*******2026 VOLUNTEERS*******

 

FAMILY REUNION OFFICERS and COMMITTEE TEAM MEMBER VOLUNTEERS

                                                

 Reunion Coordinator:   Otis Smith Jr.  

Secretary/Treasurer:  Ebony K. Salters 

Activity Coordinator:  Chardae Whitner 

Decorating Coordinator:  Niecy Coleman        

Food Coordinator: ______________        

Maintenance Coordinator: ______________

Information Tech-Comm Coordinator: _______________

Fund Raising Coordinator:  Johnny Smith

Family Branch Leaders:   

Frances (Aunt Frank) Smith: _______________

Horace Smith: _______________                         

Monroe Smith: _______________                                                                  

Vernon Smith: ______________                               

James (Jim) Smith:   Michelle Harris (Great-Granddaughter)

Townsend Smith:  Geraldine Smith (Granddaughter)

Bennie Smith: ______________                                                                     

Millus Smith: ______________

Trannie Smith-Bankhead: ______________

Madgie Smith-Lindsay:  LaDonna Lindsay (Granddaughter)   

Hiawatha (Aunt Dump) Smith-Gist:  Sherry Boler (Granddaughter)

Morace Smith: ______________

Mile Smith: ______________

Lee Smith: ______________

COMMITTEE TEAM MEMBERS: (No limit on volunteers)

Makeba Smith                  Valerie Smith           ______________

______________               _______________           ______________

Serena Rice                          Michelle Harris                    Sandra Martin

______________                ______________             ______________

Otis Smith Jr                       Ann Chamberlain                Bria Coleman

_____________                ______________              ______________

Otis Smith Jr                  ______________              ______________

______________                 ______________              ______________

Ollie McNair                         Otis Smith Jr                      Preston Rice

Marcus Coleman                 Herbert Smith               ______________

Otis Smith Jr                       Reggie Smith                 ______________

**********Family Reunion Draft Bi-Laws**********

By-Laws

William & Rachel Smith Family Reunion

ARTICLE I

NAME AND LOCATION


Section 1: The name of this organization shall be called “The Descendants of William and Rachel Smith Family Reunion".

Section 2: The principal location of this organization shall be South Carolina. The organization may have other locations as the affairs of the organization may require from time to time.

ARTCLE II

PURPOSE

The purpose of this organization is to reunite family members and to ensure the growth and development of family unity.

ARTICLE III

MEMBERSHIP

Membership is comprised of descendants and relatives of William Smith and Rachel Howell-Smith.

ARTICLE IV

MEETINGS

Section 1: Bi-Annual Family Meetings (every six months). The reunion coordinator shall be responsible for scheduling bi-annual family meetings. The William and Rachel Smith Family Reunion date(s) shall be established and announced one year (if possible) prior to the event, at a time and place decided upon by family members who have the total family’s convenience in mind.

Section 2: Committee Regular Meetings. The reunion committee’s regular meetings shall be scheduled in preparation for the family reunion. The meetings shall be held as determined by the reunion coordinator. However, a minimum of four status/update meetings shall be held by the committee.

ARTICLE V

THE REUNION COMMITTEE & SUB-COMMITTEES

The Reunion Committee is comprised of the Reunion Officers. Sub-committees may be established as deemed necessary by the membership of the organization. As a minimum, the following sub-committees should be established for each reunion.

ACTIVITY COMMITTEE, INFORMATION TECH&COM COMMITTEE, DECORATING COMMITTEE, FOOD COMMITTEE, MAINTENANCE COMMITTEE, FUND RAISING COMMITTEE

ARTICLE VI

REUNION OFFICERS

Section 1: The officers of this organization shall be Reunion Coordinator, Secretary/ Treasurer, Family Branch Leaders, Activity Committee Coordinator, Decorating Committee Coordinator, Food Committee Coordinator, Maintenance Committee Coordinator, Information Technology and Communications Committee Coordinator, and Fund-Raising Committee Coordinator.

Section 2: Tenure. Coordinators may serve for one year and may be eligible for re-election/volunteer for an additional year.

Section 3: Removal. Any Coordinator may be removed by the organization whenever in its judgment the best interest of the organization would be served. Also, unexcused absence from two consecutive committee meetings should warrant removal.

Section 4: Vacancies. Any vacancy occurring in the organization shall be filled at the next meeting.

Section 5: Reunion Officers Duties & Responsibilities:

• Reunion Coordinator. The Reunion Coordinator 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 and oversee budget execution. He/she may sign with the Secretary, certificate of any deeds, or other instruments which the organization has authorized to be executed; and in general, perform all duties incident to the office of Reunion Coordinator and such other duties as may be prescribed by the organization from time to time.

