CAGGNI Board of Director Position Descriptions

Transcription

1 CAGGNI Board of Director Position Descriptions 1 Contents 2 CAGGNI Board of Directors CAGGNI Organization Chart Board of Director Position Descriptions President Vice President Secretary Treasurer Immediate Past President Archivist Fundraising/Group Purchasing Director Information Technologist Meeting Room Coordinator Membership Chair Newsletter Editor Newsletter Production Director Program Committee Chair Promotions and Publicity Director Social Committee Chair Special Interest Group (SIG) Leader Website Content Director

2 2 CAGGNI Board of Directors 2012 If you have been a member of CAGGNI for any length of time, you know its growth and development over the past three years has been astonishing. CAGGNI has: Moved from a Rootsweb hosted website to Wild Apricot which has enabled a beneficial expansion of our website s content, functionality and access Established an evaluation and information gathering tool via the on-line survey instrument which is helping CAGGNI plan for the future Doubled the content of the CAGGNI Newsletter providing more information on topics of interest to our members Substantially increased attendance at our General Meetings due to continued strong programming which in turn has been a boost to our overall membership the opposite of what is occurring in most genealogy societies today Developed a Second Saturday Workshop Series and is in the planning stages for a Road Trip, both of which broaden the offerings to the membership Launched our December meeting as a holiday event for the whole CAGGNI community Gone both digital AND social with fundraising through the igive program and gatherings at local restaurants both of which share a portion of the receipts with CAGGNI Offered several group purchasing opportunities which allows members to acquire useful genealogical tools at a reduced cost All of these enhancements make CAGGNI a stronger and a more viable organization for its members. To maintain these innovations and build on what has been accomplished, a restructuring of the Board of Directors has been undertaken. Some positions have been redefined and expanded, some combined and refocused, some removed and others created. The Program Chair position will be renamed Program Committee Chair and is envisioned to coordinate three subcommittees including General Meeting Programs, Second Saturday Workshop Series and Road Trips. It will no longer have responsibility to function as Vice President A separate Vice President position has been established to support the President, to aid in the short-term and strategic planning efforts of the organization, and to oversee/take on the responsibilities of any Director s position that might become vacant during the year Refreshment Chair has been replaced with a Social Committee Chair which includes the Refreshment subcommittee but also focuses on welcoming new members, assisting with connections among our members and planning social events The functions of the Promotions Chair and the Publicity Chair have been combined into one position, Promotions and Publicity Director. This merger provides for a centralized marketing and advertising campaign, allowing efforts to be more focused and efficient. An Information Technologist position has been added with responsibility for Wild Apricot coordination as well as Membership access to technology and awareness of technical hardware and software that will enhance members genealogical research The Ways and Means position has been reconceived to include both fundraising and group purchasing through developing partnerships with prospective vendors and merchants 2

3 Content has been more widely defined to include both the Website and Newsletter with the Website Content Director, Newsletter Editor and Newsletter Production Director positions working closely together to distribute timely and useful information through suitable channels Service projects, e.g., FamilySearch indexing, have a great potential at CAGGNI and will be a focus of future efforts, but for now, will not hold a Board position The positions of President, Secretary, Treasurer, Immediate Past President, Membership Chair, Meeting Room Coordinator, Archivist, and the three SIG Leaders, although redefined and broaden, remain basically as they have been. These changes are summarized below in the accompanying Organization Chart will be an exciting year to be a member of CAGGNI. In addition to the 19 Board of Director positions listed below -- the same number of Board members as in many subcommittee positions will also be available. We hope you will consider being a part of the new and improved CAGGNI as it unfolds in A 2012 Nominating Committee recently has been appointed and if you are interested in filling one of the positions please contact the Nominating Committee Chair, Ralph Beaudoin, at Beaudoin1913@aol.com Thanks to all the 2011 Board of Directors who submitted and reviewed the attached position descriptions. 3

