1. OFFICERS

The Officers collectively form the Executive Committee, which is empowered to make decisions as needed on behalf of the full Board and the organization. They are the President, Vice President, Secretary/Treasurer and Past President.

A. PRESIDENT

• Assumes the office at the end of the annual business meeting held in the odd number year and serves two years
• Must be an individual member of ALHFAM
• As principal executive officer shall in general supervise and control all ALHFAM business and affairs
• Presides at all membership and Board meetings, and sets the agenda for the meetings, including the annual business meeting
• Appoints committees usually between the annual meeting and the fall board meeting
• Co-signs legal documents
• Assigns tasks and coordinates projects with other Board members
• Receives and responds to internal and external correspondence; initiates relevant correspondence
• Is required to attend at least one meeting in each of ALHFAM’s regions during the Presidential term. The annual meeting is considered a regional visit to the host region. A travel stipend is included in each year’s budget
• Regions should defer registration fees for the President
• Is encouraged to travel to the Association of International Museums of Agriculture (AIMA) meeting if it occurs during hi/her term; attends the annual meeting of the American Association of Museums (AAM) and serves on and submits report to the Council of Affiliates; a travel stipend is included in each year’s budget
• Writes a letter of appreciation to each of the three (3) retiring Board members
• Performs other duties as prescribed by the Board
• Submits files of presidential correspondence and Committee reports to the ALHFAM archives upon completion of term.
• Receives the Presidential gavel at the Annual Business Meeting and passes it on to the next President

B. VICE PRESIDENT

• Is nominated from a list of present or former Board members by the nominating committee and is elected for a two-year term by a written ballot of the membership
• Must be an individual member of ALHFAM
• Assumes the office of Vice President at the end of the Annual Business meeting in the odd numbered year
• Assumes the office of President after serving the two-year term of Vice President
• Performs the duties of the President in his/her absence
• Chairs the Committee On Regional Networking (CORN) and solicits reports from the Regional Reps twice a year and presents the reports to the Board for review
• Sets the agenda for the CORN Committee meeting at the Annual Meeting
• Chairs the Nominating Committee and is responsible for notifying the candidates of the election so that the newly elected Board members can plan to attend the Board meeting preceding the Annual Meeting
• Attends the Annual Meeting of the American Association of State and Local History (AASLH) as well as the European Open Air Museum Association biennial meeting; a travel stipend will be provided in the annual budget
• Performs other duties as assigned by the President or Board

 C. SECRETARY/TREASURER

• Is nominated by the Nominating Committee and elected by written ballot by the membership and serves a two-year term and may serve successive terms
• Must be an individual member of ALHFAM
• Is responsible for all funds and securities of ALHFAM
• Receives all ALHFAM income and issues receipts when necessary
• Makes bank deposits
• Provides Board with detailed written quarterly financial reports
• Provides an annual financial report to the membership at the annual business meeting which is published in the Bulletin
• Keeps minutes at all Board meetings and the annual membership meeting
• Provides copies of the minutes to Board members and submits the approved minutes for listing on the ALHFAM website
• Maintains custody of appropriate corporate records and the corporate seal
• Upon Board approval, contracts with an independent CPA to conduct a financial review of the organization annually
• Upon Board approval contracts with an outside CPA to file the 1090 IRS form annually
• Maintains official membership list based on receipts of dues
• Works with the Vice President ie. the Chairman of the Nominating Committee to prepare the ballots for the election of Board members and officers and mails the ballots to members in a timely fashion
• Receives ballots and arranges for an independent tally of ballots
• Maintains records of elections and submits results to Vice President who in turn notifies the candidates of the results
• Serves on the Finance Committee and other committees as appointed by the President or Board
• Submits an annual report and reviews report with the Audit Committee once a year
• Annually forwards business files containing minutes, reports, financial reports, and correspondence to the ALHFAM archives
• Maintains and updates regional membership lists and forwards information to the Regional Reps and Regional membership chairs (Regional SPAM chairs)

D. PAST PRESIDENT

• Remains on the Board for two additional years following his/her Presidency to provide organizational experience, perspective and continuity
• Must be an individual member of ALHFAM
• Chairs the archive committee
• Performs duties assigned by the President or Board
• Delivers the Past President’s address at the Presidential Banquet at the Annual Meeting the year after relinquishing the office of President

 2. BOARD MEMBERS

• There are nine (9) Board members, each serving a three (3) year term
• Perspective Board members are selected by the nominating committee and are elected by the membership by written ballot
• Newly elected Board members are asked to attend the Board meeting held at the annual meeting, but are not entitled to vote until the annual business meeting
• Each Board member is expected to serve on two or more committees; committee assignments are made by the President
• If a Board member is the Chairman of a Committee, he/she is expected to submit a report to the Board
• Members who miss two consecutive or three total Board meetings may be removed from the Board by determination of the Executive Committee
• The Board may appoint replacements for Board members
• Board members must be individual members of ALHFAM (as opposed to being part of an institutional member)

