Meeting Minutes

Hubbard Family Meeting

The Hubbard Family met on Sunday, July 16, 2023 after morning worship.
Meeting was called to order by Linda Swain.

Minutes
There were no minutes read from the previous meeting.

Business

Treasurer Report
The financial report was given by Michelle Friend, treasurer. As of July 16, 2023,
the balance in the account is $1,160.85.

Family Dues
Family Dues will be raised to $50.00. Motion was made by
Lamont Franklin and seconded by Cynthia Terry.

Host Funding
The fee for the family reunion host will be raised to $1,000. Motion was made by
Margaret Alexander and seconded by Calvin Chambers and Sandra Hughes.

Awards for Graduates
High School graduates will receive a gift of $50.00, and college graduates will
receive $100.00. This section of the Bi Law’s for graduations and academic
achievements will be rewritten with modifications.

Gift for Death of Family Member
This section of the Bi law’s will also be rewritten with modifications.

2024 Hubbard Family Reunion
Monique Lynch, Lauren Mallard (Great Granddaughters of Lena Guy), Tavon
Tildon (Great -Great Grandson of Janie Perkins), and Chasity Street (Great
Granddaughter of Janie Perkins) have agreed to host the 2024 Hubbard Family
Reunion). The location is to be determined.

Elections- Chairman (s)
Cynthia Terry made a motion Linda Swain remain chairperson, and it was
seconded by Calvin Chambers.

Chapters

• Sharon Wright- North Carolina
• Vernon Chambers – Massachusetts & New Hampshire
• Beth Simmons – Virginia
• Lawrence Hubbard- Michigan & Oklahoma
• Geneva Benton – New York
• Marsha Banks – Georgia & Washington State

Monique Lynch will be the new web site administrator, and Marsha Banks will be
working with the historian team.

Upcoming Meetings
2023 Hubbard Family Reunion Closeout Meeting will be held on September 9,
2023 @3 pm via ZOOM

Hubbard Family Meetings will resume on the 1 st Saturday of every month -staring
October 7, 2023 @3 pm via ZOOM

Closing Prayer
Closing prayer was given by Dr. Hughes.

HUBBARD FAMILY MEETING

March 3, 2023 @ 12:11pm – Meeting called to order by Linda Swain, Chairperson-Baltimore
Opened up in Prayer – Sandra Hughes

In Attendance via Zoom and Telephone

Uncle Herman’s Family: No Participants
Aunt Janie’s Family: Vernon Chambers
Aunt Mary’s Family: No Participants
Uncle John’s Family: Sandra Hughes, Cynthia Terry, Donna Brown
Uncle Will’s Family: Linda Swain
Aunt Mattie’s Family: No Participants
Aunt Evelyn’s Family: No Participants
Aunt Lena’s Family: Monique Lynch, Lawrence Hubbard, Dorothy Hubbard, Lauren Mallard
 
Approval of January Minutes

• Correction of January minutes
  • Hubbard Family Reunion will be hosted by Mrs. Sandra Hughes, her husband, Mr. Verenander Hughes, her daughter, Devondra Hughes, and sister, Cynthia Terry.
  • Reunion Reservation forms should be sent to the Host with payment. 
• Motioned by Monique and seconded by Lawrence.

Budget
Chairperson, Linda Swain reviewed the budget. (Last two months, Dec and Jan)
December 5, 2022 – January 4, 2023

• Beginning Balance $1,440.85
• Deposits $320.00 (Family Dues)
• Withdrawals $600.00 (Host Fee)
• Ending Balance $1,160.85

January 5, 2023- February 3, 2023

• Beginning Balance $1,160.85
• Deposits $120.00 (Host Fee)
• Withdrawals $1,280.85

 
2023 Family Reunion Updates

• Very low in registration numbers –9 persons registered as of 3/4/23
• Sandra sent out 2/1 and will send out tonight some reminders about registrations
• Incentive offered to the first 20 people who registered.
• Gave caterers and vendors a high number and has flexibility to bring down the numbers for May 15, 23. Per person pricing.
• If you would like to pay via Zelle, use Sandra’s phone number: (973) 202-8720

