Henry Ford Heritage Association - Image Copyright and Credit
Some of the images used in this site and all the photographs on this page,
are from The Collections of The Henry Ford, Copy and Reuse Restrictions Apply,
Others come from private collections and were donated for use in the site.
Henry Ford Heritage Association - Board of Directors Policies
Up-dated Jan 10th, 2011
DATE: January 10, 2011 (Approved)
TOPIC: Board & Committee Chair Responsibilities
BODY:
Board Members
Maintain, abide by and enforce the By-Laws, Polices and Rules of the Henry Ford Heritage Association.
Approve annual budget.
Approve and cancel all contracts.
Approve all non budgeted funds.
Approve all Presidential Board vacancy nominations.
Approve Newsletter Editor & Membership Secretary nominations.
Oversight of all elected and Board appointed positions.
Return all Association property and materials to the Association when no longer functioning as Board Member.
President
Set all meeting dates.
Notify all Board members of meeting dates.
Notify all members of general meeting dates.
Nominates individuals for vacant Board positions, Membership Secretary & Newsletter Editor for Board Approval
Appoints and removes all Committee Chairpersons.
Program
By-Laws
Nominating
Awards
Recruitment
Project
Web Site
Oversees all committees except Nominating.
Has no oversight responsibilities to elected and Board appointed positions. Report all issues or concerns to the Board for resolution.
Approves Board members access to the PO Box.
Approves all event refunds.
Coordinate the Annual Birthday Dinner
The President shall not hold a committee chair position without approval from the Board.
Return all Association property and materials to the Association when no longer functioning as President.
Vice President
Shall carry out the duties of the President in the absents of the President.
Official duties shall be determined by the President.
Shall assist with the Program Chair.
Oversight of Nominating committee.
Return all Association property and materials to the Association when no longer functioning as Vice President
Treasurer
Create an annual budget for the Board to approve at the fall meeting.
Collect and deposit dues, program fees, gifts and any other funds.
Report all dues information to Membership Secretary.
Pay bills in accordance to the By-Laws and Policies of the Association.
Get prior Board approval to disburse any non budgeted funds
Keep accurate records and create reports for the Legend Newsletter and for the Board members at Board meeting.
Be available to answer any financial questions from any member of the association and accountant.
Provide all necessary financial information to the accountant on an annual basis.
Choose the financial institution with the Boards approval.
Authorizes Board members to have access to the Association funds. (example: signers on bank accounts)
Report ANY financial concerns to the Board.
Return all Association property and materials to the Association when no longer functioning as Treasurer
Secretary
Recording of minutes at all meetings
Maintain all association records.
Return all Association property and materials to the Association when no longer functioning as Secretary.
Membership Secretary
Maintain Membership Database
Print membership information for mailings
Send out new member packets
Create reports for the Legend Newsletter and for the Board members at Board meeting.
Be available to answer any questions regarding membership to any Board member.
Return all Association property and materials to the Association when no longer functioning as Membership Secretary
Newsletter Editor
Produce 3 annual newsletters
Adhere to the deadlines in the By-Laws
Recruit members for the newsletter committee
Hold newsletter committee meetings
Coordinate articles and pictures for the newsletter
Coordinate with the layout person to meet deadline.
Coordinate with printer to meet deadline.
Approve final proof for quality and accuracy before printing.
Assign the Assistant Newsletter Editor’s responsibilities.
Coordinate mailing distribution meeting.
Have working knowledge of USPS 3rd class mail procedures.
Coordinate delivery to post office.
Return all Association property and materials to the Association when no longer functioning as Newsletter Editor.
Assistant Newsletter Editor
Responsibilities assigned by the Newsletter Editor.
Return all Association property and materials to the Association when no longer functioning as the Assistant Newsletter Editor.
Nominating
Recruiting members to the Nominating committee.
Hold Nominating committee meetings.
Present slate to the Board at the spring meeting on an election year.
Return all Association property and materials to the Association when no longer functioning as Nominating Chair.
Program
Coordinate two annual trips
Spring Trip
Fall Trip
Assist with the coordination of the Annual Birthday Dinner
Recruit members for the program committee
Hold program committee meetings
Create a budget for each event and submit it to the Treasurer 2 months prior to the event.
Abide by all Board polices that apply to events.
