MOSES & CHARLOTTE JOHNSON FAMILY REUNION

BY-LAWS As of July 20, 2024

 

ARTICLE I - NAME

 

The name of this organization shall be the Moses & Charlotte Johnson Family Reunion (MCJFR).

 

ARTICLE II - PURPOSE

 

To promote family unity and continuing fellowship of all the Moses & Charlotte Johnson Family, 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.

 

To foster continuing research and documenting the history of the Moses & Charlotte Johnson Family, from early origins to present generations.

 

ARTICLE III - MEMBERSHIP

 

Membership in the family reunion shall be those related to the Moses & Charlotte Johnson Family.

 

ARTICLE IV - FAMILY REUNIONS

 

SECTION: 1

 

Family Reunions -The “Moses & Charlotte Johnson Family Reunion” (MCJFR) will take place every two years. It shall be held the third Sunday weekend in July in even-numbered years (i.e., 2018, 2020, etc.). The location of the next family reunion will be voted/decided on by the full body of family members present at the current reunion business meeting.  Each third family reunion will be held in the Tallahassee Florida area.  The purpose of this is to have everyone come back to their home area.

 

Voting Rights - Each member is entitled to one vote on each matter submitted to a vote of the membership. A vote will be passed and brought before the entire body with a majority of members present. All paid family members 18 years of age and older can vote.  

 

Documentation Request - All documentation requests may be made by any family member to the President.  The President will provide that documentation to the family member making the request.

 

SECTION: 2

 

Regular and Special Meetings-The Hosting Committee meetings shall be scheduled in preparation for the family reunion by the Committee Chair. Special meetings can be called as deemed necessary by the President.

 

ARTICLE V - OFFICERS

 

The officers of the reunion are elected by the general membership and shall consist of the President, Vice-President, Second Vice President, Secretary, Treasurer, Financial Secretary, Historian, Parliamentarian, and Chaplin. Their duties shall be carried out according to Roberts Rules of Order. The President and Treasurer shall not live in the same house.

 

ARTICLE VI - ELECTION OF OFFICERS

 

Election of Officers - Elections shall be held every four years during the reunion’s business meeting. Any vacancies between reunion meetings shall be filled by appointment by the President.

 

1) Candidates for any of the above-stated offices shall be members of the Moses & Charlotte

Johnson Family and must have attained an age of eighteen (18) years.

 

2) Candidates for the Offices of President and Vice-President must prove a direct lineage to the Moses & Charlotte Johnson Family.

 

3) Services provided as officers of the Moses & Charlotte Johnson Family or as members of committees shall be voluntary and shall carry out all of the duties and responsibilities of their offices.

 

Interim Officers - Interim Officers are those appointed by the President to fill a vacancy between reunion meetings and shall serve and administer the affairs of the family reunion until the next reunion business meeting.

 

Resignation of officer(s) – In the event that an individual(s) would like to resign, the board asks that a courtesy letter be sent to the executive board to include the effective date of their resignation.

 

ARTICLE VII - DUTIES OF OFFICERS

 

PRESIDENT

 

• The President shall be the principal officer of this family reunion and shall in general supervise and control all the business and affairs of the organization. He/she may sign with the Secretary, certificates or any deeds, or other instruments which the organization has authorized to be executed; and in general, perform all the duties as may be prescribed by the organization from time to time.

 

• Shall preside at all meetings of the Family Reunion and the Executive Board.

 

• Give a full annual report of the Executive Board at the reunion meetings.

 

• Appoint chairpersons for all committees and call special meetings.

 

• Shall be available and maintain contact with all of Moses & Charlotte Johnson Family.

 

• Shall be the only member with the power to call a meeting of the Executive Board.

 

VICE-PRESIDENT

 

• Perform the duties of the President in his/her absences or incapacity.

 

• Shall serve in the absence of the President.

 

• Support assigned committees as designated by the President

 

SECOND-VICE-PRESIDENT

 

• Shall act as support and aide to the President.

