The Family By-Laws

The Hagans-Perry Family Association
The Family By-Laws
(02/10/08)

ARTICLE I - NAME
The name of this organization shall be the Hagans-Perry Family Association (hereinafter referred to as "the Association").

ARTICLE II - PURPOSE
The purpose of the Association is to reunite family members and to enhance the growth and development of family unity, through continued fellowship of all Hagans, Perry and extended families.  To create a supportive atmosphere for members who strive for excellence through educational achievements and economic advancements.  To further foster continuing research of the Hagans-Perry Family.

ARTICLE III - MEMBERSHIP
Section 1.  Regular Members:  Membership in the Association shall be open to all persons related to or married into the Hagans-Perry Family (including all variant spellings of the name) and shall have full membership rights including the right to hold office and vote on the Association matters.

Section 2.  Adoptive Members:  To become an Adoptive Member, one must be appointed by a regular member in good standing to the President of the Association.  The President will announce membership at the bi-annual banquet.  The Secretary will record said membership and the newly adoptive member will have full membership rights as an Adoptive Member.  Adoptive Members will only be allowed to vote, they may not hold any office.

Section 3.  Associate Members:  Persons interested in supporting the goals of the Hagans-Perry Family Association but who are not related to Mollie and Thomas Hagans or Lillie and General Perry may become Associate Members.  Associate Members shall not have the right to vote or hold any office.

ARTICLE IV - OFFICERS
Officers of the Association shall be a President; a Vice-President; Secretary; Treasurer; and a Historian/Genealogist; all elected by the adult general membership majority vote of members present.

*Adult hereinafter defined as “eighteen (18) years old or older”.

Their duties shall be as follow:
President - shall preside at all meetings of the Association; serve as chairperson of the Executive Committee; issue a call to all meetings of the Association; represent the Association at functions pertinent to the advancement of the Association; perform other functions and duties as may pertain to the office of the President.

Vice President - shall assist the President in carrying out their responsibilities; and shall exercise the authority and perform the duties of the President if the President is absent or if for any good reasons is unavailable to carry out their responsibilities; perform all duties related to the Office of Vice President and such other duties as maybe assigned by the President of the Association.  

Secretary – shall attend the meetings of the Association and record the minutes of meetings; see that written notice of meetings are given; keep a register of the addresses of each member and perform all duties related to the Office of Secretary and such other duties as may be assigned by the President of the Association.

Treasurer - shall be the principal accounting and financial officer and shall be responsible for the maintenance of all funds for the Association; receive and give receipts for monies due and payable to the Association from any source what so ever; deposit all such monies in the name of the Association in such banks shall be selected by the organization;  render to the membership an account of all the transactions as Treasurer; perform all of duties related to the Office of Treasurer and such other duties as maybe assigned by the President of the Association.

Historian/Genealogist - shall research, document, and maintain the history and genealogy of the Hagans-Perry Family, from early origins to present generations.

Chaplain – shall open and close the bi-annual meetings and bi-annual family reunion events with pray and benedictions.  The Chaplain is a non-executive committee member is appointed by the Association members.

ARTICLE V - ELECTION OF OFFICERS
Election of Officers - shall be held bi-annually at the business meetings of the Association, during the family reunion. Any vacancies during the interim between business meetings shall be filled by appointment of the Executive Committee.

Interim Officers - are those officers elected, appointed, or otherwise assumed office during the business meeting held at the family reunion. These officers shall serve and administer the affairs of the Association until their terms expire and installation of newly elected officers occurs at the next planned reunion.

1) Candidates for any of the above stated offices shall be Regular members of the Association, and must have attained an age of twenty-one (21) years old.

2) Services provided as officers of the Association or as members of committees of the Association shall be gratuitous service.

Term of Office – A term is defined as two years.  An Officer may be elected for a maximum of two (2) consecutive terms (4 years).

ARTICLE VI - STANDING COMMITTEES
*The President of the Association reserves the right to appoint committee chairpersons.

Executive Committee - shall consist of Association Officers who shall administer the business affairs of the Association.  It shall have power in the interval between general meetings of the Association to act on all administrative matters on behalf of the Association.

Scholarship Committee - shall establish and administer a not-for-profit Scholarship Fund for the purpose of providing financial assistance to Association members who strive for excellence through educational achievements and economic advancements.

ARTICLE VII - AD HOC COMMITTEES
*The President of the Association reserves the right to appoint committee chairpersons.

The Reunion Committee - shall be responsible for planning, coordinating and administering the bi-annual family reunion.  The specific details of the ad hoc activities of this committee will be addressed in documents prepared by the committee -- under the supervision and approval of the Executive Committee.  All financial affairs of this committee shall be administered by the Reunion Committee Treasurer, under the management of the Reunion Committee Chairperson.

1) The Reunion Committee shall be an Ad Hoc committee which will be organized during each general meeting of the family reunion and exist for a period of two years -- not to exceed the time of the succeeding family reunion.  The Reunion Committee shall consist of a Chairperson; a Vice-Chairperson; a Secretary; a Treasurer, and such other members as may be determined by the Committee Chairperson, with the advice and consent of the Executive Committee.