Produce all promotional materials
Coordinate printing of all promotional materials
Coordinate mailing of all promotional materials
Coordinate sending of all promotional materials in electronic format to the Web Site Administrator for posting.
Coordinate collection of all event registrations
All funds collected delivered to the Treasurer for deposit.
Return all Association property and materials to the Association when no longer functioning as Program Chair
By-Laws
Make recommendations to the Board on possible By-Law changes.
Recruiting members to the By-Law committee.
Hold By-Law committee meetings.
Return all Association property and materials to the Association when no longer functioning as By-Law Chair.
Awards
Make recommendations to the Board on for the four annual awards
Friend of Ford
Article Award
Book Award
Service Award
Recruiting members to the Award committee.
Hold Award committee meetings.
Return all Association property and materials to the Association when no longer functioning as Award Chair.
Recruitment
Recruiting members to the Recruitment committee.
Hold Recruitment committee meetings.
Return all Association property and materials to the Association when no longer functioning as Recruitment Chair.
Project
Make recommendations to the Board on potential projects.
Recruiting members to the Project committee.
Coordinate promotional materials.
Coordinate printing of promotional materials.
Submit promotional materials to the newsletter editor and web Site administrator.
Hold Recruitment committee meetings.
Return all Association property and materials to the Association when no longer functioning as Project Chair.
T-Plex Representative
Attend monthly T-Plex Board meetings
Board Members are expected to be at the plant at least one Saturday a month during the months that the plant is open each year (May – October).
Abide by all Board polices that apply to the T-Plex Represenative.
Be responsible to make a report to HFHA Board at least once a year.
Return all Association property and materials to the Association when no longer functioning as T-Plex representative.
Web Site
Work with the web site administrator to keep the web site up to date.
Bring web site concerns to the Boards attention.
Abide by all Board polices that apply to the web site.
Return all Association property and materials to the Association when no longer functioning as Web Site Chair.
DATE: May 5, 2010 (Approved)
TOPIC: HFHA – Promoting Non-HFHA Materials
BODY: The HFHA is a non-profit organization so it must be careful in advertising, promoting or indorsing any non-HFHA materials. The association may not collect any financial compensation for promoting or advertising any Non-HFHA materials.
Legend – Advertising, promoting or indorsing of non-HFHA materials may not be printed in the HFHA Legend.
Legend Insert – An insert may be included in the Legend newsletter mailing with the following conditions:
1. The individual requesting the insert is a member of the HFHA and has been a member in good standing for 2 years.
2. A copy of the material must be provided at no cost to the association for a review of accuracy.
3. If the material is approved for accuracy and has Board approval then the individual must provide at no cost to the association X number of copies of the insert, no more than one page (8 ½ x 11) double sided, to the association.
The HFHA Board has the right to refuse any request for any reason.
Web Site – See web site policy
DATE: May 2, 2011 (Approved)
TOPIC: Awards Policy – Revised
BODY:
Friend of Ford Award – Any individual and organization who has made a significant contribution which supports the Association’s Mission of “Fostering interest in the life and accomplishments of Henry Ford, and to preserve and interpret the landmarks associated with his life”.
Book Award – Any individual or organization who has written a book relating to the life of Henry Ford or landmarks from his life. (Any book published within the past 2 years would be eligible.)
Article Award - Any individual or organization who has a published articles relating to the life of Henry Ford or landmarks from his life. (Any article published within the past 2 years would be eligible.)
Service Award – To honor any member of the HFHA that has made a significant contribution to the HFHA by volunteering their time or talent.
Deadline – The Awards committee must bring all nominations to the Spring Board meeting, normally held in May, for Board approval. All awards will be given at the annual birthday dinner.
DATE: January 7, 2008 (Amended & Re-approved on 10-7-09)
TOPIC: Sponsored Programs (Spring Trip – Annual Dinner – Fall Trip – Fund Raising)
BODY: To be compliant with our 501 (c) (3) tax status our accountant has recommended that all line items that pertain to our three sponsored programs be removed from the HFHA Budget.
The Association will front any cost associated with these programs & merchandise including
deposits, materials, printing, postage, etc with the understanding that these costs will be incorporated in the program fee or selling price.
