THE VIRGINIA FEDERATION OF REPUBLICAN WOMEN 2016 CONVENTION

Transcription

1 THE VIRGINIA FEDERATION OF REPUBLICAN WOMEN 2016 CONVENTION April 22-24, 2016 The Hilton Hotel McLean Tysons Corner 7920 Jones Branch Drive McLean, VA Linda Bartlett, VFRW President Susan Cobb, Convention Chair Mikki Terry, Convention Co-Chair 1

2 TABLE OF CONTENTS 2016 VFRW CONVENTION CALL 3 Call to Board of Directors Meeting April 22 and 24, Board of Directors Meeting Proxy Form 7 Minutes Board of Directors Meeting February 27, Important Deadlines 10 Hotel Information 11 Memo to Board of Directors and Club Presidents Registration Fees and Payments 12 Delegate Certification Form VFRW Voting Board 13 Delegate Certification Form Club Delegates 14 Member Registration Form 16 Guest Registration Form 18 Nominations for VFRW Officers 20 Annual Reports Executive Committee and Board of Directors 21 Proposed Bylaws Amendment Letter and Forms 22 Guidelines for Submission of a Convention Resolution VFRW Convention Sponsorship Letter and Form 25 Vendor and Display Sponsor Form 27 2

3 VFRW Virginia Federation of Republican Women DATE: FEBRUARY 20, 2016 TO: VFRW BOARD OF DIRECTORS VFRW CLUB PRESIDENTS FROM: SUBJECT: LINDA BARTLETT, PRESIDENT OFFICIAL CALL THIS IS THE OFFICIAL CALL FOR THE 2016 CONVENTION OF THE VIRGINIA FEDERATION OF REPUBLICAN WOMEN to be held in McLean, Virginia from the opening session, Saturday, April 23, 2016 at 9:30 am, through the end of the closing session, Sunday, April 24, LOCATION: DATES: PURPOSE: CREDENTIALS: VOTING BODY: McLean Hilton Tysons Corner 7920 Jones Branch Drive McLean, VA April 23, 2016 (Saturday) through April 24, 2016 (Sunday) To elect Executive Officers of the Virginia Federation of Republican Women, to receive annual reports; and to conduct any business that should properly come before the Federation Eligibility: Club Service Charge must be paid by March 23, State and National Dues for full Club membership must be paid by March 23, 2016, to VFRW Treasurer, Dolores Switzer 7285 Jordantown Road, Vinton, VA (a) No more than three delegates from each club for the first 10 members plus one delegate for every additional 20 members or major fraction thereof. (See Delegate Certification Form for number of delegates per club membership). Associate and honorary members do not count for the purpose of determining the number of delegates or alternates for each club. (b) Voting members of the Board of Directors. WHEN ELECTED: Delegates and alternates shall be elected at a regular or specially called meeting of the club by April 1, 2016, not less than three weeks prior to April 23,

4 DUTIES: REGISTRATION: Each delegate has one vote. Each delegate may have an alternate who shall vote in the absence of the delegate. In order for an alternate to assume the position of a delegate, she must be certified by the Credentials Committee. The Credentials Committee should be notified in writing as early as possible. There shall be no proxy voting or full vote representation. For Registration purposes, all elected officers, State Central Committee members, Former VFRW Presidents, District Representatives, Chairmen of Standing Committees, delegates and alternates will use the enclosed VFRW Members Registration Form with their payment. Guests have a separate registration form. The Full Registration Package includes registration, Saturday Lunch and Banquet, and Sunday Breakfast and Lunch. All VFRW officers, VFRW Voting Boards Members, delegates, alternates and guests will register directly with the Convention Treasurer Dolores Switzer at the address listed on the Registration Form, with copies to Registration Chairman, Loree Gunn, 2016 Convention Co-chair Mikki Terry, and VFRW President Linda Bartlett. Full Registration fees are as follows: *February 27 March $ *April 1 April $ *April 16 April 24 $ The Registration and Credentials desk will be open as follows: April 22, 2016 (Friday) 2:00 pm 4:30 pm and 6:30 pm - 9:00 pm April 23, 2016 (Saturday) 7:30 am 6:00 pm (except during lunch) April 24, 2015 (Sunday) 8:00 am 9:00 am The Credentials Committee will be in session all hours the Registration desk is open. Each delegate and alternate must personally pick up and sign for her packet and show a picture ID. There will be no registration after 9 am on Sunday, April 24, Note: Refunds will not be made after April 15, CERTIFICATION: The Delegate Certification Form (included with this call) for certification of Club Delegates and Alternates is to be sent by Club Presidents to Convention Credentials Chair Melissa Beaudoin; VFRW President Linda Bartlett; VFRW Treasurer, Dolores Switzer, and Convention Co-chair Mikki Terry at the addresses listed on the certification form, and must be received no later than April 8, VFRW Officers and Voting Board Members will send the VFRW OFFICER VFRW BOARD 2016 DELEGATE CERTIFICATION FORM to Convention Credentials Chair Melissa Beaudoin; VFRW President Linda Bartlett; VFRW Treasurer, Dolores Switzer, and Convention Co-chair Mikki Terry at the addresses listed on the certification form, and must be received no later than April 8, RESOLUTIONS: Submit proposed resolutions in writing by April 1, 2016 to the Convention Resolutions Chair, Connie Morrissey, 3655 LaHavre Place, Woodbridge, VA (azizmou2000@yahoo.com) Resolutions may be submitted by any VFRW member in good standing. 4

