Position Responsibilities

Computer-Assisted Genealogy Group of Northern Illinois (CAGGNI)

Board of Director Position Descriptions for 2015

Revised June 29, 2014

CAGGNI Board of Directors

CAGGNI has maintained the growth it realized over the last several years. However, it is increasingly difficult to attract volunteers to develop and staff the multiple activities of the

Group. Adding the GeneaQuest Conference to the mix created a major endeavor. Many items that are one-time issues, such as developing a vision and a logo, have been accomplished and will not take up as much time and money when the next conference is planned for 2016. The decision to alternate the years of the GeneaQuest conference with the Road Trip, however, was made as a result of the intense amount of work and member volunteers needed to make such events successful.

The 2015 Board of Directors will combine several positions to aid in attracting candidates to direct the governance of the Group:

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President

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Vice-President/Program Chair

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Meeting Room Coordinator

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Refreshments Coordinator

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Membership Chair

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Secretary/Archivist

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Treasurer

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Website Content Director

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Newsletter Editor

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Promotions/Fundraising Director

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GeneaQuest Conference Chair

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Road Trip Committee Chair

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Immediate Past President

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1. President

Position Description: The President is elected by a majority vote of 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.

Position Responsibilities:

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Sets the agenda for the Board Meetings.

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Presides at Board Meetings.

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Recommends the Board positions for the next year.

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Appoints the Nominating Committee.

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Nominates members to serve on the Audit Committee at the annual Board Meeting.

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Directs the business portion of the General Member meeting.

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Leads long-range planning efforts of the Group.

 Submits annual proposed budget for the President’s office to Treasurer; submits records of expense; and, works within financial guidelines and the approved budget

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Signs contracts and other legal documents as determined by the Board.

 Acts as signatory on corporation’s accounts.

 Writes a monthly “Presidents Column” for the newsletter.

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Pre pares annual report evaluating the past year’s activities and programs.

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Proposes the creation and objectives of committees.

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Proposes policies and practices.

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Sits on various committees.

 Maintains additional key access to corporation’s post office mail box.

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Transfers records of historical significance to the CAGGNI Archivist at end of year.

Director Responsibilities:

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Attends at least 75% of the Board of Director meetings.

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Helps identify potential future Board Members.

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Represents CAGGNI to the outside genealogical community.

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Gathers ideas from other genealogical events attended and publications read; as appropriate, shares with Board for future CAGGNI improvements.

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2. Vice-President/Program Chair

Position Description: The Vice-President/Program Chair is elected by a majority vote of the

Membership. The position is responsible for assuming the duties of the presidency in the absence of, or at the request of, the President, serving as Chair of the Program Committee, and fulfilling any other general requirements of a Director.


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Performs the duties of the President in the absence of that officer.

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Assumes the duties of the presidency for the remaining term of office in the event of a vacancy in the office of President.

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Chairs the Program Committee in planning programs for 3 rd Saturday general membership meetings and 2 nd Saturday SIG meetings.

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Surveys membership to gather presentation topic ideas and suggested.

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Submits annual proposed budget for Programs to Treasurer; submits records of expense; and, works within financial guidelines and the approved budget

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Evaluates all program offerings; prepares annual report for presentation to the Board.

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Prepares the speaker contracts.

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Edits and maintains the CAGGNI website pages concerning 2 nd Saturday SIG meetings and 3 rd Saturday general meeting dates.

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Assists the President in setting up the audio/visual components necessary for conducting the 3 rd Saturday general membership meetings.

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Introduces the speaker at the 3 rd Saturday general membership meetings.

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Provides sign-in sheets for 3 rd Saturday general membership meetings and maintains a spreadsheet of attendance.

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Provides sign-in sheets for 2 rd Saturday SIG meetings to be maintained by the SIG

Leaders.

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Coordinates with the Meeting Room Coordinator for space reservations.

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Coordinates with the Refreshments Coordinator as needed.

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Coordinates with the GeneaQuest Conference Chair and the Road Trip Committee

Chair, as needed.

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Submits annual proposed budget for Programs to Treasurer; submits records of expense; and, works within financial guidelines and the approved budget

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Evaluates all program offerings; prepares annual report for presentation to the Board

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Transfers records of historical interest to Archivist at end of term.

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Supports CAGGNI through presentations, Newsletter articles, identification of speakers, and/or other activities that advance its goals.