4 3 CAGGNI Organization Chart

5 4 Board of Director Position Descriptions President Position Description: The President is a volunteer position elected by the Membership. The position is responsible for leading the organization as a whole and presiding at Board meetings. The President sets the direction for the corporation and insures that the Board of Directors are aware of and fulfilling their governance responsibilities. This position also fulfills any other general requirements of a Director. With the Secretary, sets the agenda for the board meetings. Presides at Board Meetings; ensures decisions are made in an orderly, timely and democratic manner. Recommends the Board positions for the next year at the May Board meeting. Appoints the Nominating Committee in May. Nominates members to serve on the Audit Committee at the November Board Meeting. Maintains working awareness of all corporation activities and forms connections among members accordingly to foster corporation objectives. Directs the business portion of the General Member meeting, relating club announcements, committees under formation, and other news of interest to the corporation. With the Vice President, leads long-range planning efforts of the Corporation Submits annual proposed budget for the President s office to Treasurer; submits records of expense; and, works within financial guidelines and the approved budget Signs contracts and other legal documents as determined by the Board Acts as signatory on corporation s accounts Writes a monthly Presidents Column reporting on the state of the corporation or a matter of general technical and/or genealogical interest Prepares annual report evaluating the past year s activities and programs Proposes the creation and objectives of committees. Proposes policies and practices Sits on various committees Maintains additional key access to corporation s post office mail box Transfers records of historical significance to the CAGGNI Archivist at end of year Looks for opportunities to identify successor Director Responsibilities: Attends at least 75% of the Board of Director meetings Helps identify potential future Board Members Represents CAGGNI to the outside genealogical community Gathers ideas from other genealogical events attended and publications read; as appropriate, Supports CAGGNI through presentations, Newsletter articles, identification of speakers, and/or 5

6 Useful Knowledge, Skills and Abilities: Strong leadership, motivational and organizational skills Sufficient knowledge of the genealogy and technical communities to effectively set club direction Excellent people, communication, and writing skills Dedicated to the office and the corporation. 6

7 4.2 Vice President Position Description: The Vice President is a volunteer position elected by the Membership. The position is responsible for assuming the duties of the presidency in the absence of, or at the request of, the President. This position is also responsible for the smooth functioning of CAGGNI, providing support for the President and fulfilling any other general requirements of a Director. Performs the duties of the President in the absence of that officer Assumes the duties of the presidency for the remaining term of office in the event of a vacancy in the office of President Maintains familiarity with the responsibilities of the President so as to be able to assume those duties whenever necessary With the President, is responsible for the corporation s long-range planning efforts With the President, identifies and sets yearly goals of the corporation Participates as a member of the Nominating Committee Organizes and coordinates service projects, e.g., Family Search indexing Maintains working awareness of the functions of all committees/chairs; identifies any issues which might be evident; and, makes recommendations to resolve problems Oversees the operation of vacated Director positions until the Director is replaced Assists in recruiting members to assume Director positions which might become vacant during the year Reviews policies and procedures of the corporation on an annual basis, makes recommendations for modifications. Sets up audio/visual projector for use at general meetings Assists the President in other administrative duties Looks for opportunities to identify and/or train understudy or successor Director Responsibilities: Attends at least 75% of the Board of Director meetings Helps identify potential future Board Members Represents CAGGNI to the outside genealogical community Gathers ideas from other genealogical events attended and publications read; as appropriate, Supports CAGGNI through presentations, Newsletter articles, identification of speakers, and/or Useful Knowledge, Skills and Abilities: Leadership, motivational and organizational skills Good people, communication and writing skills Problem solver 7

8 4.3 Secretary Position Description: The Secretary is a volunteer position elected by the Membership. The position is responsible for ensuring that accurate and sufficient documentation exists to meet legal requirements, and to enable authorized persons to determine when, how, and by whom the board s business was conducted. The Secretary records minutes of meetings, ensures their accuracy and availability, proposes policies and practices, and fulfills any other general requirements of a Director. Ensures proper notification is given of Directors and Members meetings as specified in the bylaws Prepares agenda, with President, in advance of each Board and Annual Business Meeting Distributes agenda, prior meeting minutes, and other supporting documents in advance of Board Meetings Records minutes at Board Meetings; prepares draft of minutes Routes draft of Board Minutes for review by Board Members; edits accordingly Signs a copy of final, approved Board and Annual Meeting minutes and ensures copies are maintained in the corporate records; posts approved minutes on Website Takes minutes at each General Meeting including capturing announcements, information shared, new members in attendance, Committee updates, etc.; provides draft to President for review; posts General Meeting minutes on Website Receives all s sent to secretary@caggni.org; responds accordingly Attests to actions of the Board as needed for legal documents Maintains CAGGNI Bylaws seeing all approved revisions are incorporated; posts approved Bylaws changes on Website Maintains Minute Book with all approved motions and resolutions Maintains Policy and Procedure Manual; where appropriate, posts on Website Maintains Board of Directors position descriptions; posts revisions on Website Transfers Corporate records to Archives as appropriate Looks for opportunities to identify and/or train understudy or successor Director Responsibilities: Attends at least 75% of the Board of Director meetings Helps identify potential future Board Members Represents CAGGNI to the outside genealogical community Gathers ideas from other genealogical events attended and publications read; as appropriate, Supports CAGGNI through presentations, Newsletter articles, identification of speakers, and/or Useful Knowledge, Skills and Abilities: General knowledge of Microsoft Word Ability to write clearly Organizational skills Familiarity with Robert s Rules of Order 8

