CONSTITUTION AND BY-LAWS
OF
THE WOODARD FAMILY REUNION
2014

CONSTITUTION

ARTICLE I-   Name

The name of this organization shall be: THE WOODARD (WOODWARD) FAMILY REUNION.

ARTICLE II-  Purpose

The purpose of The Woodard Family Reunion shall be to strengthen family ties, promote pride, support each other’s accomplishments, and aid needy family members.  The Woodard Family Reunion will strive to increase and broaden its purpose and goals. Each family member will contribute their time, talents, money, and sincere devotion toward the service and operation of The Woodard Family Reunion.

ARTICLE III- Membership

  1. All descendents, and the families of the ESTON and HARRIETT LUCAS WOODARD family, may become an active member of The Woodard Family Reunion, upon payment of dues and/or genuine support.
  2. Descendents and families of brothers or sisters of Eston Woodard (Woodward) of North Carolina.
  3. Honorary membership may be granted to very close friends of the family by unanimous consent of the active members. 

ARTICLE IV- Officers

  1. The officers of The Woodard Family Reunion shall be: President, Vice President, Secretary, Assistant Secretary, Treasurer, and Parliamentarian. 
  2. All officers shall be elected as provided in the By-Laws.
  3. A majority (one more than half) of all votes cast shall be necessary to constitute an election.
  4. The office of Historian/Keeper of Properties will be permanently established with members from the Louisiana Family Group.

ARTICLE V- Executive Board (Committee)

  1. The Executive Board shall consist of the officers of The Woodard Family Reunion and Chairpersons of Committees appointed by the President.
  2. The Executive Board shall have power to transact the general business of The Woodard Family Reunion subject to the approval of the active members to fill vacancies in office.
  3. The Executive Board shall meet at the call of the President unless the board decides otherwise. 
  4. One third of the members of the Board shall constitute a quorum for the transaction of business.

ARTICLE VI- Reunion Meetings: Dates and Sites (Places)

  1. The Woodard Family Reunion/Meeting will be held biannually.
  2. The place of The Woodard Family Reunion/Meeting will be decided by majority vote at each family meeting.  The date of The Woodard Family Reunion/Meeting will be decided by the host officers who will notify the membership of such date no later than May 30th of the preceding year. 
  3. Election of officers will be held during the business session of each biannual meeting.

ARTICLE VII- Amendments

  1. This CONSTITUTION may be amended at any biannual meeting by a majority vote of the active members present.  The proposed amendment must be submitted in writing to the Executive Board four weeks before the reunion date to be voted upon.
  2. By-Laws and Standing Rules may be adopted, amended, or repealed at any biannual meeting by a majority vote of the active members present.

BY-LAWS

Article I- Dues

  1. Family Dues of $50.00 will be paid by each household and the Reunion Assessment will be determined by the executive board.
  2. Family Dues are non-refundable and will be paid whether one attends the reunion or not.
  3. Reunion Assessment fees will be paid by family members who actually plan to attend the upcoming reunion.
  4. Payment of both Family Dues and Reunion Assessment fees will be due no later than six-months prior to the upcoming reunion date.

Note: A household will consist of one or two adults (over the age of 18) who maintain his/her own address and income.

Article II- Officers

  1. There will be biannual elections to elect the following officers: President, Vice President, Secretary, Assistant Secretary, Treasurer and Parliamentarian. 
  2. The President shall preside at all meetings prior to the reunion and reunion meeting.  The President shall appoint all standing or special committees and be ex-officio member of same.  The President shall be responsible for conducting meetings and insuring that all active members are aware of proceedings or policies.  The President will insure timely, factual and pertinent business take place at meetings.
  3. The Vice President shall preside, assume and discharge all duties in the absence of the President or at the request of the President during any meeting.
  4. The Secretary shall keep accurate minutes of all meetings.  The Secretary shall keep a list of the membership of The Woodard Family Reunion with the address and telephone number of each member.  Active members shall be so noted.  The Secretary shall conduct the correspondence of The Woodard Family Reunion.  The Secretary shall read the proceedings of the biannual reunion meeting to the body and record the approved minutes in the permanent record prior to the end of the reunion.
  5. The Treasurer shall receive all dues, pay all bills, keep an itemized account of all receipts and disbursements, and present to the executive board at each meeting.  A written report will also be submitted at the biannual meeting. The Treasurer shall collect all funds earned by, given, paid, or otherwise donated to The Woodard Family Reunion and shall deposit them into The Woodard Family Reunion bank account as soon as possible.  The Treasurer shall keep accurate and current records of all income (by individuals and /or groups) and expenditures, and shall submit a written report, to be filed by the secretary and to the biannual meeting. Any balance in the treasure, after all expenditures for the biannual reunion have been paid, will be forwarded to the new EXECUTIVE BOARD WITHIN SIXTY (60) DAYS OF THE END OF THE REUNION.
  6. The Assistant Secretary shall assume the duties of the Secretary in his or her absence.
  7. Historian/Keeper of Properties will be permanently established in Louisiana by members of the Louisiana Family Group to retain all history, family properties, and artifacts.  Family members will send “copies” of family pictures, artifacts and documents to the Louisiana Family Group Standing Committee.  All family artifacts should remain in Louisiana, be viewed there, and not be transferred from site-to-site.

Article III- Elections

  1. The election of officers shall be held at the biannual Reunion Business Meeting.
  2. Officers shall be elected from the host site (state) and will serve for two years with the exception of the Historian/Keeper of Properties.
  3. Additional officers may be elected as deemed necessary.

Article IV- Committees

  1. The President shall appoint chairpersons of such standing committees as necessary, unless otherwise provided for in the by-laws.
  2. Standing committees shall meet as necessary and report to the President and/or executive committee.   
  3. The fund raising committee shall be responsible for informing The Woodard Family Reunion of ways and means to secure funds needed to meet the reunion’s purpose and goals and spearhead same. 
  4. The publicity committee shall be responsible for publicizing all activities of The Woodard Family Reunion.

Article V- Funds

  1. All funds collected in the name of The Woodard Family Reunion, belong to The Woodard Family Reunion and shall be disbursed in accordance with the desires of the active members of The Woodard Family Reunion. 
  2. Funds will be allocated in the amount of $250.00 per reunion for the upkeep and beautification of the Mt. Harmony cemetery.  These funds are to be allocated each year ($125/year).
  3. Students in each academic category (elementary, junior high, high school, college, etc) with best academic average will receive $25.00 incentives at the biannual reunion.  Transcripts are due June 30 of the reunion year.

Article VI- Parliamentary Procedure

  1. Robert’s Rules of Order, revised, when not in conflict with these by-laws, shall govern the proceedings of this organization.

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