Volunteer Council By-Laws

 

 

 

 

 

PASADENA MUSEUM OF HISTORY

 

VOLUNTEER COUNCIL BYLAWS

 

 

Revised March 2012

Revised and Approved February 2017 by the Volunteer Council

 

 


 

PASADENA MUSEUM OF HISTORY

VOLUNTEER COUNCIL BYLAWS

 

NAME

 

The name of this organization shall be the Pasadena Museum of History Volunteer Council. Pasadena Museum of History will be referred to throughout as PMH.

 

MISSION STATEMENT

 

The purpose of the Volunteer Council shall be to serve as a coordinating body which will support and promote the activities of all persons who contribute volunteer services to Pasadena Museum of History.  The Council is committed to achieving diversity and excellence among the volunteers.

 

STRUCTURE

 

The governing body of the Volunteer Council shall be known as the Volunteer Executive Committee (VEC), comprised of the Chair, Vice-Chair, Secretary, Treasurer, Immediate Past Chair, and representatives of the various service areas under the umbrella of the Executive Committee.  The Committee will work directly with PMH’s Staff Volunteer Manager to serve PMH in a timely, efficient manner.  The Volunteer Chair, Vice-Chair, Secretary, and Treasurer shall be elected to serve their respective terms in an open election held every other year during the designated annual meeting.  The Volunteer Chair shall be the Volunteer Committee’s representative on the Museum’s Board of Trustees, as well as serve as a member of the Executive Council on the Board of Trustees.  All VEC members have Executive voting rights. 

 

MEMBERSHIP REQUIREMENTS

 

Any person providing volunteer service to the Museum in any of the agreed upon components with an annual minimum number of 50 hours becomes an active member of the Volunteer Council.

  1. A volunteer of fifty hours or more will maintain membership in PMH.
  2. With proper notice to all members, additional fees for training may be required.
  • All volunteers, members or not, should be dressed appropriately for the specific job responsibility.
  1. Name tags must be worn in the Museum at all times.
  2. Attendance at meetings of the Council does not substitute for any service requirement as may be designated by a specific service area.
  3. A leave of absence up to six months may be granted upon application in writing to the VEC.

 

CLASSES OF VOLUNTEER COUNCIL MEMBERSHIP

 

  1. PROVISIONAL MEMBERSHIP
  2. After attending a Volunteer Information Session and turning in an application, new volunteers will be designated as Provisional Members in the Volunteer Council.
  3. Provisional members shall be required to complete training as prescribed by the designated service area(s).
  4. The usual duration of this provisional status is six months and completion of 25 hours, unless otherwise stated.
  5. Upon completion of the above requirements, a provisional member shall be interviewed for

active membership.

  1. Provisional members shall be eligible to vote, but shall not be eligible to hold office or serve

on the VEC.

  1. Provisional members are invited to attend monthly Volunteer Council Meetings and programs.
  2. Provisional members are entitled to a discount at PMH Member rate, discount in the Museum store, and other benefits.

 

  1. ACTIVE MEMBERSHIP
  2. Active members must adhere to the minimum service hour requirements of 50 hours annually. Some service areas may require additional hours.
  3. Conferred upon completion of designated training and service hours required by the specific service area.
  4. Active members are strongly encouraged to attend monthly Volunteer Council meetings.
  5. Active members are required to attend all designated specific service area meetings.
  6. Active members are entitled to a discount at PMH Membership rate, discount in the Museum store, and other benefits.
  7. Volunteering in more than one service area does not diminish the service requirements in the additional areas.
  8. Active members shall be eligible to vote, hold office, and serve on the VEC.

 

III. ASSOCIATE MEMBERSHIP

  1. After completion of a minimum of five years of active membership, one can request a change of status upon written notice to the VEC.
  2. Associate members must adhere to the minimum sustaining service hour requirements of 25 hours annually.
  3. Associate members receive the discounted volunteer PMH Membership rate and discount in the Museum store, but shall not be eligible to vote or hold elected office on the VEC.
  4. Associate members may request to change back to Active Membership by written notice to the VEC.