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2.1 Meeting Room Coordinator


Position Description: The Meeting Room Coordinator is a volunteer position that reports to the Vice-President/Program Chair and is responsible for assuring meeting facilities and logistics are available to meet the needs of CAGGNI programs and attendees. The Meeting

Room Coordinator must live in community where the meeting venue is situated, if required.

This position is not a Board of Director position.


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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

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Arranges with meeting venue additional space required for quarterly Board meetings if conflict in use of general meeting space occurs.

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Informs the Vice-President/Program Chair and President of any conflicts with reserving space.

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Posts the meeting room approval status on the CAGGNI website in a timely manner.

2.2 Refreshments Coordinator

Position Description: The Meeting Room Coordinator is a volunteer position that reports to the Vice-President/Program Chair and is responsible for assuring any beverages and food are available at 3 rd Saturday meeting when possible. This position is not a Board of Director position.

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3. Membership Chair

Position Description: The Membership Chair is elected by a majority vote of 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.


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Accepts and processes membership applications and dues.

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Sends welcome letter to new members.

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Assists new members in entering their personal information on database and works with members to solve membership and account problems with the website.

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Initiates annual membership renewal process including billing, payment processing and collection.

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Sends follow-up membership renewal reminders.

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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

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Collects donations from guests and members at general meetings

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Prepares transmittals and forwards them, along with cash and checks, to Treasurer

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Collects member and guest attendance at general meetings; receives SIG meeting attendance records from SIG Leaders

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Advises Board on membership issues and trends

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Lists new members so Membership committee can generate name tags.

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Provides oral monthly membership reports at general meetings

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Provides periodic cumulative reports to the Board on new memberships, guest and member attendance, and donations

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Prepares quarterly membership reports and submits them to Board and Archivist

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Monitors accuracy of the membership database and works with IT Support to solve website problems

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Backs-up entire membership database periodically

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Prepares annual estimate of the membership anticipated in the following year along with an estimate of the revenue it will create

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Submits annual proposed budget and annual records of expense to Treasurer

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Works within the approved budget

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Transfers dormant membership records to Archivist

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Looks for opportunities to identify and/or train understudy or successor


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Attends at least 75% of the Board of Director meetings

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Helps identify potential future Board Members

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Represents CAGGNI to the outside genealogical community

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Gathers ideas from other genealogical events attended and publications read; as appropriate, shares with Board for future CAGGNI improvements

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Supports CAGGNI through presentations, newsletter articles, identification of speakers, and/or other activities that advance its goals

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4. Secretary/Archivist

Position Description: The Secretary/Archivist is elected by a majority of the Membership. The

Secretary/Archivist records minutes of Board of Director meetings, ensures their accuracy and availability, houses and maintains all physical archives, posts digital archives to the Website, and fulfills any other general requirements of a Director.


 Ensures proper notification is given of Directors’ and Members’ meetings as specified in the bylaws

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Distributes the agenda and prior meeting minutes, and other supporting documents in advance of Board Meetings.

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Records minutes at Board Meetings.

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Prepares and routes draft of Board Minutes for review by Board Members; edits accordingly

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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.

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Receives all emails sent to secretary@caggni.org

; responds accordingly

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Attests to actions of the Board as needed for legal documents.

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Maintains CAGGNI Bylaws seeing all approved revisions are incorporated; posts approved Bylaws changes on Website.

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Maintains Minute Book with all approved motions and resolutions.

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Maintains Policy and Procedure Manual; establishes policies and procedures for archival collection including what records are collected and when they are transferred to archives.

 Maintains Board of Directors’ position descriptions; posts revisions on Website.

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Transfers Corporate records to Archives as appropriate.

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Maintains the physical and digital archival collection.

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Houses any physical archives.

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Updates and maintains an historical index on the CAGGNI website to programs, speakers, officers, Anne Jacobs Recognition Award, and other items representing

CAGGNI’s history.


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5. Treasurer

Position Description: The Treasurer is elected by a majority of 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.


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Advises the President and the Board on financial matters.

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Reports on financial activities at each Annual Meeting and Board meeting.

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Receives all dues from the Membership Chair and collects all other funds, records and processes all funds into CAGGNI’s bank account.

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Transfers funds from PayPal account to CAGGNI’s bank account as appropriate.

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Pays all bills as per approved budgeted amounts or as authorized by the Board of

Directors.

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Makes payments of bills and reimbursements of expenses from CAGGNI accounts based on expense vouchers and associated documentation.

