HISTORIAN

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HISTORIAN
Revised by the P & P committee January 2010

General Statement
The Historian compiles the Yearbook that records the activities of the AWCP during the year. She acts as Parliamentarian at AWCP meetings.

Policy
The AWCP's camera is used to record official AWCP activities or those involving the AWCP or its members.

Duties
The responsibilities of the Historian include:
1. Compiling the Yearbook of the activities taking place during the year involving the AWCP and/or its members
2. Planning a budget of expected expenditures
3. Maintaining the collection of Yearbooks
4. Presiding as Parliamentarian at all official AWCP Meetings
5. Assuming such other duties as delegated by the President
6. Delegating the duties of this Office to another Board member when she is out of town or otherwise unavailable to carry out her duties
7. Preparing and submitting a Year-end Report on the activities of the Office

Procedures
Compiling the Yearbook of the activities taking place during the year involving the AWCP and/or its members Yearbooks are prepared in three (3) volumes. Volume I contains documents and Officers' reports; Volume II has Standing Committee Reports; Volume III holds copies of all official AWCP publications.

All books are professionally bound and are kept in the AWCP office. They may be borrowed by any AWCP member according to established procedures.

Board members are responsible for supplying the Historian with their Year-end Reports, which detail the activities of their Office or Committee during the year, and providing any other pertinent materials which may be of interest.

To ensure that all AWCP activities are included, the Historian, or her representative, should attend all AWCP functions to take pictures and collect memorabilia. They should also attend those functions involving the AWCP (such as Community Services projects and their events) and those events involving AWCP members.
1. Contents of the Yearbooks:
Each Volume has a Table of Contents and all pages are numbered on one side only. Materials specific to each volume include:

Volume I - Documents and Officer's Reports: This volume has important documents, as well as reports from all of the officers. These include:
a. A summary ("History") of the year's activities
b. A list of the members of the Board of Directors
c. Documents:
i. By-laws
ii. Board Policy & Procedures Manual
iii. Agendas and Minutes of all official meetings
iv. Treasurer's Reports
v. Official copy of the audit
vi. Year End Reports:
vii. President, with her official correspondence
viii. First Vice President
ix. Second Vice President
x. Third Vice President
xi. Recording Secretary
xii. Corresponding Secretary
xiii. Treasurer
xiv. Historian
xv. Ex Officio
Photos and newspaper clippings may be included, as desired.

Volume II - Standing Committees Reports: Each of the Standing Committees submits a Year-end Report, photos and other memorabilia. Not all committees may be active each year, and if this happens, it should be noted. Standing Committees of the AWCP include:
a. Bazaar
b. Blood Donor Program
c. Children’s Parties
d. Community Services
e. Domestic Registry
f. Hospitality
g. Membership
h. Publications, including Inklings Advertising Manager
i. Special Events, including Fund-raising
j. Tours

Volume III - Publications: Copies of each publication produced by the AWCP should be bound in the Publications volume. Each issue of Inklings is included, as well as one copy each of the Membership Directory, the Community Services Brochure and any other publication which the AWCP might produce in the course of the year.
2. Year-end Reports:
The Historian is responsible for collecting the Year End Reports from each Officer and Standing Committee Chairman. Therefore, she should set the guidelines for writing the reports. The reports should present a survey of the activities of the Office/Committee for the year. To do this, they should include:
a. Statement of duties: An outline of each Officer's and Standing Committee Chairman's duties are found in the By-laws. The Board Policy & Procedures Manual may list more.
b. Timetable for the year: Some positions are busy throughout the year; others have peak periods; others have one big event. Prepare a calendar which outlines which things need to be done and when.
c. Budget for the Office/Committee: Not all Offices have budgets, but if there is one, the report should show what sorts of expenses are likely to be incurred and what amount of income can be expected.
d. Activities of the Office/Committee: The body of the report should describe the activities of the Office/Committee. What were the functions/events? Were sub-committees used? Were there additions or deletions to the job in the course of the year? Be complete, but not so detailed as an after-action report. There is not room for those in the Yearbook.
e. Correspondence: Save and turn in all letters written on behalf of the Office/Committee as well as those that were received.
f. Suggestions for successor: Include suggestions that will help the person taking over the Office/Committee.
3. Other:
There are other items that the Historian may want to include in the Yearbook. Among these may be representative materials about:
a. American patriotic events
b. Holiday celebrations
c. Change of Ambassador
d. Newspaper articles featuring the AWCP or its members
e. Events of interest to or involving Americans (e.g. visit of a U.S. President)
f. Exceptional events in the Philippines, such as natural disasters, elections, events held in Manila (Miss Universe contest, visit of Pope, etc.)
g. Newsworthy events worldwide, to put the year into perspective.

4. Binding
The Yearbooks are professionally bound. Guidelines are found in the Historian's Year-end Report in the Yearbooks.

Planning a budget of expected expenditures
The Historian should meet with the Treasurer to plan a budget of expected expenses incurred in the preparation of the Yearbooks. These expenses should include, but not be limited to, the purchase and developing of film; maintenance of the camera; purchase of supplies; maintenance of old Yearbooks; professional binding fees.

Maintaining the collection of Yearbooks
The Historian should keep a current and accurate account of the Yearbooks. A copy should be kept with the Treasurer's important papers, as well as included in the Yearbook each year.

She should make sure that the Yearbooks are kept in good condition, having them rebound or refurbished, if needed. She should establish a system for borrowing the Yearbooks and notify the Board and the office secretary of the regulations.

Assuming such other duties as delegated by the President
From time to time, the President may delegate other such duties to this Office as necessary.

Presiding as Parliamentarian at all official AWCP Meetings
The Historian is required by the By-laws to preside as Parliamentarian at all AWCP Meetings. To do this effectively, she should become familiar with the guiding documents of the AWCP, the By-laws and the Board Policy & Procedures Manual, as well as Roberts Rules of Order as they pertain to the conduct of Meetings.

Delegating the duties of this Office to another Board member when she is out of town or otherwise unavailable to carry out her duties
Because of the responsibilities of this Office, it is important for the Historian to find a replacement when she is out of town or otherwise unavailable. The replacement must be another Board member. The Board and the office staff should be advised as to who will be in charge.

Preparing and submitting a Year-end Report on the activities of the Office
The Historian will prepare a Year-end Report on the activities of the Office during the year and supply copies to the President, Historian and her successor.

Planning a Budget:
Planning the budget is to be coordinated with the Treasurers, and the President.
Normal expenses incurred by this position include, but are not limited to, the following:
a. Admin