WESTMINSTER HISTORICAL SOCIETY
BOARD AND COMMITTEE DESCRIPTIONS
BOARD OF DIRECTORS
The Board of Directors is elected by the membership of the Historical Society at its Annual Meeting each year. The
Nominating Committee presents a slate of board members, which will include five (5) officers and nine (9) at-large
members of the board at the Annual Meeting.
Duties of the Board
• create policies and provide advice and general oversight of the policies and welfare of the Society and its property
(ies).
• have full power and authority over the affairs of the Society
• approve the Society’s annual budget and pre-approve any unbudgeted expenditures.
• fill vacancies in the Board due to death, resignation, removal, disqualification, or otherwise, for the unexpired portion
of the term.
• hire paid staff as deemed necessary and oversee annual performance reviews.
• arrange for an annual examination of and a report on Society accounts and funds.
More information about Board responsibilities
• Members of the Board are expected to attend all Board meetings and perform tasks as agreed. Members of the Board
who miss more than 50% of the year’s Board meetings without a reasonable explanation may be removed upon
recommendation of the Nominating Committee and a two-thirds vote of the Board. Any officer or Board member appointed
by the Board may be removed by a two-thirds vote of the Board whenever in its judgment the best interest of the Society
would be served thereby.
• The Board will meet at least six (6) times a year. If there is a big project, such as the Upton School project, more
board meetings are likely, but there has rarely been more than one meeting a month. The time and day of the meetings is
established at the beginning of the term by the whole board and the new president.
OFFICERS of the BOARD
• Any Society member in good standing is eligible to serve as an officer. The officers will be elected at the Annual
Meeting of the Society and will take office immediately, to serve three-year terms, except for the President, President-Elect
and Vice President, who will serve one year in each office, or until their successors are elected or appointed.
• The President:
• is the chief executive officer of the Society.
• will in general supervise all the affairs of the Society.
• will preside at all meetings of the Society and the Board.
• is a non-voting member of all committees.
• appoints chairs of ad hoc committees.
• is the Society’s representative at functions or appoints a member to so act.
• may sign, with the secretary or any other officer authorized by the Board, any deeds, mortgages, bonds, contracts, or
other instruments which the Board has the authority to execute.
• conduct annual performance review of Administrative Assistant.
• The President-Elect will:
• serve in the absence or incapacity of the President.
• Chair the Nominating Committee
• Will serve as president the following year
• The Vice President will:
• be considered President-Elect the following year.
• work with committees when asked or needed in order to acquaint him/herself with all Society activities.
• The Treasurer will:
• keep accurate and current records.
• have charge and custody of and be responsible for all Society funds and securities.
• be responsible for the deposit of monies in the name of the Society in such banks, trust companies or other
depositories as are selected in accordance with the provisions of Article XII of these by-laws.
• furnish a written financial statement for Board meetings, membership meetings, and for the Annual Report of the
Society.
• ensure that all financial accounts of the Society are open to inspection by any and all Society members.
• be a member of the Finance Committee.
• oversee the duties of the Assistant Treasurer, who will:
- pay bills that are approved by the Committee Chairs and reviewed by theTreasurer.
- keep an accurate register of all bills paid.
- record the Annual Giving campaign results.
• The Recording Secretary will:
• record the minutes of the meetings of the membership and the Board in one or more books provided for such purpose.
• designate a recorder in his/her absence.
• prepare a list of board, staff, and committees each year.
• ensure that all meeting minutes of the Society are open to inspection by any and all Society members.
AT LARGE MEMBERS OF THE BOARD
• Any Society member in good standing is eligible to serve as an At-Large member of the Board.
• The first year, three members shall be elected to serve one-year terms; three shall be elected to serve two-year terms;
and three shall be elected to serve three-year terms. Thereafter, three persons each year shall be elected to serve three-year
terms each year at the Annual Meeting of the Society, and will take their positions on the Board immediately, and will serve
until their successors are elected or appointed.
• Each of the nine At-Large members of the Board will have a responsibility to be a liaison to at least one of the
committees of the Board. This will establish a communication among all the committees at the Board level.
STANDING COMMITTEES
Standing committees are committees that are always in place and active. All Committees shall prepare regular reports for
the Board, usually brief written reports that are submitted in the Board packet along with agendas for each meeting.
