PRESIDENT- KATHI McGRAW

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Every President is responsible for the future of their organizationl

When serving as the president of your club or district, consult with those who served before you and try to identify those who will serve in the future.  What you do and how you lead, should guarantee continued growth and future leadership within the organization.

Are you fully prepared to be the Chief Executive Officer?  Are you excited?

Are you prepared to serve as a member of your District’s Executive Board or the GFWC California Federation of Women’s Club’s Executive Board?

Are the officers with whom you serve, prepared?

All members should read the Club Management section in the GFWC Club Manual.

ALWAYS keep in mind that you must be fair, impartial and honest.  You are responsible to all the members.  Your job requires that you act as facilitator, cheerleader and peacemaker.  Develop the ability to anticipate challenges and work to solve them in concert with the other officers before they become damaging to the organization.</</font>

Early in the Administration, discuss your goals and those of the club or district with the other officers.  Share ideas that will create an exciting, upbeat and busy year of accomplishments.</</font>

• Very important is the continued training and gratification for each of the members and clubs. 
• Keep the organization’s best interest in mind in all things.
• Plan Mini-training Sessions for all members to assure future leadership.
• Share all information and keep ALL members involved. 
• As you preside, demonstrate the proper use of parliamentary procedures and encourage the study by members.
• Read and study the club, district and state bylaws and ask key members to inform themselves so they will be helpful to you and the other members.
  
• Begin now to prepare procedures for the next president and encourage all officers to do the same.  Make note of things you wish had been in the procedure given to you.

Don’t try to serve your club/district alone!  Feel free to ask the:

• First Vice President to prepare the chairmen for successful accomplishments and to keep documentation for reports. 

• Second Vice President to appoint a Membership Committee, set membership goals and plan orientation as well as recruitment events. recruitment events.
• recruitment events.
• Recording Secretary to prepare a list of all Club/District property and important documents including the location of each.  She should also have a complete contact list of all committees, chairmen and members.
• Treasurer or Financial Officers to prepare a list of all financial accounts with balances and maturity dates.
• Corresponding Secretary to send letters regarding new or continuing projects or programs planned to all community or legislative contacts.
• Parliamentarian to prepare a list of items or actions, listed in the Bylaws by the month, to assist in proper agenda preparation.

  All officers and chairmen have a responsibility to work toward harmony and success plus it’s good training for the future of your organization.
  
  

   

1ST VICE PRESIDENT - VALERIE BARNES

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Each administration brings many new project ideas.  The GFWC/CFWC Procedure/Yearbook, working in conjunction with the GFWC Club Manual, offers many new and exciting ideas to stimulate member involvement in new areas in your communities as well as building on established community involvement. 

You are encouraged to call or write each program chairman for ideas or assistance.  Invite them to your club to present project information that will encourage your members.  There is an abundance of information available to you and it’s free for the asking.

You are urged to use the GFWC Club Manual as a resource directory.  It can be copied and distributed to each chairman and district/club member.  Additional copies of either the entire manual or individual program sections are available for purchase from GFWC Headquarters.  Use the Marketplace Order Form found in the Club Manual under Forms or go to www.gfwc.org/marketplace

Please read both the GFWC/CFWC Procedure/Yearbook and GFWC Club Manual carefully and share all the information provided with your members.  Another source of up-to-date information  is the GFWC/CFWC website  

Reminder:
While there is a wealth of information offered in this GFWC/CFWC Procedure/Yearbook and the GFWC Club Manual, no club is expected to do every project listed or to work in all the program areas.  It’s quality, not quantity that counts!

Survey your club for its interests and your community for its needs.  Select projects that meet the needs of both.  The projects you select will reflect your club image within the community; each project can be a promotional and/or membership tool for recruitment.

Reporting:
Review the Reporting Guidelines in the GFWC/CFWC Procedure Yearbook and the GFWC Club Manual.  Observe deadlines, reporting and contest rules.

Dean of Chairmen:
this Dean of Chairmen is available to assist in any way  District and Club Deans and GFWC/CFWC, District and Club Chairmen in their jobs.  It’s easy, JUST ASK when you are in doubt and/or need assistance.

2ND VICE PRESIDENT - CHRIS HERZOG

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The main purpose of the CFWC Membership Team is to help clubs build a successful membership program to ultimately get more members and keep the ones we have.

Hi, I am Chris Herzog, the brand new CFWC 2nd Vice President in charge of membership promotion. It is my pleasure to be working with the four Area Vice Presidents—Lois Fitzhugh, Joyce Opjorden, Toby Kahan, and Sonya Matthies—your membership team.

I don’t plan to reinvent the “Membership Wheel”, but I do want to keep it rolling. Doing a take-off of Alfred Einstein’s famous theory of relativity, E=mc², I came up with this formula M^=ce² to keep our membership rolling forward.
M^=ce²: Membership increase is your club times your energy squared.

