Those Present: Carolyn Blackmon, Carolyn Turner, Marilyn Ash, Jimmy Kimbrough, Regina Richardson, Tanisha Rufus, Janell Keeter-Gray, Chatia Shelby, Denise Cabell, Micaela Rufus, Maggietta Wynn, Jasmine & Jelisa

Officers that were selected:

President: Carolyn Blackmon

Vice President: Tanisha Rufus

Secretary: Chatia Shelby

Treasurer: Janell Keeter-Gray

Co-Treasurer: Carolyn Turner

Communications and Publicity Chair:

Micaela Rufus

Communications and Publicity Co-Chair: Marilyn Ash

Heritage/Memorial Chair: Maggietta Wynn

Officers to be selected:

 Food and Catering Chair

Fundraising and Entertainment Chair

Family History/Heritage Chair

Clean Up Committee

Graphic Designer for Flyers/T-Shirt Design, (Colors: Blue/Yellow)?: 

Jimmy Presented a T-Shirt Design

The consensus was that the family wanted to present several t-shirt design ideas before voting on a final design and or having t-shirts for each event.

What was discussed during the second meeting?

• Family Dues: Family dues were decided on to be $50 per household. We agreed on paying for November as well, each family is required to pay $50 for the month of October and $50 for the month of November. All dues are due before the next meeting. -Please reference the pay dues tab to pay dues.

  (Household as defined as a family unit; *adults above the age of 21 living outside of the household family unit would be their own household.)

• Picnic- The Forest Preserve permit was purchased by Tanisha Rufus. The date of the family picnic was solidified based on this purchase. The cost of the permit was $85. We will be at the Dan Ryan Woods Forest Preserve on Saturday June 28, 2025 at Grove 5. It is reserved from 0900-1800.

• Communications and Publicity Chair- Discussed Instagram Page, Facebook Group Page, GroupMe, and Invitations, Flyers etc. Co- Chair Marilyn Ash, will asssist with graphic designs. The platforms will be used as a means of communication, place memories in one place from the family reunion and upcoming family reunions, the page will be private. Those that require a photo release form, Micaela will make those available. Those that do not wish to be on social media platforms may communicate this to the communication and publicity chair.

• This schedule has been agreed upon for the meet-and-greet day and future events (tentative dates):

• • Friday- June 27, 2025: Welcome Day - Fish Fry, Game night

  • Saturday- June 28, 2025: Event: Picnic

  • Sunday- June 29,2025: Memorial Day to celebrate our ancestors and Breakfast Brunch

Previous Meeting items which are still outstanding to be discussed:

• Hotel Accommodation: It was recommended that family members book their accommodations at the same hotel.

• It was suggested to involve family members with specific talents, such as entertainment, design, and event coordination.

Items be discussed during the next meeting:

• T-Shirts

• Food

• Event Cost

• Entertainment

• Fund Raising Ideas

The next meeting is scheduled for December 15 at 3 pm CST.

Please submit agenda items that you would like discussed at the upcoming meeting NLT December the 8th. Once the Agenda is solidified, we will not deviate from the agenda items once the meeting begins.

Please submit all questions NLT December 8th if you have questions that you would like clarity on.

Please hold all questions until the end of the meeting. Please review the agenda tab to review agenda items which will be discussed at the next meeting.

Sunday, December 15, 2024 (Recorded via Zoom)

─

Attendees

1. Carolyn Blackmon

2. Carolyn “Cal” Turner

3. Tanisha Rufus 

4. Chatia Shelby

5. Denise Cabell

6. Jan’nel “Nel” Gray

7. Maggie Wynn

8. Crystal Wynn

9. Miceala Rufus

10. Roy Coppage 

Agenda

Prayer 

Last Meeting Follow-up

1. Listed additional open positions included:

   1. Food and Catering Chair 

      1. Denise Cabell  was nominated by Maggie Wynn w/no objections.

         1. Motioned by Maggie Wynn

         2. Seconded by Carolyn Blackmon

            1. Denise Cabell accepted nomination 

   2. Fundraising and Entertainment Chair & Co-Chair 

      1. Roy Coppage  was nominated by Carolyn Blackmon w/no objections.

         1. Motioned by Maggie Wynn

         2. Seconded by Carolyn Blackmon

            1. Roy Coppage accepted nomination 

      2. Crystal Wynn  was nominated by Carolyn Turner w/no objections.

         1. Motioned by Carolyn Blackmon

         2. Seconded by Roy Coppage

            1. Crystal Wynn  accepted nomination 

3. Family HIstory Chair - Memorial and Family Tree 

   1. Maggie Wynn volunteered  and asked for an additional person to join her for the heritage part.

      1. Motioned by Tanisha Rufus 

      2. Seconded by Carolyn Turner 

         1. Maggie Wynn accepted nomination 

   2. Carolym Blacknom volunteered  to be co-chair

   3. They will tap into Micalea to help with family communications 

      1. ACTION ITEM: Submit birthdays 

4. Clean-Up Committee - was eliminated with the understanding that all family members will be present to help with setup and clean up duties.

