Updated June 2017 

 

DOCUMENT PURPOSE

The purpose of this document is to clarify the role of the Board of Directors of MCN, the expectations and responsibilities of each Director of the Board (or Board Member), as well as the role of the various Board Committees.

CORPORATE STRUCTURE

MCN IS A NON-PROFIT CORPORATION

  • MCN was incorporated as a non-profit organization in New York State in 1972
  • MCN was recognized by the IRS as a charitable organization under section 501(c)(3) of the Internal Revenue Code, giving us tax exempt status

MCN IS A MEMBERSHIP ORGANIZATION

  • MCN’s By-Laws (the governing charter or operating manual for how the organization is supposed to be run) provide that MCN is a membership organization
  • Members of MCN, whether individual, institutional or corporate, are essentially the organization’s primary constituents
  • MCN exists first and foremost to serve its members, then the larger community

 

ROLE OF THE BOARD OF DIRECTORS

  • MCN is led by a Board of Directors composed of a certain number of Directors (currently between 12 and 15)
  • The role of the Board of Directors is to manage and control the business and affairs of MCN
  • Board members have no individual authority within the organization separate that of the Board as a body
  • In doing so, Board members are expected to apply their business judgment and act with due care, in good faith, and in accordance with the best interests of MCN and its mission
  • Because MCN is a small organization with limited resources and staff, its Board is a working or volunteer board
  • As a working/volunteer board, in addition to their role as steward of the organization, each MCN Director is also expected to contribute a significant portion of their time being actively involved in leading, managing and delivering projects for MCN’s business, and they are expected to do so, throughout their term as Board member

The Board is expected to:

  • Clearly articulate MCN’s mission, brand, accomplishments, and goals to the public, and garner support from members of the community
  • As steward of the organization, actively participate in an overall planning process, and assist in implementing the plan’s goals
  • Develop business plans, policy objectives, strategies, and strategic priorities
  • Oversee the conduct of business and ensure it is managed in alignment with the mission
  • Ensure that proper financial controls are in place so that MCN remains accountable to its donors and the public, and to safeguard its tax-exempt status;
  • Ensure adherence to legal standards and ethical integrity norms and maintain accountability
  • Establish policies and procedures and adhere to provisions of the organization’s By-Laws and articles of incorporation
  • Plan adequate financial resources to cover operating expenses
  • Manage resources effectively and exercise fiscal prudence
  • Fund and maintain an operating reserve
  • Review, modify as necessary, and approve the organization’s annual budget
  • Approve financial objectives and policies
  • Hire, evaluate and fire the Executive Director
  • Conduct an annual-self-evaluation of the Board and each committee
  • Meet regularly and maintain minutes of Board and committee meetings
  • Create and maintain policies for developing the Board, including recruitment, tenure, leadership, board structure and composition
  • Provide for the orientation of new directors and make available continuing director education opportunities as appropriate
  • Develop a culture of high level of individual Board members’ engagement based on results and accountability
  • Determine, monitor, and strengthen the organization’s programs and services
  • Determine which programs are most aligned with MCN’s mission, and monitor their effectiveness
  • Ensure the organization’s capacity to effectively carry out its programs

 

BOARD DIRECTORS ROLES AND RESPONSIBILITIES

  • Each MCN Board member is appointed to serve a three-year term with the possibility of being appointed again for one additional term
  • Board members are volunteers and cannot be compensated
  • Board members provide leadership for the organization; direct and work closely with the Executive Director; and identify organizational goals, objectives, and projects

Each Board member is expected to:

  • Understand and support the MCN’s mission and be an active member of the MCN community
  • Uphold their fiduciary duty to act solely in the interest of MCN
  • Be a member of MCN throughout term of office, preferably at the institutional level but at least at the individual level
  • Attend and prepare for each Board meeting
  • Exercise appropriate diligence in providing managerial oversight and decision-making
  • Share professional expertise
  • Play an active leadership role in delivering results related to MCN’s overall business and strategic priorities
  • Be prepared and willing to lead the Board and/or a committee
  • Join and participate actively in at least one Board committee
  • Follow, participate and contribute to online Board discussions in a timely manner
  • Make every reasonable effort to attract and/or contribute financial support for the Organization including pursuing sponsorships, grants, and gifts
  • Leverage personal relationships with third parties (including corporations, professional service firms, vendors, foundations, and individuals) to support MCN fundraising strategies, including adding names of potential sources of support to the Organization’s mailing list
  • Actively participate in the development of the annual conference
  • Attend the annual conference
  • Actively participate in MCN fundraising efforts
  • Make sound informed decisions, acting in good faith and in the best interest of the organization
  • Keep confidential all nonpublic information shared with them that relates to MCN business
  • Assess their own performance
  • Support decisions of the board, regardless of personal desires and/or opinions
  • Advise the Chair of the Nominating Committee upon a change in the one’s own professional responsibilities (such as resignation or change of employment) and prior to accepting an invitation to serve on another board of directors
  • Act as a mentor to junior directors
  • Suggest to the Nominating Committee any potential Board candidates who could make significant contributions to the Board and MCN
  • Engage in discussion and decision-making and respect the opinions of other Board members
  • Abide by organizational and statutory conflicts of interest and confidentiality policies
  • Show respect for committee recommendations
  • Respect and support the President’s authority
  • Supervise, support and direct the Executive Director