Committees usually prepare their own publicity for programs. They may request the Publications committee for assistance
in preparing posters, fliers, etc. for upcoming programs.
A. The Collections Committee shall consist of not less than 3 and not more than 5 members. Its role is to oversee
the acquisition, registration, and care of objects in the Society’s collections according to the professional standards
established by the American Association of State and Local History (AASLH) Code of Ethics, to the extent possible. This
committee normally meets quarterly.
1. Oversee the work of the Registrar and Curator.
2. Review the collections policy annually.
3. Conduct a review of the collections annually, and present recommendations to the Board as necessary.
4. Work with the Finance Committee to ensure the collections have adequate insurance coverage.
5. Publish a list of donors regularly in the newsletter.
B. The Education Committee shall consist of not less than 3 members. Its role is to oversee and coordinate all
research projects, outreach programs with schools and other organizations. This committee meets as needed.
1. Oversee the work of and conduct an annual review of the Genealogy Researcher.
2. Oversee the work of the Historian.
3. Assist subcommittees for education projects to ensure WHS goals are met and objectives for the activity are met.
4. Make recommendations about fees for education programs to the Board.
C. The Exhibits Committee shall consist of not less than 3 members. Its role is to oversee and coordinate exhibits on
and off-site. This committee meets as needed.
1. Consider the space that is needed for exhibits and make recommendations for long-term, temporary, and traveling
exhibits as needed.
2. Assist subcommittees for exhibits projects to ensure WHS goals are met and objectives for the activity are met.
3. Make recommendations about schedule of hours and admission fees to the Board.
D. The Finance Committee shall consist of not less than 3 and not more than 5 members. Its role is to ensure
financial stability of the Society and reduce financial risks to their assets. This committee normally meets quarterly.
1. Receive annual funding requests from committees and recommend an annual budget to the Board.
2. Create a balanced budget by identifying an amount to be raised through each area of income.
3. Oversee the work of the Treasurer and Assistant Treasurer.
4. Work with the committees to ensure that exhibits, programs, house and contents have adequate insurance coverage.
5. Oversee the timely and proper filing of all Town, State, and Federal forms.
6. Review all Society investments to maximize advantages and minimize risks, and make recommendations to the Board.
7. Manage the bank accounts and ensure that established guidelines are followed in the use of funds.
8. Review policies and procedures for dispensing funds and taking in income on an annual basis.
9. Arrange for an auditor to review the financial accounting on an annual basis.
E. The Gift Shop Committee shall consist of not less than 3 and not more than 5 members. Its role is to ensure that
the Gift Shop creates a stable source of income for the Society’s work. This committee meets as needed.
1. Review Gift Shop procedures on an annual basis.
2. Determine the best products to sell in the Shop, best profit margins, and marketing strategies.
3. Plan activities, which will focus attention on selling Gift Shop items. This has traditionally been the Christmas Open
House the first Saturday in December.
F. The Grounds Committee shall consist of not less than three members. Its role is to oversee the efficient and
regular maintenance of the Society house and grounds, and any additional sites the Society owns. This committee meets as
needed.
1. Conduct an annual review of the grounds and present recommendations to the Board for repair and maintenance as
necessary.
2. Seek bids for projects on the grounds, make recommendations to the Board, and arrange for the contracting of
persons for projects.
G. The House Committee shall consist of not less than three members. Its role is to oversee the efficient and regular
maintenance of the Society house, and any additional sites the Society owns. This committee meets as needed.
1. Oversee the work of the House Director and Housekeeper and conduct annual performance reviews.
2. Conduct an annual review of the house and present recommendations to the Board for repair and maintenance as
necessary.
3. Seek bids for repair projects, make recommendations to the Board, and arrange for the contracting of repairpersons
for projects.
H. The Membership Committee shall consist of not less than 3 and not more than 5 members. Its role is to oversee
membership, and volunteer development.
1. Plan and coordinate annual membership campaign. This is usually planned in August, since that is when
memberships end. Follow up measures are usually taken by December of each year.
2. Maintain up-to-date membership records, including mailing and home addresses.
3. Oversee the receipt of membership dues, their deposit into designated Society accounts, and provide reports to
Assistant Treasurer, Treasurer and Board.
