Revised 03/13

Chapter

Under

Construction

Revised 03/13

TABLE OF CONTENTS

1. WE WANT TO BE A CHAPTER...WHAT DO WE DO NOW?

2. PRE-ORGANIZATIONAL MEETING

3. ORGANIZATIONAL MEETING

4. CHARTERING MEETING

5. WHAT ELSE DO WE NEED TO KNOW?

6. CHAPTER FINANCES

7. MEMBERSHIP RECRUITING

8. GLOSSARY OF TERMS

9. APPENDIX

¥ SAMPLE PRE-ORGANIZATIONAL PRESS RELEASE

¥ CHAPTER BYLAWS/STANDING RULES GUIDELINES

¥ SAMPLE CHAPTER STANDING RULES

¥ MEMBERSHIP GUIDELINES

¥ SAMPLE BUSINESS CONTACT LETTER

¥ MEMBERSHIP FLYER & POSTCARD

¥ ORGANIZATION & EXTENSION COMMITTEE GUIDELINES

¥ NAWIC ORGANIZATIONAL CHART

¥ SAMPLE ORGANIZATIONAL MEETING MINUTES

¥ CHAPTER STANDING COMMITTEES

¥ CHAPTER BOARD MEETING AGENDA

¥ CHAPTER MEMBERSHIP MEETING AGENDA

¥ STATEMENT OF CHARTERING EXPENSES

¥ RED ROSE RECRUITER GUIDELINES

Revised 03/13

We want to be a chapter…

What Do We Do Now?

Revised 03/13

We Want To Be a Chapter!! What Do We Do Now?

Congratulations!

You have taken the first step to becoming a new chapter of the National Association of Women in

Construction (NAWIC). You have decided that you, and other women in your area in the field of

construction, are ready to take advantage of opportunities available in an association that has enhanced

the success of its members for over 50 years.

This handbook is designed to give you an overview on organizing a chapter in your area, the necessary

documents and guidelines for a new chapter, and helpful tips on member- ship growth. As you go

through this process, remember that NAWIC members are ready, willing and able to help you succeed.

Don’t hesitate to contact your NAWIC Director or a staff member at the NAWIC Office.

A few items to keep in mind:

• You will need a minimum of 25 members to charter a chapter (the more charter members you have,

the greater your success as a chapter). At least 75% must be voting members.

• You will need to schedule a pre-organizational meeting and a subsequent organizational meeting

(details in later chapters)

• Determine the area your chapter will serve; the area your members will come from (territory)

• Review the NAWIC Bylaws and Standing Rules (included in later chapters)

Member enthusiasm is the key to a healthy and growing chapter. We have included a separate chapter

with membership meeting flyers, tips for recruitment and keeping your members engaged.

As you move forward, our national staff and leadership are available to help your chapter thrive. Keep a

contact list close at hand…you are not on your own.

Again, congratulations and welcome to NAWIC!!

Revised 03/13

Pre-Organizational

Meeting

Revised 03/13

Pre-Organizational Meeting

You are ready to embark on a fabulous adventure! Here are three (3) steps to help you during the pre-organizational planning and meeting:

Step One

• Create your pre-organizational planning committee

- NAWIC Director (contact the NAWIC Office for this information)

- Sponsoring chapter(s) (if none available, contact the NAWIC Office)

- Women in the construction industry in the area being organized

• Designate a committee chair and appoint a secretary to take minutes

• Schedule a meeting or conference call to:

- Set goals and assign tasks

• Compile a contact list of companies and related businesses in the area (Hint: Include men because they undoubtedly work with the women we are trying to reach)

• Obtain business addresses, owner’s names, e-mail addresses, phone numbers (multiple names in each company increases our marketing potential)

- Blue Book

- Associated Builders and Contractors (ABC)

- Construction Financial Management Association (CFMA)

- Association of General Contractors (AGC)

- Other local construction associations

• Make phone calls during this time and speak to as many potential members as possible.

• Those that are interested may even like to join the planning committee and help with obtaining even more contacts.

Whew! This may sound like a lot of work, but these contacts will prove to be very valuable to a new chapter.

Step Two

• Set the date for your first pre-organizational meeting(s)

- Plan far enough in advance to send out letters, advertise and take reservations

- Select a professional atmosphere (a public library space, a company boardroom, a contractor’s training room, or a hotel)

Revised 03/13

- Consider having two meetings on one day; perhaps a lunch meeting and an after work meeting in order to reach as many people as possible

- Provide box lunches, catered lunch, or hors d’oeuvres and soft drinks

• Compose the contact letter and meeting flyer to promote the upcoming meeting

- Remember to invite business owners as well as potential members

- Obtain membership value brochures from the NAWIC office to send with contact letters

- Work with a local plan reproduction/distribution company to see if they will help by enclosing one of your flyers in their deliveries

- Ask for reservations to help with planning space and food.

• Advertise the meeting in local newspapers, publications, trade magazines, etc. Public Service announcements are free.

• Work with other construction industry organizations in the area so they can also promote the event.

• Invite sponsoring chapter(s), other chapters in the region, and the national Board of

Directors; having support from other members is very beneficial.

The national NAWIC budget includes some funds for chapter chartering. The funds are available after chartering. Your NAWIC Director can provide the amount available for the current year and how to obtain reimbursement. (See “What Else Do We Need to Know?’ item #4, Chartering Expenses.) The sponsoring chapter(s) may help with money from their chapter budget and/or there may be a regional fund set aside for this purpose. Seek sponsors that could provide food and beverages, cover printing costs and travel expenses or donate mailing services. Construction companies, suppliers, related businesses, and other associations are all good sources for sponsorships.

Step Three

The day of the Pre-Organizational meeting has arrived!

• Greet attendees and thank them for their interest in NAWIC

• Provide name badges (pre-printed from your reservation list)

• Provide a sign in list or book; ask for name, company name, address, phone, and email so that you can follow up after this meeting.

• Start the meeting on time and follow an agenda

- Consider self-introductions stating name, company, and position held in the company if the number attending allows. May not work in a large group.

- Introduce any special guests ~ NAWIC Director, NAWIC Board Members, key sponsors, sponsoring chapter, etc.

Revised 03/13

- The agenda should present a brief history of NAWIC and cover the various facets of our Association including the core purpose, educational opportunities, and required standing committees

- Review membership requirements and dues structure

- Allow time for questions to be answered

- Involve several people in presenting the agenda

- Have a supply of membership applications and other informational flyers available

- Encourage each prospective member in attendance to take extra applications and give to other qualified, prospective members

- Emphasize that twenty-five (25) members are required to charter a new chapter and an even greater number is desirable. At least 75% must be voting members.

- Keep adding names to your contact list!

• If twenty (20) prospective members are present, elect a temporary chairman and a temporary secretary

- These two members will work with the sponsoring chapter(s), regional Director and organizing committee in preparing for the Organizational Meeting

• If attendance is low and less than 20 prospective members are present you can still encourage those women to help share the enthusiasm about NAWIC with others

- Set a date for another informational meeting and provide everyone with the tools they need to promote the formation of a new chapter

- Again, encourage each prospective member in attendance to take extra applications and give to other qualified, prospective members

- Keep adding names to your contact list!

- It may take several meetings to obtain the numbers, so don’t despair!

Note: if a current NAWIC member desires to become a charter member of a new chapter, she must resign her membership in the existing chapter and fill out a new membership application for the proposed chapter. No payment of NAWIC dues will be required until the beginning of the next fiscal year. Any member who follows this procedure and becomes a charter member of a new chapter shall not lose tenure.

• Set a date for the Organizational Meeting

- Promote in the same manner as the Pre-Organizational meeting

- Encourage women interested in joining to fill out application forms and bring payment to this meeting

Revised 03/13

Organizational

Meeting

Revised 03/13

Organizational Meeting

Now this is the real thing. At the Organizational meeting you should again follow an agenda.

• The presiding officer is the temporary chair that was elected at the Pre-Organizational meeting

• Minutes of this meeting are required and will be the responsibility of the temporary secretary (see sample)

• A brief overview of NAWIC can be given by either the NAWIC Director or sponsoring chapter(s) members

• With at least 25 potential members committed to joining (75% voting members), the business portion of the meeting can take place and include the following:

- Adopt both the NAWIC and Affiliated Chapter Bylaws

- Adopt Chapter Standing Rules to establish the amount of chapter dues, monthly meeting date, and if an initiation fee will be charged. If the offices of President- Elect and/or Corresponding Secretary will be held, or if more than two (2) Directors will be elected, the Standing Rules must state this also (see samples)

- In accordance with the NAWIC Bylaws, elect a President, Vice President, Recording Secretary, Treasurer, and not less than two Directors (see election procedures)

- Additional Directors, President-Elect and Corresponding Secretary may also be elected as per adopted Chapter Standing Rules

• Decide upon the territorial limits and a chapter name (to be approved by the NAWIC President)

- Where feasible, the name should be the same as the principal city. If the new chapter borders on two (2) NAWIC Regions, it is the chapter’s choice what region they will charter with. (It is suggested that the new chapter not use ‘Greater’ in its name.)

