The Family Village Club — Complete Guide

Article I

Our Mission & Purpose

The Family Village Club unites our extended family through collective financial responsibility, mutual aid, and shared celebration — honoring where we come from while investing in where we are going.

We were built on the understanding that none of us should face a funeral alone, a crisis without help, or a college bill without family behind us. The Village changes that.

What We Do

⚰️

Funerals & Bereavement

Help families cover burial costs, funeral services, and travel to services

🚨

Emergency Relief

Fast aid for utilities, housing crises, medical emergencies, and food insecurity

🎓

College Scholarships

Support our youth pursuing higher education, trade school, or certifications

🚢

Family Celebrations

Reunions, cruises, milestone events — because joy is worth investing in too

🛡️

Insurance & Protection

Supplement group life and health coverage gaps for our members

Article II — Membership

Monthly Dues — Built for Everyone

We designed our dues structure so that no one has to sit out because of finances. Whether you're on a fixed income or can afford more, there's a place for you in the Village. Even our smallest contribution grows into something meaningful together.

👤

Individual

$10/mo

Single adult member, age 18+

👨‍👩‍

Household

$20/mo

Two adults, same household

👨‍👩‍👧‍👦

Family

$25/mo

Adults + children under 18

🌿

Senior / Fixed Income

$5/mo

Age 65+ or verified fixed income

⭐

Youth Associate

$0/mo

Ages 13–17, sponsored by member

💛 Hardship Waiver

Any member facing genuine financial hardship may apply to the Board for a temporary dues reduction or deferral of up to 6 months. All hardship applications are strictly confidential. The Board votes by simple majority. We will never let money be the reason someone leaves the Village.

Article V — Finance

How Your Dues Are Allocated

Every dollar collected is deposited into an FDIC-insured savings account in the Club's name, where it earns interest. Dues are then divided across six designated funds:

30%

⚰️ Funeral & Bereavement Fund

Largest allocation — because saying goodbye with dignity matters most

20%

🚨 Emergency Relief Fund

Fast cash for crises — utilities, medical, housing, food

20%

🎓 Scholarship Fund

Investing in the next generation — college, trade school, certification

15%

🚢 Celebration & Events Fund

Reunions, cruises, milestone celebrations — joy by design

10%

🛡️ Insurance & Protection Fund

Group supplemental life/health coverage for members

5%

⚙️ Operating Reserve

Banking fees, supplies, and administrative costs

🔒 Financial Safeguards

All funds held in FDIC-insured savings account in the Club's name
No single officer has sole account access
All withdrawals over $100 require dual authorization (Treasurer + President or VP)
Quarterly financial reports to all members
Annual independent audit by a 3-member committee of non-Board members
No personal loans to Board members — ever

Article III — Governance

Board of Directors

The Club is governed by seven elected officers serving 2-year terms. Any member in good standing for at least 6 months may be nominated. Elections are held at the Annual Meeting by secret ballot.

👑 President

Chairs all meetings, serves as spokesperson, casts tie-breaking votes, signs official documents. The Village's public leader.

🤝 Vice President

Supports the President, chairs meetings in their absence, oversees member relations and outreach efforts.

📝 Secretary

Records meeting minutes, maintains official records, manages the member roster, and handles all Club communications.

💰 Treasurer

Manages all Club funds, maintains financial records, prepares quarterly reports, and authorizes expenditures.

📂 Fund Administrator

Oversees all designated sub-funds, reviews and processes benefit requests, tracks fund balances.

🎉 Events Coordinator

Plans and coordinates reunions, cruises, and all family celebrations funded by the Celebration Fund.

⭐ Youth Representative

Advocates for youth members, manages scholarship applications, and coordinates youth programming and engagement.

📋 Meeting Schedule

Annual Meeting: Once per year (ideally at a family gathering) — elections, full financial report, event planning
Quarterly Board Meetings: Every 3 months — finances, benefit requests, Club business
Special Meetings: Called by the President or petitioned by 20% of members with 7 days' notice
Virtual attendance counts toward quorum — no one is left out for geography

Article V — Benefits

Member Benefits & Eligibility

Members must be in good standing for a minimum of 3 months before becoming eligible for any benefit. Good standing means dues are current (no more than 30 days past due).

Benefit Limits (Per Incident)

⚰️

Funeral & Bereavement — Up to $500

Per member death. Immediate family covered after 6 months of membership.

🚨

Emergency Relief — Up to $200 per year

Per household per calendar year. Requests reviewed with compassion and confidentiality.

🎓

Scholarship — Up to $500 per year

Per student per academic year. Renewable annually with continued enrollment.

🚢

Celebration & Events

Board determines expenditure by majority vote based on available fund balance.

As the Village grows and fund balances increase, the Board may vote to raise benefit limits. Starting conservative protects the fund while it builds.

Financial Projections

Watch the Village Grow

Here's what the Club can accumulate based on 20 active members paying an average of $15/month each, with interest — conservatively estimated at 4.5% APY in a high-yield savings account.

