President: The president shall preside over the monthly meetings of the Voting Members, oversee the activities of the Officers, and have primary responsiblity for directing the maintainance of the exhibits, both indoor and outdoor. The President has the final authority on all matters concerning the Wilbraham Children's Museum.

Vice President: The Vice-President will have primary responsiblity for directing the fundraising activities at the Museum. The Vice President will preside over the Monthly Meetings in the event the President is absent. The Vice President will assume the responsibility of the President if the President is no longer able to perform the job as described.

Treasurer: The Treasurer will collect the mail from the Museum Post Office Box. In addition, the Treasurer will process all financial transactions, including deposits (such as from public hours, birthday parties and playgroup fees), payment of bills, verify timely collections of session fees, overseeing all expenditures following the guidelines set forth by the Museum. In addition, the Treasurer will prepare the monthly Treasurer’s Report, balance the books monthly, work with our CPA in any tax related issues, and prepare payroll and W-2 forms. The treasurer is provided with a laptop computer with software to record all transactions

Recording Secretary: The Recording Secretary will take the minutes and attendance at each Monthly Meeting, and will prepare and distribute the minutes to the voting members and Wilbraham Town departments (Board of Selectmen, Town Administrator). In addition, the Recording Secretary will be responsible for maintaining any official documents and policies for the museum.

Volunteer Coordinators:

Cooresponding Secretary: The Corresponding Secretary is responsible for the timely writing of Thank You notes to people and/or companies making contributions to the Museum and for sending cards/flowers as deemed appropriate by the Museum to members for various reasons (i.e. birth of a baby, condolences, etc.) This position is also responsible for making monthly meeting reminder calls to Board members and volunteer coordinators.

Public Relations: The Public Relations Coordinator is responsible for all aspects of advertising for the Museum on a general basis, and for fund raising events sponsored by the Museum. The PR Coordinator will send press releases to the various media outlets available to the Museum. PR Coordinator will also work with the website administrator to keep website information updated.

Birthday Party Coordinator: The Birthday Coordinator is responsible for the overall coordination of birthday parties held at the museum. This includes: scheduling parties, mailing out Birthday Party Policy sheet to interested persons, collecting the reservation deposit and addendum form from these individuals, and scheduling a birthday party hostess. The Birthday Coordinator is also responsible for the recruitment, hiring and training of the party hostess. She/he will also keep track of Voting Members parties. Twice a month the Birthday Party Coordinator will call the birthday party hostess’ timecards into our payroll company and communicate payroll and timesheet information to the Treasurer.

Playgroup Coordinator: The Playgroup Coordinator is responsible for the overall coordination of Playgroups. The responsiblities include: receiving and returning informational phone calls from/to anyone interested in playgroups at the museum, playgroup regulations, assigning playgroups, and filling positions in groups throughout the year, maintaining files, briefing Playgroup leaders before the start of a new year, providing keys to new leaders, and working with leaders throughout the year to discuss and resolve any problems that arise.

Volunteer Coordinator: The Volunteer Coordinator is responsible for the scheduling of volunteers to staff the museum during public hours as back up personnel in case the public hour leader is unavailable. The Volunteer Coordinator is responsible to call the weekly “back-up” public hours volunteer to verify their day and to call them as soon as she/he is made aware of the need of their presence at the Museum during public hours. The public hour leader is responsible for contacting the Volunteer Coordinator as soon as she/he becomes aware of a reason that will prevent her/him from attending public hours. The Volunteer Coordinator will also occasionally be asked to assist in calling other volunteer coordinators and board members asking for their assistance in various Museum activities as deemed necessary by the President.”

Maintainace Coordinator: The Museum Coordinator is responsible for overseeing the general maintainance of the museum building and grounds, for hiring and supervising cleaning personnel and any other persons hired to do repairs or construction approved by the Voting Members and/or Board of Directors.

Costume/Toys Coordinator: The Costume/Toys Coordinator will be responsible for laundering and alternating the use of all costumes, puppets, kitchen linens, etc. on a monthly basis. The Costume/Toys Coordinator will be responsible for maintaining all exhibits, repairing or replacing items as needed. The Costume/Toys Coordinator will also be responsible for coordinating the purchase of new exhibit equipment as approved by the Voting Members.

Supply Coordinator: The Supply Coordinator is responsible for procuring the necessary items needed to keep the museum running smoothly and efficiently. These purchases may include: cleaning supplies, craft supplies, and first aid items. The Supply Coordinator will also be responsible for securing donated supplies.

Social Coordinator: The Social Coordinator is responsible for organizing social activities at the Museum. These activities could include: The Volunteer picnic, Volunteer coffee or Open Houses, member social events, Christmas cookie exchange, parties, etc. The Social Coordinator is responsible for recruiting volunteers to provide coffee and desserts for the monthly meetings and for purchasing the door prizes for the monthly meetings.

Bulletin Board Coordinators: The Bulletin Board Coordinators are responsible for creating a bulletin board with crafts for the months of September through June. In addition, this position is responsible for the organization and storage of craft supplies for each bulletin board after it is taken down, for organizing and maintaining the paper supply kept in the storage room, and for coordinating, the purchase of craft supplies with the Supplies Coordinator.

Each Voting Member is required to attend monthly meetings at the Museum. The meetings are held at the Museum on the first Monday of every month (except January, June and July) at 7:30 p.m. unless otherwise noted. The officers and volunteer coordinators will give a brief, informal report to the group regarding work being done, present any current problems for discussion, recruit helpers, and participate in any decisions made by the voting members. Playgroup leaders have the opportunity to share ideas or problems from their groups, participate in the decision making process and report back to the playgroups.

If a voting member cannot attend a meeting, he/she should contact the President ahead of time so any pertinent information can be shared at the meeting. If neither leader from a playgroup can attend on a given month, they must contact the president to be sure to receive any important information discussed at the meeting to present to their playgroup. Minutes from each meeting are available and should be read at playgroup.

Contact us at:
The Wilbraham Children's Museum, Inc
678 Main St.
Wilbraham, MA 01095
413-596-2472

Web Site designed by:
Vickie Killoren
vkilloren@charter.net