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Guild Programs and Membership Services Coordinators

What is the Purpose

The Guild Programs and the Membership Services Coordinators, appointed by the Guild President, oversee those activities designed to serve the needs and enrich the experience of Guild membership.

GUILD PROGRAMS COORDINATOR

Who is Involved

The Guild Programs Coordinator serves on the Guild Board of Directors and is the liaison between the Board and the Chairs of the Field Trips, Holiday Luncheon, Hospitality, Guild Programs, and Spring Luncheon Committees.

What are the Tasks

  • Be a voting member of the Board of Directors.
  • Report the activities and issues of the Field Trips, Holiday Luncheon, Hospitality, Guild Programs, Spring Luncheon Committees, and Staff Appreciation Luncheon to the Board. 
  • Consult with the committees within his/her jurisdiction.  Call and/or attend the meetings of those committee chairs when deemed necessary.
  • Assist the Guild President in filling the Committee Chairmanships in his/her jurisdiction.
  • Orient new committee chairs to their responsibilities and monitor their progress during the year.
  • A Coordinator also may serve as chair of a committee within his/her jurisdiction.
  • Serve on the Board of Trustees Membership Committee.
  • Coordinate hospitality for the monthly Guild meetings with the graduated Las Guias Class, Heard North, Heard West, the Education Council, and the Student Art, Shop, Library, and Information Desk Committees by providing a yearly schedule of responsibilities for the Hospitality Chair.
  • Attend all meetings of the Board of Directors, the Guild, and other such meetings as requested by the Guild President.
  • Consult with the incoming President Elect in March to update the Coordinator’s and the Committee Chairs’ job descriptions in the Heard Museum Guild Handbook  to reflect current practice and any changes in policy made by the Executive Committee and/or the Board of Directors.
  • Attend the Notebook Turnover Meeting in early May and submit in triplicate the annual Guild Programs Coordinator’s Report using the Sample Committee Report Format as a guide.  These reports will be distributed as follows: one copy to the incoming Guild Programs Coordinator; one copy to the Guild President, and one copy to be filed in the Heard Museum Library and Archives.
  • Acknowledge, by thank you note or other means, appreciation for the work done by the Committee Chairs.

What is the Suggested Time Line

September through April

Coordinate hospitality for the monthly Guild meetings.

March

Work with incoming President in updating the job descriptions of the Coordinator and the Committee Chairs within his/her jurisdiction..

The other tasks of the Community Programs Coordinator are ongoing throughout the year.

MEMBERSHIP SERVICES COORDINATOR

Who is Involved

The Guild Membership Services Coordinator serves on the Guild Board of Directors and is the liaison between the Board and the Chairs of the Directory, Guild Room, Historian, Membership, Membership Communication, Newsletter, and Service Awards Committees.

  • Be a voting member of the Board of Directors.
  • Report the activities and issues of the Field Trips, Holiday Luncheon, Hospitality, Guild Programs, Spring Luncheon Committees, and Staff Appreciation Luncheon to the Board. 
  • Consult with the committees within his/her jurisdiction.  Call and/or attend the meetings of those committee chairs when deemed necessary.
  • Organize the Guild Job Fair at the October Guild meeting unless otherwise scheduled by the Guild Board.
  • Prepare with the President, the annual Guild Renewal Letter.  Order envelopes for the mailing to be printed, along with any inserts, in time for the April mailing.  Oversee the mailing process.
  • Assist the Guild President in filling the Committee Chairmanships in his/her jurisdiction.
  • Orient new committee chairs to their responsibilities and monitor their progress during the year.
  • A Coordinator also may serve as chair of a committee within his/her jurisdiction.
  • Coordinate hospitality for the monthly Guild meetings with the graduated Las Guias Class, Heard North, Heard West, the Education Council, and the Student Art, Shop, Library, and Information Desk Committees by providing a yearly schedule of responsibilities for the Hospitality Chair.
  • Attend all meetings of the Board of Directors, the Guild, and other such meetings as requested by the Guild President.
  • Consult with the incoming President Elect in March to update the Coordinator’s and the Committee Chairs’ job descriptions in the Heard Museum Guild Handbook  to reflect
    current practice and any changes in policy made by the Executive Committee and/or the Board of Directors.
  • Attend the Notebook Turnover Meeting in early May and submit in triplicate the annual Membership Services Coordinator’s Report using the Sample Committee Report Format as a guide.  These reports will be distributed as follows: one copy to the incoming Membership Services Coordinator; one copy to the Guild President, and one copy to be filed in the Heard Museum Library and Archives.
  • Acknowledge, by thank you note or other means, appreciation for the work done by the Committee Chairs.

What is the Suggested Time Line

October

Organize the Guild Job Fair.

April

Prepare and mail the annual Guild Renewal Letter.

The other tasks of the Membership Services Coordinator are ongoing throughout the year.