4. Oversee the sending of thank-yous and acknowledgements.
I. The Program Committee shall consist of not less than 3 and not more than 5 members. Its role is to ensure that
monthly membership meetings have programs that fulfill the Society’s mission.
1. Arrange for speakers and/or programs for the Society’s monthly meetings. This is usually planned in July and the
summer in preparation for the year’s program calendar to be sent out with the newsletter to the town at the end of August.
2. Create a plan for refreshments and clean up afterwards for each meeting.
3. Present the thank-yous to the program deliverers.
4. Publicize programs well in advance of the actual date.
J. The Nominating Committee shall consist of not less than 3 and not more than 5 members. Its role is to ensure
that qualified persons have been nominated to fill each Board seat for the Annual Meeting. This Committee will also assist
with selecting members for committees. This committee will meet as needed.
1. Present a slate of Board members and officers at each Annual Meeting.
2. When a Board seat is vacated, recommend persons that the Board may appoint to fill the seat.
K. The Publications Committee shall consist of not less than 3 and not more than 5 members. Its role is to oversee
and coordinate the production of all printed materials for the Society. This committee meets as needed.
1. Ensure that newsletters, brochures, membership materials, etc. meet the goals and objectives of the Society.
2. Review and oversee the production of all newsletters, posters, flyers, brochures, etc. originating from the Society or
any of its committees.
3. Oversee and assist the Newsletter Editor.
L. The Resource Development Committee shall consist of not less than 3 members. Its role is to ensure that the
Society has sufficient funds to carry out its work. This committee meets
1. Oversee and coordinate Annual Giving, which is normally held every fall, and other fund raising campaigns for the
financial support of the Society.
2. Oversee a planned giving program.
3. Coordinate all grant writing efforts and other means of financial support.
M. The Scholarship Committee shall consist of not less than 3 and not more than 5 members. Its role is to identify
a qualified person to receive a scholarship at each of the three Westminster Schools each year in May.
1. Communicate with the Westminster Elementary School and the Overlook Middle School to determine the
Westminster students who excelled in history/social studies in the fifth and eighth grades.
2. Make arrangements to present the scholarships.
N The Veterans Committee shall consist of not less than three and not more than five persons. Its role is to keep a
list of all persons who have resided in Westminster at any time and have served in the military. This committee meets as
needed.
AD HOC COMMITTEES
Ad hoc committees are committees created for a single purpose and have an established beginning and ending date. They
may be appointed in such manner as designated by the Board by resolution adopted by a majority of the Board present at a
meeting at which a quorum is present or by the membership at a membership meeting. Each member of each committee
shall continue as such until the committee is terminated.
• One member of each committee shall be elected chairperson by the committee members unless a chair has been
appointed by the President.
• Vacancies in the membership of any committee may be filled in the same manner as the original appointment.
• Unless otherwise provided in the resolution of the Board designating the committee, a majority of the committee shall
constitute a quorum, and the act of a majority of the members present at a meeting at which a quorum is present shall be the
act of the committee.
• Each committee may adopt rules for its own government consistent with but not limited to these by-laws or with
rules adopted by the Board.
The projects which will need ad-hoc committees in the next few years are:
• Calendar Committee – prepare a community calendar each year for sale to the public. Choose a theme and photos
for each month and get community events listed on it.
• Flea Market – Usually held in September each year. Need help every night of the previous week setting up, all day
and night Friday the day before and all day Sat. the 16th. Any part of this time helping would be greatly appreciated. The
work on Sat. is usually in shifts, 8-12 and 12-4.
• Upton Building Committee – Oversee renovation of the Upton Building once we own it.
• Art Auction – Plan and produce an art auction to raise funds for a building renovation.
PERSONNEL
VOLUNTEER POSITIONS
• The Genealogy Researcher responds to requests for information about a family’s genealogy.
• The Curator is responsible for the care of the collections.
• The Historian is responsible for keeping news articles of all activities of the Society.
• The Registrar is responsible for the registration of all artifact donations to the collections.
• The Newsletter Editor edits all the materials given to him/her for publication in the Society’s newsletter.
• The Mailing Coordinator coordinates all the mailings sent out by the Society.
