GFWC-NC DISTRICT 5 ADMINISTRATION BOOK

Transcription

1 GFWC-NC DISTRICT 5 ADMINISTRATION BOOK Share Our Abundance...Feed the Future Brenda Batchelor, President 230 Barn Hill Lane Wake Forest, NC bhbcmb@centurylink.net

2 DISTRICT 5 ADMINISTRATION BOOK TABLE OF CONTENTS President s Letter 4 Junior Director s Letter 5 Themes and Mottos 6 Collect for Clubwomen, Junior Pledge, and Pledge/Salute to the Flags 7-8 Section 1: District Officers, Chairmen, Community Service Program (CSP) Chairmen, and Appointees District Club Presidents District Committees & GFWC-NC Resources 16 District 5 Leadership at GFWC-NC Section 2: District 5 Meetings and Hostess Schedule District 5 Calendar of Events Additional Calendars/Resources Reminders from District 5 Treasurer District 5 Budget 31 District 5 Expense Reimbursement Form 32 Section 3: District 5 Policies and Procedures District 5 Bylaws

3 Section 4: History List of Past Presidents 49 Immediate Past President s History Section 5: Reporting Blank Reporting Worksheet 54 3

4 President's Message Dear District 5 Clubwomen, Serving as the 2012/14 President of District 5 is an honor and privilege. As I was thinking about what I would write in this space, the Serenity Prayer and other great messages of encouragement came to mind: "God grant me the serenity to accept the things I cannot change; courage to change the things I can; and the wisdom to know the difference. Living one day at a time; enjoying one moment at a time; accepting hardships as the pathway to peace..." We have the ongoing privilege and responsibility to put our motto, Share Our Abundance...Feed the Future, into practice during this administration. Wendy Carriker, GFWC-NC President, and Crystal O'Neal, GFWC-NC Junior Director, have chosen, Feed the Future, as their special project for the next two years. The emphasis of this project will be stamping out childhood hunger. We will all learn more and more about how we can help with this effort. District 5 has several counties with very high percentages of children with hunger needs. We know we can make a difference here in District 5, and we will! The Serenity Prayer reminds us to choose wisely the projects to which we give our time, talents, and resources. If you have been in an emergency room in the last few years, you have noticed a triage nurse. It is that person's job to assess patients and categorize them according to the level of their physical needs. We all must do the same thing in our daily lives and especially in our volunteer lives. We volunteers and women in general think we can do it all! We cannot do it all, but we can do something. We have a great legacy in District 5 of wonderful leaders who have served this Federation for many, many years honorably and enthusiastically. In recognition of the theme of GFWC-NC President Wendy Carriker, Honoring the Past, Connected to the Future, we will continue the District Leaders Emeritus (DLE) program during this administration. President-elect Andie Johnson is the contact for honoring our special leaders in District 5 who have served forty years or more. Please join me as we enjoy this journey together and Share Our Abundance... Feed the Future in District 5 for 2012/14. The children of District 5 and the world are counting on us to help! Abundant blessings, Brenda Batchelor (Have you guessed yet that our district color is pink!) 4

5 Junior Director s Message Dear District 5 Junior Clubwomen, GFWC of North Carolina, Inc. I am extremely honored to be serving as your District Junior Director this Administration. I can hardly wait to begin working together as we Share Our Abundance Feed the Future. There are some exciting opportunities available, and I am sure you are just as excited about being a part of this collaborative global endeavor. The State President and Junior Director have joined together in this special project. This project will not only help with our poverty issue, but will also help in the world of education. As a teacher myself, this issue is seen from day to day and remains close to my heart. We will all have the opportunity to work together on this project as our clubs and District help GFWC-NC meet the goal for Juniors and Generals in feeding 500,000 children nutritious meals. Ways to do this include supporting local food pantries, school feeding programs, and partnering with organizations such as No Kid Hungry and Share Our Strength. Honoring the Past Connected to the Future is our State theme during this administration. It will be great as we discover the legacy of admirable women who have been in the Federation and how they have molded the future to abide by our purpose of uniting member clubs of volunteers for the promotion of education, community service, fellowship, and leadership development. I look forward to working with District 5 over the next two years as we embark on this journey to Feed the Future together! In Junior Spirit, Randi McMillen Randi McMillen GFWC-NC District 5 Junior Director Organized

6 Member of General Federation of Women s Clubs since 1903 GFWC-NC Motto: The Union of All for the Good of All GFWC-NC President s Theme: Honoring the Past, Connected to the Future GFWC-NC Junior Director s Theme: Connected through Service President and Junior Director s Special Project: Feed the Future GFWC-NC President s and Junior Director s Special Emphasis: Promoting GFWC and its Members GFWC-NC Juniorette Motto: Make your own music, sing your own song; soon the whole world will be singing along. GFWC Motto: Unity in Diversity 6

7 COLLECT FOR CLUBWOMEN Keep us, oh God, from pettiness; Let us be large in thought, in word, in deed. Let us be done with fault-finding and leave off self-seeking. May we put away all pretense and meet each other face to face without self-pity and without prejudice. May we never be hasty in judgment and always generous. Let us take time for all things; make us to grow calm, serene, gentle. Teach us to put into action our better impulses, straight forward and unafraid. Grant that we may realize it is the little things that create differences, that in the big things of life we at one. And may we strive to touch and to know the great, common human heart of us all, and, oh Lord God, let us forget not to be kind. JUNIOR PLEDGE I pledge my loyalty to Junior clubwomen by doing better than ever before what work I have to do. By being prompt, honest, courteous; by living each day trying to accomplish something; not merely to exist. 7

