Membership Committee

The Heard Guild Membership Committee solicits, accepts, and processes the Guild memberships. In addition, the Committee, in conjunction with the Technology Committee, compiles and maintains a complete, accurate and up-to-date record of Guild memberships.

The several classifications of Guild membership include:

  • Active members whose dues are current and who actively participate in the activities of the Guild.
  • Associate members whose dues are current and who may, but are not obligated to, participate in the activities of the Guild.
  • Life members who have paid the amount designated and who may, but are not obligated to, participate in all the activities of the Guild.
  • Honorary membership is conferred for life by the Board of Directors in recognition of distinguished service in the Guild.
  • Complimentary membership may be conferred by the Board of Directors for a period of one year.

Membership Committee Chair

The Membership Committee Chair is appointed by the Guild President with assistance from the Membership Services Coordinator. The Chair then recruits other Guild members to serve on the Committee. The Chair:

  • Reports progress and problems to the Membership Coordinator and attends all meetings scheduled by the Coordinator
  • Invites the Coordinator to all committee meetings. The Coordinator will attend whenever possible.
  • Works closely with the Technology Committee person assigned to maintain the Membership Information computer service.
  • Acknowledges by thank you note or other means, appreciation for the work done by the volunteers.
  • Sets up meetings and makes all arrangements necessary with the Museum Events Coordinator.
  • Reviews the content of the public section of the Guild website to determine the accuracy and currency of the information pertaining to the work of the committee. Sends necessary changes to
  • At the end of the year, reviews the committee job description posted on the Guild website and in the Committee Notebook. They should both be the same. Makes any necessary changes and sends to the President Elect and to
  • Attends the Notebook Turnover Meeting in the late Spring and submits in quadruplicate the annual Committee Report using the Sample Committee Report as a guide. These reports will be distributed to the incoming Committee Chair, the Coordinator, and the President and one copy will be filed in the Museum Library and Archives. Also, a copy of the report in MSWord is e-mailed to for posting on the Guild website.


  • Prepare and submit a budget to the Guild Treasurer.
  • Promote Guild Membership through brochures, mailings, informational announcements, word-of-mouth advertising or other means.
  • Process membership applications and fees.
  • Accept new membership applications and fees.
  • Order name tags for new members and replacements.
  • Record new member information.
  • Remit funds received to the Guild Treasurer.
  • Much of the above processing is now done electronically in conjunction with the Technology Committee and the Membership Information program service.
  • Coordinate with the Membership Communications Committee to welcome new members.
  • Mail letter of welcome to each new member.
  • Order name tags for those who request them.
  • Maintain membership records. The Committee, through the Membership Information program and the assigned Technology Committee person, is responsible for maintaining accurate records on each Guild member. Each record should include member’s name, spouse’s name (if applicable), mailing address, e-mail address (if applicable) phone number, FAX (if applicable), type of membership, date paid, and other information as directed. These records become the official Guild membership roster which is maintained, and updated as needed, by the Technology Committee person at the direction of the Membership Committee. Give all new information on members and new member information to the Web Master who updates the on-line Directory. New member information is given to the Museum Membership Coordinator.
  • Mail renewal notices and bills. The Committee mails membership renewal notices and bills members for their dues. The renewal information is used to update the membership records and the funds received are sent to the Guild Treasurer.
  • Plan and conduct other membership events as directed by the Membership Services Coordinator.
  • Coordinate with the Guild Directory Chair. As caretaker of the membership records, the Membership Committee assists in the development and distribution of any printed membership rosters. In addition, the Committee shares relevant information with the Membership Communications, Data Processing, Fair Placement Committees as well as the Museum Membership Coordinator.

Time Line


  • Submit a budget to the Guild Treasurer when requested.


  • Distribute printed membership rosters and other relevant materials to those without computer access.

September – March

  • Promote Guild membership.
  • Process new memberships.
  • Update member records as necessary.


  • E-mail or mail renewal notices and bills to members the last week in April.
  • Review website description of committee work and send changes to Make sure job descriptions are the same in the notebook and website. Send changes to the President Elect and to
  • Attend the Notebook Turnover Meeting and submit notebook and copies of the Committee’s annual report. E-mail report in MSWord to the Guild Webmaster.

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 5/03/2011