1. People register
each officer's confirmed name, role, state, term dates, safe contact method, and consent to appear in board records.
WOODS FAMILY REUNION
Collection driver
Collect the record. The board decides later.
Must have now / 1–3
2. Authority map
who may speak for the board, sign a contract, approve a purchase, direct David, approve a new member, and release a public statement. Mark every unresolved authority as open.
3. Source-record folder
the July 25 original minutes, later approved minutes, motions, seconds, vote results, attendance, and Jazzmin's confirmations.
Must have now / 4–6
4. State participation register
every state represented, its coordinator, its local money custodian, and the reunions or activities that state runs.
5. Receipt register
one shared index showing date, state, purpose, amount, payer or vendor, receipt location, and date delivered to Treasurer Jamel. Keep source receipts with the state and give Jamel the full record.
6. Purpose in the family's words
one page separating family fellowship, private member activity, merchandise, history education, youth work, and any program meant to benefit the public.
Must have now / 7–9
7. Activity inventory
list what Woods does now and what the board may consider later. Label each item family-only, member-facing, public, commercial, educational, or charitable for counsel to test.
8. Membership rules
who may join, who approves, who votes, whether supporters may join, how minors are handled, whether dues exist, and how a member leaves or loses access.
9. Money-flow map by state
who collects, where funds sit, who reconciles them, who refunds, who reports to Jamel, and how the board sees the total. Do not merge funds without a recorded rule and counsel/accounting review.
Must have now / 10–12
10. Bylaws working draft
purpose, membership, officer duties, terms, vacancies, meetings, quorum, voting, conflicts, money controls, record access, amendments, and dissolution. Every unresolved section stays labeled DRAFT.
11. Two-door data map
public story, board-approved join information, shirts or banners on the public side; photos, contacts, documents, and the membership wall on the family-only side. Record consent, child-protection, and removal rules.
12. Counsel and accountant question sheet
entity state, multi-state activity, contracts, sales, tax treatment, member income, public fundraising, charitable registration, privacy, insurance, and who owns assets if the organization closes.
Later · after purpose and authority / 13–15
13. Name and brand file
approved name, spelling, domain, social handles, logo ownership, and any clearance work counsel recommends.
14. Program proof
lesson plans, public-benefit descriptions, attendance records, outcomes, and budgets for any education or charitable work the board actually approves and runs.
15. History archive
photographs, oral histories, family-tree material, captions, permissions, access level, and a named historian or records steward.
Later · after purpose and authority / 16–18
16. Operations file
vendor agreements, merchandise terms, refund rules, event contracts, insurance, incident plans, and record-retention rules.
17. Four-year continuity file
calendar, officer handoff checklist, password custody, approved minutes, annual money reports, and the process for the next election.
18. State-by-state compliance checklist
build this only after licensed counsel identifies the governing entity, fundraising, sales, employment, and registration duties for each state where Woods operates or collects money.
State participation register
Blank worksheet · repeat for every participating state.
- State
- Coordinator / confirmed contact method
- Local money custodian
- Reunions or activities run by this state
- Record location / confirmation date
Each state handles its own reunion funds. Send all records and receipts to Jamel.
Receipt register for Jamel
Blank worksheet · one entry per receipt. Keep originals with the state and give Jamel the full record.
- Date / state
- Purpose
- Amount (from source receipt only)
- Payer or vendor
- Receipt location
- Date delivered to Treasurer Jamel
Collection handoff
Assigned collector: __________________________
Item numbers: ______________________________
Record location: ____________________________
Outstanding questions: ______________________
Standing label
Do not print or publish Inc., LLC, nonprofit or any 501(c) claim on merchandise or other public material until an official letter supports that exact claim.
Keep the state money records separate and traceable. Collection does not approve consolidation, a legal form or filing.
Family contacts, child information and receipts belong in controlled board records. This blank worksheet contains no private entries.