8 PLEDGE OF ALLEGIANCE TO THE AMERICAN FLAG I pledge allegiance to the flag of the United States of America and to the republic for which it stands, one nation, under God, indivisible with liberty and justice for all. SALUTE TO THE FLAG OF NORTH CAROLINA I salute the flag of North Carolina and pledge to the Old North State love, loyalty, and faith. 8

9 Section 1 GFWC-NC DISTRICT 5 OFFICERS, CHAIRMEN, CSP CHAIRMEN, & APPOINTEES DISTRICT 5 OFFICERS President - Brenda Batchelor 230 Barn Hill Lane, Wake Forest, NC bhbcmb@centurylink.net President-elect - Andie Johnson 933 Meadow Lane, Henderson, NC andiejohnson90@gmail.com Junior Director - Randi McMillen 210 Par Drive, Henderson, NC missrandioxendine@yahoo.com Secretary Linda Lewis 30 Winchester Ct, NC (C) lindalewisiscic@lycos.com Treasurer - Margaret Ann Brame 118 Cedarbill Lane, Norlina, NC mbrame@embarqmail.com Junior Membership Chairman - Tammy Daeke 105 Shadowbrook Drive, Henderson, NC tammy.flowers@centurylink.com 9

10 District 5 Chairmen Arts Festival Chairman - Linda Lewis 30 Winchester Court, Youngsville, NC (C) lindalewisiscic@lycos.com Artfest Chairman - Brenda King 35 Fleming Forest Drive, Youngsville, NC donbrenda@centurylink.net Awards Chairman - Jennifer Honeycutt 4120 Old Watkins Road, Oxford, NC honeycutt.jd@pg.com Federation Day/Federation Promotions Chairman - Nancy Wilson 4080 Squire Lane, Oxford, NC nancy_wilson@ncsu.edu Publications Chairman - Linda Paschall 118 Cedarbill Lane, Norlina, NC (C) linda.paschall@yahoo.com Public Policy/Legislative Chairman - Karen Strattard 150 Georgetown Woods Drive Youngsville, NC kssnc54@gmail.com Sallie Southall Cotten Scholarship Chairman - Toni Anne Wheeler 1108 West D Street, Butner, NC taweele@hotmail.com 10

11 District 5 Community Service Program (CSP) Chairmen Arts CSP - Harriet Miles 233 Florida Farm Road, Macon, NC hsmiles@centurylink.net Conservation CSP - Candy Moore 317 Brentwood Lane, Henderson, NC candy@visitaboutface.com Education CSP - Mary Jo Buffaloe 165 Bridges Farm Road, Youngsville, NC buffaloe@embarqmail.com Home Life CSP - Maria Ford 4523 Belltown Road, Oxford, NC cford@nc.rr.com International Outreach CSP - Lola Brown 641 U. S. Hwy 401 S., Warrenton, NC lolabrown@nc.rr.com Public Issues CSP - Missy Stewardson 1809 Waddill Way, Henderson, NC mstewardson@gmail.com 11

12 District 5 Appointees Chaplain - Ellen Woodlief P. O. Box 305, Youngsville, NC ewwlaw2@gmail.com Parliamentarian/Protocol Chairman - Nancy LaPonzina 20 Remington Court, Youngsville, NC joywriter@embarqmail.com By-laws Chairman - Nancy LaPonzina 20 Remington Court, Youngsville, NC joywriter@embarqmail.com State President's/Junior Director's Special Project - Linda Browne 129 Rocky Branch Circle, Macon, NC browne@gloryroad.net GFWC Junior Special Project - Randi McMillen 210 Par Drive, Henderson, NC missrandioxendine@yahoo.com Whitener Scholarship Chairman - Brenda Batchelor 230 Barn Hill Lane, Wake Forest, NC bhbcmb@centurylink.net Greeson/Johnson Teaching Scholarship Chairman - Peggy McGhee, 339 Long Mill Road, Franklinton, NC pwmkitchen@gmail.com 12

13 Leadership Chairman - Gwen Pughes 145 Georgetown Woods Drive, Youngsville, NC mpughes@nc.rr.com Materials for Sale Chairman - Margaret Ann Brame 118 Cedarbill Lane, Norlina, NC mbrame@embarqmail.com 13

14 GFWC-NC DISTRICT 5 CLUB PRESIDENTS Person, Franklin, Granville, Halifax, Nash Northampton, Vance, and Warren Counties Henderson Junior Woman's Club - Jennifer Honeycutt P. O. Box 1239 (club), Henderson, NC honeycutt.jd@pg.com Henderson Juniorettes - Advisors Anne Marie White, 949 Meadow Lane, Henderson, NC am1978w@yahoo.com Jennifer Long jenlong76@nc.rr.com Jackson Woman's Club Susan Stephenson 1110 US Hwy 158, Garysburg, NC Littleton Woman s Club Ann See P.O. Box 695(club), Littleton, NC annsee.see@gmail.com Macon Woman's Club Harriet Miles 233 Florida Farm Road, Macon, NC hsmiles@centurylink.net Oxford Junior Woman's Club - Emilee Johnson P. O. Box 724(club), Oxford, NC emtande@yahoo.com 14

15 Roanoke Rapids Woman's Club - Linda Evans 105 Landfall Court, Roanoke Rapids, NC jimevans@embarqmail.com Roxboro Woman's Club - Carla Stovall P. O. Box 1157, Roxboro, NC carla@westandwoodall.com Southern Granville Woman's Club - Mariana M. Harriss P. O. Box 297(club), Creedmoor, NC mmh421@gmail.com Warrenton Woman's Club - Mary Alice Carter 158 Lewis Mustian Road, Norlina, NC buckmere@centurylink.net Women's League of Henderson - Linda Weaver P. O. Box 3373(club), Henderson, NC lindab@centurylink.net GFWC Vance Juniorettes - Advisor Andie Johnson, 933 Meadow Lane, Henderson, NC (C) andiejohnson90@gmail.com Youngsville Woman's Club - Gwen Pughes P. O. Box 122(club), Youngsville, NC mpughes@nc.rr.com 15