5 COMMITTEE MEETINGS: The following committees shall meet, as follows, on Friday, April 22, 2016: Nominations 5:45 pm Dallas Room, 1 st floor Credentials Daily Dallas Room, 1 st floor Rules 9:00 pm Continental A, 1 st floor Resolutions 9:00 pm Dallas Room, 1 st floor Elections 9:00 pm Beverly Room, 1 st floor VENDOR TABLES: Vendor tables will NOT be open during meals or sessions. There will be a $20.00 fee for tables set up for sales of club products on behalf of the club on Friday, Saturday and Sunday. If you would like to share a table, the charge will be $10.00 for one-half table. The table charge for outside vendors will be $ Reserve your table no later than April 5, 2016 with the Convention Vendor Table Chairman, Marie Quinn, 1750 Rockcrest Road, Bon Air, VA or (mquinnbonair@aol.com) BYLAWS: Proposed Amendments: Submission of proposed changes to the VFRW Bylaws must be received by March 9, 2016 to the Bylaws Chair Alicia Brittle, 5606 Boynton Place, Richmond, VA Proposed changes will be evaluated by the VFRW Bylaws committee and mailed to the Board of Directors and all local clubs at least thirty (30) days prior to the VFRW Convention at which they are to be voted upon. 5

6 VFRW Virginia Federation of Republican Women DATE: FEBRUARY 20, 2016 TO: VFRW BOARD OF DIRECTORS VFRW CLUB PRESIDENTS FROM: SUBJECT: LINDA BARTLETT, PRESIDENT OFFICIAL CALL THIS IS THE OFFICIAL CALL FOR MEETINGS OF THE VFRW BOARD OF DIRECTORS, to be held at The McLean Hilton Hotel Tysons Corner prior to, and immediately following, the 2016 VFRW Convention. TIME AND DATE: 8:00 P.M., Friday, April 22, 2016 (day prior to the start of the 2016 Convention) Hilton Amphitheater, lower level AGENDA: Friday, April 22, Preliminary business to the opening of the Convention 2. Any business that may properly come before the Board. AGENDA: April 24, 2016 fifteen minutes after the close of the Convention Session on Sunday Hilton Amphitheater, lower level 1. Preliminary business to the closing of the Convention 2. Any business that may properly come before the Board Club Presidents are invited to attend the Board Meetings. VOTING BOARD MEMBERS ONLY: If you cannot attend, you must be represented by a proxy (please see Article VIII, Board of Directors, and VFRW Bylaws). In order to be certain that one person has not chosen the same proxy as another, you must furnish the Recording Secretary, Linda Kivi Porter, with the name of your proxy prior to the scheduled board meeting. She may be contacted at (lindakiviporter@vfrw.org) or at

7 PROXY FORM FOR VFRW VOTING BOARD MEMBERS Use this proxy form in the event you are unable to attend a Board meeting. I,, of do hereby constitute and appoint to vote as my proxy at the Board of Directors meeting of the VFRW to be held at on, 2016 or at any adjourned meeting thereof. (Signature) (Date) Past Presidents NO Proxy Voting Board Page 44 of the Bylaws-VIII Section 1 (3) A proxy of a voting member shall be given only to a Non-voting member of the board. Please read on page 43(b) Non-voting Body. The non-voting Members of the Board of Directors shall include the Chairmen of special committees, the Chaplain, Parliamentarian and Sergeant-at-Arms, and any other appointees. 7