2) All residual funds remaining in the Reunion Committee treasury after all obligations have been satisfied shall be transferred to the Association treasury.

By-Laws Committee - shall be responsible for establishing, chartering and implementing the structure by which the Association shall function.  The committee shall consist of a Chairperson and such other members as may be determined by the Executive Committee from time to time.

*The Chairperson of the By-Laws Committee shall be appointed by the President of the Association.

Website Committee - shall be responsible for monitoring and maintaining the Hagans-Perry Website.  This committee will publish and post announcements and correspondence directed by the Executive Committee.

ARTICLE VIII - QUARTERLY NEWSLETTER
The Associations Quarterly Newsletter shall be the official publication of the Association and used to disseminate information to Association members, and serve as a medium for publication of research on the Hagans-Perry Family.  The staff of the Quarterly shall consist of the Vice President and such other Contributing Members as necessary from time to time.

ARTICLE IX - ASSOCIATION DUES
Payments of annual dues are required for membership in the Association by all adult regular and adoptive family members. 

1) Dues for Membership in the Association shall be $60.00 annually.  These funds will be used in the following order of precedence;

a.        Host the bi-annual family reunion events; which does not include hotel and transportation cost

b.      The Hagans-Perry Scholarship Fund; amount to be determined by available funds

c.       To assist elderly members of the Hagans-Perry Family who attends bi-annual family reunions; as funds are available

2) Members of the Association who aspire to hold a position as an Association Officer or chairperson of a committee must be a member in good financial standing.

3) Funding for family reunions shall be addressed in detail by separate document prepared and administered by the Reunion Committee, under the general direction of the Executive Committee, with the exception of ARTICLE IX-1a.

4) Funding for educational scholarships shall be raised by the Association and administered by the Executive Committee.

5) Failure to maintain current dues will result in the loss of membership in the Association.

ARTICLE X - FINANCE

1) No Officer, Committee, Committee Member or Member of the Association shall receive any funds or incur any expense for the Association not provided for in these By-Laws unless authorized in writing by the President; neither the Treasurer nor other authorized person shall make any payment except for expenditures which has been so approved.

2) The treasurer shall be responsible for developing and distributing financial procedures.  The Executive Committee shall monitor the adherence to the established financial procedures.

ARTICLE XI - FAMILY REUNION
A reunion of the Hagans-Perry Family will be held bi-annually during the month of July.  The reunion location will be determined two years in advance.  The Hagans-Perry Family Motto is “Love Will Keep US Together”.  The Family Colors are Navy Blue and White.  The Family Motto and Colors will remain the same throughout the Reunions, unless these subjects are brought back to the Executive Committee with recommendation requests to make changes.

ARTICLE XII - BUSINESS MEETINGS
A business meeting shall be held on Saturday morning during the bi-annual reunion, or such time as determined by the Executive Committee at the site of the bi-annual family reunions.  These family business meetings are open to all members of the Association in good standing.  All other meetings (committee meetings, social events, etc.) do not constitute business meetings.  Final decisions on issues brought to the business meeting shall be passed by a majority vote of members present at the business meeting.

During the period between family reunions, members of the Executive Committee (as applicable) and all other interested Association members shall meet at a location as agreed upon by the Executive Committee, to discuss and resolve, when possible, issues related to the management, operation, and administration of the Association.

ARTICLE XIII - SCHOLARSHIP
This reunion will have a Scholarship Fund that will give aide to students or a student in accordance with guidelines set up by the Executive Committee to set rules of eligibility for persons applying for assistance through the scholarship fund.  Rules having been accepted and agreed upon by the body will become part of the constitution.  See ARTICLE IX-1b and GUIDELINES FOR THE HAGANS-PERRY FAMILY SCHOLARSHIP.

ARTICLE XIV – RATIFICATION

These By-Laws shall become effective at the reunion meeting held July 2009, upon affirmative votes by a majority of members of the Hagans-Perry Family Association. 

ARTICLE XV - AMENDMENTS
These By-Laws may be amended by a Majority vote of members in good standing.  Members in good standing, means members whose Association dues are current. The Association Secretary in conjunction with the Association Treasurer shall be responsible for maintaining an accounting of active membership in the Association.

Travel expenses associated with attending these meetings will be borne by individual members attending the meeting.  Funds reimbursable for incidental expenses associated with these meetings will be determined by the Executive Committee.

ARTICLE XVI - DISCLAIMER
The Association disclaims responsibility for the actions and personal opinions of individual members who are in violation of the Association's policies and procedures.

We, the Executive Committee Members of the Hagans-Perry Family Association, do hereby subscribe to these articles, and in accordance with the wishes and desires of the full membership of the family, and by our signatures, establish the Hagans-Perry Family Reunion.



The Hagans-Perry Family Association

The Family By-Laws

Signed By:

Cardell Gunn, President:

Patricia Harris, Vice President:

Myra Bird, Secretary:

Pat Perry, Treasurer:

Carolyn Hagans Williams, Historian/Genealogist: