VILLAGE COORDINATOR AGREEMENT

Transcription

1 Date Received at AHSGR VILLAGE COORDINATOR AGREEMENT Frm materials written by the riginal funders f AHSGR, we knw that the grup f peple wh gt tgether in the late 1960s t frm what was t later becme AHSGR had as the primary gal t prvide a mechanism t share their research and prvide a depsitry fr their research materials and hard wrk after they were gne. This gal remains the primary purpse f AHSGR yet tday. As the Sciety grew frm a small grup, it became imprtant t divide up the wrk and prvide an rganizatinal structure. The Village Crdinatr netwrk was develped s the mre experienced researchers culd wrk tgether with the newer researchers fr the cmmn gd. All f thse invlved were vlunteers wh agreed t dnate their time and talent with the thught that the grup s wrk wuld later be shared with AHSGR t be prtected and prvided t future generatins. This remains the primary gal f the Village Crdinatr netwrk. I agree and will supprt this AHSGR Village Crdinatr Agreement as spelled ut in the Village Agreement and Statement f Purpse psted n the AHSGR Website: (Print) Name f Village Crdinatr (Print) Name f Village Address City State Zip Signature f Village Crdinatr Signature f AHSGR President Phne Number Date Date January 1, 2014 Updated Frm

2 VILLAGE AGREEMENT AND STATEMENT OF PURPOSE Frm materials written by the riginal funders f AHSGR, we knw that the grup f peple wh gt tgether in the late 1960s t frm what was t later becme AHSGR had as the primary gal t prvide a mechanism t share their research and prvide a depsitry fr their research materials and hard wrk after they were gne. This gal remains the primary purpse f AHSGR yet tday. As the Sciety grew frm a small grup, it became imprtant t divide up the wrk and prvide an rganizatinal structure. The Village Crdinatr netwrk was develped s the mre experienced researchers culd wrk tgether with the newer researchers fr the cmmn gd. All f thse invlved were vlunteers wh agreed t dnate their time and talent with the thught that the grup s wrk wuld later be shared with AHSGR t be prtected and prvided t future generatins. This remains the primary gal f the Village Crdinatr netwrk. Rle and Respnsibilities f an AHSGR Village Crdinatr (VC) t Researchers and t AHSGR Serve as fcal pint fr research, infrmatin and knwledge abut the village. Crdinate research fr the village amng interested persns. Respnd t inquiries, fr AHSGR members and nn-members, frm researchers interested in the village. Share available requested infrmatin fr a family grup r families frm the village (fees fr csts the VC incurs may be charged) Develp a successin plan fr the wrk that has been dne and the data that has been accumulated fr the village in ther wrds, wh will receive yur data when yu retire the psitin r die? (Yur family shuld be aware f yur plan and if n fllw n VC is named, the infrmatin shuld be frwarded t AHSGR (at AHSGR expense) t help the next persn wh vlunteers t take yur psitin). Serve as a representative fr AHSGR when cntacted by a nn-member. Answer their questins t the extent yu can but als infrm them abut the Sciety and encurage them t cnsider becming a member. Fr example, give them the address f the Sciety web site and where t find membership infrmatin frm the Hme page, and als the address fr the n-line stre. If yu feel it is apprpriate, frward the name and address f a perspective new member t the Headquarters Office Manager wh can send the persn a prspective member packet. The Office Manager will check the Membership database fr yu t see if the cntact is currently a member. It is recmmended yu ask if the persn is interested in AHSGR Membership befre frwarding their name. Share infrmatin with AHSGR abut infrmatin yu have in yur files and database. Because VC ften expend a cnsiderable amunt f their wn funds t btain village related data, merely giving a cpy t AHSGR may nt be accepted as a slutin. Yur files shuld eventually end up in the AHSGR files fr safe keeping r be transferred t a replacement crdinatr fr yu nce yu n lnger have use fr them. One methd t let AHSGR and persns wh are interested in yur village knw what is in yur files is t send an anntated list r bibligraphy, including yur cntact infrmatin, f infrmatin yu have t AHSGR fr placement in yur Village File. This infrmatin is cpied t the Village File Inventry that can be searched frm the AHSGR web site. Remember yu are ften the first cntact fr the Sciety a nn-member has. D yu best t make a gd first impressin.. Share yur ideas that have wrked fr yu with the VC cmmunity. The VC Mail List is a useful tl t d this and learn new methds and share successes. Prepare and submit a yearly reprt t the VC Reprts Editr, Mike Mesinger at mrm1970@al.cm describing what ccurred fr the village r new infrmatin that has been learned r btained. A call fr submittal f the yearly reprt will be made by the VC Reprt Editr, typically in Octber, with a request that reprts are t be submitted prir t the end f Nvember. Prepare and submit yur family histry infrmatin, preferably in a GEDCOM file but paper recrds are OK. January 1, 2014 Updated Frm