9 4.4 Treasurer Position Description: The Treasurer is a voluntary position elected by the Membership. The position is responsible for maintaining all corporate funds; recordkeeping of all deposits, disbursements and investments; providing financial reports to the Board and membership; and, providing access to the financial records for audit. The Treasurer is administratively responsible for the budget, prepares a proposed budget and reports actual revenues and expenditures against that budget to the Board. The position also fulfills any other general requirements of a Director. Advises the President and the Board on financial matters Reports on financial activities at each Annual Meeting and Board meeting Receives all dues from the Membership Chair and collects all other funds, records and processes all funds into CAGGNI s bank account Transfers funds from PayPal account to CAGGNI s bank account as appropriate Pays all bills as per approved budgeted amounts or as authorized by the Board of Directors Makes payments of bills and reimbursements of expenses from CAGGNI accounts based on expense vouchers and associated documentation Keeps an accurate record of all receipts and expenditures using money-management software Coordinates certificate-of-deposit (CD) transactions with the bank, advises the Board of the need for any significant reductions/withdrawals from the CDs Reconciles the financial records with bank statements monthly Provides financial reports to the Board, committees and corporation members when requested or as required Prepares financial records and financial statements for the audit Submits and presents year-to-date financial statements to the Membership at the Annual Meeting Submits the prior year s financial statements to the Board at the first Board meeting of the year and posts to website for the membership Leads the budget process and prepares the annual budget for submission to the Board for approval Monitors spending by providing a monthly report to the Board of the year-to-date Actuals vs. Budget Pays annual CAGGNI membership dues in the Federation of Genealogical Societies and the Illinois State Genealogical Society Submits appropriate IRS and State tax forms when required Submits Annual Report to the Secretary of State of Illinois as required Advises and requests direction from the Board concerning any questionable expenditures Transfers historical records to the CAGGNI Archivist after year-end Looks for opportunities to identify and/or train understudy or successor 9

10 Director Responsibilities: Attends at least 75% of the Board of Directors meetings Helps identify potential future Board Members Represents CAGGNI to the outside genealogical community Gathers ideas from other genealogical events attended and publications read; as appropriate, Supports CAGGNI through presentations, Newsletter articles, identification of speakers, and Useful Knowledge, Skills and Abilities: General knowledge of Microsoft Word and Excel General knowledge of Quicken Comfortable in managing a checkbook and balancing with financial records Able to prepare financial reports 10

11 4.5 Immediate Past President Position Description: The Immediate Past President, if so willing, shall respond to requests for advice and help from the new President and the Board in a non-voting capacity. This position, to the extent the Immediate Past President wishes, fulfills all other general requirements of a Director. The term of office is concurrent with the term of the succeeding President. In the event of a vacancy, this office shall remain vacant until the current President succeeds into this position. Provides the incoming President with accounts of actions and timelines relevant to maintaining the on-going activities of the Group; identifies any issues which may need immediate attention Supplies the incoming President with appropriate records and documents to ensure a smooth transition Supports and provides continuity to the President s work of fulfilling the envisioned future, strategic plan, and policies established by the Board of Directors Assists the President in providing motivational verbal and written feedback to speakers and volunteers Mentors and provides guidance to elected and appointed volunteers as requested Identifies, cultivates and recruits future volunteers Periodically visits other genealogy groups to gather ideas for future CAGGNI improvements Serves on the Nominating Committee Transfers unique records, documents and reports to the Archivist at end of year or term Performs additional duties as delegated and authorized by the President. Director Responsibilities: Attends at least 75% of the Board of Director meetings Helps identify potential future Board Members Represents CAGGNI to the outside genealogical community Supports CAGGNI through presentations, Newsletter articles, identification of speakers, and/or Useful Knowledge, Skills and Abilities: Willingness to share knowledge and history of CAGGNI Willingness to share ideas, guidance, and expertise Willingness to encourage member participation in CAGGNI Mentoring skills 11

