Committees

APHNYS Committees and Sub-Committees

2016

Advisory Committee: (6 Members)
1. Robert Weible
2. Carol McKenna
3. Linda Sanders
4. Emma Sedore
5. Rosemarie Tucker
6. John Scherer

Nominating Committee: (5 Members)
1. Rosemarie Tucker, Chair
2. Richard Williams
3. Babette Huber
4. Judith Littlejohn
5. Vacant

Finance Committee: (5 Members, Treasurer is one)
1. Barbara Russell, Treasurer-Chair
2. Carol McKenna
3. Clifton Patrick
4. Babette Huber
5. Vacant

Membership Committee: (12 Members, one from each region)
1. Rosemary Tucker, Chair, Region 10
2. Sharon Wilkins, Region 1
3. Zachary Studenroth, Region 2
4. William Tatum, Region 3
5. Ray LaFever, Region 4
6. Lauren Roberts, Region 5
7. Dr. Eliza Jane Darling, Region 6
8. Richard Williams, Region 7
9. Justin White, Region 8
10. Matthew Urtz, Region 9
11. Peter Evans, Region 10
12. Judith Littlejohn, Region 12

New Historian Orientation Training Sub-Committee (3 Members, reports to Membership Committee)
1. Christine Ridarsky, Chair, City of Rocherster
2. William Tatum, Dutchess County
3. Kathy Kanauer, Town of Penfield

Program Committee: (5 Members, including Board Members, County Historian of hosting county for next annual conference)
1. Matthew Urtz, Chair
2. John Scherer
3. Barbara Russell
4. Rosemary Tucker
5. William Tatum

Registered Historians Sub-Committee (3 Members, Reports to the Program Committee)
1. Sandra Bradford, Chair
2. Margaret Hadsell
3. Babette Huber

Awards Sub-Committee (3 Members, Reports to the Program Committee)
1. John Scherer. Chair
2. Richard Williams
3. New State Historian

Social Media and Outreach Committee (3 Members)
1. Ray LaFever, Chair
2. Chifton Patrick
3. Christine Ridarsky

Audit Committee: (3 Members)
1. Linda Sanders, Chair
2. Mary Castone
3. Vacant

Legislative Committee: (3 Members)
1. Alan Woodruff, Chair
2. Barbara Russell
3. John McEneny

 
NOTE: The Rules and Operations of all Committees and Sub-Committees are ultimately regulated and directed by the Board of Trustees, and subject to change at their direction.
DUTIES AND PROCEDURES OF REGIONAL COORDINATORS AND COMMITTEES

AS ESTABLISHED IN JANUARY 2012

REGIONAL COORDINATOR:
As outlined by the Job Description approved in the Strategic Plan enacted in April 2011, the basic duties of each regional coordinator are as follows:

The Regional Coordinator serves as liaison between the Association of Public Historians of Hew York State (APHNYS) and the public historians in designated region of APHNYS.
1. Is an appointed municipal historian and a member of APHNYS.
2. Arranges and conducts regional meetings, which provide educational opportunities and support to the public historian.,
3. Keeps historians informed of regional meetings.
4. Relays notices of regional meetings to webmaster and editor of APHNYS newsletter, The Historian’s Exchange.
5. Advocates for membership in APHNYS.
6. Encourages attendance to APHNYS conferences.
7. Works with County Historians in his/her designated region to keep mailing lists, email lists, and other contact information up-to-date.
8. Appoints a Deputy Coordinator within the region to assist in responsibilities as listed in job description.
9. Regional Coordinator is accountable to the President of APHNYS.

The Regional Coordinator is charged with creating at least one meeting each year within the region. Since the annual meeting of APPHNYS is held each spring, it is suggested that the one meeting be held in the fall of each year, although this is movable depending on circumstances and the needs of each region. In addition, other meetings can be held if the Coordinators deem them valuable and able to be conducted. The Coordinator should work closely with the County Historians in their respective
regions in order to promote membership, keep accurate lists of appointed historians and to advocate APHNYS.

It is strongly suggested that meetings be held in an area that is convenient and in a venue capable of holding such a meeting. Venues should be ADA compliant as far
as practical and parking should be considered. It is also suggested that meetings be rotated around the region to promote attendance from different areas. Rotating the meeting in each region alphabetically by county encourages participation by that county.

Meetings topics are to be determined by the Regional Coordinator and Deputy Regional Coordinator, but should have relevance to the work and duties of the local
government historians. Statewide initiatives of APHNYS should always be discussed at each meeting, and members should be reminded of these initiatives in order to promote participation. The Coordinators should send contact information of excellent speakers to the APHNYS speakers section on the website to assist other coordinators with finding speakers and topics for discussion.

