Job Descriptions

President

1.  

1. The President shall preside at all meetings of the Board of Directors and the Executive Committee. He shall prepare the agenda for all regular meetings. He shall appoint the chairperson of all non-elected committees, who will serve for one year, and is responsible for the functioning of all committees.

 

2. All officers will be elected at the annual meeting and will assume office at the time of election. They will serve for one-year terms and when their term or terms expire they will become ex-officio members of the Board of Directors.

 

3. Any vacancy or vacancies that occur between elections shall be filled by appointment by the President and ratified by the Executive Committee, except that in the case of a vacancy of the President, the Executive Committee shall choose a replacement to fill the unexpired term.

 

4. The Executive Committee shall consist of the officers: President, Vice-President, Treasurer, Secretary, and the immediate past President. This committee meets at the call of the President when a special meeting of the Board may not be practical. The President shall be chairperson of the committee and will report all actions of the committee to the Board of Directors.

Vice-President

 

1. 1. The Vice President shall, in the event of the absence of the President perform the responsibilities of the President until the vacancy is filled by the Executive Committee.

Recording Secretary

1.  

1. Attends board meetings & records minutes of each meeting

 

2. Assigns responsibility to alternate if unable to attend meeting.

 

3. Types minutes and distributes to Board members or designated person electronically 7-10 days before the next meeting.

 

4. Maintains print copy in permanent file in office; Files copies of pertinent documents, including Consent Agenda items, presented at meetings with minutes

 

5. Maintains file of Nominating Committee reports & Annual Meeting minutes.

 

6. Is a member of the Executive Committee.

 

7. Time commitment: approximately 8 hours per month.

Corresponding Secretary

1.  

1. Writes thank you notes to people who volunteer as directed. 
2. Sends thank you notes for memorials or in honor of persons. 
3. Works with and reports to the Office Manager.
4. Assists in other Office duties as needed.

Treasurer

The Treasurer is charged with the responsibility of maintaining the financial records of the Foundation and submitting reports on a timely basis, both to the board and governmental agencies.  To that end their duties include:

 

1. Taking possession of checks and cash received at the museum, filling out a deposit form and depositing same into the Guilford Savings Bank on a frequency basis dictated by the volume of money received. This function is done from January to December.

 

2. Opening mail directed to them which contains an invoice and combining them with invoices dropped off at the museum without envelopes. This function is done January to December.

 

3. Checks are made out and mailed in a timely fashion as to not be paid late for invoices of a repeating nature, i.e., telephone, electric, etc.  This authority has been granted by the Board of Directors.  Invoices needing prior board approval before they are paid are presented at the next board meeting for approval.  The president and/or vice-president will, on occasion, determine the necessity to authorize payment be made on “emergency” repairs etc.  These paid bills are then presented at the next board meeting for its ratification.  This function is done January to December.

 

4. All payments for the month prior are presented and given to board members at their monthly meeting.

 

5. Payments to vendors which require a valid W-9 (verification of name, address and Federal Tax number) must be on file prior to disbursing funds to them. Typically if we are aware that we will be making payments to them of $600 or more in a year and they are not incorporated, then a valid W-9 must be on record prior to disbursing funds. This form will either be given to the vendor at the time a contract is made, or sent to them prior to them billing the museum. This function is done January to December.

 

6. In maintaining the three bank accounts, Guilford Savings Bank checking, Guilford Savings Bank Money Market and Vanguard Fund, the treasurer can move money from one account to another in order to prevent any delay in paying bills. This is done by a prior directive of the board and any transfers will be reported at the next board meeting.  This function is done January to December.

 

7. In conjunction with the sale of the Voices from North Guilford, the treasurer is responsible for mailing out any orders which are received by mail.  If a sale is to an organization which requires a W-9 prior to disbursing fund, the treasurer is responsible for filling it out and mailing it.  They also maintain a computer listing of all books sales by book number.  In addition, all order forms are three-hole punched and maintained in a 

 

8. All deposits and disbursements are entered into the Quickbooks accounting program as soon as possible after they take place.

 

9. A report of the income and expense activity for the month prior is printed out from Quickbooks and given to the Assistant Treasurer before the next board meeting. This function is done January to December.

