All Officers

• Attend a minimum of eight Board (Board of Directors and Executive Committee) meetings each fiscal year. (Exceptions may be made by the Executive Committee on an individual basis)
• Submit reimbursement requests with original receipts attached in a timely manner and within the current fiscal year in which the expense occurred. (See sample form in Appendix)
• Maintain a working knowledge of the MGC Policies and Procedures Handbook and its location on the MGC web site. Refer to it for direction on responsibilities associated with the office held.
• Notify President of proposed agenda items at least three days prior to the meeting.
• Submit, by mid-August, a report of committee activities and accomplishments during the previous fiscal year to the Vice President for publication in the MGC Annual Report.
• Save a copy of all official actions and correspondence, including electronic correspondence, for submission to the MGC Archives. Submit to the MGC Archivist by the end of your Term of Office.
• Always act towards the goals of the MGC and remember that you represent the total membership.

President

Position description

The President shall preside at all meetings of the Michigan Genealogical Council, including meetings of Delegates, the Board, and the Executive Committee, and shall be the executive head of the Society. The President shall be an ex-officio member of all committees of the Council, except the nominating committee, and shall perform other duties as the Executive Committee shall direct. The President shall assist in recruiting all committee members or agents necessary for carrying on the activities of the Society.

Duties and responsibilities

• Preside over the delegate and board meetings. If unable to attend, will notify the Vice President that he/she will need to preside and will provide an agenda for the Vice President to use.
• Designate committee chairs and committees as quickly as possible with Board approval.
• Delegate responsibilities if feasible.
• With the input of the Board, determine the day and time that is most convenient for the Board meetings. (It facilitates communication if the Board meets prior to the Delegate meeting).
• Function as liaison with the Library of Michigan and the Archives of Michigan.
• Represent Michigan when attending national and regional conferences.
• Write a message to the membership for each Council newsletter. The message should be sent to the newsletter editor by the deadline set by the Newsletter Editor.
• Encourage the growth and development of the Council and consider the concerns of members. Utilize periodic surveys to determine topics for Delegate meetings, speakers’ topics for seminars and support the efforts of the Continuing Education Committee in advancing these requests.
• Develop an agenda before each board and delegate meeting and transmit it to the Corresponding Secretary who will distribute these via electronic copies to those who will be present. (For suggestions, see below.) If possible, email or mail the proposed board agenda to each board member three days before the meeting so that members can inform the President of needed additions or changes. Submit the Board Agenda to the Webmaster for Board Meeting Agendas to be posted in the Forums section of the web site; Delegate Agendas to be posted directly under the Member Society Login in theshared documents area for Board members to retrieve.
• Review the minutes of the Board of Directors Meetings. When approved, forward the final version to the Webmaster for posting in the shared documents area of the web site for Board members to retrieve.
• Review the minutes of the Delegate Meetings. When approved, forward the final document to the Webmaster to load onto the MGC web site for the Delegates to retrieve.
• Meet with the Michigan Library and Historical Center or an alternate facility operations office to schedule rooms and any set-ups needed for all Delegate and Board meetings for the year. If a meeting must be cancelled, the facilities operations office should be immediately notified so that they can make the room available to others.
• Notify the proper person at the Library of Michigan and the Archives of Michigan of the time and place of each board and delegate meeting so that each may arrange to have an update for the MGC.
• Prepare the President’s Annual Report for publication before September 1st.
• Act as the official representative of the Council.
• Distribute MGC funds in the absence of the Treasurer.
• Serve as a member ex-officio (voice, non-voting) of all committees except the Nominating Committee.
• Board Secretary’s minutes from previous Board Meeting Treasurer’s Report
• Correspondence needing Board attention Projects and Activities
• Publications and Periodicals Meeting facilities/scheduling
• Call to order and welcome
• Introduction of new delegates, alternates, and guests
• Library of Michigan update
• Archives of Michigan update
• Program
• Business Meeting
• Approval of minutes of previous Delegate Meeting Treasurer’s report
• Executive Committee report
• Corresponding Secretary’s report (directory changes) Committee reports
• Continuing Business
• New Business
• Announcements and Friendly Forum Adjournment