8 VFRW BOARD MEETING MINUTES Saturday, 27 FEB 2016 The meeting convened at 0932 am at the Wyndham Virginia Crossings Hotel in Glen Allen, VA. President Linda Bartlett presiding called the meeting to order with invocation given by Alicia Brittle, followed by the Pledge of Allegiance led by Susan Cobb, President of Monticello Council RW. President Bartlett welcomed everyone and introduced the Head Table. President Bartlett appointed Paula Steiner and Cher McCoy to the proxy committee. Three proxies were found to be in order. Jo Watts was appointed timekeeper. Recording Secretary Linda Kivi Porter called the roll. There were 26 voting members and 10 non-voting members present. President Bartlett announced there was a quorum. The minutes of the previous VFRW BOD meeting were approved without change. President Bartlett asked the District Representatives to introduce their guests. These introductions were followed by reports- President Bartlett thanked the BOD members for their efforts during her administration-followed by officer and State Central reports. VFRW Bylaws Chair Alicia Brittle presented two new Standing Rules. #6 expresses an Inclusion policy and #7 sets forth guidelines/requirements for VFRW Officer positions. Standing Rule #6, passed: The Virginia Federation of Republican Women is committed to acceptance and inclusion of all communities in its engagement of board and staff and in its development of programs and services. Diversity contributes to a healthy, connected, and responsive organization. Any infraction of this standing rule will be referred to Section 61 Disciplinary Procedures, Roberts Rules of Order, Newly Revised. A motion was made to postpone the discussion and vote on SR #7 in order to develop better language. The decision will be made at the next VFRW BOD meeting on 22 APR 16 8 pm to be held at the McLean Tyson Corner Hilton Hotel. Linda Bartlett appointed RoxAnne Christley, Jennifer Lee, Miki Miller, and Jenny Mundy to a committee to prepare this presentation for the next BOD meeting. Suzanne Obenshain spoke about her campaign to be the Virginia National Committeewoman. The other candidate, Cynthia Dunbar, did not appear. 7th District Congressman Dave Brat spoke about Congressional Budget issues. VFRW Nominating Committee Chair Jennifer Lee announced the 2016 VFRW nominating slate as follows: Ellen Nau, President Mary Franklin, 1st VP Linda Kivi Porter, 2nd VP Paula Steiner, Recording Secretary Jean Gannon, Corresponding Secretary Dolores Switzer, Treasurer 8

9 Announcements: VFRW Legislative Chair Anna VanLaethem announced that the deadline for receipt of scholarship applications has been officially extended from 4 MAR 16 to 18 MAR April 2016 VFRW Convention McLean Hilton Hotel. 30 APR 16 - information for VFRW newsletters can continue to be sent to President Bartlett until this time. She plans to propose the creation of a VFRW Communications Standing Committee, the Chair of which will have a seat and a vote on the voting VFRW Board of Directors. The position will coordinate the Federation website, newsletter, and all state communication efforts. President Bartlett announced the meeting adjourned at 2:08pm. Linda Kivi Porter Recording Secretary 9