 

10. October each year the Treasurer has to, electronically, file with the Secretary of State (CT). This is an annual business filing.  There is a $50 fee which can be paid by either the corporate credit card; or an individual’s credit card and then that person will be reimbursed by the museum.  In conjunction with this filing, the museum will receive a notice via email in September about the filing requirement.  This email can be saved until October and then the treasurer can just click on the appropriate area and complete the filing.   

 

11. January each year the State of Connecticut Sales tax return must be completed and  sent in with a check, by the end of the month.  Typically, the sales tax collected from the sale of the book, Voices from North Guilford, will comprise the sales tax owed.

 

12. By the end of January each year 1099’s must be sent to those vendors who have been paid cumulatively more than $600 in the prior year.  This can be accomplished by composing the listing and sending it to our accountants who will fill out the 1099’s and return them to us for mailing.  Also, the appropriate transmittal forms will be given to us.

 

13. By the end of February each year, the Federal and State transmittal forms and the appropriate 1099 copies must be sent.

 

14. After April 15^th each year, the treasurer will send to the Foundation’s accountant, currently Brierly Cadwell, information needed to file the Foundation’s 990 return. This consists of a flash drive back-up copy of all the information in the QuickBooks accounting program, the year end Guilford Savings Bank statement, and any tax information forms received from GSB and Vanguard.

 

15. The treasurer will attend the monthly board meetings and distribute the prior month, year to date, financial statement to the board and field any questions the board may have about the figures composed by the Assistant Treasurer.
16. Time Commitment: Varies, approximately 5 hours per week.

Assistant Treasurer

 

The Assistant Treasurer is charged with assisting the Treasurer in executing their duties as outlined above.  In addition their duties include:

1. On a monthly basis use the detail information derived from the records on Quickbooks, and received from the treasurer, to develop a standard monthly financial statement that shows year to date figures for both the current year and the prior year. The report will also indicate the budget, year to date, for each line item.
2. On a monthly basis, update the reports on the status of the restricted funds, from their beginning to the present month.  Reports indicated in 1 and 2 above are to be distributed at the monthly board meeting and reviewed, either by the assistant treasurer or the treasurer.
3. Along with the treasurer, research any financial questions posed by the board and report back either at the next board meeting, or, if necessary, by email to all board members.  This function is done January to December.
4. Be available to advise and answer any accounting questions developed by the treasurer.  This function is done January to December.
5. Any and all contracts for work at the museum will be reviewed by the Asst. treasurer to determine if there are any special accounting needs or treatments.
6. When appropriate, meet with committee chairs, along with the treasurer, to determine how the museum will pay for projects developed by the committee.
7. In conjunction with the president, vice-president and treasurer meet in January to develop the museum budget for the year.  This budget will be presented at the next available board meeting for discussion and approval.
8. Time commitment: Approximately 4 hours per month

 

Additional committee responsibilities include monitoring fundraising efforts to be sure ethical practices are in place, donors are acknowledged appropriately, and fundraising efforts are cost effective. 

Volunteer Coordinator

1.  The Dudley Farm Museum relies heavily on its volunteer staff to complete not only day-to day activities, but larger activities and events.

2. Volunteer recruitment responsibilities include:

 

• • Devise and implement volunteer recruitment strategies to reflect the diversity of the community and TDFM (The Dudley Farm Museum) membership.

• • Utilize volunteer recruitment strategies at TDFM activities and through TDFM publications, working with The Public Relations Committee as required.

• • Maintain records of volunteer talents/interests, matching to organizational needs and special requests.

• • Direct volunteers to appropriate personnel/committee chairs.

• • Publicize volunteer opportunities, working with Public Relations as needed.

• • Respond to inquiries from potential volunteers within one week.

3. Volunteer Training/Evaluation and Staffing responsibilities:

 

• • Perform described screening procedures for all volunteers.

• • Develop and conduct training for volunteers, to include a review of TDFM mission, tour of properties, and key policies.

• • Meet regularly with volunteers to inform them of opportunities and resources.

• • Regularly communicate with the Board and Committee chairmen to create and maintain a list of needs.

• • Develop and maintain an up-to-date volunteer database and tracking system.

4. Volunteer Retention:

 

• • Assure that potential volunteers are personally contacted within one week of their offer to volunteer to more thoroughly evaluate skill-sets and best fits.

