Palmer Lake Historical Society
Serving the Tri-Lakes/Palmer Divide Since 1956
P.O. Box 662, Palmer Lake, CO 80133

 

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Volunteer Opportunities
August 2019

In an effort to engage the membership and achieve growth and sustainability goals, the PLHS Board is seeking assistance in the following areas. Each of the below could be as minimal as a few hours to a few days a month depending on your availability. If you have questions or an interest in joining a fun and dedicated group of volunteers, please let a Board member know or email PLHSPresident@gmail.com.

Membership

PLHS is seeking a person to assist in recruiting new members and volunteers, managing dues renewals, and administering a database for the Board and museum volunteers.

Publicity

PLHS is seeking a person to support the Publicity Director and Board in communicating with the membership via monthly eBlasts and/or updating the website (WordPress) and social media.
Other Ad-Hoc Opportunities (with direction from the PLHS Board and/or museum volunteers)

  • Preparing for and/or Serving Refreshments for Monthly Programs
  • Audio/Visual Support for Monthly Programs
  • Museum Maintenance and Repair

Museum Docent

PLHS has an opening for museum docents. The museum is open to the public Wednesdays 1-3p (until 4p June-August) and Saturdays 10a-2p (and upon request). Duties include preserve and protect the museum and its contents, communicate to the public the availability of the museum as a research and educational resource and promote special guided tours, welcome and aid visitors in research and information requests, keep complete records of visitors, sales, other special notes of interest in docent's book, encourage donations to the museum of historically significant data and artifacts and promote items for sale & donations for funding the continuation of the museum, and encourage membership in PLHS.

Board Member

PLHS seeks new Board Members each November. Duties include actively participate in monthly Board meetings (4 hours/month), attend programs (3 hours/month), supervise activities of the Lucretia Vaile Museum, recruit volunteers and assist with orientation, maintain governing documents, assist with fundraising, publishing, and programming and set strategic direction.






PLHS Job Descriptions


Overview

The President shall be the chief executive officer of the corporation and shall, subject to the control of the Board of Directors, supervise and control the affairs of the Corporation and the activities of the Officers. He or she shall perform all duties incident to his or her office and such other duties as may be required by law, by the Certificate of Incorporation, or by the Bylaws, or which may be prescribed from time to time by the Board of Directors. The President shall have overall responsibility for ensuring programs, activities, and operations of PLHS and the Museum are conducted in a professional, timely, and financially responsible manner.

Key Roles

1. Ensures the responsibilities and functions assigned to each Officer and Director are performed in an appropriate and timely manner and in accordance with the Certificate of Incorporation, the Bylaws, and the Standing Rules.
2. Ensures that each Officer and Director performs their assigned tasks and, if not, takes whatever actions necessary to ensure the assigned tasks are completed.
3. Continually monitors operations of the PLHS and Museum to identify potential issues and/or problems and takes appropriate mitigation or corrective actions.
4. Ensures financial commitments of PLHS and the Museum are paid in a timely manner.
5. Makes appropriate Board members aware of the action items on the list of Annual To Dos and periodically updates the list, as needed.
6. Handles general correspondence for the organization.

Specific Responsibilities

• Ensure all Board members are informed and trained appropriately to ensure success.
• Unless another person is specifically appointed as Chairperson of the Board of Directors, the President shall preside at all meetings of the Board of Directors and at all meetings of the members. If agreed to by the Board, schedule an annual strategic retreat.
o Email draft agendas and related pre-reads to the Board at least two days prior to meetings.
o Email a draft annual report to the membership at least two weeks prior to the annual meeting of the members. o Oversee annual election of officers.
• Except as otherwise expressly provided by law, by the Certificate of Incorporation, or by these Bylaws, he or she shall, in the name of the Corporation, execute such deeds, mortgages, bonds, contracts, checks, or other instruments which may from time to time be authorized by the Board of Directors.
• Together with the Treasurer, develop guidelines for preparing the annual budget requirements for all aspects of the organization and measures to ensure all members of the Board are meeting budget execution requirements for the good health and order of the organization.
• The President and Treasurer shall jointly prepare the annual Federal Tax Return (Form 990). The President will sign the tax form and ensure it is submitted by the filing deadline. The President will also submit the annual filing to the State of Colorado Charitable Organizations Division.
• In the absence of the Treasurer, sign any checks, drafts, promissory notes, orders for the payment of money, and other evidence of indebtedness of the corporation.
• In the absence of the Vice President, preside at monthly programs and events. Otherwise, work with the Vice President to prepare announcements for such functions.
• Act as main point of contact for PLHS and provide timely communication to/from the Board, membership, and external entities as required.

