Purpose

The family reunion's planning process is overseen by the Oversight Committee, which assumes a vital
role in supervising each committee and defining the parameters that guide the event's goals. The
Oversight Committee's principal responsibilities encompass maintaining ethical standards, adhering to legal compliance, and implementing sound governance practices. By ensuring accountability and upholding integrity, the Oversight Committee plays a pivotal role in steering the family reunion towards success and ethical responsibility.

Responsibilities

• Develop a comprehensive checklist outlining all essential assignments to be completed.
• Establish clear guidelines for committees, including their roles and responsibilities.
• Monitor committees' progress to ensure their adherence to the reunion guidelines.
• Maintain meticulous records of expenses, contracts, registration information, lodging details, deposits, and fees received. Determine individual family reunion attendee costs.
• Collect contact information (mailing address, email address, and phone number) for all participants and maintain an emergency contact list.
• Determine the content for the website.
• Establish messaging to communicate with both the committees and family members.

Additional Duties

Responsible for Overseeing and Collaborating with Committees to help plan family reunions.

Committee Management

• Ensure committees are following Reunion guidelines
• Develop and structure meeting agendas
• Assign tasks and coordinate scheduling
• Encourage idea integration
• Address conflicts and mediate disagreements
• Allocate resources fairly among committees
• Maintain records and solicit feedback
• Monitor progress and report achievements
• Help committees overcome obstacles and find innovative solutions
• Foster creativity and connect committees with additional resources
• Manage timelines to ensure goals are met

Purpose
The Finance Committee manages the financial aspects of the event, including budgeting, fundraising, and expenses, ensuring that the reunion is
financially sustainable and cost effective for all family members involved.

Responsibilities

• Collaborate with the Oversight Committee regarding IRS filings in the event of establishing a non-profit organization.
• Ensure strict adherence to all non-profit laws and regulations.
• Channel all revenue from registration fees, T-shirt sales, fundraising events, miscellaneous sales, and other event-related fees into the designated account.
• Keep a detailed record of all expenses related to the reunion, with the finance committee overseeing expenditures to ensure alignment with the approved budget.
• Maintain accurate records of all financial transactions.
• Establish and stick to a budget.
• Support fundraising endeavors.
• Engage in cost negotiations with vendors and contractors before committing to expenses.
• Determine costs for individual attendees and family reunion participants.
• Maintain a comprehensive breakdown of receipts and payments.

Purpose

The Historian Committee diligently conducts research, meticulously documents significant details, and safeguards the family's history, accomplishments, and cherished moments from the reunion. Their mission is to ensure that the family's
legacy is not only captured and treasured but also thoughtfully passed down to educate and inspire future generations.

Responsibilities

• Conduct comprehensive research to trace the family's lineage back as far as
  possible.
• Utilize a range of sources, such as public records, online genealogical resources, archives, and family member interviews.
• Document all findings accurately and thoroughly.
• Encourage collaboration among family members, seeking their contributions to the project.
• Foster a sense of engagement and inclusivity among all family members.
• Work alongside the Entertainment Committee to develop innovative ways of
  presenting the family's history in an enjoyable and engaging manner.

Purpose

The committee's purpose is to act as an intermediary between the planning committees and family members.

Responsibilities

• Ensuring completion of the Family Contact form by family members
• Providing technical support during family gatherings
  Keeping the family informed about event details
• Collaborating on website enhancements
• Communicating important information to the family when needed

Purpose

The Entertainment Committee plans and organizes enjoyable and engaging
activities, games, and entertainment to create a fun and memorable
experience for all family members attending the reunion.

Responsibilities

• Promote interaction among family members
• Organize family activities.
• Arrange for appropriate music and DJ services.
• Select a Host or Co-Host for the reunion.
• Decide upon a reunion theme.
• Responsibilities include setting up and breaking down events and arranging necessary equipment like tables, chairs, and tablecloths.

Purpose

The purpose of the Collaborative Team is to provide a forum where all
committees can convene, share their ideas, and collectively plan for the family reunion.

Please Note: The Collaborative Team functions as a facilitating entity and not as a committee.

Roles

• Facilitate Communication: Act as a central hub for committees to come together, exchange ideas, and foster effective communication.
• Coordination: Manage the scheduling of collaborative sessions and ensure they align with the overall family reunion timeline.
• Idea Integration: Encourage committees to share their ideas and ensure they are incorporated into the broader planning process.
• Conflict Resolution: Mediate and address any conflicts or disagreements that may arise
  during collaborative discussions.
• Feedback Collection: Solicit feedback from committees on the collaborative process and
  idea feasibility.
• Progress Monitoring: Ensure that committees are making headway in achieving their goals and provide support as needed.
• Alignment with Reunion Goals: Verify that the work of each committee aligns with the
  overarching vision and objectives of the family reunion.
• Reporting: Regularly update the family reunion planning team on the progress and achievements resulting from the collaborative efforts.
• Promotion of Creativity: Encourage committees to think creatively and find novel ways to
  make the family reunion a distinctive and memorable event.

These responsibilities reflect the Collaborative Team's role as a facilitating entity that enables committees to effectively collaborate and exchange ideas.