• • Arrange for new volunteers to “meet and greet” each other and other volunteers as available at a small reception in their honor.

• • Ensure volunteer needs are met, including additional training, support materials, etc.

• • Organize an annual volunteer appreciation event and extend appropriate thanks.

• • Encourage volunteer-initiated communication and activities with each other and with other members of TDFM.

• • Communicate regularly with volunteers personally and through emails, personally acknowledging appreciation for their efforts

5. Reporting

 

• • Provide monthly summation of activities to the Board through emailed report to the President prior to each Board meeting.

• • Include in report barriers, progress, and plans.

6.  Annual Budget requests are to be presented to the Finance Committee as scheduled.

Director, The Dudley Farm Museum

Director, The Dudley Farm Museum

Compensated Hours: 20 hours/week

Start Date: March 19, 2015

 

QUALIFICATIONS:

Experience:

The ideal candidate will demonstrate commitment to the elements of the organization’s mission. Specific experience/knowledge in at least three aspects of the operation of the organization (e.g., preservation, education, administration, finance, fundraising/ development, property management, history, public relations and program development) is preferred. Knowledge of information technology and office organization is required. The candidate must have experience with a non-profit and/or historic preservation organization as well as experience with volunteers. Current Board members may be considered.

Abilities:

The Director must be able to work with volunteers and to delegate work and responsibility. Excellent oral and written communication and presentation skills are essential. Representing the organization to the media and other groups, both public and private, is required. The position may require a flexible schedule, working hours, and work assignments. Knowledge of North Guilford community and small city dynamics is desirable.

Hours of work:

Part-time position includes some night and weekend events. Days may be increased as funding becomes available and need develops.

Key functions:

• Develop and implement with Board approval policies and procedures deemed necessary for effective management
• Oversee artifact and financial gift acknowledgment process.
• Attend meetings of the Board of Directors and attend as an ad-hoc member of Board committees as needed or requested.
• Maintain PastPerfect Museum software, assuring membership information is current and all new museum acquisitions are appropriately catalogued.
• Assure the provision of educational programs consistent with the Foundation’s Mission and Vision Statements
• Identify and seek funds through corporate, foundation, local, state and federal grants, as well as individual donors.

 

 

 

Communication:

• Undertake and manage public relations activities and effectively represent the Dudley Foundation to governmental, professional, civic and private agencies.
• Working with the Board and appropriate committees, research, develop and implement a marketing plan.
• Interpret and communicate community needs, attitudes, and resources affecting The Dudley Foundation to Board Directors and staff.
• Facilitate regular communication with members via newsletters and e-mail communications.
• Maintain communications with other local and state history organizations, including but not limited to the Guilford Museum Coalition; The Connecticut League of History Organizations; The State Historic Preservation Office.
• Collaborate as needed with all board members and consultants as needed to assure timely implementation and completion of recommendations, reports, and projects.
• Facilities: Oversee all properties owned by The Dudley Foundation, working with the Building and Grounds, and Rental Management Committees.
• Programs: Ensure the provision of creative, regular and educational programming to the public and members.
• Develop, implement and supervise Summer Intern program.
• Assure that all museum-related activities support the Foundation’s Mission and Vision Statements.

 

Approved: March 19, 2015

Revised 01/01/22

 

Other significant factors:

Any events which require the Director’s attendance outside of normal work hours will receive appropriate compensatory time.

Farmers’ Market Coordinator

Gift Shop Manager

 

1. The Gift Shop Manager assures that The Dudley Farm Museum Gift Shop is adequately staffed and supplied with appropriate gift items for sale at all Farmers’ Markets and other days as appropriate.

 

2. The Manager must keep accurate records of all sales as well as a running inventory. Items are to be restocked as needed to assure adequate supply.

 

3. The Gift Shop also sells any books which are associated with the Dudley Farm Museum or the Dudley Foundation.

 

4. The following guidelines are followed:

 

5. At the end of the season all items are to be appropriately stored for use the following year. (farmhouse or Munger Barn.)

 

6.  The Manager is expected to recommend new items for sale which are appropriate to the museum’s mission.

 

7.  Annual Budget requests are to be presented to the Budget Committee as scheduled.

 

 

 

REVIEWED (date)___2/16/17_____Rev. 2-9-22

Rental Properties Manager

 

1. 1. The Rental Properties Manager provides oversight of rentals at the 2351 Durham Road apartment and the Barrows house. 

