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The Caldwell Family Reunion By-Laws
NAME
The name of this committee shall be the Caldwell Family Reunion Committee. The location of this committee is in the Dallas/Fort Worth area.
PURPOSE
To promote family unity and continuing fellowship of the Caldwell Family and extended family through family reunions and related activities. The Caldwell Family Reunion Committee shall be responsible for planning, coordinating and administering the annual family reunion. The specific details of the Caldwell Family Reunion will be addressed in documents prepared by the committee.
REGISTRATION
Upon registration whether it is a verbal or written registration, all photos’ taken at the reunion will be published to the website per your consent upon registration. If you do not want any photos published to the website, please inform our registrar immediately and a form will be signed for do not publish. We value your privacy and want to ensure no one is offended by pictures posted to this website or any websites bearing the Caldwell Reunion name. All minors’ photos will be published per the registrant consent in which they are registered under. Please contact the website admin for removal of any unwanted photos.
MEMBERSHIP
The President must be a birth descendant of LC and Donia Caldwell. All other positions are open to both descendants’ birth / marriage.
MEETINGS
Regular Meetings. The Caldwell Family Reunion Committee shall meet starting the 3rd Sunday in January, at a time and place decided upon by family members who have the total families' convenience in mind. The location and time of each meeting shall be decided at the previous meeting reunion. At least six meetings shall be held in preparation for the upcoming family reunion.
Special Meetings. Special meetings may be called by the president or any three members of the committee of the host city. At least twenty-four hours advance notice of the meeting should be given to the committee.
Quorum. The action taken by those present at a meeting shall be the act of the Caldwell Family Reunion Committee.
OFFICERS
The officers of the Caldwell Family Reunion Committee shall be President, Vice-President, Secretary, Assistant Secretary, Treasurer, Assistant Treasurer, Chaplain and Food Service Manager shall be elected by members of the host city's family only. Any two or more offices may be held by the same person, except the offices of president and secretary. The duties should be carried out according.
Tenure. Officers shall serve for two years and may be eligible for re-election.
Removal. Any officer may be removed by the Caldwell Family Reunion Committee whenever in its judgment the best interests of the Caldwell Family would be served. Also unexcused absence from three consecutive meetings shall warrant removal.
Vacancies. Any vacancy occurring in the organization shall be filled at the next meeting.
President. The President shall be the principal officer of the committee and shall in general supervise and control all the business and affairs of the committee. He/she shall preside at all meetings of the committee. 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 incident to the office of President and such other duties as may be prescribed by the committee from time to time.
Vice President.The Vice President shall act in the president's absence; perform such other duties as may pertain to the office of the Vice President.
Secretary. The Secretary shall attend the meetings of the committee and record the minutes of meetings; see that written notice of meetings are given; keep a register of the addresses of each member, shall be responsible for preparing thank you notes, sympathy cards, special recognition; perform such other duties as may pertain and such other duties as may be assigned by the President or committee.
Assistant Secretary. The Assistant Secretary shall assist the Admin. Secretary in any task he/she need help with; shall act in the Administrative Secretary’s absence.
Treasurer. The Treasurer shall be the principal accounting and financial officer and shall be responsible for the maintenance of all funds for the family reunion committee; receive and give receipts for monies due and payable to the committee from any source whatsoever and deposit all such monies in the name of the committee in such banks as shall be selected by the committee; shall collect and document all dues. He/she shall render to the membership an account of all his/her transactions as Treasurer and perform all of the duties incident to the office and shall collect and document all dues; record all financial expenditures; perform such other duties as may pertain to the office of the Treasurer, including providing periodic financial reports to the board members and such other duties as maybe assigned by President or committee.
Assistant Treasurer. The Assistant Treasurer shall assist the Treasurer in any task he/she needs help with; shall act in the Treasurer’s adsence.
Chaplain. The Chaplain must be willing to accept everyone regardless of race, sex, or religion; be a person who withholds judgment; be able to keep what is told to them confidential (except when there is threat of danger to either the person being counseled or someone else and applicable to State or Federal confidentiality laws); must have integrity; must be a person of faith (i.e., their belief shines through in the kind of life that they lead and the things they say); must be genuinely interested in all members of the Caldwell Family Reunion Committee and their families; be willing to respond to all incidents that result in a major injury or death; visit family members and their families when hospitalized when requested; minister to the spiritual needs if requested.
Food Service Manager.
FAMILY REUNION DUES
Payment of annual dues are required from each person or family. The dues are based on the age starting at age 18 unless he/she is in college immediately preceding high school until age 22, with or without a significant other, with or without children, the generation of the family member. The amount of the dues will be voted upon by the Caldwell Family Reunion Committee annually in January.
Funding for family reunions depends on the dues collected from the family members.
FINANCE
No one shall receive any funds or incur any expense for the Caldwell Family Reunion 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.
AMENDMENTS
These by-laws may be amended by a Grand Majority vote of the Caldwell Family Reunion Committee.
Revised: January 24, 2005
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CALDWELL FAMILY REUNION
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