Directory Committee

The Directory Committee is responsible for the availability and access to the Heard Museum Guild membership and Las Guias rosters and their updates. The Chair of the Directory Committee is appointed by the Guild President with the assistance of Membership Services Coordinator. The Chair, in turn, may recruit several volunteers to assist. The Chair coordinates closely with the Membership Committee and the Guild Webmaster.

Directory Committee 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.
  • Acknowledges, by thank you note or other means, appreciation for the work done by the volunteers.
  • Sets up meetings and make 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 file in the Museum Library and Archives. Also, a copy of the report in MSWord is e-mailed to for posting on the secure section of the Guild website.


  • Submit a budget to the Guild Treasurer as necessary.
  • Consult with the Membership Committee Chair and the Webmaster to determine what printed materials from the websites (rosters, Policies, etc.) should be made available at general Guild meetings and in what quantity.
  • Assist at the Membership Committee table at general Guild meetings to help members to access website information and to provide printed copies of requested materials.
  • Consult with the Education Coordinator and the Fall Tune-up Committee Chair to determine what printed materials from the websites (Rosters, Program rules, etc.) should be made available at the Fall Tune-up for Las Guias and in what quantity.

Time Line


  • Make requested materials (rosters, etc.) available in printed form as needed.


  • Review website description of committee work.. 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