1. 1. This individual will be the primary contact for tenants for routine and emergency      maintenance issues; act as Board liaison with tenants (this means being “on call” 24/7); and must respond immediately to tenant concerns and inform President of any issues.

1. 1. The Rental Properties Manager is responsible for making arrangements for and oversight of apartment / property repairs including emergencies and appliances.  A previously identified approved contractor must be used.

1. 1. The Manager will schedule apartment/ house walk-through with board upon vacancy and be responsible for compiling and presenting list of repairs / improvements to board following walk through.

1. 1. The Manager acts as designated agent for Dudley Foundation with realtor when listing for rent, and will be the primary contact for real estate agents.

1. 1. Reviews rental applications & recommendations from realtor and forward to President for action.

1. 1. The Manager is charged with developing and presenting a list of proposed maintenance/improvement issues which are to be presented to the Buildings Committee for action.

1. 1. An on-call list must be developed so that there is a contact person for the tenants when the Manager is not available

1. 1. A monthly report to the Board of Directors should summarize all actions taken and report all concerns of the committee. Any activities which involve other committees should be discussed with them.

1. 1. Annual Budget requests are presented to the Finance Committee as scheduled.

1. 1. Time commitment: One to two hours per month, with perhaps an hour a day needed during times when issues need to be resolved.

1. 1. (added 4/9/15) The Manager will call the tenants monthly to identify potential issues in a timely manner.

Livestock Manager

1. The Livestock Manager should have the necessary skills to care for the Museum animals as noted below.

2. The Manager will establish and annually review a work calendar to assure timely completion of the following:

3. Other responsibilities include:

5. A monthly report to the Board of Directors should summarize all actions taken and report all concerns of the committee. Any activities which involve other committees should be discussed with them.

6. Annual budget requests are made to Finance Committee as scheduled.

7. Time commitment: Livestock care requires a minimum of two (2) hours daily, and at least one full weekend per month with additional time needed for special projects such as fence maintenance, hoof trimming, etc.

 

REVIEW Apr. 9, 2015     REVIEW(date) _________   REVISE

Webmaster

1. The Webmaster must have the skills necessary to maintain the website for the Dudley Farm Museum (www.dudleyfarm.com).  Maintainsrelationship with Vender Tech Inc and GoDaddy to keep website connected to technology changes.

Revised 07.20

Newsletter Chairman

1. The Newsletter Chair reports to the Public Relations Committee.

2. The Newsletter Chair establishes publication deadlines and informs all Board and Committees of those deadlines.

3. Receives all submissions to forward as a packet to committee members for review.

4. Compiles, edits and formats submitted articles for newsletter after all submitted articles have been reviewed

5. Working with editorial team, revises all articles as indicated for final review. Assures all needed artwork has been received and inserted as appropriate.

6. Assures that all articles, clip art and illustrations are properly acknowledged and that there is no copyright infringement.

7.. Assures Mission Statement, website, address, Officers and their contact information are included in the newsletter.

8. When newsletter prepared makes arrangements with mailing & office staff/ treasurer for labels and postage. Labels can be printed by zip code.

9. Coordinates mailing crew.

10. Estimated time commitment: 20 hours per newsletter.

11.  Annual Budget requests are presented to the Finance Committee through Public Relations as scheduled.

REVIEW (date) 5/14/15   REVIEW 5/12/16   REVIEW 5/11/17

1.  

1.  

1.  

1.  

1. PUBLIC RELATIONS CHAIRMAN –

   What does a public relations chairman do in a non-profit organization?

   • Contact media to place stories about the work of the organization.
   • Use positive media placements to secure grants and donations.
   • Work with media to highlight the personal and human-interest stories around the work of the organization.

   Communications are required in four main areas: press relations, community relations, allied relations (i.e. other area museums) and member relations.

   
   The Public Relations Chairman is the liaison to the press and along with the Foundation President and Museum Director must be prepared to serve as the Foundation’s official spokesperson.This requires being familiar with the structure, mission and vision of the Dudley Foundation (DF), as well as being a member of the Foundation. Biographical information of the Board of Directors and the DF event calendar should be at hand.