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Keeps an accurate record of all receipts and expenditures using money-management software provided by CAGGNI, if needed.

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Coordinates certificate-of-deposit (CD) transactions with the bank, advises the Board of the need for any significant reductions/withdrawals from the CDs.

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Reconciles the financial records with bank statements monthly.

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Provides financial reports to the Board, committees and corporation members when requested or as required.

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Prepares financial records and financial statements for the audit.

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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.

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Leads the budget process and prepares the annual budget for submission to the Board for approval.

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Monitors spending by providing a monthly report to the Board of the year-to-date

Actuals vs. Budget.

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Pays annual CAGGNI membership dues in the Federation of Genealogical Societies and the Illinois State Genealogical Society.

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Submits appropriate IRS and State tax forms when required.

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Submits Annual Report to the Secretary of State of Illinois as required.

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Advises and requests direction from the Board concerning any questionable expenditures.

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Transfers historical records to the CAGGNI Archivist after year-end.

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Looks for opportunities to identify and/or train or successor


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Attends at least 75% of the Board of Directors meetings.

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6. Website Content Director

Position Description: The Website Content Director is elected by a majority of 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 program.

 Keeps the Members-only home page current.

 Keeps all pages current except those under specific ownership by another position, including Useful Links and About CAGGNI.

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Identifies pages that could be updated under specific ownership by another position.

 Maintain a set of instructions on how Board members can update pages under their specific ownership responsibility.

 Insures, using input from the Vice-President/Program Committee Chair, that the

CAGGNI website calendar is posted and up to date.

 Establishes consistency of presentation throughout the website by creating, maintaining and pro mulgating “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

 Seeks out and implements ideas that make the website increasingly relevant to the membership.

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 Evaluates the quality, coverage, and timeliness of the information included on the website; presents annual report to Board of Directors


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7. Newsletter Editor

Position Description: The Newsletter Editor is elected by a majority vote of the Membership.

The position is responsible for soliciting articles and news stories and for editing of all content prior to publication in the Newsletter. The Newsletter Editor also fulfills any other general requirements of a Director.


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Identifies and recruits individuals who are able and willing to prepare and submit articles

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Solicits member input for articles of interest and seeks out members to prepare articles in these areas

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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

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Provides encouragement to and supports individuals who have a desire to increase their publishing capabilities.

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Edits submitted articles for correctness, clarity, and to tailor the content and writing styles to the interests of members.

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Provides an annual newsletter index, and cumulative indexes as needed, for the

Newsletter Archive

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Creates a publishing timetable or schedule for the year

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Receives all emails addressed to newsletter@caggni.org

; responds accordingly

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Evaluates the quality, coverage, and timeliness of information included in the monthly newsletters; annually shares assessment with Board

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Looks for opportunities to identify and/or train understudy or successor


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Supports CAGGNI through presentations, Newsletter articles, identification of speakers, and/or other activities that advance its goals

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8. Promotions/Fundraising Director

Position Description: The Promotions/Fundraising Director is elected by a majority vote of the Membership. The position is responsible for all promotional activities, such as production of brochures, display tables at conferences, and fundraising through affiliate programs and group purchasing opportunities. The position also fulfills any other general requirements of a Director.


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Coordinates, with Board of Directors, the development and distribution of information used in promotional materials to libraries and other facilities involved with genealogy through a variety of print and online venues and methods.

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Oversees the printing of brochures, promotional flyers, and other items used for promotion of CAGGNI’s goals.

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Makes arrangements, with the approval of the Board, to have a booth/table at specified genealogical conferences and workshops and recruits volunteers to staff the display tables.

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Submits annual proposed budget to Treasurer; submits records of expense; and, works within financial guidelines and the approved budget.

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Evaluates the promotion and publicity efforts; presents annual report to Board of

Directors.

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Develops and oversees opportunities with affiliate programs which will raise funds for the organization.

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Promotes fundraising opportunities among CAGGNI members through announcements at meetings, flyers, newsletter articles and website/Internet publicity.

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Manages purchase of items or services, collection of monies, and distribution of powerbuys; remits all receipts including funds collected and invoices/receipts for goods or services to Treasurer

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Submits annual proposed budget for Fundraising/Group Purchasing to Treasurer

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Reports to the Board, on a regular basis, both financial and member participation results of all fundraising and power-buy efforts.

