Library & Archives Committee

The Library & Archives Chair works under the direction of the Heard Museum’s Billie Jane Baguley Library & Archives staff to assist in the many tasks necessary for a fully functioning library. Library volunteers work on a variety of tasks and projects under the direction of the Library staff, and tasks and schedules vary for each library volunteer. The Library & Archives Chair is appointed by the Guild’s Museum Services Coordinator with the assistance of Library staff. The Chair serves as a liaison between the Library & Archives staff and the Guild’s Museum Services Coordinator. The Chair also recruits library volunteers, who work under the direction of the Library staff.

Library & Archives Chair

  • Reports progress and problems to the Museum Services Coordinator and attends all meetings scheduled by the Coordinator.
  • Acknowledges, by thank you note, email, phone, or other means, appreciation for the work done by the volunteers.
  • At the end of the year reviews the content of the public section of the Guild website to determine the accuracy and currency of the information pertaining to the work and job description of the Library & Archives Chair. Sends necessary changes to the Museum Services Coordinator.
  • Submits monthly and annual reports to the Museum Services Coordinator.


  • Consult regularly with the Library & Archives staff about information to share with the Museum Services Coordinator.
  • Consult with the Museum Services Coordinator who is a liaison between the Guild Board and Library & Archives Chair.
  • Prepare a monthly report for the Museum Services Coordinator, including information about the activities of the Library & Archives, and any questions or issues that need to go to the Board.
  • Prepare an Annual Report for the Museum Services Coordinator.
  • Recruit library volunteers at the annual Job Fair in October and as needed.
  • Coordinate the volunteers who provide refreshments for an assigned monthly Guild meeting.
  • Maintain volunteer sign-in sheets and provide the Library & Archives staff with total monthly volunteer hours.

Time Line


  • Submit a budget to the Museum Services Coordinator on request.

September through April

  • Submit a monthly report of Library & Archive news and/or issues to the Museum Services Coordinator.
  • Recruit volunteers for the Library & Archives as needed.


  • Participate in the Guild Job Fair to recruit new Library & Archives volunteers.


  • Review website job description of Library & Archives Chair, and send changes to the Museum Services Coordinator.

The Heard Museum Guild Board encourages innovation and process improvement, but new initiatives and/or different approaches, activities, or actions must be discussed with the assigned Coordinator and/or Guild Executive Committee and, if necessary, approved by the Guild Board and/or Museum.


Rev. 2/2017