The Regions may not charge dues, but registration fees may be collected to offset costs such as mailings, postage, beverages, catering costs, speakers fees, room charges (although it is encourages to attempt to avoid speakers fees and room charges, if possible. Accurate records of monies collected and costs encouraged. If start-up costs are required, Coordinators may contact the APHNYS office to coordinate some funds from the APHNYS treasurer. All funds collected are to be sent to the APHNYS office using an income/expense form. In addition, all checks are to be made payable to APHNYS and not any one individual. Costs incurred should be reported using the same form and be documented as far as practical.

As outlined in the basic job duties, publication of the regional meetings should be sent to the webmaster and newsletter editor as soon as practical.

The Regional Coordinator will also serve as a member of the Membership Committee. This committee’s responsibilities are to promote membership in APHNYS and to determine avenues to increase membership and promote good membership services,

NOMINATING COMMITTEE:

This committee is comprised of five members and is responsible for determining a slate of officers and trustees to fill the positions of the elected leadership of APHNYS. Members shall meet at least twice each year to determine possible candidates for open positions. The Nominating Committee may meet electronically, in person or by telephone. In addition, the committee should keep accurate records of terms of office, number of terms each officer has held, and convey that information to the APHNYS office.

The Nominating Committee will prepare the slate of officers and trustees by canvassing possible candidates and determining their interest in such position. The Committee will also determine eligibility of members whose request for candidacy request have been transmitted to the Committee via the APHNYS office. Once a slate is determined, members whose name in listed shall be notified by the Committee prior to their election at the annual conference.

The Chair of this Committee shall follow the duties as outlined in the Strategic Plan enacted April 2011. They are as follows:

The Committee Chair oversees the work and activity of a specific committee of the Association of Public Historians of New York State (APHNYS).
1. Is an appointed municipal historian and a member of APHNYS.
2. Arranges and conducts conference calls and meetings of the committee in order to conduct its mission.
3. Relays committee information to webmaster and editor of APHNYS newsletter, The Historian’s Exchange in order to inform members and garner input.
4. Recommends potential committee members to President of APHNYS for appointment to the committee.
5. Forwards committee recommendations to the President and Secretary of APHNYS for presentation and consideration by the Board of Trustees.
6. Committee Chair is accountable to the President of APHNYS.

While the Chair must be an appointed historian, committee members are not required to be an appointed historian and are only minimally required to be an Associate
member of APHNYS. Unlike all other committees, the President of APHNYS is not an ex-officio member of the Nominating Committee.

FINANCE COMMITTEE:

The Finance Committee is comprised of five members. One member shall be the APHNYS Treasurer, who shall act as Chair of the Committee. One other member will act as Deputy Treasurer and be able to perform the Treasurer duties should the occasion arise. The Finance Committee is responsible for the preparation of the budget and shall assist the Treasurer in this task. The Finance Committee should review periodically the trends and financial expenditures to assure that APHNYS remains fiscally sound and stable.

The Finance Committee shall meet at least twice each year. Once in the fall of each year, prior to the fall meeting of the board of trustees of APHNYS in order to prepare a draft budget. They shall meet at least once again to assist in closing the fiscal books at the end of the fiscal year, but before the annual conference to prepare a report to the Audit Committee and the membership during the conference.

The Committee Chair oversees the work and activity of a specific committee of the Association of Public Historians of New York State (APHNYS).
1. Is an appointed municipal historian and a member of APHNYS.
2. Arranges and conducts conference calls and meetings of the committee in order to conduct its mission.
3 Relays committee information to webmaster and editor of APHNYS newsletter, The Historian’s Exchange in order to inform members and garner input.
4. Recommends potential committee members to President of APHNYS for appointment to the committee.
5. Forwards committee recommendations to the President and Secretary of APHNYS for presentation and consideration by the Board of Trustees.
6. Committee Chair is accountable to the President of APHNYS.

While the Chair must be an appointed historian, committee members are not required to be an appointed historian and are only minimally required to be an Associate
member of APHNYS. In addition, the President is an ex-officio member of the committee and should be notified of any meetings.

MEMBERSHIP COMMITTEE:

The Membership Committee is comprised of the twelve Regional Coordinators. The responsibility of the committee is to continue to promote membership in APHNYS, develop membership services and to promote additional membership from associated agencies such as historical societies, museums, state and national agencies, etc.
The committee shall meet at least twice each year, either electronically, by telephone or in-person. The President will appoint one member to act as Chair who shall also be either an officer or trustee of APHNYS.