 

  1. HONORARY MEMBERSHIP
  2. When appropriate, the Volunteer Council may elect to Honorary Membership those individuals who have made special contributions.
  3. Honorary members have no service or financial obligations.
  4. Honorary members are not eligible to vote or hold office.

 

MEETINGS

 

  1. Volunteer Council
  2. Regular meetings of the Council shall be held on the first Saturday of the month unless otherwise posted.
  3. Additional meetings may be called at the discretion of the VEC.
  4. A quorum, determined by half of the average general membership attendance, must be present for any voting procedures.

 

  1. VEC
  2. Regular meetings of the Committee shall be held once a month, prior to the general Volunteer Council Meetings.
  3. Additional meetings may be called by the Chair as needed or as requested by a committee member.

 

OFFICERS & POSITIONS

 

  1. Officers
  2. Chair
  3. Vice-Chair
  4. Secretary
  5. Treasurer
  6. Immediate Past Chair
  7. Volunteer Executive Council Positions (appointed by Chair)
  8. Docent Chair
  9. Adult Docent Coordinator
  10. Library and Archives Liaison
  11. Exhibit Host Coordinator
  12. Food Chair
  13. Speakers and Enrichment Coordinator
  14. Speakers’ Bureau Coordinator
  15. Research Coordinator
  16. Field Trip Coordinator
  17. Special Tours Coordinator
  18. Training Coordinator
  19. Student Programs Liaison
  20. Book Club Coordinator
  21. Textile Arts Liaison

 

DUTIES OF OFFICERS

  1. Chair
  2. Shall be the official representative of the Volunteer Council.
  3. Shall preside over meetings and coordinate the work and goals of the Council.
  4. Shall work closely with the staff Volunteer Coordinator to facilitate the workings of the Council.
  5. Shall appoint all other necessary Council positions.
  6. Shall be an ex-officio member of all volunteer committees with the exception of the Nominating Committee.
  7. Shall represent the Volunteer Council on the Board of Trustees.
  8. Shall be a member of the Executive Council of the Board of Trustees.
  9. Shall attend all VEC meetings.
  10. Shall attend monthly Volunteer Council meetings.

 

  1. Vice-Chair
  2. Shall attend all VEC meetings.
  3. Shall attend monthly Volunteer Council meetings.
  4. Shall assume the duties of the Chair as necessary.

 

III. Secretary

  1. Shall be responsible for keeping minutes of the VEC meetings and distributing to the Board members.

 

  1. Treasurer
  2. Shall be responsible for reporting on and monitoring the funds of the Volunteer Council.

 

  1. Immediate Past Chair
  2. Shall serve for one year following transition to advise and facilitate the transition.

 

 

NOMINATIONS, ELECTIONS, AND TERMS OF OFFICE

 

  1. The Chair, with the approval of the VEC, selects three members of the Nominating Committee.
  2. The Nominating Committee shall submit its recommendations for the elected officers. The names of these individuals shall be presented to the membership prior to the election.
  • Nominations will be accepted prior to the designated meetings, if prior consent of the nominee has been obtained.
  1. Voting for these officers shall take place at the designated meeting of the Volunteer Council, when a quorum is present (a quorum, determined by half of the average general membership attendance, must be present for any voting procedures). The vote will be based upon a simple majority of those present and entitled to vote.
  2. Officers are elected for a term of two years, with the option to continue serving upon the consent of the VEC. The term of office shall begin and end at the time of the designated meeting.  Vacancies shall be filled by the Chair with the approval of the VEC.

 

FINANCIAL ADMINISTRATION

 

Unless the Museum’s fiscal year changes, the fiscal year shall be from January 1 of any given year through December 31 of the same year.  The Volunteer Council’s fiscal year shall adhere to the Museum’s fiscal year.

 

AMENDMENTS

 

  1. The Bylaws may be amended by the vote of a simple majority at a meeting of the volunteer council.  Notice of the proposed change in the Bylaws will be communicated to each voting member at least five working days prior to the date of the meetings.
  2. Any correction of these Bylaws which does not alter the intent may be made by the VEC. Such corrections are for the sake of clarity and shall not be considered as amendments of the Bylaws.
  • Robert’s Rules of Order, Revised shall be parliamentary authority for matters of procedure not specifically covered by the Bylaws or otherwise stated.