WGS Family Conference Call December 5, 2010 I. Introductions/ Attendance - The following people were on the conference call: Benjamin Pass, Ceanna Shack-Black, Caroline Shack, Dara Tabor, Patricia Cobb, Curtis Smith, Shone Hawkins-Moore, Ondrell & Tylon Jackson, Mary Mark, Beverly & Charles McCurry, Leonard Quarterman, Elmaria Jordan, Morgan Alex Jordan, Curley McKenzie, Lydia Stephens, Berthann Hawkins, Calvin Brantley, Donald Jordan II, Justina Hemphill, Willie James Stephens, Rudy & Ruby Warner, & Willie Denard Hemphill. - The WGS Executive Board Members- Calvin Brantley (President), Willie Stephens (Treasurer), and Catherine Jackson (Chaplain/Historian) greeted everyone and shared thoughts regarding the future of the WGS Family. II. Purpose of Proposed Bylaws - Proposed Bylaws were reviewed. III. WGS Executive Board - Below is a list of the WGS Executive Board: Position Name President Calvin Brantley of Jacksonville, Fl. Vice- President VACANT Secretary VACANT Treasurer Willie Stephens of Panama City, Fl. Chaplain/Historian Catherine Jackson of Olmsted Falls, Oh. Northeast Chapter Rep. VACANT Southeast Chapter Rep. #1 VACANT Southeast Chapter Rep #2 VACANT Midwest Chapter Rep. VACANT West Chapter Rep. VACANT - We discussed the creation of Chapter Representatives, which will be based on the geographical location of the family. The Chapter Representatives will serve as liaisons between the Executive Committee and the local members of that chapter by providing updated contact information and information regarding births, deaths, graduations, etc. The following is a breakdown of what states are included in the chapters: Northeast Chapter: Connecticut, Maine, Massuchusetts, New Hampshire, Rhode Island, Vermont, New York, Pennsylvania, New Jersey, Delaware, Maryland & Virginia Southeast Chapter: North Carolina, South Carolina, West Virginia, Kentucky, Tennessee, Arkansas, Georgia, Alabama, Florida, Louisiana, and Mississippi. Midwest Chapter: Illinois, Indiana, Iowa, Kansas, Michigan, Minnesota, Missouri, Nebraska, Ohio, South Dakota, and Wisconsin. West Chapter: Arizona, New Mexico, Oklahoma, Texas, Idaho, Colorado, Montana, Nevada, Utah, Wyoming, Alaska, California, Hawaii, Oregon and Washington. - Please let us know if you or if you would like to nominate someone to fill one of the 7 Vacant WGS Executive Board Positions by sending an email to email@example.com. We will be voting to fill the positions at the next WGS Business Meeting, which will take place aboard the Carnival Sensation Cruise Ship on Wednesday, 6/22/11. IV. WGS Family Finance/Collection of Dues - Included in the Proposed WGS Bylaws is a Section requiring each family member over the age of twenty-one (21) to pay annual dues in the amount of $10. These dues would cover postage, supplies, website costs, bereavement flower arrangements, and seed money to be presented to the Reunion Host Committees. As the WGS Treasury increases, we hope to be able to begin a scholarship fund. - There will be a formal vote on whether we will begin assessing Family Dues at the 6/22/11. V. The WGS Family Reunions - At this time, the WGS Reunions are held in odd numbered years; however, there was a suggestion to consider having reunions every year. We will vote on this issue at the 6/22/11 Business Meeting. - Please begin thinking about whether you would like to host the 2013 Family Reunion in your Home City. There was a suggestion that the 2013 Reunion take place in Panama City, with a Special Trip to visit Marianna, Fl, where our family began. If you would like to host the 2013 Reunion, please send an email to firstname.lastname@example.org. We will vote on the place of the 2013 Reunion at the 6/22/11 Business Meeting. - Everyone was reminded that the Reunion Host Committee is free to plan the itinerary/agenda for the reunion as they would like. For example, there does not have to be activity on that Thursday of a reunion. VI. The Williams-Grant-Stephens Family Website - The new WGS Family Website is at www.wgsfamily.myevent.com. Please continue to visit the Website frequently as all Family News, Reunion Updates (specifically, updates regarding the 2011 Reunion in Tampa/on the Carnival Sensation Cruise Ship), Prayer Requests, and other pertinent information will be posted on the Website. Also, please post your Contact Information, RSVP for the 2011 Reunion Activities, and participate on the Family Message Boards. VII. The WGS Family Contact Sheet - A rough draft of the WGS Family Contact Sheet will be emailed to family members. Please take a few minutes to review the Contact