• Select a tentative chartering date six to eight weeks out, to be approved by the NAWIC President

- This time frame is necessary to process the required papers and arrange for a NAWIC representative to be present

- The chartering banquet must be held no later than ninety (90) days after the Organizational Meeting

- No chartering dates shall occur fifteen (15) days prior to or fifteen (15) days after the close of the NAWIC Annual Meeting.

• Ask for volunteers to serve on the required standing committees (see list of committees included)

- The Programs, Education & Projects (PEP) Committee should start lining up speakers for monthly chapter meetings as soon as possible.

- The newly organized chapter is encouraged to decide on a location for the next monthly chapter

meeting (date as established by adopted Chapter Standing Rules) and hold that meeting even if it

is before the official chartering.

Revised 03/13

- Gather the applications of the twenty-five (25) minimum members (75% must be voting

members) with applicable payment; copy of organizational minutes; copy of standing rules,

request for chapter name and proposed chartering dates and send them to the NAWIC office for

processing and appropriate approval of chapter name and chartering date and appointment of

chartering officer.

The NAWIC Director and sponsoring chapter(s) should continue to communicate and attend meetings of

the newly chartered chapter. The support and information they can provide will further strengthen the

vitality of the group. They should:

• Provide samples of newsletters, budgets, and speakers

• Introduce new members to the NAWIC office staff and let them know about their support

• Be sure that the new chapter officers and committee chairs obtain handbooks and can access the

NAWIC website for information.

The newly chartered chapter should be able to ask for guidance without hesitation. They are now part of

a whole network of women in the construction industry that can help enhance their success!

Revised 03/13

Chartering

Meeting

Revised 03/13

CONGRATULATIONS!!! This is the big night!

The Chartering ceremony will be the first introduction to NAWIC for many in attendance, including industry employers. It is important that the best possible first impression be made.

The following may prove helpful:

The room should be large enough to allow ample space to move about during the social hour.

Name Tags should be provided for all in attendance and guest book provided. Use different colored name tags for the chartering members.

Be sure to greet everyone and enjoy your accomplishments.

Your Chapter name has been approved, you have received the chartering kit from the NAWIC Officer, your invitations have been sent out, RSVP’s have been received, you have been in communication with the NAWIC Director and NAWIC Chartering Officer and you are ready to go.

A couple of things to remember:

Coordinate with the NAWIC Director on your choice of the installation ceremony;

Make certain that as many of the chartering members as possible are in attendance;

Remember to bring the Charter to the meeting;

Have your agenda printed;

Have someone at the door with the RSVP list checking people in;

Have fun.

A sample agenda and sample Chartering Officer Ceremony is attached for your use.

Revised 03/13

SAMPLE

National Association of Women in Construction

Chapter #

Chapter Chartering

Installation of Officers and Directors

Date:

AGENDA

Call to Order Sponsoring Chapter President

Inspiration and Pledges

Welcome Sponsoring Chapter President

Dinner

Chapter Chartering Ceremony NAWIC Chartering Officer

Installation of Officers and Directors Region Director

Gavel Presentation Sponsoring Chapter President

President’s Report President, Chapter #

Adjourn

Revised 03/13

SAMPLE

Chartering Officer Ceremony

Many years ago, 15 women working in the construction industry were looking for a way to bring other women working in the industry together and provide a support system in this male dominated industry. On September 11, 1953, the Women in Construction of Fort Worth was chartered.

These women had the foresight to create an atmosphere where they could network and support each other professionally as well as personally. The support provided by the other women in construction, or WIC’s, gave these women the additional confidence to reach for and achieve their goals. In the words of Alice Ashley, a founding member, “We were women with electricity in our veins, cement dust on our shoes, sawdust on our minds..... busy, busy, busy filthy things.”

In the first year of WIC’s existence, it raised over $2,700 to donate to the Foundation for

Visually Handicapped Children, which was quite a bit of money in those days.

Having the foresight to realize the value of “more,” these ladies wanted to expand their network beyond Fort Worth. Since the “charter” did not allow the ability to organize other Chapters, the Women of Construction of Fort Worth amended their charter to incorporate other chapters in Texas and throughout the nation.

On May 17, 1955 they became the National Association of Women in Construction - NA- WIC. The underlying value of NAWIC has not changed much over the years — providing women in the industry with a support system and networking. However, the support system has been enhanced by providing construction education, leadership training and mentoring to provide women in the construction industry with the knowledge, leadership skills and confidence to achieve their goals.

The value of NAWIC spread and chapters began forming throughout the United States, including Hawaii and Alaska and NAWIC’s values even became known internationally. In 1996, NAWIC’s signed its first International Affiliate Agreement with NAWIC-Australia. Today, we have affiliate agreements with New Zealand, South Africa, the United Kingdom, and Canada.

True pioneers and forward thinkers, NAWIC realized that it needed to think of and provide for the future and, in 1961, the Past National Presidents created the NAWIC Founders Scholarship Foundation to award scholarships to students pursuing construction-related studies and in 1972 founded the NAWIC Education Foundation, a 501(c)(3) educational non-profit, to develop construction related programs to enrich the minds of children as well as adults.

NAWIC’s Mission is:

To enhance the success of Women in the Construction Industry.

Revised 03/13

NAWIC’s Objectives are:

To unite for the mutual benefit of the women who are actively employed in the various phases of the

construction industry,

To promote cooperation, fellowship and a better understanding among members of the Association,

To promote education and contribute to the betterment of the construction industry,

To encourage women to pursue and establish careers in the construction industry, and,

To provide members an awareness of the legislative process and legislation as it relates to the construction

industry.

NAWIC, an international 501 (c) (6) not for profit business league, today has 4000 members and tonight we charter its # chapter. Chartering a NAWIC chapter in and surrounding communities is a forward movement of the construction industry. NAWIC members are in all phases of construction including tradeswomen, owners, project managers, architects, engineers, bookkeepers, bankers, and insurance and bonding agents. NAWIC provides leadership training and professional education to women in construction to increase their overall knowledge of the industry while providing value to their employers. In addition, the networking opportunities provide a reliable resource, increase marketing and business opportunities and benefit the construction businesses for which these women work.

, will you please name the chartering members and have them come forward for the signing of the charter?

Ladies and gentleman, you have witnessed the formal signing of the charter of the Chapter # of NAWIC. As you can see from the many ladies who are the chartering members of this chapter, the various phases of construction are represented. Ladies, I know you will continue the NAWIC Founders’ purpose of providing a support network for women employed in the construction industry by providing professional programs, educational opportunities, leadership training, mentoring, and community service. NAWIC has received the request for charter, the required documentation, and the applications of the chartering members. The chapter name of has been approved. As an Officer of the National Association of Women in Construction and the Chartering Officer, I declare the Chapter # of NAWIC duly chartered. Congratulations.

NAWIC Director , the Director of Region in which this chapter resides, will now install the Officers of the Chapter # of the National Association of Women in Construction.

Revised 03/13

What Else Do We

Need to Know?

Revised 03/13

What Else Do We Need to Know?

1. When permission to charter a new chapter is granted by the NAWIC Exec. Vice President or Board of Directors (chapter relinquished less than 5 years), the NAWIC Office will provide the sponsoring chapter the following:

Current NAWIC Manual (if needed)

Chapter “Under Construction” Manual

Membership Applications

Value Brochures

The NAWIC IMAGE (as supply is available)

Stationary

2. Communication is key. The following people should be included in all correspondence regarding the chartering of a new chapter:

NAWIC President

Executive Vice President in the NAWIC Office

NAWIC Director

Sponsoring Chapter President

National and Region Membership Chairs

National and Region PR/Marketing Chairs

NOTE: NAWIC Officers, Directors, and Committee Chairs could change during the time frame of chartering a new chapter. Should this happen, make sure the incoming Officers, Director and Committee Chairs are included in all correspondence.

3. Once a date has been set for the chartering, the NAWIC Office will provide these items to the chartering chapter president:

President’s Pin

Gavel

NAWIC Manual

Official Charter and Seal

Officer Handbooks

Committee Handbooks

4. Chartering Expenses

NAWIC will pay travel expenses, banquet dinner cost, and lodging, in the city where the new chapter is located, for the NAWIC Director and appointed NAWIC Officer. Each shall pay her own expenses and submit a bill to the NAWIC Office for reimbursement. The reimbursement limit is set annually in the NAWIC budget.

Sponsoring Chapter: One hundred percent (100%) of documented expenses, not to exceed the reimbursement limit determined annually by the NAWIC Board of Directors, will be paid on the following basis:

Reimbursement for travel, room (if overnight stay is necessary) and dinner expenses, for two (2) members of the sponsoring chapter, at the pre-organizational and organizational meetings, as well as the chartering

Revised 03/13

Telephone, postage and cost of reproducing materials

Invitations to the chartering, if used

Parking, tolls, and current IRS mileage allowance if automobile transportation is used, at the pre organizational and organizational meetings and the chartering. Not to exceed six (6) round trips.

Other costs associated with the chartering, with the exception of gifts which are not reimbursable

The sponsoring chapter shall submit the Statement of Expense (found in this book) and appropriate invoices to the NAWIC Office, no later than forty-five (45) days after date of chartering. Payment will be provided after review of the invoices and within the budgeted amount.

