ROLES AND RESPONSABILITIES OF THE TREASURER

1. Create a finalized budget– Setting the budget will require knowledge or a general
idea of whether the family reunion event is going to be a large or small and simple.
While there are many things to consider before finalizing a budget, the most important
will be the financial obligations that family reunion attendees will be responsible for. It
is the finance committee’s responsibility to make sure that the reunion is affordable by
all attendees.

1. Open a bank account following all protocols needed, responsible for accounting for
all funds including those of the family association and any special designated
accounts.

2. Keeps in close contact with the president in making any financial decisions and
keeping the president informed.

3. Provides correct and accurate financial statements to the Family Association

4. Involved in all planning in order to understand bills submitted to be paid

5. Keep track on all records of the family financial affairs both hard and software
copies.

6. Keep track of inflows and outflows and adjust budget accordingly.

7. Negotiate costs by keeping track of expenses and making sure that they negotiate
the very best deals the treasurer can save the reunion attendees thousands of dollars
in just one reunion. T-shirts, badges, caterers are all negotiable so never take the first
offer from any of these sales representatives.

8. Advise the fund raising committee on how much will be needed

An organized finance committee that can help keep the planning on track and under
budget. By providing financial guidelines, it will help take stress off the other
volunteers as they plan the rest of the family reunion.

Update administration upon request on the financial state of the Dyer Family Group financial affairs.

Regardless of who is selected within each committee, the leader of the committee has the following
responsibilities:
 Schedule and moderate committee meetings. Provide everyone a chance to update everyone else.
 Resolve disputes amongst the committee members.
 Follow up with all the committee members to make sure things are done on time.
 Approve timelines for each committee member
 Coordinate tasks that require multiple committee input and execution
 Provide leadership and motivation to get things done on time and under budget
 Be a part of the welcoming committee.
 Please note all administrative members must stay within their assigned duties and or
responsibilities if called upon to do otherwise by the President or the Advisory board
members.
 ROLES AND RESPONSABILITIES OF THE

PUBLIC RELATIONS OFFICER

Under general direction from a designated administrator, to be responsible for a

comprehensive public relations effort, including evaluation of attitudes/opinions of the
group and or organisation publics, identification of the policies of the group and or
organisation with the public interest, and the execution of a variety of media programs
to earn public understanding/support.
Characteristic Duties and Responsibilities:

1. Work with appropriate officers to establish public relations program goals/objectives in

support of the mission of the group and or organisation.
2. Within available resources, establish research/evaluation techniques.
3. Gather information about the group policies, programs and posture through
communication with administration and family members.
4. Act as public relations/communications counsel to the group and or organisation
administrators.
5. Work with administrators, on appropriate communication programs, providing
counsel/expertise toward their development/implementation.
6. Develop and coordinate publicity and other communications support related to
events/programs within assigned responsibility via internet facebook and wats app and
all related communication means.
7. Develop news, photographs, advertising, and direct mail materials, for optimum
communication with identified publics.
8. Serve as official representative spokesperson for the group in disseminating information
about programs, plans, events and activities to news media and in responding to media
queries about the same.
9. Produce, design or select art or photography for publication.
10. Design, produce, and/or administer a variety of inter-personal public relations
programs; e.g., speaker’s special events.
11. Evaluate public relations special events, programs and projects in assigned area of
responsibility and revise, as necessary.
12. Act as the group representative with appropriate organizations, groups and agencies.
13. Perform other related duties, as assigned.

Update administration upon request.

Regardless of who is selected within each committee, the leader of the committee has the following responsibilities:
 Schedule and moderate committee meetings. Provide everyone a chance to update everyone else.
 Resolve disputes amongst the committee members.
 Follow up with all the committee members to make sure things are done on time.
 Approve timelines for each committee member
 Coordinate tasks that require multiple committee input and execution
 Provide leadership and motivation to get things done on time and under budget
 Be a part of the welcoming committee.
 Please note all administrative members must stay within their assigned duties and or
responsibilities if called upon to do otherwise by the President or the Advisory board
members.
 ROLES AND RESPOSIBILITIES OF THE PHOTOGRAPHER

1) Select and assemble equipment and required background properties, according to

subjects, materials, and conditions in preparation for events.

2) Take pictures of individuals, families, and small groups, on location of schedule

events.

3) Consult with Head of the Planning Committee and Public Relations Officer in
relation to advertising and updating family pictures and or family portraits also study
assignments to determine project goals, locations, and equipment needs.

4) Direct activities of assistants who are setting up photographic equipment.

5) Organise information on all photos, names and age etc keep and make available all
copies of photographs on all family members.
Review and keep copies of sets of photographs to select the best work when needed by
family group and or organisation.

Update administration upon request.

Regardless of who is selected within each committee, the leader of the committee has the following
responsibilities:
 Schedule and moderate committee meetings. Provide everyone a chance to update everyone else.
 Resolve disputes amongst the committee members.
 Follow up with all the committee members to make sure things are done on time.
 Approve timelines for each committee member
 Coordinate tasks that require multiple committee input and execution
 Provide leadership and motivation to get things done on time and under budget
 Be a part of the welcoming committee.