BOARD AND COMMITTEE DESCRIPTIONS
BOARD OF DIRECTORS
The Board of Directors is elected by the membership of the Historical Society at its Annual Meeting each year. The
Nominating Committee presents a slate of board members, which will include five (5) officers and nine (9) at-large
members of the board at the Annual Meeting.
Duties of the Board
• create policies and provide advice and general oversight of the policies and welfare of the Society and its property
(ies).
• have full power and authority over the affairs of the Society
• approve the Society’s annual budget and pre-approve any unbudgeted expenditures.
• fill vacancies in the Board due to death, resignation, removal, disqualification, or otherwise, for the unexpired portion
of the term.
• hire paid staff as deemed necessary and oversee annual performance reviews.
• arrange for an annual examination of and a report on Society accounts and funds.
More information about Board responsibilities
• Members of the Board are expected to attend all Board meetings and perform tasks as agreed. Members of the Board
who miss more than 50% of the year’s Board meetings without a reasonable explanation may be removed upon
recommendation of the Nominating Committee and a two-thirds vote of the Board. Any officer or Board member appointed
by the Board may be removed by a two-thirds vote of the Board whenever in its judgment the best interest of the Society
would be served thereby.
• The Board will meet at least six (6) times a year. If there is a big project, such as the Upton School project, more
board meetings are likely, but there has rarely been more than one meeting a month. The time and day of the meetings is
established at the beginning of the term by the whole board and the new president.
OFFICERS of the BOARD
• Any Society member in good standing is eligible to serve as an officer. The officers will be elected at the Annual
Meeting of the Society and will take office immediately, to serve three-year terms, except for the President, President-Elect
and Vice President, who will serve one year in each office, or until their successors are elected or appointed.
• The President:
• is the chief executive officer of the Society.
• will in general supervise all the affairs of the Society.
• will preside at all meetings of the Society and the Board.
• is a non-voting member of all committees.
• appoints chairs of ad hoc committees.
• is the Society’s representative at functions or appoints a member to so act.
• may sign, with the secretary or any other officer authorized by the Board, any deeds, mortgages, bonds, contracts, or
other instruments which the Board has the authority to execute.
• conduct annual performance review of Administrative Assistant.
• The President-Elect will:
• serve in the absence or incapacity of the President.
• Chair the Nominating Committee
• Will serve as president the following year
• The Vice President will:
• be considered President-Elect the following year.
• work with committees when asked or needed in order to acquaint him/herself with all Society activities.
• The Treasurer will:
• keep accurate and current records.
• have charge and custody of and be responsible for all Society funds and securities.
• be responsible for the deposit of monies in the name of the Society in such banks, trust companies or other
depositories as are selected in accordance with the provisions of Article XII of these by-laws.
• furnish a written financial statement for Board meetings, membership meetings, and for the Annual Report of the
Society.
• ensure that all financial accounts of the Society are open to inspection by any and all Society members.
• be a member of the Finance Committee.
• oversee the duties of the Assistant Treasurer, who will:
- pay bills that are approved by the Committee Chairs and reviewed by theTreasurer.
- keep an accurate register of all bills paid.
- record the Annual Giving campaign results.
• The Recording Secretary will:
• record the minutes of the meetings of the membership and the Board in one or more books provided for such purpose.
• designate a recorder in his/her absence.
• prepare a list of board, staff, and committees each year.
• ensure that all meeting minutes of the Society are open to inspection by any and all Society members.
AT LARGE MEMBERS OF THE BOARD
• Any Society member in good standing is eligible to serve as an At-Large member of the Board.
• The first year, three members shall be elected to serve one-year terms; three shall be elected to serve two-year terms;
and three shall be elected to serve three-year terms. Thereafter, three persons each year shall be elected to serve three-year
terms each year at the Annual Meeting of the Society, and will take their positions on the Board immediately, and will serve
until their successors are elected or appointed.
• Each of the nine At-Large members of the Board will have a responsibility to be a liaison to at least one of the
committees of the Board. This will establish a communication among all the committees at the Board level.
STANDING COMMITTEES
Standing committees are committees that are always in place and active. All Committees shall prepare regular reports for
the Board, usually brief written reports that are submitted in the Board packet along with agendas for each meeting.