The chartering chapter will receive a seed money check from the NAWIC Office compliments of the NAWIC Board of Directors. The amount is determined by the current NAWIC budget.

Any cost for a chartering reception is not reimbursable and should be included in the price of the banquet ticket.

5. AFTER CHARTERING, THE SPONSORING CHAPTER SHALL

See that a copy of the Official Charter is mailed to the NAWIC Office

Work closely with the new chapter to ensure its success. Assist members in setting up a budget, establishing design and format of a newsletter, getting speakers, initiating ways & means ideas, beginning a chapter roster, etc. It is recommended that monthly phone calls be made to answer any questions they may have, as well as to see how the new chapter is functioning.

Continue to solicit new members.

Offer your assistance to the new Board of Directors, explaining their duties and responsibilities as officers and directors.

Invite members from the new chapter to attend your chapter and Board meetings.

Encourage new chapter members to attend conference(s). Explain the usual format, proper attire, time schedule, etc. Advise them of all upcoming regional and national events, i.e., conferences, Annual Regional Forum, Annual Meeting, etc.

At the Annual Meeting, see that the new chapter president is aware of the Presidents’ Workshop that she should attend. Encourage her and other chapter members to attend the First Timers Orientation.

6. AFTER CHARTERING, THE NEW CHAPTER SHALL

Send a copy of the chapter newsletter to the NAWIC Director, NAWIC President, NAWIC Exec. Vice

President and to each chapter president within your region.

For the first year only, it is recommended that copies of Regular Meeting Minutes and the monthly

Board of Directors’ Meeting be sent to the NAWIC Director.

7. AFTER CHARTERING, THE NAWIC DIRECTOR SHALL

Submit an expense statement for chartering travel, lodging and banquet dinner to the NAWIC Office

If possible (and affordable), meet with the sponsoring chapter and new chapter for informal “rap sessions”

three (3) month and six (6) months after the chartering date.

After the first NAWIC year, attend at least one (1) general meeting of the new chapter for not less than two (2) years; preferably at a meeting when the sponsoring chapter is not also in attendance. Reimbursement for travel expenses for these trips requires prior approval from the NAWIC President.

Revised 03/13

Chapter

Finances

Revised 03/13

THE CHAPTER BUDGET

A Chapter Budget is essential as it states what the chapter wants to achieve and the means by which it will be achieved. The first year of a new chapter, the Budget Committee should consist of the President, the Treasurer and one Director. For years following, the Budget Committee should consist of the incoming and outgoing Treasurer(s) and the incoming President. It is a good idea to include the outgoing President for her expertise.

BE REALISTIC. What will your renewal membership be? How many new members do you hope to recruit this year? Are surplus funds earmarked for specific purposes? If your Chapter designated $500 from last year’s surplus to send delegates to Convention, that amount would show in your budget in the “Income” portion and as Convention expense

$500 in the “Expense” portion. If there was no designated source of surplus funds, they should not be listed on this year’s budget, but would remain in a General Fund until such time as a determination was made as to how the money will be spent. Utilize a budget work sheet so you have a permanent record of how the budget was derived and have answers at your fingertips during the Board approval or member review process (es). CONTRARY to what you have heard, the Internal Revenue Service does not say you cannot accumulate Reserve funds as a non-profit organization, for furtherance of our goals or to provide educational benefits for members etc.

Consider any special circumstances that may affect expenditures during the current year. Check with the incoming President for any special projects she has planned for the year such as membership recruitment, special classes, etc., that will require funding. Contact airlines for realistic air fares for Forum, Annual Planning Conference and Annual Meeting and Educational Conference expenses.

In preparing the budget, make certain that you budget funds for the following remembering that each Chapter is different and may have other committees and expenses than those mentioned here and shown in the sample budget listed in this handbook.

1. Director’s expense if you plan for her to visit your chapter. If your region has a director’s fund, and/or regional fund, don’t forget to budget your chapter’s contribution.

2. Convention expense for your delegates. Chapters are expected by our Bylaws to be represented at Convention. Many chapters budget a specific amount for the President and delegates to attend.

3. Administrative expense for the chapter such as postage and stationery.

4. The Membership Committee should allow for inviting guests, membership promotion drives and literature. This is one area that is very important to your chapter’s future. Please provide them ample funds.

5. The Programs, Education and Projects (PEP) Committee should have funds to pay for speakers’ dinners and special programs, films, etc.

6. The Bulletin/Newsletter should allow for printing and postage.

Revised 03/13

The following committees are examples of committees that require no budget but often have a special project to support them or are self-supporting; i.e., their expenses are deducted from the income of the project: Construction Industry, Ways and Means, Executive/Industry Appreciation, and Scholarship. Special events require certificates of insurance. Certain special events are assessed a premium, which is the chapter’s responsibility. Please refer to the insurance specifications for details on what types of events will incur fees. These specifications are available from the National Office, and are available at nawic.org.

Don’t forget to budget for any NAWIC pins (Past President) given at the end of the year or that may be needed for installation.

The difference between dues income and miscellaneous income and expenses is the amount that will have to be raised by special projects or come from the surplus fund account.

Review your budget at mid-year to determine if any adjustments are necessary.

With the final Treasurer’s Report for the year, submit a report listing any recommendations that should be made on financial matters of the chapter or any comments on expenditures. For instance, if your chapter has consistently run over budget, perhaps the dues structures should be changed. This way, your recommendations become a part of the chapter’s permanent records.

Prepare a year-end Financial Statement for the Chapter and if you have any designated funds they would appear as a separate line item; i.e., RESTRICTED FUNDS: Director’s Fund and/or Regional Fund Contribution $500.

Work closely with the new Treasurer if she desires your help. Communication is the key to a successful transition.

Revised 03/13

INCOME PRIOR YEAR PROPOSED

Dues: (Chapter dues only) $ __________ $6,000.00

Renewals: Active 50 @ $100.00 = $5,000.00

New: Active 10 @ $100.00 = $1,000.00

Ways & Means: $ __________ $1,500.00

Blueprint Reading = $875.00

Construction Law Workshop = $400.00

Yard Sale = $150.00

Holiday Fundraiser (note 3) = $175.00

Construction Project: $ __________ $600.00

Contributions: $ __________ $500.00

Interest: $ __________ $50.00

Miscellaneous: $ __________ $50.00

TOTAL INCOME $ __________ $8,700.00

EXPENSES

Bulletin / Newsletter: $ __________ $700.00

Typesetting / Printing = $500.00

Postage (12 issues) (note 1) = $200.00

Convention: $ __________ $1,000.00

2 Officers =$1,000.00

Forum: $ __________ $1,200.00

Delegate(s) Registration =$600.00

Travel & Expenses =$600.00

Planning Conference: $ __________ $750.00

Registration(s) =$300.00

Travel & Expenses =$450.00

Programs, Education and Projects (Speakers) $ __________ $1,500.00

Construction / Community Project: $ __________ $600.00

Membership Promotion: $ __________ $400.00

Membership Networking - NAWIC Social =$225.00

Registration - local trade show =$50.00

Postage / Phone Calls (note 1) =$125.00

SAMPLE BUDGET WORKSHEET

Revised 03/13

• • • • •

.....NOTES.....

1. When preparing a budget it is suggested you use a budget worksheet and make notations as to why

adjustments from the previous year(s) were made. The worksheet should become a part of your financial

records for that year.

2. Figure all budgets realistically. If you find you have more expenses than you do projected income, cut your

budget. Delete a planned expenditure or reduce several expenditures by a proportionate amount.

3. Your “prior year” figures should reflect actual totals from the previous year.

EXPENSES: PRIOR YEAR PROPOSED

NAWIC Director (Guest) visit: (note 2) $ __________ $250.00

Committee Expense: (note 1) $ __________ $150.00

General Administrative: (note 1) $ __________ $75.00

NAWIC Education Foundation: $ __________ $50.00

NAWIC Founders Scholarship Foundation: $ __________ $50.00

Hospitality: $ __________ $50.00

Miscellaneous: $ __________ $50.00

Chapter Scholarship: $ __________ $1,875.00

TOTAL EXPENSES $ __________ $8,700.00

Notes:

1. Adjust for increase in postage

2. Adjust for further distance for travel for Director

3. Adjust for over-projection last year

SAMPLE BUDGET WORKSHEET

(continued)

Revised 03/13

SAMPLE BUDGET

INCOME

Chapter Dues – 60 @ $100 $ 6,000.00

Ways & Means 1,500.00

Construction Project 600.00

Contributions 500.00

Interest 50.00

Miscellaneous 50.00

TOTAL INCOME $ 8,700.00

EXPENSES

Bulletin / Newsletter 700.00

Convention 1,000.00

Forum 1,200.00

Planning Conference 750.00

NAWIC Director / Guest 250.00

Programs, Education and Projects 2,100.00

Membership Promotion 400.00

Committee Expense 150.00

Stationary / Postage / General Administrative 25.00

NAWIC Education Foundation 50.00

NAWIC Founders Scholarship Foundation 50.00

Hospitality 75.00

Miscellaneous 50.00

Chapter Scholarship 1,875.00

TOTAL EXPENSES $8,700.00

Revised 03/13

.....NOTES..... 1. Convention, Forum and Planning Conference should be high on your list of priorities for inclusion in chapter

budgets. 2. Consider allowing something or a visit to your chapter by the Director or other NAWIC Officer, as a guest. 3. Programs, Education and Projects - includes speakers fees in addition to your community projects. Without

interesting programs/projects you can’t hope to retain and/or attract new members. 4. A chapter bulletin, even a brief one, will help to keep those members unable to attend a meeting fully

informed. Everyone wants to feel wanted (and missed). 5. Committee expenses, general administrative expenses and hospitality are often not “big ticket” items, as

many members (or member firms) absorb the expense for phone calls or postage. Be sure to include something for these items in your budget. All members may not be in a position to absorb their expenses and you certainly don’t want to exclude a talented member from participation - just because she knows that everyone else absorbs and she can’t - so she better not volunteer.