Sheet and see if 1) your name is on the sheet/email or 2) other family members that you know are included. Specific full addresses and phone numbers are not included on the list. If you do not mind your full address and/or phone numbers being on the list, please send an email to email@example.com to provide your consent. - It is very important that we have everyone’s correct contact information, especially all home addresses and email addresses as postal mail and email are our primary forms of communication. It is especially important that we have the correct home address of those that do not have access to email. VIII. Updates Regarding the 2011 Reunion - The Host of the 2011 Reunion provided details/updates regarding the upcoming 2011 WGS Family Reunion. The Conference Call Participants asked many good questions regarding the Reunion. The following is a list of the pertinent items discussed: The Reunion will take place from Saturday, 6/18/11, to Sunday, 6/26/11. The Itinerary for the Reunion is attached to these Minutes. Curley & Ruby McKenzie and the Tampa Host Committee are covering all costs for the Fish Fry on Saturday, 6/18/11, the Barbeque on Friday, 6/24/11. Special thanks to the Tampa Host Committee!!! The Cruise portion of the Reunion is from Sunday, 6/19/11, to Thursday, 6/23/11. If you are unable to go on the Cruise, please try to attend all of the events that will be in Tampa, i.e. the Fish Fry, the Barbeque, trip to Busch Gardens, etc. Curley & Ruby McKenzie and the Tampa Host Committee will be providing transportation to/from the hotel for family flying into Tampa International Airport for the Fish Fry and Post-Cruise Activities. Please be sure to contact Curley at (813) 781-2662 if you will need transportation to/from the Tampa Airport. For those attending both the Fish Fry and the Cruise, there will be roundtrip transportation from Curley & Ruby’s House to Port Canaveral aboard a Coach Bus. The estimated cost per person for the roundtrip will be $40. Again, please make sure you let Curley know if you will be taking the bus from his house to/from Port Canaveral. The money for the bus will be due to Curley no later than 3/15/11. There are currently 99 family members and friends going on the Reunion Cruise. A few spots have opened up, so if you would like to attend the cruise, please call Curley and let him know as soon as possible. The next payment for the cruise of at least $150 per person is due NO LATER THAN 2/15/11. All Cruise Participants are strongly encouraged to make payments prior to the official due dates. To make payments towards your cruise, please call our Cruise Travel Agent, Debbie Stewart, at (813) 978-0877. The money for the 2011 Reunion T-Shirts is due to Curley on 6/1/11. We will be wearing the T-Shirts on the first full day of the Cruise, Monday- 6/20/11, and will be taking a group picture that day as well. The prices and Order Forms for the T-Shirts are on the WGS website (www.wgsfamily.myevent.com). There will be another Mass Mailing to all family members around the beginning of March providing all Updates and Forms for the 2011 Reunion. Please be sure that we have your and your family’s correct home addresses so that everyone will receive the Information. IX. Family Goals for 2011 - The main goal of the Family is active participation by all living members of the Williams- Grant-Stephens Families. In addition, we would like to see more participation from our younger family members between the ages of 18-40. Please encourage all family, i.e. yours children, cousins, nieces, nephews, etc., to attend the reunions and be an active member of the WGS Family. X. Family Announcements - The family was requested to continue to keep Queen Williams Masslieno Patton in our daily prayers as she is not doing well at this time. - The family was also requested to keep Lorraine McKenzie Reid in our daily prayers as she was not doing well. Unfortunately, Lorraine passed away two weeks after the meeting. Please keep her siblings and family in our thoughts and prayers. XI. Next Meeting - As noted above, the next WGS Business Meeting will take place aboard the Carnival Sensation on Wednesday, 6/22/11. For those that will be unable to attend the Cruise, Voting Sheets will be provided in March for you to provide your votes so that your voice will be heard at the meeting. - The next Family Conference Call will take place on Sunday, March 27, 2011 at 8:00 pm. XII. Benediction - Catherine Jackson, our Chaplain/Historian, closed the meeting with a beautiful prayer. "Unity is strength, division is weakness."