 

• In designed order, shall perform the duties of the President in the absence of the President and Vice President.

 

• Support assigned committees as designated by the President.

 

SECRETARY

 

• Shall keep accurate records of all meetings.  The secretary shall provide the minutes of the regular board meeting to all board members within 14 days from the date of the regular meeting.

 

• Do all correspondence at the request of the President

 

• Shall have available copies of the minutes from the family reunion meetings.  The annual minutes from the family reunion business meeting shall be provided to the President within 60 days from the date of the annual business meeting held during the family reunion.  

 

• Maintain all documents pertaining to the MCJFR

 

• Shall perform all duties associated with the position

 

Assistant - SECRETARY

 

• Shall perform all the duties of the Secretary in the absence of the Secretary.

 

 

TREASURER

 

• Shall keep all financial records, including dues and expenditures, and submit accurate detailed written reports at each meeting

 

• Shall maintain a current bank account for the Moses & Charlotte Johnson Family Reunion and all proceeds shall be therein deposited

 

• Shall make deposits, satisfy reimbursements, and is a signer on checks. When instructed, shall write, sign, and mail/deliver checks which must be counter-signed by either the President or Financial Secretary

 

Financial Secretary

 

• The Financial Secretary shall keep a record of all financial transactions and compare records with the Treasurer to ensure accuracy.

 

• Signee on the family reunion bank account.

 

• Perform all other duties of the position of Financial Secretary and other such duties as may be assigned by the President of the family reunion.

 

• In the absence of the Treasurer, the Financial Secretary may be required to make financial reports.

 

 

PARLIAMENTARIAN

 

• Shall maintain order and follow the Roberts Rules of Order (newly revised edition) at all meetings

 

• Shall work closely with the By-Laws Committee

 

• Shall ensure that all family members are provided with a copy of the adopted by-laws.

 

CHAPLAIN

 

• Shall serve the Moses & Charlotte Johnson Family Reunion whenever called upon by providing appropriate Devotional Services

 

The President may appoint a family member to assist the Chaplin in fulfilling his/her service to the family.

 

 

HISTORIAN

 

• Shall assemble and preserve records and materials pertinent to the history of the family and reunions

 

• Responsible for taking photos and recording activities at the family reunion celebrations

 

• Shall educate and display family photos or historical family presentations at each family reunion

 

• If/when the website is reactivated/created submit yearly updates of each family reunion to the website

 

ARTICLE VIII - STANDING COMMITTEES

 

EXECUTIVE BOARD - Shall consist of family reunion officers and shall administer the business affairs of the family reunion. It shall have power in the interval between general meetings of the family reunion to act on all administrative matters on behalf of the family reunion.

 

BY-LAWS COMMITTEE - Responsible for reviewing the by-laws for the purpose of considering any additions and/or revisions for approval that may be deemed necessary and advisable for the family. The committee is charged with preparing and revising the by-laws which shall provide the family members with a detailed guideline for the accomplishment of their responsibilities, proper protocol, suggested methods, and standard operating procedures.

 

The committee shall submit all By-Laws additions and/or revisions to the Executive Board for approval.  The Executive Board will submit the approved version back to the By-Law committee for submission to the family and to be voted on at the family reunion.    

 

HOSTING COMMITTEE - Shall be a family member living in the host city of the upcoming family reunion and shall be responsible for planning, coordinating, and administering the family reunion.

 

AUDIT COMMITTEE - Will conduct an audit at the end of each reunion by evaluating the finances of the reunion and approving them for presentation to the Executive Board. The committee will complete the audit within 60 days of receipt of the hosting committee's finalization of their report.

 

WEBSITE WEBMASTER(S) - Shall develop, operate, and maintain the website, must be skilled and knowledgeable in maintaining the security of personal information, and keep the website updated in a timely manner with current and accurate information as necessary. 