Committees usually prepare their own publicity for programs. They may request the Publications committee for assistance
in preparing posters, fliers, etc. for upcoming programs.
A. The Collections Committee shall consist of not less than 3 and not more than 5 members. Its role is to oversee
the acquisition, registration, and care of objects in the Society’s collections according to the professional standards
established by the American Association of State and Local History (AASLH) Code of Ethics, to the extent possible. This
committee normally meets quarterly.
1. Oversee the work of the Registrar and Curator.
2. Review the collections policy annually.
3. Conduct a review of the collections annually, and present recommendations to the Board as necessary.
4. Work with the Finance Committee to ensure the collections have adequate insurance coverage.
5. Publish a list of donors regularly in the newsletter.
B. The Education Committee shall consist of not less than 3 members. Its role is to oversee and coordinate all
research projects, outreach programs with schools and other organizations. This committee meets as needed.
1. Oversee the work of and conduct an annual review of the Genealogy Researcher.
2. Oversee the work of the Historian.
3. Assist subcommittees for education projects to ensure WHS goals are met and objectives for the activity are met.
4. Make recommendations about fees for education programs to the Board.
C. The Exhibits Committee shall consist of not less than 3 members. Its role is to oversee and coordinate exhibits on
and off-site. This committee meets as needed.
1. Consider the space that is needed for exhibits and make recommendations for long-term, temporary, and traveling
exhibits as needed.
2. Assist subcommittees for exhibits projects to ensure WHS goals are met and objectives for the activity are met.
3. Make recommendations about schedule of hours and admission fees to the Board.
D. The Finance Committee shall consist of not less than 3 and not more than 5 members. Its role is to ensure
financial stability of the Society and reduce financial risks to their assets. This committee normally meets quarterly.
1. Receive annual funding requests from committees and recommend an annual budget to the Board.
2. Create a balanced budget by identifying an amount to be raised through each area of income.
3. Oversee the work of the Treasurer and Assistant Treasurer.
4. Work with the committees to ensure that exhibits, programs, house and contents have adequate insurance coverage.
5. Oversee the timely and proper filing of all Town, State, and Federal forms.
6. Review all Society investments to maximize advantages and minimize risks, and make recommendations to the Board.
7. Manage the bank accounts and ensure that established guidelines are followed in the use of funds.
8. Review policies and procedures for dispensing funds and taking in income on an annual basis.
9. Arrange for an auditor to review the financial accounting on an annual basis.
E. The Gift Shop Committee shall consist of not less than 3 and not more than 5 members. Its role is to ensure that
the Gift Shop creates a stable source of income for the Society’s work. This committee meets as needed.
1. Review Gift Shop procedures on an annual basis.
2. Determine the best products to sell in the Shop, best profit margins, and marketing strategies.
3. Plan activities, which will focus attention on selling Gift Shop items. This has traditionally been the Christmas Open
House the first Saturday in December.
F. The Grounds Committee shall consist of not less than three members. Its role is to oversee the efficient and
regular maintenance of the Society house and grounds, and any additional sites the Society owns. This committee meets as
needed.
1. Conduct an annual review of the grounds and present recommendations to the Board for repair and maintenance as
necessary.
2. Seek bids for projects on the grounds, make recommendations to the Board, and arrange for the contracting of
persons for projects.
G. The House Committee shall consist of not less than three members. Its role is to oversee the efficient and regular
maintenance of the Society house, and any additional sites the Society owns. This committee meets as needed.
1. Oversee the work of the House Director and Housekeeper and conduct annual performance reviews.
2. Conduct an annual review of the house and present recommendations to the Board for repair and maintenance as
necessary.
3. Seek bids for repair projects, make recommendations to the Board, and arrange for the contracting of repairpersons
for projects.
H. The Membership Committee shall consist of not less than 3 and not more than 5 members. Its role is to oversee
membership, and volunteer development.
1. Plan and coordinate annual membership campaign. This is usually planned in August, since that is when
memberships end. Follow up measures are usually taken by December of each year.
2. Maintain up-to-date membership records, including mailing and home addresses.
3. Oversee the receipt of membership dues, their deposit into designated Society accounts, and provide reports to
Assistant Treasurer, Treasurer and Board.