16 DISTRICT 5 COMMITTEES Audit Committee - appointed Lou Reavis Ree Robertson Bylaws Committee - appointed Nancy LaPonzina, Chairman Ellen Woodlief Finance Committee Margaret Ann Brame, Treasurer, Chairman Brenda Batchelor, President Nominating Committee Elected in even years at the District Business Meeting; five members (of which at least two members are Juniors) GFWC-NC Resources Ginny Smith, Second Vice President 632 Marcellus Way Clayton, NC ginny.smith@fredsmithcompany.com Jennifer Jobe, Junior Secretary P. O. Box 332 Rural Hall, NC jenniferwjobe@gmail.com Lauri Klein Starling, Executive Director 6050 Six Forks Road, Suite A Raleigh, NC Toll Free: hq@gfwcnc.org 16

17 District 5 Leadership at GFWC-NC GFWC-NC Board of Trustees, Margaret Ann Brame, Women's League of Henderson GFWC-NC International Outreach CSP Junior Chairman, Anne Marie White, Henderson JWC GFWC-NC Bylaws Committee, Brenda Batchelor, Youngsville WC Linda Browne, Warrenton WC GFWC-NC Headquarters Committee, Margaret Ann Brame, Women's League of Henderson GFWC-NC Juniorette Advisory Committee Chairman, Randi McMillen, Henderson JWC GFWC-NC Greeson/Johnson Teaching Scholarship Committee Co-Chairman, Andie Johnson, Women's League of Henderson and Henderson JWC GFWC-NC Junior Nominating Committee for Officers, Randi McMillen, Henderson JWC GFWC Junior Special Project, Advocates for Children, Chairman, Jennifer Honeycutt, Henderson JWC 17

18 THE GFWC-NC BOARD OF DIRECTORS INCLUDES THE EXECUTIVE COMMITTEE, JUNIOR OFFICERS, BOARD OF TRUSTEES, COMMUNITY SERVICE PROGRAM CHAIRMEN, DISTRICT PRESIDENTS, DISTRICT VICE PRESIDENTS, DISTRICT JUNIOR DIRECTORS, DISTRICT JUNIOR MEMBERSHIP CHAIRMEN, AND CLUB PRESIDENTS. THE GFWC-NC DISTRICT 5 EXECUTIVE BOARD OF DIRECTORS INCLUDES THE DISTRICT OFFICERS (PRESIDENT, PRESIDENT-ELECT, JUNIOR DIRECTOR, SECRETARY, TREASURER, AND JUNIOR MEMBERSHIP CHAIRMAN) AND ALL DISTRICT CLUB PRESIDENTS. 18

19 Section 2 DISTRICT 5 MEETINGS AND HOSTESS SCHEDULE District 5 Board* Meeting - August 4, 2012 Share Our Abundance...Feed the Future Kick-off Youngsville Baptist Church, Youngsville (*In addition to District 5 Executive Board members, all district chairmen, CSP chairmen, and appointees are included) 2012 Fall Business Meeting - October 27, 2012 Youngsville Baptist Church Emphasis: Share Our Abundance...Feed the Future Honoring the Past, Connected to the Future Reporting Primary: Youngsville Woman's Club - Caterer, Set-up Materials for Sale Assistance, Clean-up Secondary: Macon Woman's Club - Registration/Name Tags, Coffee Hour Auxiliary: Jackson Woman's Club - Door Prizes, Table Decorations 2013 Arts Festival Meeting - February 16, 2013 Youngsville Baptist Church Emphasis: Scholarships & Arts Competitions Arts, Conservation, Education, Home Life, International Outreach, and Public Issues CSPs Primary: Youngsville Woman's Club - Caterer, Set-up Materials for Sale Assistance, Clean-up Secondary: Southern Granville Woman's Club - Registration/ Name Tags (also Judges), Coffee Hour Auxiliary: Littleton Woman's Club - Door Prizes, Table Decorations 19

20 2013 Fall Business Meeting - October 26, 2013 Emphasis: Share Our Abundance...Feed the Future Honoring the Past, Connected to the Future Primary: Roxboro Woman's Club - Caterer, Set-up, Materials for Sale Assistance, Clean-up Secondary: Women's League of Henderson - Registration/ Name Tags, Coffee Hour Auxiliary: Macon Woman's Club - Door Prizes, Table Decorations 2014 District Arts Festival Meeting - February 15, 2014 Emphasis: Scholarships & Arts Competitions Election of New District Officers Arts, Conservation, Education, Home Life, International Outreach, and Public Issues CSPs Primary: Warrenton Woman's Club - Caterer, Set-up, Materials for Sale Assistance, Clean-up Secondary: Roanoke Rapids Woman's Club - Registration/ Name Tags (also Judges), Coffee Hour Auxiliary: TBA - Door Prizes, Table Decorations 20

21 DISTRICT 5 CALENDAR OF EVENTS June GFWC-NC District 5 fiscal year begins 14 Flag Day st GFWC Convention, Charlotte Westin, Charlotte, NC July GFWC-NC Fiscal year begins. State dues drop to $ Summer Regional Meeting - O'Berry Neuro Medical Treatment Center, Goldsboro, NC 21 Summer Regional Meeting - First United Methodist Church, 311 3rd Avenue NE, Hickory, NC August GFWC-NC District 5 Board Meeting, Youngsville Baptist Church, Youngsville, NC (Includes all CSP Chairmen, District Chairmen, and Appointees) September Begin Sallie Southall Cotten Scholarship application process with school counselors Begin Teaching Scholarship application process with local clubs Submit Bylaws/Policies & Procedures suggestions to District 5 Bylaws Chairman Nancy LaPonzina 21 GFWC-NC "Links 4 Literacy" Golf Tournament, Riverwood Golf Club, Clayton, NC 21

