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Edition: July 7, 2016

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Bylaws for

Williams-Norris-Padgett-Jennings Family Reunion

"It’s A Family Affair"

Edition: July 7, 2016

Article l – Name

Section 1: The name of our organization shall be Williams-Norris-Padgett-Jennings Family Reunion (aka, WNPJ).

Article II– Objective

The objective of our organization shall be:

1. To sponsor biennial family reunions for the bringing of family members together at a collective environment that’s based upon unity and love.

2. To promote the collection, analysis and dissemination of genealogical, historical and biographical data. All collected data will be preserved by WNPJ.

3. To set up a Scholarship/Gift fund to assist family members who are high school graduates and will pursue a higher education in any of the following: colleges/universities (2 – 4 yr) or, Trade /Technical Schools, (i.e. auto mechanics, cosmetology).

Article III -Membership

Section 1: The organization has accepted the membership criteria as established in the original bylaws by the six daughters of Mack Williams Sr. and Clara Etta Norris-Williams for the inaugural event in 1978 which was the genesis for WNPJ. By using the same criteria, WNPJ's membership is open to all descendants and their spouses of Mack Williams’ lineage that traces back to Jerry Williams (b. 1821) on his father’s side, and his mother, Ellen Jennings . Also, membership is open to Clara Etta Norris-Williams’ lineage that traces back to Alexander Norris Sr. (b. 1827) on her father’s side and Benjamin Padgett Sr. (b. 1847) on her mother’s side.

Section 2: Membership in the WNPJ Family Reunion shall be open to all persons who are descendents of the unions of the above said persons.

Article lV - Officers

Section 1: The elected officers of the WNPJ Family Reunion shall collectively be called the Executive Committee:

 Chairperson

 Vice Chairperson

      Recording Secretary

      Corresponding Secretary

 Treasurer

 Financial Secretary

 Chaplain

 Sergeant at Arms

 Parliamentarian

 Historian

Section 2: No person under the age of eighteen (18) years of age shall be eligible to run for or hold an elected office.

Section 3: All past officers shall automatic become members of the WNPJ Emeritus Group (Ex. Chairperson Emeritus.)

Section 4: Only WNPJ descendants shall be eligible to hold an office. They must have attended a minimum of two consecutive Reunions to be eligible for election to an office.

Section 5: Newly elected officers will take office 30 days after their election to office and hold a four (4) year term.

Section 6: An Executive Officer’s term limit shall not exceed two (2) consecutive four (4) year terms, or a total of eight (8) consecutive years. Exceptions are considered if no other family member is willing and qualified candidate for an open position and the incumbent agrees to continue servicing for an additional term.

Section 7: Any Executive Officer may be removed from office by resignation, failing to attend at least two meetings without notification, receiving a unanimous vote from the other elected Executive Officers for failing to perform the prescribed duties while being physically and mentally capable of doing so or when charged and found guilty of misconduct while in office.

Section 8: A vacancy occurring in any of the Executive Officers’ positions, except Chairperson, may have an interim appointed if recommended by the Chairperson or Vice Chairperson. A vacancy can be left unfilled until a candidate is properly nominated and elected into the position at the next biennial family reunion.

Article V- Duties of Executive Committee

Section 1: Chairperson

 Shall be the principal executive officer of the organization.

 Responsible for overseeing the affairs of the organization.

 Preside at all meetings of the organization.

Section 2: Vice Chairperson

 Perform the duties of the Chairperson’s position in the absence or incapacity of the Chairperson. Must maintain familiarity with the responsibilities of the Chairperson.

 Other duties may be assigned by the Chairperson or organization from time to time.

Section 3: Recording Secretary

 Record minutes and distribute them to members of the Executive Committee and the family newsletter editor.

 Maintain accurate records of the proceedings.

 Other similar duties may be assigned by the Chairperson or organization from time to time.

 Perform the duties of the Vice Chairperson in their absence from the position.

Section 4: Corresponding Secretary

 Maintain complete and updated mailing list.

 Distribute mass communications to family when necessary.

 The position will assist with keeping the master register of family members’ addresses and other pertinent information.

 Other similar duties may be assigned by the Chairperson or organization from time to time.

 Send out all correspondence pertaining to deaths and birthdays (age 75 and above)

 Establish regular communication with Editor of the family newsletter to assist in keeping the family updated.

Section 5: Treasurer

 Responsible for the funds of the organization.

 Responsible for keeping and maintaining complete financial and accounting records; shall be responsible for the deposit of all monies in such bank or banks as directed by the Executive Committee; and shall only make disbursements as directed by the Executive Committee.

 The Treasurer shall submit two reconciled financial reports (Bank Statement and Income Statement) quarterly (March, July, October, January) to the Executive Committee.

 Maintain a fiscal year financial report from July 1 st to June 31 st that shall be presented to the Executive Committee.

 All reports must be submitted 30 days after the closing date of that month (except the annual report for the actual year of the reunion is due by the time of the reunion for presentation).

 All reports will be published in the upcoming newsletter. All financial records can be subject to an audit at any time.