12 4.6 Archivist Position Description: The Archivist is a volunteer position elected by the Membership. The position is responsible for assuring the physical integrity of CAGGNI s archives along with their availability. In addition, the Archivist is the primary data/materials gatherer of all historical records, communications, manuscripts, photographs and memorabilia related to the origin and development of the Corporation. The position houses all physical archives, posts digital archives to the Website, and fulfills any other general requirements of a Director. Establishes policies and procedures for archival collection including what records are collected and when they are transferred to archives Receives, classifies and indexes all relevant material, such as board minutes, financial records, annual reports, administrative files, membership rosters, association correspondence, publications of the association, promotional materials, past Newsletters and artifactual works considered to have historical importance to the Corporation Works with past and current Board Members to actively collect archival materials Maintains society s photographic collection in both digital and print format Provides for the care and maintenance of the physical and digital archival collection Houses physical archives Provides access, as determined by the Board, to those who may have a need to review such material Develops finding aids for accessing archival materials; maintains finding aids on website Works with Webmaster to create and maintain archival backups of various historical aspects of the CAGGNI website, e.g., look of front page; website architecture, etc. Maintains historical index to programs, speakers, officers, Anne Jacobs Recognition Award, and other items representing CAGGNI s past on website Updates, at appropriate intervals, CAGGNI s history on website Looks for opportunities to identify and/or train understudy or successor Director Responsibilities: Attends at least 75% of the Board of Director meetings Helps identify potential future Board Members Represents CAGGNI to the outside genealogical community Gathers ideas from other genealogical events attended and publications read; as appropriate, Supports CAGGNI through presentations, Newsletter articles, identification of speakers, and/or Useful Knowledge, Skills and Abilities: Organizational skills Historical knowledge of CAGGNI Working knowledge of CAGGNI website Attention to detail 12

13 4.7 Fundraising/Group Purchasing Director Position Description: The Fundraising/Group Purchasing Director is a volunteer position elected by the Membership. The position is responsible for all fundraising, vendor development and group purchasing opportunities. This position has primary responsibility for creating and implementing the fundraising efforts of CAGGNI; for developing partnerships with prospective vendors and merchants; and, for promoting and managing opportunities for members to take advantage of group power-buys. The position also fulfills any other general requirements of a Director. Develops opportunities for CAGGNI members to take part in activities which will raise funds for the organization Oversees existing fund raising efforts, e.g., igive, etc. Works with merchants, vendors and retailers to organizes fund raising events and activities Promotes fundraising opportunities among CAGGNI members through announcements at meetings, flyers, newsletter write ups and website/internet publicity Engages other CAGGNI members to assist at fundraising events Monitors financial results of fundraising efforts; remits all fundraising receipts to Treasurer Identifies areas of interest among CAGGNI members where group purchasing will have benefit Provides sufficient information so members can make intelligent decisions regarding power-buy opportunities Manages purchase of items or services, collection of monies, and distribution of power-buys; remits all receipts including funds collected and invoices/receipts for goods or services to Treasurer Prepares annual estimate of revenues expected from next year s fundraising efforts; submits estimate to Treasurer Submits annual proposed budget for Fundraising/Group Purchasing to Treasurer; submits records of expense; and, works within financial guidelines and the approved budget Reports to the Board, on a regular basis, both financial and member participation results of all fundraising and power-buy efforts Transfers records of historical interest to Archivist at end of term Looks for opportunities to identify and/or train understudy or successor Director Responsibilities: Attends at least 75% of the Board of Director meetings Helps identify potential future Board Members Represents CAGGNI to the outside genealogical community Gathers ideas from other genealogical events attended and publications read; as appropriate, Supports CAGGNI through presentations, Newsletter articles, identification of speakers, and Useful Knowledge, Skills and Abilities: Understanding of group purchasing activities Good organizational skills Takes initiative Friendly, outgoing and persuasive 13

14 4.8 Information Technologist Position Description: The Information Technologist is a volunteer position elected by the Membership. The position is responsible for facilitating technology access to the Board and Membership. The Technologist performs as webmaster, supports Board members who do not have access to the MS- Office toolkit, and keeps members aware of technical hardware and software that will enhance their genealogical research. The position also fulfills any other general requirements of a Director. Fills the role of Webmaster: Resolves technical issues with CAGGNI s website; submits and manages Wild Apricot (WA) support tickets. Insures that caggni.org is backed up Manages changes to the WA member and contact database schema; keeps the Surnames macro in sync with the schema Grants website administrative and editing access to Board members based on need Trains Board Members on routine caggni.org administrative tasks including website page updating and blasts Executes the Surnames macro monthly and updates the Surnames page Submits CAGGNI website improvement requests to the WA roadmap and wish list as appropriate Assists Board members needing to resolve tool compatibility problems (i.e., readers / converters / alternatives for Ms-Word, Excel, Powerpoint) Maintains a library of how-to instructions to facilitate CAGGNI website usage. Assists with general technology and website how-to questions Establishes a library of how-to s for genealogical tool usage including Ancestry Member Trees, FTM, TMG, Reunion, AQ/PAF, TNG, Second Site, slideshows & movies, You Tube videos, etc. Works with members on a limited-time basis to assist them directly with technical issues Works with Archivist to create and maintain archival backups of various historical aspects of the CAGGNI website e.g., look of front page; website architecture, etc. Receives all s sent to the webmaster@caggni.org; responds accordingly Submits annual proposed budget for technology needs to Treasurer; submits records of expense; and, works within financial guidelines and the approved budget Looks for opportunities to identify and/or train understudy or successor Presents new hardware, software, handheld apps, etc., of genealogical research interest, to the membership in Open Mikes or Newsletter articles as incumbent sees appropriate Writes articles, or a continuing column, delving into technical tools and solutions to aid in genealogical research as incumbent sees appropriate Director Responsibilities: Attends at least 75% of the Board of Director meetings Helps identify potential future Board Members Represents CAGGNI to the outside genealogical community Gathers ideas from other genealogical events attended and publications read; as appropriate, Supports CAGGNI through presentations, Newsletter articles, identification of speakers, and/or 14