New Business

2. Family Reunion Weekend Itinerary

   1.  Friday: Welcome Day; Fish Fry; Game Night

      1. Location: Carolyn Turner’s home (RSVP may be required prior to event)

      2. Ideas: 

         1. Welcome Kit: A full welcome with welcome package, buttons, itinerary sent out prior to the day, hat, door prizes water bottle, key chains, hand sanitizer 

            1. Conference style with swag for the welcome day

            2. ACTION ITEM: At the next meeting, Carloyn Blackmon will bring recommendations for the Welcome Kit

         2. Registration: will be provided their t-shirt(s) when the family member registers 

         3. Menu: Fish, Spaghetti, Garlic Bread, Salad 

            1. ACTION ITEM: Communications Committee will create a communication to inform family members that a RSVP is required for this event 

               1. ACTION ITEM: Discuss how to control food cost for Day 1

         4. Game Night: will be handled by the Entertainment committee 

            1. ACTION ITEM: Committee will bring budget to next meeting 

   2. Saturday: Picnic HELD FOR NEXT MEETING 

   3. Sunday: Memorial Day (celebration of our ancestors); Breakfast BrunchHELD FOR NEXT MEETING

3. Officers' Report 

1. Communications and Publicity 

1.  Facebook (FB) page has been created and is live but wondered if it should be a group instead

   1. Carolyn Blackmon, Denise Cabell, Tanisha Rufus and Maggie Wynn agreed that it should be a group on FB. 

      1. Micalea will create the group and then send to the Groupme page when it is complete. 

      2. Micalea is thinking about making an Instagram (IG) page as well. 

   2. ACTION ITEM: Carolyn is requesting that the chair and co-chair create a marking plan to garner more people 

2. Treasury Report

   1. Current have $550 in the account as of today

      1. Those who made payments were credited for the amounts pay and the amount was deducted from the $400 balance ($50 per month from October 2024 - June 2025) 

      2. Tanisha’s balance has been credited for the $85 that she paid out of pocket for the Forest Preserve permit. 

      3. When family members fall on hard times, it is ok to pay what you have for that month with the goal to stay current and pay down the balance by June. 

      4. There has been a PayPal account setup for the money management platform 

      5. Dues can be made directly through the website

      6. Question: Do I have to have a PayPal?

         1. No, there are various payment options 

Votes

• Close the Committee

  • Yeas: 10

  • Nays: 0

• Create Welcome Kits for the the first day 

  • Yeas: 10

  • Nays: 0

• Hotel Accommodation for Family Reunion Weekend  

  • Yeas: 1

  • Nays: 9

Action Items

1. ACTION ITEM: Communications Committee will create a communication to inform family members that a RSVP is required for this event 

   1. ACTION ITEM: Discuss how to control food cost for Day 1

2. Game Night (Friday): will be handled by the Entertainment committee 

   1. ACTION ITEM: Committee will bring budget to next meeting 

3. ACTION ITEM: Carolyn is requesting that the Communications Chair and Co-chair create a marking plan to garner more people 

4. ACTION ITEM: Submit birthdays 

Closing 

5. Meeting Adjourned w/Prayer: 1 hour and 8-minutes

Next Meeting Agenda Items (Sunday, January 19, 2025)

1. Call to Order & Prayer - President (2 minutes)

2. Roll Call - Who’s Here & Where Do You Reside - Vice President (5 minutes)

3. Approval of Minutes - Secretary (3 minutes)

   1. Unfinished Business 

4. Officers’ Report (20 minutes)

   1. Presidents Report

   2. Communications Report

   3. Food and Catering Report 

   4. Fundraising Report 

   5. Treasury Report 

   6. Food and Catering Chair 

   7. Family HIstory Chair - Memorial and Family Tree 

   8. Fundraising and Entertainment Chair & Co-Chair 

5. Other Reports (5 minutes)

6. New Business & Questions (15 minutes)

   1. Closing the Committee 

   2. Voting on Open Committee Roles

7. Action Items Recap - Secretary (2 minutes)

Closing & Prayer (3 minutes)

Sunday, January 19, 2025 (Recorded via Zoom)

─

Attendees

1. Carolyn Blackmon (CB)

2. Carolyn “Cal” Turner (CT)

3. Tanisha Rufus (TR)

4. Chatia Shelby (CS)

5. Jan’nel “Nel” Gray

6. Breana “Bre” Keeter-Gray

7. Maggie Wynn (MW)

Agenda

Prayer (started at 4:05 CST/5:05 EST)

Last Meeting Follow-up

1. Recap

   1. Food and Catering chair was established

   2. Fundraising committee established 

   3. Starting planning the Family Reunion Weekend Itinerary

2. Action Items from last meeting

   1. ACTION ITEM: Communications Committee will create a communication to inform family members that a RSVP is required for this event 