10 VFRW Dates to Remember 2016 February 27 Board of Directors meeting Wyndham Virginia Crossings-Glen Allen 2016 VFRW Convention Registration Early Registration Fee - $ March 1 March 9 - March 23 Primary/Super Tuesday (AL, AK, AR, CO, GA, MA, MN, OK, TN, TX, VA, VT) Proposed changes to VFRW Bylaws due to Bylaws Chair Alicia Brittle, 5606 Boynton Place, Richmond, VA 23225, or gop7va@verizon.net form is on the website vfrw.org. Deadline to receive $89 room rate Hilton Deadline to pay club dues and service charge to VFRW Treasurer Dolores Switzer and to certify club for 2016 convention Jordantown Rd, Vinton, VA or Dolores.switzer@vfrw.org This determines delegate strength. Deadline to submit proposed Bylaw changes to Board of Directors and Club Presidents April 1 - Deadline for Clubs to elect Delegates and Alternates Registration Fee $ Deadline to submit Resolutions to Connie Morrissey: 3655 LaHarve Place, Woodbridge, VA or azizmou2000@yahoo.com Annual Reports are due to Linda Kivi Porter: Sydnor Hill Court, Leesburg, VA or Lindakiviporter@vfrw.org April 5 -- Sponsorships and Vendor applications complete with payment are due to Marie Quinn: 1750 Rockcrest Road, Bon Air, VA or mquinnbonair@aol.com April 8 -- Deadline for receipt of Delegate Certification Forms to Credentials Chair Melissa Beaudoin: 6822 Murray Lane, Annandale, VA or mmcbeaudoin@gamil.com, Copies to Convention Cochair Mikki Terry, 9000 Belvoir Woods Parkway, #209, Fort Belvoir, VA 22060, mikki1234@gmail.com, VFRW President, and VFRW Treasurer. April 12 - April 15 - April 16 - April 22 - Last day for registration of all delegates and alternates. Form with payment due to VFRW Treasurer, with copies to Registration Chair Loree Gunn: 1250 S. Washington Street, #706, Alexandria, VA or pistol1250@gmail.com, Convention Co-Chair Mikki Terry: 9000 Belvoir Woods Parkway, #209, Fort Belvoir, VA or mikki1234@gmail.com, VFRW President, and VFRW Treasurer. Registration Fee increases to $ Refund Deadline Last Day for Receipt of Payment and Registration form for non-delegates and guests. Registration fee increases to $ Deadline to submit a valid application for election as an Officer to the Nominations Committee Contact Jennifer Lee or Jennifer.lee@usoncology.com 10

11 VFRW CONVENTION 2016 Hotel Information The Hilton McLean Tysons Corner, VA (11 th District) Convention Dates: Friday, April 22 Sunday, April 24, 2016 Address: McLean Hilton 7920 Jones Brand Drive McLean, VA (Ask for the Virginia Federation of Republican Women room block) or use link below ROOM RATE INFO: Single/double - $89.00 per day plus taxes and fees. RESERVATION CUT OFF DATE IS MARCH 23, 2016 at 5 PM (for the VFRW room block) HOTEL CHECK IN/CHECK OUT TIMES: CHECK IN 4:00 P.M. CHECK OUT 12:00 P.M. PARKING RATE PER NIGHT: There is plenty of parking available in front and back of hotel Directions: From VA I-495 headed North OR South, take exit 46A (Rte. 123 South, Tysons Corner). At the first traffic light, turn right onto Tysons Boulevard. At the next traffic light, turn right onto Galleria Drive. At the second traffic light, turn right onto Jones Branch Drive. The hotel is the 2nd building on the right hand side. 11

12 VFRW Virginia Federation of Republican Women M E M ORANDUM DATE: FEBRUARY 20, 2016 TO: BOARD OF DIRECTORS, MEMBERS & CLUB PRESIDENTS FROM: RE: VFRW PRESIDENT LINDA BARTLETT CONVENTION REGISTRATION FEES AND PAYMENT (PLEASE READ) NOTICE to VFRW Officers and Voting Board Members: Please mail your registration form and your personal check to the VFRW Treasurer. If your club is paying your registration fees, please submit a club check made out to VFRW Convention 2016 instead of your personal check. Follow the Convention Deadlines as your guide. NOTICE for Non-Voting VFRW Board Members: Please mail your registration form and your personal check to the VFRW Treasurer. You will apply to your own club to be a delegate or an alternate to the convention. Follow the procedure above if your club is paying registration fees for its delegates. The Convention Deadlines should be your guide. NOTICE to Club Presidents: If your club is paying all or part of the registration fees for delegates from your club, you may use the following procedures: Have each member/delegate pay her own registration fee by personal check and have club reimburse her for the amount following her attendance at Convention, OR Have each member/delegate or club treasurer send a check made payable to the VFRW Convention 2016 for the appropriate registration amount. 12