6. Membership Promotion should be among your largest line items. (Note this sample budget lists it individually

rather than with all other committees.) 7. Dues structure should be covering the operating/general administrative expenses such as the following

examples: Phone Postage Post office box Chapter Website Storage Unit Newsletter Happiness/Cheer Insurance (D&O and/or other liability insurance necessary)

Revised 03/13

SAMPLE BUDGET ANALYSIS (Midyear)

NATIONAL ASSOCIATION OF WOMEN IN CONSTRUCTION CHAPTER # BUDGET ANALYSIS: OCTOBER, 20 THROUGH MARCH, 20 ACCT# DESCRIPTION BUDGET ACTUAL BALANCE INCOME:

301 Dues 6,000.00 5,500.00 500.00

315 Ways & Means 1,500.00 -0- 1,500.00 317 Construction Project 600.00 600.00 -0- 319 Contributions 500.00 250.00 250.00 320 Interest 50.00 30.00 20.00 321 Miscellaneous 50.00 -0- 50.00

TOTAL INCOME 8,700.00 6,380.00 2,320.00

EXPENSES:

405 NAWIC Education Foundation 50.00 50.00 -0-

406 NFSF 50.00 50.00 -0- 410 Bulletin 650.00 400.00 250.00 420 Hospitality 75.00 20.00 55.00 426 Convention 1000.00 -0- 1000.00 430 Forum 1200.00 -0- 1200.00 435 Scholarship 1875.00 -0- 1875.00 440 Programs, Education,& Projects 1500.00 800.00 700.00

450 Membership Promotion 400.00 300.00 100.00 455 National Guests 250.00 100.00 150.00 465 Construction Project 600.00 600.00 -0- 470 Planning Conference 750.00 750.00 -0- 475 Committee Expense 150.00 75.00 75.00 480 Stationery, etc. 100.00 48.00 52.00 490 Miscellaneous 50.00 10.00 40.00

TOTAL EXPENSES

8,700.00

3203.00

5,497.00

Revised 03/13

SAMPLE CHAPTER TREASURER’S REPORT NATIONAL ASSOCIATION OF WOMEN IN CONSTRUCTION CHAPTER #

TREASURER’S REPORT PERIOD ENDING Preceding Month’s Balance Checking Account $1,780.42 Savings Account 525.00 Total $2,305.42 RECEIPTS Dinner Meeting

485.00 $ 485.00 Dues 100.00

Contributions 25.00 Interest 7.50 Ways & Means 430.00

Total $1,047.50 EXPENSES Dinner Meeting

470.00 $ 470.00 Dues 75.00

Newsletter 31.25 Ways & Means 215.00 Postage - General 29.00 Hospitality 6.50

Total

$ 826.75

Balance Period Ending Checking Account

$1,993.67

Savings Account 532.50 Total $2,516.17

Respectfully submitted: Treasurer

Date

Distribute copies to: Chapter President, Chapter Secretary, Chapter Treasurer File and All CHAPTER MEMBERS ONLY. Financial information is provided to chapter members only. Reports should be distributed at board meeting and available upon request at regular monthly meetings and should not be printed in chapter bulletin or newsletter.

Revised 03/13

NATIONAL ASSOCIATION OF WOMEN IN CONSTRUCTION _________________________ CHAPTER # _____

BALANCE SHEET

FOR THE THREE MONTHS ENDED ________________________

ASSETS Cash on Hand: $5,027.00

Checking $3,277.00 Savings $1,500.00 Scholarship $ 250.00

Inventory $ 200.00

TOTAL ASSETS $ 5,227.00 LIABILITIES AND FUND BALANCE Liabilities:

Dues Payable $ 250.00

Fund Balance:

Beginning of Year $2,700.00 Current Period 2,277.00 4,977.00 TOTAL LIABILITIES AND FUND BALANCE $5,227.00

Revised 03/13

INCOME

Dues 5,538.00$

Ways & Means 550.00$

Construction Project 350.00$

Gifts 50.00$

Contributions 50.00$

Interest 26.00$

GROSS INCOME 6,564.00$

EXPENSES

Bulletin / Newsletter

Annual Planning Conference

Programs, Education & Projects (PEP)

Membership Promotion

Hospitality

NAWIC Directory / Guest

Construction Project

Committee Expense

Office Expense

TOTAL EXPENSES $2,400.00

NET INCOME $4,164.00

NATIONAL ASSOCIATION OF WOMEN IN CONSTRUCTION

_________________________ Chapter # _____

INCOME STATEMENT

FOR THE THREE MONTHS ENDED ____________________

Revised 03/13

RECOMMENDED AUDIT PROCEDURES FOR AUDIT COMMITTEE The audit of a Chapter's accounting records must be held annually at a minimum (a chapter could elect to do it more often). The outgoing Treasurer is responsible for bringing to be audited all bookkeeping records including check register, invoices and reimbursement vouchers, deposit details, monthly detail general ledgers or detail spread sheets and summary of accounts, monthly financial statements, reconciled bank statements and budget vs. actual reports. If there is a petty cash fund, it should also be brought to the audit. The Audit Committee shall be composed of at least 2 members (it is better to have 3 members) appointed by the Chapter President. The Audit Committee will perform the following steps: 1. Using the check register, one check for each month will be chosen at random.

a. The copy of the canceled check will be traced to the bank statement and the payee and amount will be verified against the Check Register. b. Verify that the payee and endorsement are consistent. c. Review the invoice or reimbursement voucher supporting the payment, verify the payee, assure that all appropriate receipts are attached and that the item is marked paid with the correct check number. d. Verify that the check has been properly expensed in the general ledger or summary of accounts.

2. Using the General Ledger or summary of accounts, one cash receipt for each month will be chosen at random.

a. The deposit detail will be reviewed for the correct amount and compared to the bank statement. b. Verify that the voucher is appropriately detailed. c. Verify that the income has been properly recorded in the general ledger or summary of accounts.

3. Two bank statements will be chosen at random.

a. The reconciliation will be reviewed for accuracy, assuring that all checks shown as outstanding have not cleared on that month's statement and that any deposits shown in transit promptly appear on the following month's statement.

4. Count Petty Cash Fund, if used.

a. The petty cash fund should be counted and any discrepancies reported. It should then be given to the next guardian of the fund recording the dollar amount given.

The budget should also be reviewed for any overage/shortage in either income or expense. At the request of Committee Members, the Treasurer will provide detailed information about the contents of any such overage/shortage from supporting vouchers of other such detail as may be contained in the records. WHEN THIS COMMITTEE HAS FINISHED AUDITING, a written statement should be prepared and sent to the Chapter President with a copy retained in the Treasurer's files. It might say, "The Audit Committee has studied the Chapter records for fiscal year ______and found them to be in good order." You might then make whatever recommendations necessary for the future of the chapter. In addition, an oral report on the findings of the Audit Committee shall be given at the next board meeting following the audit so it appears in the board minutes. This is perfect time for the Chapter President to sign the IRS Compliance Form or have Form 990 prepared. This audit should be performed by November 1st of each year. NOTE: The Audit Committee is appointed by the Chapter President, NOT the Treasurer. The outgoing treasurer is not a member of the audit committee since her books are being audited. She should be available to answer any questions