   The chair should have excellent written and verbal communications skills.  Graphic design experience is desirable but not required.

    

    

   1. The purpose of The Dudley Foundation Public Relations Committee is:

    

   • To ensure that all communication from The Dudley Farm Museum reaches the community in a timely, educated, cohesive and professional manner.

   • To deliver the mission statement and purpose of The Dudley Farm Museum to the general public in a clear and positive light.

   • To improve attendance and coordination of Events and to increase Membership and Volunteer activity.

   2. Goals include:

   • To establish an efficient and effective line of communication between the Board of Directors and the Members of the Public Relations Committee.

   • To operate cost-effectively with regard to paper, printing and postage costs.

   • To develop a list of the appropriate and proper phrasing for The Dudley Farm Museum to be utilized by all in all communications.

   3. Committee Members should include all parties that send out information to the general public. The following is a suggested beginning list of members:

   • Farmers’ Market Master

   • Newsletter Editor

   • Webmaster

   • Membership Coordinator

   • Events/Activities Chair

   • Grant manager

    

   4. A monthly report to the Board of Directors should summarize all actions taken and report all concerns of the committee. Any activities which involve other committees should be discussed with them.

   5.  Annual Budget requests are presented to the Finance Committee as scheduled.

    

    

    

   REVIEW (date) 8/13/15     REVIEW(date) _________   REVISE (date)______________

Public Relations Committee

 

1. 1. The purpose of The Dudley Foundation Public Relations Committee is:

       

      • • To unite the Market and the Museum, as appropriate, and present a unified image to the community
      • • To ensure that all communication from The Dudley Farm Museum reaches the community in a timely, educated, cohesive and professional manner.
      • • To deliver the mission statement and purpose of The Dudley Farm Museum to the general public in a clear and positive light.
      • • To improve attendance and coordination of Events and to increase Membership and Volunteer activity.

1. 1. Goals include:

       

      • • To establish an efficient and effective line of communication between the Board of Directors and the Members of the Public Relations Committee.
      • • To operate cost-effectively with regard to paper, printing and postage costs.
      • • To develop a list of the appropriate and proper phrasing for The Dudley Farm Museum to be utilized by all in all communications.

1. 1. Committee Members should include all parties that send out information to the general public. The following is a suggested beginning list of members:

       

      • • Farmers’ Market Master
      • • Newsletter Editor
      • • Webmaster
      • • Membership Coordinator
      • • Volunteer Coordinator
      • • Corresponding Secretary
      • • Office Manager
      • • Event & Activities Chair
      • • Fund Raising Chair

1. 1. A monthly report to the Board of Directors should summarize all actions taken and report all concerns of the committee. Any activities which involve other committees should be discussed with them.

1. 1. Annual Budget requests are presented to the Finance Committee as scheduled.

Munger Barn Rental Coordinator

1. The Munger Barn Rental Coordinator acts as the Dudley Foundation liaison with renters.

2. The coordinator maintains the rental calendar and contract files; schedules appointments to view the barn, and is the primary contact for all barn rental inquiries. 

3. The coordinator must respond promptly to all rental requests received via email and phone. 

4. The coordinator shows barn & grounds to prospective renters (appointments take approximately one hour), and explains rental policies and contracts.

5. Is responsible for processing applications, recording deposits & payments, forwarding checks to treasurer, and maintaining Master Barn Rental Calendar and contract files in office.

6. Updates contracts (Hourly Rental and Wedding/Large Event) as necessary and negotiates rental price for events.  There is a $35 Dudley Foundation membership fee included for all non-members which includes all benefits of membership for one year. (addition 6.11.15) Notifies office of these yearly memberships.

7. Must be willing to be “on-site/ day of” coordinator during events or make arrangements for qualified replacement to be on site during entire event for site supervision and emergency response.

8. Must notify Board, Custodian and Community Garden coordinator of upcoming rentals and any special considerations associated with event. 

9. Must be familiar with all building systems.  Oversees maintenance of building, referring to Building Committee any maintenance/improvement issues. Follows through on emergency issues with approved contractor.

10. Maintains list of suggested vendors for activities. Ensures checklist for closing the building is current and posted in the building.

11. A monthly report to the Board of Directors should summarize all actions taken and report all concerns of the committee. Any activities which involve other committees should be discussed with them.