15 Useful Knowledge, Skills and Abilities: Technical competency An early adopter Ability to translate technical concepts to understandable information for members who are not technically adept 15

16 4.9 Meeting Room Coordinator Position Description: The Meeting Room Coordinator is a volunteer position elected by the Membership. The position is responsible for assuring meeting facilities and logistics are available to meet the needs of CAGGNI programs and attendees. The Meeting Room Coordinator also fulfills any other general requirements of a Director. Arranges with meeting venue to reserve appropriate meeting space on the second and third Saturdays of each month; except in December when the first and second Saturdays are reserved Arranges with meeting venue additional space required for quarterly Board meetings if conflict in use of general meeting space occurs Looks for opportunities to identify and/or train understudy or successor At General Meetings Ensures furniture in meeting room is pre-set to best accommodate space and attendees at General Meetings Receives latest member sign-in lists from Membership Chair; places lists near meeting room entrance and encourages member sign in; returns completed sign-in sheets to Membership Chair Requests visitors to fill out Visitor sign-in sheets; gives completed sheets to Membership Chair Collects Visitor donations; provides cash received to Membership Chair with Visitor names Assists with distribution of meeting handouts Coordinates use of audio-visual equipment needed for presentations and meetings. This may include a cordless microphone, projector or other pieces of a/v equipment Oversees room is reset in fashion requested by meeting venue at completion of meeting In case of meeting venue cancellation, assists CAGGNI leadership in securing new space for General Meetings Director Responsibilities: Attends at least 75% of the Board of Director meetings Helps identify potential future Board Members Represents CAGGNI to the outside genealogical community Gathers ideas from other genealogical events attended and publications read; as appropriate, Supports CAGGNI through presentations, Newsletter articles, identification of speakers, and/or Useful Knowledge, Skills and Abilities: Lives in community where meeting venue is situated Enjoys welcoming members and guests Good follow-up skills 16

17 4.10 Membership Chair Position Description: The Membership Chair is a volunteer position elected by the Membership. The position is responsible for managing membership accounts and databases, collecting and transmitting payments and records, and recording and reporting membership activities. In addition, the position fulfills any other general requirements of a Director. Accepts and processes membership applications and dues Sends welcome letter to new members Assists new members in entering their personal information on database and works with members to solve membership and account problems with the website Initiates annual membership renewal process including billing, payment processing and collection Sends follow-up membership renewal reminders Provides up-to-date membership check-in list to Meeting Room Coordinator prior to each general meeting and brings backup copy to each general meeting Collects donations from guests and members at general meetings Prepares transmittals and forwards them, along with cash and checks, to Treasurer Collects member and guest attendance at general meetings; receives SIG meeting attendance records from SIG Leaders Advises Board on membership issues and trends Advises Social Chair of new members so name tags can be generated Provides oral monthly membership reports at general meetings Provides periodic cumulative reports to the Board on new memberships, guest and member attendance, and donations Prepares quarterly membership reports and submits them to Board and Archivist Monitors accuracy of the membership database and works with IT Support to solve website problems Backs-up entire membership database periodically Prepares annual estimate of the membership anticipated in the following year along with an estimate of the revenue it will create Submits annual proposed budget and annual records of expense to Treasurer Works within the approved budget Transfers dormant membership records to Archivist Looks for opportunities to identify and/or train understudy or successor Director Responsibilities: Attends at least 75% of the Board of Director meetings Helps identify potential future Board Members Represents CAGGNI to the outside genealogical community Gathers ideas from other genealogical events attended and publications read; as appropriate, Supports CAGGNI through presentations, newsletter articles, identification of speakers, and/or 17

