Board of Directors

MOMCC Job Descriptions

BOARD MEMBERS

Elected officers                                                                  Board appointed members

President                                                                                Editor in Chief of the Magazine

Vice President                                                                      Spring Conference Coordinator

Secretary                                                                               Fall Conference Coordinator

Treasurer                                                                               Web Master

Past President

3 Members at Large

All have voting privileges. 

All Board members must be an Individual or Household member of MOMCC in good standing.

Adjunct Members include

Conference Registrar, Vendor Room Coordinator, Resource Committee Chairs.

These appointed members may attend Board meetings in a non-voting capacity. 

Their ‘volunteer’ service is invaluable to the organization. 

They are appointed for two years, may be reappointed and can serve indefinitely.

Terms of office…elected officers

The President, Vice President, Secretary and Treasurer are elected for a term of two years by the voting members of MOMCC as outlined in the Bylaws.  The President and Vice President are elected in odd numbered years.  The Secretary and Treasurer are elected in even numbered years.  Members at Large serve a 3 year term and are elected one per year on a 3 year rotating schedule. 

Newly elected members take office at the close of the Annual Meeting.

Appointed Board Members

The Editor in Chief and the MOMCC Webmaster are appointed by the Board for two year terms.  They may be reappointed and can serve indefinitely.  The Spring and Fall Conference Coordinators are appointed for three year terms, may be reappointed and may serve indefinitely.

Any Board Member may be removed from office for absences from three consecutive, separate Board meetings, failure to fulfill duties as assigned, improper conduct or misuse of funds or property as judged by two-thirds of the Board of Directors.  Vacancies created during the term of office may be filled by appointment by the Board of Directors, except the vacancy of President, which is filled by the Vice President.  Filling an unexpired term does not prevent Board Members from being elected to full terms of office.

 

 Duties of the Board of Directors as a whole…Bylaws Article V

The elected officers and appointed Board members shall control and manage the affairs of MOMCC in accordance with the Bylaws and shall be vested with responsibility and control of all property of MOMCC held in trust for the benefit of MOMCC, and shall have the power to authorize all acts on behalf of MOMCC except to amend or change the Bylaws.  The Board of Directors may make rules for the conduct of its own meetings, and in the absence of any such rules, said meetings shall be conducted according to Roberts Rules of Order. Section 1

The Board of Directors may act and ballot by mail, telephone, fax, e-mail, or otherwise as determined by the Board of Directors. Section 2

The Board of Directors shall advocate and conform to the MOMCC Statement of Professional Conduct [adopted by the MOMCC membership November 2004] and with the parameters established by the MOMCC Articles of Incorporation, 1992, amended January 1995. Section 

The Board of Directors shall review the Bylaws at least every five years, but more often if necessary.

EXECUTIVE COMMITTEE

This committee is composed of the President, Vice-President, Secretary, Treasurer, and Past President.

PRESIDENT

The President presides at all meetings of MOMCC and Board of Directors meetings and acts for the Board of Directors in matters of administration and program between meetings.

• Acts as the official representative of MOMCC. 
  
• Has the authority to appoint such other committees and officials as may be deemed necessary by the Board of Directors. 
  
• Prepares a report annually to the Board of Directors.
  
• The President or his appointed representative shall represent MOMCC at regional meetings held during the ALHFAM conference.
  
• The President may hold the same position for not more than two consecutive terms.
  
•  Serves as the immediate Past President following his or her term of office.
  

VICE PRESIDENT

The Vice President performs all duties of the President during the latter's absence or disability, and shall succeed to the office of President in the event of the withdrawal or resignation of the President. 

• Assists the Members-At-Large with marketing, including publicizing the organization and the conferences.
  
• Coordinates the nominating committee during a non-presidential election year.
  
• Functions as a conference troubleshooter. This includes addressing attendee’s problems, providing information on sessions and workshops, assisting attendees with rides to workshops, and promoting the organization to new members.
  
• Performs public relations for the good of the organization.
  
• Performs other duties as appointed by the President and Board.
  

The Vice President may hold the same office for not more than two consecutive terms.

PAST PRESIDENT

The Past President serves in an advisory capacity and performs duties as assigned by the President or Board of Directors.