22 October District dues and Scholarship fee due to District Treasurer Publications Awards entries due to Publications Awards Chairman Linda Paschall 27 DISTRICT 5 FALL BUSINESS MEETING - Youngsville Youngsville Baptist Church Disrict 5 Nominating Committee will be elected at the 2012 Fall Business Meeting. Each club is to submit a member's name to be placed on the ballot. LEADS candidate applications due December 1st to District President Brenda Batchelor November Election Day - GFWC-NC members always vote! 2-4 GFWC Southeastern Region Conference, Roanoke, VA 11 Veteran's Day - Thank a veteran for his/her service! 22 Thanksgiving Day Advocates for Children Week December GFWC-NC LEADS candidate applications due to District President Brenda Batchelor 1 Follow up on Sallie Southall Cotten application progress with school counselors 1 Follow up on Teaching Scholarship application progress with local clubs 8 GFWC-NC Headquarters Open House, noon-4:00 p.m. 25 Merry Christmas! 22

23 Clubs will receive roster packet from GFWC-NC HQ in December January Local club dues, rosters, and club update form are due to GFWC-NC HQ Reports are due February 1 February CP&S Forms due to GFWC-NC 2nd Vice President Ginny Smith GFWC-NC LEADS application form due to GFWC-NC President-elect Gay Warren District and State Awards entries due to designated persons Return District Silver Awards to Chairman Jennifer Honeycutt Club President reports due to District President Brenda Batchelor 16 DISTRICT 5 ARTS FESTIVAL & ARTFEST Youngsville Baptist Church March District scholarship entries and individual award winners due to GFWC-NC Chairmen 8-9 GFWC-NC Arts Festival, Campbell University, Buies Creek, NC April th GFWC-NC Convention, Winston-Salem Marriott Hotel, Winston-Salem, NC 24 Federation Day June District 5 fiscal year begins 14 Flag Day 29 - July 2 122nd GFWC Convention, Westin Diplomat Hotel and Resort, 23

24 Hollywood, FL July GFWC-NC fiscal year begins. State dues drop to $15.00 August 2013 Gathering of District 5 members for a day of fun and relaxation. Date, time, and place to be announced. Suggestions welcome! September Begin Sallie Southall Cotten Scholarship application process with school counselors Begin Teaching Scholarship application process with local clubs 20 GFWC-NC "Links 4 Literacy" Golf Tournament, Riverwood Golf Club, Clayton, NC October District dues and Scholarship fee due to District Treasurer Publications awards entries due to Publications Chairman Linda Paschall 26 DISTRICT FALL BUSINESS MEETING - ROXBORO Elect District Officers and a District Nominee for each State Nominating Committee - Officers, Community Service Program Chairmen, and Junior Officers (all with alternates) Advocates for Children week LEADS candidates applications due December 1st to District President Brenda Batchelor November GFWC Southeast Region Conference, Winston-Salem, NC 11 Veteran's Day - Thank a veteran for his/her service! GFWC-NC Fall Conference, Embassy Suites, Cary, NC 24

25 28 Thanksgiving Day December GFWC-NC LEADS candidate applications due to District President Brenda Batchelor Follow up on Sallie Southall Cotten Scholarship application progress with school counselors Follow up on Teaching Scholarship application progress with local clubs 25 Merry Christmas! Clubs will receive roster packet from GFWC-NC HQ in December January Local club dues, rosters, and club update form are due to GFWC-NC HQ Reports are due February 1 st February CP&S Forms due to GFWC-NC 2nd Vice President Ginny Smith GFWC-NC LEADS application form due to GFWC-NC President-elect Gay Warren District and State Award entries due to designated persons Return District Silver Awards to Chairman Jennifer Honeycutt Club Presidents reports due to District President Brenda Batchelor 15 DISTRICT ARTS FESTIVAL - Warrenton Woman's Club (location to be announced) March District Scholarship entries and individual award winners due to GFWC-NC Chairmen 7-8 GFWC-NC Arts Festival, Campbell University, Buies Creek, NC 25

26 Juniorette Jamboree April th GFWC-NC Convention, Embassy Suites, Concord, NC June rd GFWC Convention, Tempe, Arizona 26

27 Additional Calendars/Resources are found in the GFWC-NC Administration Book Districts The Essential Part of the Puzzle District Information Section More detailed information on all district leaders, when GFWC-NC meetings occur and deadlines for reporting are found in this section. A good way to use the calendar in this section is to highlight each month to see what needs to be done on the club and district levels. Use in conjunction with the District 5 Calendar of Events (pages 13-18). Local Club Section Local club reminders found here include: Club newsletters, updates, anniversary certificates, new members, defederating a club, and club presidents. There is also a complete listing of all local clubs here. Community Service Program (CSP) Section Great resource when planning activities for the year in any of the six CSPs. For each CSP you will find Community Service Project ideas, award entry forms,* and any GFWC-NC resolutions associated with each CSP. Note: Community Service Projects, formerly known as Collaborations, are programs and projects members initiate and participate in to serve the communities that do not include projects that relate to GFWC partners. Many ideas for projects and lists of resources are found in this section for each CSP. Awards Entries Section A GFWC-NC reporting and checklist calendar on Pages 1-8 is included in this section. On Page 8 in this section is a reporting calendar and checklist for Club Presidents. GFWC and GFWC-NC Awards and Contests information for can be found on Pages 9-49 with entry forms* and judging criteria. Complete details of CSP reporting with a sample reporting form and a blank reporting form* are found on Pages A blank Reporting Worksheet* is included in the District 5 Administration Book on Page

