Constitution

Chapter One: Purpose

Section I The purpose of the McKinney-Ellis Clan (MEC) is to:

Promote, encourage and foster close ties of kinship, loyalty and affection among the membership of the MEC.
Encourage and promote an interest in family history.
Maintain records and documents pertaining to family history.
Promote and provide spiritual, social, educational, professional, cultural and financial activities for the MEC membership as required and desired by said membership.

Chapter Two: Officers

Section I The following officers will be elected by the MEC membership:

PRESIDENT
VICE PRESIDENT
SECRETARY
TREASURER
EDITOR (formerly known as “Historian”)
CHAPLAIN
ASST. SECRETARY (formerly known as “Reporter”)
GENEALOGIST (Appointed; see Chapter 3, Section I-G)

Section II Duties of Officers

A. PRESIDENT
The President will:
(1) Preside at all meetings.
(2) Appoint committees as required.
(3) Provide the necessary leadership and guidance to insure that the aims, objectives, and purpose of the MEC are carried out effectively.
(4) Be responsible in cooperation with the Program Coordinator for the planning and conduct of the annual MEC meeting.
(5) Sign all checks and authorize all expenditures (including credit/debit card expenditures) with the Treasurer.

B. VICE PRESIDENT
The Vice President will:
(1) Carry out the duties of the President in his/her absence or inability to
perform presidential duties.
(2) Assist the President as required in carrying out the duties of the
Presidential office.
(3) Perform other duties as required or directed by the President.

C. SECRETARY
The Secretary will:
(1) Record the minutes of all meetings of the MEC for later recall and
presentation.
(2) Read and reply to all correspondence as directed by the President.
(3) Notify the membership of the annual meeting
(4) Must have a computer and be computer literate, as well as maintain computerized records.
(5) Ensure that all minutes and actions during the year are recorded and that one copy of the minutes is submitted to the MEC Editor and the Council of Elders for official files.
(6) Minutes from the annual MEC meeting must be posted no later than 30 days from the end of the MEC reunion.
(7) Maintain an accurate and current list of the MEC membership (including Associate Members), containing the following minimum information: full name, address, city, state, ZIP, area code/telephone number(s), birth date and e-mail address(es).
(8) Notify the active MEC membership regarding deceased members.
(9) Perform other duties as required or directed by the President.

D. TREASURER
The Treasurer will:
(1) Maintain custody of all funds and financial records of the MEC.
(2) Collect all dues for the MEC.
(3) Maintain necessary files, records, receipts and accounts of the MEC in
accordance with good business practices.
(4) Present the financial report at each annual meeting of the MEC.
(5) Disburse all funds of the MEC with the concurrence, approval and signature of the President.
(6) Submit all records, accounts, transactions and books to the Council of Elders for audit at the annual meeting.
(7) Deposit all MEC funds in a federally insured bank.
(8) Co-sign all checks and facilitate all expenditures (including credit/debit card expenditures) with the President.
(9) Perform other duties as required or directed by the President.

E. EDITOR
The Editor will:
(1) Publish a bi-annual MEC newsletter to include births, deaths, marriages, accomplishments, etc. The newsletter should be distributed by e-mail and regular USPS mail.
(2) Arrange for taking an official family photograph at the annual MEC
meeting.
(3) Maintain an official photograph of each MEC reunion.
(4) Maintain a yearly record of all MEC activities to include births, deaths, marriages, accomplishments, etc.
(5) Perform other duties as required or directed by the President.

F. CHAPLAIN
The Chaplain will:
(1) Direct all spiritual endeavors of the MEC.
(2) On behalf of the MEC membership, send cards and letters of sympathy to MEC families as required/directed by the President.

G. ASST. SECRETARY
The Assistant Secretary will:
(1) Assist the Secretary in carrying out the duties of that office.
(2) Perform the duties of Secretary during the absence of the elected Secretary.
(3) Perform other duties as required or directed by the President.