 Please note all administrative members must stay within their assigned duties and or
responsibilities if called upon to do otherwise by the President or the Advisory board
members.
 ROLES AND RESPONSABILITIES OF

THE OF THE WELCOMING COMMITTEE

The family reunion welcome table can be set up with simple needs like name tags and
welcome packets along with additional resources to help with the day festivities.

The welcome committee should arrive at an event in this case our Family Reunion
some may be here and seeing each other for the very first time.

Many have not seen each other in ten, or twenty years so it’s perfectly natural for
them to feel anxious. Having a welcoming committee that understands this and
counteracts it by being friendly and inviting is a great way to welcome nervous
attendees and get them feeling like they belong.

Have a manageable amount of people at a table near the entrance of the venue to
welcome family reunion attendees. Seeing a familiar face as you are checking in
immediately improves the mood and creates a level of comfort, the welcoming table
should consist of welcome packets directions to attractions), name badges, and a
family reunion agenda.

Online welcoming committee should also serve to reduce the anxiety and fear that
many people feel when joining the group’s online page’s also they must encourage one
to be patient and understanding as they exchange information to upgrade on all family
history. Correspond with the head of the planning committee.

UPDATE ADMINISTRATION UPON REQUEST

Regardless of who is selected within each committee, the leader of the committee has the following
responsibilities:
 Schedule and moderate committee meetings. Provide everyone a chance to update everyone else.
 Resolve disputes amongst the committee members.
 Follow up with all the committee members to make sure things are done on time.
 Approve timelines for each committee member
 Coordinate tasks that require multiple committee input and execution
 Provide leadership and motivation to get things done on time and under budget
 Be a part of the welcoming committee.

 Please note all administrative members must stay within their assigned duties and or
responsibilities if called upon to do otherwise by the President or the Advisory board
members.
 ROLES AND RESPONSABILITIES OF THE

ADMINISTRATION OFFICER

• Oversees maintenance of files documents of historic importance to family group.

• Establishes and maintains filing systems to access information easily.

HISTORIAN
1) Organize historic data, and analyze and interpret its authenticity and relative
significance based on family’s information.

2) Trace historical development on the Dyer Families.

3) Conduct historical research as a basis for the identification, conservation, and

reconstruction of historic ancestral ancestors /places of birth or address where they
lived and career etc.

4) Conduct historical research, and publish or present findings and theories to

administrative officers.

5) Prepare publications and exhibits and or review those prepared by others in order
to ensure their historical accuracy. Prepare for display as to share all information
obtained with family members on the day of event and or family reunion method to do
so is up to your department.

Update administration upon request

Regardless of who is selected within each committee, the leader of the committee has the following
responsibilities:
 Schedule and moderate committee meetings. Provide everyone a chance to update everyone else.
 Resolve disputes amongst the committee members.
 Follow up with all the committee members to make sure things are done on time.
 Approve timelines for each committee member
 Coordinate tasks that require multiple committee input and execution
 Provide leadership and motivation to get things done on time and under budget
 Be a part of the welcoming committee.

Please note all administrative members must stay within their assigned duties and or
responsibilities if called upon to do otherwise by the President or the Advisory board members.
 ROLES AND RESPONSIBILITIES OF DATA COLLECTION OFFICER

Gather historical data on the Dyer Family Generations from sources such as archives,
news files, and photographs, internet via facebook, wats app etc, as well as collect
data sources such as books, pamphlets, and or interview family members to obtain
Ancestral history.

Transfer all data collected to the Administration officers / historian.

Update administration upon request

Regardless of who is selected within each committee, the leader of the committee has the following
responsibilities:
 Schedule and moderate committee meetings. Provide everyone a chance to update everyone else.
 Resolve disputes amongst the committee members.
 Follow up with all the committee members to make sure things are done on time.
 Approve timelines for each committee member
 Coordinate tasks that require multiple committee input and execution
 Provide leadership and motivation to get things done on time and under budget
 Be a part of the welcoming committee.

 Please note all administrative members must stay within their assigned duties and or
responsibilities if called upon to do otherwise by the President or the Advisory board
members.
 ROLES AND RESPOSIBILITIES OF THE PLANNING OFFICER

 Creating event proposals which fit the requirements and presenting proposals by
deadline
 Maintaining a working relationship with sales representatives and proposed
venues to host events.
 Planning event aspects tents tables chairs, food, drinks etc
 Delegating event planning tasks to other members where necessary
 Demonstrating to administration a strong knowledge of venues and sales
representatives offerings and taking administration on tours of venue possibilities
 Coordinating event entertainment, including music, performers, decorations and
guest speakers
 Staying under budget while planning event specifications
 Issuing invoices and collecting payments in a timely manner, and creating
comprehensive and readable financial reports
 Managing and overseeing events on the day of, including problem-solving,
welcoming guests, directing event set-up, communicating with family members,
and organising all committee members
 Communicating with Public Relations Officer to create effective advertisements
for each event, and when necessary.
 Anticipating and planning for different scenarios
 Correspond with the photographer to have facilities organise so they can function
on the day of any event.
 Planning multiple events at once
 Organise internal committee members to assist with all planning necessary for
any and all events

Update administration upon request.