📈 Savings Growth Projection (20 Members @ avg $15/mo)

Based on $300/month in dues + 4.5% annual interest

6 Months

$1,830

Getting started

Year 1

$3,728

First full year

Year 2

$7,728

Interest building

Year 3

$12,045

Cruise territory

Year 5

$21,680

Multi-fund strength

*Projections assume no withdrawals. In practice, funds will be used and replenished. More members = faster growth.

🏦 Where to Keep the Money

Open a High-Yield Savings Account at an online bank (e.g., Marcus by Goldman Sachs, Ally, or a local credit union) in the Club's name
Require two signatories on the account (Treasurer + President)
The account must be in the Club's name — not any individual's personal account
Consider opening separate sub-accounts for the Funeral and Scholarship funds once balances grow
Keep a running balance sheet (use the Treasurer's Ledger document provided)

Getting Started

How to Launch & Join the Village

To Found the Club (First-Time Setup)

Step 1 — Gather Your Founding Members

Host a family meeting (in person or video). Present the Village concept. Collect expressions of interest. You only need 5–10 committed people to start strong.

Step 2 — Adopt the Bylaws

Review the Bylaws together as a group. Discuss, amend if needed, then have all founding members sign. This is your founding moment.

Step 3 — Elect Your Board

Nominate and elect all seven Board positions by secret ballot. Officers take office immediately upon election.

Step 4 — Open the Village Account

Treasurer and President open a high-yield savings account in the Club's name with dual-signature requirement. Bring the signed bylaws as supporting documentation.

Step 5 — Collect First Dues & Distribute Membership Agreements

Every member completes and signs the Membership Agreement. First month's dues are collected and deposited. Treasurer logs the first ledger entry.

Step 6 — Spread the Word

Invite more family members. The more members, the stronger every fund becomes. Share the overview document and membership form widely.

To Join as an Individual Member

1. Read the Bylaws

Understand what you're joining, what you're committing to, and what benefits you're entitled to.

2. Complete the Membership Agreement

Fill out all sections — member info, category, beneficiary, emergency contact — and sign.

3. Pay Your First Month's Dues

Submit to the Treasurer by cash, check, Zelle, Venmo, or bank draft. Ask about setup for automatic monthly payment.

4. You're In the Village!

After 3 months in good standing, you're eligible for all Village benefits. Welcome home.

Your Document Package

Complete Document Kit

Your Family Village Club package includes four ready-to-use Word documents. Download, print, and use them as-is — or customize with your family name before printing.

📜

Bylaws & Governing Charter

The complete legal and procedural foundation of the Club. All articles, member categories, board structure, financial rules, and amendment process. Includes signature page for all founding officers.

✍️

Membership Agreement & Enrollment Form

Individual member enrollment. Captures member info, category selection, household dependents, payment method, beneficiary designation, emergency contact, and signed pledge.

📋

Benefit Request Forms

Three separate forms: Funeral & Bereavement Request, Emergency Relief Request, and Scholarship Application. Each includes a Board-use section for tracking approvals.

📊

Treasurer's Ledger Template

Monthly record-keeping template. Tracks dues collection per member, fund allocation, expenditures, and running balances for all six Village funds.

Common Questions

Frequently Asked Questions

What if someone can't pay their dues one month?

Life happens. Members have a 30-day grace period before being considered inactive. If you're facing genuine hardship, apply for a hardship waiver — the Board handles these with compassion and confidentiality. No one will be publicly shamed for financial difficulty.

What if a family member passes away shortly after joining?

The Funeral & Bereavement benefit requires 3 months of membership for the member themselves, and 6 months for immediate family members to be covered. In the early days of the Club, the Board may vote to make exceptions using their discretionary judgment.

Can we change the dues amounts later?

Yes. The Board may propose dues adjustments, which must be approved by a two-thirds vote of members present at the Annual Meeting with 21 days' advance written notice.

What if a Board member misuses funds?

This is why dual authorization is required for all withdrawals over $100, and why an independent Audit Committee reviews all accounts annually. Any suspected misuse should be reported to the full Board. A Board member can be removed by 2/3 member vote at a special meeting.

Do we need to register as a legal entity?

Not necessarily to start. Many family clubs operate informally with just bylaws and a shared bank account. If the Club grows significantly, consult a local attorney or CPA about whether forming a nonprofit or informal association makes sense for your situation. For banking purposes, you may need an EIN (Employer Identification Number) — it's free from the IRS and can be obtained at irs.gov.

Can we use Venmo or Cash App for dues?

Yes, as long as it goes through an account in the Club's name (not an individual's personal account). The Treasurer should document every incoming payment and issue receipts. For larger organizations, consider a dedicated business Venmo or PayPal account.

What happens if the Club dissolves?

All remaining funds are distributed equally among members in good standing at the time of dissolution, or donated to a mutually agreed charitable cause — whichever the membership votes for. The decision requires a formal vote.

Can I customize the Club name to our family?

Absolutely. Before printing, open the Word documents and replace "The Family Village Club" with your chosen name — for example, "The Johnson Family Village Club" or "The Williams Legacy Circle." Make it yours.