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BLACKSTONE FAMILY REUNION COMMITTEE FUNCTIONS & JOB DETAILS

President   -The president will hold two meetings before a reunion.  The first one is held Sunday the day following the reunion.  The second one can be anytime before 6 months prior to the reunion. President will write all correspondence going out to the Blackstone mailing addresses.  After sending the letter by email to the vice president, secretary, and Treasurer for edits, the secretary will finalize if necessary and addresses the envelopes for mail out or utilize labels for mail out. The president will make an announcement at the beginning on the first day of the reunion welcoming everyone and announcing the events for the day. The president  gives the meal prayer or appointments someone. 

Vice President  - The vice-President will act as President when and if the President cannot attend the meetings.  Two months prior to the reunions the Vice President will get in touch with all members of the reunion committee to make sure everything has been done that needs attention and that everyone has appropriate funds to take care of all projects. The Vice-President will also join the President with the welcome and any additional announcements at the reunion.  

Secretary – The Secretary takes the minutes at all meetings. The Secretary sends out an e-mail of the minutes to all board members following all meetings.  The Secretary has a complete list on CD of all mailing addresses, emails, and labels typed in Microsoft Word.  The Secretary keeps updates of all emails, addresses, and telephone numbers.  When changes occur, the Secretary is immediately notified by email or written correspondence. The Secretary types and sends out by mail all correspondence to the Blackstone Family & Friends.

The Secretary outlines the mail out letter for the President at the meetings and sends it to him after the meeting for him to organize into detail.

Treasurer – The Treasurer is in charge of the Blackstone Reunion bank account.  They make the deposit after the reunion is over each time.  At the reunion they will count the money earned and report it at all the meetings.  The Treasurer will write checks and send money for the appropriate necessities. The Treasurer can pay ordinary expenses listed below without prior approval by the Committee. The Committee must approve any Out-of-the Ordinary expenses. The Treasurer will also need to show the bank statements to all committee members at the meetings or through emails.

    Supply Clerk – The supply clerk will receive money to purchase supplies for the reunion at the meeting 6 months prior to the reunion.  The supply clerk will purchase the following:

ü    Paper cups

ü    Napkins

ü    Plastic rolls for tables

ü    Small paper plates

ü    Large paper plates

ü    Paper or Styrofoam bowls

ü    Tooth picks

ü    Plastic utensils

ü    Coffee cups

ü    Large coffee pot

ü    Large tea maker

ü    Large utensils for serving purchased at Dollar Store

If expecting 100 buy for 200 we do not want to run out of spoons, cups, or plates!!!!!!!!!!!

Any supplies left over will be donated to Silver Wings

Food Coordinator – The Food Coordinator is in charge of setting up the food on the tables the day of the reunion.  Warming the food if necessary and placing the spoons in various bowls.  They will make sure that the caterer is notified, paid, and all arrangements are made for any food being catered. They will receive any the money needed at the meetings at least 6 months prior to the reunion.  If there are questions or concerns about food expenses, the President, Vice-President and Treasurer will approve these expenses. The food Coordinator will coordinate and work in conjunction with the Supply Coordinator and vice versa to ensure all necessary supplies are purchased and set up the day of the reunion. Here are a few food items the food coordinator is in charge of:

ü    Coffee (large coffee pot)

ü    Tea bags  (large tea maker)

ü    Ice – in ice chests

ü    Cold drinks – diet and non diet iced down

ü    Water bottles iced down

ü    Sugar & Splenda  individual packages set up at the coffee table with the Styrofoam cups

Welcome Coordinator – The Welcome Coordinator types up the names of everyone coming to the reunion and prints them out on sticker labels. Each group will be assigned various colors.    If the Welcome Coordinator does not know who all will be there then type up their name just in case they come.

Ø    All Blackstone’s and their heirs

Ø    All cousins of the Blackstone’s

Ø    All friends of the Blackstone’s

The Welcome Coordinator sets up the welcome desk near the entrance with the nametags and any directories we may be passing out.  Each person listed in the address book may receive ONE address book. Each person receiving an address book will be checked off a list.   The list will be given to the secretary at the Sunday meeting so she will know who to mail a directory to.  The Welcome Coordinator can assign other members to help.

      Entertainment Coordinator – The Entertainment Coordinator organizes the entertainment that will be held during the reunion.    Several examples of ideas that must be voted on at the meeting at least six months prior to the reunion are:

§       Karaoke

§       CD and DVD slide shows of family members without sound

§       Cake walk

§       Skating

§       Videography

§       Photography

 The Entertainment Coordinator can have other members assist during the reunion.

    Auction Coordinator – The Auction Coordinator runs the auction during the reunion.  They also print up lists for each item up for bid on the tables.  They bring pens set out on all the tables for people to bid.  They organize all the items on the tables.  They determine which items will be live auctioned and which ones will go on the tables for silent auction.  They will also determine which items if any can be raffled off.  Their commit members will collect all money during the auction and count it.   They place it in a manila envelope and give it to the Treasurer for deposit. The auctioneer may assign members to help assist during the reunion.

Clean-up Coordinator – The Clean-Up Coordinator’s assignments are only during the reunion.  They assist with any accidents/messes during and after the reunion.  They can assign other members to help.  They help the Food Coordinator put the food away at the closing of the reunion and clean up any mess.  If any dishes or utensils need to be cleaned this is what they will do. All spills, empty coke cans, and garbage is their responsibility.

Webmaster Coordinator – The Webmaster coordinator has the responsibility to make sure the website is developed, edited & maintained. The Webmaster Coordinator may assign a webmaster to do the task at hand.  The webmaster will need to post pictures & family related information. Funding will be provided to the webmaster coordinator for domain registration and hosting services.

General information to board members

§        All members assigned a position are ultimately responsible for making sure that their assignment is carried out.         

§        Any members not able to fulfill their position need to notify Bob Blackstone ASAP.

§        At that time he will reassign that position.

§        All positions will be voted on every two years, on Sunday following the reunion.

§        All positions will be posted on the website.

§        Anyone attending the meetings may vote.

§        All committee members will be expected at all meetings.   ( On Sunday following the reunion and one held at least 6 months prior to the reunion)

§       Those who live long distance (out of state) can attend via speakerphone.

§       All board members will be expected at the reunions at least 1-2 hours prior to the start time. (And if possible, help set up the night before.)

Being a board member takes time.   If you do not have the time to be a volunteer please do not elect yourself for any positions. All volunteers are welcome to help on the day of the reunion.