18 Useful Knowledge, Skills and Abilities Persistent Skillful in communicating and organizing Skillful in using CAGGNI Website database Skillful in using word processing and spread sheet programs 18

19 4.11 Newsletter Editor Position Description: The Newsletter Editor is a volunteer position elected by the Membership. The position is responsible for editing articles prior to their publication in the Newsletter, the CAGGNI Website, or any other form of CAGGNI media and communication. The Newsletter Editor also fulfills any other general requirements of a Director. Identifies and recruits individuals who are able and willing to prepare and submit articles Solicits member input for articles of interest and seeks out members to prepare articles in these areas Insures that any reproduction rights have been obtained, if necessary Receives and edits contributions from regular submissions such as President s column, Other Events, Program reviews Provides encouragement to and supports individuals who have a desire to increase their publishing capabilities. Edits submitted articles for correctness, clarity, and to tailor the content and writing styles to the interests of members. Submits edited articles to Newsletter Production Director for inclusion in monthly Newsletter; shares articles with Website Content Director for possible excerpts on website Provides an annual newsletter index, and cumulative indexes as needed, for the Newsletter Archive Works closely with Newsletter Production Director and Website Content Director to understand requirements and limitations of respective media Works with Newsletter Production Director to create a publishing timetable or schedule for the year Receives all s addressed to newsletter@caggni.org; responds accordingly Evaluates the quality, coverage, and timeliness of information included in the monthly newsletters; annually shares assessment with Board Looks for opportunities to identify and/or train understudy or successor Director Responsibilities: Attends at least 75% of the Board of Director meetings Helps identify potential future Board Members Represents CAGGNI to the outside genealogical community Gathers ideas from other genealogical events attended and publications read; as appropriate, Supports CAGGNI through presentations, Newsletter articles, identification of speakers, and/or Useful Knowledge, Skills and Abilities: Excellent editing and writing skills Punctual; completes assignments in a timely manner General knowledge of word processing software Organizational skills 19

20 4.12 Newsletter Production Director Position Description: The Newsletter Production Director is a volunteer position elected by the Membership. The position is responsible for formatting and distributing the CAGGNI Newsletter. The Newsletter Production Director receives articles from the Newsletter Editor and pulls information from other sources such as the CAGGNI calendar and member database. The Newsletter Production Director formats the newsletter and electronically distributes it to the membership and CAGGNI s contact list of societies and institutions. This position also fulfills any other general requirements of a Director. Formats the Newsletter using, as source material, articles received from the Newsletter Editor and other CAGGNI sources Formats the Newsletter in a distinctive and consistent manner Incorporates images that add interest to the written content Embeds hyperlinks of interest throughout the newsletter where relevant Reviews the formatted Newsletter with the Newsletter Editor prior to publication for final editing and format corrections Converts the final newsletter to pdf format Works with Newsletter Editor to create a publishing timetable or schedule for the year Electronically distributes the Newsletter to the membership and institutional contact list In concert with the Newsletter Editor, seeks out and implements ideas that make the Newsletter increasingly relevant to the membership Looks for opportunities to identify and/or train understudy or successor Director Responsibilities: Attends at least 75% of the Board of Director meetings Helps identify potential future Board Members Represents CAGGNI to the outside genealogical community Gathers ideas from other genealogical events attended and publications read; as appropriate, Supports CAGGNI through presentations, Newsletter articles, identification of speakers, and/or Useful Knowledge, Skills and Abilities: Skilled in the use of MS-Word or any other tool for generating a formatted newsletter. Punctual; completes assignments in a timely manner Knowledge of design layout Familiarity with photo manipulation software 20