Revised 03/13

GENERAL BOOKKEEPING NOTES The Chapter Board of Directors, per the Standard Bylaws for Affiliated Chapters, designates the bank in which all chapter funds are deposited. All checks are signed by the Treasurer and the President. Bylaws direct chapters to have three signatories on all accounts with any two of the three authorized to sign, the Treasurer, President or third person. Those responsible for signing checks should be bonded, if a bond can be obtained at a reasonable cost. Each chapter should decide if it wants more than one bank account. A savings account could be set up for money that will not be needed for the current year or an account for special funds, such as scholarship or a chapter construction project. (Keep a special events account with minimum balance.) A recommended bookkeeping system is a simple method of recording all income in a Cash Receipts Journal and all disbursements in a Cash Disbursement Journal. You may use this system, or continue with your current system if it provides you with the information you must have available regarding your cash flow. Changing systems is not recommended if your current system is working properly. If your chapter is new and you need assistance in setting up your books, contact the NAWIC Treasurer. October 1st marks the beginning of the NAWIC fiscal year. Be certain that all expense accounts start with a zero balance. At the end of the year, all accounts are closed in the General Ledger by debiting all credit accounts and crediting all debit accounts. Rule them off with a line. Transfer the debit or credit balance to the net worth account. If you have received more money that you spent, you will have a credit balance, which, added to the last year’s total, will give you the net worth. If you spend more money than you receive, you will have a debit balance and would subtract the balance from the net worth. All dues checks received from the NAWIC Office should be deposited immediately with a record kept of members whose dues were paid. Record each receipt separately on the journal page; record each cash disbursement separately on the journal page. At the end of the month, total all columns and make a recap of the column if more than one account has been posted in the column, such as the General Journal column on the right side of the journal pages. Run a tape on the end-of-the-month balances, adding all debits and subtracting all credits. A zero balance should prove that you made no errors. Transfer the monthly totals to the General Ledger in the appropriate column and bring forth the year-to- date total. Make a trial balance of your General Ledger by adding all debits and subtracting all credits; your balance should be zero. Books should be set up using a chart of accounts. A sample chart of accounts can be located in this booklet. Variations to reflect different chapter activities can be made by adjusting the account names and numbers. This method will record all income and expense with the difference being in the bank account, which is the net worth of the chapter, or the amount of the general fund. RULE OF THUMB: All income is a debit to the bank and a credit to an income account. All disbursements are a credit to the bank and a debit to an expense account.

Revised 03/13

We suggest that all income and expense ledger sheets show the budgeted figure at the top of the page so that the records show at any given time how close a margin the chapter is operating under. When dinner fees are paid out, post them to your income accounts as debits to that account, so that you will know that all dinner fees collected are paid. By using some accounts as both a credit and debit account, more control can be obtained. The Chapter Treasurer should check the monthly bank statements and balance with books each month. Any lost check will not clear the bank and corrections can be made immediately. Periodically, check all outstanding checks. Both the journals and the General Ledger could be contained in one book. For easy storage, the checkbook should be approximately the same size. The Treasurer should also have a receipt book so she can provide receipts to members who need them. These are very inexpensive and can be purchased at any stationery store. The figures in the General Ledger should give you all the information needed for the filing of the tax returns. These are the yearly totals. Also, figures are readily available for your monthly financial reports to your chapter. Keep one copy of the monthly balance sheet (financial report) with the General Ledger. Posting mark to indicate that monthly total has been posted to the General Ledger. The Chapter may want to invest in an accounting program such as Quicken or Quick Books but it is not required.

Revised 03/13

SAMPLE CHART OF ACCOUNTS NATIONAL ASSOCIATION OF WOMEN IN CONSTRUCTION - CHAPTER NO. _____

CHART OF ACCOUNTS ASSETS 101 Cash in Bank Checking Account

102 Cash in Bank Reserve Account (Savings) 103 Cash in Bank Special Account (Scholarship)

LIABILITIES NET WORTH 201 Fund Balance INCOME 301 Dues - Chapter 306 Dinner Fees 316 Ways and Means 317 Special Chapter Project 318 Contributions 319 Gifts 320 Interest Income 321 Miscellaneous EXPENSES 405 NAWIC Education Foundation 406 NAWIC Founders Scholarship Foundation 410 Bulletin (including postage) 415 Bosses’ Appreciation Dinner 420 Hospitality 425 Annual Meeting & Educational Conference 430 Forum 435 Local Scholarship 440 Dinner (Guests and Prospective Members) 445 Organization and Extension 450 Membership Promotion 455 National Guests 460 Programs 465 Special Chapter Project 470 Roster 475 Historian 480 Stationery, Postage, Miscellaneous Office Expense 490 Contingency/Miscellaneous

Revised 03/13

Membership

Recruiting

Revised 03/13

NAWIC Membership Best Practice Submission The following details the best practice success of the XYZ Chapter #00 in the area of membership. The XYZ Chapter ended one recent year with 50 members. The next year they brought in 41 new members and topped out at 75 members. Then, the next year saw 43 new members and topped out at 95 members. Membership Business Plan To have a successful membership year, a chapter must have a membership business plan. The plan should include goals, target market, membership recruitment techniques, membership retention techniques and a budget. Sample Membership Business Plan Core Purpose: To enhance the success of women in the construction industry Core Values: Believe in Ourselves; Persevere with the Strength of our Convictions; Dare to Move into New Horizons Goals: Recruitment - 15 new members Retention - 82% Target Customer: Women actively employed in the Construction Industry located within the perimeter of XYZ city. Competitors: Commercial Real Estate Women (CREW), American Institute of Architects (AIA), Urban Land Institute (UL), etc., etc. Action Plan: 1. Work with public relations and Programs, Education and Projects committee chairs to publicly announce each monthly meeting in newsprint media. (Recruitment/Image Building) 2. Receive in advance each guest who will be attending the monthly chapter meeting, from the Reservation Chair in order to pre-print name tags and prepare Membership Information Packets. (Recruitment) 3. Institute “Member of the Month” program. (Retention) 4. Recognize new members with a 2-3 minute introduction at chapter meetings. 5. Institute “Networking Circle” Program. (Retention) 6. Hold two membership promotion events. (Recruitment)

Revised 03/13

7. New member materials to be given to new members. (Retention) • New Member Binder — “What is NAWIC?” document — Committee Descriptions — Chapter Directory — Copy of the latest newsletter — Copy of the latest Connection — NAWIC Paraphernalia

8. Institute “Chapter Vice President Welcome Program” for new members. (Retention) 9. Reformat Chapter Directory. While Membership Retention and Recruitment is everyone’s responsibility, this committee will lead the membership activities and expenditures. This will allow for the effective management of resources (both capital and human) for this committee. A budget is a must for your membership business plan and will allow the chapter to allocate financial resources in a responsible way. This will also let you know what you should expect with your recruitment activities. All in-kind donations should be noted. It is optional to show the value of an in-kind donation for future reference.

Revised 03/13

XYZ CHAPTER MEMBERSHIP BUDGET Item Qty Cost

Certificates (member of the month) 12 $10 Small gifts for member of the month 12 $60 New member binders 15 $100 Prospect folders 50 $ - donated Prospect materials 100 $75 XYZ Chapter Brochures 200 $ - donated Chapter Directory Printing 75 $ - donated Mailing of prospect material 50 $150

Sub Total $395 Membership Promotion Event Budget (Two for the year)

Item Qty Cost

Postage @ .42/each $- donated Card Stock $150 Name Tags $15 Paper Supplies Cups (Red) 100 $

10

Plates (Red) 100 $ 25

Napkins (Red) 100 $ 10

Spoons/Forks/Napkins (White) 100 $ 10

Beverages Coffee $- donated Juice (breakfast) $15 Soda (evening) $15 Wine (evening) $20 Food (Breakfast) Muffins $10 Croissants $15 Fruit $15 Yogurt $15 Butter/Margarine/Cream Cheese $3 (Evening) Chicken Fingers or Wings $

25

Cheese $ 10

Crackers $ 10

Misc. $ 50

Sub total $ 423

Misc. unforeseen expense

$ 182

GRAND TOTAL

$1,000

*Information came from the Atlanta, GA Chapter #49 and is a sample

Revised 03/13

GLOSSARY OF

NAWIC TERMS

Revised 03/13

A GLOSSARY OF NAWIC TERMS ASP: Accessory Structure Project, a NEF program designed for grades 8 – 12. Engages students in a construction oriented project and provides opportunities to improve and reinforce math and English skills. Promotes leadership and teamwork, teaches budgeting and time management skills while also teaching and improving research skills. BLOCK KIDS: One of the NEF’s initiatives to interest K-12 students in the industry. Students are given 100 interlocking blocks plus 3 other building materials, and have a time limit to construct a project. Local winners advance to regional and national competitions. BUILDING NEF program: This is not a competition, but a program for middle school students. DESIGN: The Scale-Model Building Program is a team-building project that involves constructing a structure from architectural drawings. It is designed to introduce construction in a positive manner, while presenting challenges in math, science and design. This program comes with a lesson plan to help teachers implement it. BULLETIN: Monthly newsletter produced by the Chapter. Distributed to all chapter members and to other NAWIC members across the country. CAD/HD: A NEF initiative for K-12 students. Students are given a design problem, which challenges each year, to be either Computer or Hand-Drafted. Locally, several night schools have included this problem as a part of their curriculum. Local winners advance to regional and national competitions. CAREER DAYS: Across the US and Canada, NAWIC chapters conduct special activities to interest young people in careers relating to our industry. CHARTER: The date that a chapter becomes a chapter of the National Association of Women in Construction. Chartering members are those in which the applications have been received by the Chartering Date. CBT: Construction Bookkeeping Technician, a NEF certification program that teaches how to set up and operate a simple bookkeeping system for a construction company. CCA: Certified Construction Associate. A six-part, home study certification program of the NAWIC Education Foundation. The Anchorage Chapter owns a complete set of these textbooks, which are available on loan to any member. CDS: Construction Document Specialist, a certification program of the NEF. Tests the student’s knowledge of the interpretation of information conveyed from architects and engineers to contractors by way of a legal document. This program is based on the Intermediate Construction textbook, which covers Drawings, Specifications, Estimating and Scheduling. CIT: Construction Industry Technician, a NEF certification program which represents an overview of the construction industry and its processes. Lessons cover such subjects as type of construction, forms of business ownership, contractual arrangements, and contract documents.