 

FUND RAISING COMMITTEE - Shall raise funds to support the family reunion.  The fund-raising committee shall present all ideas for approval from the board.  All funds shall be given over to the Treasurer/Financial Secretary at the conclusion of the fundraiser activities.  Include any records that were developed during the events.

 

 

ARTICLE IX-AD HOC COMMITTEES

 

Ad hoc committees will be formed as needed to support the overall implementation of a family reunion in any given year. The activities of this committee will be addressed in documents prepared under the supervision and approval of the Executive Board. Ad hoc committees will be dissolved once their duties are completed. All Financial affairs shall be managed by the Treasurer.

 

ARTICLE X - BOOKS AND RECORDS

 

Any and all records belonging to the Moses & Charlotte Johnson Family Reunion held by an officer or committee member shall be turned over to the successor of the position or to such other person as may be authorized by the Executive Board.

 

ARTICLE XI - HISTORY

 

The Family Historian shall research and maintain family history and provide updates periodically and recommend long-term ways to preserve the Family records. She/he shall maintain genealogical records, keep records of births, deaths, marriages, divorces, and adoptions and be custodian of the Moses & Charlotte Johnson Family Reunion records. The Historian shall serve as part of the Executive Board carrying on the Moses & Charlotte Johnson Family Reunion. She/he shall administer continuing research and publish papers documenting the history of the Moses & Charlotte Johnson Family and extended family, from early origins to present generations.

 

ARTICLE XII - ASSESSMENTS/DUES

 

Payment of family reunion dues/assessments is required for participation in the family reunion.  The Executive Board is requesting that all board members pay their assessments within 15 days of receipt of a letter from the Hosting Committee.

 

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

 

ARTICLE XIII - FINANCES

 

The finances of the MCJFR shall be accounted for under a budget system.

 

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

 

2) There will be an audit of all accounts.

 

ARTICLE XIV - EXECUTIVE BOARD MEETINGS

 

The Executive Board will establish when and the frequency of meetings regarding the family reunion. The meetings are open to all members of the family in good standing. All other meetings (committee meetings, social events, etc.) do not constitute business meetings. Final decisions on issues brought to the meeting shall be passed by a majority vote of the Executive Board members present at the meeting. Funds for incidental expenses associated with these meetings (i.e., mailings, phone calls) shall be provided by the reunion, or as determined by the Executive Board.

 

ARTICLE XV - RATIFICATION

 

Upon approval and implementation of these by-laws, the Moses & Charlotte Johnson Family Reunion will nullify and replace the current Johnson Family Reunion By-Laws.

 

ARTICLE XVI - AMENDMENTS

 

These by-laws may be amended by a majority of participating members at the current reunion.

 

ARTICLE XVII- HOST COMMITTEE POLICIES & PROCEDURES

 

I.             Introduction
The Moses & Charlotte Johnson Family Reunion, hereinafter MCJFR, Reunion Host Committee’s purpose is to plan and coordinate activities to promote family unity and fellowship of all MCJFR descendants and extended family through reunion and related activities. 

The Host City shall establish a committee to plan and coordinate activities for the official reunion session, hereinafter HCRC.

II.            Definitions

For the purpose of understanding the Moses & Charlotte Johnson Reunion Hosting Committee Policies and Procedures, the following definitions, as stated in this document, are as follows: 

 

1.      MCJFR Central Bank:  The main bank account for the MCJFR.

2.      MCJFR Sub-account:   The bank account setup by the HCRC

3.      Hosting City Reunion Committee (HCRC): The HCRC is made up of MCJFR descendants and extended family members of the city voted upon in which the official reunion session will be held.

4.      Host City: The voted-upon city to host the official MCJFR.

5.      Official Reunion Session:  The date, is the weekend approaching the 3rd Sunday in the month of July of the even calendar year, place, and time established by the HCRC.