28 GFWC-NC Calendar Section A full calendar of events for GFWC-NC 2012/14 is found in this section. *Please make copies of all blank application forms for use in the second year of this administration. Reminders will go out to everyone about deadlines and meetings. Please use your District 5 Administration Book along with the GFWC-NC Administration Book. Both are very valuable tools. 28

29 Reminders from District 5 Treasurer Dues Must be paid by October 1 st each year $2.00 per member (club membership on record at GFWC-NC HQ) $45 per club for Sallie Southall Cotten and Greeson/Johnson Scholarships Make checks payable to GFWC-NC District 5 Mail to: Margaret Ann Brame 118 Cedarbill Lane Norlina,NC Hostess Club Meeting Responsibilities Hostess Clubs shall be responsible for: Primary Hostess Club -Arrange for the meeting, engage a caterer for luncheon, set up for meetings and luncheon, arrange for space and a table for the sale of GFWC-NC materials, and assign members to assist Treasurer with the sale of materials during the meeting. Note: The Treasurer will prepare a note of appreciation with a gift check to present to each guest GFWC-NC officer to cover travel expenses. Secondary Hostess Club -Arrange for the coffee hour preceding the meeting -Work the registration table on the day of the meeting and provide prepared name tags for pre-registered attendees (For Arts Festival meetings, prepare name tags for judges) Primary Hostess Club will assist in securing judges for Arts Festival meeting. Note: The Treasurer will provide the Secondary Hostess Club with a complete list of registrants prior to the meeting. Auxiliary Hostess Club -Decoration of the facility (including table favors, if used, keeping in mind the focus of the meeting) 29

30 -Prepare five door prizes not to exceed approximately $10.00 each in value, to be presented at the end of the meeting. Homemade crafts and items (cookbooks) that reflect the work and spirit of the Auxiliary Hostess Club are preferred. Note: Include raffle tickets (number to be sufficient for the number of registered attendees) to be used to present the door prizes. GFWC-NC Materials for Sale Table -The Treasurer will supervise the Materials for Sale table during the coffee hour at the Fall Business Meeting. The start-up cash will be provided by the Treasurer. The Treasurer will arrange for a GFWC-NC officer to bring materials to the meeting. Hostess Clubs incurred expenses* Expenses will be reimbursed by the District up to a total of $ Meeting Expenses The District Treasurer will pay the caterer s fee upon receipt of the bill. The fee will be paid directly to the caterer and the facility fee directly to the facility. These fees will not be payable to individual clubs or individual club members. Checks* Checks must be cashed within thirty days of receipt by the club treasurer or risk cancellation by the District. *District 5 Reimbursement Form is found in Section 2, Page 24. *Expense reimbursement procedures are in Section 3, Policies and Procedures, Page

31 GFWC-NC District 5 Budget Budget Income Balance Brought Forward 3, District Dues (2012) (220 $2 each) Scholarship Fee (2012) (13 clubs@ $45 each) Fall Business Meeting Income (Reg/Lunch $20 each) Arts Festival Income 1, (Reg/Lunch $20 each) Miscellaneous Income Total Income 6, Expenses Fall Business Meeting Arts Festival Meeting President President-Elect Junior Director Secretary Treasurer Arts Department (Murdoch) (Arts Festival) Awards Chairman Publications Chairman Scholarship Chairman Pins/Guards Administration Book District SSC Scholarship District Teaching Scholarship GFWC-NC President's Special Project GFWC-NC Juniors Special Project Miscellanous Expense Checking Account Reserve 2, Total Expenses 6,

32 GFWC-NC District 5 Expense Reimbursement Form Date Member Address Phone Number/Home Mobile Address Club Amount of Reimbursement Requested $ Amount of Budgeted $ List of receipts attached Reimbursement check payable to: Check number Amount of check Date check mailed or delivered Date check clears bank account Treasurer s signature Notes: September

33 Section 3 District 5 Policies and Procedures General Policies and Procedures of District 5 may be adopted, rescinded, amended, and/or suspended by the Executive Board without prior notice, as needed, at any meeting by a simple majority vote of the members present. Policies and Procedures of the GFWC-NC shall serve as guidelines for the District, but the District has the flexibility to determine Bylaws and Policies and Procedures that suit its unique needs and purposes. The GFWC-NC Administration Book shall serve as a reference in those matters not covered specifically in the District Administration Book. Awards, Judges, and Scholarships No new District Awards may be presented without prior approval of the Executive Board. Any Officer or Chairman may present a gift of appreciation or certificate of appreciation, not constituting an ongoing presentation or tradition. Club Presidents must ensure the return of all District silver awards to the Awards Chairman by the designated date. Silver being mailed or shipped must be insured. Silver must be returned in good condition and be polished. Lost silver will be the responsibility of the club to replace with a silver award of comparable size and value. The Awards Chairman must be notified of any and all lost items. All silver will be signed by a representative of the club at the time of presentation. Clubs not in attendance will be contacted by the Chairman regarding their awards. Silver awards belonging to GFWC-NC must be returned in appropriate condition to the person and location specified by the designated date. State silver is not returned to the District Awards Chairman. All judges for competitions should be qualified persons, one of whom may be a clubwoman. Judges are not compensated monetarily, but should be invited to join the district for lunch or refreshments as appropriate. Chairmen should send each judge a note on behalf of the District, thanking them for their time and assistance. First place winners of District Awards will be presented with a silver award. Publication Award winners will be presented with a First Place Certificate and other Publication entries will receive a Certificate of Excellence. The District Treasurer will send the check on behalf of the recipient of the District Sallie Southall Cotten Scholarship (SSCS) Award to the winner s North Carolina college of choice upon completion of the GFWC-NC competition. Should the District winner be selected as the GFWC-NC SSCS winner, the District award then goes to the District Alternate and his/her college of choice. Should the District SSCS award winner withdraw from enrollment in college or otherwise fail to meet the GFWC-NC SSCS requirements, it is expected that the student and his/her parents will notify the District SSCS Chairman and provide a refund of the scholarship money to the District. In that case, the District Alternate will receive the award. The District Treasurer will send the check on behalf of the recipient of the District Greeson-Johnson Teaching Scholarship (GJTS) Award to the winner s North Carolina college of choice upon completion of the GFWC-NC competition. Should the District winner be selected as the GFWC-NC GJTS, the District award then goes to the District Alternate and his/her college of choice. 33