The Committee Chair oversees the work and activity of a specific committee of the Association of Public Historians of New York State (APHNYS).
1. Is an appointed municipal historian and a member of APHNYS.
2. Arranges and conducts conference calls and meetings of the committee in order to conduct its mission.
3. Relays committee information to webmaster and editor of APHNYS newsletter, The Historian’s Exchange in order to inform members and garner input.
4. Recommends potential committee members to President of APHNYS for appointment to the committee.
5. Forwards committee recommendations to the President and Secretary of APHNYS for presentation and consideration by the Board of Trustees.
6. Committee Chair is accountable to the President of APHNYS.

The Committee will report periodically to the President and the Board of APHNYS. The Committee Chair will also be responsible for the actions of the New Historian Orientation Training Sub-Committee. That sub-committee shall report all activities to the Membership Committee and will work in conjunction with the directions of the Membership Committee. In addition, the President is an ex-officio member of the committee and should be notified of any meetings.

NEW HISTORIAN ORIENTATION TRAINING SUB-COMMITTEE:

The New Historian Orientation Training Sub-Committee is comprised of three members. The Chair must be an appointed historian and a member of APHNYS. The other two members may be either appointed historians or affiliate members of APHNYS. This sub-committee reports directly to the Membership Committee and its Chair. The responsibility of the committee is to create and promote training for newly appointed local government historians. This training is to be provided at each annual conference of APHNYS.

In addition, the sub-committee should create other avenues to provide training. This can be in form of online training, sessions given at regional meetings, written communication, or electronic and social media outlets. Input from these training sessions shall be used to improve training and promote membership in APHNYS.

The Chair of this sub-committee has the same duties as the Chair of a formal committee. That is, the Sub-Committee Chair oversees the work and activity of a specific sub-committee of the Association of Public Historians of New York State (APHNYS).
1. Is an appointed municipal historian and a member of APHNYS.
2. Arranges and conducts conference calls and meetings of the sub-committee in order to conduct its mission.
3. Relays sub-committee information to webmaster and editor of APHNYS newsletter, The Historian’s Exchange in order to inform members and garner input.
4. Recommends potential sub-committee members to President of APHNYS for appointment to the sub-committee.
5. Forwards sub-committee recommendations to the Chair of its parent Committee, which shall report those recommendations to the President and Secretary of APHNYS for presentation and consideration by the Board of Trustees.
6. Sub-Committee Chair is accountable to the President of APHNYS.

While the Chair must be an appointed historian, committee members are not required to be an appointed historian and are only minimally required to be an Associate
member of APHNYS. In addition, the President is an ex-officio member of the committee and should be notified of any meetings.

PROGRAM COMMITTEE:

The Program Committee is comprised of five members. At least one of those members includes the County Historian of the next annual conference location. The Chair of the Program Committee shall be a member of the Board of Trustees of APHNYS or one of its officers. The Program Committee is responsible for creating the programming for APHNYS. This includes creating the programming for the annual conference and for any special workshops or conferences that may occur which bears the use of the
APHNYS logo and name.

In addition, the Program Committee shall act as the parent committee to the following sub-committees; the Registered Historians Sub-Committee; the Awards Sub-Committee; and the Publications Sub-Committee. In each case, the Chair of the respective sub-committees will report directly to the Chair of the Program Committee and shall follow the Program Committee’s directives.

The Program Committee shall meet at least twice each year, either electronically, by telephone, or in-person. The committee shall work to find programming, speakers and concepts for session at all annual conferences. The committee will also create and promote the work of the sub-committees in its programming effort. That is, it shall promote the registered historians program, to promote members to work towards one of APHNYS awards and to create publications that will promote the historians and educate and improve the historian.

The Committee Chair oversees the work and activity of a specific committee of the Association of Public Historians of New York State (APHNYS).
1. Is an appointed municipal historian and a member of APHNYS.
2. Arranges and conducts conference calls and meetings of the committee in order to conduct its mission.
3. Relays committee information to webmaster and editor of APHNYS newsletter, The Historian’s Exchange in order to inform members and garner input.
4. Recommends potential committee members to President of APHNYS for appointment to the committee.
5. Forwards committee recommendations to the President and Secretary of APHNYS for presentation and consideration by the Board of Trustees.
6. Committee Chair is accountable to the President of APHNYS.

