Reunion 2028: TBD

ARTICLE I

NAME

The name of this organization shall be called the “Goffman-Pye Family Reunion”, hereafter in these bylaws referred to as “The Membership”. 

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ARTICLE II

PURPOSE

The purpose of this organization is to reunite family members, to enhance the growth and development of family unity,  to promote harmony and bonds of kinship among our family members, to encourage continuous respect and pride within and between each generation of our family heritage, and to promote social unity.

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ARTICLE III

MEMBERSHIP

Section 1: Membership is comprised of the descendants of the Paul Goffman, Sr. and Truman Pye, Sr. and their spouses.

Section 2: Associate membership may be granted to all significant others of descendants and close family friends.  These members will be granted all the rights and benefits and subject to the same obligations as regular members with the exception of holding elective offices.

Section 3: Honorary Life membership.  Upon the signed recommendation of a member and seconded by another member with majority vote; at the annual “Goffman-Pye Family Reunion,” the title of “Honorary Life Membership” may be conferred on an adult individual who has rendered noble services to the family.  An Honorary member shall have none of the obligation of “The Membership” but shall be entitled to all of the privileges except those of making motions, voting and holding offices. 

 

ARTICLE IV

ELECTED OFFICERS

Section 1:     The officers of this organization shall be President, Vice-President, Secretary, Financial Secretary and Treasurer; and shall be elected by “The Membership”.  The duties should be carried out according to “Roberts Rules of Order, newly revised edition”.

 

Section 2:     Tenure. Officers shall serve for two (2) years and may be eligible for re-election for an additional two (2) years.  A person can only serve in the same position, if elected, for two (2) consecutive terms and be out of that office for 4 years before being elected into that office again.

 

Section 3: President.  The president shall be the Chief Officer of the Membership; shall preside at the bi-annual meetings; set the agenda of the meetings and shall supervise all business affairs as directed by the Membership.  The president shall appoint all non-elected officers, standing committees and the chairperson.  The president has the authority to appoint interim officers with the approval of the Executive Committee. The president, when presiding, shall regulate the order of business and debates in accordance with parliamentary procedures as set forth in “Robert’s Rules of Order, newly revised edition”.

 

Section 4:     Vice President.  The Vice President shall, in the absence or incapacity of the President, perform the duties of that office.

 

Section 5: Recording Secretary.  The Secretary shall attend the bi-annual meetings of the organization and record the minutes; see that written notice of meetings are given; keep a register of the addresses of each member and perform all duties of the office as secretary and any additional duties directed by the President or “The Membership”.

 

Section 6: 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 of that office. The duties assigned to the Financial Secretary shall include:

 

Receiving Cash and Distribution of Funds including but not limited to:

1. Receives and Disburses all transactions

2. Make note of refunds/disbursements to be made

3. Deposits all funds to accounts in a timely manner (within 5 business days unless otherwise approved by Treasurer or President)

4. Give the Treasurer deposit slips and invoices for payment by check

5. Works in conjunction with the Treasurer to ensure reconciliation FS financial records and Treasurer financial records
 

Section 7: Treasurer.  The Treasurer shall be the principal accounting and financial officer of the organization. The duties of the treasurer are detailed below:

 

1. Setting up and ensuring proper financial controls

2. Selecting, opening and maintaining bank account (s)

3. Records all transactions in the ledger

4. Reconcile bank statements (quarterly)

5. Prepare and facilitate preparation of the budget (timeframe)

6. Works in conjunction with the FS to ensure reconciliation of FS

financial records and Treasurer Financial records

7. Submit financial reports to the Executive Committee (quarterly)

and bi-annual reporting to the family reunion (time definitive)

 

Section 8: Historiographer/Statistician.  He/she shall be responsible for recording the history and all other pertinent data of the Goffman-Pye Family.  In addition he/she shall keep statistical information important to or for research purposes.

 

Section 9: Parliamentarian.  He/she shall follow the Roberts Rules of Order, newly revised edition at all meetings.

 

Section 10:   Chaplain.  He/she shall serve whenever called upon by providing appropriate Devotional services.
 

ARTICLE V

MEETINGS

Section 1: Bi-Annual Meeting.   “The Goffman-Pye Family Reunion” shall be at a time and place decided upon by “The Membership” who has the total family convenience in mind. The location shall be decided at the previous reunion meeting.  These meetings will be held every two (2) years.

Section 2: Regular Meetings.  Regular meetings shall be scheduled in preparation for the family reunion, at least six meetings shall be held.  This section is for regional/local chapters.

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ARTICLE VI

EXECUTIVE COMMITTEE

Section 1: The Executive Committee is the “Governing Body” and shall consist of a President, Vice-president, Recording Secretary, Financial Secretary, Treasurer, Historiographer/Statistician, Parliamentarian, Chaplain and each of the Regional/Local Chapter’s President and Recording Secretary.  No person eighteen (18) or younger shall be eligible to run for or hold an elected office.

Section 2: The Executive Committee shall convene at the site of the “Goffman-Pye Family Reunion” at a place designated by the host chapter and shall report findings to “The Membership” at the family meeting.

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ARTICLE VII

STANDING COMMITTEES

 

Section 1:   Finance Committee.  The Finance Committee, with the Treasurer as chairperson, shall analyze the financial needs of the “The Membership” and report the findings to the Executive Committee.

