Broomfield Genealogy Society Documents

This page contains links to Society documents. They are published here in the Members-Only section so that members may view them. 

Table of Contents
Documents Folder
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Bylaws

Documents Folder

DEFINITION (taken from the Foundations Group): Governing document for a non-profit organization that establishes and outlines the purpose of the organization and its governing structure.  They also include policies, practices, authority, and directives for compliance, ongoing oversight, and successful operations of the organization. The bylaws of an exempt qualifying organization should state the following:

  1. Purpose of the organization
  2. Location of offices or operations
  3. Governing Structure
  4. Number of governing members and selection/election/removal of same
  5. Terms of service for governing members
  6. Qualifications for those serving to govern the organization
  7. Methods of conducting business/ Policy Statements
  8. Meeting times/dates (should meet at least annually)
  9. Limitations of the organization and its governing body
  10. The fiscal year 

Handbook

Definition of standing rules (taken from Merriam-Webster): the rules of a society or organization for details of its governance.  They are created by a majority vote and remain in force until repealed or annulled.

Handbook, Policy n Procedures
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  • Broomfield Genealogy Society’s Handbook (TBD) with policies and procedures.

Forms

The following BGS forms are available for downloading, and then complete using Adobe Reader or other PDF form completion application:

  • Reimbursement / Disbursement Form – Form to submit to Treasurer for reimbursement or disbursement of funds as approved in the annual budget, and/or approved by the Executive Board for expenditures outside of annual budget.  
  • Membership Enrollment Form – Enrollment form for members that gathers their basic information and their genealogy areas of interest.
  • Speaker Agreement Form – 
  • Speaker Information Form – Form for gathering information on speaker’s presentation, their biography and their photo image.
  • Speaker/Program Evaluation Form
  • Instructor Agreement Form – 
  • Class/Workshop/Seminar/Webinar Evaluation Form –

Meeting Minutes

Meeting Minutes
From Canva.com
  • Board Meeting Minutes (Coming Soon!)
  • General Meeting Minutes (Coming Soon!)

Web Policies

  • Privacy Policy
  • Terns of Use Policy

For other BGS Policies, see the Handbook.

501(c)(3) Non-Profit Documents

The Broomfield Genealogy Society became a 501(c)(3) non-profit organization in 2019.  As such, the Society had to apply and complete several Federal and State of Colorado incorporation application forms.  Those forms are posted here along with their annual reporting reports.

  • 501(c)(3) Non-Profit Paper Work
  • Federal Identification Number
  • Year Filings:
    • Federal 
    • State of Colorado

(Links to 501(c)(3) Documents coming!)

Job Descriptions

Job description definition (taken from Merriam-Webster): an orderly record of the essential activities involved in the performance of a task.  It is abstracted from a job analysis and used in classifying and evaluating jobs

Team Work

Officer’s Job Descriptions:

General Job Description:

The President shall be the principal executive officer with responsibility for supervising the affairs of the Society. The President shall preside at all meetings of the general membership and the Executive Board.  Other duties include appointing directors and committee chairs, signing contracts and legal documents, acting as backup for the Treasurer, being ex-officio member for other committees and representing the Society as needed for other official meetings and events.

General Job Description:

The Vice President shall assume the duties of the President in the President’s absence of or inability to serve, or at the request of the President. The Vice President may be asked by the President to perform other interim duties as requested based on current vacancies of other positions. The Vice President is responsible for scheduling the use of meeting facilities by the Society, maintaining inventory of society physical assets, and annually reviewing the bylaws, rules and procedures to see that they are current.

General Job Description:

The Secretary is custodian of the Society’s records, except those specifically assigned to others. The Secretary prepares minutes of each general meeting and Executive Board meeting, and is responsible for maintaining a current inventory of all legal documents, records, and equipment belonging to the Society.

General Job Description:

This position involves overseeing the society’s financial resources. The Treasurer’s responsibilities include maintaining accurate and up-to-date financial records, including income, expenses, and donations; collaborating with the society’s leadership to develop an annual budget; handling the society’s bank accounts, processing financial transactions and depositing funds; processing and recording invoice and reimbursement requests; and filing necessary annual financial documents as required by state and federal local regulations. The Treasurer assists the Membership Director with membership dues and membership rolls.

General Job Description:

The Past President will serve as advisor to the President and the Executive Board and provide guidance to the Nominating Committee.

Directors, Committees and Leads Job Descriptions:

General Job Description:

The Editor produces a monthly bulletin of events and announcement and a quarterly newsletter. The work includes, but is not limited to, editing, layout, proofreading and distribution and other duties as may be assigned from time to time by the President or the Executive Board.

General Job Description:

The Director of Education develops, plans, schedules, and manages the program for regular meetings of the Society; prepares and administers the Program portion of the Society’s budget; and performs such other duties as may be assigned from time to time by the President or the Executive Board.

General Job Description:

The Director of Membership prepares and maintains the Society membership records; collects dues, delivers funds, and reports activity promptly to the Treasurer; prepares and administers the Membership portion of the Society’s budget; and performs such other duties as may be assigned from time to time by the President or the Executive Board.

General Job Description:

The Director of Activities plays a key role in developing and implementing engaging and educational activities and events for our members. This role collaborates with the society’s leadership, and volunteers to plan and execute activities. Past activities and events have consisted of genealogical/historical workshops, guided tours, research days, field trips and social activities. You will contribute to a thriving community of individuals passionate about exploring their family history. Your leadership and creativity will help create meaningful and educational experiences for our members, fostering a shared love for genealogy and preserving our collective heritage.

General Job Description:

As an Audio-Visual Technician for hybrid meetings, your role will be vital in ensuring seamless audio and visual experiences for our hybrid meetings. You will work closely with the Director of Education and presenters to create a professional and engaging environment that combines in-person and remote attendees. General duties will include setting up of audio visual equipment at meeting location, testing and troubleshooting (if necessary) equipment prior to meeting startup, monitoring equipment during meeting and then take down after meeting. This position plays a crucial role in delivering engaging and impactful experiences for our hybrid events to create memorable experiences for both in-person and remote participants.

General Job Description:

The Publicity Chair promotes the Society through timely releases of information to the media and interested groups, and sometimes through personal contact. The Publicity Chair prepares announcements of upcoming membership meetings and responds to general requests for information sent to the BGS website and Facebook page. This position coordinates with the Director of Activities and Education for publicity about BGS events.

General Job Description:

The Webmaster is responsible for maintaining the Society’s website. The Webmaster updates the website to describe upcoming Society meetings, programs, and events, and updates or removes links as needed. The webmaster manages additional web applications including Webmail, Facebook, Google Drive, Mailchimp, Survey Monkey, Vimeo, and Zoom or similar technical platforms on technical matters.

General Job Description:

The Webmaster Assistant’s primary responsibility is to support the efficient management and maintenance of the Society’s website. This position works closely with the webmaster to ensure that the website remains up to date with upcoming events, programs and genealogical resources. Key duties and responsibilities include updating the website content, including text, images, videos, and other multimedia elements, to reflect the latest information and ensure accuracy.

General Job Description:

The Social Media Lead’s primary responsibility is to support the efficient management and maintenance of Society’s social media accounts by posting notices and articles of genealogical interest to the BGS website blog and Facebook pages.

General Job Description:

The Video Editor Technician’s primary responsibility is to support the efficient management and maintenance of Society’s virtual meeting recordings by editing and publishing video recordings of meetings.