President Glendora Historical Society

Primary Function is to ensure that the Board of Directors and it's members are aware of and fulfill their governance responsibilities; comply with applicable laws and bylaws; conduct board business effectively and efficiently and accountable for their performance

Major Roles, Responsibilities and Tasks Role: Leadership Responsibilities: Provides strategic, operational and governance leadership Provides board development support for the Board as a whole as well as individual Board members including committee chairpersons as needed Oversee established committees Assigns task and delegates responsibilities to the Board committees and/or Directors as needed Establishes and/or proposes the establishment of Board committees as needed Expected to review and understand the organizations articles of incorporation and bylaws, policies and procedures, financial and legal situation, and strategic plan Tasks: Delegates specific duties to the Board and/or committees; however, the accountability for them remains with the President Intervenes if conflict of interest, confidentiality or other problematic issues arise Calls for executive board meeting when necessary Conducts new board orientation for new and returning Directors The President serves as an ex-offico member of committees specified in the bylaws Appointments by the President with the approval of the Board * * * * Nomination Committee Parliamentarian Curators Special Committees

Role:

Chair/Facilitator Responsibilities: Chairs the Board and General Meetings according to the accepted rules of order Tasks: Assures that the agenda is planned and distributed before the meeting. Encourage all members to participate in discussions Arrive at decisions in an orderly, timely and democratic manner Votes as prescribed in the bylaws

Role:

Spokesperson Responsibilities: The President ensures that the organization maintains a positive productive relationship with the community, city, media, donors and other organizations Tasks: Serves as the primary spokesman for the Society Reporting Board decisions and actions, in a timely manner to the members Speaks to the public on behalf of the organization and advocates for the cause Maintains visibility in the community

Role:

Visionary Planner Responsibilities: Initiates and Sustains an on going mission, core value and vision based on strategic planning and accountability process Tasks: Plans for the future/ conveys the vision Ensures that the organizations activities are in line with our mission and goal statements Ensures that structures and procedures are in place for effective recruitment, training and evaluation of Board members

Role:

Signing Officer Responsibilities: The President is normally designated by the Board of Directors and/or bylaws as the signing officer for certain documents Tasks: Sign all legal and government documents Sign all contracts (Vendors or others) Sign all applications Signer on all checking and savings accounts Approval of all expenditures

This is an elected position Member of the Executive Committee

Treasurer Glendora Historical Society Primary Function of the Treasurer is to receive and keep an accurate account of all monies paid to and disbursed from the Society. Major Roles, Responsibilities and Tasks Role: Cash Manager Responsibilities: Accounts Receivable Process Dues, Donations ands Rents Tasks: Collect from Castle donation Box any donations, tour donations and waivers. Pick up rents from the mail area Receive membership dues Collect donations from the Museum and the gift shop. Make bank deposits and post to General Ledger Responsibilities: Accounts Payable Process Disbursement of Funds Tasks: Write checks for reimbursements, bills, special projects & post Process and post electronic transfers for bills paid by the bank which is utilities, payroll and payroll taxes

Role:

Bookkeeper Responsibilities: Maintain Profit & Loss statements and Balance Sheet Tasks: Ensure all postings to the general ledger are correct and that classifications are identified correctly Maintain balance sheet accounts with schedules for Sales Tax, rental deposits, payroll taxes, prepaid Insurance, monthly accruals and property tax Reconcile bank statements monthly

GHS Duties

Receive processed payroll, prepare entries for posting Verify bank transfers to actual billings Produce and disseminate monthly Financials to the Board Process Year End Financials and work with CPA to file IRS and State taxes

Role:

Budget Coordinator Responsibilities: Prepare a balanced budget for the next year Tasks: Work with the Executive Board and all Committee's on their budget requests Prepare a proposed budget Meet with Finance Committee to prepare a final budget to be presented at the June Board meeting Monthly oversight of the budget v/s actuals

Role:

Government and Tax filings Responsibilities: Prepare and Submit all Official filings Tasks: Prepare County Assessor Welfare Exemption filing (for property tax exemption) due Feb. 15 Send out W-9's in Dec. Mail 1099's to vendors in Jan. Complete and process IRS 1096's in Feb Follow up with the payroll service to make sure the DE-9's and the 941's are sent quarterly and to get copies for our files. (Needed for Workers Comp. Audit in Oct.) Work with our CPA to get our IRS and State taxes sent in a timely manner Process the Secretary of State Statement of Information (SI-100) bi-annually unless Officers changed, then annually

GHS Duties

Role:

Insurance Coordinator Responsibilities: Work with our Insurance Brokers to Insure we have the adequate coverage and that we meet all deadlines for continued coverage Tasks: Review Directors & Officers Policy Review Liability Ins for Museum & Castle File Workers Comp. bi-yearly reports Prepare for Workers Comp. Audit Work on required Workers Comp. postings

Role:

Postmaster Responsibilities: Pick up and deliver all mail Tasks: Pick up mail at the Post Office Box Contact, deliver and notify the respective parties the mail that is addressed to them is available