21 4.13 Program Committee Chair Position Description: The Program Committee Chair is a volunteer position elected by the Membership. The position is responsible for furthering the educational purpose of CAGGNI by offering opportunities to learn and acquire skills which promote interest in genealogical research and family history especially as it relates to modern methodology. The Program Committee Chair executes these responsibilities through the establishment and coordination of a committee of volunteers and also fulfills any other general requirements of a Director. Recruits volunteers to help with all aspects of programming including identification of program topics, recruitment of presenters, and program assistance at meetings Surveys membership to gather presentation topic ideas, suggested speakers and, for Road Trip planning, meeting venues. Submits annual proposed budget for Programs to Treasurer; submits records of expense; and, works within financial guidelines and the approved budget Evaluates all program offerings; prepares annual report for presentation to the Board Transfers records of historical interest to Archivist at end of term Looks for opportunities to identify and/or train understudy or successor General Meetings Contacts potential presenters to determine interest and availability; outlines agreement and sends confirmation to presenter for review and concurrence Provides program write-ups for use on Website and Newsletter Coordinates with speakers to ensure a brief bio is available; arranges special equipment needed by the speaker; sends a reminder letter/ the month prior to presentation Arranges for compensation for speaker fees, reproductions costs, etc. within the annual program budget Introduces presenter at each meeting; at conclusion, extends the group s appreciation Sends thank you notes to each presenter Sees program summary is written; submits write-up to Content Editor for publication in Newsletter Road Trips Identifies venue based on member surveys Determines members costs including for program, transportation, and if out-of-town, hotel accommodations Arranges for transportation; organizes tour/instruction on site; if out-of-town, contracts with hotel Second Saturday Workshop Series Selects topics of interest based on member inputs and/or surveys suited to the workshop format Arranges unpaid facilitators from the membership or persons recommended by the membership for short, interactive sessions held eight times annually 21

22 Director Responsibilities: Attends at least 75% of the Board of Director meetings Helps identify potential future Board Members Represents CAGGNI to the outside genealogical community Gathers ideas from other genealogical events attended and publications read; as appropriate, Supports CAGGNI through presentations, Newsletter articles, identification of speakers, and/or Useful Knowledge, Skills and Abilities: Familiarity with trends in genealogy and availability of local speakers Managing multiple groups; meeting deadlines Organizational skills Attention to detail 22

23 4.14 Promotions and Publicity Director Position Description: The Promotions and Publicity Director is a volunteer position elected by the Membership. The position is responsible for promoting CAGGNI as a society and publicizing CAGGNI events through development and production of brochures, newspaper articles, and display tables at genealogical conferences. This position also fulfills any other general requirements of a Director. Coordinates, with Board of Directors, the development of information used in promotional materials Oversees the printing of brochures, promotional flyers, and other items used for promotion Makes arrangements, with the approval of the Board, to have a booth/table at specified genealogical conferences and workshops Coordinates the delivery of promotion material at genealogy conferences Recruits volunteers to staff the display tables at genealogy conferences Recruits volunteers to deliver promotional materials to libraries and other facilities involved with genealogy Prepares press releases for up-coming events Distributes press releases to local newspapers and genealogical societies Places ads in other societies newsletters Collects copies of articles, announcements, and advertisements appearing in newspapers, program brochures and elsewhere related to CAGGNI Searches for new venues or methods of conveying materials to promote CAGGNI Submits annual proposed budget to Treasurer; submits records of expense; and, works within financial guidelines and the approved budget Evaluates the promotion and publicity efforts; presents annual report to Board of Directors Transfers copies of promotional materials and publicity items to Archivist at year end Looks for opportunities to identify and/or train understudy or successor Director Responsibilities: Attends at least 75% of the Board of Director meetings Helps identify potential future Board Members Represents CAGGNI to the outside genealogical community Gathers ideas from other genealogical events attended and publications read; as appropriate, Supports CAGGNI through presentations, Newsletter articles, identification of speakers, and/or Useful Knowledge, Skills and Abilities: Good communication and writing skills Organizational skills Historical knowledge of CAGGNI Familiarity with print and digital publication channels Marketing and promotional skills 23

24 4.15 Social Committee Chair Position Description: The Social Committee Chair is a volunteer position elected by the Membership. The position is responsible for making members feel welcomed and valued through a variety of activities including ensuring refreshments are available at CAGGNI General Meetings; meeting and greeting members; planning and implementing social activities during the year; and, recognizing members milestones. The Social Committee Chair executes these responsibilities through the establishment of a committee of volunteers. This position also fulfills any other general requirements of a Director. Recruits volunteers to help with all aspects of social activities and events including providing refreshments, welcoming members, and arranging special events Coordinates the major activities of the committee Works with Fundraising/Group Purchasing Director, as appropriate, for social fundraising activities Submits annual proposed budget for the Social Committee to Treasurer; submits records of expense; and, works within financial guidelines and the approved budget Evaluates all social activities and events; annually prepares and presents report to the Board Transfers records of historical interest to Archivist at end of term Looks for opportunities to identify and/or train understudy or successor Meeting Refreshments Purchases refreshments for monthly General Meetings including pastries, coffee/tea, and paper supplies Sets up refreshments promptly at the beginning of the General Meeting Cleans up refreshment area; packages up items to be reused; stores supplies Accepts refreshment donations from members; uses funds to purchase supplies/refreshments for future meetings Member Relations Welcomes all members at each General Meeting Seeks out new members; assists with creating connections with other members Produces and distributes name badges Notifies membership of member s death; writes short obituary for Newsletter/Website Social Events With the input of the Board, identifies desired social activities for the year, examples include summer picnic, December holiday gathering, etc. Coordinates events including selection of date, time and venue Develops event program and activities Promotes events through flyers, articles in Newsletter and on Website Evaluates special events, reporting member participation and satisfaction to Board 24