Working Relationships

The President is accountable to the PLHS Board. The President acts as a liaison to the membership and external entities. The President should also aggressively seek out opportunities for improvement within PLHS and lead the Board in monitoring programs/events, special projects, finances, record-keeping, and other museum and general operations.

Term and Time Commitments

The President, Vice-President, Secretary, and Treasurer shall serve a term of one (1) year. These Officers shall assume office at the close of the Annual Meeting in January and shall serve the prescribed term or until a successor is elected. Generally, the position requires approximately 21 hours of volunteer time per month.

Knowledge and Skills

• Highly developed leadership, communication, and organizational skills.
• Ability to foster collaborative, service-oriented relationships and work independently.
• Previous Board and/or Officer service, including budget oversight and strategic planning.
• Experience with Gmail and/or WordPress helpful.
• All Officers and Directors shall be members of the Palmer Lake Historical Society.
• All Directors shall be of the age of majority in the State of Colorado.

Compensation and Benefits

No Officer or Director shall receive remuneration or benefit for services as an officer or director, except that this shall not prohibit reasonable reimbursement for out-of-pocket expenses incurred in the performance of their duties.


Overview

The Vice President shall be responsible for program operations. In the absence of the President, or in the event of his or her inability or refusal to act, the Vice President shall perform all the duties of the President, and when so acting shall have all the powers of, and be subject to all the restrictions on, the President. The Vice President shall have other powers and perform such other duties as may be prescribed by law, by the Certificate of Incorporation, or by these Bylaws, or as may be prescribed by the Board of Directors. He or she shall perform all duties incident to his or her office and such other duties as may be required by law, by the Certificate of Incorporation, or by the Bylaws, or which may be prescribed from time to time by the Board of Directors.

Key Roles

1. Recruit speakers for monthly historical talks.
2. Introduce and thank monthly speakers.
3. Set up for monthly historical talks, including arranging audio/visual, opening/closing the Town Hall, setting up/taking down chairs and tables (with assistance from the Board and other members).
4. Oversee special events planning, including Father’s Day Ice Cream Social and Chautauqua.
5. Oversee publicity of all programs.

Calendar of Duties:

January: • Assist President with elections at Annual Meeting of the Members.

February:
• Establish Committees for Chautauqua and the Father’s Day Ice Cream Social.

May:
• Plan the following year’s monthly programs. Arrange dates with each presenter, get the title of their talk, and note how they can be reached by phone and/or e-mail. Remember that the January meeting is a potluck membership meeting with no program and that there is no regular meeting in December. Plan for the annual Ice Cream Social on Father’s Day and Chautauqua. Secure approval of the Board of Directors of the upcoming year’s schedule.

September:
• Obtain biography and picture(s) from presenters, as well as talk title and overview for Publicity Chair to put into flyers and press releases.

November:
• Send each presenter a copy of the coming year’s schedule. Also send presenters the contact information for the President and Vice-President in case of illness or other problem on the part of the presenter that would affect the scheduled program.

December:
• Discuss the requirements for the January potluck, including setup/takedown, meat dish, supplies, and displays. The PLVFD may help set up and take down tables and chairs.
• Submit an application with annual fees to the Town Hall with a list of dates to reserve the Town Hall/Village Green/Centennial Park for the monthly programs, the Ice Cream Social, the Chautauqua, and any other events in the coming year.