13 VFRW OFFICER VFRW VOTING BOARD 2016 DELEGATE CERTIFICATION All officers and the following voting members of the Board of Directors of the Virginia Federation of Republican Women are each entitled to one vote as a Delegate: Elected Officers State Central Committee Members Former VFRW Presidents District Representatives Chairmen of the following Standing Committees: Bylaws Legislation National Campaign Activities Legislation State Finance Public Relations Historian There will be no proxies or alternates for the voting members of the Board or Officers at convention sessions. Delegate Board Member or Officer Name: Position Address Phone I certify that I will cast my vote as a member of the VFRW VOTING Board at the 2016 VFRW Convention or at any adjourned meeting thereof. (Signature) Send ORIGINAL of this form be received no later than April 8, 2016 to Convention Credentials Chair, Melissa Beaudoin: 6822 Murray Lane, Annandale, VA mmcbeaudoin@gmail.com Send copies to: (1) Convention Registration Chairman Loree Gunn, 1250 S. Washington Street, #706, Alexandria, VA (pistol1250@gmail.com) (2) Convention Co-chair Mikki Terry, 9000 Belvoir Woods Parkway, #209, Fort Belvoir, VA (mikkiterry1234@gmail.com) (3) VFRW President, Linda Bartlett, 4316 Wakefield Dr, Annandale, VA (linda.bartlett@vfrw.org) (4) Dolores Switzer, VFRW Treasurer 7285 Jordantown Road, Vinton, VA (Dolores.switzer@vfrw.org). (5) Retain a copy for your files. *Note: Postmarks are not applicable. Proof can be your dated, certified mail receipt; or an received by the Credentials Chair. 13

14 CLUB DELEGATE CERTIFICATION FORM 2016 VFRW CONVENTION At a regular meeting of the Club, District# of, Virginia held on, 2016, (no later than April 1, 2016,) the following delegates and alternates were elected to represent this club at the 2016 VFRW Convention or at any adjourned meeting thereof to be held at The Hilton McLean Tysons Corner, 7920 Jones Branch Drive, McLean, VA on April 22-24, There shall be no proxy voting or full vote representation (Article XII, Section 4, VFRW Bylaws). A. The voting body of the Convention shall be: 1. Three delegates from each local club for the first ten members plus one delegate for every additional 20 members or major fraction thereof (associate and honorary members do not count for the purpose of determining the number of delegates) 2. Voting members of the Board of Directors. There shall be no proxy or alternate for a member of the Board at Convention meetings. (Article XII, Section 3, A, VFRW Bylaws) NOTE: Please do not elect as a Club Delegate a member who qualifies as a VFRW Voting Board Member. They are automatic delegates to the convention. Receipt DEADLINE: April 8, 2016 DELEGATES (PLEASE PRINT OR TYPE) Name Address Phone # ALTERNATES Name Address Phone # Recording Secretary (Handwritten signature required) 14

15 Send ORIGINAL or FORMS TO: (1) Melissa Beaudoin, VFRW Convention Credentials Chair, 6822 Murray Lane, Annandale, VA or (original with signature) Copies to: (2) Linda Bartlett, VFRW President 4316 Wakefield Drive, Annandale, VA (3) Dolores Switzer, VFRW Treasurer 7285 Jordantown Road, Vinton, VA (4) Mikki Terry, VFRW Convention Co-chair 9000 Belvoir Woods Parkway, #209, Fort Belvoir, VA (5) Keep one for your club files, which you can bring with you to the Convention in case there might be a question. FROM/ TO NUMBER OF MEMBERS NUMBER OF DELEGATES Associate and honorary members do NOT count for the purpose of determining the number of delegates. 15

16 The Virginia Federation of Republican Women CONVENTION 2016: Friday, April 22 thru Sunday, April 24 REGISTRATION FOR VFRW MEMBERS ONLY DEADLINE: Completed form and payment in full must be RECEIVED in hard copy or electronically no later than April 16, 2016 for Delegates and Alternates. Please PRINT or TYPE this form and MARK YOUR SELECTIONS CLEARLY Also note that your Club President will certify Club Delegates and Alternates separately. Last Name of Registrant First Name of Registrant Congressional District Name to be used on Name tag Club Name (No initials, please) Club Title Address City State Zip code Are you a VFRW Officer or Voting Board Member? If so, what is your position? Preferred Phone(s) address $ VFRW MEMBER Full Convention Registration Package INCLUDES Member Registration Fee, Saturday Luncheon and Dinner as well as the Sunday Breakfast and Lunch $ VFRW MEMBER after April 1 INCLUDES Member Registration Fee, Saturday Luncheon and Dinner as well as the Sunday Breakfast and Luncheon. Price Increases to $ on April 12, 2016 and $200 on April 16, AND $60.00 VIP Reception Choice of Entre (circle one) Sirloin Steak and roasted root vegetables Or Seared Salmon and lentil ragout VFRW Members Convention Registration with a la carte Meals Note, there is a $55.00 MANDATORY REGISTRATION FEE required if registering for sessions, break-outs sessions and a la carte meals. $55.00 Mandatory Registration Fee Please Circle Y/N - Do You: Y / N have dietary issues? $50.00 Saturday Luncheon Y / N have food allergies? $ Saturday Banquet Y / N need a vegetarian meal? $ Saturday Banquet & VIP Reception** Y / N need a kosher meal? $40.00 Sunday Breakfast $45.00 Sunday Luncheon SUBTOTAL ($55 Registration Fee plus Selected Meals) $ GRAND TOTAL* If you answered yes to any question, please explain in detail your dietary needs **VFRW Members and Guests ONLY attending Banquet and VIP Reception ($125.00) do NOT have to pay registration fee. 16