Family By-Laws Review Highlights

• We’ll have trivia games at the reunion so everyone should take some time to go through our family history to get prepared.
• Transitioning the historian position, from Dianne to Tasha
• Linda charges everyone to submit a family tree so it can be updated by May 15
• An election needs to be had during this upcoming family reunion (typically happens at the family meeting after church on the Sunday of the family reunion.
• Family meeting should occur every three months
• Dues might have to be increased due to inflation and other factors that impact the cost of the upkeep of the family reunion.
• We need make sure we are highlighting our graduates from kindergarten all the way up.
• We need to amend the monetary gift to $25 and a card when there is a death in the family.
  • During the family meeting this upcoming family reunion, we need to send Sandra’s and verify Lawrence’s.
• We need to be notified when there is a sickness in the family.
• We need to update the Hubbard Family Leadership Structure in the By-Laws

 
MISC

• Linda reviews how to complete the Hubbard Family Information Jot Form.
• Lawrence requests the monetary gift from the death of Annie Hubbard be applied to his family dues
• Iris Carter rented a Charter bus for everyone who wants to ride from Baltimore to Greensboro.  Payment in cash, 13 and over is $150. Around 20 people can ride and there about 7 people have stated interest so far. Linda will put the information on Facebook and call her to express interest.
  • Departing from 70 Park and Ride Security Blvd & Cook’s Lane. 
  • Departure 7:00am on Friday July 14, 2023  
  • Leaving Greensboro, NC : 1:00pm on Sunday July 16, 2023 
  • Cost per person 13 years and older $150.00 
  • All payments are due no later than Monday, May 8, 2023.
  • Payments Cash or Money Order made payable to Iris Carter.
  • No Cash App, Zelle, Venmo, Google Pay, or Apple Pay. 
  • 9 Brucetown Court, Catonsville MD 21228 
  • 443 690-3250 or 410 744-9290 - Do not send text, leave a message.
  • Bus Cancellation date Monday, May 15, 2023

 

• Sandra brings up that there could be some fundraisers done to help raise funds for folks to get to the family reunion. One that was suggested was the Double Good Popcorn Fundraiser

Next meeting, April 1, 2023 @ 3PM EST via Zoom/Telephone
Meeting closed out in prayer by Linda Swain and adjourned @ 3:56 PM EST
 

HUBBARD FAMILY MEETING

January 7, 2023 @ 3:13 pm | Meeting called to order by Linda Swain, Chairperson-Baltimore
Meeting opened in prayer by Carrie Coleman

In Attendance via Zoom and Telephone:

Uncle Herman’s Family – No Participants
Aunt Janie’s Family – Vernon Chambers, Stella Grate, Kathy Robinson
Aunt Mary’s Family- No Participants
Uncle John’s Family - Kathy Banks, Sandra Hughes, Dedondra Hughes, Donna Brown, Cynthia Terry
Uncle Will’s Family - Linda Swain, Michelle Friend, Sylvia Brandon
Aunt Mattie’s Family - Sharon Wright, Carrie Coleman
Aunt Evelyn’s Family- Calvin Chambers
Aunt Lena’s Family– No Participants

Approval of Minutes:

There were no corrections to the Minutes. Motion was made by Linda Swain to accept Minutes, Carrie
Coleman second the motion and every one was in agreement to accept the Minutes.

Board:

No discussion this meeting.

2023 Reunion:

The 2023 Hubbard Family reunion will be hosted by Mrs. Sandra Hughes, & co-host daughter,
Dedondra Hughes descendant of John Hubbard.
2023 Hubbard Family Reunion information is on the family website for viewing.
The reunion will be held in Greensboro, NC, the weekend of July 14-16, 2023.
Hotel: Spring Hill Suites $129.00 a night, 45 rooms are blocked off for the family.
The family reunion information will be sent out before the holidays.
The Host was informed that she and her family have full responsibility of planning the entire week, including
activities, designing T-shirt for the reunion, and church services and any other activities of their choosing.

