Family Reunion Committee Responsibilities | Simple Definitions

Family reunion committee responsibilities play a crucial role in organizing a successful family reunion, which can be an incredibly rewarding experience.

But it also requires careful planning and coordination. When embarking on this journey, it’s essential to establish a strong foundation, and this begins with creating a well-prepared plan.

I encourage you to read my article, “How to Plan the Best Family Reunion,” for helpful tips on organizing a memorable family gathering. [Click Here]

If you want to know more about what to wear to a family reunion, no matter your age, check out my article, “How To Dress For A Family Reunion | Tips For All Ages.” [Click Here]

Watch the YouTube video series “How to Plan the Best Family Reunion: Proven Strategies” to learn more about organizing your reunion. [Click Here]

Family Reunion Committee Positions:

The Family Reunion Committee’s responsibilities or officers include, but are not limited to, the following:

1. President
2. Vice President
3. Treasurer
4. Secretary
5. Assistant Secretary
6. Scholarship Chairperson
7. Social Network Administrator
8. Family Minister
9. Family Historian
10. Webmaster
11. Newsletter Editor
12. Fundraising Chairperson

Family Reunion Committee Officers:

The officers will represent and manage the affairs of the committee, along with being diligent in fulfilling its mission and purpose.

Responsibilities Of The President:

1. Oversee and implement all actions necessary to further the purpose of the committee.
2. Conduct all business meetings for the reunion.
3. Supervise the activities of the family reunion planning committee.
4. Preside over all the reunion meetings.
5. Encourage family members to feel confident, dignified, and loved.
6. Promote pride, dignity, and love for one another among the family.
7. Promote your family reunion on social media platforms.
8. Appoint honorary members to serve on the FRC when necessary.

Responsibilities Of The Vice-President:

1. To assist the President in the fulfillment of the President’s duties under the direction of and as determined and assigned by the President.

Responsibilities Of The Treasurer:

1. Open and maintain a family bank account.
2. All funds for the family reunion must be deposited into the family account that bears the name of the family reunion or scholarship fund.
3. Filing required financial reports with the appropriate tax authorities.
4. Maintaining the committee’s legal existence.
5. Collecting funds and making deposits
6. Processing invoices and preparing checks.
7. Ensuring the authorization of a minimum of two signatures for all back withdrawals.
8. Preparing a financial report for the family that accounts for the receipt and disbursement of all funds.
9. Assist with any other financial or reporting matters affecting the organization.
10. To appoint one or more non-officer assistants as deemed necessary.

Responsibilities of the Secretary:

1. Act at the direction of the president.
2. Prepare agendas for meetings.
3. To prepare and distribute on a timely basis minutes of all meetings of the committee,
4. To prepare necessary correspondence, including announcements, flyers, notices, and other publicity.
5. Maintain a historical record of all agendas, minutes, and correspondence of the committee.
6. To maintain updated contact lists of all family members,
7. Maintain contact information for all honorary members.
8. To oversee all record-keeping activities of the organization.

Responsibilities of the Assistant Secretary:

1. To assist the Secretary in the fulfillment of the Secretary’s duties under the direction of, and as determined and assigned by, the President and/or Secretary.

Responsibilities of the Scholarship Chairperson:

1. Coordinate all activities.
2. Maintain all records relative to the disbursement of scholarship funds.
3. To set and update the criteria for disbursement.
4. To select scholarship recipients.
5. To establish and oversee a committee for the Family Reunion Scholarship Fund.
6. To submit names to the President before approval by the FRC officers,

Responsibilities Of The Social Network Administrator:

1. Post relevant family reunion information on social networking websites, such as Facebook, Twitter, LinkedIn, Snapchat, YouTube, etc.
2. Promote the name of the family organization.
3. Upload and update images.
4. Encourage reunion participation.
5. Constantly monitor any negative material posted on family social media platforms.

Responsibilities Of The Family Minister:

1. Give brief words of inspiration or prayer before all meetings.
2. Minister and counsel, and to host a prayer line at least monthly.
3. If possible, incorporate various religions.
4. Establish a committee of all family ministers.

Responsibilities Of The Family Historian:

1. Maintain a master file of all the organization’s records.
2. Maintain all reports of the matriarch and all her descendants, spouses, biographies, photographs, and reference material.
3. Supervising and directing the collection and production of all descendants’ historical records, family histories, and personal histories.
4. Will serve as senior editor of all genealogical and historical books published by the committee.
5. Establish a Historian Committee
6. Submit names to the president before approval by the FRC.
7. All expenses must be approved before conducting research
8. Obtain and distribute family history

Responsibilities Of The Webmaster

• Maintain the Family Reunion website.
• Select, organize, and edit all materials to be posted on the website.
• Receive and reply to all emails sent through the website.
• Maintain and keep current on family-related events and activities.
• Select an assistant subjective to the approval of the FRC.
• All expenses are subject to prior approval.

Responsibilities Of The newsletter editor:

1. Publish a newsletter of the committee as determined and approved by the President.
2. Collect news, articles, and announcements for the newsletter.
3. Select assistants or establish a committee subject to the approval of the FRC.
4. Submit to the webmaster a finished copy of the Family Reunion Newsletter for publication on the website.
5. All expenses are subject to prior approval.