17 REGISTRATION FOR VFRW MEMBERS ONLY (Continued) *** MAIL THIS FORM WITH CHECK PAYABLE TO VFRW Convention 2016 and/or provide a copy of your online payment receipt to: Copies to: (1) Dolores Switzer, VFRW Treasurer, 7285 Jordantown Road, Vinton, VA Or to Dolores.switzer@vfrw.org (2) Loree Gunn, Registration Chairman, 1250 S. Washington Street, Apt. 706, Alexandria, VA (Pistol1250@gmail.com) (3) Linda Bartlett, VFRW President, 4316 Wakefield Drive, Annandale, VA (linda.bartlett@vfrw.org) (4) Mikki Terry VFRW Convention Co-Chair, 9000 Belvoir Woods Parkway, #209, Fort Belvoir, VA (mikkiterry1234@gmail.com) (5) Keep one for your club files, which you can bring with you to the Convention in case there might be a question Direct questions to Registrar Loree Gunn at or Pistol1250@gmail.com 17

18 Virginia Federation of Republican Women CONVENTION 2016: Friday, April 22 thru Sunday, April 24 REGISTRATION FOR GUESTS ONLY (Elected officials, spouses, etc.) DEADLINE: Completed forms and payment in full must be RECEIVED either in hard copy and/or electronically no later than April 16, 2016 Please PRINT or TYPE this form and MARK YOUR SELECTIONS CLEARLY Also note that your Club President will certify Club Delegates and Alternates separately Guest of Elected Official (Name) Guest of VFRW Member (Name) Vendor (Name) Last Name of Guest First Name of Guest Congressional District Name to be used on Name tag Club Name (No initials, please) Title Address City State Zip code Home Phone# Cell Phone (if preferred) address $ Guest Full Convention Registration Package. This option INCLUDES Guest Registration Fee, Saturday Luncheon and Dinner, as well as the Sunday Breakfast and Luncheon. Registration by regular mail increases to $185 on April 1. Price Increases to $ on April 12, 2016 and $ on April 16, $ after April 16 INCLUDES Member Registration Fee, Saturday Luncheon and Dinner, as well as the Sunday Breakfast and Luncheon. $60.00 VIP Reception If registering for sessions, break-outs sessions and a la carte Meals, there is a mandatory $55.00 registration fee. $55.00 Mandatory Registration Fee $50.00 Saturday Luncheon $ Saturday Banquet $ Saturday Banquet and VIP Reception ** $40.00 Sunday Breakfast $45.00 Sunday Luncheon SUBTOTAL ($55 Registration Fee plus Selected Meals) $ GRAND TOTAL If you have paid for Saturday banquet, please circle your Choice of Entrée Sirloin Steak and roasted root vegetables Or Seared Salmon and lentil ragout Please Circle Y/N - Do You: Y / N have dietary issues? Y / N have food allergies? Y / N need a vegetarian meal? Y / N need a kosher meal? * If you answered yes to any question, please explain in detail your dietary needs **VFRW Members and Guests ONLY attending Banquet and VIP Reception ($125.00) do NOT have to pay registration fee. 18

19 *** MAIL THIS FORM WITH CHECK PAYABLE TO VFRW Convention 2016 and/or provide a copy of your online payment receipt to: (1) Dolores Switzer, VFRW Treasurer, 7285 Jordantown Road, Vinton, VA Or to Dolores.switzer@vfrw.org Copies to: (2) Loree Gunn, Registration Chairman, 1250 S. Washington Street, Apt. 706, Alexandria, VA (Pistol1250@gmail.com) (3) Linda Bartlett, VFRW President, 4316 Wakefield Drive, Annandale, VA (linda.bartlett@vfrw.org) (4) Mikki Terry VFRW Convention Co-Chair, 9000 Belvoir Woods Parkway, #209, Fort Belvoir, VA (mikkiterry1234@gmail.com) (5) Keep one for your club files, which you can bring with you to the Convention in case there might be a question Direct questions to Registrar Loree Gunn at or Pistol1250@gmail.com 19

