Friday, June 18, 2010

Washington DC Reunion Committee -- Duties, Roles & Responsibilities

Purpose

To promote family unity and continuing fellowship of all extended family through family reunions and related activities hosted in the Washington DC; 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 family. To foster continuing research and publish research papers documenting the history of the Linder / Morrison and Counsel family, from early Afro-Euro origins to present generations.

Membership

Membership in the DC committee shall be open to all persons interested in or related to the family, including children, grandchildren, great grandchildren, cousins friends and of course the entire family.

Officers

The officers of the Association shall be a President, Vice-President; Secretary; Treasurer; and Food Committee, Communications Committee, Hospitality Committee, Seniors Committee, Fundraising Committee, Activities Committee, Family History / Scrap Booking Committee, Photography Committee, Accommodations Committee, Setup / Cleanup Committee, and Chaplin -- all elected by the general membership majority vote.

Article Elections

Section I: Elections will be held every two years, following the adoption of bylaws.

Section II: Term of Office
(a) The term of office for elected officials shall be two (2) years.
(b) Elected officials may serve only two consecutive terms in the same position.
Section III: A valid majority will be deemed 51 % of voting members in good standing, present during the elections held at an agreed location.

Proxy Voting will not be permitted.

Section IV: To facilitate the transition process, officers shall make all records/correspondence pertaining to their respective offices available to their successors no later than December 1st of the year their term expires.

President

The President shall be the principle executive officer of the Family Reunion activities and events held in Washington DC, with the responsibility for the general supervision of the Family Legacy affairs. The President shall reside in Washington, DC, Maryland or Virginia in order to effectively provide a continuum of support provided by the host city in the areas of planning, preparation and execution.
(a) The president will appoint committee chairpersons as necessary to facilitate the work of the Family Legacy and communicate those individuals identified to the family.
(b) Coordinates Meetings, Conference Calls and One-on-One meetings, presides at meetings to ensure duties and responsibilities are on track.
(c) Prepares and follows a "Standard Agenda'' in order to conduct the business of each meeting.
(d) Maintains compliance with the budget committee and informs the family of the costs and or shortfalls if any at each scheduled committee meeting.
(e) Acts as representative of the Family Legacy to outside persons, businesses and other organizations.
(f) Make decisions regarding the event activities, planning and venue; informs the family when a venue has been located, down payment submitted and the dates of the families next scheduled monthly payments.
(g) The president has the right to add, revise, change and update the roles and responsibilities of the committees, itinerary, agenda, venue, date and time of planned meetings / conference calls etc. In addition, committee members can revise / improve their duties in writing, after it’s approved by the President.

In addition, the President ensures that all planned events are scheduled as discussed, invoices and down payments are submitted by the deadline, all news, and updates are disseminated to the family in a timely manner by all committee Chairs. Also the President is responsible for ensuring all the other committees have the necessary resources to facilitate their roles by discussion their needs with the family on scheduled conference calls, email blogs, emails text messages etc. These responsibilities may change without notice.

Vice President

The Vice President, (VP) assists the President when needed to make decisions regarding the family reunion. In addition, the VP is the second person in charge when the President is unable to full-fill his/her position. The (VP) may attend meetings, chair conference calls and speak to the family on the President’s behalf when the President is unavailable as requested by the President.
(a) In the absence or temporary inability of the President, the VP will perform the duties pertaining to the office of the President.
(b) The President may assign to the VP other duties/tasks that will facilitate the effective operation of the Family Legacy.

Secretary

The Secretary will carry on the correspondence for the Family Legacy, maintain accurate records of the proceedings and have custody of the official records of the organization.
Specifically, he/she will:
(a) Give notice of and attend all meetings of the Family Legacy
(b) Prepare and disseminate minutes of all meetings
(c) Prepare and distribute correspondence of the Family Legacy
(d) Shall perform such other duties as are commensurate with the office as requested by the President.

Treasure / Finance Subcommittee

(a) The treasurer shall have custody of the funds; shall maintain a record of all monies received and expended for the Family Legacy; shall make disbursements as directed by the President.
(b) All funds received shall be deposited in a financial institution approved by the President. The treasurer shall make a report at the monthly Family Business Meeting/Conference Call, an annual report to the President and Family when no reunion is held, and when called upon by the President. The funds, account books and associated documents shall at all times be subject to verification and inspection by the President.
(c) Funds may be drawn upon, only by signature of any two (2) of the following officers:
President, and Treasurer.

The finance subcommittee handles the money and bookkeeping. This committee puts together the budget (with the assistance, of the other subcommittees) and keeps track of how much money was raised and what is currently owed, which families have paid their admission (and what fundraising tools will be used to offset the cost for the event).

Food Subcommittee

The Food subcommittee makes the decisions in those all-important food-related debates. This includes, but is definitely not limited to, how to feed the guests, whether everyone brings their own food, have a potluck, eat at a restaurant, or all of the above – The committee decides on the food items cater, potluck or restaurant meal to include reserving the cater and finding the restaurant and making the reservations.

