The Portland Museum of Art Docents are a group of more than 80 individuals from all walks of life and who all have undergone an intensive and structured training program presented by the Museum's Education Department. The major focus of the Docents is to present the Portland Museum of Art to children and adults. Tours are given to many groups and individuals. In addition to these tours, the Docents give daily gallery talks throughout the summer months and several a week during the winter.

For a number of years the Docents have offered Senior Art-to-Go to area nursing homes and assisted living facilities. This popular program involves slide show presentations of the museum's collections and exhibits of interest to seniors by one or two of the Docents.

The Docents are continually upgrading their knowledge and techniques through monthly training opportunities developed by the Education Department and the Docents themselves. The PMA Docents also develop educational opportunities for others, holding a two day Regional Symposium for docents from all of the New England museums. The Regional New England Docent symposiums occur in the year between the National Docent Symposiums. The PMA Docents have presented four New England Regional Symposiums to date, with the fifth scheduled for 2004.

The PMA Docents have their own governing body, the Docent Council, which meets monthly and includes both officers and several committee chairs. The Council President serves as an ex-officio member of the museum's Board of Trustees. To fund Docent activities and programs, there is a very active travel program. One day to multi-day trips to art institutions are offered both within and outside the country and they provide a steady source of income for the Docent treasury.

For more information about the Docent Program, email Emma Wilson or call her at (207) 775-6148 ext. 3228

Portland Museum of Art Docent Mission Statement
A Docent at the Portland Museum of Art reinforces the Museum's mission as a vital cultural center. A Docent stimulates the community's and Museum visitors' interest in and understanding of the works of art using the permanent collection and temporary exhibitions. A Docent strives to fulfill this mission through ongoing education and training.

Portland Museum of Art Docent Bylaws


ARTICLE I
NAME

The name of this organization shall be Docents of the Portland Museum of Art.


ARTICLE II
PURPOSE

The purpose of this volunteer organization shall be to cooperate with the Portland Museum of Art in the provision of Docent services through the Education Department as operated under the Portland Museum of Art's administration and within the policies set down by its Trustees. This organization shall be administered through its elected Docent Council.


ARTICLE III
MEMBERS

Section 1. Application
Application for training and membership shall be made in writing to the Director of Education. A committee of at least three shall have the responsibility of interviewing and selecting candidates from the applicants and this committee shall include members of the Docent Council and Education staff.

Section 2. Classes of Membership

There shall be four classes of membership: Docent-in-Training, Active Docent, Inactive Docent and Docent Emeritus.

A Docent-in-Training is an accepted applicant.

1. The Education Department shall administer the training program for the Docent-in-Training.
2. A Docent-in-Training must complete all training required within a nine month period.
Exceptions shall be made only upon recommendation of the Director of Education.
3. The performance of the Docent-in-Training shall be evaluated by the Director of Education and a record kept of same.
4. A Docent-in-Training shall be encouraged to be a member of the Portland Museum of Art.
5. A Docent-in-Training may attend regular meetings of the Docents as a non-voting member.
6. A Docent-in-Training who has successfully completed all training requirements shall be
recommended for admission to Docent status by the Director of Education.
7. A Docent-in-Training is expected to work for at least one full year following acceptance into the program.

An Active Docent has completed all Museum training requirements.

1. An Active Docent shall serve the educational mission of the Museum by guiding tours of exhibitions and collections. When the tour schedule allows, Active Docents can contribute in additional ways including: staffing the Information Desk, leading Gallery Talks, presenting outreach programs, assisting in the library, etc.
2. The Active Docent shall attend monthly general meetings and continuing education training
3. The Active Docent shall be a member of the Portland Museum of Art.
4. The Active Docent shall have voting power.

Inactive Docent

1. Inactive status is a leave of absence for the Active Docent. To be eligible for inactive status, the active Docent shall have given service in the program for a minimum of one full year.
2. A leave may last as long as three months, after which it may be extended for another three months at the discretion of the Director of Education.
3. A record of the Docent's inactive status shall be part of his/her permanent record.
4. An interview with the Director of Education shall determine whether an intern period is necessary to resume active status.
5. An Inactive Docent shall be a member of the Portland Museum of Art.
6. An Inactive Docent may attend any meetings or training sessions.
7. An Inactive Docent shall have the power to vote at meetings of the general membership.

Docent Emeritus

1. Docent Emeritus status may be awarded by the Docent Council to Docents who can no longer remain active members of the Docent program. To be considered for this status, a Docent must have served faithfully for at least five years and must have contributed outstanding service over and above the requisite duties through Gallery Talks, Outreach, or leadership responsibilities, i.e. Council, Workshop or Committee Chairman.
2. A request for Docent Emeritus status must be made in writing to the Council and must outline
the Docent's fulfillment of the above criteria. The Council can award this status to take effect immediately. The Docent must be publicly recognized at the Annual Meeting.
3. A Docent with Emeritus status may attend all training sessions, may be charged Docent rates on Docent tours, may receive invitations to all Docent functions, may attend the Annual Meeting and will receive the Docent Newsletter. There will be a separate category on the Docent Membership list to record the names of all Docents who have achieved this status.