Attracting and keeping members requires a large dose of common sense, combined with an understanding of people, a dab of leadership, and the courage to ask. Also needed is a huge amount of praise and some member recognition ideas.

And, yes, recruiting new members is every ones responsibility. Therefore, I challenge all of our CFWC membership to get ONE new member—one new member that is as good a volunteer as you all are—to join your club this year. JUST ONE.

The number one is critical, for, if I asked you to find five members, it would be overwhelming. All I ask is ONE, each of us get JUST ONE volunteer to join a club. Think how easy that is to increase our membership.

I also challenge you to LIGHTEN UP—I don’t mean by losing a few pounds—I mean don’t get caught up in the seriousness of today’s world. Lighten up your attitude, your thinking, lighten up your club environment, laugh, dance in your under ware. I know our organization is over 100 years old but we don’t have to act like it.

Turn off the TV; turn on the stereo, crank up the sound and “shake a tail-feather”—dance, discover yourself! I want to visualize you jiving in the kitchen while doing the dishes. See how good you feel. Then take that good feeling with you to club meeting.

It’s time for a Federation “transformation”. Not “change”, but “transform”. If we want to attract younger, active members, then we need to act that way. Never say can’t; we can, and we will have fun trying. TRANSFORM, think positive for the good of the club.

I hope you will add these terms to your conversations: “M^=ce²” “JUST ONE”
“LIGHTEN UP” and “TRANSFORM”. I look forward to reading about your membership activities that may be inspired by one of these terms. After all, these terms are just another way to outline a membership program: Make a plan (M^=CE²), set a goal (Just One), find a way to do it (Lighten Up), and the outcome (Transform).

By being a coach, a cheerleader, a facilitator, sometimes an entertainer, a leader and definitely a friend, the CFWC membership team is available to help you. Please get acquainted with your Area Vice President and involve her in your club and district activities. Especially make plans to take yourself and a friend to the October CFWC Area Conferences.


RECORDING SECRETARY - SHARON HOOPER

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The Recording Secretary’s primary responsibility is to keep the minutes of the meetings of the organization.  It is important that a true and correct record of all minutes is kept on file, as these records are the history and legal information of the organization.

The Recording Secretary:

• Records and keeps the minutes of all meetings.

• Ensures that the minutes – a permanent record of the club’s activities and decisions – are preserved in an organized and readable form.
• Provides a copy of the minutes to the President, Parliamentarian and any other members specified in the bylaws, within a timely manner (unless specified within the bylaws).
• Calls the meeting to order and presides over the meeting when both the President and Vice President are absent until a temporary chairman is elected.
• Signs legal documents as required.
• Has motion forms and ballot materials available, if needed.
• Performs all other duties as specified in the organization’s bylaws. 

Minutes:
Minutes should be brief, omitting inference or descriptions (no personal comments, complimentary or otherwise).  Record what was done, not said,  listing all business in the order which it was presented.

The form for standard minutes is divided into four parts:

• The first paragraph includes: the kind of meeting (regular or special); name of the organization; date, time and place (if not always the same); presence of President and Secretary or their substitutes; whether minutes of previous meeting were approved as read or corrected.
• The body should have a separate paragraph for each subject matter.
• The last paragraph has the time of adjournment.
• The signature should be that of the Secretary; do not use “Respectfully Submitted.”

When writing motions into the minutes, specify the following: 

• Only the name of the maker of motions, do not include who seconds the motion.
• The final wording of all main motions (with any amendments incorporated) and any motion to reconsider; also whether each was adopted, lost, or temporarily disposed of.
• Generally, motions withdrawn are not recorded.
• All points of order and appeals, noting whether sustained or lost, and giving the chair’s reasons for the ruling should be included.
• Note amendments or revisions to the bylaws accurately with dates of the adoption noted.  If a ballot election takes place, include full report of all votes cast as shown by teller’s report.
• When approved, record date of approval with the Secretary’s initials written below the minutes.

Minutes should be typed.  Wide margins are helpful if you must make a correction.

DIRECTOR OF FINANCE - EDIE SEGER

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FINANCE COMMITTEE:  Director of Finance, Financial Secretary, President, First Vice President

DISTRICT TREASURERS:     Using the white remittance form, send all dues monies and club donations for GFWC/CFWC approved projects to the Financial Secretary, with a duplicate copy sent to the Director of Finance.  Checks are to be made out to GFWC/CFWC and remittance sent by the 15th of each month or more often.