Revised 03/13

CONVENTION: Better known as NAWIC’s Annual Meeting and Educational Conference. Held each August/September in a location selected several years in advance. Four days of meetings, professional seminars and Association workshops. FORUM: NAWIC’s Regional spring conference. NAWIC has fourteen regions. Forums are normally held in the months of April or May. Meet with NAWIC members from other states in your region. “IMAGE”: NAWIC’s national publication. Published and distributed by the NAWIC Office in Fort Worth, Texas. INTERMEDIATE: A more detailed series of classes studying working drawings, scheduling, and construction estimating. Developed by the NEF. ITC: Introduction to Construction: A 16-part series of classes developed by the NEF, which provides a basic overview of the construction process. NEF: NAWIC Education Foundation: Separately incorporated organization, which develops educational programs for NAWIC members and non-members. Donations to the NEF are fully tax deductible. NEF LADDER CLUB: This is an NEF fund-raiser. NEF tracks the donations and sends a new pin at ascending levels of contributions. The Anchorage Chapter’s Ladder pin is worn by our chapter president. NFSF SCHOLARSHIP: NAWIC Founders’ Scholarship Foundation: The Anchorage Chapter utilizes the tax-exempt status of the NFSF to raise money for scholarships to students in Post- Secondary, full-time degree programs, or to pursue construction trades training. PLANNING CONF: Each NAWIC Region holds their Annual Planning Conference (APC) in the fall. An opportunity for newly elected officers and all members to plan the new year. PLANNING RETREAT: After elections in June of each year, the Chapter gathers in the home of a member to plan for the coming year. All members are encouraged to attend and help chart the course for our future.

Revised 03/13

Appendix

Revised 03/13

SAMPLE PRESS RELEASE FOR PRE-ORGANIZATIONAL AND/OR ORGANIZATIONAL MEETING For Further Information Contact: FOR IMMEDIATE RELEASE TO: Name of Newspaper/Trade Publication, etc. Women employed in the construction industry in the area of (State) are invited to attend an organizational meeting, to be held on (date) at (time) at the (location). The Chapter of the National Association of Women in Construction (NAWIC) is sponsoring the meeting for the purpose of organizing a new chapter of NAWIC in the area. The National Association of Women in Construction has active chapters in the United States. This Association is unique and is the only Women’s Association that unites all phases of the construction industry. For further information on the organizational meeting, contact: Name Phone Number

Appendix 1

Revised 03/13

CHAPTER BYLAWS/STANDING RULES GUIDELINES In September 1990, all blanks, except for the chapter name, were removed from the Standard Bylaws for Affiliated Chapters and Standard Bylaws for International Affiliated Chapters. Each chapter must adopt Standing Rules addressing when the chapter meets, its dues structure and if an initiation fee will be assessed. Additionally, if a chapter elects more than two (2) directors, a president-elect and/or corresponding secretary, Standing Rules must be adopted to provide for these directors and officers. A Chapter must adopt whether they will vote by mail ballot or vote in person. See sample for Standing Rules. Amendments to Standard Bylaws for Affiliated Chapters and Bylaws for Affiliated International Chapters may be proposed by chapters. NAWIC Bylaws Chairman will submit proposals to NAWIC Board at the proper time with other proposed amendments. Chapter Bylaws, Article I - Name: Fill blank with name of the chapter and State or Province. Do not include chapter number as part of the chapter name unless the chapter number is listed on the Articles of Incorporation as part of the name or appears on the charter. Standing Rules relate to details of administration and not to parliamentary procedures. Special Rules or Rules of Order relate to transaction of business in meetings and to duties of officers - supplement or modify rules contained in parliamentary authority. NAWIC Chapter Bylaws do not allow for Special Rules. The first six (6) Standing Rules must be as set out in Standard Bylaws for Affiliated Chapters. Standing Rules should not:

• change the wording or intent of the Bylaws or be more restrictive than the Bylaws; • name or provide for the election of chairmen or members of certain committees; (Note: The chapter president appoints all committees, with the exception of the Nominating Committee, to include the chairman and committee members and fills committee vacancies when they occur); • provide for past chapter presidents to serve on chapter Scholarship Committee; • authorize someone other than the chapter president, chapter Treasurer and one other officer designated by the Board of Directors to sign checks; • authorize someone other than the Treasurer to be custodian of chapter funds; or • designate the chapter President, Vice President, President-Elect, or anyone else, as a delegate at Annual Meeting. (Article VI, Section 7of the Chapter Bylaws provides that all delegates and alternates are to be elected.)

Chapter delegates to Annual Regional Forum must be elected in accordance with Article IX, Section 2 of the Chapter Bylaws. NAWIC is an international association and chapters are urged to avoid using the word “National.” Whenever possible use NAWIC, e.g. NAWIC Committee or NAWIC Director. Other verbiage changes which should be noted are “Annual Meeting and Educational Conference” (in lieu of Convention), “Annual” Regional Forum and “Annual” Planning Conference. Although all details of chapter administration should be included in Standing Rules, you are urged to adopt Committee Guidelines and Procedures whenever necessary. It is suggested that each committee maintain a set of its guidelines. All Committee Guidelines should be maintained in one or two books for the permanent records and kept in the possession of the chapter Secretary. NEW CHARTERING CHAPTERS: Newly adopted chapter Bylaws/Standing Rules will be submitted to the NAWIC Bylaws Chairman for compliance review and approval. Chapter Board of Directors shall annually review their Standing Rules for compliance.

Revised 03/13

SAMPLE STANDING RULES 1. The Chapter shall adopt Standing Rules stating its dues, fees and charges, meeting date, and

method of voting for officers, delegates and propositions and declaring whether the Chapter will elect Officers to the positions of Corresponding Secretary and President-Elect, and such other rules as are not in conflict with the Charter of the National Association of Women in Construction; the Chapter’s Corporate Charter; or the Bylaws, the Standing Rules or official policies of the National Association of Women in Construction. Revisions and amendments to Standing Rules 1-6 can only be changed by the National Board of Directors.

2. Standing Rules shall be reviewed for compliance annually by the Chapter Board of Directors, and

shall be submitted annually to the National Bylaws Chair. 3. All revisions and amendments to the Chapter’s Standing Rules are to be submitted to the

National Bylaws Chair for approval 30 days prior to circulation. Amendment of Chapter Standing Rules requires 30 days notice to the chapter members and two-thirds (2/3) vote of the Chapter Board of Directors, except as superseded by state law.

4. Any member accepting Chapter funds to attend any Association function shall prepare a report to

be either published or distributed within forty-five (45) days following the event. The report shall be attached to the appropriate chapter minutes.

5. Where a chapter believes that extending reduced rate membership for multiple corporate

members would expand awareness of NAWIC’s professional development opportunities and encourage the advancement of women within these businesses, the Chapter may extend discounted memberships to accomplish this goal.

6. The Chapters shall adopt the Sarbanes-Oxley policies approved by the NAWIC Board of Directors

and must be placed in the Chapter permanent records. The policies will be reviewed annually with individual Code of Ethics and Conflict of Interest being signed by each Chapter Board Member at the first fiscal Chapter Board meeting.

The first six Standing Rules must be written exactly as stated above. 7. The chapter shall meet on the (insert number and day of week, i.e. third Tuesday) of each month. 8. The Chapter Officers shall consist of a President, Vice President, Secretary and Treasurer. (Add

President-Elect or Corresponding Secretary as appropriate for your chapter. Remember, an uneven board is preferred.)

9. The chapter dues as adopted (insert date dues were adopted by the membership) are:

Active $ ______ Associate $ ______ Retired $ ______ Corporate $ _____ Student $ _____

Revised 03/13

10. The chapter shall elect (insert number) Directors. This rule is necessary only if you elect more than two.)

Other typical Standing Rules may cover: • Initiation fee, if any. • Cancellation of reservations and whether a penalty is charged for non-canceled reservations. • If delegate and/or alternate to Annual Regional Forum is reimbursed registration fee, as adopted by the chapter annual budget. • If delegate(s) and/or alternate(s) to Annual Meeting are reimbursed registration fee, as adopted by the chapter annual budget.