  

Section 2:   Bylaws Committee. The Bylaws Committee shall receive, study and analyze all suggested recommendations from “The Membership” and shall suggest revisions to the Executive Committee.  All recommendations shall be in the hands of the Executive Committee no later than three (3) months prior to the “Goffman-Pye Family Reunion”.  A complete list of suggested revisions shall go to “The Membership” one (1) month prior to the reunion.

 

Section 3: Historical/Genealogical.  The Historical/Genealogical Committee will be chaired by the Historiographer/Statistician and will be responsible for gathering historical and genealogical data about the family, keeping track of births and deaths, and creating an historical record for future generations.

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ARTICLE VIII

PARLIAMENTARY PROCEDURES

 

Rules contained in the current edition of Robert’s Rules of Order shall govern the “Goffman-Pye Family Reunion” in all cases.

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ARTICLE IX

AMENDMENTS

 

These Bylaws may be amended or repealed at a meeting of the “Goffman-Pye Family Reunion” with a 2/3 majority vote of those present at the bi-annual meeting either in person or via available technologies.  A quorum of 40 per cent of the adult membership is needed to take a vote to amend or repeal these Bylaws. The amendment(s) will become effective immediately after the vote.

                                                                                                                                                                               

ARTICLE X

ADDENDA

 

Section 1:  The Midwest Chapter of the organization shall be located in Chicago, IL; with Regional/Local chapters on the East Coast, West Coast and Southern District.

Section 2: The Regional/Local Chapters shall be organized in each state or city as family member’s desire.

Section 3: Deposits.  All funds of the organization shall be deposited to the credit of the organization, within 48 hours, into the bank selected by the organization.

 

Section 4: Scholarship.  A scholarship fund will be established for the direct descendants of the Paul Goffman, Sr. and Truman Pye, Sr. who are beginning entrance into any post-secondary institution of higher learning or Trade School.  Each head of family will be asked to contribute $25 or more for initial formation of the scholarship funding.  Scholarships will be distributed upon receipt of proof enrollment in a recognized college, trade or technical school by the Executive Committee. This will be voted on by “The Membership”.

 

Section 5: Mailing List.   Every known family member shall be informed in writing by the host city of plans for the “Goffman-Pye Family Reunion”.  This mailing list shall be updated, by the Recording Secretary of the Executive Committee, at every reunion and sent to the host of the next proposed reunion site.

 

Section 6: Financial Procedures. The process that will be followed for all financial matters are included in the attached document.

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Goffman-Pye Family Club Financial Procedures

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Overview

The way we handle money is imperative to reaching our fiduciary goals

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Objectives

• Maintain proper segregation of duties

• Ensure proper controls around cash receipts and disbursements

• Develop and communicate cash collection and disbursement procedures within the family club

 

Activities

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Financial Secretary (FS):

  

Receiving Cash and  Distribution of Funds including but not limited to:

• Receives and Disburses all transactions

• Make note of refunds/disbursements to be made

• Deposits all funds to accounts in a timely manner (within 5 business days unless otherwise approved by Treasurer or President)

• Give the Treasurer deposit slips and invoices for payment by check

• Works in conjunction with the Treasurer to ensure reconciliation FS financial records and Treasurer Financial records

 

Treasurer:

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Financial management and oversight of family funds including but not limited to:

 

• Setting up and ensuring proper financial controls

• Selecting, opening and maintaining bank account (s)

• Records all transactions in the ledger

• Reconcile bank statements (quarterly) 

• Prepare and facilitate preparation of the budget (timeframe)

• Works in conjunction with the FS to ensure reconciliation of FS financial records and Treasurer Financial records

• Submit financial reports to the Executive Committee  (quarterly) and bi-annual reporting to the family reunion (time definitive)

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Monday, September 5, 22

 

Fund/Cash Receipt Procedures (To include Family Reunion dues/assessments/scholarship)

• Giver emails the Financial Secretary  AND Treasurer the request to submit funds (amount and purpose).

• Funds should be mailed or electronically (eg . PayPal) sent to Financial Secretary.  If in person funds should be given to Financial Secretary.  Amount and Purpose of receipt should be included in all submissions.

• FS emails Treasurer to notify to record the funds receipt in receipt book and financial ledger

• A copy of the receipt is mailed to the giver or given at the time of the receipt

• FS deposits funds to proper account.

 

Fund/Cash Disbursement Procedures (To include Family Reunion dues/assessments/scholarship)

The following procedures should be followed to disburse funds from the Goffman-Pye Family Club:  

• Requestor emails the Financial Secretary AND Treasurer the request to disburse funds (amount, purpose and proof of need such as invoice etc.).  If the requestor is the Treasurer, then the Financial Secretary and will need to approve the request along with President.

• The Treasurer will send to the President and request authorization to disburse the request and copy the FS.

• The Treasurer records the transaction in the ledger.  

•  The FS issues the check or electronically disburses the funds.                                               

• The FS provides check number and copy of payment to Treasurer along with copies of invoices etc..

 

Account Reconciliations

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Financial records between the Financial Secretary and Treasurer should be reconciled quarterly

A quarterly financial report and year end close financial report will be provided to the Executive Committee.