Volunteer Opportunities

Have you thought of becoming more involved with the club? There are many helpful positions available that may interest you listed below. The behind-the-scenes positions make your club experience more rewarding. Volunteers are what make our club awesome!

If you are interested in learning more of these positions and how to volunteer just email or ask in the monthly club meetings.

SUMMARY OF DUTIES OF OFFICER POSITIONS

President

The President leads and ensures appropriate board or committee members are able and are performing their duties are done on time.

The Present lead the board and club meetings which includes setting the meeting agenda.

Learn the Club by-laws to effectively lead the meetings and understand the club process.

Participates in club activities throughout the year including the Annual Show, Picnic, Christmas Party, etc.

Ensures the meetings and yearly events run smoothly.

Vice President

The Vice President assist the President with ensuring appropriate board or committee members are able and are performing their duties are done on time.

When the President is unable to lead a meeting or event, the Vice President then takes position.

Assist coordinating the club events at the Show, Picnic and Christmas Party.

Assist other board members with their duties as requested or when that person cannot make a meeting.

Secretary

The Secretary attends all Board and Membership meetings taking all notes and records of the meetings and compiles into a detailed report.

Reads their previous meeting report at the beginning of both Membership and Board meetings.

Keep records of their meeting reports and ensuring copy has been handed in to Historian for record.

Assist other board members with their duties as requested or when that person cannot make a meeting.

Treasurer

The Treasurer takes care of all the financial duties of the club.

Keeps track of when bills are due (insurance, storages, scholarships, grants, business license, post office box), and pays bills on time.

Files Yearly IRS Tax Report, State Business Entity Report and Business License Renewal.

Balances bank statements monthly, writes a Treasurers Report and gives the report at the next membership meeting.

Prepares the “banked money” for the show and 2 yearly auctions. Collects money at these events and makes deposits and separate

Treasurer Reports for these events.

Picks up the club mail weekly at the downtown Post Office and distributes it to the appropriate persons, deposits money to bank that is collected in mail.

Assist other board members with their duties as requested or when that person cannot make a meeting.

Membership

The Membership position is responsible in keeping all records of current members.

Accepts applications and money for membership (at meetings, show and through mail received), gives/mails members membership card and submits monies to treasurer.

Keep orderly records of current and past member information (electronic and physical) and sending electronic file to other Board

Members with each update.

Manages the membership booth at the club show.

Ensures there are extra applications, member duty sheets, membership cards and brochures on hand at all times.

Emails newsletters, meetings reminders and event notices to all members.

Assist other board members with their duties as requested or when that person cannot make a meeting.

Historian

The Historian is responsible to ensure all record keeping (physical and electronic) of all club paperwork including By-Laws, Rules of the Club, Copies of Newsletters, Meeting Minutes, photos of events, newspaper articles about the club, obituaries of members (past and present), correspondences and claims paperwork all in chronological order.

Keeps Board Members of any updates.

Attends club meetings and report to the members any new historical club events.

Event Coordinator/Committee

The Event Coordinator/Committee plans and has ready the refreshments for the monthly club mid meeting break.

Coordinates the Club’s Friday Night Evening meal at the April Show.

Coordinates the July Picnic

Coordinates the Christmas Party

Has signup sheets for the Friday night Show club meal, July Picnic and Christmas Party so that members can tell what they are bringing to compliment the club’s main meal plan.

Keeps receipts of all monies spent and submits for reimbursement.

Claims Chair/Committee

The Claims Chair/Committee work together to report to the members at the membership meetings what they have been doing on the claims.

Prepares and sends in all paperwork to BLM for the claims. Ensures President also receives paperwork to put in the club files.

Maintains the club claims. Checks on them periodically to make sure that members are not violating club rules and expectations, (tunneling, driving motorized vehicles to/on claims, etc.)

This position includes multiple members.

Presentation Chair/Committee

The Presentation Chair/Committee work together to ensure presentation for the monthly membership club meetings.

Presentations include speakers, mineral/geology/rockhounding related presentations from other club members, reaching out to members to include ideas of what would be liked to be shown including reaching out other clubs to get more ideas.

This position includes multiple members.

Field Trip Chair/Committee

The Field Trip Chair/Committee works together to find and plan interesting rock/geology places for the club to meet and go to, searching for rocks, minerals, crystals, etc. Both for themselves and for donating to the club for our grab bag fills for show time.

The Field Trip Chair presents a yearly field trip schedule to the club in April, submitting this for the newsletter so that members can plan for the upcoming field trips.

Chair/Committee meets the members at a determined location and leads them on the field trip to the locations, educates them on responsible collecting and helps them in identifying the stones being collected.

This position includes multiple members.

Show Chair/Committee

The Show Chair/Committee is responsible for ensuring the Helena Convention Center is reserved for all upcoming Annual Shows held in April.

Working with the Helena Convention Center regarding all aspects of the Annual Show.

Ensuring Dealer applications and contracts are completed with payments. Turning payments into Treasurer.

Working with the members to ensure more than adequate number of volunteers for set up, to cover needed positions and take down.

This position includes multiple members.

Newsletter Editors

The Newsletter Editors gather interesting articles and photos from various sources, (internet, rock magazines, club events, etc.) to make up the monthly newsletter.

Newsletter Editors ensure to keep the newsletter up to date with all club meeting dates and various events to keep members aware.

Set all articles up in a newsletter format and electronically sends to the Membership position for distribution to the members.

This position includes multiple members.

Grab Bag Chair/Committee

The Grab Bag Chair/Committee work together throughout the year to ensure 1000 fabric draw string bags are made, utilizing the club’s pattern, for the club to fill with various collected rocks for selling at the club’s annual show.

This position includes multiple members.

Rock Tumbling Committee

The Rock Tumbling Committee works throughout the year. This includes breaking up large stones and tumbling medium and small rocks to be used in filling the club’s grab bags and providing ball toss prizes for the annual show. These are done at various members homes with the club suppling the stones, grit and tumbling machines for doing this task. All finished material is then stored at the club’s storage and will be collected on the day that is picked to fill the grab bags.

The Rock Tumbling Committee is responsible for ensuring there is more than adequate amount ready for the filling of the grab bags in March.

This position includes multiple members.

Website Individual/Committee

The Website Individual/Committee ensures that all the information on our website is up to date. Collects information to be put on the website and then contacts our website company to submit the updated information.

This position can include multiple members.

Facebook Individual/Committee

The Facebook Individual/Committee looks for rock, crystal, fossil, geology pictures and articles on other Facebook pages to share with our membership on the HMS Facebook page. Answers questions that arise on the site. Shares can be made daily or weekly, putting enough out there to keep our membership interested.

This position can include multiple members.

If you are interested in learning more of these positions and how to volunteer just email or ask in the monthly club meetings.

BRING to the next meeting or Mail the application, along with your check to:

Helena Mineral Society
P. O. Box 736
Helena, MT 59624

 

Single membership

$17.00 annually

Family membership

$25.00 annually

Dues should be paid before May 1 of each year. Once your application and check are received a membership card will be mailed to you.

If you have any questions regarding memberships you can contact us at Helenamineralsociety@gmail.com