Appendix 3

Revised 03/13

ARTICLE IV — MEMBERSHIP All chapter members must be members of the National Association of Women in Construction. A. ACTIVE MEMBER: Shall be open to women who are actively employed in the construction industry a minimum of an average of twenty (20) hours per week per month. Employment is defined as receiving compensation for service in an approved employment category and in which the majority of her job responsibility, in that approved employment category, is construction related. Each eligible Active Chapter Member shall be entitled to vote and to hold office and shall be a member of National and an affiliated Chapter. B. CORPORATE MEMBER: This is a transferable membership. This membership is open to companies that wish to designate a woman employee, who would otherwise meet the criteria for Active Membership, to represent the company. The company holding the membership may change its designated representative at any time. The company must buy one corporate chapter membership for each representative. Each eligible Corporate Member shall be entitled to vote, to hold office and shall be a member of National and an affiliated Chapter. C. MEMBERS AT LARGE: Shall be open to women meeting all the criteria for Active Member but not belonging to an affiliated Chapter of the Association. Members at Large shall be entitled to participate in all of the activities of the region in which they reside. Members at Large shall be entitled to vote at the Annual Meeting/Convention of the Association, at which time their vote will have a one-tenth (1/10) value of a Chapter Delegate vote. Members at Large cannot hold office or serve on the NAWIC Board of Directors. D. STUDENT MEMBER: Shall be open to women students enrolled in construction-related programs at institutions of higher education, vocational training programs and apprenticeship programs. Student Membership is non-transferable, and Student Members shall have no vote nor hold office. They shall be a member of National and an affiliated Chapter. E. STUDENT MEMBERS AT LARGE: Shall be open to women students meeting all the criteria for Student Members but not belonging to an affiliated Chapter of the Association. Students at Large shall be entitled to participate in all of the activities of the region in which they reside. They shall have no vote nor hold office. F. ASSOCIATE MEMBER: Shall be open to women who do not qualify for active membership. Associate members shall have no vote and are not eligible to hold office. Associate Members shall be a member of National and an affiliated Chapter. An Associate Member shall be eligible to serve on Chapter, Regional and National appointed committees. G. RETIRED MEMBER: Shall be open to women who are retired and are at least 62 years of age. Retired members do not qualify for Active Membership, do not have to be members of a chapter and will be a member of National. Retired members shall have no vote and are not eligible to hold office but shall be eligible to serve on Chapter, Regional and National appointed committees. H. INTERNATIONAL MEMBER: Shall be open to women who are actively employed in the construction industry in countries outside of the United States. International Members shall neither vote nor hold office.

Revised 03/13

I. HONORARY CHAPTER MEMBER: May be conferred by a three-fourth (3/4) vote of those members present and voting upon a person who has rendered outstanding service to the Chapter but is ineligible for Active Member. An Honorary Member shall have no vote and shall be ineligible to hold any elective or appointive office. An Honorary Member shall be exempt from payment of dues but is entitled to visit the Chapter at any time. Test Questions to Determine Active Membership Status 1. If the construction industry “folded,” would the firm still be in existence? Would she still have the same job? Does the livelihood of her firm (or job) depend upon construction? Is the firm she is employed by substantially and predominantly dependent on the construction industry for its existence? 2. Is her firm a tangible part of the construction industry? In other words, are the goods and the services of her firm an integral part of the entire construction process? Appendix 4

Revised 03/13

SAMPLE BUSINESS CONTACT LETTER Dear : The Chapter of the National Association of Women in Construction (NAWIC) proposes to charter a new chapter in your area, and would like to introduce you to our unique Association. NAWIC is a professional Association comprised of women working in construction and related industries. It was established in 1955 by 16 founding members. Today, approximately 4.000 women in approximately 130 chapters across the United States are NAWIC members. Members are women holding responsible positions ranging from clerical to management in the fields of architecture, general contracting, subcontracting, material suppliers, construction engineering, construction trucking, construction news services, industry trade associations and owners. Members are also employed in construction trades, including welding, carpentry, plumbing and electrical work. As an employer, there are many benefits to be realized by having an employee that becomes involved with NAWIC: • As a NAWIC member, your employee can participate in the educational programs developed by the NAWIC Education Foundation. Some of these programs include Certified Construction Associates, Construction Document Specialist and the Construction Industry Technicians. • Through NAWIC, your employee will increase her knowledge of the industry by networking with other members employed in the construction industry. • NAWIC serves the construction industry by offering various scholarships and financial awards for area students pursuing degrees in various fields of construction. • NAWIC chapters conduct Career Days events in local schools and communities to encourage young men and women to enter the world of construction and many chapters participate in job fairs to recruit women who are interested in changing careers. As you can see, there are many benefits to encouraging your female employees to join NAWIC. Show your company’s support of women in construction by becoming a NAWIC Sponsor. NAWIC Sponsorships are available at many different levels and offer multiple opportunities to reach out to NAWIC’s niche audience. There will be a “New Chapter Organizational Meeting” coming to your area soon. We would love for you to join us. If you have any questions or would like more information about our organization, please contact at . Sincerely, Sponsoring Chapter

Appendix 5

Revised 03/13

ORGANIZATION & EXTENSION COMMITTEE GUIDELINES All proposed chapters must be under the sponsorship of a NAWIC chapter in good standing or the NAWIC Office. The sponsoring chapter must, in turn, work with its NAWIC Director and the NAWIC Office, as Organization & Extension efforts are facilitated by the NAWIC Office. The NAWIC Office is responsible for formulating plans to organize new chapters and to assist in all extension efforts in accordance with NAWIC Bylaws. Permission to extend to an area/city which had a chapter within the preceding five (5) years shall be granted only with the NAWIC Board’s approval. Chapters will be assigned the next consecutive number and cannot have a previous chapter number reinstated. Organization & Extension is a chapter endeavor, therefore the support of the entire chapter in the decision whether to charter a new chapter is essential. A chapter vote to extend is required before permission can be requested from the NAWIC Office. The vote must be reflected in chapter Minutes. Any chapter about to begin the process of chartering a new chapter must be aware that this project and commitment will last for a minimum of three (3) years. Unless members are ready for this long-term commitment, they should reassess their interest in extension. I. DUTIES OF A CHAPTER ORGANIZATION & EXTENSION COMMITTEE The chapter president shall appoint this committee and its chairman, keeping in mind that committee members must be familiar with both NAWIC and Chapter Bylaws. If the chapter is successful in a chartering, they will be reimbursed for expenses up to an amount set by the NAWIC Board of Directors in the annual budget. This committee must first: 1) investigate the proposed area by writing local Chamber(s) of Commerce, trade associations, review telephone directories, etc.; 2) inquire if construction is an important factor in the economy of that area; and 3) establish if the area is large enough to sustain a NAWIC chapter. If the investigation indicates support for a new chapter in the proposed area, this committee must bring a request to extend to its chapter membership. The sponsoring chapter shall send a letter, which includes results of the investigation in the proposed area, to the NAWIC Office requesting permission to extend. Chapter minutes which reflect the vote to extend must be included with the letter. Copies must also be forwarded to the NAWIC Director. A chapter wishing to extend more than two (2) consecutive NAWIC years must show substantial progress. The sponsoring chapter must take another vote and request permission from the NAWIC Office to continue extension efforts. Once permission is granted, the sponsoring chapter will be advised of their reimbursement limit and receive a Sponsoring Chapter Kit from the NAWIC Office. In the event there is no sponsoring chapter, the kit will be sent directly to the chartering chapter key person.

Revised 03/13

II. EXTENDING WITHIN A METROPOLITAN AREA When NAWIC says Organization and Extension, (O & E), we typically think of organizing chapters in areas where there is not a chapter to serve an area. However, domestic migration and increasing population trends have lead us to view O & E differently. If your metropolitan area has increased in size the last ten or less years, making it increasingly difficult for members to travel to meetings because of traffic congestion, etc., you may want to consider organizing additional chapters within your metropolitan area that have experienced resident and business growth. Historical data has shown that a large chapter in a large metropolitan area will start to lose members once the metropolitan area begins to sprawl. Membership retention becomes difficult because of location, traffic, etc. By targeting areas of growth and organizing a chapter for that area you can actually increase the number of members in NAWIC in the total metropolitan area. The chapter experiencing the loss may also grow because they can then begin to target market and each chapter can create a “brand.” Target growth areas: • Clip articles on growth expansion/booming counties from the newspaper or Business Journal. Contact the Chamber of Commerce, Trades Associations, Department of Labor, United States Census, Newcomers Welcome Bureau, etc. for additional growth statistics and information. • Obtain a map of your metropolitan area and divide into sections of growth or geographic proximity of Central Business Districts. • Gather additional information on population numbers, permits pulled, new business licenses granted. Prioritize: • Study all information gathered and take into consideration the projected growth rate for the future as well as the current growth rate. Some counties may be listed as fastest growing area, second fastest growing area and so on. • Prioritize the areas by rank. This prioritization will help you schedule out your expansion. In other words, we will expand in the Northeast Counties first as they are the fastest growing area. Example XYZ Metropolitan Area First Priority Area – Northwest Counties Target a Four County Area 1997 Population 1998 Permits 1998 New Business Licenses 816, 100 9,821 3,671 *Tarrant County ranked in top ten of fastest growing counties Second Priority Area – Southwest Counties Target a Four County Area 1997 Population 1998 Permits 1998 New Business Licenses 627, 300 6,748 2,864 *Blade County ranked as fourth fastest growing county Third Priority Area – Northeast Corridor Target a Three County Area 1997 Population 1998 Permits 1998 New Business Licenses 692,500 11,335 3,486 *Coke County ranked as the fastest growing county

Revised 03/13

Ready, Set, Go! After the information has been gathered and your chapter decides upon which areas will be targeted for O & E, follow the Membership Guidelines for recruiting to contact potential members. Next follow the guidelines in the Manual for Chapter Under Construction.