20 VFRW Virginia Federation of Republican Women MEMORANDUM DATE: FEBRUARY 20, 2016 TO: VFRW CLUB PRESIDENTS VFRW BOARD OF DIRECTORS FROM: SUBJECT: JENNIFER LEE, CHAIR VFRW NOMINATIONS COMMITTEE NOMINATIONS FOR EXECUTIVE OFFICERS The nominating committee has selected the following nominees to serve on the VFRW Executive Committee, to be elected at the 2016 Convention to be held in McLean, Virginia April 22-24, Newly elected Officers shall take office at the close of the 2016 VFRW Convention and serve for a term of two years. President Ellen Nau First Vice President Mary Franklin Second Vice President Linda Kivi Porter Corresponding Secretary Jean Gannon Recording Secretary - Paula Steiner Treasurer Dolores Switzer According to the VFRW Bylaws, Article X, Section 1 (d): "Nominations may be made from the floor of the VFRW Convention following the report of the Nominating Committee, provided the nominees have given written consent to serve, if elected. Such Nominees shall have written endorsement of their local clubs, such endorsements to be presented to the Nominating Committee by 6:00PM of the day preceding the opening of the Convention, by a delegate from the nominee's local club. The nominee's resume must accompany the local club endorsement." 20

21 VFRW Virginia Federation of Republican Women DATE: FEBRUARY 20, 2016 TO: VFRW BOARD OF DIRECTORS VFRW CLUB PRESIDENTS FROM: RE: LINDA BARTLETT, PRESIDENT ANNUAL REPORTS April 1, 2016 is the deadline for receipt of Annual Reports from all members of the Board of Directors to VFRW Recording Secretary, Linda Kivi Porter,18412 Sydnor Hill Court, Leesburg, VA or Please keep reports to no more than two (2) single-spaced typed pages - one page preferred. Reports should be received from: The Executive Committee State Central Representatives District Representatives Standing Committee Chairs Special Committee Chairs 21

22 VFRW Virginia Federation of Republican Women M E M O R A N D U M DATE: FEBRUARY 20, 2016 TO: VFRW MEMBERS FROM: LINDA BARTLETT, PRESIDENT RE: BYLAWS AMENDMENT PROCESS The deadline for receipt of submission of changes is March 9, 2016 to Chairman Alicia Brittle, 5606 Boynton Place, Richmond, VA (alicia.brittle@vfrw.org) Please use the Amendment Proposal Form in this document or on the VFRW website when submitting a proposed amendment to the VFRW Bylaws. This form is identical to the one used for proposed amendments to the NFRW Bylaws. It must be used for all proposals; one form per proposal, please - electronic format preferred. The Bylaws Committee will review and consider all proposals and take the appropriate action based on the provisions of the VFRW bylaws. The receipt deadline for submission of changes is March 9, 2016 so that we may deliver them to those stipulated in our bylaws by the proscribed date. The Amendment process for VFRW Bylaws is below. VFRW Bylaws Article XIV Amendments, Section 1 "These Bylaws may be amended by a two-thirds vote of the delegates at any VFRW Convention, provided notice of the proposed amendment(s) has been submitted in writing to all members of the Board of Directors and to all local clubs. Further, the proposed changes to the Bylaws shall be received at least thirty (30) days prior to the VFRW Convention at which they are to be voted upon. Such amendments shall become effective upon adjournment of the convention at which they were adopted." Forms should be submitted to: Alicia S. Brittle Chair, VFRW Bylaws Committee 5606 Boynton Place Richmond, VA (H) (E) (gop7va@verizon.net) 22

23 AMENDMENT PROPOSAL FORM Name: Phone: Club: Date: Page # Bylaw Article and Section being addressed (number and current wording): Proposed change: Exact wording of bylaw as proposed: Rationale for proposed change: 23