DONATIONS:  For this administration, donations for the following approved projects will be credited to the reserve accounts.  Other charitable donations by clubs are sent directly to the recipients either by the Club or by the District.  Please check the chairmen’s pages for addresses for other projects. All special Music Donations go to the GFWC/CFWC Arts Fund and will be dispersed from there.  Specify which category with the donation (Music Competition, Scholarship, or Literature & Poetry)

• GFWC/CFWC Arts Fund (includes Music competition and Scholarships) G-250

• GFWC/CFWC Foundation Fund  G-251

• Emergency Disaster Fund  G-253
• Jo Windsor Memorial Fund G-254
• Helen Tunkis Memorial Fund G-256
• Women’s History Preservation Fund G-257
• Itinerary Donations G-429

 EXPLANATIONS OF SPECIAL GFWC/CFWC FUNDS:

Caroline Severance Memorial State Endowment Fund is kept invested. Dividends and interest from this Fund is credited to the General Fund and may be used to carry the message of Federation to clubs, by members of the Executive Board for Itinerary, Area Seminars and other of communications.  Donations to the Endowment Fund are always welcome.

The Foundation Fund is kept invested.  Interest from this fund is used to send State Officers and Chairmen to represent the GFWC California Federation of Women’s Clubs at meetings of outside organizations; and to provide services and leadership which are not available from either the General Fund or the Caroline Severance Memorial State Endowment Fund.  Donations are always welcome.

The Helen Tunkis and Jo Windsor Memorial Funds are also used to further the work of the GFWC California Federation of Women’s Clubs.

TREASURER - NORMA HAYOS
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DISTRICT TREASURERS:     Using the white remittance form, send all dues monies and club donations for GFWC/CFWC approved projects to the Financial Secretary, with a duplicate copy sent to the Director of Finance.  Checks are to be made out to GFWC/CFWC and remittance sent by the 15th of each month or more often.

Dues and District Insurance are also included in the Finance Department.  These should first go through the District Treasurer.
  

FINANCIAL SECRETARY - MODY ABULENCIA 

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The Financial Secretary records the minutes of the Finance Committee meeting which is
composed of the CFWC President, CFWC 1st Vice President, Director of Finance, Treasurer, and Financial Secretary. Other primary responsibilities include the receiving of all monies from dues and GFWC/CFWC approved projects from District Financial Officers/Treasurers, and depositing them to a designated bank approved by the Executive Committee. She is responsible for the sending or distribution of Data Blanks and Remittance Dues Statement to District Presidents at the February State Board Meeting. She sends the names of clubs who have not paid their dues by September 15th to their District Presidents, providing copies to the CFWC President, CFWC 1st and 2nd Vice Presidents, and their Area Vice Presidents.
DISTRICT FINANCIAL OFFICERS/TREASURERS: At the CFWC .org website under FORMS, you can print the updated Form for New and/or Late Paying members, and the Form for the GFWC/CFWC approved projects. Checks are to be made to GFWC/CFWC and to be sent with the completed form(s) to this Officer. Other charitable donations by Clubs and Districts are sent directly to the recipients. Please refer to the Chairman’s Procedure page for the respective projects and addresses.



CORRESPONDING SECRETARY - JOAN REED
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The Corresponding Secretary is the club’s link to the community and her correspondence is a reflection of the organization.  She prepares correspondence as directed by the President and Executive Board and performs such duties as listed in the bylaws.  If there is no club procedure
for the office, it is important to establish one.

Outgoing correspondence: 
All correspondence is important and courtesy demands prompt attention.  Type correspondence, using official letterhead that includes the club name and “Member of (name) District, GFWC/CFWC and GFWC”.
When writing to government officials, use the proper address, salutation and closing.
It is important that the content be stated clearly, concisely and effectively.
Informal notes may be typed or handwritten.  These might include invitations or thank you notes.  Invitations should include what, when and where, with specific directions if needed.
Never guess on spelling – use a dictionary or “spell check.”
Review punctuation and capitalization rules.

Incoming correspondence: 
Date correspondence when received.  Prepare a list for the President and Recording Secretary.
When reading correspondence at a meeting, summarize when possible.
Confer with the President regarding the correspondence that is to be read.  Remove letters from envelopes and underline or highlight the portions to be read.  Tell the name of the sender and to whom the correspondence was sent before reading the letter.

Files: 
Keep a file of incoming and outgoing correspondence.
Check with the President before discarding any letters or documents.

Organization: 
Keep your materials organized so that another person can easily take over the position, if necessary.  Make sure that copies are clear and readable.
Keep a record of expenses.  This is helpful for preparing budgets and assists the incoming secretary in knowing what was actually spent to do the job properly.

Resources: 
Any current edition on business writing and business English.
A current dictionary and a Thesaurus.
The current GFWC/CFWC Procedure/Yearbook, GFWC Club Manual and/or District and/or Club Yearbooks.
 
 

PARLIAMENTARIAN - ERNA KRAEMER    
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