If you have an interest in any of the following Council positions or additional volunteer activities, please speak to our Branch Chair at one of our regular Branch meetings or send an email to [email protected], or better still join us at one of our Council meetings (dates are posted on the Branch main page calendar).
| Position | Responsibilities | Term | Location |
|---|---|---|---|
| Chair | • Is responsible for the operation of the Branch • Strategically plans branch development • Coordinates special events, including the formation of special event committees • Coordinates internal activities as needed • Chairs monthly Branch and Council meetings • Acts as a signing officer of the Branch • Prepares an annual report for submission to OGS |
Two years, renewable | May be located anywhere although must be available to attend/chair branch meetings |
| Vice-Chair | • Chairs monthly Branch and Council meetings in the absence of the Chair • Carries out other Branch duties as assigned by the Chair • May act as a signing officer of the Branch • Maintains an ongoing record of Branch projects |
Two years, renewable | May be located anywhere although must be available to chair meetings as required |
| Past-Chair | • Acts as a resource to the Branch Council • Acts as Branch Archivist |
Two years, renewable | |
| Treasurer | • Maintains the Branch bank account(s) and manages the financial affairs of the Branch • Has signing authority for the Branch with one or two other Council members • Maintains a proper record of Branch receipts and disbursements • Prepares and maintains the Branch budget • Prepares and presents monthly financial reports to Council • Prepares and submits all financial reports required by OGS • Creates financial summary at year-end (for inclusion in the Members Corner of the Branch website) • Presents a financial report at the Branch Annual General Meeting • Collects mail from Branch P.O. Box, opens, scans, forwards publication orders and distributes via email to appropriate Council member in coordination with the Branch Secretary |
Two years, renewable | Must be located in Wellington County (to collect mail and cheques from the Branch P.O. Box) |
| Secretary | • Records and distributes minutes of all Branch Council Meetings • Prepares a meeting summary after each monthly meeting for the newsletter • Forwards new Council member list to Ontario Ancestors after elections • Collects mail from P.O. Box and distributes in coordination with the Treasurer • Monitors Branch email account and website for incoming requests • Responds or forwards enquiries • Prepares correspondence on behalf of the Council |
Two years, renewable | May be located anywhere providing they are available to take meeting minutes |
| DNA Special Interest Group Coordinator | • Facilitates workshops and learning sessions • Coordinates responses to DNA-related queries • Maintains a record of queries • Provides updates for newsletter/website • Manages DNA-SIG Forum |
Two years, appointed by Council | May be located anywhere |
| Librarian | • Manages Branch reference collection at Guelph Public Library • Acts as liaison with GPL • Reports library activities to Council • Maintains paper newsletters • Accepts and documents donations |
One year, appointed by Council | Must be located in Wellington County |
| Membership Coordinator | • Welcomes new members and maintains member list • Responds to membership inquiries • Sends announcements and newsletters • Coordinates social media and forwards relevant queries |
Two years, appointed by Council | May be located anywhere |
| Project Coordinator | • Manages Branch projects • Coordinates transcription of war memorials • Collaborates with Wellington County Museum • Oversees volunteers • Designs displays for events |
One year, appointed by Council | May be located anywhere but must have a local contact |
| Publicity and Program Coordinator | • Advertises meetings/events • Books venues • Coordinates speakers and equipment • Confirms speaker permissions • Introduces speakers and manages agenda |
Two years, appointed by Council | May be located anywhere |
| Newsletter Editor | • Produces Traces & Tracks newsletter • Edits, formats, prints and distributes • Coordinates with Council • Responds to newsletter email account |
Two years, appointed by Council | May be located anywhere |
| Members-at-Large | • Leads or supports projects • Member of Program Committee • Supports scanning and digitization • Assists Council members as needed |
Two positions, One year, appointed by Council | May be located anywhere |
| Publications Coordinator | • Prints/ships publications • Tracks orders and inventory • Assigns ISBNs • Updates newsletter and website • Sends files to TONI Coordinator |
One year, appointed by Council | May be located anywhere |
| Research Coordinator | • Responds to research queries • Keeps records • Summarizes for newsletter • Recruits volunteers as needed |
One year, appointed by Council | May be located anywhere Some queries may require local research |
| Branch Webmaster | • Manages Branch website • Coordinates with OGS Technical Committee • Keeps site updated • Recommends improvements • Gathers and posts materials |
One year, appointed by Council | May be located anywhere |
| Technical Support Coordinator | • Records and streams meetings • Supports speaker setup • Coordinates with Photographer |
One year, appointed by Council | May be located anywhere but must attend meetings |
| Photographer | • Photographs meetings/events for newsletter and website | One year, appointed by Council | May be located anywhere; attends meetings |
Additional Volunteer Activities
These positions are not part of the Branch Council
- Researcher – Assists with query responses
- Special Projects – Assists with special projects approved by Branch Council
- Newsletter – Works with the Newsletter Editor in producing Traces & Tracks
- Library Assistance — works with the Library Coordinator to maintain the branch Family History Collection; organizes and catalogues all donated material for inclusion in the branch’s Family History Collection; assists with the transcription, indexing and/or digitization of materials
- Fairs and Festivals – Assists with setting up, manning and taking down the Wellington County Branch booth at events such as the Kitchener Public Library Genealogical Fair, The Scottish Festival
- Mentoring – Assisting other Branch members with research and overcoming brick walls
- Hospitality and Welcoming – Organizes refreshments for all meetings including set-up and clean-up of area, welcoming members and guests to meetings and events
- Transportation – Assisting members in getting to meetings by picking them up or dropping them off
If interested in these activities, please speak to the Branch Chair at a monthly meeting or send an email to [email protected]