kato and mary GARY FAMILY
REUNION BYLAWS
ARTICLE I
NAME AND LOCATION
Section 1. The name of this organization shall be called the "Kato and Mary Gary Family Reunion".
Section 2. The origin of this organization is in the town of Hatchechubbee, Russell County, Alabama.
Section 3. The organization may hold reunions at other locations as the family interests and/or as the number of family members increase.
ARTICLE II
PURPOSE
Section 1. The purpose of this organization is to unite family members, promote the growth and development of family unity, and celebrate the family legacy.
ARTICLE III
MEMBERSHIP
Section 1. Membership is comprised of descendants and their family members of Kato and Mary Gary and their five (5) children: Charles, Thomas, Enoch (“Nug”), Jamie, and Mary.
Section 2. A descendant is defined as an individual(s) is related by blood (or adoption) as an offspring of the Kato and Mary Gary.
Section 3. A family member is defined as an individual(s) is related to the descendant by marriage (or adoption).
ARTICLE IV
MEETINGS
Section 1. Officer Meetings. The organization Officers shall meet via conference call on quarterly or at least semi-annually bases to discuss the business of the organization.,
Section 2. Advisory Board Meetings. The Advisory Board members shall consist of formal officers and the recent host committee members to provide oversight and accountability of the organization elected Officers and new host committee members.
Section 3. Biennial Meetings. “The Kato and Mary Gary Family Reunion" shall be held the second or third weekend in July, biennially. The location of future biennial meetings shall be decided two years in advance by family members in attendance at the previous reunion. The local committee in the designated city will plan and host the next reunion.
Section 4. Planning Meetings. The host city committee shall schedule planning meetings to prepare for the family reunion.The host city committee shall seek and receive advice from the previous reunion committee members.
Section 5. Special Meetings. Special meetings may be called by the president or any three members of the host city committee. At least forty-eight hours’ notice of the meeting should be given to the membership via telephone or email.
Section 6. Quorum. One-third of the host city committee will constitute a quorum for the transaction of business. The action taken by those present at such meetings shall become the order of business for the organization or host committee.
ARTICLE V
OFFICERS
Section 1. Election of Officers. The election of officers shall take place at least 3 months prior to the upcoming biennial reunion by the family members at large. 90 days prior to the biennial reunion, a survey will be published to accept nominees for the new officer positions and within 60 days prior to the biennial reunion, a ballot will be published to allow the family members to vote for new officer positions replacement. The candidate who win the officer position will be announced at the next biennial reunion.
Section 2. Officers. The officers of this organization shall be President, Vice-President, Secretary, Financial Secretary, Treasurer, and Sergeant at Arms. These officers shall be elected by members of this organization at its biennial meeting. 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 to Roberts Rules of Order.
Section 3. Tenure. Officers shall serve for two years and may be eligible for re-election for two additional years.
Section 4. Removal. Any officer may be removed by the organization whenever in its judgement the best interests of the organization would be served. Unexcused absence from two consecutive biennial reunions shall warrant removal.
Section 5. Vacancies. Any vacancy occurring in the organization shall be filled at the next biennial business meeting.
Section 6. Resignations. An officer may resign from his or her position by submitting a formal letter (or e-mail) to the organization’s President. The President will announce the resignation within 10 business days to the other Officers and to the entire family within 15 business days. Within 30 days, a survey will be published to accept nominees for the vacant position and within 30 days a ballot will be published to allow the family members to vote for a replacement.
Section 7. President. The President shall be the principal officer of the organization and shall in general supervise and control all the business and affairs of the organization. He/she shall preside at all meetings 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 incident to the office of President and such other duties as may be prescribed by the organization from time to time.
Section 8. Vice President. The Vice-President shall, in the absence or incapacity of the President, perform the duties of that office.
Section 9. Secretary. The Secretary shall attend the meetings of the organization and record the minutes of meetings; see that written notice of meetings are given; keep a register of the addresses of each member and perform all duties incident to the office of Secretary and such other duties as may be assigned by the President or organization.
Section 10. Financial Secretary. The Financial Secretary shall keep a record of all financial transactions and compare records with the treasurer to ensure accuracy; and perform all other duties incident to the office of Financial Secretary and such other duties as may be assigned by the President or organization.
Section 11. Treasurer. The Treasurer shall be the principal accounting and financial officer and shall be responsible for the maintenance of all funds for the organization; receive and give receipts for monies due and payable to the organization from any source whatsoever and deposit all such monies in the name of the organization in such banks as shall be selected by the organization. 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 of Treasurer and such other duties as maybe assigned by President or organization.