Budget:

The treasury report given by Treasurer, Michelle Friend as of December 2022 is $1,440. The new statement
for January had not yet been received.
No one paid dues in December. A reminder was given that family dues are $40 per family. Dues can be paid
via Check, Money Order, Cash App or Zelle. If you are paying via Cash App or Zelle send to the following:
Cash App - $MAF70
Zelle – 410-428-0466

Annual Family dues assists with gifts for graduates, bereavements and other situations that may arise. Linda
Swain will send an email to the family regarding paying dues.

Other Minutes:

Sandra Hughes, our Reunion Chair had the following updates:
The Reunion Packets were sent out via regular mail to the Seniors and via email to everyone else.
Asked that any person who had emails that’s not already on the family mailing list please mail them to
her.
Will be sending Lamont a copy of the Registration Form to post to the family’s webpage. A pdf and a
word version should be posted.
The Park has been officially secured.
Reiterated that the Reunion Fees were per person and included all the Reunion Activities.
Reunion Reservation forms should be sent to the Hot with payment. No Registration forms will be accepted without payment. Host will try to contact the person to see when payment can be expected.
Sandra will send the Word version to everyone via email.

Other Meeting Notes:

Linda tabled talking about the By-Laws. Will talk about this item in the February meeting.
Linda informed everyone she sent a Jot Form which is on Facebook to be filled out by everyone. It will be used to update our Directory.
Linda asked that once you reserve your hotel room that you RSVP on the Hubbard Webpage.
Sharon Wright explained how to get the minutes off of Facebook.

1. Go to Hubbard Facebook Page
2. Click on Files at the top of the page
3. Then click on the file that you want to open. The current Minutes will always be the first file.

Next Meeting:

February 4, 2023, at 3:00 pm via Zoom/Telephone
Meeting was closed out in prayer by Linda Swain and adjourned at 3:42 pm.



 

HUBBARD FAMILY MEETING

December 3, 2022 @ 3:15 pm | Meeting called to order by Linda Swain, Chairperson-Baltimore
Meeting opened in prayer by Sharon “Yvonne” Wright

In Attendance via Zoom and Telephone

Uncle Herman’s Family – None present
Aunt Janie’s Family – Stella Grate, Margaret “Renee” Alexander, Iris Carter
Aunt Mary’s Family- Lamont Franklin, Maurice Franklin
Uncle John’s Family - Kathy Banks, Sandra Hughes, Devondra Hughes, Amthia Terry
Uncle Will’s Family - Linda Swain
Aunt Mattie’s Family - Sharon Wright, Carrie Coleman
Aunt Evelyn’s Family- None present
Aunt Lena’s Family– Monique Lynch, Lawrence Hubbard

Approval of Minutes:

Minutes were read by Linda Swain
There were corrections to the November Minutes:
Cynthia Terry was in attendance
Devondra Hughes name corrected

Under 2023 Reunion:

Verenander Hughes is the Co-Host for Reunion.
Cynthia & Devondra are on the Planning Committee.
The work week was changed to weekend.

Sandra Hughes made motion to accept the November Minutes with corrections. Cynthia Terry 2 nd the Motion
and the minutes were approved as corrected.

2023 Reunion:

Family Reunion Packets will go out the first of the year. January 2, 2023 is the target date.

The Theme for the Reunion is: Honoring Our Legacy, Embracing Our Future

The Scripture reference for our Reunion Weekend comes from Psalms 78:4 NIV “We will not hide them from
their descendants; we will tell the next generation the praiseworthy deeds of the Lord, his power, and the
wonders he has done.”

The SpringHill Suites - Greensboro Airport will be the Reunion Hotel. Room rates are $129 per night. When
making your reservation, a credit or debit card is required to hold your room. The card used will not be
charged until you check-in at hotel.

Games and activities will be based on the Reunion Theme.

Dress Code for Sunday Service will be AFROCENTRIC DRESS.

Sandra Hughes acknowledged that she received the Host Fees of $600.00

A vendor has been secured for the Family T-shirt. The T-shirt will be purple. The family logo which was shared will be used.

Calvin Chambers (Charlotte, NC) has offered his help to Sandra and her committee.

Budget:

The treasury report given by our Treasurer, Michelle Friend as of September 2022 is $1,120.85.

