Village Agreement and Statement of Purpose
From materials written by the
original founders of AHSGR, we know that the group of people who got together in
the late 1960s to form what was to later become AHSGR had as the primary goal to
provide a mechanism to share their research and provide a depository for their
research materials and hard work after they were gone. This goal remains the
primary purpose of AHSGR yet today.
As the Society grew from a small group, it
became important to divide up the work and provide an organizational structure.
The Village Coordinator network was developed so the more experienced
researchers could work together with the newer researchers for the common good.
All of those involved were volunteers who agreed to donate their time and talent
with the thought that the group’s work would later be shared with AHSGR to be
protected and provided to future generations. This remains the primary goal of
the Village Coordinator network.
- Role and Responsibilities of an AHSGR Village
Coordinator (VC) to Researchers and to AHSGR
- Serve as focal point for research, information and
knowledge about the village
- Coordinate research for the village among interested
- Respond to inquiries, for AHSGR members and
non-members, from researchers interested in the village
- Share available requested information for a family
group or families from the village (fees for costs the VC incurs may be
- Develop a ‘succession’ plan for the work that has been
done and the data that has been accumulated for the village – in other
words, who will receive your data when you retire the position or die? (Your
family should be aware of your plan and if no follow on VC is named, the
information should be forwarded to AHSGR (at AHSGR expense) to help the next
person who volunteers to take your position).
- Serve as a representative for AHSGR when contacted by
a non-member. Answer their questions to the extent you can but also inform
them about the Society and encourage them to consider becoming a member. For
example, give them the address of the Society web site and where to find
membership information from the Home page, and also the address for the
- If you feel it is appropriate, forward the name and
address of a perspective new member to the Headquarters Office Manager
(currently Diane White) who can send the person a prospective member
packet. The Office Manager will check the Membership database for you to
see if the contact is currently a member. It is recommended you ask if
the person is interested in AHSGR Membership before forwarding their name.
- Share information with AHSGR about information you
have in your files and database. Because VC often expend a considerable
amount of their own funds to obtain village related data, merely giving a
copy to AHSGR may not be accepted as a solution. Your files should
eventually end up in the AHSGR files for safe keeping or be transferred to a
replacement coordinator for you once you no longer have use for them. One
method to let AHSGR and persons who are interested in your village know what
is in your files is to send an annotated list or bibliography, including
your contact information, of information you have to AHSGR for placement in
your Village File. This information is copied to the Village File Inventory
that can be searched from the AHSGR web site.
- Remember you are often the first contact for the
Society a non-member has. Do you best to make a good first impression..
- Share your ideas that have worked for you with the VC
community. The VC Mail List is a useful tool to do this and learn new
methods and share successes.
- Prepare and submit a yearly report to the
Editor describing what occurred for the village or new information that has
been learned or obtained. A ‘call’ for submittal of the yearly report will
be made by the VC Report Editor, typically in October, with a request that
reports are to be submitted prior to the end of November.
- Prepare and submit your family history information,
preferably in a GEDCOM file but paper records are OK.
- Remember to submit your yearly AHSGR dues if you are
not a Life Member. Your membership must remain active in order to be a
village coordinator for the Society.
- Try to attend the annual convention as often as
possible as many of the new members are anxious to meet you. You might be
surprised to find the high degree of esteem in which you are held.
- Developing and maintaining a village website is
encouraged but not required. You may enlist others to develop and maintain
the site if time limitations or assistance for those skills are a
- Assist in identifying and establishing a chair (or
co-chair) for the Village Coordinators.
- Role and Responsibilities of the AHSGR Society
The Headquarters and Board of
Directors are to provide resources for Village Coordinator support. Staffing
levels and budget constraints limit the amount of research and records
maintenance that Headquarters can actually perform. In these areas, the
contribution of the Village Coordinator is invaluable.