• Attends the yearly Board meetings to serve as a voting member
  
• Advises and supports the current president and board regarding past decisions or procedures, if needed. 
  
• Recruits and supports chairs for the resource committees making sure that every resource group has a leader for the yearly conferences, keeps the Board updated as to the status of the committees through reports, and advocates for the different committees as needed.
  
• Serves as nominating committee chairperson, if the current Vice President (who normally holds this position) is running for reelection.
  
• Performs other duties as appointed by the President and Board.
  

SECRETARY

The Secretary keeps all records of transactions, makes a record of deliberations of MOMCC and sends to the members all notices required by the Board of Directors.  

The Secretary

Serves as custodian of MOMCC records that shall be made available to any member upon presentation of a written request to the Board of Directors. 

• Attends Board meetings and other designated meetings.
  
• Serves as a communication link for the Board.
  
• Prepares minutes of the Board of Directors meetings and distributes these minutes to the Board Members within 30 days of the meeting. 
  
• Prepares minutes of the Annual Meeting and ensures that these minutes are published in the MOMCCMagazine for MOMCC membership approval at the next annual meeting.
  
• Monitors the message board for archival documents and decisions.
  
• Prepares and sends ballots to the membership.  Mailing ballots at least 30 days prior to the Annual Meeting.  Ballots are sent by first class mail. Ballots include instructions for voting and for the return of the mail ballots to the Secretary or appointed designee.   [The Board of Directors appoints two members to open, count the ballots and report results to the President.]  Ballots must be returned within thirty days, postmark to postmark.  Ballots returned after thirty days shall not be counted.  Any action will become effective immediately.  The results are confirmed at the next annual meeting.
  
• Prepares and provides information contact lists for the Board. 
  
• Provides historical and/or pertinent information to new Board members.
  
• Serves as the unofficial archivist for the organization.  Collects, organizes and forwards documents and material culture to the MOMCC archives housed at Eastern Illinois University. 
  
• Maintains a set of working archives (critical documents) with the secretary.  The Past President is in communication with the Resource Group Chairs and will see that each chair has a copy of duties and the reporting form.
  
• Performs other duties as appointed by the President and Board.
  

The Secretary may be re-elected indefinitely.

TREASURER

The Treasurer collects, and by order of the President and/or Board of Directors, disburses all funds of MOMCC and keeps regular accounts of all receipts and disbursements of monies due or payable which at all times shall be open to inspection by the Board of Directors.  The accounts of the Treasurer may be audited at any time as deemed necessary or appropriate by the Board of Directors.   The Treasurer provides written financial reports for each Board Meeting and a written financial report to the membership at each Annual Meeting.

Details associated with these duties entail:

• Processing all income (dues, conference registrations, magazine sales, etc)
• Paying all bills in a timely fashion
• Maintaining accessible records of all transactions, both current and archived
• Managing organizational funds including checking, credit card transactions, restricted funds (25^th Anniversary Endowment) and short-term investments (money market, CDs)
  

• Billing members for dues quarterly
• Maintaining the membership database
• Producing relevant reports
  

• Producing written reports (income and expenses; balance sheet) for each board meeting
• Preparing end-of-fiscal-year reports
• Preparing an annual budget and modifying it based on board recommendations
• Monitoring spending to ensure budget compliance
  

• Assisting the conference registrar to ensure that financial details are accurately and completely recorded, reported, and disbursed
• Completing end-of-conference reports with documentation provided by the conference registrar
• Organizing financial aspects of semi-annual auctions
  

• Facilitating periodic audits
• Completing Form 990EZ annually and filing it in a timely manner with the Internal Revenue Service
  

Performs other duties as appointed by the President and Board.

The Treasurer may be re-elected indefinitely

MEMBERS AT LARGE

Members-at-large (there are three) and the Vice President serve as the Marketing Committee to promote MOMCC and its goals. They are responsible for obtaining new members and advertising conferences. Marketing is accomplished through but not limited to press releases, receptions, magazine membership solicitations and the Candice T. Matelic Award.

One Member-At-Large is elected at each annual meeting by the voting membership of MOMCC to serve for a three-year term.  Members-At-Large may be re-elected indefinitely.

The Members at Large have divided their responsibilities and assigned tasks to each member at large position.  These positions may be interchanged among the three elected members. 

