The Museum Shop Committee is responsible for recruiting, training, and scheduling volunteers to work with the paid staff in the Heard Museum Shop and book shop, Books & More. There is no set requirement for the number of members on the Committee, but each member should have a specific role and/or area of responsibility. Preferably, Committee members should have a minimum of one year of experience working in the shop, prior to serving on the Committee, however, the Museum Services Coordinator may waive this requirement. The frequency of Committee meetings is determined by the Museum Services Coordinator. The Shop Operations Manager and Director of Retail Sales are invited to attend meetings in an advisory capacity.
Committee Roles and Responsibilities as of July 2018
Museum Shop Committee Chair:
The Museum Services Coordinator may choose to select a Chair, may assume the role themselves, or may chose to manage Committee meetings and assign others to perform some of the Chair responsibilities. If a Chair is selected, the decision should be made in collaboration with the Shop Operations Manager and/or the Guild President.
- Must be a member of the Museum and a member of the Guild.
- Reports progress and issues to the Museum Services Coordinator and attends all meetings scheduled by the Coordinator.
- Make room reservations for Committee meetings. This may be designated to another volunteer.
- At the end of the year, reviews the content of the public section of the Guild website pertaining to the work of the committee to determine the accuracy and currency of the information. Sends necessary changes to the Museum Services Coordinator.
- At the end of the year, reviews the committee job description posted on the Guild website. Sends necessary changes to the Museum Services Coordinator.
- Submits monthly and annual reports to the Museum Services Coordinator.
- In collaboration with shop management, selects the Shop Volunteer of the Year.
Scheduling:
- Must be a member of the Museum and a member of the Guild.
- Ensures that volunteers are scheduled for shifts as required by Shop management.
- Attends Committee meetings and reports monthly, or as necessary, on scheduling needs.
- Works directly with the new volunteer trainer to make sure new volunteers are placed in open shifts.
New Volunteer Training:
- Must be a member of the Museum and a member of the Guild.
- Attends Committee meetings and reports on new volunteer data.
- Arranges for, or conducts training for, new volunteers.
- Recruits new volunteers through announcements in Guild and Museum online publications, email announcements, and social media communication.
- Is present (or secures a replacement) at the monthly Guild meetings in order to recruit new volunteers.
- Communicates with the Scheduling chair to ensure new volunteers are placed on the Shop volunteer master schedule.
Continuing Education:
- Must be a member of the Museum and a Guild member.
- Works with Committee members and Shop management in the assessment of volunteer training needs.
- Attends Committee meetings and reports on continuing education plans for Shop volunteers.
- Schedules two annual Shop volunteer continuing education opportunities. Plans the content of the two training events (with Shop Board and the Coordinator’s approval).
- Secures the room location for training events.
- Sends announcements of continuing education events by e-mail to Shop volunteers and posts the training events notices in the Shop.
Artist of the Month Editor:
- Must be a member of the Museum and the Guild.
- Attends Shop Committee meetings.
- Selects the subject for “Artist of the Month” in collaboration with Shop management.
- Writes a brief article with accompanying images, and sends to communication@heardguild.com for publication in Happening Now.
Docent Liaison:
- Must be a member of the Museum and the Guild.
- Attends Shop Committee meetings.
- Arranges docent led talks on current or upcoming museum exhibits.
- Collaborates with Committee member responsible for Continuing Education.
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 6/2018, Dowers