Ongoing/Monthly:
• Continually gather a list of potential presenters, including the nature of their topics and contact details. Maintain a record of previous programs and the names of presenters who might be asked at a future date to come back and speak about different topics.
• Monitor and assist Publicity Chairman with arrangements for publicizing programs and events. Either personally or with help of a volunteer, maintain and update a list of media outlets and key persons to receive announcements and pictures of upcoming programs. Prepare and send media releases electronically in advance of programs, according to the need of each media outlet. Design and arrange the printing of posters with Tri-Lakes Printing of posters a month in advance. Forward the printing invoice to the Treasurer. With the help of other volunteers, distribute the posters to local libraries and businesses.
• With Refreshments Director, ensure refreshments are available and served at each monthly program.
• One week before each monthly program, contact the presenter to confirm the date and time and ask whether PLHS needs to provide audio visual equipment. If needed, arrange to have such equipment at the Town Hall for use. Contact Peter Blaney at 488-3419, or if unavailable, call Rogers Davis at 481-2323.
• On the day of the program ensure that the Town Hall is open by 6:15 p.m., see that chairs and tables are set up and audio visual equipment is in place, and greet and assist the presenter.
• Prior to the program obtain an honorarium check of $35 from the Treasurer for the speaker. Write a note of thanks on a PLHS note card and present the check, note card, and a PLHS coffee cup (if available) to the speaker at the program.
• Make sure Name Tags and books/brochures are brought from museum.
• At each program announce the following month’s topic, introduce the speaker
• Close the program with thanks to the presenter at approximately 8:00 p.m.
• Ensure that after the meeting, tables and chairs are put away, trash is placed in the dumpster, lights are out, doors are locked and name tags and books/brochures returned to the Museum.

Working Relationships

The Vice President is accountable to the PLHS Board. The Vice President works with the Publicity and Refreshments Chairs, as well as audio/visual support and presenters to ensure effective program promotion and execution. He or she also provides oversight for the Publicity, Father’s Day, and Chautauqua Committees. The Vice President also connects with the Town Hall to reserve space for events, as necessary.

Term and Time Commitments

The President, Vice-President, Secretary, and Treasurer shall serve a term of one (1) year. These Officers shall assume office at the close of the Annual Meeting in January and shall serve the prescribed term or until a successor is elected. Generally, the position requires approximately 21??? hours of volunteer time per month.

Knowledge and Skills

• Highly developed leadership, communication, and organizational skills.
• Ability to foster collaborative, service-oriented relationships.
• Previous Board and/or Officer service, including program planning and excecution.
• All Officers and Directors shall be members of the Palmer Lake Historical Society.
• All Directors shall be of the age of majority in the State of Colorado.

Compensation and Benefits

No Officer or Director shall receive remuneration or benefit for services as an officer or director, except that this shall not prohibit reasonable reimbursement for out-of-pocket expenses incurred in the performance of their duties.


Overview

The Secretary shall attend all meetings of the PLHS Board of Directors and record the proceedings thereof. He or she shall perform all duties incident to his or her office and such other duties as may be required by law, by the Certificate of Incorporation, or by the Bylaws, or which may be prescribed from time to time by the Board of Directors.

Key Roles

1. Record the proceedings at the PLHS Board of Directors and committee meetings, especially motions and actions.
2. Maintain any corporate documents, e.g. certificate of incorporation, bylaws, standing rules, and publications relating to the PLHS or Museum in the Secretarial Notebook, e.g. press publications, flyers, newsletters, mailings sent by the PLHS and any other printed materials relevant to the PLHS’s operation
3. Locate and copy all known agreements to include agreements to provide funding support to other entities.
4. Keep at the principal office of the Corporation a membership list containing the name and address of each and any members, and, in the case where any membership has been terminated, he or she shall record such fact in the membership list together with the date on which such membership ceased. The updated membership list will be submitted regularly to the Secretary, for the record.

Specific Responsibilities

• Appoint and remove, employ and discharge, and, except as otherwise provided in these Bylaws, prescribe the duties and fix the compensation, if any, of all officers, agents and employees of the Corporation.
• Supervise all officers, agents and employees of the Corporation to assure that their duties are performed properly.
• See that all notices are duly given in accordance with the provisions of these Bylaws or as required by law.
• Provide a draft of the minutes to all members of the Board by email and/or in printed format.
• Make corrections to the draft of the minutes after approved at the following Board meeting and maintain a hard copy in the Secretarial Notebook stored at the museum.
• Maintain any printed documents presented at Board meetings in the Secretarial Notebook.
• Be custodian of the records and of the seal of the Corporation and affix the seal, as authorized by law or the provisions of these Bylaws, to duly executed documents of the corporation.
• Exhibit at all reasonable times to any Director of the Corporation, on request therefore, the Bylaws, the membership list, and the minutes of the proceedings of the Directors of the Corporation.
• Get board members to sign conflict of interest forms and file in minutes book
• Collect nominations for officers to be presented at annual membership meeting
Working Relationships

The Secretary is accountable to the PLHS Board. The Secretary facilitates open records of communication at PLHS Board of Directors meetings.