Section 12. Sergeant at Arms. The Sergeant at Arms shall keep order during the meetings of the officers and organization. The Robert Rules of Order will be adopted and used by the organization, as needed.
ARTICLE VI
COMMITTEES
Section 1. Purpose of Committees. Committees may be established as deemed necessary by the membership of the organization in order to help carry out the goals and objectives of the organization. The committees of this organization shall be Education, Membership, Technology, and Legacy.
Section 2. Education Committee. The Education Committee shall over the funds and activities to recognize academic achievements of individuals in "The Kato and Mary Gary Family Reunion".
Section 3. Membership Committee. The Membership Committee shall be responsible for developing activities to obtain, track, and manage (births, marriage, deaths) family members.
Section 4. Technology Committee. The Technology Committee shall be responsible for creating and maintaining "The Kato and Mary Gary Family Reunion" website, Facebook, and other social media tools.
Section 5. Legacy Committee. The Legacy Committee shall be responsible for developing activities to obtain, track, and manage (births, marriage, deaths) family members.
ARTICLE VII
MISCELLANEOUS
Section 1. Contracts. The organization may authorize in writing any officer or officers, to enter into any contract or execute and deliver any instrument in the name of and on behalf of the organization.
Section 2. Checking and Savings Accounts. The organization shall establish and maintain a national checking and saving account(s) (Chase, Bank of America, Wells Fargo, etc.) to control and managed by the organization elected officers. A sub or secondary checking account of the national checking account shall be established and maintain by the host city committee to purchase required items and pay deposits as needed to prepare for upcoming biennial family reunion. All accounts are subject to be audited at the discretion of the organization Advisory Committee and/or elected officers.
Section 3. Checks, Drafts, Etc. All checks, drafts or other orders for payment of money, or other evidence of indebtedness issued in the name of the organization shall be signed by two members of the host committee.
Section 4. Deposits. All funds received by the host committee shall be deposited to the credit of the organization.
Section 5. "Seed" Money. All monies collected at each designated reunion site as startup capital shall be reimbursed after the family reunion expenses have been paid. Any monies left over shall remain in the organization’s account to be used as "seed" money for the next "Kato and Mary Gary Family Reunion". Members of the host city committee will handle the maintenance and disbursement of funds.
Section 6. Content of Reunion. Every "Kato and Mary Gary Family Reunion” agenda shall include a meet and greet, business meeting, family history update, family and worship time, memorial service, recognition of achievements (career pathways, military, education, role models), recreation, or other structured activities which may be approved by the Advisory Committee and Elected Officers. These items shall be included in the four (4) days program: Thursday, Friday, Saturday, and Sunday. Souvenirs available at reunions are to be decided upon by the host city committee.
Section 7. Mailing List of Gary Family. Every known family member shall be informed in writing by the host city of plans for the "Kato and Mary Gary Family Reunion". Each host group shall acquire a list of family members from the prior family reunion host. This mailing list shall be updated at every reunion and sent to the next proposed reunion site as a new mailing list.
Section 8. Cemetery Upkeep and Maintenance. At each “Kato and Mary Gary Family Reunion”, funds shall be collected for the upkeep and maintenance of the Gary Family Cemetery located at the Howard Chapel A.M.E Church in Hatchechubbee, Alabama and maintained in a separate sub checking account. By the 1st of each December, the Officers will set aside a given amount to be presented to the pastor and/or cemetery caretaker.
Section 9. Scholarship. A scholarship checking account will be established for the direct descendants of “The Kato and Mary Gary Family” who are entering post-secondary institutions of higher learning and awarded at the reunion banquet. Each high school student who graduates during the two years between reunions will be recognized and awarded a momentary gift at the banquet.
ARTICLE VIII
AMENDMENT OF BY-LAWS
These by-laws may be amended, altered, changed, added to or repealed by the affirmative vote of a quorum of Gary Family members entitled to vote at any biennial meeting of the family reunion if notice of the aforementioned is contained in the notice of the biennial meeting, and by a quorum at such meeting.
ARTICLE IX
PARLIAMENTARY PROCEDURE
The rules contained in the Roberts Rules of Order shall govern all business and affairs of the "Gary Family Reunion".
***Documentation of all Amendments****
The idea of By Laws were proposed at the Gary Family in July 2015 in Atlanta, GA.
The current written By Laws were official proposed and accepted by the Gary Family Reunion in July 2017 in Gary, IN.