The food subcommittee is also responsible for making sure there are enough plates, silverware, napkins, and drinking straws, even if it is the simple task of informing the family members to bring their own and their responsible for determining who’s on a special diet or has food allergies.

Activities Subcommittee

The Activities subcommittee decides what everyone else is supposed to do at the reunion based on the planned itinerary and time frames scheduled. This includes the planning of activities, games, planned events i.e., talent shows, sight seeing events, boat rides, etc. (where the kids stand up and make a valiant attempt to sing), or a church service event. They are in charge of planning the activities, making sure all the equipment is there and in a functioning and unbroken state, and printing up the certificates and awards for the various winners of various awards and activities. They are also in charge of finding volunteers to assist them.

Communications Subcommittee

This Communication subcommittee is responsible for managing the address list, emailing all the various invitations, newsletters and brochures to the family. He/she sends follows-up reminders. In addition, he/she is responsible for sending out a survey of what kind of reunion the family is interested in having to include sending survey forms to the family, friends and guest when the reunion is over.

Fundraising / Auction Subcommittee

The Fundraising subcommittee is in charge of planning and carrying out the varying fundraising activities for the reunion. These responsibilities include auctions, raffles, walk-a-thons, cakewalks, giveaways etc. They are also in charge of obtaining a list of all of the fundraising items and activities and contacting family members if items liked baked goods, homemade crafts, and furniture items will be donated/submitted. They are also responsible for setting up the desired raffles and auction tables at the event. They will work very closely with the financial committee to report monies raised.

Family History / Scrap Booking Subcommittee

The Family History / Scrap Booking subcommittee is responsible for collecting family memorabilia, pictures, and family trees for display at the reunion. This committee can create a large wall chart with family members’ names to hang or display to guests to see each family member is related to each other. If changes or additions need to be made to the wall chart, the family history subcommittee will be in charge of updating the chart for the next reunion. In addition, this committee is in charge of collecting memorabilia to create scrap books for the family.

Photography Subcommittee

The Photography subcommittee is responsible for making sure the reunion is fully documented photographically. They should make sure there is a photographer attending, whether it is a family member who is semi-talented with a camera or a professional who actually knows what he’s doing. Once the photos are developed, the committee is responsible for noting which family members are in each picture and working with the Family History / Scrap Booking Subcommittee to create scrap books and sending them to the family or determine other create ways to use the photos.

If a video is to be made of the reunion, this committee also has the responsibility for lining up a camcorder or hiring someone to create the video tape.
After the reunion, the photography subcommittee should make copies of the photos or video available to family members, and decide on a price (or invest the cost for the next year’s reunion).

Accommodations Subcommittee

The Accommodations subcommittee is responsible for finding accommodations for visiting guests, such as hotels, motels etc. Also, they can negotiate for blocks of rooms or discounts to pass on to the family members.

Hospitality / Welcoming Subcommittee

The Hospitality / Welcoming subcommittee is responsible for welcoming the guests to the reunion and should be present at the Meet & Greet. They are responsible for printing name tags, and meeting family/guests at the designated hotel to present a Welcome Bag.

Setup and Cleanup Subcommittee

The Setup and Cleanup subcommittee is in charge of setting up chairs, tables, and other items for the reunion. If items like barbecue grills, picnic tables, grand pianos, large water fountains or giant plastic palm trees are needed, they are responsible for obtaining them with the approval by the President and Treasury.

At the end of the reunion, this committee is responsible for taking down the chairs and tables. They also pick up the general area. The committee doesn’t have to do all the work themselves, they can ask family members to help out as well.

Seniors Committee

The Seniors Committee is responsible for ensuring that the senior have events that they want to partake in. This Committee is responding for coming up with activities and planning for their desired event. The Seniors Committee works with the all the committees to ensure their included, but ultimately this committee decides on their own activities.

Chaplin

The Chaplin is responsible for blessing the food and praying at the beginning and conclusion of the event.
Position Information

Those interested in serving on the Washington, DC Committee should contact Shelby Townsend on 301.741.1428 or stown41375@aol.com or stfamilyreunion8@gmail.com . At this time the DC Committee isn’t voting on positions, but merely trying to fill vacant positions. Those interested should contact Shelby Townsend ASAP. All available positions will be discussed on the conference call next month, more information will follow. I will post the filled positions next month along with each committee's name and contact information.

All are welcome to support the event and thanks in advance for your continued support

Shelby Townsend
President of the Washington, DC Committee
2011 Host City

2 comments:

  1. Greetings Ms Townsend,

    If the fundraising/auction sub committee is interested in an exciting new fundraiser, I have a great idea why not do a Scentsy fundraiser? Something exciting, refreshing and Scentsational please log on to https://Ldangerfield.scentsy.us for more information on the product and fundraising opportunity.
    Have a great day!
    La Chanda Dangerfield Scentsy Independent Consultant

    ReplyDelete