 

Officers 

1.      The Host City Reunion Committee (HCRC) will minimally consist of a chairperson.  All persons shall be governed by the MCJFR bylaws and guidelines.  

a.      Chairperson:  The person selected by the HCRC to be in charge of and responsible for overseeing the host city reunion affairs and activities.

b.      Secretary:  The person selected by the HCRC to keep records of the host city reunion business and transactions.

c.       Financial Trustee:  The person selected by the HCRC to oversee the host city reunion financial transactions.

2.      The Committee may elect to appoint additional persons and/or officers to meet their needs such as the following coordinators: program, hospitality, events planner; facility prep (setup, cleanup, and maintenance), etc.  

3.      The Host City chairperson and financial trustee will be responsible for collecting, maintaining, and disbursing monies to vendors to pay for the reunion events and activities.  

 

 

 

 

III.    Host City Reunion Committee (HCRC) Banking Policies 

1.      The HCRC will establish a banking sub-account within the local area to collect, disburse and/or deposit all funds. (We need to explain what type of bank and the type of account this is. For example, Wells Fargo Business Checking Account.) Hence, the HCRC will have access to the account which will remain open until the final reunion report has been submitted and accepted.  

2.      The HCRC shall adhere to all MCJFR by-laws and guidelines regarding establishing, maintaining, and using the HCRC bank account. Additionally, the HCRC bank account holder will act in accordance with the federal government and the banking institutions’ requirements. This may include providing proper identification, and the use of your personal information such as one’s social security number, address, phone number, and/or other documentation necessary to open an account. 

3.       The HCRC account shall only be used to conduct financial transactions in relation to the host city’s reunion business.

 

IV.   Host City Reunion Committee’s (HCRC) Use of Funds Policies & Procedures

1.      Upon written or verbal request from the HCRC, $500 will be transferred from the MCJFR central bank account to the HCRC’s account to cover start-up expenses (i.e. postage, printing, facility deposits, etc....). 

2.      Reunion fees shall be set by the HCRC with a specific amount for each individual and/or household. These funds will be used to fund all reunion expenses. Fees shall be based on an estimated total cost of expenses divided by the estimated attendance (i.e. total cost of $4,500/65 estimated number of participants an estimated reunion registration fee of $69.23 per person).  A conservative effort will be made to keep fees at a minimum.

3.      Payment of reunion fees may be accepted in the following manners: personal checks, money orders, cashiers’ checks, and/or electronic payment method(s) established by the HCRC.  A scheduled deadline date for payment of all fees will be determined by the HCRC. 

4.      The MCJFR webmaster shall establish a link on the MCJFR webpage to make electronic payments through PayPal or a designated electronic payment system.  The HCRC financial trustee officer will maintain and monitor all payment and account transactions for accuracy.  

5.      The HCRC chairperson may submit reunion plan information to the MCJFR webmaster to post on the official website and/or other social network sources (i.e. Facebook, Instagram, Twitter) 

6.      Use of reunion funds shall be addressed by a separate itemized document prepared and administered by the HCRC chairperson. Records of all financial transactions are mandatory.  

7.      All monies collected, in relation to the official reunion, shall be received by the HCRC’s designated account holder and deposited into the HCRC sub-account within 5 (five) business days of receipt in the following manner: 1) by means of the electronic payment system established by the MCJFR Committee or 2) by mail, preferably certified, return receipt in the unlikely event mail is lost, misdelivered, etc.

8.      All funds raised or collected in the name of MCJFR are the property of the MCJFR organization and shall be held in the HCRC sub-account.

9.      Within 30 days of the reunion date, all outstanding vendor accounts and expenditure debts must be settled. The remaining funds from the HCRC account will be transferred to the MCJFR central bank account to be used to assist with the next family reunion, bereavement expenses, or other family emergencies approved by the Executive Committee. 

10.   The HCRC shall submit a final written detailed report of all financial activity no later than 60 days after the reunion date. All receipts and financial records belonging to the HCRC shall be turned over to the Executive Committee Treasurer and are subject to audit.