While the Chair must be an appointed historian, committee members are not required to be an appointed historian and are only minimally required to be an Associate
member of APHNYS. In addition, the President is an ex-officio member of the committee and should be notified of any meetings.

REGISTERED HISTORIAN SUB-COMMITTEE:

The Registered Historian Sub-Committee is comprised of three members and reports to its parent committee, the Program Committee. The responsibility of the sub-committee is to create and promote the Registered Historian Program. This program is used to promote training and educate and to bring a level of professionalism to local government historians. In addition, this program is used to promote the importance of the work of the historian to the respective appointing authorities.

The sub-committee shall meet at least twice each year, either electronically, by telephone, or in-person. The sub-committee will create and coordinate the regulations and rules to become a Registered Historians which shall be submitted to the Program Committee and its Chair for approval.

All submissions to become a registered historian will be submitted to the APHNYS office. The office staff will scan the documents and create CDs of the data. Applicants should provide documentation, but in no instance should examples be longer than four pages in length (e.g.; title page, table of contents, and two pages, or four pages with various articles authored). Each member of the sub-committee will receive a copy of the disk so that they can, at their perusal, go over the documentation in depth so as to provide an informed decision on each applicant. In addition, the sub-committee will notify all applicants as to the decision on their application.

The sub-committee will have its work complete at least three weeks prior to the annual conference.

The Sub-Committee Chair oversees the work and activity of a specific committee of the Association of Public Historians of New York State (APHNYS).
1. Is an appointed municipal historian and a member of APHNYS.
2, Arranges and conducts sub-conference calls and meetings of the sub-committee in order to conduct its mission.
3. Relays sub-committee information to webmaster and editor of APHNYS newsletter, The Historian’s Exchange in order to inform members and garner input.
4. Recommends potential sub-committee members to President of APHNYS for appointment to the sub-committee.
5. Forwards sub-committee recommendations to the Program Committee and It chair. In turn, that committee will present its findings to the President and Secretary of APHNYS for presentation and consideration by the Board of Trustees.
6. Sub-Committee Chair is accountable to the President of APHNYS.

While the Chair must be an appointed historian, sub-committee members are not required to be an appointed historian and are only minimally required to be an Associate
member of APHNYS. In addition, the President is an ex-officio member of the sub-committee and should be notified of any meetings.

AWARDS SUB-COMMITTEE:

The Awards Sub-Committee is comprised of five members and reports to the Program Committee and its Chair. The responsibility of the sub-committee is to create and promote awards denoting service by historians and individuals or agencies that reflect on the mission of APHNYS.

These awards may vary from time to time by determination by this sub-committee and with the formal approval of the Program Committee and the blessings of the Board of Trustees. The Awards should denote work of both a long-term and short-term success, provide for written and electronic work in the field, and provide for honoring those who improve the historical experience.

The sub-committee shall meet at least once each year, either electronically, by telephone, or in-person. Applications and nominees for each award should be sent to the APHNYS office and the documents scanned on a CD or created into electronic files. A copy of that disk or those files will be sent to each subcommittee members. They will determine the winners of each award at least one month prior to the annual conference. All applicants will be notified of the results of their nomination by the sub-committee and the results will be transmitted to the Program Committee.

The Sub-Committee Chair oversees the work and activity of a specific sub-committee of the Association of Public Historians of New York State (APHNYS).
1. Is an appointed municipal historian and a member of APHNYS.
2. Arranges and conducts conference calls and meetings of the sub-committee in order to conduct its mission.
3. Relays sub-committee information to webmaster and editor of APHNYS newsletter, The Historian’s Exchange in order to inform members and garner input.
4. Recommends potential sub-committee members to President of APHNYS for appointment to the sub-committee.
5. Forwards sub-committee recommendations to the Program Committee and its Chair. In turn, those results with be transmitted to the President and Secretary of APHNYS for presentation and consideration by the Board of Trustees.
6. Sub-Committee Chair is accountable to the President of APHNYS.

While the Chair must be an appointed historian, sub-committee members are not required to be an appointed historian and are only minimally required to be an Associate
member of APHNYS. In addition, the President is an ex-officio member of the sub-committee and should be notified of any meetings.

PUBLICATIONS SUB-COMMITTEE:

The Publications Sub-Committee is comprised of three members and reports to the Program Committee. The responsibility of the Publications Sub-Committee is to create and promote publications which endorse the mission and work of APHNYS. Those publications should reflect on topics of interest to the local government historians.