24 VFRW Virginia Federation of Republican Women GUIDELINES FOR SUBMISSION OF A CONVENTION RESOLUTION A resolution is a main motion, which, because of its importance or its length, is offered in a more formal matter. Any resolutions which are proposed for consideration by the Virginia Federation of Republican Women (VFRW) must be concerned with only matters of state significance, and must be within the scope of the objectives of our Federation. If an individual member has a proposal to submit, she must do so by directing the resolution to her club. Upon receiving the approval by the club, the resolution must then be sent to the proper person at the VFRW. All resolutions must be in proper form; when a club presents a resolution to the State Federation, it should be worded as if the state were ready to vote on the resolution. That is to say, indicate that it is a State Federation resolution. It is important at each level to have documentation of facts and sources of information. A rationale explaining reasons why the Federation should take a stand on the matter must also accompany the resolution. Clubs are required to provide the complete name and address where the Resolution will be sent if it is approved by the VFRW at Convention April 1, 2016, is the deadline for receipt of submission of written proposed resolutions to: (electronic format preferred). Connie Morrissey VFRW Convention Resolutions Chairman 3655 LaHarve Place Woodbridge, VA or via (azizmou2000@yahoo.com) 24

25 VFRW Virginia Federation of Republican Women February 20, 2016 Dear VFRW Friend: The Virginia Federation of Republican Women will host its annual convention at the McLean Hilton in Tysons Corner, 7920 Jones Branch Road, McLean, VA Hundreds of Republican Women from across the Commonwealth will be in attendance and you will personally know and probably will have worked with many of them. During the convention, political workshops will be conducted and prominent speakers have been invited. The Keynote speaker at the Gala Dinner on Saturday evening, April 23, will be North Carolina Senator Thom Tillis, who will be introduced by U. S. Congresswoman Barbara Comstock. In an effort to offset the expenses incurred in hosting such an event, and to enhance the many programs of our successful 63-year history, we are soliciting support from community Republican leaders. As a supporter, individual donors will be listed in the official convention program. Enclosed is a donation form which provides information on the levels of donor participation. Please take a few minutes to complete the form and return it with your check, made payable to the VFRW, to the address listed on the form. To insure that you are listed in the convention program, we must receive the form and your check no later than April 5, Thank you for your support of the ongoing activities of the VFRW. Should you have any questions, please do not hesitate to contact the person listed on the donation form. With kind regards. Sincerely, Linda L Bartlett Linda L Bartlett, President Virginia Federation of Republican Women United in Vision and Values 25

26 VFRW 2016 Convention The Hilton McLean Tysons Corner 7920 Jones Branch Drive McLean, VA Sponsorship Form Yes, I / We support the VFRW Convention to be held at The Hilton McLean Tyson Corner, McLean, VA. April 22-24, Name: Occupation: Employer: Address: Phone: If Club donation, name of Club: Name to appear in program: All contributions over $200 are reportable by law. Contributions are not tax deductible. VFRW Sponsorship Level Diamond $2500 Platinum $1000 Gold $500 Silver $250 Bronze $150 Patron $100 Friend $50 B/W AD in program: _Sold inside front cover $750 Back cover $1,000 1/2 PAGE $300 1/4 PAGE $150 camera ready Please make checks payable to VFRW 2016 Convention and due by April 5, 2016, to: Marie Quinn (Convention Sponsor and Hospitality Suite Coordinator) 1750 ROCKCREST ROAD, BON AIR, VA For questions call Marie Quinn

27 VFRW 2016 Convention The Hilton McLean Tysons Corner 7920 Jones Branch Drive McLean, VA Vendors & Display & Sponsor Form Yes, I / We would like a table for Sales, Display information* at the VFRW Convention to be held at The Hilton McLean Tyson Corner, McLean, VA. April 22-24, Name: Occupation: Employer: Address: Phone: Name of Club: *Description of Display items and Name ( if for a campaign): All contributions over $200 are reportable by law. Contributions are not tax deductible. VFRW Sponsorship Level Diamond $2500 Platinum $1000 Gold $500 Silver $250 Bronze $150 Patron $100 Friend $50 Sales & Display Tables Club Sale table $20 Vendors Sales table $200 Display Only table Please make checks payable to VFRW 2016 Convention and Mail by April 1, 2016, to: Marie Quinn (Convention Sponsor and Hospitality Suite Coordinator) 1750 ROCKCREST ROAD, BON AIR, VA For questions call Marie Quinn