H. GENEALOGIST
The Genealogist will:
(1) Conduct continuous genealogical research of all blood ancestors and
descendants of the MEC.
(2) Investigate, verify, produce and maintain records and documents
pertaining to kinship and lineage of all MEC ancestors and
descendants.
(3) Maintain accurate and permanent records, charts, etc. regarding the
origin and lineage of the MEC.
(4) Receive information and keep the MEC membership informed of their
history through correspondence, education and oral history.
(5) Maintain data on all divisions of the MEC to include the senior elder of
each clan.
(6) Establish the order of ascension by MEC members onto the Council of
Elders.
(7) Seek out and discover other clan groups and organizations having the
same MCKINNEY-ELLIS name to establish possible kinship.
(8) Perform other duties as required or directed by the President.

Section III Election of Officers

A. The officers of the MEC will be elected to office biennially (every two
years).
B. The Chairman of the Council of Elders will officiate during the election of
officers.
C. Officers of the MEC will be elected by a simple majority of the financial
membership.
D. All candidates for office and office holders must be in good financial
standing with the MEC for a one (1) year period prior to their nomination or election to office.
E. All officers will be installed in office during the annual MEC meeting.
F. The MEC Genealogist, because of the nature of his/her duties, shall be appointed for an indefinite period. The MEC Genealogist shall be recommended by the Council of Elders and approved by the MEC.

Chapter Three: The Council of Elders

Section I General The Council of Elders (COE) shall:

A. Consist of all the immediate offspring/descendants of the union of
Sallie Richard Ellis and George Patterson McKinney. If no immediate descendants of this union are available to serve, the senior blood line descendants of the immediate descendants will serve.
B. Consist of the senior immediate offspring/descendants of the MEC family
groups as contained in Section VIII of this chapter.
C. When requested, shall serve as the parliamentary authority during all MEC
meetings.
D. Will assist in the resolution and arbitration of any internal problems or
disputes occurring within the MEC.
E. Consist of the authorized number of Elders (Descendants) from the
various branches of the MEC as indicated in Section VIII of this chapter.
F. Appoint the MEC Nominating Committee for office candidates.
G. Recommend appointment of the MEC Genealogist.
H. Conduct an annual audit of all MEC financial records, transactions, accounts and other activities requiring the expenditure of MEC funds.
I. Officiate at all MEC elections and swearing in (installation) of officers.
J. Serve as the official custodians of all records, symbols, paraphernalia, artifacts, memorabilia and products of the MEC to include their storage and protection.

Section II: Purpose

To provide counsel, advice, leadership and guidance to the MEC Officers and membership.

Section III: Election and Appointment

A. As vacancies occur on the COE, the next senior bloodline descendant,
determined by age and/or date of birth, will fill the vacancy. This will be accomplished in accordance with the details contained in Sections I and VIII of this chapter.
B. If the next senior descendant does not desire to serve on the Council of Elders, or is unable to serve due to health, physical impairment or other reason, the Chairman of the Council of Elders will be notified in writing. The next senior bloodline descendant will then serve on the Council.
C. All former Presidents of the MEC shall be ex-officio non-voting members of the COE.

Section IV: Term of Office

A. The term of office for the members of the Council of Elders is a lifetime
term.
B. COE members may relinquish their positions on the Council for any of the
reasons contained in Section III-B (above).

Section V: Organization

COE members will elect a Chairman to serve on a yearly basis. Council
Chairpersons may succeed themselves in office.

Section VI: Council of Elders Meetings

A. The Council of Elders will conduct council meetings as required.
B. The Council of Elders will conduct a meeting at least once a year.

Section VII: MEC Property and Records

A. The Council of Elders will act as the official keepers and repository for all
MEC standards, paraphernalia and records to include: The MEC Flag,
The Ashanti Stool and other symbols, emblems and objects.
C. The COE will keep all audited reports and other documents as required.

Section VIII: Allocation of Positions
A. The following MEC family groups are authorized to have the indicated
number of positions of the Council of Elders:
Descendants of George Patterson McKinney, Sr……………8
Descendants of Richard Ellis…………………………………..4
B. As new family groups are identified and recognized, COE status will be
allocated on the recommendation of the MEC Genealogist with the
approval of the MEC. New family groups approved by the MEC shall be authorized no more than two (2) members on the COE.