BOARD MEMBERS LEGAL DUTIES

  • Duty of care: take reasonable care when making decisions for the organization
  • Duty of loyalty: act in the best interest of the organization
  • Duty of obedience: act in accordance with the organization’s mission
  • Duty of recusal: stand aside when there is a conflict of interest

MCN Board Members Expectations & Eligibility Requirements

  • 8-12 hours per month, depending upon activities
  • Play an active and leadership role in delivering on MCN’s overall business in general and on assigned strategic priorities specifically
  • Be prepared and willing to lead the Board and/or a committee
  • Join and participate actively in the activities of at least one committee
  • Follow, participate and contribute to online Board discussions in a timely manner
  • Make every reasonable effort to bring financial support to the Organization annually from external sources, e.g. identify and introduce sponsor prospects and secure sponsorships
  • Leverage personal relationships with others (including corporations, professional service firms, vendors, foundations, and individuals) to assist the staff of the Organization with implementing fundraising strategies, including adding names of potential sources of support to the Organization’s mailing list
  • Actively participate in the development of the annual conference
  • Attend the annual conference
  • Actively participate in MCN fundraising efforts
  • An institution can be represented by only one member of the Board at any given time (to ensure diversity of institution)
  • Attend and prepare for each Board meeting
  • Travel at their own cost (MCN doesn’t cover travel expenses for Board members) to attend two (2) annual board meetings in person: one the week of MCN’s Annual Conference (typically in November), and another, generally in the spring, the week of the Museums and the Web conference wherever that location may be
  • Directors cannot be compensated and MCN does not pay Directors for travel or other related expenses

 

BOARD OFFICERS ROLES AND RESPONSIBILITIES

  • Board officers are the President, Vice President/President-Elect, Secretary, and Treasurer
  • As well, say the By-Laws, as such other officers as may from time to time be designated by the Board of Directors

MCN PRESIDENT

Role

The President chairs the Board of Directors of MCN.

Responsibilities

  • The President serves as Chair of the Board of Directors and of the Executive Committee
  • Oversee all organizational functions
  • Oversee and steward MCN’s brand
  • Ensure continued growth and development, continuity, and financial stability
  • Manage the strategic planning process, guide the plan’s implementation, and review the plan at least annually (usually at the spring Board meeting)
  • Keeps the Board and Executive Director focused on the annual Work Plan tasks
  • Ensure that organizational actions conform to By-Laws.
  • Empower Board members, Committee Chairs, and others to perform their roles.
  • Notify Board members who are not fulfilling their responsibilities.
  • Together with the Executive Director, oversee the organization’s administration
  • Call special meetings if necessary
  • Appoint Executive Committee members the year ahead of her/his tenure
  • Assist Executive Director in preparing board meeting agendas
  • Assist Executive Director in conducting new board member orientation
  • Oversee searches for a new Executive Director
  • Coordinate Executive Director’s annual performance evaluation
  • Work with the Nominating Committee to recruit new board members
  • Act as spokesperson for the organization
  • Periodically consult with board members regarding roles and responsibilities
  • With the support of the Treasurer, Executive Director and Finance Committee, monitor organizational financial position and develop the annual budget
  • The President is a signatory on the organization’s bank accounts (together with the Executive Director)
  • Delegate responsibility and provide support to Committee Chairs
  • Work closely with Conference Chair(s) on upcoming/current conference
  • Serve as MCN’s official representative to other organizations and groups (national and international), as well as in regard to grants, opinions, proposed legislation
  • Oversee MCN public programs, including annual conference
  • Support Sponsorship & Strategic Partnerships Committee to secure sponsors and funding
  • Work with Web & Digital Services Committee to ensure that digital systems and platforms meet the needs of members and the community

Qualifications

  • Active MCN Board service and commitment to organization
  • Management experience including supervision of employees and budgets
  • Ability to manage many priorities at once
  • Communications and/or public speaking experience
  • Employer support to the extent that business may be conducted during the workday
  • Travel support from employer very helpful

Time Commitment

  • 10-25 hours per week, depending upon activities
  • The President’s term is one year, beginning at the annual conference.
  • Conduct all Board meetings in person or via telephone, travel to spring and fall Board meetings
  • Attend 2 Executive Committee meetings and 2 weekly calls with the Executive Director each month

 

Support

The President is supported by the Vice President / President-Elect, Executive Committee members, the Executive Director and other board members.