 Other similar duties may be assigned by the Chairperson or organization from time to time. The Treasurer shall assume the duties of the Financial Secretary in the absence or incapacity of the Financial Secretary.

Section 6: Financial Secretary

 Responsible for the administration of financial programs that are sponsored by the organization.

 Keep and maintain in an orderly manner all the documents created and received for each program. Report on each program at each meeting of the Executive Committee and to the family members once a year in January’s issue of the newsletter.

 Other similar duties may be assigned by the Chairperson or organization from time to time. The Financial Secretary shall assume the duties of the Treasurer in the absence or incapacity of the Treasurer.

Section 7: Chaplain

 Conduct a brief devotion at the beginning and closing of meeting and at gathering by the family members.

Section 8: Sergeant at Arms

 Ensure all bylaws and traditions are respected by everyone.

 Responsible for ensuring that established procedures are followed during each meeting.

 Call to order and adjourn all meetings.

Section 9: Historian

 Responsible for recording the history and all other pertinent data of the WNPJ Family.

 Keep statistical information important to or for research purposes.

 Other duties include requesting all facts related to WNPJ.

 Have information published in the WNPJ Family Book.

Section 10: Parliamentarian

 Follow Roberts Rules of Order at all meetings.

 Work closely with the By-laws.

Article VI – Nominations and Elections

Section 1: Elections for Executive Officers:

 Elections will be held every 4 years at the Family Reunion.

 This document (By-laws) will cover when an election is deemed necessary.

 ( Refer to www.simplesite.com/wnpj for further instructions.)

Section 2: The election process will be conducted as follows:

 All positions are available for election in July of the reunion year; descriptions will be listed in the newsletter.

o For consideration your name and interested position must be submitted to the Executive Committee the January of the election year.

Submit to Newsletter Editor, and Executive Committee to have interest included in the newsletter beginning in January of the Reunion year

 Interested family members will introduce themselves and their interest and qualifications for the position at the Family Meeting.

 Election will be held at the Reunion during the Family Meeting. Determination will be by majority vote of family members present.

Article VlI - Meetings and Reunion

Section 1: Meetings

 Executive Committee meetings are held every 4 months (January, March, July, and October )

 Meetings may be conducted in person or by conference call.

 Family members may attend the meeting; however, for meetings other than in person, members must contact the committee at least 24 hours before the meeting for conference call information.

 The Executive Community will hold a family meeting at the Biennial Family Reunion Meeting in July.

 From time to time a special committee meeting may be called by the Chairperson.

 Four (4) Executive Officers will constitute a quorum. In absence of a quorum, no formal action shall be taken.

 The minutes from a committee meeting will be recorded and presented to the family members in the upcoming copy of the newsletter.

Section 2: Reunion

 The WNPJ Reunion will be held biennially on the even-numbered year. Traditionally established around the 4 th of July; either the weekend of, prior to, or after the holiday.

 Each family reunion shall be held in a different geographical location(s) as voted on by the membership at the Reunion.

 In the event that no family member volunteers to host the next Reunion, it has been voted and agreed that the Reunion will be held in the State of South Carolina, the origin of the families. At that time, the Reunion Planning Committee will work with families in South Carolina to begin planning the Reunion.

Article VIII - Host Committee Responsibilities

 It shall be the responsibility of the Host to ensure that all fees are paid and reporting is adequate.

 The host family is afforded the option to request seed money in the amount of $1,500.00, after the reunion submit a report and forward all seed money to the family account.

 Submit a report and refund all money back to the family account within 30 days after the Reunion.

The host family members shall be responsible for the organization of the reunion of their year, i.e. venue, hotel accommodations (block rooms), meals, and activities, etc.

 They shall make at least two (2) mailings via newsletter and via mass communications.

 All pertinent information regarding the reunion shall accompany the communications in January of the Reunion year.

 Host committee shall establish all deadlines for payment and reservations.

Article IX – Amendments

 These Bylaws shall govern the Williams, Norris, Padgett, Jennings (WNPJ) Family Reunion and shall remain in effect unless revised or changed.

 The Bylaws may be amended at any reunion business meeting of the Family by a majority vote of family members.

 Proposed amendments shall be submitted to the Chairperson in writing 2 months prior to the start of the business meeting. Also, at the Biennial Family Reunion either presented verbally or in writing.

 Amendments will be recorded and changes made to the Bylaws will be posted on Simplesite for dissemination.

Article X – Dissolution

Section 1: On dissolution of the organization the fiscal assets shall over the first two (2) years be distributed to high school graduates (within the current guidelines of gift distribution) who are members of the WNPJ families and who have met the criteria’s for college or trade school. These distributions will be in the form of gifts.

Section 2: If, at the end of the two (2) years there are still fiscal assets remaining, those assets shall be distributed to a reputable charitable or organization as selected by the Executive Committee.

Article XI –Amendment # 1

The amendments to these Bylaws are noted as follow:

 These Bylaws have been restructured to make them easier to view.

 The layout was restructured with bullets and numbers.

 Combined the responsibilities of the Corresponding and Assistant Corresponding Secretary in Article IV.

 The duplicates in Article VI - Duties of the Executive Committee have been removed

2nd Revision Ed. 07/09/16

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