25 Director Responsibilities: Attends at least 75% of the Board of Director meetings Helps identify potential future Board Members Represents CAGGNI to the outside genealogical community Gathers ideas from other genealogical events attended and publications read; as appropriate, Supports CAGGNI through presentations, Newsletter articles, identification of speakers, and Useful Knowledge, Skills and Abilities: Good people skills Organizational skills Attention to detail Enjoys building connections among people Event/party planning familiarity 25

26 4.16 Special Interest Group (SIG) Leader Position Description: The SIG Leader is a volunteer position elected by the Membership. The position is responsible for presiding over the regularly scheduled special interest group and for managing communications concerning the SIG. This position also fulfills any other requirements of a Director. Presides over quarterly SIG meetings Leads, or delegates responsibility for, group discussion at meeting Consults on areas of special interest as relates to SIG Prepares, or delegates responsibility for, announcement used via CAGGNI communication system to remind SIG members of future meetings Submits information regarding future SIG meetings to Website Content Director for publication on website events schedule; may also submit announcements to related listservs and mailing lists Writes-up or delegates responsibility for notes from meetings and submits to Newsletter Editor for inclusion in Newsletter Moderates and participates in SIG forum on CAGGNI website Responds to s directed to the SIG Collects, or delegates responsibility for, attendance at SIG meeting; submits to Membership Chair Arranges for laptop PC and projection equipment as required for meeting effectiveness May maintain separate mailing list of all CAGGNI members interested in SIG for the distribution of specialized information and resources Helps identify and train replacement SIG Leader Director Responsibilities: Attends at least 75% of the Board of Director meetings Helps identify potential future Board Members Represents CAGGNI to the outside genealogical community Gathers ideas from other genealogical events attended and publications read; as appropriate, Supports CAGGNI through presentations, Newsletter articles, identification of speakers, and/or Useful Knowledge, Skills and Abilities: Leadership abilities Organizational and communication skills Instruction or coaching skills Knowledge of special interest 26

27 4.17 Website Content Director Position Description: The Website Content Director is a volunteer position elected by the Membership. The position is responsible for maintaining current content on the CAGGNI website. The Website Content Director draws content from a variety of sources including CAGGNI Newsletter, CAGGNI program calendar, upcoming events, changes in membership and other CAGGNI activities. The Website Content Director uses this information to keep the CAGGNI website up to date. This position also fulfills any other general requirements of a Director. Keeps the CAGGNI home page current, always reflecting the next Program meeting, 2 nd Saturday workshop and SIG offering Keeps the Members-only home page current with news of new members, social events, power buys or other CAGGNI events of note Keeps all pages current except those under specific ownership by another position, including Useful Links and About CAGGNI Using input from the Program Committee Chair, insures the CAGGNI website calendar is posted and up to date Establishes consistency of presentation throughout the website by creating, maintaining and promulgating look and feel standards Organizes the pages where other Board members post their work (e.g., minutes of meetings, position descriptions, policies established, etc.) Moderates and works on ways to energize the forums except those under specific ownership by another position, e.g., SIG Forums Posts program handouts and media presentations provided Posts survey highlights Posts list of Board members and Committee Chairs. Posts notifications of committees in formation and seeking members Posts required notices including Annual Business Meeting date and all 14-day required notices, i.e., Bylaw changes, membership expulsion matters, dues changes and proposed special assessments May create a Blog for items of interest that occur between Newsletter cycles Seeks out and implements ideas that make the website increasingly relevant to the membership. Evaluates the quality, coverage, and timeliness of the information included on the website; presents annual report to Board of Directors Looks for opportunities to identify and/or train understudy or successor Director Responsibilities: Attends at least 75% of the Board of Director meetings Helps identify potential future Board Members Represents CAGGNI to the outside genealogical community Gathers ideas from other genealogical events attended and publications read; as appropriate, Supports CAGGNI through presentations, Newsletter articles, identification of speakers, and/or 27

28 Useful Knowledge, Skills and Abilities: Excellent editing and writing skills Technically adept Willing to make updates on a timely and regular basis Basic knowledge of webpage design; understanding of good user interface design practices 28