The treasury report given by our Treasurer, Michelle Friend as of November 2022 is $1240.85.

The December treasury report given by Linda Swain in Michelle Friend’s absence as of December 3, 2022 is
$1440.00.

Old Business:

Lamont Franklin updated the password for the Hubbard Family website. The new password is now
“Motherland.”

Linda Swain will try to see if she can remove Diane Franklin from the Facebook Group page.

Lamont Franklin stated that the Bylaws are now on the Family website.

Linda Swain will use Google Docs to update names and addresses for family communication purposes.

New Business:

The number of reunion years were corrected. It’s the 38 th and not the 40 th reunion.

The family will honor Cousin Stella Grate. The Baltimore Family will spearhead this endeavor.
Monique Lynch has been selected to be the backup website administrator.
Diane Franklin has agreed to transfer family information to new Historian.
LaTasha Lee and Kathy Robinson will share the Family Historian position.
Linda Swain talked to Lister about handing over Historian duties.

Webpage:

Heritage Page – Some links are unsecured.
Lamont went through each of the tabs briefly.
Individual Family member accomplishments will be posted in the order that they are received

Next Meeting:

January 3, 2023, at 3:00 pm via Zoom/Telephone
Meeting closed out in prayer by Carrie Coleman

HUBBARD FAMILY MEETING

November 5, 2022 @ 3:00 pm | Meeting called to order by Linda Swain, Chairperson-Baltimore

Meeting opened in prayer by Sandra Hughes

In Attendance via Zoom and Telephone

Uncle Herman’s Family -
Aunt Janie’s Family -, Yvette Alexander, Tavon Tildon, Iris Carter
Aunt Mary’s Family- Lamont Franklin, Andrea Franklin
Uncle John’s Family - Kathy Banks, Sandra Hughes, Dedondra Hughes, Donna Brown
Uncle Will’s Family - Linda Swain, Michelle Friend
Aunt Mattie’s Family - Sharon Wright, Carrie Coleman, LaTasha Lee
Aunt Evelyn’s Family-
Aunt Lena’s Family– Monique Lynch

Approval of Minutes

Lamont Franklin made a motion, we change the family password, motion was approved to change the
password.
LaTasha recommended we add to the bylaws to change the family password periodically.
Linda recommended to have the bylaws placed on the family website.
Lamont stated the last version of the bylaws is version five.
Sharon Wright read the minutes from the prior meeting held on 10/1/22, motion was made, and the reading of
the minutes approved.

Board

Correction made Lawrence Hubbard will now be the Chairperson for Michigan due to the passing of
Cousin Lewis Hubbard.
Sandra Hughes will represent Virginia only since there are no relatives in New Jersey.
Vernon Chambers Chairperson for Massachusetts, New Hampshire.
Sharon Wright Chairperson for North Carolina and South Carolina.
Darryl Hubbard Chairperson for Oklahoma, Lamont will confirm if he continues in this position.
Mary (Lester) Hubbard Battle Historian and Tarsha Flowers is the backup to the Historian
Lamont Franklin Website Administrator and Monique Lynch is the
backup to the Website Administrator.
Linda Swain and Sharon Wright are co-Administrators to Hubbard Family F/B
Present changes.

2023 Reunion


The 2023 Hubbard Family reunion will be hosted by Mrs. Sandra Hughes, & co-host daughter,
Dedondra Hughes descendant of John Hubbard.
2023 Hubbard Family Reunion information is on the family website for viewing.
The reunion will be held in Greensboro, NC, the weekend of July 14-16, 2023.
Hotel: Spring Hill Suites $129.00 a night, 45 rooms are blocked off for the family.
The family reunion information will be sent out before the holidays.
The Host was informed that she and her family have full responsibility of planning the entire week, including
activities, designing T-shirt for the reunion, and church services and any other activities of their choosing.