      1. ACTION ITEM: Discuss how to control food cost for Day 1

   2. Game Night (Friday): will be handled by the Entertainment committee 

      1. ACTION ITEM: Committee will bring budget to next meeting 

   3. ACTION ITEM: Carolyn is requesting that the Communications Chair and Co-chair create a marking plan to garner more people 

   4. ACTION ITEM: Submit birthdays 

New Business

3. Welcome Kits Recommendations -  presented by Carloyn Blackmon

   1.  AnyPromo - Seven-Piece Sports Yes Kit

      1. Comes in different colors, t-shirts can be put in the bag, 

      2. Example 1:

         1. $19.89/unit - discounts may be available by ordering a larger quantity 

            1. Thoughts/other ideas: 

               1. This would take up a bulk of  the budget - Tanisha 

               2. Should we look at lawn chairs/chairs in a bag as a gift take away ($10-$11) with just a smaller token such as a water bottle; something more useful with the same amount of money; a small can of off- Nel

               3. Kimbrough takeaways that would be useful after the Family Reunion such has QR code to say in touch; Keychain - Carloyn Blackmon 

               4. Can do a take you little token of appreciation to take home with them; picture of grandma and granddaddy as a keepsake- Nel 

                  1. TABLED: Will pick back up at a later date 

      3. Forest Preserve Activity: 

         1. The park opens at 7am 

            1. Setup time: 7:00am - 10:00am 

            2. Guest Arrival Time: 10:00am - 6:30pm (based on the time to serve people)

            3. Mock Menu: 

               1. Catering idea: There is opposition due to budget concerns; especially not knowing the headcount/turnout of this event 

               2. Want to have the availability to enjoy each other and do not want it to be laborious on any of the committee members - this should be a time to enjoy and experience each other - Vote taken (see below)

                  1. ACTION ITEM: Food Committee to prepare a mock menu to present at the next meeting 

                  2. ACTION ITEM: Communications and Publicity Committee to create a communication plan to create buzz on the family reunion 

                  3. ACTION ITEM: Communications and Publicity Committee need a communications plan to mail a save the date 

                     1. Carolyn Blackmon will help with getting the word out

                  4. ACTION ITEM: Entertainment Committee present  a report for games w/token gifts (first to arrive; raffle; last to arrive;) - make it interactive

                     1. Volleyball

                     2. Softball 

                     3. Playing cards 

                     4. Kimbrough Trivia

                  5. TABLED:  Rental of tables and chairs 

                     1. People can bring what they have, but we need a headcount first 

                        1. Can use what we have at the Forest Preserve - CT

4. Other Ideas:

   1. Talent show for the kids - Bre

   2. Add an itinerary to the welcome kits for guest and committee members - CB 

   3. Photo Booth/Photo Station with polaroids  - CB 

   4. Photo Booth for Memorial Day - MW

   5. Need a directory of home addresses; this can help with getting the word out to people who do not have social media- TR

      1. Need a Phone Tree to help ensure that all are notified 

5. Officers' Report 

   1. Treasury Report

      1. Current have $820 in the account as of today

         1. If members need dues to be returned, that is possible. The Treasury Committee  can help with that. Please do not initiate a reversal or stop payment because the group incurs fees . Just message Nel (you will not have go into detail with your personal business)

Votes

• Guest Arrival Time (10am)

  • Yeas: 6

  • Nays: 1

• Cooking vs Catering (majority wins) 

  • Cooking: 4

  • Catering/Someone Else Cooking:  1

Action Items

1. ACTION ITEM: Food & Catering Committee to prepare a mock menu to present at the next meeting 

2. ACTION ITEM: Communications and Publicity Committee to create a communication plan to create buzz on the family reunion 

3. ACTION ITEM: Entertainment Committee present  a report for games w/token gifts (first to arrive; raffle; last to arrive;) - make it interactive

   1. Volleyball

   2. Softball 

   3. Playing cards 

   4. Kimbrough Trivia

4. ACTION ITEM: Communications and Publicity Committee need a communications plan to mail a save the date 

   1. Carolyn Blackmon will help with getting the word out

Closing 

5. Meeting Adjourned w/Prayer: 1 hour and 8-minutes

Next Meeting Agenda Items (Sunday, February 16, 2025 at 3:00pm CST; 4:00pm EST)

1. Call to Order & Prayer - President (2 minutes)

2. Roll Call - Who’s Here & Where Do You Reside - Vice President (5 minutes)

3. Approval of Minutes - Secretary (3 minutes)

   1. Unfinished Business 

4. Officers’ Report (20 minutes)

   1. Presidents Report

   2. Communications Report

   3. Food and Catering Report 

   4. Fundraising Report 

   5. Treasury Report 

   6. Food and Catering Chair 

   7. Family HIstory Chair - Memorial and Family Tree 

   8. Fundraising and Entertainment Chair & Co-Chair 

5. Other Reports (5 minutes)

6. New Business & Questions (15 minutes)

   1. Closing the Committee 

   2. Voting on Open Committee Roles

7. Action Items Recap - Secretary (2 minutes)

Closing & Prayer (3 minutes)

Come back here in February to see the latest minutes!!