VICE PRESIDENT / PRESIDENT-ELECT

Role

The Vice President/President-Elect supports the President in leading MCN and can act as President as needed.

Responsibilities

  • Understand the responsibilities of the President and is able to perform the President’s duties in her/his place in his/her absence
  • Attend all Board and Executive Committee meetings
  • Collaboratively guide the organization’s day-to-day operations by serving on the Executive Committee.
  • Chair the Governance Committee and provides leadership for the governance and oversight functions
  • Participate as a vital part of the board leadership
  • Carry out special assignments as requested by President
  • Work with Conference Manager and Executive Committee to select conference venues at least two years in advance.
  • Be available for advice and assistance to fellow board members and other parties

Qualifications

  • Active MCN Board service and commitment to organization
  • Management experience including supervision of employees and budgets
  • Ability to manage many priorities at once
  • Communications and/or public speaking experience
  • Employer support to the extent that business may be conducted during the workday
  • Travel support from employer very helpful

Time Commitment

  • The Vice President/President-Elect’s term is one year, beginning at the annual conference
  • Attend all Board meetings in person or via telephone, travel to spring and fall Board meetings, conduct Board meetings in the President’s absence as appropriate
  • Travel to upcoming conference venues 10-12 months prior to annual conference
  • Attend 2 Executive Committee meetings each month

Support

The Vice President / President-Elect is supported by the other members of the Executive Committee, the Executive Director, and other Board members.

 

PRESIDENT/VP-PRESIDENT ELECT HANDOVER/TRANSITION PROCESS

Internally

At the November board meeting, the VP/President Elect leads the meeting; the outgoing President delivers past year recap, and makes her/himself available as an advisor during the rest of the strategic planning sessions.

Externally

During the annual conference: outgoing President delivers welcome address/opening remarks at the Opening Plenary, and announces that by the end of the conference, the VP/President Elect will be “your new President into next year”; VP/President Elect delivers closing remarks at the Closing Plenary.

 

SECRETARY

Role

The Secretary is the custodian of the organization’s records.

Responsibilities

  • Attend all Board and Executive Committee meetings
  • Collaboratively guide the organization’s day-to-day operations by serving on the Executive Committee
  • Ensure the safety and accuracy of all board records
  • Maintain accurate documentation and meeting any legal requirements such as annual filing deadlines
  • Review and update documents as necessary and ensure all documents are safely stored and readily accessible
  • Review board minutes
  • Assume responsibilities of the chair in the absence of the President and Vice President/President Elect
  • Provide notice of meetings of the board and/or of a committee when such notice is required

Qualifications

  • Active MCN Board service and commitment to organization
  • Organized
  • Excellent communications skills
  • Employer support to the extent that business may be conducted during the workday
  • Travel support from employer very helpful
  • Attend 2 Executive Committee meetings each month

Time Commitment

  • The Secretary’s term is one year, beginning at the annual conference
  • Term may be renewed
  • Time needed for the role of Secretary typically ranges from 1 to 3 hours per week, with more time required during periods of intense Executive Committee discussions or other activity

Reporting

The Secretary reports to the Board President and to the Board. The Secretary is supported by the Board President and the Executive Director.

  

TREASURER

Role

The Treasurer oversees the management and reporting of MCN’s finances.

Responsibilities

  • Attend all Board and Executive Committee meetings
  • Collaboratively guide the organization’s day-to-day operations by serving on the Executive Committee
  • Maintain knowledge of the MCN’s strategic direction and commitment to its goals
  • Serve as the chair of the Finance Committee
  • Manage, with the support of the Finance Committee, the board’s review of and action related to the board’s financial responsibilities
  • Oversee the development and adherence to financial policies
  • Keep Executive Committee and Board regularly informed of key financial events, trends, concerns, and assessment of fiscal health
  • Work with the President and the Executive Director to ensure that appropriate financial reports are made available to the board on a timely basis
  • Present the annual budget to the board for approval
  • Review the annual audit and answer board members’ questions about the audit

Qualifications

  • Financial expertise is required
  • Understand financial accounting for nonprofit organizations
  • Be able to work with the account and auditors as necessary

Time Commitment

  • The Treasurer’s term is one year, beginning at the annual conference
  • Term may be renewed
  • Weekly time commitment varies as needed to accomplish major duties
  • Make time to support Executive Director in developing the annual operating budget and reviewing the year-end financial statements
  • Attend 2 Executive Committee meetings each month

The Treasurer reports to the Board President and to the Board. The Treasurer is supported by the Board President, Finance Committee, the Executive Director, a bookkeeper and the CPA firm that prepares MCN’s financial statements each year.