Term and Time Commitments

The Secretary shall serve a term of one (1) year. Office is assumed at the close of the Annual Meeting in January and served the prescribed term or until a successor is elected. Generally, the position requires 15-20 hours of volunteer time per month.

Knowledge and Skills

• Communication and organizational skills.
• Computer skills with knowledge of word processing and the use of email.
• Ability to record the minutes at PLHS Board meetings.
• Knowledge of best methods used in record keeping.
• Membership in the PLHS.
• Age of majority in the State of Colorado.
Compensation and Benefits

The Secretary shall not receive remuneration or benefit for services as an officer, except that this shall not prohibit out-of-pocket expenses incurred in the performance of their duties.


Overview

The Treasurer shall perform all duties incident to his or her office and such other duties as may be required by law, by the Certificate of Incorporation, or by the Bylaws, or which may be prescribed from time to time by the Board of Directors. The Treasurer shall have charge and custody of, and be responsible for, all funds and securities of the corporation and supervise those funds managed, through delegation or authorization of the Board of Directors, by the Museum Committee, and deposit all other such funds in the name of the corporation in such banks, trust companies, or other depositories as shall be selected by the Board of Directors.

Key Roles

1. Receive, and give receipt for, in person or as delegated, monies due and payable to the corporation from any source whatsoever, or as specified elsewhere in the Bylaws.
2. Disburse, or cause to be disbursed, the funds of the Corporation as may be directed by the Board of Directors, taking proper vouchers for such disbursements.
3. Supervise the accounts, purchases, and disbursements of the Museum Committee and include that committee’s subsidiary financial statements into the books of the Palmer Lake Historical Society.
4. Keep and maintain adequate and correct accounts of the Corporation's properties and business transactions, including accounts of its assets, liabilities, receipts, disbursements, gains and losses.
5. Exhibit at all reasonable times the books of account and financial records to any Director of the Corporation, or to his or her agent or attorney, on request therefore.
6. Render to the President and Directors, whenever requested, an account of any or all of his or her transactions as Treasurer and of the financial condition of the Corporation.
7. Prepare, or cause to be prepared, and certify, or cause to be certified, the financial statements to be included in any required reports on a monthly and annual basis.
8. At the end of the fiscal year the Treasurer shall submit an annual and signature certified financial status report to the Board of Directors at the first regularly scheduled Board meeting after the annual election of Officers and Directors.

Calendar of Duties

January:
• Start collecting volunteer hours from Board and volunteers and compiling other tax documents
• Early-month: remit quarterly sales tax to the Colorado Dept of Commerce for previous quarter (Museum Director currently fills out forms and compiles figures)
• Renew institutional memberships (e.g. Museum Coalition, etc.)
• Pay for PLHS storage unit (currently Affordable Stor-Mor)
• Write check for Palmer Lake Town Hall reservations for PLHS events for the coming year (coordinate with the Vice-President)
• Start the update for signature cards for all PLHS accounts to reflect current board membership

February:
• Present draft of current year budget for board review

March:
• Present finalized budget for board to approve
• Review policies for reimbursement, volunteer time tracking April:
• Prepare tax paperwork for filing
• Early-month: remit quarterly sales tax to the Colorado Dept of Commerce for previous quarter (Museum Director currently fills out forms and compiles figures) May:
• File federal and state tax paperwork (coordinate with President)

July:
• Early-month: remit quarterly sales tax to the Colorado Dept of Commerce for previous quarter (Museum Director currently fills out forms and compiles figures)

August:
• Renew insurance policy
• Work on calendar (and Give!?) fundraiser financials with committee members

October:
• With the President, prepare annual budget for Board approval in December
• Early-month: remit quarterly sales tax to the Colorado Dept of Commerce for previous quarter (Museum Director currently fills out forms and compiles figures)

November:
• Review dues and fundraising adequacy

December:
• Remind board about volunteer time tracking

Ongoing/Monthly:
• Monitor all PLHS accounts (Have charge and custody of, and be responsible for, all funds and securities of the corporation…)
• Prepare monthly (and annual at first Board meeting after annual meeting of the members) budget/actuals and balance sheet for Board (Summary and Balance Sheet)
• Run bookstore at monthly programs
• Prepare honorarium checks (and mugs) and bring over donation jars for all PLHS events

Working Relationships

The Treasurer is accountable to the PLHS Board. The Treasurer works closely with the Museum Director to account for income, expenses, and assets related to museum and general operations and to submit quarterly sales tax returns. The Treasurer works with the President to prepare annual budgets for Board approval and the annual tax return.