  Member-at-large 1

  Principal Duties and Responsibilities:

•  Issue press releases for upcoming conferences in a timely manner. Work in conjunction with the conference coordinator and conference planners to complete this duty.
• Prepare and issue press release for Candice T. Matelic Award. Receive submissions; review in conjunction with fellow Award team members and issue announcement of winner.
• Prepare and issue press releases for other projects or announcements.
• Maintain and update current press release mailing list and help acquire new contacts. Work with conference planners to obtain local and regional mailing lists for each conference.
• Other duties as assigned by the President or the Board of Directors.
  

  Member-at-large 2

        Principal Duties and Responsibilities:

• Organize the “first-timers” event for each conference in conjunction with the conference coordinator and planners. This includes assembling first-timers packets, setting the agenda and soliciting board members for brief statements.
• Monitor MOMCC web site to identify and answer questions from non-members asking about the organization.
• Ensure new members and conference participants complete a MOMCC Member Questionnaire. Compile information and submit reports to the Board of Directors and appropriate resource groups.
• Other duties as assigned by the President or the Board of Directors. 

   Member-at-large 3

        Principal Duties and Responsibilities:

•  Create and send target mailings to individuals and institutions whose membership has expired.
• Create and send target mailings to potential new members or institutions.
• Work in conjunction with President of the Board and Editor-in-Chief to increase magazine subscriptions.
•  Other duties as assigned by the President or the Board of Directors
  

EDITOR IN CHIEF

The Editor-in-Chief of the Midwest Open Air Museums Magazine has editorial responsibility for all publications, solicits articles and advertisers, produces the publications, and working in conjunction with the Treasurer is responsible for making sure all bills for the publication are submitted in a timely fashion.

The Editor-In-Chief of the Midwest Open Air Museums Magazine is appointed by the Board of Directors and serves on the Board for a term of two years.  He or she may be re-appointed to this position.

• Provides editorial and production direction for the MOMCC Magazine, which is produced three times per year.
  
• Complies with established policies and guidelines of the Magazine.
  
• Meets all deadlines associated with the Magazine.
  
• Determines story content, design and packaging of the MOMCC Magazine as well as story assignment and deadlines for completion. Oversees the solicitation of articles, photos, illustrations, and other material from MOMCC members and committees.
  
• Edits proposed articles for publication before they are submitted to MOMCC. Editing involves working with the authors.
  
• Is responsible for operating within the established budget, including generation of advertising revenues and sales.
  
• Determines content of editorial page.
  
• Represents the Magazine to the public in a way that enhances the reputation of MOMCC.
  
• Works with MOMCC Magazine, the MOMCC Marketing Committee, Resource Group Chairs, and the Board of Directors to prepare an annual Editorial Calendar.
  
• Reviews proofs from MOMCC Magazine before printing.
  
• Oversees and coordinates assignments amongst MOMCC Magazine Editorial Team members.
  
• Prepares the graphic design and layout of the Magazine in printer ready format.
  
• Attends a minimum of one MOMCC Conference a year.
  
• Performs other duties as assigned by the Board.
  

CONFERENCE COORDINATORS

Fall and Spring Conference Coordinators proposes future host sites and Conference Chairs.  They work with the Board of Directors and appointed Conference Chairs to provide quality, cost-effective conferences

The Spring and Fall Conference Coordinators are appointed by the Board of Directors and serve on the Board for a term of three years.  Coordinators may be re-appointed to their position.

Serve as liaisons between conference chairs and the Board.

Represent the Board’s interests in discussions with and decisions for the conference chairs.

Act in an advisory manner, assisting conference chairs in organizing the conferences.  In essence, the conference coordinators are the board members responsible for the conferences.

Coordinators also must present to the Board the conference guidelines for review every four years. They should be actively reviewing and proposing revisions to the guidelines

Perform other duties as assigned by the Board.

Responsibilities include:  

• Searching for and proposing future host sites
  
• Contacting and procuring future conference chairs
  
• Working with the conference chairs on a regular basis, providing assistance as needed  or required to ensure the production of high quality conferences
  
• Distributing call for papers and conference press releases
  
• Overseeing progress and final reports to the Board
  
• Organizing the Board members’ duties at conferences, which would include assigning session hosts, working the registration table, or other activities requested by the Program or Local Arrangements Chairs.
  