12.  Annual Budget requests are presented to the Finance Committee as scheduled.

13. Time commitment: A minimum of ½ hour per day is needed to check phone and email messages; barn showing appointments average one hour each. 1-2 full days for each event booked required to manage rental deliveries, set-up and clean-up, and  on-site management/supervision during events.

 

REVIEW (date)  6/11/15   REVIEW(date) __6/12 16______

 

Munger Barn Custodian

 

1. 1. The Munger Barn Custodian should have the necessary skills to maintain the Munger Barn as noted below:

1. 1. Responsibilities include:

       

      • • Washing floors and assuring windows are cleaned.
      • • Sweep as required, including stairways, and empty trash cans.
      • • Assure Munger Barn is set up as needed for meetings, pot lucks.
      • • Assure bathrooms cleaned and stocked with needed supplies.
      • • Order needed supplies, i.e. toilet paper, paper towels, trash can bags, etc.
      • • Put tables and chairs are put away after events.
      • • Assure that boiler room is clear of non-essentials.
      • • After events turn hot water off and lower thermostat.

1. 1. Other responsibilities include:

       

      • • Open and lock up barn for set up ,rental deliveries & pick up, etc. for events as needed

1. 1. A monthly report to the Board of Directors should summarize all actions taken and report any concerns. Any activities which involve other committees should be discussed with them.

1. 1. Annual budget requests based on historic data for the preceding year are made to Finance Committee as scheduled.

1. 1. Of note: this is a paid position.

1. 1. Time commitment: Approximately 2 hours every other week are required, with an additional ½ hour after events (i.e. meetings) and 1-2 hours after weddings.

Garden Coordinator

1. The Garden Coordinator is responsible for the overall management and oversight of the community garden plots, Heritage Garden, Herb Garden, other associated gardens, the gardeners and the volunteers.  

2. The Coordinator is expected to function as a strong advocate for the gardens; have project and people management skills, and be an excellent communicator. 

3. Responsibilities include the following:

4. The Coordinator must provide regular communications to the gardeners, volunteers, and Board regarding operational, financial and overall status of the gardens. 

5.  The Coordinator manages the volunteer community garden staff, manages construction projects at the garden and provides guidance to gardening committees, coordinating with appropriate committees as needed. 

6. It is expected that the Coordinator will develop partnerships with the Master Gardeners. 

7. Gardener Contracts and Allowed Gardening Products List (Organic) are to be reviewed on an annual basis before the beginning of the growing season.

8. Copies of all current agreements, contracts, rules and regulations are placed in a binder and maintained in the office.

9. Act as a resource person to all gardeners, including those caring for the Heritage and Herb gardens.

10. Assist in locating a volunteer to manage the Herb and Heritage gardens, and provide guidance as needed.

a. The produce from these gardens are for the use of the volunteer, with “Plant One Row for the Hungry”, for the local food bank. (http://www.ctfoodbank.org/ways-to-give/donate-food/plant-a-row/) encouraged.

11. A monthly report to the Board of Directors should summarize all actions taken and report all concerns of the committee. Any activities which involve other committees should be discussed with them.

12.  Annual Budget requests are to be presented to the Finance Committee as scheduled

Curator (Combined with Director)

 

1. 1. The Curator is a member of and chairs the Museum Committee.

1. 1. Responsibilities include:

       

      • • Researching the collections
      • • Developing labels for items;
      • • Designs and installs any exhibitions/displays reflecting c. 1900. 
      • • Responsible for care and maintenance of all objects within the collection.  
      • • Tracks the movement of objects in and out of the museum.   
      • • Records information about museum objects in the database, including information about provenance.  
      • • Develops, oversees and revises as needed the Collection.
      • • Maintains professional credibility of the museum through organizational memberships. 

1. 1. As Chair of the Museum Committee assures that the individual responsible for receiving donations is identified and publicized through usual Museum channels.

1. 1. Works with Living History Education Committee to assure all docents are appropriately trained.

1. 1. A monthly report to the Board of Directors should summarize all actions taken and report all concerns of the committee. Any activities which involve other committees should be discussed with them.

1. 1. Annual Budget requests are presented to the Finance Committee as scheduled.

1. 1. Time commitment is estimated at 5-10 hours per week.

1. 1.