This is an elected board position Member of the executive Committee

GHS Duties

Castle and Pharm Curator Glendora Historical Society Primary Function of the Castle and Pharm Curator is to preserve and protect the collections of the Glendora Historical Society housed on the Pharm property Major Roles, Responsibilities and Tasks Role: Leader Responsibilities: Recommend a plan for implementation of goals, set guidelines regarding the collections Tasks: Preserving and protecting the collection Storing, displaying and organizing individual items Cataloging the entire existing collection and new donations Evaluating and accepting appropriate donations of tangible items Assessing items for DE accessioning and disposal Set annual goals Role: Manager Responsibilities: See to the integration of the Past Perfect software Attend Board meetings Establish policies and Procedures Prepare a suggested budget Tasks: Monthly report to the Board & Year End report Monitor monthly budget expenditures Update policies & procedures as needed Review, audit entries into Past Perfect system Role: Volunteer Coordinator Responsibilities: Recruit, train, supervise and assign task to unpaid volunteers and interns Tasks: Evaluate the effectiveness of volunteers

Reassign volunteers when necessary Role: Outreach Responsibilities: Promote community interest in local history Tasks: Give presentations to local groups and organizations Develop brochures, pamphlets and press releases for the Publicity committee Cooperate/partner with local agencies Role: CCC Member Responsibilities: To ensure the Pharm/Castle maintains the mission, vision and values of the Society To maintain the property for all to enjoy Tasks: To use the CCC as a Curators advisory committee Notify CCC of any adverse site issues

This position will be appointed by the President , approved by the Board and elected by the membership as a director

Castle Education Committee Chairman Glendora Historical Society Primary Function is to instill the importance of visualizing a dream for the future by telling stories of Michael Ruble and his Castle to selected students of the alternative high school over a ten week period

Major Roles, Responsibilities and Tasks Role: Director Responsibilities: Coordinate with school principal all facets of the class, including guest speaker, students, venues, activities, materials attendance, etc. Tasks: Create class schedules Meet with guest speakers one week before class begins to evaluate and plan the following 10 weeks Remind speakers of their presentations one week ahead Order textbooks from our gift shop (Traversi's "One Mans Dream") Create notebooks for each student that includes class schedules, curriculum and reference material Make arrangements for transportation Devise an efficient method of recording attendance Use worksheets to fit in with reading assignments Determine whether to provide extra credit for community service Role: Communicator Responsibilities: Keep the participants and the community aware of the one going classes and their value Tasks: Provide regular reports to the Board and a year end report Contact Publicity Committee to submit news articles Communicate at every level GHS members, public, city officials, school board and tour participants

Director of Membership Glendora Historical Society Primary Function is to attract and maintain the Societies membership, to keep updated member information, maintain dues records and to Chair the Membership Committee Major Roles, Responsibilities and Tasks Role: Membership Responsibilities: New Members General membership Deliver the Societies Directory Bi-annually ( In November) Tasks: Receive new member applications Send welcome letter Pass " interested in" information to chosen committee Update membership information for directory Send dues reminders in June for yearly members Post new member information in the Newsletter Sept. send reminders of past due memberships Role: Member Recognition Responsibilities: Keep the Honor wall at the Museum updated Ensure the volunteer hours are being kept Tasks: Verify with the Treasurer for new Life members, Patrons or Benefactor members Get new inscriptions made and post on Honor Wall Update the Founders award Maintain a Honorary Member list.

Role:

Membership Committee Chairman Responsibilities: Plan and execute member activities and recruitment of new members Tasks: Promote member only activities ( Christmas at the Castle Tea) Plan field trips to local museums and historical sights Give Publicity notices to encourage the community to participate Plan social events so members can get to know each other and find common interest in volunteering.

Role:

Member Relations Responsibilities: Recruit Hospitality Committee Assign a volunteer for Sunshine

Tasks: Make sure the membership table and refreshment table are staffed for the general meetings Inform sunshine of needed get well, and condolance cards when necessary This is an elected board position

Gift Shop Coordinator Glendora Historical Society Primary Function is to provide the Society a dedicated platform for generating funds through our two physical gift shop locations

Major Roles, Responsibilities and Tasks Role: Operations Responsibilities: Maintain product quality levels conforming with the the Societies image, inventory, purchasing and merchandising

Tasks: Maintain records of purchased inventory and prices Maintains the inventory and does a physical inventory twice a year Works with the Treasurer on pricing strategies Plans sales promotions Sets displays and merchandises products for improving sales Keeps price list and sales records up to date Provide regular reports to the Treasurer and a year end report Contact Publicity Committee to submit news/sales articles

Role:

Outside Sales Representative Responsibilities: To oversee the gift shop area of any outside Society venue and to promote the postcard sales to local shopkeepers Assign tasks and delegate responsibilities to a Gift Shop Committee

Tasks: Prepare, deliver and return items to/from the venue Enlist volunteers to work the site Provide postcards to the local merchants for resale Keep resale numbers for State Board of Equalization