3. ADMINISTRATIVE COMMITTEES

A. COMMITTEE ON REGIONAL NETWORKING (CORN)

• Is chaired by the Vice President
• Facilitates and coordinates communication and activities among the ALHFAM regions
• Meets at the annual meeting
• Consists of the Regional Reps and Regional membership (SPAM) chairs
• The Regions are identified (as of 2008)

New England (ME,VT,NH,MA,CT, & RI)

Middle Atlantic (NJ,NY,PA,DE,MD, & DC)

Southeast (VA,WV,TN,SC,NC,GA,KY,AL,MS,AR,FL & LA)

Midwest (OH,MI,IN,IL,IA,MO,WI, & MN)

Mountain Plains (KS,OK,TX,NE,NM,CO,UT,SD,ND,WY,MT, & ID)

Western (AZ,CA,NV,OR,WA,AK, & HI)

Atlantic Canada (NS,NF,NB, & PEI)

Canada (generally central provinces)

Western Canada

• New Regions or changes in regional delineation may be recognized by the ALHFAM Board by a written request submitted to the Chair of the Committee which will be presented to the Board for discussion and approval
• The Committee Chair may facilitate the election or selection of the Regional Representatives
• Each Region is entitled to a stipend of $250 annually for regional business as needed; funds must be requested through the Committee Chair; these funds may be used for postage and production of regional newsletters or programming for regional meetings, but may not be used for travel expenses.
• Regions are encouraged to organize and promote their interests through meetings, workshops and seminars, conferences, newsletters, publications or any communication or networking within the framework of ALHFAM’s mission and bylaws.
• Regions must maintain bank accounts with the ALHFAM treasurer as a co-signer in the event of a sudden change in regional leadership
• Regional affairs are to be conducted with the understanding that the national organization (ALHFAM) and the Board are liable for the actions of the regions

 Duties and Responsibilities of the (CORN) Committee Chair

• The Vice President serves as Committee Chair
• Schedules a meeting of all regional representatives at the Annual Meeting and sets the agenda
• Oversees and helps coordinate efforts of Regional Representatives
• Initiates communication with all Regional Representatives and solicits a regional report prior to the two annual Board meetings which includes membership and financial information
• Approves funding requests for Regional stipends and makes these requests known to the Treasurer
• Prepares and delivers reports of Regional activities and concerns to the Board and is able to supply Regional information to the President and Secretary/treasurer when necessary
• Maintains file of regional activities and newsletters and transfers these files to his/her successor

 Duties and Responsibilities of Regional Representatives

• Oversees and coordinates regional communications and activities including regional meetings
• Reports regional activities to Committee Chair twice a year for inclusion in Chair’s report to the Board
• Appoints a membership (SPAM) chair for the region
• Joins with the regional membership chair in welcoming new members to the region with a letter or phone call; lists of new members are given to the Regional Rep by the Secretary/Treasurer
• Keeps detailed records of activity of the region; maintains financial records, canceled checks and minutes of official meetings
• Upon the change in regional leadership, all files are to be transferred to the new regional representative; in the event of a delay in this process, all files are to be sent to the Chairman of Regional Networking (the Vice President)
• Should plan to attend the Annual Meeting or send a representative to the meeting of the Committee of Regional Networking (CORN)
• Regions are encouraged to use their funds to supply fellowships for regional members to attend annual and regional meetings. The regional representative should solicit perspective fellowship winners. The award of fellowships has to be coordinated with the Fellowship Committee and the Secretary/Treasurer.
• Is an individual member of ALHFAM (rather than included on an institutional membership)

 B. NOMINATING COMMITTEE

• Is chaired by the Vice President
• Is comprised of a past president and three members elected from the membership; elected members serve a three year term; the terms are staggered
• Is responsible for identifying ALFHAM members whose abilities distinguish them for potential service to ALHFAM through service on the Board and the Nominating Committee
• Each year selects a slate of four (4) to six (6) nominees to fill three (3) vacant positions on the Board and submits this slate to the Board at the fall Board meeting; the Chair of the Nominating solicits profile information about each nominee and submits that information to the Secretary/Treasurer for the preparation of the ballots
• Every other year, the Nominating Committee selects a slate for the position of Vice President and submits its recommendation to the Board at the fall Board meeting in the even numbered year.
• Every year, the Nominating Committee selects a slate from the membership for the open position on the Nominating Committee and submits its recommendation to the Board at the fall Board meeting
• The Nominating Committee selects a slate for the election of Secretary/Treasurer every 2 years and submits its recommendations to the Board at the fall Board meeting
• The Nominating Chairman announces the winners of the election via the website and the Bulletin as soon as the ballots are counted and validated
• Copies of the ballot should be submitted to the ALHFAM archives
• The Nominating Committee retains a list of potential Board members

