Primary Responsibility: Leadership and Overall Coordination

The President provides leadership and direction for the Hill Family Reunion Committee and oversees the planning and execution of reunion activities.

Duties and responsibilities

• Preside over family reunion planning meetings.
• Develop meeting agendas with assistance from the Secretary.
• Provide leadership and direction to officers and committees.
• Ensure planning activities remain on schedule.
• Coordinate with officers to establish reunion goals and priorities.
• Help resolve concerns and disagreements fairly and respectfully.
• Ensure that important decisions are presented to the committee for discussion and approval.
• Represent the family reunion committee when necessary.
• Oversee the successful execution of reunion events.

Commitment Required: Must be organized, dependable, comfortable leading meetings, and willing to devote time throughout the year to reunion planning.

Primary Responsibility: Support and Assistance to the President

The Vice President assists the President with leadership responsibilities and ensures continuity when the President is unavailable.

Duties and responsibilities

• Assist the President with planning and coordinating reunion activities.
• Preside over meetings in the President's absence.
• Help monitor committee assignments and deadlines.
• Assist in coordinating fundraising and special events.
• Encourage participation among family members.
• Work with other officers to address planning challenges.
• Assume the President's duties when necessary.

Commitment Required: Must be dependable, cooperative, proactive, and prepared to step into a leadership role when needed.

Primary Responsibility: Financial Management and Accountability

The Treasurer is responsible for maintaining accurate financial records and safeguarding funds collected for the family reunion.

Duties and responsibilities

• Maintain accurate records of all money received and spent.
• Track family dues, donations, fundraising proceeds, and other income.
• Deposit funds into the designated reunion bank account promptly.
• Maintain receipts, invoices, and documentation for all transactions.
• Pay approved reunion expenses.
• Prepare and present financial reports at planning meetings.
• Assist the committee with developing and monitoring the reunion budget.
• Reconcile bank statements and maintain accurate account balances.
• Provide a complete financial report following the reunion.
• Transfer financial records and account information to the incoming Treasurer when applicable.

Commitment Required: Must be trustworthy, detail-oriented, organized, and comfortable managing financial records. Financial transparency and accountability are essential.

Primary Responsibility: Financial Support and Backup

The Assistant Treasurer works closely with the Treasurer to ensure that financial responsibilities are completed accurately and on time.

Duties and responsibilities

• Assist with collecting and recording family dues and payments.
• Help maintain financial records and payment logs.
• Assist with fundraising collections and money counts.
• Help verify deposits and financial transactions.
• Assist with preparing financial reports.
• Maintain supporting documentation when assigned.
• Perform Treasurer duties when the Treasurer is unavailable, as authorized by the committee.

Commitment Required: Must be trustworthy, accurate, organized, and willing to work closely with the Treasurer.

Primary Responsibility: Meeting Records and Official Documentation

The Secretary is responsible for documenting committee activities and maintaining organized records of decisions and meetings.

Duties and responsibilities

• Record accurate minutes during planning meetings.
• Maintain records of meeting attendance.
• Document motions, decisions, assignments, and deadlines.
• Distribute meeting minutes to officers and committee members.
• Maintain an organized file of reunion documents and correspondence.
• Assist the President with preparing meeting agendas.
• Keep track of unfinished business and follow-up items.
• Maintain an updated roster of officers and committee members.
• Ensure important documents are preserved for future reunion committees.

Commitment Required: Must be organized, attentive, dependable, and able to accurately document information. Regular meeting attendance is important.

Primary Responsibility: Administrative Support and Backup

The Assistant Secretary supports the Secretary and helps ensure that important information is properly documented and distributed.

Duties and responsibilities

• Record meeting minutes when the Secretary is absent.
• Assist with maintaining meeting records and documents.
• Help distribute meeting notices, agendas, and minutes.
• Assist with maintaining family contact information.
• Track assignments and follow-up items when requested.
• Help organize reunion registration information and attendance records.
• Perform Secretary duties when necessary.

Commitment Required: Must be organized, dependable, and willing to assist with administrative tasks throughout the year.

Primary Responsibility: Preserving and Sharing Our Family Heritage

The Historian plays an important role in preserving the Hill family's history and ensuring that future generations understand their roots.

Duties and responsibilities

• Collect and preserve family history, photographs, documents, and stories.
• Continue researching and documenting the descendants of Barbara Jane Hill and the family's ancestral connections.
• Help maintain and update the Hill Family Tree.
• Encourage family members to share historical information and photographs.
• Verify historical information when possible before including it in official family records.
• Document significant family milestones and accomplishments.
• Coordinate historical displays, presentations, or activities during reunions.
• Assist with developing and updating the Hill Family History Book.
• Help preserve reunion photographs, programs, and other memorabilia.
• Work with the Communications Coordinator to share family history through the family website.

Commitment Required: Must have a genuine interest in family history, patience for research, organizational skills, and a willingness to communicate with relatives across different generations.

Primary Responsibility: Family Communication, Website and Information Sharing

The Communications Coordinator ensures that family members receive timely and accurate information about reunion activities, deadlines, and announcements.

Duties and responsibilities

• Maintain regular communication with family members regarding reunion plans.
• Help manage and update the official Hill Family Reunion website, hillfamily4ever.com.
• Prepare and distribute reunion announcements, reminders, and updates.
• Assist with managing family reunion social media pages or groups.
• Maintain current family email addresses and contact information.
• Coordinate communication regarding registration, dues, deadlines, and fundraising activities.
• Work with officers to ensure that information shared with the family is accurate and approved.
• Assist with creating digital flyers, newsletters, and promotional materials.
• Encourage family participation and engagement.
• Work with the Historian to share family stories, photographs, and heritage information online.
• Respond to family inquiries or direct questions to the appropriate officer.

Commitment Required: Must communicate clearly, be responsive, have basic computer and social media skills, and be willing to provide updates consistently throughout the planning year.

## Expectations for All Officers

All officers are expected to work together as one team. No position is more important than another, and the success of the reunion depends on everyone fulfilling their responsibilities.

Before accepting a position, please ask yourself:

1. Do I have the time to dedicate to this position?

2. Am I willing to attend meetings and participate in planning activities?

3. Do I understand the responsibilities of the position?

4. Can I complete assignments and meet deadlines?

5. Am I willing to communicate and work cooperatively with other family members?

6. Can the family depend on me to follow through on my commitments?

If you cannot reasonably commit to the responsibilities of an officer, we encourage you to participate as a committee member or volunteer for individual activities instead.

There will be many opportunities for everyone to contribute, whether through planning, fundraising, decorating, food preparation, registration, entertainment, or other reunion activities.

## Our Commitment to One Another

The Hill Family Reunion is about more than gathering together. It is about honoring our ancestors, preserving our history, reconnecting generations, and strengthening the bonds that unite us.

As we move forward with selecting our 2027 officers, we ask everyone to remember:

Leadership is not about holding a position. It is about accepting responsibility, serving others, and working together for the good of our family.

One Family. One Legacy. One Purpose. WE ARE ONE!