34 District Policies and Procedures (Awards,Judges, and Scholarships continued) Should the District GJTS Award winner withdraw from enrollment in college or otherwise fail to meet the GFWC-NC GJTS requirements, it is expected that the student and his/her parents will notify the District GJTS Chairman and provide a refund of the scholarship money to the District. In that case, the District Alternate will receive the award. The Federation Day Award will be judged by the District President and awarded at the District Arts Festival Meeting. The Community Improvement Contest will be judged by the District Junior Director and awarded at the District Arts Festival Meeting. District Leaders Emeritus (DLE) recognition is awarded at the District Fall Meeting in even years. Those members of district clubs who have served in GFWC-NC for 40+ years are eligible to receive recognition as a DLE. The District 5 President-elect will contact the local clubs in the district for nominations for DLEs before the District Fall Meeting in even years. Each club who nominates someone for the DLE award will prepare a brief biography of the nominee s federation history. This history will be shared by the club president with the membership of the district as the nominee is honored. The DLEs will receive special recognition at each district meeting with special seating during the business meetings and during meals and a certificate of recognition commemorating their service to GFWC-NC. District 5 is very proud to be able to honor those members who have served our district for so many years. District Administration Book The District Administration Book will be published with the cooperation of the Executive Board at the end of the term, under the supervision of the incoming President. The District Administration Book will be provided to incoming District Officers, District Chairmen, District Committee Chairmen, District Club Presidents, GFWC-NC Headquarters, and GFWC-NC Second Vice President. Any member of the district may purchase a District Administration Book at a price set by the Executive Board. The President shall retain extra books. District officials elected at mid-term or as replacements may request a District Administration Book from the President. The President shall maintain the accuracy of the District Administration Book. Records and Materials All records and materials pertaining to the work of the District shall be the property of the District. Each Officer and Chairman shall meet with and turn over all records and supplies to the successor and provide orientation to the responsibilities. Pins and Guards The District shall present a President s Pin and a Past President s Guard to the President upon conclusion of their terms of office at the District Arts Festival in even years. A President s pin, a gift from Mrs. R. B. Butler (District President ), shall be passed from President to President to be worn when she is in office. The Treasurer is responsible for ordering all pins and guards prior to the District Arts Festival Meeting in even years. 34

35 Arts Festival The District Arts Festival shall be held annually at the District Arts Festival meeting in February. It shall be conducted under the supervision of the District Arts Festival Chairman, assisted by her sub-chairmen, and hostess clubs for the event. The Artfest Chairman shall coordinate with Murdoch Center representatives and work to prepare entries for judging and display during the Arts Festival. The Arts Festival Chairman and sub-chairmen have no responsibility for the general meeting, the Sallie Southall Cotten Scholarship competition, or the Greeson-Johnson Teaching Scholarship competition. The Call to the Arts Festival Meeting, printed program, and agenda will be the responsibility of the President. Hostess Clubs Each District meeting shall have Hostess Clubs who shall be responsible for the arrangements of the meeting. The hostess schedule shall be on a rotating basis determined by the President and published in the District Administration Book at the beginning of the term. Primary Hostess Club Shall be responsible for securing the meeting place, securing the caterer, ensuring table and chair set-up and take-down, and general clean up. Shall work closely with the President, Treasurer, and Chairmen to meet space requirements and other needs for various components of the District Meetings. Shall communicate and coordinate expense needs with the President, Treasurer, and other Hostess Clubs six weeks in advance of the meetings. Shall arrange for space and a table for the sale of GFWC-NC materials and assign two members to assist the Treasurer with the sale of materials during the meeting. The Treasurer will prepare a note of appreciation with a gift check to present to each guest GFWC-NC officer. Check may also cover lodging-fuel expenses. (See Materials for Sale/Fundraising Activities for additional clarification.) Secondary Hostess Club Shall be responsible for Pre-registration and registration at the door and Coffee hour preceding the meeting. Shall provide pre-prepared name tags for pre-registered attendees as well as name tags for same day registrants. The Treasurer shall provide the Secondary Hostess Club with a complete list of registrant names in sufficient time to prepare name tags prior to the meeting. For Arts Festival meetings, shall prepare name tags for all judges. Arts Festival Chairman will provide the judges names. All checks shall be made payable to GFWC-NC District 5 and presented to the Treasurer. Checks and cash received the morning of the meeting shall be turned over to the Treasurer by the end of the meeting. Auxiliary Hostess Club Shall provide decorations and table favors, but these are not required and when provided should reflect contributions to the District charity or promotion as designated by the President and/or the theme of the meeting if designated. Shall prepare five door prizes not to exceed approximately $10 each in value to be awarded at the end of the meeting. Homemade crafts and items (such as cookbooks, etc.) that reflect the work and spirit of the Auxiliary Hostess Club are preferred. Shall provide raffle tickets (number to be sufficient for the number of registered attendees) to be used to award door prizes. 35

