About the Knox/Hamner Family

The name of the family is Knox Hamner. The Family Reunion is a result of the union of Thomas Knox Sr. and Ardelia Hamner.

Objectives

The family meets bi-annually at The Family Reunion hosted by family members in the selected host city, in hopes of reconnecting with family members, introducing new family members, honoring and celebrating family heritage, member accomplishments and sustaining the linkages of the family brought through generations.

Credo

The credo for the family shall be The Family that Prays Together Stays Together. The family has adopted the family tree as a symbol of the member branches formed from the unions of our grandparents, parents, uncles, aunts, brothers and sisters. Our colors are red and white.

Family Members

Membership in the Knox Hamner family shall be by birth, marriage or adoption and participating relatives of family members. The growth of the family and participation in The Family Reunion is a testament of the strength, love and support we offer each other as members of the family.

Family Member Expectations

We are family. As family, we strive to support each other, maintain relationships while near or far, and help each other to host The Family Reunion. Family members are expected to respond timely to communications, pay assessments committed timely and support the efforts of The Family Reunion.

Family Reunion Dues

All family members planning to attend The Family Reunion are responsible to pay dues as determined by The Family Reunion Host Planning Committee. Participation in The Family Reunion activities is limited to those family members who have paid the dues by the specified deadline. The dues are recommended by the Host Committee by their proposed budget to cover the cost of the reunion and maintenance of the website. The budget is approved by the Governing Committee on behalf of the family members. The Host Committee should be careful to keep the budget and dues as low as possible to enable as many family members as possible to attend The Family Reunion.

If more than a 10% increase over the prior year’s dues is considered, the Host Committee is encouraged to poll family members for input. Money should be sent to the specified family member by the last day of February during The Family Reunion year or as prescribe by the Host Committee Plan.

Date, Location and Attendance

The Family Reunion will be held the last weekend of July in even years unless for some reason The Family Reunion cannot be held during that the appointed time; in which case it will commence bi-annually from the last year held. A change to the date of The Family Reunion must be approved at The Family Reunion Meeting by a two-third vote of those in attendance. The Host City of The Family Reunion will be selected at The Family Reunion Meeting by a majority vote of those in attendance. Nominations for the Host City will be taken from the floor. Family members of the proposed Host City should give careful consideration to their ability to host a fun and memorable event.

Community service

We are a very blessed family. As such, family members may consider participating in a community service project during The Family Reunion. The Host Committee should make recommendations in conjunction with the schedule of events for The Family Reunion.

Family Help & Support

WE ARE F A M I L Y….and we should make a concerted effort to know our family, keep touch with them between Family Reunions and offer love, support and encouragement during times of need and celebrate our accomplishments together. We should use our family ties to educate the family on health issues facing African Americans, learn what we can do to be a healthier family and drive action to mitigate our health risks. The Host Committee should consider a “Health Moment” or other options as an element of the weekend itinerary.

We love, nurture and support family members to the best of our ability. We recognize that tough love is sometimes the best love we can offer. We are honest with each other. We do everything within our power to correct our mistakes, not hurt each other’s feelings, apologize when we are wrong, and address concerns immediately, candidly and directly with each other in a respectful and loving way.

Family Reunion Governing Committee

The Governing Committee shall be confirmed at The Family Reunion and provides guidance to the Host Committee responsible for The Family Reunion. The Governing Committee provides Financial Governance and consists of the prior Host Committee Chair, Web Site Administrator and one (1) At Large Family Member determined during the Family Meeting at each Family Reunion.

Host Committee

The Host Committee shall be organized after the election of the Host City. The Host Committee may consist of a Chair, Co-Chair, Treasurer, Financial Secretary and Recording Secretary. These offices may co-exist, but it is advised that the Treasurer and Financial Secretary be exclusive to ensure checks and balances for financial accountabilities.

The Host Committee is responsible to communicate the plans for the next Family Reunion within twelve (12) months of the Family Reunion date to ensure adequate time for family members to make plans and budget to attend the Family Reunion.

Committee Participation

Family members who reside in the Host City are requested to work diligently in support of organizing the events for The Family Reunion. They are expected to serve on the committee and take an active role in the work of the committee. Any family regardless of location member may volunteer to help the Host Planning Committee prepare for the Family Reunion.

Budget and Financial Statement

A bi-annual budget shall be proposed by the Treasurer to the Host Committee by January of year following The Family Reunion. The budget should be presented to the Governing Committee for approval in March following The Family Reunion. The budget should set forth all expenses expected for the Family Reunion and establish the assessment for each family member for the upcoming Family Reunion that are payable by February of the year of The Family Reunion (or as prescribe by the Host Committee's Plan). A payment plan should be scheduled to assist family members to budget for the event and prepare for attendance.

All funds collected from family members must be used to cover expenses of the Family Reunion and the cost of managing the website. Any funds collected from family members not disbursed toward such expenses for the Family Reunion year should be remitted to the Host Committee for the next Family Reunion.