The Board, with assistance from
Headquarters staff, has the responsibility to maintain several support
activities for the Village Coordinators. Names of the Board members and how to
contact them may be found in the AHSGR website at
Village Coordinator Program oversight and support is assigned to
the Genealogy Committee.
The committee is charged with the responsibility of maintaining an
The Village Coordinator chair or chairs report administratively to
the Genealogy Committee and if not a member of the Board of Directors, are
considered to be non-board members of that committee.
Appoint a Village Coordinator Liaison from the Board membership to
serve as the primary contact between the Board and the VC community. The name of
the Liaison person and contact information may be found in the AHSGR website at
Establish policies and procedures for the Village Coordinator
program and to keep them current as conditions change.
The Archives Committee’s sole responsibility is the identification
and acquisition of records within the former Russian Republic. They are to
share record availability information with the Village Coordinators during the
annual VC Convention meeting and by using the VC mail list during the period
Maintain electronic databases to support Village Coordinator
The AHSGR Genealogy
database of known family information
An annual report will be provided, if requested, for information
of persons born, married or died in a particular village
SOAR, initially a searchable database for the extensive obituary
files and is being expanded into other areas
Membership database that includes search capabilities for surnames
and village data that can be provided to the Village Coordinators. An annual
report will be provided, if requested, identifying members and their surname
interests for a village. (NOTE: this report may not be possible with the
present structure of the membership database. TBD if it can be done and may not
Village Coordinator mail list
- Send the name and address to the appropriate VC of any
non-member who makes an inquiry about a village.
- Send a copy of new member data that includes a
reference to a village to the appropriate VC.
- The Newsletter may be used to notify the VC
about a new member, but if the member sends family history data to AHSGR a
copy will be sent to the VC.
- Maintain the Village Files in the Library and ensure
the contents are described when a search is performed on the AHSGR web site
- Inform all VC about additions made to the Village
- Encourage members to donate family research data,
stories and genealogies to be included in the already extensive surname
collection in the library.
- Maintain a lending program through Interlibrary Loan
to make materials available to Village Coordinators and membership at large.
- Respond to requests made by VC for copies of material
using the guidelines established by the Genealogy Committee and Board of
Directors. Village Coordinators are provided materials at reduced rates.
- Retain village files obtained from retired VC when a
replacement VC is not immediately available. Make this information
available, at AHSGR expense, to the replacement VC.
- Pay for copy costs and shipping/postage of the
material from a retired or deceased VC data when there is no replacement VC
- Offer to pay shipping costs of the data from a retired
or deceased VC when a replacement VC has been identified but there is a
question about how the material will be shipped to the replacement VC.
- Maintain an active “Requests from Abroad” program to
correspond with those contacting AHSGR from countries outside of North
America. All requests and related correspondence are kept on permanent
- Publish CLUES on a periodic basis to share surnames
and village information. New member’s surnames and village information will
be published in the Newsletter between issues of CLUES.
- Publish materials to support the overall initiatives
of the Genealogy Committee and Village Coordinators, including:
Books of historical and genealogical interest
Surname charts (Most of the charts in the Library are from the
Volga region but the Society welcomes Surname charts from any and all regions
for our heritage.)
Use the Convention to support the activities of the Village
Coordinators in a number of areas:
The Genealogy Symposium
The annual Village Coordinators Meeting
Village Night or individual area meetings
Village or village group displays prepared by the VC
Library and research materials
Access to the AHSGR Genealogy Database of known family information
The concept of the VC program has
grown and has proven to be a significant benefit to the Society. In order to
retain and foster this splendid momentum, new and existing VC are asked to sign
this as a symbol of their commitment to continue to help the program to the
extent they can.
To become a new or continue in the
role of an AHSGR Village Coordinator, this form must be printed, signed and
mailed to AHSGR, 631 D Street, Lincoln NE 68502. This form supersedes and
replaces the prior agreement form village coordinators signed. Failure to sign
and return the Statement of Purpose to AHSGR will indicate you do not care to be
a Village Coordinator for AHSGR.
Please download VC