Term and Time Commitments

The President, Vice-President, Secretary, and Treasurer shall serve a term of one (1) year. These Officers shall assume office at the close of the Annual Meeting in January and shall serve the prescribed term or until a successor is elected. Generally, the Treasurer requires approximately 21 hours of volunteer time per month.

Knowledge and Skills

• Highly developed leadership, communication, and organizational skills.
• Attention to detail and ability to work independently.
• Previous Board and/or Officer service, including budgeting and bookkeeping.
• Experience with Microsoft Excel helpful.
• All Officers and Directors shall be members of the Palmer Lake Historical Society.
• All Directors shall be of the age of majority in the State of Colorado.

Compensation and Benefits

No Officer or Director shall receive remuneration or benefit for services as an officer or director, except that this shall not prohibit reasonable reimbursement for out-of-pocket expenses incurred in the performance of their duties.


Overview

The Board Members-at-Large shall be general representatives from the PLHS membership attending all Board meetings to facilitate the day-to-day business of the organization and assist as needed. He or she shall perform all duties incident to his or her office and such other duties as may be required by law, by the Certificate of Incorporation, or by the Bylaws, or which may be prescribed from time to time by the Board of Directors.

Specific Responsibilities

• Appoint and remove, employ and discharge, and, except as otherwise provided in these Bylaws, prescribe the duties and fix the compensation, if any, of all officers, agents and employees of the Corporation, including Committees and Directors
• Supervise all officers, agents and employees of the Corporation to assure that their duties are performed properly
• Governance
o Update the Bylaws and Standing Rules and keep current
o Prepare a Board Member Handbook (Board contact list, governing documents, Museum Handbook and Narrative, keys and alarm code, computer login and safe access (as applicable), free online Colorado Nonprofit Board Member Course: https://www.sos.state.co.us/pubs/charities/boardTraining.html, Other Training and Resources: https://www.cnecoloradosprings.org/) and update for each years’ incoming board.
• Books – With appointed Director:
o Develop a plan to publish books, DVDs, Occasional Papers, and other publications, including conducting a periodic inventory.
o Develop and document sales procedures for events, programs, Museum, at local bookstores and PLHS booths.
• Program Support - With appointed Director(s):
o Develop and orient cadre of volunteers to provide/set up refreshments at the monthly programs, as well as planning for the annual potluck, Father’s Day Ice Cream Social, Chautauqua, etc.

Working Relationships

The Board members are accountable to the PLHS Membership. Prior to scheduled meetings, the will review agenda and related documents and be prepared to contribute constructively to discussions and follow-up on responsibilities taken on. They will contact the President prior to scheduled meetings if unable to attend. They will represent the Board’s collective decisions to the membership and represent the organization to external entities as requested.

Term and Time Commitments

Members-at-Large shall serve a term of two (2) years, with the goal of alternating rotations on and off the Board among these positions so that more senior members can assist in orienting junior member-at large. New members shall assume office at the close of the Annual Meeting in January and shall serve the prescribe term or until a successor is elected. Directors can expect to spend 4 – 5 hours per month on board meetings and monthly programs. Any additional involvement with committees, programs or events could entail more hours.

Knowledge and Skills

• An interest in history and/or previous historical organization or library affiliation helpful.
• All Officers and Directors shall be members of the Palmer Lake Historical Society.
• All Directors shall be of the age of majority in the State of Colorado.

Compensation and Benefits

No Director shall receive remuneration or benefit for services as a director, except that this shall not prohibit reasonable reimbursement for out-of-pocket expenses incurred in the performance of their duties.


If you would like to learn more about Tri-Lakes history, the Palmer Lake Historical Society, or the Lucretia Vaile Museum, please e-mail us at PLHS@PalmerDivideHistory.org.