 

EXECUTIVE DIRECTOR

Effective July 2017, MCN has made the role of Executive Director official by making the position a full time employee reporting directly to the Board of Directors.

The By-Laws were amended accordingly to reflect this change, as follows:

Article VI. Executive Director.

The Board of Directors may employ an Executive Director who, under the general supervision of the Board of Directors, shall be responsible for the day-to-day operations of the Corporation and its committees, implementing its policies and managing its programs. The Executive Director shall be a principal spokesperson for the Corporation. He or she shall have full authority to employ, supervise, and terminate personnel for the Corporation.

The Executive Director shall serve at the pleasure of the Board of Directors. He or she shall have the right to attend all meetings of the Corporation and of the Board of Directors, but shall not be entitled to vote. The Executive Director shall not be an officer of the Corporation.

 

MCN EXECUTIVE DIRECTOR

Role

Under the general direction and supervision of the Board, the Executive Director of MCN (Museum Computer Network) shall be responsible for the operations, and the general management of MCN, as well as for growing MCN’s operational capacity, with full power and authority to manage and conduct all of MCN’s business.

Employee specific duties and responsibilities shall include the following areas:

Leadership and strategic priorities

  • Give direction and leadership to the formulation and achievement of MCN’s vision, mission, and its ongoing strategic priorities and objectives
  • Work with the Board to define, implement and execute MCN’s strategic direction and initiatives.
  • Work with the Board, and staff to develop and implement policies, procedures, and long- range strategic plans.
  • Plan and lead all Board meetings and strategic retreats.
  • The Executive Director shall be a principal spokesperson for MCN; he shall keep the Executive Committee advised, and seek guidance on formulating external communications and messages.
  • Execute special projects in alignment with MCN’s mission and strategic objectives.
  • Any other duties as may be assigned from time to time by the Board or the Executive Committee.

Fundraising and financial management

  • With the support of the Board and the Strategic Partnerships Committee, lead the creation of a fundraising and sponsorship development plan that serves as a fundraising blueprint, includes prospecting and identifying funding opportunities, and grant applications as need be.
  • Pursue and incorporate additional revenue opportunities and sources through a variety of fundraising mechanisms, consistent with MCN’s mission and current strategic priorities.
  • Under the guidance of the Finance and Executive Committees, lead the development and, following Board approval, administer MCN’s annual operating budget.

Governance and board relations

  • Advise Board on governance best practices to continually improve board discussions, promote effective and collaborative workflow, ensure constant communication among board members, support new board members onboarding process, ensure current committee structure serves organizational needs and implement workflows that optimize collaboration and accommodates remote members.
  • Develop, and update governance guidelines and best organizational practices.

Management, administration and operations

  • Manage the overall MCN’s overall business operations.
  • Oversee administrative, financial and program operations, organizational capacity and development (e.g. design of staff organizational structure, hiring and firing responsibilities, etc.).
  • On behalf of MCN, negotiate, execute, and ensure compliance with, MCN’s agreements and contracts with third parties, except for those restricted duties that specifically require Board approval as put forth in Section 4 of this Agreement.
  • Create and roll out new programs for MCN members and the community as the needs may arise, and under the guidance of the Board.

Programs management

  • Support and coordinate the work of all current and future MCN internal committees.
  • With the support of the Membership Committee, lead the development of MCN’s membership strategy, programs and benefits.
  • Develop and implement strategies to increase and retain member base and membership revenue, and provide Board with regular membership progress update.
  • In collaboration with the annual conference Program Committee, and the support of MCN’s conference manager, lead the development and delivery of the annual conference.
  • With the support of the Professional Development Committee, develop and run professional development programs.
  • With the support of the Volunteer Committee, develop and run an active volunteer program.
  • With the support of the Marketing Committee, develop an annual integrated marketing plan to support strategic priorities, core programs and special projects, and help coordinate targeted marketing and promotional initiatives on various digital platforms.
  • With the support of the Professional Development Committee, develop and run professional development programs.
  • With the support of the IT/Digital Infrastructure Committee, select, roll out, help maintain, and improve MCN core business systems, and digital platforms.

