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Family Reunion Forum

Re: What R Roles & duties of the family executive committee

Here is a sample copy of family bylaws:

The Family Bylaws
________________________________________
The Adams-Duvernay Family Association
The Family Bylaws
(07/23/05)

ARTICLE I - NAME
The name of this organization shall be the Adams-Duvernay Family Association (hereinafter referred to as "the Association").

ARTICLE II - PURPOSE
To promote family unity and continuing fellowship of all Adams, Duvernay and extended family through family reunions and related activities; to create a supportive atmosphere for members who strive for excellence through educational achievements and economic advancements. Publish and distribute periodic newsletters or other material of interest to the Adams-Duvernay family. To foster continuing research and publish research papers documenting the history of the Adams-Duvernay family, from early Afro-Euro origins to present generations.

ARTICLE III - MEMBERSHIP
Membership in the association shall be open to all persons interested in or related to the Adams-Duvernay family, including all variant spellings of the name.

ARTICLE IV - OFFICERS
The officers of the Association shall be a President; a Vice-President; an Administrative Secretary; a Correspondence Secretary; Treasurer; Historian/Genealogist; and an Editor-- all elected by the general membership majority vote.

Their duties shall be as follow:

President - shall preside at all meetings of the Association; serve as chairperson of the Executive Committee; issue a call to all meetings of the Association; represent the Association at functions germane to the advancement of the Association; perform other functions and duties as may pertain to the office of the President.

Vice President - shall act in the president's absence; serve as parliamentarian; perform such other duties as may pertain to the office of the Vice President.

Administrative Secretary - shall keep record of the proceedings of the bi-annual business meeting; perform such other duties as may pertain to the Administrative Secretary.

Correspondence Secretary - shall be responsible for preparing thank you notes, sympathy cards, and special recognition; perform such other duties as may pertain to the Correspondence Secretary.

Treasurer - shall collect and document all membership dues; record all financial expenditures; perform such other duties as may pertain to the office of the Treasurer, including providing periodic financial reports to Association members.

Historian/Genealogist - shall research, document, and maintain the history and genealogy of the Adams-Duvernay family, from early Afro-Euro origins to present generations.

Editor - shall publish the Association's newsletter, The Adams-Duvernay Quarterly.

*The President shall appoint the Parliamentarian and Assistant Parliamentarian.

ARTICLE V - ELECTION OF OFFICERS
Election of Officers - shall be held annually at the business meetings of the Association, during the family reunion. Any vacancies during the interim between business meetings shall be filled by appointment of the Executive Committee.

Interim Officers - are those officers elected, appointed, or otherwise assumed office during the business meeting held at the family reunion. These officers shall serve and administer the affairs of the Association until their terms expire and installation of newly elected officers occurs at the next planned reunion.

1) Candidates for any of the above stated offices shall be members of the Association, and must have attained an age of twenty-one (21) years old.

2) Services provided as officers of the Association or as members of committees of the Association shall be gratuitous service.

Term of Office A term is defined as one fiscal year (September 1- August 31). An officer may be elected for a maximum of three (3) consecutive terms.

ARTICLE VI - STANDING COMMITTEES
*The President of the Association reserves the right to appoint committee chairpersons.

Executive Committee - shall consist of Association officers and chairpersons of the Education and the Membership committees; shall administer the business affairs of the Association. It shall have power in the interval between general meetings of the Association to act on all administrative matters on behalf of the Association.
Education Committee - shall establish and administer a not-for-profit Education Foundation for the purpose of providing financial assistance to Association members who strive for excellence through educational achievements and economic advancements.

1) The Education Foundation (hereinafter referred to as the Adams-Duvernay Foundation) shall consist of a committee and a Board of Trustees. Details of the Education Foundation shall be prepared by the Education Committee with the advice and consent of the Executive Committee.

