Virtual Volunteer Orientation
Introduction to Our Organization
The Otter Tail County Historical Society is a private, nonprofit organization whose purpose is the collection, preservation and interpretation of Otter Tail County's history and heritage. This is achieved through a variety of services including the Society's exhibit gallery, educational outreach program, special public programs, archival and object collections, and a genealogical and local history research library. The development of these services has made the Society an active partner in the educational and cultural life of Otter Tail County.
Our History
Otter Tail County Historical Society was organized on July 31, 1927, at a gathering at Amor Park. For decades the Society was headquartered in the basement of the county courthouse. In 1972, Underwood native, John Gronner, lead a county-wide capital fund drive which resulted in a new museum. Ten years later another drive provided funds to add our agriculture wing.
Many volunteer hours have gone into making the Society what it is today. Local artist, Charles Beck, designed and implemented the installation of many exhibits that continue to tell the history of Otter Tail County.
Our library has grown because of the generous donations of time and funds. A financial contribution made in honor of Samuel P. Adams continues to sustain the library and archives. Volunteer hours donated by many volunteers including Ann Smalley Jordan, for whom the archives was named on May 22, 2004, have and continue to increase our holdings.
Our educational programs started in 1979 when our first educator, Judy Stringer, put together our first education kit.
In 2002 we celebrated our 75th Anniversary with the completion of a site improvement project which almost doubled our parking lot, made a bus drop-off and handicap accessible ramp as well as provided better drainage away from the building.
We are currently trying to raise $100,000 for our Technology Fund. This fund will provide a regular source of revenue for computer upgrades and improvements. Please consider making a donation to this fund.
Our Mission
The object of the Society shall be the discovery, preservation and dissemination of knowledge about the history of Otter Tail County and the State of Minnesota.
Most particularly its objectives shall be:
1. To discover, collect and preserve any material which may help to establish, illustrate and/or interpret the history of Otter Tail County or the State, their exploration, settlement, development and activities in peace and war, their progress in population, ethnic groups, wealth, education, arts, science, agriculture, manufacturing, trade, transportation, religion, finance, sports, etc. These materials shall include printed materials, directories, newspapers, pamphlets, catalogues, circulars, handbills, programs and posters; manuscript materials such as letters, diaries, journals, memoranda, reminiscences, rosters, service records, account books, charts, surveys, field books, tapes, cassettes, films, and other multi-media materials; and museum materials such as pictures, photographs, paintings, portraits, scenes, aboriginal relics, and material objects illustrative of life, conditions, events, and activities in the past or the present.
2. To disseminate historical information to interested persons, groups and institutions and arouse interest in the past by publishing historical materials in the newspapers or otherwise, by holding meetings with addresses, lectures, papers, discussion and tours; by marking historic buildings, sites and trails/and by operating a museum or historical site.
3. Without limiting the generality of the foregoing, the corporation shall have all powers common to nonprofit corporations designated by Minnesota Statutes, shall have a purpose and power, the holding of shares of other corporations, the entering of joint venture and partnership relationships and any other purposes and powers necessary or incidental to the exercise of the foregoing.
Purposes
The Historical Society’s activities stem from the following purposes:
1. To discover and collect materials which will establish and illustrate the history of the county and state.
2. To protect and preserve papers, books, records, photographs, artifacts, etc.
3. To make these materials accessible to the public.
4. To interpret and display these materials for the public through exhibits, publications, audio-visual programs, our website, etc.
5. To mark and preserve county historic sites.
6. To publish materials which bear on the history of the county and state.
7. To encourage the enjoyment of history.
8. To carry on activities appropriate to a Historical Society.
Our Key Programs
Archives and Library – Our curator of collections/archivist is in charge of all aspects related to our archival collection and research library. Our library assistant assists researchers in the library and handles research requests that are received through the mail. In the absence of the library assistant the curator of collections/archivist takes over these duties. Both the curator of collections and the library assistant work with volunteers who assist in updating and indexing archival records.