3. Resignation/Dismissal

1. Any Docent wishing to resign may do so by giving written notice one month in advance to the Director of Education.
2. Any docent may be dismissed if, in the judgment of the Director of Education and with the approval of the Docent Council, he/she has not fulfilled the standards of acceptable performance.


ARTICLE IV
OFFICERS

Section 1. Officers
The officers shall be President, Vice-President, Secretary and Treasurer.

Section 2. Election, Term of Office, Vacancy

1. Election of officers shall take place at the May meeting. Installation of officers shall take place at the June meeting.
2. Officers shall me elected for a term of one year and may serve two consecutive years, with the exception of the Treasurer, who may serve up to four consecutive years.
3. A vacancy in any office during the elected term except that of the President shall be filled by the Docent Council.

Section 3. Duties of Officers

President
1. The President shall preside at all Docent Council meetings and Docent general membership
2. The President shall represent the Council in working with the Director of Education
3. The President shall appoint the chairmen of all special committees and shall be an ex-officio member of all committees except the Nominating Committee.
4. The President shall appoint a Councilor-at-Large who shall serve as liaison between the Docent training class and the council.
5. The President shall be responsible for a review of the Bylaws every three years or as necessary.
6. The President shall represent the Docents as a voting member of the Board of Trustees.

Vice -President
1. The Vice-President shall assist the President and shall perform such duties as may be assigned by the President.
2. The Vice-President in the absence of the President shall perform the duties of the President.
3. The Vice-President shall succeed to the position of President.

Secretary
1. The Secretary shall have custody of all papers and records relating to the meetings and regulations of this organization.
2. The Secretary shall take minutes of all meetings of the Docent Council and all meetings of the general membership when deemed appropriate by the President.
3. The Secretary shall be responsible for conducting all correspondence on behalf of the Docent Council.

Treasurer
1. The Treasurer shall keep track of all Docent funds and shall prepare a monthly report and an annual Treasurer's report.
2. The Treasurer shall maintain the Docent bank account and see that the balance in the account not fall below the recommended level of $500.

Section 4. Nominating Committee

1. The Nominating Committee shall consist of five members: three members elected from the general membership meeting in February and two members elected from the Docent Council. The President shall appoint a member of this committee to act as temporary chairman to convene a meeting of the Nominating Committee for the purpose of electing its own chairman.
2. No member of the Nominating Committee shall serve two years consecutively.
3. The Nominating Committee shall meet as a group and shall prepare a slate of officers for presentation at the April meeting.
4. Additional nominations may be made from the floor at the April meeting.
5. Election of officers will be held at the May meeting and the term of office shall begin at the June meeting.


ARTICLE V
MEETINGS

Section 1.
There shall be an annual meeting at a time and place to be fixed by the Docent Council.
Section 2.
The general membership shall hold monthly meetings throughout the year as fixed by the Docent Council.

Section 3.
Notice of meetings shall be given to all members at least ten days in advance of the meeting date.

Section 4.
Special meetings of the general membership may be called by the President and shall be called upon the written request of twelve active members.

Section 5.
One-fourth of the active membership shall constitute a quorum.


ARTICLE VI
DOCENT COUNCIL

Section 1.
The Docent Council shall be composed of all elected officers, the immediate Past President, chairmen of standing committees, and Councilor-at-Large.

Section 2.
The Docent Council shall conduct the affairs of the Docents and establish its policies.

Section 3.
The Docent Council shall hold regular monthly meetings unless otherwise determined by the President.

Section 4.
Special meetings of the Docent Council may be held at the discretion of the President or at the request of the majority of the Docent Council members. All members of the Docent Council shall be notified in advance and the notice shall specify the purpose of the meeting.

Section 5.
A majority of the members of the Docent Council shall constitute a quorum.

Section 6.
The Docent Council shall present a full report of its proceedings and the activities of the organization at the Annual Docent Meeting and to the Board of Trustees.


ARTICLE VII
COMMITTEES

Section 1.
There shall be such standing committees as deemed necessary. Chairmen of these committees shall be appointed by the President and shall be voting members of the Docent Council. These committees may include Tours/Gallery Talks, Newsletter, Research, Continuing Education, Hospitality, Senior Outreach and Special Events.

Section 2.
Special committees shall be appointed by the President and Docent Council as deemed necessary.

Section 3.
Each committee chairman shall submit to the President a written report of the committee's activities prior to the Annual Meeting.


ARTICLE VIII
DISSOLUTION CLAUSE
In the event of the dissolution of the Portland Museum of Art Docent Program, after all debts have been paid, any remaining assets will be distributed to the Education Department of the Portland Museum of Art to enhance their public programs and mission of the Portland Museum of Art.


ARTICLE IX
PARLIAMENTARY AUTHORITY
The rules contained in the current edition of Robert's Rules of Order Newly Revised shall govern the organization in all cases to which they are applicable and in which they are not inconsistent with these bylaws and any special rules of order which the organization may adopt.


ARTICLE X
AMENDMENTS
These bylaws may be amended at any regular meeting by a two-thirds vote of the voting membership. Written notice of the amendment shall be given ten days in advance of the meeting.

Amended May 1999
Amended December 2001
Amended April 2004