Directors will review these issues for the Personnel Committee. No employee may formally represent himself/herself as a spokesperson for PCHS without prior approval of the Board of Trustees.
Employee Acknowledgement
I acknowledge that I have read and do understand the policies outlined in this copy of PCHS’s Personnel Policy Guidelines. I understand that these policies provide only a general reference and are not a full statement of PCHS's procedure nor are they a contract. I will update these policies as I am provided with new materials, and I will return my copy of the Personnel Policies to PCHS upon termination of my employment.
_______________ ________________ ___________ _______
Employee Signature Position Date
Adopted by the Phelps Community Historical Society Board of Trustees
06/01/2020
Holiday Schedule wording revised for clarity 10/06/2023
Phelps Community Historical Society
Two Year Strategic Plan
2023-2024
Historical Society
Short Term Goals:
After three years of COVID restrictions and concerns, bring back programming open to the
community.
Establish possible venues for programming.
Increase membership through social media.
Enhance digital presence on social media.
Meet quarterly with new investment advisor from Morgan Stanley.
Long time advisor Steve Finewood retired December 2022.
Explore sources of funding, grant opportunities.
Long Term: 2023-2027
Digitize PCHS records for preservation, historical records for internet access.
Howe House Museum
Short Term Goals:
Assess and care for archival items, in particular photos and framed photos/portraits.
Book repair knowledge gained by at least one person.
Create exhibits of special interest.
Long Term: 2023-2027
Provide/promote tours for small groups: seniors, Midlakes students, scouts, etc.
Buildings
Short Term Goals:
Purchase storage shed for storm/screen windows, tools, etc.
Extend driveway and increase parking area.
Long Term : 2023-2027
Carriage House extension or stand alone building to exhibit large items (automobile,
sleighs, wagons, farm tools).
Two Year Strategic Plan
2023-2024
Historical Society
Short Term Goals:
After three years of COVID restrictions and concerns, bring back programming open to the
community.
Establish possible venues for programming.
Increase membership through social media.
Enhance digital presence on social media.
Meet quarterly with new investment advisor from Morgan Stanley.
Long time advisor Steve Finewood retired December 2022.
Explore sources of funding, grant opportunities.
Long Term: 2023-2027
Digitize PCHS records for preservation, historical records for internet access.
Howe House Museum
Short Term Goals:
Assess and care for archival items, in particular photos and framed photos/portraits.
Book repair knowledge gained by at least one person.
Create exhibits of special interest.
Long Term: 2023-2027
Provide/promote tours for small groups: seniors, Midlakes students, scouts, etc.
Buildings
Short Term Goals:
Purchase storage shed for storm/screen windows, tools, etc.
Extend driveway and increase parking area.
Long Term : 2023-2027
Carriage House extension or stand alone building to exhibit large items (automobile,
sleighs, wagons, farm tools).