Chapter Four: MEC Membership Requirements

Section I Classes of Membership

A. Council Membership – all direct bloodline descendants of family groups
(listed in Section VIII: Chapter 3) serving on the Council of Elders.
B. Regular Membership – all individuals related by blood or marriage or other
legal ties to the family group (listed in Section VIII: Chapter 3), and not serving on the Council of Elders.
C. Associate Membership – all individuals not related by blood, marriage or legal ties to MEC descendants.

Chapter Five: Meetings

Section I General Meetings

The MEC will conduct an annual meeting during the month of June, July
or August of a calendar year. The first full weekend in August is the
preferred date.

Section II Other Meetings

The MEC may conduct additional meetings as required by the President and MEC membership.

Section III Attendance

Friends of the MEC and Associate Members will be permitted to attend
MEC business meetings only with the approval of the President of the
Council of Elders.

Section IV Rules of Order

Robert’s Rules of Order shall be used to conduct all MEC meetings.

Section V Quorum

A quorum shall consist of two-thirds (2/3) of the financial membership from
the previous fiscal year. The quorum will include the President and the
Secretary.

Chapter Six: Dues

Section I Assessment

All members holding Council and Regular memberships will be assessed
dues as indicated:

A. Council Membership – all COE members sixteen (16) years and over
will be assessed $25.00 dues annually. All COE members twelve (12) to fifteen (15) years of age will be assessed $15.00 annually.
B. Regular Membership – all regular members sixteen (16) years and over
will be assessed $25.00 dues annually. All regular members twelve (12)
to fifteen (15) years of age will be assessed $15.00 annually.
C. Associate Membership – Associate members are not required to pay
dues.

Section II Method of Payment

A. All dues will be paid no later than May 1st of each fiscal year.
B. All dues will be paid by cash, check or money order.
C. All dues will be payable to the “Treasurer MEC”.

Section III Fiscal Year

The MEC fiscal year will be from June 1st of the current year to
May 31st of the following year.

Chapter Seven: Committees

Section I Standing Committees

A. Program/Site Selection Committee
B. Constitution Committee
C. Nominating Committee

Section II Appointed Committees

A. Ad Hoc Audit Committee
B. The MEC President will appoint additional committees as required.

Section III Committee Operations

The Constitution Committee will:

A. Accept and research all proposed changes, resolutions and amendments
to the constitution for presentation to the Members, Officers and Council
of Elders.
B. Ensure all proposed changes or amendments to the Constitution will be submitted in writing to the Constitution Committee ninety (90) days prior to the annual meeting.
C. Notify the MEC Membership sixty (60) days prior to meeting on any proposed Constitutional changes or amendments.
D. Ensure all the amendments to the Constitution will be voted on at the annual MEC meeting by a two-thirds (2/3) majority of the financial members present and voting.
E. The Constitution and By-Laws of the MEC shall be reviewed and updated as necessary every five (5) years.

The Program/Site Selection Committee will:

A. Make a primary and alternate recommendation to the President and
Officers of MEC regarding the location of the annual MEC meeting. Said recommendations will be submitted in writing to the President no later than the last day of November of each year.
B. Present a primary and alternate program and order of events to the
President and officers of MEC regarding the activities that are to take place during the next MEC reunion. Activities should be scheduled for each day during the MEC reunion. Memorial services should be included as a standard event at all MEC reunions.
C. In performing the requirements stated in paragraphs A and B above, the
committee will provide said information for a two-year period. The two-year period includes the next MEC meeting and the following years meeting. The committee will, in conducting its charge, take into consideration every possible desire of the membership, officers, elders, internal and external conditions that may affect committee planning.

The Nominating Committee will:

A. Be appointed from the membership of the Council of Elders by the
Chairman of the Council of Elders.
B. Take into consideration the desires of the members and the incumbent officers in selecting a slate of candidates to be presented and recommend for office.
C. Ensure that all candidates for office are in good standing with the MEC and meet all constitutional requirements.