Personal development

  • Cultivate, develop and nurture relationships with vendors, sponsors, members, annual conference attendees, representatives of other cultural sector professional associations and organizations, and the community at large.
  • Keep informed of trends, issues, events and developments that are relevant to MCN’s core mission through professional peer contacts, conference attendance, etc.

 

ROLE OF BOARD COMMITTEES

  • The Board fulfills its role either directly (e.g. approving the annual budget), or by delegating certain responsibilities to committees
  • The MCN By-Laws provides for the permanent appointment of the Executive Committee, leaving the Board the ability to appoint other committees as it sees fit to perform specific duties. It can disband committees when appropriate
  • Depending on their functional area, some committees are permanent while others can be temporary

Role of Committees

Generally, the role of a board Committee is to focus on planning and carrying out the work of a specific functional area of the organization. They are mostly chaired by Board members or members of the MCN community.

Committees Leadership

During their term, each Board member is expected to serve and lead one of more Board Committee.

As discussed in conversations between them and the Nominating Committee throughout the nomination process, newly appointed Board members are highly encouraged to serve on existing Board Committees during their first term, with a view to learn how things work. They may then step up to lead and chair one of more Committees during the remaining years of their term.

That said, not all Committees need to be led by a MCN Board member as indicated under each Committee description below.

 

COMMITTEES STRUCTURE

Standing committees are organized around MCN’s strategic priorities:

  • Executive Committee
  • Finance Committee
  • Governance Committee
  • Nominating Committee
  • Strategic Partnerships Committee
  • Professional Development Committee
  • Marketing Committee (also promotes the annual conference)
  • IT and Digital Infrastructure Committee

 

The following committees focus exclusively on planning MCN’s annual conference:

  • Conference Planning Committee
  • Program Committee
  • Scholarship Committee
  • Onsite Volunteer Committee
  • Local Events Committee
  • Media Production Committee

 

STANDING BOARD COMMITTEES

  • Executive Committee
  • Finance Committee
  • Governance Committee
  • Nominating Committee
  • Strategic Partnerships Committee
  • Professional Development Committee
  • Marketing Committee (also promotes the annual conference)
  • IT and Digital Infrastructure Committee

 

EXECUTIVE COMMITTEE

Role

The Executive Committee’s primary role is to have and exercise such powers of the Board of Directors as the Board may specifically authorize in between Board meetings.

Executive Committee Members

The Executive Committee is chaired by the President and is composed of the Vice President/President-Elect, the Secretary, the Treasurer, and the Executive Director.

Responsibilities

  • At MCN, this committee also functions as MCN’s senior leadership team
  • It meets every other week during which the Executive Director briefs the team on current business issues and organizational projects

 

FINANCE COMMITTEE

Role

The role of the Finance Committee is to provide financial oversight for the organization.

Chair

The Treasurer de facto chairs the Finance Committee. The Treasurer is appointed for a one-year, renewable term.

Members

  • President
  • Executive Director
  • And any other person the Committee appoints from time to time

Responsibilities

  • Develop the annual operating budget together with the Executive Director
  • Approve the budget within the finance committee
  • Monitor adherence to the budget & financial position
  • Set long-range financial goals in conjunction with the funding strategy developed by the Strategic Partnerships Committee
  • Develop multi-year operating budgets that integrate strategic plan objectives and initiatives
  • Develop and monitor of internal controls and accountability policies

 

GOVERNANCE COMMITTEE

Role

The role of the Governance Committee is to ensure that the Board of directors fulfills its role and responsibilities to best serve MCN and to articulate the culture of the Board.

Chair and members

  • The Governance Committee must be chaired by a Board member for a renewable one-year term
  • Executive Director
  • And any other person the Committee appoints from time to time

