Delegates and Admins

Delegates & Admins

Your Organization and NGS

When your organization became a member of NGS it became eligible to participate in programs and receive services and benefits. But how does an “organization” participate? Well . . . through its people of course.

Every organization has two primary contacts with NGS: the delegate and the administrator. Those people are the primary conduits for the relationship of your organization with NGS. We hope you consider becoming a delegate or administrator for your organization, or you may already be.  In either case, this information is for you!

What are Delegates and Administrators?

Your organization will assign a delegate and an administrator to your account with NGS. Each one of these people has an important role to play.

Being a delegate to NGS is an important job. As a delegate, you are the official representative of your organization to NGS, and are the primary contact for all issues related to your organization’s rights and responsibilities in NGS. As the official representative of your organization to NGS, you represent your organization’s needs. You cast your organization’s votes for the Board of Directors and other elections. You also are a member of the delegates’ forum within NGS, currently called the House of Delegates.

As an administrator, you are the person in your organization assigned to manage your membership account with NGS, including submitting and updating the delegate’s name, and maintaining all contact information in the NGS database. All NGS organization member benefits are delivered and maintained through your administrator account (as opposed to your personal membership account).

The delegate and administrator should be different people but can be the same person in extraordinary circumstances.

What is the House of Delegates?

As part of the agreement to merge, the Federation of Genealogical Societies (FGS) and NGS agreed to establish an advisory committee for member organizations. We chose to create a group of delegates similar to the way FGS operated for over 40 years.

That group or “body”–currently called the House of Delegates though that may change–is responsible for:

  • providing advice on genealogy and family history issues to the Board of Directors
  • providing advice to the Board on how NGS can best serve genealogy and family history organizations
  • implementing programs that are delegated to it by the Board (such as some award selections).

The House of Delegates is authorized in the NGS Bylaws, Article XIII Section 4. The delegates are anticipated to meet at least annually in conjunction with the NGS Family History Conference. The delegates will establish their own procedures subject to approval by the Board. A chair and chair-elect (who serves as vice chair) are elected from among the delegates. We anticipate an organizing workshop will be held in May 2021. The Board is currently recruiting an initial Chair and Vice Chair and a steering committee to help get the House up and running. Their primary task is to develop the workshop agenda for May 2021.

Why Does Your Organization Need a Delegate?

Your organization has a “voice” in NGS through the House of Delegates. Every NGS member organization has one vote in the House of Delegates on motions and resolutions, and as the delegate you cast that vote. You also vote on the leaders of the delegates’ body itself.

As a delegate, you also facilitate communication with NGS. You act as the main voice for your organization in NGS. You bring news from NGS (conference news, RPAC issues, webinars, and so on) to your home organization as appropriate. NGS news and announcements can be made at your meetings, in your newsletters, as a part of your website or blog, or in your organization’s email blasts. You are also tasked with keeping NGS up-to-date on your organization’s activities, announcements, meeting information and so on by sharing your newsletter or other communications with NGS (we will comb through these to share society announcements in the FORUM section of NGS Magazine). You also coordinate with your organization’s account administrator to make sure your organization is making the most of its membership in NGS.

Delegate Job Description

To sum it up, a delegate’s job includes:

  1. being the primary advocate in your organization for NGS
  2. encouraging members of your organization to join NGS too
  3. attending delegate meetings and the Annual Membership Meeting
  4. voting in all NGS elections and on motions and resolutions during delegate meetings
  5. disseminating information about NGS conferences to your organization
  6. reading the NGS magazine for tips, ideas, news, and other information and encouraging your board members to read the magazine by sharing what you’ve read
  7. participating in webinars and other forums on topics related to genealogy organization management and encouraging your board or appropriate leadership for your organization to participate as well

Why Does Your Organization Need an Administrator?

Someone from your organization has to maintain your membership account. We also need a person to receive your organization’s member benefits and services. That person is your organization account administrator.

We need a primary point of contact for distributing programs, benefits, and services to your organization. For instance, we need to know who is eligible to submit your organization’s newsletter or bylaws for review by NGS volunteers. We also need to know who is responsible for receiving your organization’s dues invoice each year. As the account administrator, that person is you.

Administrator Job Description

The administrator’s job includes:

  1. maintaining your organization’s membership account with NGS
  2. ensuring that your delegate is identified and their contact information is correcdt and regularly updated in the membership account
  3. facilitating nominations of your organization’s members and leaders for awards that recognize their hard work
  4. ensuring your organization’s profile is current and make changes as needed
  5. submitting your organization’s activities to the events calendar
  6. submitting your society’s newsletter, bylaws, or website for a reviews and suggestions.

If you have any questions regarding delegate or administrator duties or your organization’s membership, please don’t hesitate to email us at membership@ngsgenealogy.org