Responsibilities Of The Fundraising Chairperson:

1. Coordinate all fundraising strategies and activities.
2. Support for all major fundraising programs.
3. Assist in the development of fundraising goals.
4. Aid in developing relationships and raising money to fund the scholarship program.
5. All funds raised for the Family Reunion Fundraising Fund shall be submitted to the Treasurer within 5 days of receipt.

Family Reunion Committee responsibilities for all members:

1. Represent The Family Organization
2. Be Respectful To Each Other
3. Promote Unity And Love For One Another
4. To Establish The Business Sequence
5. Fill Official Vacancies
6. Subscribe To A Majority Vote
7. Perform Any Other Work Delegated By The Committee

Family Reunion Quorums:

A quorum shall consist of at least five members of the FRC.

Removals and Vacancies:

In the event family members fail to fulfill their duties as officers as set forth, they shall be removed by a majority vote of the officers.

Resignations of Officers:

In the event family members are unable to fulfill their duties to the committee, they should submit a letter of resignation to the president.

Then, the President will forward his or her acceptance of the resignation, along with a copy of the original letter, to the Committee.

If the resigning committee member held the office of treasurer, acceptance of his or her resignation would be contingent upon a successful audit of the organization’s finances.

Within ten days of accepting his or her resignation, the retiring committee member must turn over to the President any records and papers for which they were responsible.

Within ten days of accepting his or her resignation, the retiring committee member must turn over to the President any records and papers for which they were responsible.

How To Select Reunion Committee Members:

President:

Best Personality/Skill: Strong leadership qualities, excellent communication skills, and great organizational abilities.

How to Select: Look for someone who can bring the family together, make tough decisions when needed, and keep everyone motivated.

Importance: The President sets the tone, leads the planning process, and ensures smooth coordination among all positions.

Vice-President:

Best Personality/Skill: Supportive, adaptable, and a great team player.

How to Select: Choose someone who can assist the President, step in when necessary, and help with various tasks.

Importance: The Vice President provides invaluable support to the President, shares responsibilities, and helps maintain harmony within the committee.

Treasurer:

Best Personality/Skill: Detail-oriented, organized, and trustworthy with financial matters.

How to Select: Find someone who can handle budgeting, manage funds, and maintain accurate financial records.

Importance: The treasurer ensures proper financial management, tracks expenses, and helps make informed financial decisions.

Secretary:

Best Personality/Skill: Excellent organizational skills, attention to detail, and proficiency in record-keeping.

How to Select: Look for someone who can maintain meeting minutes, handle correspondence, and keep important records.

Importance: The secretary ensures smooth communication, maintains official records, and helps keep everyone informed.

Assistant Secretary:

Best Personality/Skill: Proactive, reliable, and supportive.

How to Select: Choose someone who can assist the Secretary with administrative tasks and help keep things running smoothly.

Importance: The assistant secretary lightens the workload, helps with organization, and supports the secretary in their responsibilities.

Scholarship Chairperson:

Best Personality/Skill: Fair, impartial, and knowledgeable about educational opportunities.

How to Select: Find someone who can manage scholarship programs, review applications, and select deserving recipients.

Importance: The scholarship chairperson promotes education, supports deserving family members, and encourages future generations.

Social Network Administrator:

Best Personality/Skill: Tech-savvy, creative, and experienced with social media platforms.

How to Select: Look for someone who can manage an online presence, engage family members, and promote the reunion.

Importance: The social network administrator boosts excitement, keeps everyone connected, and spreads the word about the reunion.

Family Minister:

Best Personality/Skill: Compassionate, understanding, and knowledgeable about family values.

How to Select: Choose someone who can provide spiritual guidance, lead religious activities, and foster unity.

Importance: The family minister nourishes the family’s spiritual well-being, creates a sense of togetherness, and offers support.

Family Historian:

Best Personality/Skill: Passionate about family history, skilled in research, and skilled in storytelling.

How to Select: Find someone who can gather and document family stories, photos, and artifacts to preserve the family’s legacy.

Importance: The Family Historian keeps the family’s history alive, connects generations, and enhances the reunion experience.

Webmaster:

Best Personality/Skill: Tech-savvy, creative, and skilled in website design and maintenance.

How to Select: Look for someone who can create and manage a reunion website, ensuring it’s user-friendly and up-to-date.

Importance: The Webmaster plays a vital role in establishing an online presence for the reunion, providing important information, updates, and registration options.

They ensure that the reunion website is a hub for all things related to the event, making it easily accessible for all family members.

Newsletter Editor:

Best Personality/Skill: Strong writing and communication skills, creative flair, and attention to detail.

How to Select: Choose someone who can curate engaging content, compile family news, and create a captivating newsletter.

Importance: The Newsletter Editor keeps the family informed, shares updates, and builds anticipation for the reunion through regular newsletters filled with exciting information.

Fundraising Chairperson:

Best Personality/Skill: Resourceful, persuasive, and knowledgeable about fundraising strategies.

How to Select: Find someone who can coordinate fundraising efforts, develop creative ideas, and rally family support.

Importance: The Fundraising Chairperson helps secure funds for the reunion, ensuring financial stability, and creating opportunities for unique experiences.

Bonus Tip:

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What’s Included?!

• Family Reunion Guide
• Top Bonus TIP
• Sample Invitation Letter
• Sample Schedule of Events Form
• Sample Registration Form

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Conclusion:

In conclusion, a family reunion is a fantastic opportunity to share precious moments while catching up with family, sharing quality time, and creating new, fun family memories.

Are you planning your first Family Reunion?