• Ensuring the procurement, distribution, collection, and analysis of session evaluations and conference surveys
  
• Writing thank you notes to speakers, to include session evaluation forms.

WEB MASTER

The Web Master maintains MOMCC’s presence on the world-wide-web in a timely fashion.  The Web Master has editorial responsibility for the content of the MOMCC web site and reports to the Board of Directors.

The Web Master of the MOMCC web site is appointed by the Board of Directors and serves on the Board for a term of two years.  He or she may be re-appointed to this position.

• Attends Board Meetings
  
• Designs and maintains the MOMCC website in order to provide organizationally relevant information to members and potential members in the museum field. This includes placing conference information on the website, makings sure the institutional links work, and updating information on the site.
  
• Holds registration information for software belonging to MOMCC
  
• Maintains hosting for the website, institutional email addresses, and for the message board.
  
• Responds to email questions.
  
• Creates web pages and updates existing pages as necessary
  
• Provides excellent customer service to all levels of users, and encourages timeliness and accuracy of webpage information, as well as resolution of problems
  
• Coordinates with MOMCC Board and member committees to publish relevant information
  
• Ensures compliance with appropriate organizational policies and legal requirements.
  
• Performs other duties as assigned by the Board.

CONFERENCE REGISTRAR

The Conference Registrar serves as a member of the MOMCC financial team to facilitate registration for the Spring and Fall conferences. The Registrar reports to the Treasurer to ensure accurate accounting of conference registration income, and will communicate with Coordinators and Local Arrangement Chairs to ensure that all registrations are handled in a timely and professional manne

• Receives completed conference registrations
• Processes registrations
• Enters all registrations in a database such as Access or Excel
• Forwards all payments to the treasurer for timely depositing – this includes checks and credit card payments which the Treasurer processes and deposits
• Keeps track of cancellations
• Notifies the Treasurer of all refunds necessary due to registration cancellations
• Produces pre-conference reports to inform the conference committee of meal counts, room needs based on registration preferences, workshop registrants, etc.
• Produces name tags, meal tickets for vegetarians, registrant lists, etc., prior to the conference
• Sets up and oversees the registration table at the conference
• Produces an end-of-conference report the based on the established model
  

The Conference Registrar does NOT have to deposit any funds, pay any bills, or reconcile any financial statements. But, the Registrar MUST keep accurate records and a full conference ledger to ensure that all funds submitted with registration are processed and properly accounted for. Furthermore, the Registrar does NOT have to staff the registration table, but they coordinate with the local conference coordinator to ensure coverage.

Experience: Knowledge of data-base software; Participation in MOMCC Conferences; Experience with financial management and record keeping. Has the ability to be flexible, work well as part of a team, and deal well with the public/MOMCC membership courteously but fairly.

Appointment: The “term” of this volunteer service position runs for two years from Fall to Fall, with an annual review and the option to renew. This position involves handling funds, so internal controls must be followed to ensure proper accounting and timely completion of tasks.

RESOURCE GROUP CHAIRPERSONS

These persons coordinate each of the interest groups that meet at the conferences.

Each group also has a presence on the website message board. 

Currently, there are nine resource/interest groups.

General:

• Term is two years, with possible reappointment.
• Attend at least one conference each year.
• Appoint someone to fill in as chairperson if unable to attend a conference.
• Attend the post-conference wrap-up Board meeting to give the oral summary and brief written report. 
• Attendance is optional at other Board meetings.
  
• Prior to Resource Group meeting:
• List 2-3 discussion topics or make agenda.
• Get a report form (get from Past President).
  
• At Resource Group meeting:
• Lead discussion.
• Fill out or have someone fill out report form.
• List everyone attending meeting.
  
• At Fall MOMCC Annual Meeting:
• Give brief oral report of what your group is doing if time allows.
  
• After Resource Group meeting:
• Post a report of the discussion in the appropriate folder on the message board.
• Optional.  Write or obtain article(s) for the magazine.  Coordinate with the Editor in Chief.
• Optional. Obtain sessions and speakers for upcoming conferences.  Coordinate with conference chairpersons.  Thus the resource group will sponsor sessions.
  

Members of the MOMCC Board of Directors