36 Auxiliary Hostess Club 2 Shall provide additional clean-up assistance to the Primary Hostess Club as needed following the Arts Festival Meeting. Expenses Primary Hostess Clubs shall present the bills from the facility and the caterer to the Treasurer who will be responsible for the disbursement. No individual club may pay the facility or the caterer for District expenses. Hostess clubs shall be reimbursed by the District for expenses incurred up to a specified amount in the District budget upon completion of the GFWC-NC District 5 Expense Reimbursement Form, with supporting receipts attached, to the Treasurer within 30 days of the event. If other hostess expenses exceed the District budget amount, Hostess Clubs shall absorb extra costs as club expenses. District Policies and Procedures Materials for Sale/Fundraising Activities Primary Hostess Club shall provide a table, chairs, and space for the GFWC-NC Materials for Sale table and assist with the sale of those materials during the Coffee hour. Materials for Sale shall not remain available at other times during the District Meeting. Clubs wishing to conduct fundraising activities shall be prepared to provide their own set-ups and coordinate this with the Primary Hostess Club/District President prior to the District Meeting. Fundraising activities may be conducted during the coffee hour and the interval time after the Business Meeting is adjourned and the serving of lunch, and will not be available at other times during the Meeting. Reimbursement Individual clubs or members may receive reimbursement for no more than budgeted amounts for expenses. In order to receive reimbursement, the GFWC-NC District 5 Reimbursement Form, with supporting receipts attached, must reach the Treasurer no later than one month before the end of the fiscal year (May 31 st ); no reimbursements will be accepted without all the above criteria being met. Checks must be cashed within 30 days of receipt or risk cancellation by the Treasurer. Individuals and individual clubs are prohibited from paying catering fees and facility fees directly, as these expenses are incurred by the District. Protocol The District President may or may not choose to employ traditional seating and processional protocols described in the Protocol and Courtesy section of the GFWC-NC Standards and Practices Manual. Recognition should always be given to the following persons in attendance at District Meetings: Local distinguished guests Anyone serving GFWC GFWC-NC Officers and Chairmen District Executive Board members District Chairmen Past District Presidents and Past District Junior Directors 36

37 This recognition may be accomplished by asking the person(s) to stand briefly. Call letters shall be prepared by the President and be sent at least one month prior to the event to: District Officers, District Club Presidents, District Chairmen, GFWC-NC President, GFWC-NC Second Vice President, GFWC-NC Executive Director, anyone serving GFWC or GFWC-NC residing in the District, Past District Presidents residing in the District, Past District Junior Directors residing in the District, and Juniorette Advisors. District Policies and Procedures Pages Pages should be obtained from Juniorette clubs. The Juniorette Advisor and Junior Director will coordinate their duties with the Primary Hostess Club and President. Pages should arrive for the meeting when the Hostess Clubs arrive and assist with anything they are assigned to do. They are to be recognized as a group during the meeting. Duties they may assist with: Assist the President, carry messages, hand out programs, door duty keeping doors closed during business sessions, assist with set-up and take-down during the Coffee hour and lunch, materials for sale table, and other duties as assigned. Sponsoring a New Club in the District Sponsoring of new General, Junior, and Juniorette clubs is highly encouraged. Clubs wishing to sponsor a new club shall notify the Membership Chairman and President and follow the procedures and suggestions as outlined in the GFWC-NC Administration Book. The Executive Board will support and assist in the sponsorship endeavor as needed. Revised August

38 District 5 Bylaws Article I. Name The name shall be District 5 of the General Federation of Women s Clubs of North Carolina, herein after referred to in these Bylaws as District. The General Federation of Women s Clubs of North Carolina shall herein after be referred to as GFWC-NC. Article II. Object The object of this organization shall be to unite the clubs of District 5 in support of projects approved by GFWC-NC and promote community service through local club membership.the District is organized exclusively for charitable, religious, educational, and/or scientific purposes in section 501(c)3 of the Internal Revenue Code under the not-for-profit designation of the GFWC-NC. Article III. Membership The District shall be comprised of General, Junior, and Juniorette federated clubs within the boundaries designated as District 5, subject to payment of District dues. Article IV. Officers Officers of the District shall be the President, President-elect, Junior Director, Secretary, Treasurer, and Junior Membership Chairman. All District Officers are encouraged to purchase a copy of the current GFWC-NC Administration Book and its related brochures and subscribe to the GFWC CLUBWOMAN magazine. Section 1. Election of Officers No two elected officers shall be from the same club unless the position cannot be filled otherwise. All officers shall be elected at the District Business Meeting in odd years, to assume office in the even years. The election of the President and District Junior Director shall be confirmed at the GFWC-NC Convention in even years. All District officers assume office upon adjournment of the Convention. 38

39 District 5 Bylaws Section 2. Duties of Officers: President: Shall be a member of a General club. Shall preside at District meetings. Shall be Chairman of the Executive Board. Shall serve as a member of the Finance Committee. Shall serve as a member of the GFWC-NC Board of Directors. Shall serve as an ex-officio member of all other committees except the Nominating Committee, on which she does not serve. Shall appoint the Bylaws Committee and Special Committees as may be necessary. Shall maintain the District Administration Book and write and distribute the District History for the years of her term. Shall promote Federation Day activities and judge Federation Day award entries. Shall visit the clubs of the District at their invitation. Shall support and promote all GFWC-NC programs among all clubs within the District. Shall discharge such other responsibilities as may be incumbent upon the office. President-elect: Shall be a member of a General club. Shall serve as a member of the GFWC-NC Board of Directors. Shall assist the President and preside at District meetings in her absence. Shall serve as District Membership Chairman and work closely with the Junior Membership Chairman on membership programs and promotions. Shall assist all District club presidents in obtaining information regarding GFWC-NC Community Service Programs. Shall become the next President upon completion of the previous term, or upon the resignation of the President. Junior Director: Shall be a member of a Junior club. Shall serve as a member of the GFWC-NC Board of Directors. Shall preside at all collective Junior Club meetings within the District that she schedules. Shall work closely with the President to support GFWC-NC programs and promotions among Junior and Juniorette clubs within the District. Shall preside at District meetings in the absence of the President and President-elect. Shall visit the Junior and Juniorette clubs within the District and assist and support Junior club presidents and Juniorette leaders in their club activities. Shall promote the Community Improvement Contest with all clubs in the District, and judge the Community Improvement Contest entries. 39