Any money raised, over the program cost & any other non-membership income, will be accounted for separately and placed in a “Program Account”. If a deficits accrue, on any of the three sponsored programs or merchandise, the money will be taken out of the “Program Account” and not the general association funds.
At any time the Board of Directors can vote to move any and all funds out of the “Program Account” into the general fund but at no time can any Association funds be moved into the “Program Account” or pay for any sponsored program deficits.
The Treasurer will be responsible to report on the final financial tallies for each program and the balance of the “Program Account” to the Board of Directors.
DATE: September 17, 2007 (Approved)
TOPIC: HFHA President Fund Guidelines
BODY: The President of the Henry Ford Heritage Association will have a line item in the budget. The amount of money allocated in this line item will be approved by the Board of Directors. This money is allocated so that the President can purchase small items without getting special approval from the Board of Directors. These funds are for the purpose of, but not limited to, tokens of appreciation, sympathy, get well and membership growth as the President sees fit. All purchases shall be in accordance with the HFHA By-Laws.
DATE: January 7, 2008 (Approved)
TOPIC: Membership
BODY: All Membership Dues are due and payable by January 1st of each calendar year and expire on December 31st of the same year.
All New Member dues received on or before July 31st will be applied to the current calendar year with all membership rights and privileges. All New Member dues received after July 31st will be applied to the following calendar year and will receive all current remaining calendar year rights and privileges.
All current members not paid on or before July 31st will be removed from the roster, newsletter mailing and membership rights suspended.
If a suspended member renews their membership, membership rights and privileges start immediately upon receipt of dues. Any past newsletters sent out while the member was suspended will be subjected to published fees.
DATE: January 7, 2008 (Approved)
TOPIC: HFHA - Event Refund Policy
BODY: The Program Committee and the Treasurer would like to propose the following guidelines for refunding reservation monies at all HFHA sponsored programs.
We propose that a $10.00 cancellation fee be applied if the Association writes a check back to an individual if the cancellation occurs up to 2 weeks before the event. If the cancellation occurs less than 2 weeks before the event or if the individual(s) fail to attend the event, no refund will be issued.
The statement “All cancellations prior to two weeks before the scheduled event will be subjected to a $10.00 cancellation fee. All cancellations less than two weeks before the event or if the individual(s) fail to attend the event, no refund will be issued.” will be placed on all promotional materials for all HFHA sponsored programs.
The President has the authority to exempt any member or individual from this policy for any reason at any time.
DATE: January 7, 2008 (Approved)
TOPIC: HFHA – Web Site Policy
BODY: The HFHA Web Site may only be used for official Association business and must conform to all HFHA By-Laws. Items that promote the Association such as; membership information and application, upcoming and past sponsored event information, current board members, awards, landmarks, newsletter information and the Henry Ford story shall be posted on the Web Site and be kept current.
The Web Site will also have a list of links to other web sites that are relevant to Henry Ford. All of these links must be approved by the Board of Directors before they can be posted on our Web Site. A statement must be made on all pages that have links that “the HFHA does not endorse any commercial sites” and “Such links are included for informational purposes only”.
Web Sites for Profit – with Board approval, links promoting material for purchase can be placed on the links page. The material being sold must exemplify the ideals set down in the HFHA mission statement. Individuals or corporations requesting a “Web Site for Profit” link must maintain a “Truck” membership level or higher while the link is posted on our site. Any graphics or logos placed on our site shall be provided at no cost to the Association or be easily obtained off the internet.
DATE: January 7. 2008 (Approved)
TOPIC: T-Plex / Piquette Plant Board Representative
BODY: The HFHA holds a permanent seat on the T-Plex Board of Directors. The T-Plex By-Law regarding this issue is as follows:
The Henry Ford Heritage Association will have a permanent seat on the T-Plex board. The Henry Ford Heritage Association board will choose an individual to fill this T-Plex board seat. The Henry Ford Heritage Association board will determine how long its representative will serve independent of any term limits set by T-Plex. The T-Plex board must receive approval from the HFHA Board if it wishes to have this individual replaced.
Requirements for this position are to attend monthly Board meetings and Board Members are expected to be at the plant at least one Saturday a month during the months that the plant is open each year (May – October).
The HFHA Board will appoint (1) individual for a two year term, no term limits apply. The individual must have been a member in good standing with the HFHA for two consecutive years and maintain a membership in good standing with the HFHA for as long as they hold this position. It will be the responsibility of this representative to make a report to HFHA Board at least once a year.
