Board Job Descriptions

The President shall be the Chief Executive Officer and the official spokesperson for the Society; shall affix the official signature for the Society on all legal documents; shall provide general supervision of the Society activities; shall preside at all general business meetings and Board of Directors meetings of the Society; and shall be an ex-officio member of all committees except the Nominating Committee.

The President shall appoint advisors to the Board as specified in the Bylaws in Article X, Section 1, and all committees and their chairs as are necessary to carry on the work of the Society. The President shall write an annual report to the membership for publication in the DGS Newsletter. The President shall be responsible for annually archiving the official records of the Society.

In addition to chairing the General and Board meetings, the President should create and distribute an agenda prior to each meeting. The President is responsible for the overall activities of the society. As such, s/he is responsible for ensuring that all requirements spelled out in the Bylaws and Standing Rules are observed.

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Vice President

The primary responsibility of the Vice President is scheduling and managing seminars presented by the society. This individual is also responsible for communicating with SIG leaders, library scheduling and coordination, and arranging for hospitality at Society events.

In the absence or incapacity of the President, the Vice President shall temporarily assume the duties of the President at the request of the President or majority of the Board of Directors.

The Vice President directs and coordinates with the following Administrators:

• Seminar Administrator
• General Meeting Administrator

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Ensure that a properly formatted (Society Name, Meeting Date and page number in the header or footer) written record of all business transacted at the general business meetings is created and placed in the appropriate folder on the society Google drive within two weeks of each General Meeting. 

Ensure that a properly formatted (Society Name, Meeting Date and page number in the header or footer) written record of attendance and all business transacted at Board meetings is created and placed in the appropriate folder on the society Google drive within two weeks of each Board Meeting. 

Ensure that email notification is sent to each Board member when General Meeting and Board meeting minutes are available for review.

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• Provide reports to both the general and board meetings regarding the state of the organization’s finances (account balances, income and expenses). These include a PowerPoint slide, and a report to the board drawn from multiple sources.
• Pays bills
• Keeps one of the Society’s debit cards and manages its use in online accounts
• Reconciles accounts monthly (checking, savings, investment, iATS)
• Manages payment request forms, and assist officers who are unable to make their own PDFs
• Keeps documents related to finances in an orderly fashion

• Files the following annual tax forms:
  • Federal Form 990
  • Texas state franchise tax
  • Texas sales tax report
  • Federal 1099/1096s
• Files Texas Form 802 at the beginning of any year where the President or Secretary change
• Files change of officer forms with Schwab if account holders change (by mail only, for security reasons)
• Assists the VP in managing W9s
• Assists the VP in finalizing income and expenses related to Seminars
• Is responsible for the accounting laptop, including software and security updates
• Participates in the annual financial review. No one expects the Spanish Inquisition, but you should. You may want to do a practice run-through with the outgoing Treasurer in early January.
• Chairs the budget sub-committee (annual, in June or July, one meeting)
• Is a member of the Investing sub-committee; manages the investment account
• Files annual PCI Compliance forms
• Be willing to train the incoming Treasurer at the changeover of office holders, and provide support for several months thereafter

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Provide guidance and oversight to ensure continuity with previous board discussions and decisions. This position is usually filled by the previous President.

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The Director of Information Technology is an appointed position on the Executive Committee, and is responsible for the operation of the Society’s technology systems as directed by the Board of Directors. 

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The Director for Membership shall be responsible for the promotion of Society membership and maintaining accurate membership information in the Content Management System utilized by the Society.

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The Director of Marketing is responsible for increasing awareness of the Dallas Genealogical Society (hereafter referred to as the Society) and Society activities and events through effective utilization of email, social media, the Society Newsletter, Blog, and other appropriate marketing channels.

It is anticipated (and desired) that the Director of Marketing will create a committee of volunteers who will participate in execution of the activities that fall within the responsibilities of this position.

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The Director for Volunteer Coordination shall be responsible for developing a group of volunteers and managing its utilization.

In this position, you will work with Board members and Special Interest Group leaders to identify and create volunteer opportunities for our membership. In addition, you will be responsible for identifying and recruiting potential volunteers from members and others who participate in society activities.

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This is an advisory position much like the Immediate Past President. Ideally, this position will be filled by someone with leadership experience in a genealogical, historical or preservation oriented non-profit organization.

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Responsible for overall coordination of activities necessary for the smooth running of seminars scheduled by the society.

While the Seminar Administrator has overall responsibility for ensuring that the following tasks are accomplished, it Is expected that the responsibility for implementing tasks will be distributed to Board members with relevant areas of responsibility, members of the Seminar Committee and other volunteers.

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The webmaster is responsible for the overall maintenance of the society website. This includes maintaining current backups, implementing software updates, and ensuring that all reasonable and necessary security steps have been taken.

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Responsible for overall coordination of activities necessary for the smooth running of the nine General Meetings held by the Society (September – May).

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This position is responsible for creating and publishing the DGS Newsletter 10 times each year.