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Transfers records of historical interest to Archivist at end of term, such as copies of articles, announcements, and advertisements appearing in newspapers, program brochures, promotional materials and publicity items related to CAGGNI.


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Supports CAGGNI through presentations, Newsletter articles, identification of speakers, and other activities that advance its goals

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9. GeneaQuest Conference Chair

Position Description: The GeneaQuest Conference Chair is elected by a majority vote of the

Membership. The position is responsible for assuming the overall responsibilities of the biannual conference including identifying and recruiting conference coordinators, selecting venue and speakers, and developing the conference budget. This position requires a two-year commitment.


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Establishes guidelines and a calendar for the organization of the conference

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Conducts GeneaQuest committee meetings to assure all issues are addressed.

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With Board of Directors, selects and confirms a suitable date and venue for the biannual GeneaQuest Conference

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With Treasurer, prepares conference budget including estimated income and expenses; negotiates venue contract covering use of space and food offerings; obtains required insurance coverage; pays bills; prepares regular (quarterly) financial reports and final financial report.

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Recruits GeneaQuest volunteer Coordinators and sub-committee members including, but not limited to, Program, Registration, Publicity, Catering, and Exhibitors.

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With GeneaQuest Program Coordinator, orchestrates call for presentations; identifies and secures keynote, breakout and other specialized speakers; oversees speaker contracts; and, requests speaker handouts and biographies; prepares electronic

Program Syllabus from information provided by conference coordinators

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With GeneaQuest Registration Coordinator, develops an on-line conference registration system; monitors conference registrations; creates registration packets; and, recruits staff for on-site registration desk.

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With GeneaQuest Publicity Coordinator, identifies publicity and promotion outlets including, but not limited to, local genealogy societies, libraries and historical associations; on-line genealogy websites (e.g., ISGS, FGS, Cyn di’s List, etc.); local newspapers; and social media outlets. Creates a website/blog for the conference.

Promotes GeneaQuest in these venues as well as CAGGNI’s website and Facebook page.

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With GeneaQuest Catering Coordinator, selects luncheon menu and break-out refreshments.

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With GeneaQuest Exhibitor Coordinator, solicits a wide-range of society, library and commercial exhibitors; requests exhibitors to provide door prizes/raffle prizes; coordinates door prize and raffle activities; and, assists exhibitors with needed set up and break down information.

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Designs conference satisfaction survey, soliciting responses from attendees and exhibitors


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10. Road Trip Committee Chair


Position Description: To be written.


Currently CAGGNI hosts a bi-annual Road Trip. It has been the custom to rotate between one-day local library visits and two-to-three day overnight visits. It is best to determine Road

Trip location 6-12 months prior to the trip so that save-the-date promotions can be implemented.

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Chose a location based on membership survey/Board recommendations o Take advantage of monthly survey instrument to identify locations of membership interest o Receive approval from Board for location, dates and budget

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Select a committee of 3-5 to work on Road Trip o Registration system o Information hand-outs o Workshop presentation o Assistance at site during event o Restaurant and hotel selections

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Visit the website or actual location to collect information regarding o Hours o Library access o Driving directions; parking o Collections of interest o Restrictions on use o Nearby restaurants and hotels

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Arrange accommodations o For last evening dining o If multiple day trip, scout out convenient hotel

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Create digital and paper documents o Library Use Tips sheet o Trip policies including cost, deadlines, car-sharing, etc. o On-line event registration capability

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Revised June 29, 2014 o Paper registration capability

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Promote the event through o Newsletter articles o Registration handouts o Announcements at member meetings

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Conduct Workshop covering o Details of the trip o Preparation for the trip, e.g., best use of website o Special collections available

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Follow up with registrants o Car-sharing needs o Special dietary requests

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Survey participants o To determine overall satisfaction levels o Glean benefits to specific individuals

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Report results of Road Trip o Article in Newsletter o Report to Board including: Number of participants, Income and Expenses and

Highlights


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11. 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.


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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.

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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.

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Assists the President in providing motivational verbal and written feedback to speakers and volunteers.

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Mentors and provides guidance to elected and appointed volunteers as requested.

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Identifies, cultivates and recruits future volunteers.

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Periodically visits other genealogy groups to gather ideas for future CAGGNI improvements.

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Serves on the Nominating Committee.

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Transfers unique records, documents and reports to the Archivist at end of year or term.

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Performs additional duties as delegated and authorized by the President.


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Position Responsibilities

1. President

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