 C. FUTURE SITES/CONFERENCE SUPPORT COMMITTEE

• Is charged with finding appropriate annual meeting locations with the intent to have at least a three-year schedule
• Is comprised of a 3rd, 2nd, 1st year Board member and the Past President as an Ex Officio member. Members serving on this committee serve their entire Board tenure
• The chair of this committee is either a 2nd or 3rd year Board member
• Explores possible annual meeting sites keeping in mind regional variation, resources, and people available to serve as chair, program and local arrangements
• Receives solicited and unsolicited invitations from potential hosting institutions
• Chair presents possible site invitations at fall meeting for discussion
• Chair presents final report with written invitation from host site at annual meeting for approval by the membership at the Business Meeting
• Chair notifies all institutions submitting invitations of the acceptance or rejection of their invitations
• The committee needs to take into consideration the rotation of the annual meeting, from region to region.
• Keeps and reviews the Conference Planner, making sure that it is up to date

 D. PUBLICATIONS COMMITTEE

• Guides all ALFHAM publications, including the Bulletin, the Proceedings, Web-site,
• The Chair is appointed by the President and may serve an indefinite time
• The Chair recommends two additional members to the President and they serve overlapping two-year terms
• Hires and supervises the Bulletin editor and Web Master
• Submits reports for each of the two Board meetings
• Advises and makes arrangements for the Proceedings of the Annual Meeting
• Reserves the right to review all publications (including web site)
• Major decisions concerning publications/web site are governed by the Board
• Is aware of budgetary restrictions set by the Board

 E. MEMBERSHIP (Services Provided for ALHFAM Members – SPAM)

• The Chair and one other Board member is appointed by the President
• Each Region is to identify a regional membership coordinator who serves on the committee
• The Secretary/Treasurer is a member of this committee
• Develops and maintains a membership recruitment program
• Is present obvious at the new-comers reception at the Annual Meeting
• Coordinates membership recruitment at regional meetings

 F. FELLOWSHIP COMMITTEE

• Members include a 1st, 2nd and 3rd year Board members. Once appointed to this committee members remain for the entire tenure of Board service
• Chair is usually the 3rd year Board member
• Administers a selective program that provides financial support (a fellowship) for registration fees for the Annual Meeting to members
• Solicits and retains information from the regions concerning the availability of regional funds for fellowships
• Informs potential recipients that they need to submit a proposal for a session at the Annual Meeting or submit a paper, suitable for publication in the Bulletin, with a minimum of 500 words
• Maintains a record of winning fellowship awards and communicates needed information to the Secretary/Treasurer
• Submits names of fellowship recipients that have written articles for the Bulletin to the editor of the Bulletin
• Notifies the winning recipients in time for them to register for the Annual Meeting; also notifies those who did not receive the award
• Does follow up on papers and session proposals
• Includes a subcommittee that solicits and chooses a nomination for the Schlebecker Award * which may or may not be awarded annually

i. Is appointed by the President and is comprised of two Board members and a recent recipient of the Schlebecker Award.*
ii. Is responsible for posting information and criteria for the Schlebecker Award in Regional newsletters, the Bulletin and on the Website
iii. Receives and reviews nominations and makes recommendations to the Board for their approval
iv. Makes sure that an article in the Bulletin features the recipients of any awards given
v. May establish, with Board approval, other awards

 *The Schelbecker Award was established in 1988 to honor Dr. John T. Schlebecker, renowned agricultural historian and a driving force behind the establishment of ALHFAM. This lifetime award is intended to recognize individuals within the organization who have made outstanding contributions to the growth and development of ALHFAM. The award is not necessarily given each year. It is not to be presented to a sitting Board member. The award is presented during the annual meeting, usually at the Presidential Banquet. The recipient must be notified in a timely manner to allow him/her to make arrangements to attend the Annual Meeting. The Schlebecker Certificates are passed from President to President. The award my be presented by the President or a person who nominated the recipient

 G. FINANCE COMMITTEE

• Is comprised of the President, Vice President, Secretary/Treasurer and two additional Board members appointed by the President
• Prepares the annual budget with the Secretary/Treasurer and presents the annual budget to the Board for their approval at the Fall ? Meeting
• Reviews investment strategies
• Solicits competitive bids for insurance and makes recommendations to the Board

 H. AUDIT COMMITTEE

• Is chaired by a Board member appointed by the President
• Other members are usually non Board members and are appointed by the President
• Reviews the annual financial records, investment accounts and bank records with the Secretary/Treasurer and submits report to the Board once a year

I. MEMORABILIA COMMITTEE

• Collects and stores shirts, hats, incidentals and totes from Annual and Regional Meeting
• Submits a report at the Annual Meeting

 J. ARCHIVES COMMITTEE

• Is chaired by the Past President
• Maintains contact with the archive repository at Old Sturbridge Village (2008)

 PROFESSIONAL INTEREST (COMMITTEES) Groups (PIG)

• Are initiated through membership interest
• Are established with the approval of the Board
• Submit reports to the President before each Board Meeting
• Hold meetings at the Annual Meeting
• Are encouraged to organize sessions and workshops at the Annual Meeting
• Are encouraged to solicit articles for the Bulletin
• Are eligible for a $250 annual stipend to conduct business

 AD HOC COMMITTEES

•  Are “temporary” committees with a designated term of existence and are established by the Board or the President with Board approval
• Include the conference committees. Conference committees are encouraged to follow the ALHFAM Conference Guide
• Submit reports to the Board
• Maintain minutes of records of their meetings