2) Specific details of the activities of this committee will be addressed in documents prepared by officers of the committee -- under the supervision and approval of the Executive Committee. All financial affairs shall be managed by the Treasurer of this committee -- with the advice and consent of the Executive Committee.
Membership Committee - shall be responsible for developing, implementing and administering a membership plan. The plan shall address membership requirements and benefits in detail, and will be implemented with the advice and consent of the Executive Committee.

ARTICLE VII - AD HOC COMMITTEES
*The President of the Association reserves the right to appoint committee chairpersons.

The Reunion Committee shall be responsible for planning, coordinating and administering the annual family reunion. The specific details of the ad hoc activities of this committee will be addressed in documents prepared by the committee -- under the supervision and approval of the Executive Committee. All financial affairs shall be managed by the Treasurer of the Reunion Committee.

1) The Reunion Committee shall be an Ad Hoc committee which will be organized during each general meeting of the family reunion and exist for a period of two years -- not to exceed the time of the succeeding family reunion. The Reunion Committee shall consist of a Chairperson; a Vice-Chairperson; a Secretary; a Treasurer, and such other members as may be determined by the Committee Chairperson, with the advice and consent of the Executive Committee.

2) The Reunion Committee shall be responsible for planning, coordinating and administering the bi-annual family reunion. Details of specific activities of this committee will be addressed in documents prepared by the Reunion Committee -- under the supervision and approval of the Executive Committee. All financial affairs of this committee shall be administered by the Reunion Committee Treasurer, under the management of the Reunion Committee Chairperson.

3) All residual funds remaining in the Reunion Committee treasury after all obligations have been satisfied shall be transferred to the Association treasury.

Election Committee - shall be responsible for collecting a panel of candidates and conducting the election of new officers; dismissal of incumbent officers; and installation of newly elected officers. The committee shall consist of a Chairperson and such other members as may be determined by the Executive Committee from time to time.

By-Laws Committee - shall be responsible for establishing, chartering and implementing the structure by which the Association shall function. The committee shall consist of a Chairperson and such other members as may be determined by the Executive Committee from time to time. *The Parliamentarian shall be the chairperson of the By-Laws Committee.

ARTICLE VIII - HISTORIAN/GENEALOGIST
The Family Historian/Genealogist shall administer continuing research and publish research papers documenting the history of the Adams-Duvernay and extended family, from early origins in Africa and Europe, through migrations to the New World, to present generations.

ARTICLE IX - QUARTERLY NEWSLETTER
The Association Quarterly Newsletter (hereinafter referred to as the AD Family Quarterly) shall be the official publication of the Association, will be used to disseminate information to Association members, and serve as a medium for publication of research on the Adams-Duvernay and extended family. The staff of the Quarterly shall consist of an Editor and such other Contributing Editors as necessary from time to time. The Editor shall be elected by the general membership of the Association on an annual business meeting.

ARTICLE X - ASSOCIATION DUES
Payments of annual dues are required for membership in the Association. All family members who reside at one address will be covered under the Household Membership. Dues shall be paid on an annual basis utilizing a fiscal year (September 1- August 31) for the Adams-Duvernay Association.

1) Dues for Household Membership in the Association shall be $25.00 annually per household (due August 31 for the upcoming fiscal year). These funds will be used to prepare and publish the Quarterly Newsletter and other expenses related to the administration of the Association.

2) Members who are resident in a covered household who wish to attain Individual Membership may do so by paying annual dues of $15.00 (due August 31 for the upcoming fiscal year). Individual members are entitled to all publications and distributions received by Household Membership.

3) Members of the Association who aspire to hold a position as an Association officer or chairperson of a committee must be a member in good financial standing.

4) Funding for family reunions shall be addressed in detail by separate document prepared and administered by the Reunion Committee, under the general direction of the Executive Committee.

5) Funding for educational scholarships shall be raised by the Education Committee and administered by the Education Committee, under the overall supervision and direction of the Board of Trustees.

6) Failure to maintain current dues will result in the loss of membership in the Association.