Building and Maintenance – Our executive director oversees the maintenance of our building and grounds and manages those that assist with these functions.
Collections and Exhibits – Our curator of collections/archivist is in charge of all aspects related to our collections and exhibits. Volunteers assist in inventory, cataloging and conservation tasks.
Education and Outreach – Our education coordinator is in charge of developing and presenting educational programs and kits for the museum. These programs are taken to schools, churches, long term care facilities, organizations, etc. Each kit centers on a different subject. He/She is also responsible for all guided tours of the museum. He/She recruits and trains volunteer tour guides and sets up tours with schools, long term care facilities or any other interested people and groups. During the year there are several occasions when volunteers are needed by the education coordinator including during Museum Days. Contact should be made directly with our education coordinator for more information.
Gift Shop – Our office manager is responsible for our gift shop and front desk. Tasks He/She performs include ordering materials and maintaining an inventory of gift shop sales, taking admissions and memberships, balancing our cash register, recording financial donations, etc.
Office and Membership – Our office manager is responsible for tasks which effect the operation of the office. Including, but not limited to, answering phones He/She maintains our membership records. He/She designs and lays out posters, brochures, the newsletter and The Record. He/She trains volunteers that staff the front desk, answer phones and those on our mailing committee.
Special Events, Programs and Fundraising – Our public events are planned by our executive director and educational coordinator. Our executive director is responsible for the development and recommendations of policy, planning and financial development and management of the historical society. He/She sets the budget and works directly with the board of directors and committees.
Funds for Operating
The Historical Society receives funding from Otter Tail County, the cities of Fergus Falls, Pelican Rapids and Battle Lake, township governments, admission fees, membership dues, fees from services, revolving accounts, investment revenue, business support, gift shop sales, general contributions, memorial contributions and grants.
Membership
Although volunteers are not required to be members of the historical society they are highly encouraged to become members. The Otter Tail County Historical Society relies on its members and volunteers to serve as goodwill ambassadors of the society and communicators of the role of the historical society in the community. Members receive information about what is happening at the historical society and what programs we are working on through our newsletter and our website. Our newsletter is only mailed to paid members. Membership lasts for one year from the date of signup. A few weeks later a membership card is mailed. When membership is about to expire a renewal form and subsequent reminders are sent.
First Step to Becoming a Volunteer
Please take the time to study the following materials:
If you are planning to become a Virtual Volunteer please go through the “Self-Assessment” and our “Frequently Asked Questions.” If you decide that you are a good candidate for the program, read through the “Virtual Volunteer Project Agreement and Code of Conduct” document.
The next step is to fill out our “Volunteer Application,” sign and return the form as directed on the bottom of the form or mail it to: Otter Tail County Historical Society, 1110 Lincoln Ave W, Fergus Falls, MN 56537
Once the form is received you will be contacted by a staff member of the Historical Society depending on which areas of interest you indicated on the Volunteer Application.
Please note that you must select Virtual Volunteer – data entry under Volunteer Interest if you want to volunteer virtually.
Current indexing projects include:
Fergus Falls City Directory Indexer
Rural School Officers and Teachers Indexer
Reporting Guidelines
After you begin volunteering you will be expected to report back to the Project Manager on how you are doing and how we can improve your experience. We believe the database will be able to track how many records you will be working with and estimate the hours you contribute but we would appreciate receiving a monthly report of the number of hours you have worked on your project. E-mail a summary of the hours you worked to the Project Manager on the last day of the month or first few days of the following month.
Please e-mail the Project Director with any questions and concerns.
Here are some things that we would like to know about:
1. How can we improve our website?
2. How do the data entry screens work for you?
3. Should the screens be more colorful, less colorful, is there a way we could improve the readability of the data entry screen?
4. Are the tabs working properly, etc.
5. Do the Help Screens need updating?
6. Are you experiencing any technical issues and problems?
7. Are you able to flag and make notes about errors and/or questions?
8. How would you evaluate the online index search?