It takes a majority vote of the HFHA Board to approve and remove this appointment.
HENRY FORD HERITAGE ASSOCIATION POLICIES
DATE: May 5, 2008 (Approved)
TOPIC: Board Member Expectations
BODY: The following are the expectations of a HFHA Board Member:
Member in Good Standing: All Board members must maintain their annual membership for as long as they hold a HFHA Board position.
Board Meetings: Board members are expected to attend 3 annual Board meetings; Winter, Spring and in the Fall.
Sponsored Events: Board members should make every effort to attend the 2 annual field trips and the annual Birthday dinner.
Sub-Committee: Each Board member is expected to sit on at least 1 sub-committee.
A Board member can be removed if 3 Officers can agree that the member is not fulfilling the above expectations with the Boards approval. (See Article XIII of the HFHA By-Laws)
DATE: September 15, 2008 (Approved)
TOPIC: Past Presidents
BODY: Inviting past Presidents to be involved with the HFHA in an advisory capacity:
As acknowledgement of our Past Presidents service to the Henry Ford Heritage Association, we would like to invite any Past President to attend Board Meetings in an advisory roll.
Past Presidents will have the ability to comment on issues being addressed by the HFHA Board during regular Board Meetings. The current President will be responsible for notifying Past Presidents of upcoming Board Meeting times and locations.
Past Presidents will not have a vote during regular Board Meetings.
Past Presidents will have no obligation to attend HFHA Board Meetings.
Past Presidents must remain a “Member in Good Standing” to attend HFHA Board Meetings.
DATE: January 5, 2009 (Approved)
TOPIC: Member in Good Standing
BODY:
Members: To be eligible to vote at a General Membership meeting or run for a HFHA Board Position, the Member must be a “Member in Good Standing” by paying his or her membership dues prior to an election or vote.
Board Members: To be eligible to Vote at a General Membership Meeting or Board Meeting, a Board Member must have paid his or her membership dues no later than the Spring Board Meeting of each year.
The Membership Secretary will report at the beginning of each Spring Board Meeting to acknowledge any Board Member not being a “Member in Good Standing”.
If an Elected Board Member attends the Spring Board Meeting and is not a “Member in Good Standing”, that Member cannot Vote and is not included in the count of a quorum. The Board Members voting rights will be suspended until verification of dues receipt.
Board Members must maintain a “Family” membership level or higher to hold a Board Position.
DATE: January 5, 2009 (Approved)
TOPIC: Qualifications for Board Members
BODY:
To be eligible to hold a Board of Directors or an Officers Seat individuals must have been a member in good standing of the Henry Ford Heritage Association for a minimum of two consecutive years prior to election.
Two or more individuals of the same membership may hold individuals Board seats with all voting rights and privileges at Board meetings, although during a general meeting vote or election only one vote per membership.
Board Members must maintain a “Family” membership level or higher to hold a Board Position.
DATE: May 18, 2009 (Approved )
TOPIC: International Membership Mailing Policy
BODY:
Over the last few years the United States Postal Service has required us to fill an ever increasing amount of paperwork in order to send you our newsletters. Despite filling out that paperwork, the United States Postal Service is unwilling to guarantee that it will get to you. Add that to the rising cost of postage and the process is becoming increasingly cost prohibitive!
Our desire is that our International Members receive their newsletters in a timely manner.
After much research the internet and e-mail is our best solution to this problem. We now have the capability to e-mail our newsletters and soon we will be able to offer them to all members on our web site. We would also be able to eliminate the $10.00 postage that we charge to our International Members.
The HFHA will no longer use the United States Postal Service to communicate with our International Member’s.
DATE: January 13, 2010 (Approved)
TOPIC: Field Trip Mailing Policy
BODY:
Currently the association sends a first class mailing to every member for every field trip. The current rate for first class postage is $.44 x 600 members is $264.00 per event. Also we have additional costs to print the invitation. History has shown us that members that live far away rarely attend our two field trips.
The HFHA will only send field trip invitations to members in Michigan, Indiana, Ohio, Illinois, and Wisconsin. The field trip invitation will also be posted on the web site for members outside the above state to know where we are going and be able to print it and mail it in if they want to attend.
