Directory Committee

What is the Purpose

The Directory Committee is responsible for the publication of the Heard Museum Guild Directory and the annual update inserts.

Who is Involved

The Chair of the committee is appointed by the Guild President with the assistance of Membership Services Coordinator.  The Chair, in turn, recruits 2-3 volunteers to assist him/her.  The Chair also coordinates closely with the Membership Committee Chair and the Guild Data Processing Chair.

What are the Tasks

Gather and/or update information for the Directory.  That information includes:

• the names, mailing addresses, telephone numbers, and e-mail addresses of the current paid members of the Guild.
• a roster of the current Museum staff, including their title, business telephone, and e-mail address.
• a calendar of the current year’s events.
• the Guild organization chart and a roster of the current Board of Directors, Coordinators, and Committee Chairs
• a list of the Guild Past Presidents.
• a description of the Guild Awards and a list of the special achievement award recipients.
• the Guild’s By-Laws, Policy Statement, and Code of Ethics.
• the Guild’s Volunteer Time Record forms.

Compile, assemble, and layout the information for the Directory.

Consult with the Membership Committee Chair and the Data Processing Chair when gathering,  compiling, updating, and assembling information for the Directory.

Publish the Directory.  Approximately 700 copies are enough for members and staff but an accurate count should be obtained from the Membership Committee Chair.

Distribute the Directory

• hand out copies to Guild members at a Guild meeting, or:
• mail copies to the remaining Guild members.
• hand deliver copies to members of the Heard Museum staff.
• reserve extra copies to be given to new members joining the Guild.

Acknowledge, by thank you note or other means, appreciation for the work done by the volunteers.

What is the Suggested Time Line

June/July

Review the names and personal data of the Guild members and their renewals.
Add the names and personal data of all new Guild members.
Review all the other pertinent information and make necessary corrections.

August

Prepare the information for printing.
Print the new Directory inserts.

September

Begin distributing the new Directory inserts at the September Guild meeting.

May

Attend the Notebook Turnover Meeting.
Submit notebook and four copies of the Directory Committee Annual Report  for the turnover.