Responsibilities

  • Review and update the Board’s statement of its roles and responsibilities, and what is expected of individual Board members
  • Review and clarify the primary areas of focus for the Board, and ensure the Board stays aligned with, and focused on the strategic plan
  • Review annually with the Board, the size and composition of the Board, its committees
  • Propose, as appropriate, changes in Board structure, operations, and organizational documents, including the certificate of incorporation, By-Laws, Board Guidelines, Code of Conduct, Conflict of Interest Policies, and recommend to the Board amendments as the Committee deems appropriate
  • Provide ongoing counsel to the President and other Board leaders on steps they might take to enhance board effectiveness
  • Regularly review the Board’s practices regarding member participation, conflict of interest, etc., and suggest improvements as needed
  • Periodically review and update the Board’s policy guidelines and practices
  • Develop and oversee periodic self-evaluation of the role and performance of the Board, its committees, advisory bodies, and individual directors, advisors and management
  • Develop and oversee a process for Board members to self-assess their performance on an annual basis and conduct that process under the leadership of the President
  • Review and address conflicts of interest
  • Coordinate and oversee the orientation and training of new directors, including identification of experienced directors as appropriate mentors of new directors
  • Consider governance issues that arise and make appropriate recommendations to the Board
  • Design and implement an ongoing program of board information and education
  • Define and lead succession planning process, taking steps to recruit and prepare future board members
  • Nominates Board members for election to serve as Board officers

 

NOMINATING COMMITTEE

Role

The Board is responsible for selecting and appointing members of the Board. MCN’s By-Laws delegate the selection process to the Nominating Committee whose role is to oversee the process of selection and nomination of Board members.

Appointment

Each year the Board of Directors shall appoint a Nominating Committee.

Members

The Nominating Committee is composed of the President, the Vice President/President-Elect, one additional director in her or his first year on the Board, and one additional director in her or his second or later year on the Board, and the MCN Executive Director.

Responsibilities

  • Identify board work needs based on input from Executive Committee regarding the board needs for expertise, representation and access to resources
  • Assess current Board composition and diversity
  • Define Board recruitment and Committees leadership needs and priorities
  • Solicit board candidates recommendations from Board
  • Publish call for nominations to the MCN community
  • Review, screen and interview board candidates qualified to serve as directors, consistent with defined qualifications and needs criteria in order to assess potential interest and suitability
  • Based on screening outcome, prepare a slate of candidates who best meet the needs of the Board of Directors, and recommend to the Board candidates for nomination, appointment, and/or re-election (the Board shall discuss the proposed candidates in a Board meeting and vote on each candidate)

 

STRATEGIC PARTNERSHIPS COMMITTEE

Role

The role of the Strategic Partnerships Committee is to develop a comprehensive funding strategy to support MCN’s mission and programs as well as to support the Executive Director in securing sponsors and exhibitors for the annual conference.

Chair and members

  • The Strategic Partnerships Committee must be chaired by a Board member for a renewable one-year term
  • Executive Director
  • Marketing Committee liaison
  • Program Committee liaison
  • Other board members as necessary and at the discretion of the chair of the Strategic Partnerships Committee, such as the Conference Manager when securing conference-related sponsorship

Responsibilities

  • Define, implement and update MCN’s strategic partnerships strategy
  • Articulate MCN’s value proposition for sponsors, funders, donors, and other strategic partners
  • Develop and refine business model aligned with MCN’s mission to provide long-term organizational sustainability
  • Develop a process to identify and qualify funders and partners
  • Solicit recommendations for potential sponsors, funders and partners from Board members and the community
  • Cultivate relationships with current and potential sponsors, funders, and partners Periodically survey sponsors, funders and/or partners to gather feedback on the value of their relationship with MCN
  • Support Board members in developing relationships with sponsors, funders and partners

 

PROFESSIONAL DEVELOPMENT COMMITTEE

Role

The role of the Professional Development Committee is to identify, define, structure and manage leadership and career-building opportunities across the organization.

Chair and members

  • The Professional Development Committee must be chaired by a Board member for a renewable one-year term
  • Executive Director
  • Marketing Committee liaison
  • Program Committee liaison
  • Onsite Volunteer Committee Chair
  • Scholarship Committee Chair
  • Board SIG liaison
  • And any other person the Committee appoints from time to time

Responsibilities

  • Define, implement and update MCN’s professional development strategy
  • Ensure members of the community feel empowered within their role, and are gaining skills, knowledge and experience in their role
  • Develop and refine a comprehensive Volunteer Program
  • Periodically evaluate volunteers’ experience and adjust program as needed
  • Define key volunteer roles and responsibilities
  • Develop transparent volunteer recruitment process
  • Identify partnership and collaboration opportunities with outside organizations to promote community engagement around MCN’s mission
  • Increase involvement and investment of the SIGs in the fabric of MCN
  • Work with Museum Studies programs to develop opportunities for faculty and students to connect with members of the MCN community
  • Periodically conduct exploratory investigations to see how other programs are handling professional development

 

MARKETING COMMITTEE

Role

The role of the Marketing Committee is to define and steward MCN’s brand identity, increase MCN’s visibility by actively promoting MCN events and programs, and actively engaging with and recruiting members of the community.