Publications may include, but not be limited to, newsletters, books, pamphlets, brochures, electronic material such as website content, blogs, and social media material. All publications to be published should be included in the APHNYS annual budget.

The sub-committee should meet at least twice each year, either electronically, by telephone, or in-person. The sub-committee should set an annual agenda of publications and report both that agenda, and progress on all projects to the Program Committee and its Chair at least one month prior to the annual conference. That committee will, in
turn, transmit that data to the APHNYS President and its Board.

The Sub-Committee Chair oversees the work and activity of a specific sub-committee of the Association of Public Historians of New York State (APHNYS).
1. Is an appointed municipal historian and a member of APHNYS.
2. Arranges and conducts conference calls and meetings of the sub-committee in order to conduct its mission.
3. Relays sub-committee information to webmaster and editor of APHNYS newsletter, The Historian’s Exchange in order to inform members and garner input.
4. Recommends potential sub-committee members to President of APHNYS for appointment to the sub-committee.
5. Forwards sub-committee recommendations to the Program Committee and its Chair. In turn, those results with be transmitted to the President and Secretary of APHNYS for presentation and consideration by the Board of Trustees.
6. Sub-Committee Chair is accountable to the President of APHNYS.

While the Chair must be an appointed historian, sub-committee members are not required to be an appointed historian and are only minimally required to be an Associate
member of APHNYS. In addition, the President is an ex-officio member of the sub-committee and should be notified of any meetings.

AUDIT COMMITTEE:

The Audit Committee is comprised of three members. It will report directly to the President and Board of APHNYS. The Audit Committee is responsible to audit the financial and fiscal aspects of APHNYS.

Specifically, the Audit Committee will receive the end of the year reports of the APHNYS budget and treasury before February 15 of each year. Those materials will be transmitted to the Audit Committee by the Treasurer and the Finance Committee. Those material may be transmitted electronically or in paper form or on CD as determined by the sub-committee to be most effective for its operation.

The members of the Audit Committee will evaluate those materials and determine whether APHNYS is in compliance with proper fiscal reporting. The audit findings will be reported to the President and the Board at least one month prior to the annual conference. The sub-committee must meet at least once each year, either electronically, by telephone, or in-person.

The Committee Chair oversees the work and activity of a specific committee of the Association of Public Historians of New York State (APHNYS).
1. Is an appointed municipal historian and a member of APHNYS.
2. Arranges and conducts conference calls and meetings of the committee in order to conduct its mission.
3. Relays committee information to webmaster and editor of APHNYS newsletter, The Historian’s Exchange in order to inform members and garner input.
4. Recommends potential committee members to President of APHNYS for appointment to the committee.
5. Forwards committee recommendations to the President and Secretary of APHNYS for presentation and consideration by the Board of Trustees.
6. Committee Chair is accountable to the President of APHNYS.

While the Chair must be an appointed historian, committee members are not required to be an appointed historian and are only minimally required to be an Associate
member of APHNYS. In addition, the President is an ex-officio member of the sub-committee and should be notified of any meetings.

LEGISLATIVE COMMITTEE:

The Legislative Committee is comprised of three members. The responsibility of the Legislative Committee is to create and promote legislation to improve the status of the
local government historian and to endorse legislation that promotes the historical structure of New York State.

The Legislative Committee will work closely with the APHNYS staff and the President and Board of Trustees to produce such legislation. The committee will meet at least twice each year, either electronically, by telephone, or in-person. The results of those meetings will be transmitted to the APHNYS staff.

Legislation that promotes the mission of APHNYS will be promoted so that members may work to educate elected officials as to the benefit of the passage of such legislation. Reports of the work of this committee shall be made at each annual conference and in other venues such as the newsletter and APHNYS website.

The Committee Chair oversees the work and activity of a specific sub-committee of the Association of Public Historians of New York State (APHNYS).
1. Is an appointed municipal historian and a member of APHNYS.
2. Arranges and conducts conference calls and meetings of the committee in order to conduct its mission.
3. Relays committee information to webmaster and editor of APHNYS newsletter, The Historian’s Exchange in order to inform members and garner input.
4. Recommends potential committee members to President of APHNYS for appointment to the committee.
5. Forwards committee recommendations to the President and Secretary of APHNYS for presentation and consideration by the Board of Trustees.
6. Committee Chair is accountable to the President of APHNYS.

While the Chair must be an appointed historian, committee members are not required to be an appointed historian and are only minimally required to be an Associate
member of APHNYS. In addition, the President is an ex-officio member of the sub-committee and should be notified of any meetings.

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