• Secretary/Treasurer. The Secretary/Treasurer shall attend the meetings of the organization and record the minutes of meetings; see that written notice of meetings is given; keep a register of the addresses of each member and perform all other duties incident to the office of Secretary and such other duties as assigned by the Reunion Coordinator or organization. The Secretary/Treasurer shall also 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 other duties incident to the office of Treasurer and such other duties as assigned by the Reunion Coordinator or organization.

• Family Branch Leaders. The family branch leaders will be responsible for assisting with contacting and communicating with members of their branch. The family branches are:

Frances (Aunt Frank) Smith, Horace Smith, Monroe Smith, Vernon Smith, James (Jim) Smith, Townsend Smith, Bennie Smith, Millus Smith, Trannie Smith-Bankhead, Madgie Smith-Lindsay, Hiawatha (Aunt Dump) Smith-Gist, Morace Smith, Mile Smith, and Lee Smith. 

• Activity Coordinator. The Activity Coordinator shall be the principal officer for coordinating all the activities selected by the organization to occur each day of the reunion; establish activity team members to assist where required; coordinate with other principal officers to carrier out the activities and perform all other duties incident to the office of Activity Coordinator and such other duties as assigned by the Reunion Coordinator or organization.

• Decorating Coordinator. The Decorating Coordinator shall be the principal officer responsible for decorating the reunion location selected by the organization; establish decorating team members to assist where required; coordinate with other principal officers to carrier out the decorating activities and perform all other duties incident to the office of Decorating Coordinator and such other duties as assigned by the Reunion Coordinator or organization.

• Food Coordinator. The Food Coordinator shall be the principal officer responsible for all foods and drinks served during the reunion as selected by the organization; provide for food orders and/or preparation; establish team members to assist where required; coordinate with other principal officers in order to carrier out food services activities and perform all other duties incident to the office of Food Coordinator and such other duties as assigned by the Reunion Coordinator or organization.

• Maintenance Coordinator. The Maintenance Coordinator shall be the principal officer responsible for all maintenance activities to include; setting up where require, tearing down where required; ensuring restrooms are provided to include sanitizing materials; ensure power and water sources are available for activities selected by the organization; ensure adequate parking plans for selected activities, establish team members to assist where required; coordinate with other principal officers in order to carrier out maintenance services activities and perform all other duties incident to the office of Maintenance Coordinator and such other duties as assigned by the Reunion Coordinator or organization.

• Information Technology-Communication Coordinator. The Information Technology-Communication Coordinator shall be the principal officer responsible for all information technology and communication support to include assisting in obtaining necessary equipment required for the reunion as selected by the organization; maintain the family web site, establish team members to assist where required; coordinate with other principal officers in order to carrier out information technology support functions and perform all other duties incident to the office of Information Technology-Communications Coordinator and such other duties as assigned by the Reunion Coordinator or organization.

• Fund-Raising Coordinator. The Fund-Raising Coordinator shall be the principal officer responsible for all fund-raising activities; establish fund-raising team members to assist where required; coordinate with other principal officers to carrier out the activities and perform all other duties incident to the office of Fund-Raising Coordinator and such other duties as assigned by the Reunion Coordinator or organization. See that all funds raised on behalf of the family are provided to the Secretary/Treasurer for proper accounting.


ARTICLE VII

MISCELLANEOUS


Section 1: Contracts. The organization may authorize in writing any officer(s) to enter any contract or execute and deliver any instrument in the name of and on behalf of the organization.

Section 2: 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 officers of the organization.

Section 3: Deposits. All funds of the organization not otherwise employed shall be deposited from time to time to the credit of the organization in such banks as the organization may select.

Section 4: “Seed" Money. All monies collected in each proposed reunion site, as startup capital shall be reimbursed after the family reunion expenses have been met. Any monies left over shall remain in the city hosting the reunion to be used as "seed" money for the next time that city hosts the " William and Rachel Smith Family Reunion". Members of the host city organization will determine the maintenance or disbursement of funds.

Section 5: Content of Reunion. Every "William and Rachel Smith Family Reunion" shall include on its agenda a family “Meet and Greet” day and a “Family Fun Day.” These items shall be covered over a period of two days, Friday and Saturday or Saturday and Sunday.

Section 6: Contact List of Family. Every known family member shall be informed in writing, by phone, or email by the host city of plans for the " William and Rachel Smith Family Reunion." Each host group shall acquire a list of family members from the prior family reunion host. This mailing/emailing/phone list shall be updated at every reunion and sent to the next proposed reunion site as a new contact list.

ARTICLE VIII

AMENDMENT OF BY-LAWS

These by-laws may be amended, altered, changed, added to or repealed by the affirmative vote of a majority of William and Rachel Smith Family members entitled to vote at any bi-annual meeting of the family reunion if notice of the aforementioned is contained in the notice of the bi-annual meeting, and by a quorum at such meeting. One-third of the family members present will constitute a quorum for the transaction of business. The action taken by those present at a meeting shall be an act of the organization.