Chair and members

  • The Marketing Committee must be chaired by a Board member for a renewable one-year term
  • Executive Director
  • Digital Content & Community Engagement Manager
  • Strategic Partnerships Committee liaison
  • Professional Development Committee liaison
  • Program Committee liaison
  • IT and Digital Infrastructure Committee liaison
  • And any other person the Committee appoints from time to time

Responsibilities

  • Define, implement and update organizational branding and marketing strategy, including messaging and visual design
  • Plan communication for the annual conference
  • Design and update customer journey map for MCN brand
  • Develop and maintain master editorial plan to source, edit, approve, and distribute MCN related content on various communications platforms and channels (website(s), blog, email newsletter, MCN-L, and social media)
  • Ensure editorial overview of all MCN public-facing content, including advertising
  • Produce a quarterly evaluation report of digital platforms to inform content and engagement strategy
  • Cultivate relationships with the media to promote the MCN brand as a go-to resource for expertise about museums and technology
  • Develop and conduct interviews and customer research
  • Supervise work of part-time paid MCN Digital Content and Community Manager
  • Identify needs for volunteers with marketing and social media expertise

 

IT AND DIGITAL INFRASTRUCTURE COMMITTEE

Role

The role of the IT and Digital Infrastructure Committee is to lead, manage and help maintain the organization’s information technology infrastructure and support all of MCN’s digital platforms, such as the website, email accounts, social media accounts, online collaborative platforms, core systems softwares (i.e. membership and conference management solutions), databases, data storage, security and backup solutions. (N.B. digital content is a Marketing Committee function.)

Chair and members

  • The IT and Digital Infrastructure Committee must be chaired by a Board member for a renewable one-year term
  • Executive Director
  • Marketing Committee liaison
  • And any other person the Committee appoints from time to time

Responsibilities

  • Define, implement and update the overall organizational IT and digital strategy, including optimal systems’ infrastructure
  • In conjunction with the Marketing Committee, periodically, define and review users’ needs
  • Periodically, define and review core systems’ functionalities and requirements
  • As needed, recommend suitable technology solutions that support MCN’s ability to fulfill its mission
  • Identify, select and manage relationships with outside IT vendors
  • In conjunction with the Marketing Committee, define future website needs, and the resources necessary to deliver the necessary changes to the website as well as improvements to overall UX, functionality and architecture
  • Maintain MCN’s core systems (website, enterprise email management, membership and conference management, financial systems, social media accounts, etc.)
  • Recommend and adopt data storage, security and backup solutions

 

CONFERENCE COMMITTEES

 

  • Conference Planning Committee
  • Program Committee
  • Scholarship Committee
  • Onsite Volunteer Committee
  • Local Events Committee
  • Media Production Committee

 

CONFERENCE PLANNING COMMITTEE

Role

The role of the Conference Planning Committee is to plan MCN’s annual conference and coordinate the activities of the other conference committees to ensure optimal conference deliverables.

Chair and members

  • The Executive Director chairs the Conference Planning Committee
  • Conference Manager
  • Digital Content & Community Engagement Manager
  • All the other conference committees’ Chairs
  • And any other person the Committee appoints from time to time

Responsibilities

  • Plan the annual conference operations & logistics
  • Coordinate with, and support, all other conference committees in preparing the conference on schedule

 

PROGRAM COMMITTEE

Role

The role of the Program Committee is to develop the annual conference’s program, select a theme, prepare calls for proposals, review and select or reject proposals, plan the various conference events, and develop the conference’s program and schedule.

Chair and members

  • The Program Committee must be chaired by a Board member for a renewable one-year term
  • President
  • Executive Director
  • Marketing Committee liaison
  • And any other person the Committee appoints from time to time

Responsibilities

  • Lead the development of the annual conference theme and overall program
  • Define key positions on the Program committee, and their associated roles and responsibilities
  • Appoint and oversee the Program committee
  • Select conference presentations through review of applications
  • Create the conference program through the conception and organisation of panels, presentations, paper sessions, readings, performances, exhibitions, installations, workshops, and special events
  • Work with presenters to refine ideas and workshop presentations in order to deliver cohesive sessions and realise overall vision for events
  • Facilitate sessions and appoint session chairs or facilitators for events
  • Produce content in support of the Conference program
  • Liaise with the Conference Organizer, mindful of overall conference logistics.
  • Work with conference staff, partnering organisations, and others to build and sustain solid relationships for the delivery and sustainability of the conference.
  • Liaise with the MCN Marketing Committee and Community Manager to publicise the conference, and ensure that communication is accurate and best reflects the program
  • Manage communications with potential and actual conference participants during the application and selection process, conference lead-up, the conference itself and conference postproduction
  • Create and coordinate program schedule for print and online
  • Liaise with Program Co-Chair, Conference Coordinator and other committees to ensure that the Conference is integrated with the MCN Strategic Plan

 

SCHOLARSHIP COMMITTEE

Role

The role of the Scholarship Committee is to manage the process of awarding scholarships for students and emerging professionals to attend the annual conference.