40 District 5 Bylaws Secretary: Shall be a member of a General or Junior club. Shall keep the minutes of all Annual Business and Executive Board meetings of the District, and other meetings as requested by the President. Shall coordinate sending minutes to President and Approval Committee and finalize approved minutes. Shall supply the President, and other officers, if requested, a copy of the minutes no later than two weeks after the meeting. Shall send at least two articles per year to the GFWC-NC CLUBWOMAN magazine and shall promote the GFWC CLUBWOMAN magazine to the District. Shall obtain an attendance list for District meetings and provide the President with a copy. Shall receive a copy of all award winners in the District from the Awards Chairman, the Publications Awards Chairman, the Sallie Southall Cotten Scholarship (SSCS) Chairman, the Greeson-Johnson Teaching Scholarship (GJTS) Chairman, and the Arts Festival Chairman in a timely manner. Use of computer technology, communication, and storage to accomplish these tasks is preferred. Treasurer: Shall be a member of a General or Junior club. Shall receive all District dues and all District Scholarship monies from the District clubs. Shall keep a record of all receipts, expenditures, canceled checks, and bank statements for a period of five years from the date of transaction before deletion by the Treasurer. Shall work closely with the President in obtaining club information related to budget decisions. Shall present the proposed budget to the Executive Board for approval prior to the District Business Meeting and to the membership for adoption at the District Business Meeting. Shall obtain from the Audit Committee a complete audit of the books prior to transfer of books which occurs by June 1 in even years. Shall inform the President of the audit. Shall meet with the incoming Treasurer to review the books at the time of transfer. Shall send a copy of the Treasurer s Year-end Report to the Secretary and President. Shall reimburse, upon written request using the correct form, budget items only in the amount set forth in the current budget. Shall serve as Chairman of the Finance Committee. Shall ensure all monies raised at District Meetings in support of GFWC-NC programs and projects shall be sent to GFWC-NC Headquarters. Shall be responsible for sending District donations for District projects to the designated recipients. Shall be responsible for coordination of the sale of GFWC and GFWC-NC materials at the District Business Meeting. 40

41 District 5 Bylaws Junior Membership Chairman: Shall be a member of a Junior club. Shall serve as a member of the GFWC-NC Board of Directors. Shall be responsible for all membership activities for the Junior and Juniorette clubs within the District. Shall work closely with and assist the President-elect on all membership promotions for the District as a whole. Shall work closely with the Junior Director to support Junior clubs involvement in sponsoring new Junior clubs and other activities as requested. Shall promote and coordinate the sponsorship of new Junior and Juniorette clubs. Article V. District Executive Board Section 1. Duties The District Executive Board is chaired by the District President and is comprised of the District Officers (President, President-elect, Junior Director, Secretary, Treasurer, and Junior Membership Chairman, and all District club presidents). A quorum is met when two-thirds of the District Executive Board members are present. District club presidents who are unable to attend business meetings may send one representative as a voting designee with prior notification to the President. The immediate past president and the Parliamentarian shall be ex-officio members. The President as Chairman may call upon any District Chairman or District Committee Chairman to attend Executive Board meetings at her discretion. The Executive Board shall meet at the call of the President or upon written request to the President by any five of its members. It shall have the authority to set dates for District meetings and to conduct business of the District. It shall have the authority to approve the budget as proposed by the Finance Committee and forward the budget to the membership for adoption. It shall have the authority to review and propose amendments to the Bylaws. It shall have the authority to make changes in the District Policies and Procedures as deemed necessary with the approval of a simple majority of Executive Board members present. It may vote by mail, conference, and/or . 41

42 Distrtict 5 Bylaws Section 2. Resignations and Vacancies District Officers, District Chairmen, District Committee Chairmen, and Committee members are expected to serve for the entire two-year term. However, it is recognized that personal circumstances sometimes require a reprioritization of individual commitments and activities. Resignations shall be submitted to the Executive Board through the President. If a vacancy occurs in the office of President, the President-elect shall become President and serve for the reminder of the term. If a Chaplain or Parliamentarian vacancy occurs, the President shall appoint a replacement. For vacancies in elected positions, the Nominating Committee may appoint a replacement for the vacant position at their discretion. A vote from the membership is not required to make a replacement, however, an announcement is required at the next District meeting. Appropriate communication, where required by GFWC-NC, will be carried out by the President. Article VI. District Chairmen District Chairmen: Shall be members of General or Junior clubs. Shall serve the District by providing leadership in their respective areas. Shall provide reports to GFWC-NC as necessary by the deadlines requested. Shall be elected for a two-year term in odd years at the District Business Meeting and shall assume office in even years upon adjournment of the GFWC-NC Convention. Shall be nominated by the Nominating Committee following the same procedure and schedule as District Officers unless otherwise specified. No two District Chairmen shall be from the same club unless the position cannot be filled otherwise. Section 1. Community Service Program (CSP) Chairmen Shall serve as links between GFWC-NC CSP Chairmen and individual District clubs and distribute information and promote the work of GFWC and GFWC-NC. The six CSPs shall be: Arts, Conservation, Education, Home Life, International Outreach, and Public Issues. 42