3 Remember t submit yur yearly AHSGR dues if yu are nt a Life Member. Yur membership must remain active in rder t be a village crdinatr fr the Sciety. Try t attend the annual cnventin as ften as pssible as many f the new members are anxius t meet yu. Yu might be surprised t find the high degree f esteem in which yu are held. Develping and maintaining a village website is encuraged but nt required. Yu may enlist thers t develp and maintain the site if time limitatins r assistance fr thse skills are a limitatin. Assist in identifying and establishing a chair (r c-chair) fr the Village Crdinatrs. Rle and Respnsibilities f the AHSGR Sciety The Headquarters and Bard f Directrs are t prvide resurces fr Village Crdinatr supprt. Staffing levels and budget cnstraints limit the amunt f research and recrds maintenance that Headquarters can actually perfrm. In these areas, the cntributin f the Village Crdinatr is invaluable. The Bard, with assistance frm Headquarters staff, has the respnsibility t maintain several supprt activities fr the Village Crdinatrs. Names f the Bard members and hw t cntact them may be fund in the AHSGR website at: Village Crdinatr Prgram versight and supprt is assigned t the Genealgy Cmmittee. The cmmittee is charged with the respnsibility f maintaining an active prgram. The Village Crdinatr chair r chairs reprt administratively t the Genealgy Cmmittee and if nt a member f the Bard f Directrs, are cnsidered t be nn-bard members f that cmmittee. Appint a Village Crdinatr Liaisn frm the Bard membership t serve as the primary cntact between the Bard and the VC cmmunity. The name f the Liaisn persn and cntact infrmatin may be fund in the AHSGR website at Establish plicies and prcedures fr the Village Crdinatr prgram and t keep them current as cnditins change. The Archives Cmmittee s sle respnsibility is the identificatin and acquisitin f recrds within the frmer Russian Republic. They are t share recrd availability infrmatin with the Village Crdinatrs during the annual VC Cnventin meeting and by using the VC mail list during the perid between cnventins. Maintain electrnic databases t supprt Village Crdinatr activities. Including: The AHSGR Genealgy database f knwn family infrmatin An annual reprt will be prvided, if requested, fr infrmatin f persns brn, married r died in a particular village SOAR, initially a searchable database fr the extensive bituary files and is being expanded int ther areas January 1, 2014 Updated Frm

4 Membership database that includes search capabilities fr surnames and village data that can be prvided t the Village Crdinatrs. An annual reprt will be prvided, if requested, identifying members and their surname interests fr a village. (NOTE: this reprt may nt be pssible with the present structure f the membership database. TBD if it can be dne and may nt be pssible.)) A website Village Crdinatr mail list Send the name and address t the apprpriate VC f any nn-member wh makes an inquiry abut a village. Send a cpy f new member data that includes a reference t a village t the apprpriate VC. The Newsletter may be used t ntify the VC abut a new member, but if the member sends family histry data t AHSGR a cpy will be sent t the VC. Maintain the Village Files in the Library and ensure the cntents are described when a search is perfrmed n the AHSGR web site Infrm all VC abut additins made t the Village Files Encurage members t dnate family research data, stries and genealgies t be included in the already extensive surname cllectin in the library. Maintain a lending prgram thrugh Interlibrary Lan t make materials available t Village Crdinatrs and membership at large. Respnd t requests made by VC fr cpies f material using the guidelines established by the Genealgy Cmmittee and Bard f Directrs. Village Crdinatrs are prvided materials at reduced rates. Retain village files btained frm retired VC when a replacement VC is nt immediately available. Make this infrmatin available, at AHSGR expense, t the replacement VC. Pay fr cpy csts and shipping/pstage f the material frm a retired r deceased VC data when there is n replacement VC immediately available. Offer t pay shipping csts f the data frm a retired r deceased VC when a replacement VC has been identified but there is a questin abut hw the material will be shipped t the replacement VC. Maintain an active Requests frm Abrad prgram t crrespnd with thse cntacting AHSGR frm cuntries utside f Nrth America. All requests and related crrespndence are kept n permanent file. Publish CLUES n a peridic basis t share surnames and village infrmatin. New member s surnames and village infrmatin will be published in the Newsletter between issues f CLUES. Publish materials t supprt the verall initiatives f the Genealgy Cmmittee and Village Crdinatrs, including: Census lists Indexes Bks f histrical and genealgical interest Surname charts (Mst f the charts in the Library are frm the Vlga regin but the Sciety welcmes Surname charts frm any and all regins fr ur heritage.) Use the Cnventin t supprt the activities f the Village Crdinatrs in a number f areas: The Genealgy Sympsium January 1, 2014 Updated Frm

5 The annual Village Crdinatrs Meeting Village Night r individual area meetings Village r village grup displays prepared by the VC Library and research materials Access t the AHSGR Genealgy Database f knwn family infrmatin The cncept f the VC prgram has grwn and has prven t be a significant benefit t the Sciety. In rder t retain and fster this splendid mmentum, new and existing VC are asked t sign this as a symbl f their cmmitment t cntinue t help the prgram t the extent they can. T becme a new r cntinue in the rle f an AHSGR Village Crdinatr, this frm must be printed, signed and mailed t AHSGR, 631 D Street, Lincln NE This frm supersedes and replaces the prir agreement frm village crdinatrs signed. Failure t sign and return the Statement f Purpse t AHSGR will indicate yu d nt care t be a Village Crdinatr fr AHSGR. January 1, 2014 Updated Frm