Additionally, a collection should be solicited at the end of the Family Meeting for each Family Reunion as seed money for the next Family Reunion. Each family member is encouraged to support this effort which enables the Host Committee to begin preparations in advance of collecting assessment for the next Family Reunion. Contribution is however voluntary and does not reduce any assessment due for the Family Reunion.

The Host Committee may choose to host a fund raising effort to deter cost of the Family Reunion. While family members are not required to participate, should such an event occur, family members are encouraged to participate. Any funds raised should equally deter cost for all family members that choose to attend the Family Reunion unless expressly stated to support specific family members who may not be able to attend the Family Reunion without such assistance.

A financial statement for the expenses incurred for the Family Reunion must be presented at the Family Meeting for each Family Reunion.

Host Committee Officers

Chair

The Chair shall be unanimously confirmed by the elders residing in the Host City. If unable to obtain unanimous appointment, the chair must be approved by a majority vote of the Governing Committee. The chair shall plan and organize the committee’s efforts for an effective Family Reunion and shall serve for a term of two years.

Co-Chair

The Co-Chair shall be confirmed to support the Chair in planning for and executing tasks for an effective Family Reunion and shall serve for a term of two years.

Financial Secretary

The Financial Secretary shall be confirmed to keep record of all incoming funds and outgoing expenses. The Financial Secretary shall receive monies from family members and submit with log of funds received to the Treasurer for deposit. The Financial Secretary must also approve any disbursement request in conjunction with the Chair. Disbursement request should be submitted to the Treasurer for payment. Disbursement request must be accompanied by a receipt or invoice and specific purpose for the expenditure. The Financial Secretary shall serve for a term of two years.

Treasurer

The Treasurer shall be appointed by the Host Committee Chair. The treasurer shall open and maintain a convenience account for the sole purpose of depositing funds received by members and paying for the expenses of the Family Reunion. The Treasurer is responsible to produce a financial statement of funds received, used and remaining to the Chair at any time and at the Family Reunion Meeting. The Treasurer shall serve for two years.

Recording Secretary

The Recording Secretary shall be appointed by the Host committee Chair to support the maintenance and dissemination of information to family members and maintain the roster of family members. The Recording Secretary shall serve for two years.

Historians

Historians should be confirmed to manage the branches of the Family Tree, recording the history of the family, family reunions and maintaining the family archives. The branches are currently documented by the children of the original descendants of the Knox-Hamner Union as well as the ancestry of the Hamner family as noted in the history section and may be expanded as necessary to facilitate the collection and maintenance of information and heritage.

The historians shall provide information and updates to the Recording Secretary and Web Administrator to maintain accuracy of information posted to the family website.

Web Administrator

A Web Administrator should be confirmed to support the maintenance of the family's website on Tribal Pages and to support dissemination of information to the family members. The Web Administrator shall work closely with the Recording Secretary.

Host Committee Meetings

Meetings shall occur as deemed necessary by the host committee.

Governance Meetings

The Governance Committee shall meet at least twice with the Host Committee. Meetings are proposed as follows:

The first meeting shall convene in March of the year following the prior Family Reunion by conference call to review and approve the proposed budget. The proposed budget must be distributed in advance of the meeting to allow time for review.

The second meeting shall convene to review and offer council on the Family Reunion plans in advance of the required communication to family members. This meeting should occur no later than 13 months prior to the Family Reunion to support the initial communication requirement of 12 months prior to the Family Reunion.

The Family Reunion Event

The Family Reunion is an opportunity for family members to socialize and reacquaint themselves with each other. We should play and renew family friendships and worship together. We should also showcase the talent and accomplishments of our children, the future generations who will become accountable to maintain the tradition of our Family Reunion.

The itinerary of the Family Reunion is to be established by the Host Committee. The following elements of tradition shall be included in the itinerary:

The family members shall hold a family social that gives all members an opportunity to interact.

The family members shall hold a business meeting on the Sunday of each Family Reunion. The following business should be conducted:

Honor & Celebrate Family Members: Memorial, Elders, Accomplishments

Family Reunion Budget and Financial Review

Confirm Host City for the next Family Reunion

Confirm New Governance Committee (Prior Host Committee Chair, Web Administrator, At-Large Family Member)

Review / Confirm / Amend Guidelines

When a family vote is required, the vote will pass when a majority of family members present at The Family Reunion votes in favor, unless otherwise specified in these Guidelines. Meetings shall be respectfully conducted.

The family members will vote for The Family Reunion Host City and for any changes to these Guidelines once adopted. Recommendations for the Guidelines can be submitted to the Host Committee in advance of the Family Reunion and distributed to the family members in the arrival packet for the Family Reunion. Changes may also be submitted from the floor during the Family Reunion Meeting.

Appendix

Website Information: www.knoxhamner.tribalpages.com

Password: tkhf2008

Email Photos: knowhamner-2008@tribalpages.com

Email Administrator for Updates: Use “send message” on login screen for site

Email Host Committee: knox.hamner@gmail.com

Templates Attached:

Host Committee Planning

Budget