Appendix 7

Revised 03/13

Membership

Coordinator

Communications

Director

Graphic

Designer Bookkeeper

Administrative

Assistant /

NAWIC Store

Website / IT

Manager

Convention

Director

(contracted)

Appendix 8

Appendix 8

Revised 03/13

SAMPLE MINUTES FOR ORGANIZATIONAL MEETING The organizational meeting of the __________ Chapter was held on ________, at _____ AM/PM; location was _______________. The meeting was called to order by _______________ . Introductions were conducted. A copy of the roster of those attending is attached to these minutes. The Director gave a brief review of officers, directors, and their respective responsibilities. A temporary chairman and temporary secretary were elected: Temporary chairman: ____________________ Temporary secretary: ____________________ Election of officers and directors for the new chapter were held, with the following being elected: President: __________________________ Vice-President: ______________________ Secretary: __________________________ Treasurer: __________________________ Directors: (minimum of two) The NAWIC bylaws and standard bylaws for affiliated chapters were adopted. The chapter adopted Standing Rules, a copy of which is attached to these minutes. The treasurer collected membership applications. The name of the chapter was selected: A “first choice” chartering date of ________ was selected; a “second choice” chartering date of ________ was selected; the membership will be notified of the approved chartering date as soon as it is confirmed. Committee chairmen were established, as follows: Membership Committee: Finance Committee: Programs, Education and Projects Committee:

Revised 03/13

The first Board of Directors meeting was scheduled for: ____________________ (Date) ____________________ (Time) ____________________ (Location) The next meeting of the general membership was scheduled for ____________________ (Date) ____________________ (Time) ____________________ (Location) The meeting was adjourned at _____________________. Secretary President

Appendix 9

Revised 03/13

Chapter Standing Committees The Chapter President shall appoint the following Standing Committees: Programs, Education & Projects (PEP)— to encourage the chapter to participate in and sponsor activities that directly benefit the construction industry and that provide positive recognition for the construction industry within the community, and to develop programs and projects to education community members about the construction industry and to promote professional and personal growth of chapter members. Membership Committee — responsible for devising ways to increase and to maintain membership in the chapter. Finance Committee — to develop a chapter budget, working with all committee chairmen to determine each committees’ financial needs for the year in order to ascertain the amount of income a chapter needs to raise to cover those budgeted expenses; if chapter dues income is not sufficient to cover the total expenses, the finance committee is to determine how those additional funds are to be raised, and if needed, establish a subcommittee for Ways & Means projects. The Treasurer shall be a member of the Finance Committee.

Appendix 10

Revised 03/13

Chapter Board Meeting Agenda President Call to Order Secretary Roll Call REPORTS OF OFFICERS (Should be in written form, with copy for secretary) President’s Report

Call for approval of prior meeting’s minutes Chapter business Regional business National business

Vice-President’s Report Secretary’s Report

Correspondence received Correspondence answered

Treasurer’s Report Distribute chapter financial statement

Submit requests for funds disbursements to be approved by the board for all expenses COMMITTEE REPORTS (Should be in written form, with copy for secretary) Finance Committee

Review any discrepancies between budget vs actual expenses & income Status of chapter fund raisers, if any

Programs, Education & Projects (PEP) Committee

Status of ongoing and future projects Status of current committee business

Membership Committee Report current membership totals and confirm whether or not chapter records match national records NEW BUSINESS Any board member or chapter member may present new business for consideration. Examples of new business:

Renewal of chapter liability insurance Requests for assistance from outside groups

UNFINISHED BUSINESS Review and discuss any items left open after previous meeting. ANNOUNCEMENTS (If any) ADJOURNMENT Chapter president adjourns the board meeting.

Appendix 11

Revised 03/13

General Membership Meeting

Sample Minutes Form CALL TO ORDER: ______________________ called the meeting to order at

(Name and Title) ________ on ________ at ____________________. (Time) (Date) (Location of Meeting) ROLL CALL: In attendance were (include members as well as guests) MINUTES OF PREVIOUS MEETING: Minutes of the __________ meeting were approved as printed.

(Date) PRESIDENT’S REPORT TREASURER’S REPORT CORRESPONDENCE STANDING COMMITTEE REPORTS SPECIAL COMMITTEE REPORTS UNFINISHED BUSINESS NEW BUSINESS ANNOUNCEMENTS ADJOURN: There being no further business, the meeting was adjourned at _______________.

(Time) (Signature of President) (Signature of Recording Secretary)

Appendix 12

Revised 03/13

Statement of Chartering Expenses Chapter Name and Number Submitted by: Chapter Treasurer:

REIMBURSABLE EXPENSES (Receipts for each item must be attached) Reproduction Costs $ _______________ Postage $ _______________ Telephone $ _______________ Transportation $ _______________

Commercial (airline, train) $ _______________ Automobile mileage _____ trips from _______________ to _______________ @ _____ Per trip = _____ Total mileage x current IRS allowance per mile $ _______________

Room and meals for two (2) member of chapter if overnight stay is necessary for: Pre-Organizational Meeting Date: __________ $ __________ Organizational Meeting Date: __________ $ __________ Chartering Banquet Date: __________ $ __________ Chartering Costs: Black & White Glossy Prints $ __________ Installation of Officers (not to exceed $100) $ __________ Other expenses (must be detailed) __________________________________ $ __________ __________________________________ $ __________ __________________________________ $ __________ __________________________________ $ __________ Total All Expenses $ __________

(Not to exceed amount determined annually by NAWIC Board of Directors)

Appendix 13

Revised 03/13

RED ROSE RECRUITER AND MASTER RECRUITER GUIDELINES 1. DEFINITIONS

A. The Red Rose Recruiter Program shall be an on-going honor roll of members who have recruited eighteen (18) or more members within a three (3) year period. B. The NAWIC Founders Trophy Award will be given to the NAWIC member who recruits the most new members during a one year period from August 1 through July 31. C. Master Recruiter Award shall be given to a member who has been the recipient of the NAWIC Founders award five (5) times. (9/10)

2. GENERAL GUIDELINES

A. The award period for the NAWIC Founder’s Trophy and Master Recruiter Award is from August 1 through July 31. B. The membership applications must bear the name of the recruiter in order to receive credit for the recruit. It is the responsibility of the recruiter to ensure that her name is on the application or that the member advises the office of the recruitment. C. New member applications must be postmarked on or before July 31 to be included in the count. D. It is the responsibility of the NAWIC Office to determine the winners, obtain the awards (Blazers and Trophy) and supply the name of the winners to the NAWIC President and the NAWIC Membership Chair. E. Presentation of the awards is to be made at the Annual Meeting of the Association.

3. RED ROSE RECRUITER BLAZER

A. The first time a member recruits eighteen (18) or more members within a three (3) year time period based upon the official records of the NAWIC Office, the member will receive a Red Rose Recruiter Blazer in recognition of her achievement. This member will be known as a Red Rose Recruiter B. Credit will be given for recruitment of members in a newly chartered chapter upon verification of the new member’s application by the NAWIC Office, naming the recruiter. A member transferring from an existing chapter into a newly chartered chapter cannot be counted twice.

4. STAR PIN

Those Red Rose Recruiters achieving a second group of eighteen (18) members within a three (3) year period will receive a star pin for each additional group of eighteen (18) members recruited (upon verification of member applications by the NAWIC Office).

5. CHARTER — GOLD BAR

Only Red Rose Recruiters from 1987 through awards at the 1991 Annual Meeting shall be so honored to receive and wear the “gold bar” recognizing their outstanding recruitment efforts and that they are a charter member of the Red Rose Recruiter program.

6. NAWIC FOUNDERS’ TROPHY AWARD

A. The Founders’ Trophy is to be given to the NAWIC member who recruits the most new members during the award time frame. Once someone has obtained Master Recruiter status, they may no longer receive the Founders’ Trophy. B. Only one trophy will be awarded each year.

Revised 03/13

7. MASTER RECRUITER AWARD - GOLD BLAZER A. A NAWIC Member who has previously received the NAWIC Founder’s Trophy five (5) times will receive a Gold Blazer. B. The Gold Blazer can only be awarded once. C. A member who earns the Gold Blazer is no longer eligible for the NAWIC Founder’s Trophy. D. Gold Blazer recipients shall receive a star pin for each additional group of eighteen (18) members recruited within a three year period.

8. ANNUAL MEETING

A. When possible, a special time will be set aside at the Annual Meeting to recognize Red Rose Recruiters and Master Recruiters. It is suggested this time be as early as possible in the Annual Meeting program to permit Red Rose and Master Recruiter recipients to proudly display their blazers during other Annual Meeting activities. B. When possible, it is recommended that a special invitation be prepared by the NAWIC Office each year encouraging Red Rose and Master Recruiter Recipients to attend Annual Meeting to meet new Red Rose and Master Recruiters and receive “on-going” recognition for their recruitment achievements. C. When possible, it is recommended that tables be provided at an Annual Meeting function for all Red Rose and Master Recruiter recipients to be seated (at their choosing) for continued recognition and that a red rose be placed at each seat.

Appendix 14