Regardless of who is selected within each committee, the leader of the committee has the following
responsibilities:
 Schedule and moderate committee meetings. Provide everyone a chance to update everyone else.
 Resolve disputes amongst the committee members.
 Follow up with all the committee members to make sure things are done on time.
 Approve timelines for each committee member
 Coordinate tasks that require multiple committee input and execution
 Provide leadership and motivation to get things done on time and under budget
 Be a part of the welcoming committee.

 Please note all administrative members must stay within their assigned duties and or
responsibilities if called upon to do otherwise by the President or the Advisory board
members.
 ROLES AND RESPONSIBILITIES OF THE ADVISORY OFFICER

The Advisory Officer provides non-binding strategic advice to the ADMINISTRATION

BOARD of the family group, organization, or foundation. The informal nature of an
advisory officer gives greater flexibility in structure and management. Groups or
organisations choose to have advisory officer in order to benefit from the knowledge of
others based on family history.

 provide “wise counsel” on issues raised administrative officers

 provide unbiased insights and ideas from a third point-of-view
 encourage and support the exploration of new ideas
 act as a resource for administrative members
 provide social networking platform for administrative members
 encourage the development of a governance framework that enable sustainable
growth and togetherness within the family organisation
 monitor all performance
 impose challenges to the administrative members that could improve family
togetherness and or positivity for continued growth and development

Address Administrative members when needed.

Be part of the welcoming committee

Please note all administrative members must stay within their assigned duties and or
responsibilities if called upon to do otherwise by the President or the Advisory board members.
 ROLES AND RESPONSIBILITIES OF THE SECRETARY

 Taking minutes in meetings.

 Keeping files of past minutes and reports and records reunion activities.

 Keep list of addresses, both email & mailing addresses.

 Letting people know when and where the next meeting is and what it is about.

 Helping to prepare agendas for meetings with the Chairperson.

 Writing and receiving letters on behalf of the group.

 Keeping members informed of what correspondence has been sent out and
received.

 Keeping a record of membership/Documents/files that are of importance to the

group.

 Keeping a record of important names and phone numbers.

 Sends out any correspondence to any family members using the most effective &
economical means

Make sure information that comes to you gets passed on, or publicised more
widely. Often things for a group are sent to the Secretary and never get any further.

 Work closely with other Committee members, particularly the Chair.

 A common complaint from Secretaries is that they end up doing everything. Be

clear with your administrative staff about what tasks you will do.

Address Administrative members when needed.

Be part of the welcoming committee

Please note all administrative members must stay within their assigned duties and or
responsibilities if called upon to do otherwise by the President or the Advisory board members.
 ROLES AND RESPONSIBILITIES OF THE STOCK KEEPER

 Keeping a proper record and maintaining cycle counts of the entire inventory in the
stock.
 Receiving and verifying the inventory with the purchase order listings.
 Reporting loss, damage and any such discrepancies to the administration.
 Sorting all stock items appropriately.
 Assisting in the labelling, tagging all stocks and or items received.
 Maintaining proper documentation processed for the receipt of the goods and
supplies.
 Ensuring the timely dispatch of supplies to the appropriate destinations and or
authorities or official members.
 Coordinating and synchronizing work functions with the vendors, suppliers and
other internal divisions of the establishment.
 Maintaining cleanliness and order.

Report to President and or Secretary when distributing or receiving stock items.

Be a part of the welcoming committee

Please note all administrative members must stay within their assigned duties and or
responsibilities if called upon to do otherwise by the President or the Advisory board members.
 ROLES AND RESPONSIBILITIES OF PRESIDENT

 Creating, communicating and implementing the family

organization's vision, mission, and overall direction. Making sure that the
direction is communicated on a level that allows every member of the
administration to feel as if they are part of something bigger than themselves
and that their role is strategically important to the organization.

 Leading, guiding, directing, and evaluating administrative members.

 With the participation of the executive team, meets to make sure that decisions
the family organization needs are well-thought out and timely. Uses this team
to spread ideas and direction throughout the family organization until every
member of the administration understands their expected role and
responsibilities for contribution.

 Formulating and implementing the strategic plan that guides the direction of
the family organisation. Using the input of all administrative members at every
level of the family organization to develop the strategic plan.

 Forming, guiding, leading and managing the family organization sufficient to

accomplish the president's responsibilities and the strategic plan of our goals.

 Overseeing the complete operation of the family organization in accordance with

the direction established in the strategic plans.

 Evaluating the success of the family organization. Using a set of strategically

important measures to determine the ongoing success - or lack thereof - that
the family organization is experiencing.

 Supervises all monetary expenditures with Treasurer

 Keeps in contact with administrative Board members