Chair and members

  • The Scholarship Committee can be chaired by one or more MCN volunteer(s)
  • One or more Board members
  • Marketing Committee liaison
  • Program Committee liaison
  • Professional Development Committee liaison
  • And any other person the Committee appoints from time to time

Responsibilities

  • Update timeline for Scholarship Application and evaluation process on an annual basis
  • Periodically review Scholarship Application and adjust questions as needed
  • Periodically review Scholarship Application evaluation process and adjust criteria and ranking system as needed
  • Manage marketing for Scholarship Program to exterior sources (i.e. those outside of the MCN blog, newsletter, and social media outlets)
  • Conduct evaluation of Scholarship applicants, choose 15 applicants and generate a waiting list of one or two candidates
  • Manage communication between confirmed candidates and MCN staff and ensure logistics of getting scholars registered, as well as sending stipend and hotel confirmation information run smoothly
  • Work with Program Committee to ensure Scholars receive recognition at the conference
  • Create session for Scholars to share their work with conference attendees
  • Ensure that Scholars respond to conference survey to gather feedback for future years
  • Create and maintain a mentorship/alumnae program for former and current scholars

 

ONSITE VOLUNTEER COMMITTEE

Role

The role of the Onsite Volunteer Committee is to oversee the volunteer opportunities and its onsite volunteers for the annual conference. It is a subset of the Professional Development Committee.

Chair and members

  • The Onsite Volunteer Committee can be chaired by one or more MCN volunteer(s)
  • One or more Board members
  • Marketing Committee liaison
  • Program Committee liaison
  • Professional Development Committee liaison
  • And any other person the Committee appoints from time to time

Responsibilities

  • Update timeline for Volunteer Application and evaluation process on an annual basis
  • Periodically review Volunteer Application and adjust questions as needed
  • Work with Community Manager, Marketing, Program Committee and Media Production Committee to ensure Application for Onsite Volunteers addresses their needs for the upcoming conference
  • Manage marketing for Volunteer Program to exterior sources (i.e. those outside of the MCN blog, newsletter, and social media outlets)
  • Conduct evaluation of Onsite Volunteer applicants, select 20-25 applicants (depending on needs), and generate a waiting list if applicable
  • Create Onsite Volunteer Schedule and confirm with Conference Manager that it meets their needs
  • Confirm that all selected Onsite Volunteers will be attending conference and have reviewed their assigned shifts
  • Manage communication between confirmed Onsite Volunteers and MCN staff and ensure logistics of getting volunteers registered run smoothly
  • Ensure that Onsite Volunteers respond to conference survey to gather feedback for future years

 

LOCAL EVENTS COMMITTEE

Role

The role of the Local Events Committee is to support MCN in identifying local venues for special events and tours in the host city during the annual conference.

Chair and members

  • The Local Events Committee can be chaired by one or more MCN volunteer(s) local to the annual conference host city
  • Marketing Committee liaison
  • Program Committee liaison
  • And any other person the Committee appoints from time to time

Responsibilities

  • Identify venues for conference special events and tours
  • Develop ideas for local visits, tours, and “local to-dos”
  • Provide introductions, as need be, to local business that may support the conference (e.g. catering, transportation, printer, tote bags, etc.)

 

MEDIA PRODUCTION COMMITTEE

Role

The role of the Media Production Committee is to oversee the media production to document the annual conference.

Chair and members

  • The Media Production Committee is chaired by the Executive Director, with the help of MCN volunteer(s) with specific media and video expertise
  • MCN works with an independent media production contractor to cover all the required media needs for MCN
  • Conference Manager
  • And any other person the Committee appoints from time to time

Responsibilities

  • Scope program needs and technical specifications
  • Negotiates scope of work with media producer
  • Direct and oversee media producer
  • Plan and coordinate pre-during and post production
  • Run video capture
  • Produce graphics and selects CC music track
  • Manage audio recording capture of sessions
  • Assist in editing
  • Help capture alternative angles of Ignites
  • Organize raw content
  • Upload YouTube videos
  • Share videos/podcasts as they are loaded to YouTube & tagging Speakers