ARTICLE XI - FINANCE
The finances of the Association shall be accounted for under a budget system.

1) No officer, committee, committee member or member of the Association shall receive any funds or incur any expense for the Association not provided for in these By-Laws unless authorized in writing by the President, with concurrence of the Vice President; nor shall the Treasurer or other authorized person make any payment except for expenditures which have been so approved.

2) There shall be an annual audit of all accounts by an independent accounting firm. The accounting firm will be selected by a general consensus of the Executive Committee.

3) The treasurer shall be responsible for developing and distributing financial procedures. The Executive committee shall monitor the adherence to the established financial procedures.

4) The fiscal shall be defined as September 1 August 31.

ARTICLE XII - FAMILY REUNION
A reunion of the Adams-Duvernay family will be held annually during the month of July. The first such family reunion in Las Vegas, Nevada shall be held in the year of 2005. The reunion location will be determined two years in advance.

ARTICLE XIII - BUSINESS MEETINGS
A business meeting shall be held on Saturday morning during the annual reunion, or such time as determined by the Executive Committee at the site of the annual family reunions. These family business meetings are open to all members of the Association in good standing. All other meetings (committee meetings, social events, etc.) do not constitute business meetings. Final decisions on issues brought to the business meeting shall be passed by a grand majority quorum of members present at the business meeting.

Majority - Simple majority shall mean greater than fifty percent (i.e., 51% and greater) of those financial members casting a votes and present at the meeting.

Grand majority shall mean greater than two-thirds (i.e., 67% and greater) of those financial members casting votes, not necessarily present (i.e. voting by mail).

Quorum - shall mean 1/3 of the active members of the Adams-Duvernay Family Association. The chairperson of the Membership Committee shall be responsible for maintaining an accounting of active Association membership.

During the period between family reunions, members of the Executive Committee (as applicable) and all other interested Association members shall meet at a location as agreed upon by the Executive Committee, to discuss and resolve, when possible, issues related to the management, operation and administration of the Association.

ARTICLE XIV - RATIFICATION
These By-Laws shall become effective at the reunion meeting held July 22-23, 2005 upon affirmative votes by a majority of financial members of the Adams-Duvernay Family Association (The Association). Copies of the initial Bylaws will be presented to the financial members and ratified upon review.

Upon ratification and effectuation of these By-Laws, the Adams-Duvernay Family Association Family Reunion will officially be organized for family fellowship and continuity.

Revisions and additions to the bylaws are to be submitted to the parliamentarian, reviewed by the Executive Committee, presented in writing to the financial members of the Association, and voted on by the financial members at the business meeting of the annual family reunion.

ARTICLE XV - AMENDMENTS
These by-laws may be amended by a Grand Majority vote of members in good standing. Members in good standing, means members whose Association dues are current. The chairperson of the Membership Committee, in conjunction with the Association Treasurer, shall be responsible for maintaining an accounting of active membership in the Association.

Travel expenses associated with attending these meetings will be borne by individual members attending the meeting. Funds for incidental expenses associated with these meetings (i.e., mailings, phone calls, meeting facilities, etc.) shall be provided by the Association, or as determined by the Executive Committee.

ARTICLE XVI - DISCLAIMER
The Association disclaims responsibility for the actions and personal opinions of individual members who are in violation of the association's policies and procedures.

We, Committee Members and Associate Committee Members of the Adams- Duvernay Family Committee, do hereby subscribe to these articles, and in accordance with the wishes and desires of the full membership of family reunion, and by our signatures, establish the Adams-Duvernay Family Reunion.

The Adams-Duvernay Family Association
The Family Bylaws

Signed By:

Yvonne Lundine, President:

Timothy Adams, Sr.,Vice President:

Eric Adams, Sr., Administrative Secretary:

Leary Adams, Jr., Historian/Genealogist:

Beryl Warren, Corresponding Secretary:

Charles Smith, Jr., Treasurer:


18 Dec 2002 :: 14 Nov 2008
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