Budget

The treasury report given by our Treasurer, Michelle Friend as of September 2022 is $1,120.85.
The treasury report given by our Treasurer, Michelle Friend as of November 2022 is $1240.85.
Dues paid by:
Lamont Franklin
Michelle Friend
Monique Lynch
Tavon Tildon
Yvette Alexander
Annual Family dues assists with the yearly Family Reunion, Awards to graduates and other academic
achievements, deaths and other situations that may arise.
The annual family dues are per family in the amount of $40. This is payable to the treasurer, Michelle Friend.
Linda Swain, Chairperson for Baltimore will send Michelle’s address, Cash App and Zelle information to assist
the family in forwarding their dues.

Other Minutes

LaTasha recommended we add to the bylaws to periodically change the family password.
Linda recommended to have the bylaws placed on the family website.
Lamont stated the latest version of the bylaws is version five.
Linda will take action to establish a Google Document form to update name and address of family members.
Our family tree has grown, we need to update new family members.
Linda and Lamont will continue to send duplicate emails.
Information for the “Elders” of the family will be sent by U.S. mail.
Lamont asked if everyone is receiving emails from the Lamont Franklin with a link to the family website
address?
Sharon has been in contact with Uncle Homer ‘s son (Claudie Lee) who lives in South Boston Halifax Virginia
The family will meet the 1 st Saturday of every month at 3:00 pm. Linda Swain will work on getting a permanent
Zoom meeting number for the family to use.

Next Meeting

Linda will table for the next family meeting, rules for Hubbard Family Circle Facebook Page.


December 3, 2022, at 3:00 pm via Zoom/Telephone
Meeting closed in prayer by Linda Swain and adjourned at 4:00 pm.


 

HUBBARD FAMILY MEETING

Date | time October 1, 2022 – 3:00 pm | Meeting called to order by Linda Swain, Chairperson-Baltimore

In Attendance via Zoom and Telephone

Uncle Herman’s Family - Larry Hubbard
Aunt Janie’s Family - Stella Grate, Vernon Chambers, Tavon Tildon, Kathy Robinson, Renee Alexander, Iris Carter
Uncle John’s Family - Kathy Banks, Sandra Hughes, Cynthia Terry
Uncle Will’s Family - Linda Swain, Michelle Friend
Aunt Mattie’s Family - Sharon Wright, Carrie Coleman, Cynthia Neely, Louis Mullen
Aunt Evelyn’s Family- Geneva Benton, Carolyn Yellock, Anthony Nickson
Aunt Lena’s Family– Monique Lynch

Approval of Minutes

There were no prior minutes to approve.

Board

The following changes were made to the Family Board: Lawrence Hubbard will now be the Chairperson for Michigan due to the death of Lewis Hubbard, Sr.
Sandra Hughes will represent Virginia only since there are no relatives in New Jersey.
There were no other changes.

2023 Reunion

The 2023 Hubbard Family reunion will be hosted by Mrs. Sandra Hughes, descendant of John Hubbard.  The reunion will be held in Greensboro, NC, the weekend of July 14-16, 2023. 
The Host was informed that she and her family have full responsibility of planning the entire week, including activities, designing T-shirt for the reunion, and church services and any other activities of their choosing. 
The Host is required to mail the Reunion Package to the family by January 2023.  The packet should include Reunion costs, Hotel information and the full weekend agenda.  
It was discussed and agreed that Reunion Costs will be all-inclusive, and will exclude any additional activities that one may choose to participate in.  Hotel costs are additional.

Budget

The treasury report given by our Treasurer, Michelle Friend as of September 2022 is $1,120.85.
Annual Family dues assists with the yearly Family Reunion, Awards to graduates and other academic achievements, deaths and other situations that may arise.
The annual family dues are per family in the amount of $40.  This is payable to the treasurer, Michelle Friend.  Linda Swain, Chairperson for Baltimore will send Michelle’s address, Cash App and Zelle information to assist the family in forwarding their dues.

Other Minutes

The family will meet the 1st Saturday of every month at 3:00 pm.  Linda Swain will work on getting a permanent Zoom meeting number for the family to use.  

Carrie Coleman talked about the importance of the family reunion and how cousins who did not know one another, met for the first time and how well they bonded together.  Larry Hubbard also talked about meeting cousins he never knew and how much he enjoyed bonding with the family.

Next Meeting

November 5, 2022 at 3:00 pm via Zoom
The meeting was adjourned at 4:00 pm