4. Oversee the sending of thank-yous and acknowledgements.
I. The Program Committee shall consist of not less than 3 and not more than 5 members. Its role is to ensure that
monthly membership meetings have programs that fulfill the Society’s mission.
1. Arrange for speakers and/or programs for the Society’s monthly meetings. This is usually planned in July and the
summer in preparation for the year’s program calendar to be sent out with the newsletter to the town at the end of August.
2. Create a plan for refreshments and clean up afterwards for each meeting.
3. Present the thank-yous to the program deliverers.
4. Publicize programs well in advance of the actual date.
J. The Nominating Committee shall consist of not less than 3 and not more than 5 members. Its role is to ensure
that qualified persons have been nominated to fill each Board seat for the Annual Meeting. This Committee will also assist
with selecting members for committees. This committee will meet as needed.
1. Present a slate of Board members and officers at each Annual Meeting.
2. When a Board seat is vacated, recommend persons that the Board may appoint to fill the seat.
K. The Publications Committee shall consist of not less than 3 and not more than 5 members. Its role is to oversee
and coordinate the production of all printed materials for the Society. This committee meets as needed.
1. Ensure that newsletters, brochures, membership materials, etc. meet the goals and objectives of the Society.
2. Review and oversee the production of all newsletters, posters, flyers, brochures, etc. originating from the Society or
any of its committees.
3. Oversee and assist the Newsletter Editor.
L. The Resource Development Committee shall consist of not less than 3 members. Its role is to ensure that the
Society has sufficient funds to carry out its work. This committee meets
1. Oversee and coordinate Annual Giving, which is normally held every fall, and other fund raising campaigns for the
financial support of the Society.
2. Oversee a planned giving program.
3. Coordinate all grant writing efforts and other means of financial support.
M. The Scholarship Committee shall consist of not less than 3 and not more than 5 members. Its role is to identify
a qualified person to receive a scholarship at each of the three Westminster Schools each year in May.
1. Communicate with the Westminster Elementary School and the Overlook Middle School to determine the
Westminster students who excelled in history/social studies in the fifth and eighth grades.
2. Make arrangements to present the scholarships.
N The Veterans Committee shall consist of not less than three and not more than five persons. Its role is to keep a
list of all persons who have resided in Westminster at any time and have served in the military. This committee meets as
needed.
AD HOC COMMITTEES
Ad hoc committees are committees created for a single purpose and have an established beginning and ending date. They
may be appointed in such manner as designated by the Board by resolution adopted by a majority of the Board present at a
meeting at which a quorum is present or by the membership at a membership meeting. Each member of each committee
shall continue as such until the committee is terminated.
• One member of each committee shall be elected chairperson by the committee members unless a chair has been
appointed by the President.
• Vacancies in the membership of any committee may be filled in the same manner as the original appointment.
• Unless otherwise provided in the resolution of the Board designating the committee, a majority of the committee shall
constitute a quorum, and the act of a majority of the members present at a meeting at which a quorum is present shall be the
act of the committee.
• Each committee may adopt rules for its own government consistent with but not limited to these by-laws or with
rules adopted by the Board.
The projects which will need ad-hoc committees in the next few years are:
• Calendar Committee – prepare a community calendar each year for sale to the public. Choose a theme and photos
for each month and get community events listed on it.
• Flea Market – Usually held in September each year. Need help every night of the previous week setting up, all day
and night Friday the day before and all day Sat. the 16th. Any part of this time helping would be greatly appreciated. The
work on Sat. is usually in shifts, 8-12 and 12-4.
• Upton Building Committee – Oversee renovation of the Upton Building once we own it.
• Art Auction – Plan and produce an art auction to raise funds for a building renovation.
PERSONNEL
VOLUNTEER POSITIONS
• The Genealogy Researcher responds to requests for information about a family’s genealogy.
• The Curator is responsible for the care of the collections.
• The Historian is responsible for keeping news articles of all activities of the Society.
• The Registrar is responsible for the registration of all artifact donations to the collections.
• The Newsletter Editor edits all the materials given to him/her for publication in the Society’s newsletter.
• The Mailing Coordinator coordinates all the mailings sent out by the Society.
