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GFWC-NC DISTRICT 5
ADMINISTRATION BOOK
2012-2014
Share Our Abundance...Feed the Future
Brenda Batchelor, President230 Barn Hill Lane
Wake Forest, NC 27587919-569-2108919-810-3775
[email protected]@wordpress.com
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DISTRICT 5 ADMINISTRATION BOOK
TABLE OF CONTENTS
President’s Letter 4
Junior Director’s Letter 5
Themes and Mottos 6
Collect for Clubwomen, Junior Pledge, and Pledge/Salute to the Flags 7-8
Section 1: District Officers, Chairmen, Community Service Program
(CSP) Chairmen, and Appointees 2012-2014 9-13
District Club Presidents 14-15
District Committees & GFWC-NC Resources 16
District 5 Leadership at GFWC-NC 17-18
Section 2: District 5 Meetings and Hostess Schedule 2012-2014 19-20
District 5 Calendar of Events 2012-2014 21-26
Additional Calendars/Resources 27-28
Reminders from District 5 Treasurer 29-30
District 5 Budget 31
District 5 Expense Reimbursement Form 32
Section 3: District 5 Policies and Procedures 33-37
District 5 Bylaws 38-48
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Section 4: History – List of Past Presidents 49
Immediate Past President’s History 50-51
Section 5: Reporting 52-53
Blank Reporting Worksheet 54
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President's Message
Dear District 5 Clubwomen,
Serving as the 2012/14 President of District 5 is an honor and privilege.As I was thinking about what I would write in this space, the Serenity Prayerand other great messages of encouragement came to mind:
"God grant me the serenity to accept the things I cannot change; courage tochange the things I can; and the wisdom to know the difference. Living one dayat a time; enjoying one moment at a time; accepting hardships as the pathwayto peace...."
We have the ongoing privilege and responsibility to put our motto,Share Our Abundance...Feed the Future, into practice during this administration.Wendy Carriker, GFWC-NC President, and Crystal O'Neal, GFWC-NC Junior Director,have chosen, Feed the Future, as their special project for the next two years.The emphasis of this project will be stamping out childhood hunger. We willall learn more and more about how we can help with this effort. District 5has several counties with very high percentages of children with hunger needs.We know we can make a difference here in District 5, and we will!
The Serenity Prayer reminds us to choose wisely the projects to which wegive our time, talents, and resources. If you have been in an emergency roomin the last few years, you have noticed a triage nurse. It is that person's jobto assess patients and categorize them according to the level of their physicalneeds. We all must do the same thing in our daily lives and especially in ourvolunteer lives. We volunteers and women in general think we can do it all!We cannot do it all, but we can do something.
We have a great legacy in District 5 of wonderful leaders who have servedthis Federation for many, many years honorably and enthusiastically. In recognitionof the theme of GFWC-NC President Wendy Carriker, Honoring the Past, Connectedto the Future, we will continue the District Leaders Emeritus (DLE) program during thisadministration. President-elect Andie Johnson is the contact for honoring ourspecial leaders in District 5 who have served forty years or more.
Please join me as we enjoy this journey together and Share Our Abundance...Feed the Future in District 5 for 2012/14. The children of District 5 and the worldare counting on us to help!
Abundant blessings,
Brenda Batchelor (Have you guessed yet that our district color is pink!)
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GFWC of North Carolina, Inc.
Junior Director’s Message…
Dear District 5 Junior Clubwomen,
I am extremely honored to be serving as your District Junior Director thisAdministration. I can hardly wait to begin working together as we “Share OurAbundance…Feed the Future.” There are some exciting opportunities available,and I am sure you are just as excited about being a part of this collaborativeglobal endeavor. The State President and Junior Director have joined together inthis special project. This project will not only help with our poverty issue, but willalso help in the world of education. As a teacher myself, this issue is seen fromday to day and remains close to my heart. We will all have the opportunity towork together on this project as our clubs and District help GFWC-NC meet thegoal for Juniors and Generals in feeding 500,000 children nutritious meals. Waysto do this include supporting local food pantries, school feeding programs, andpartnering with organizations such as No Kid Hungry and Share Our Strength.
Honoring the Past…Connected to the Future is our State theme during thisadministration. It will be great as we discover the legacy of admirable womenwho have been in the Federation and how they have molded the future to abideby our purpose of uniting member clubs of volunteers for the promotion ofeducation, community service, fellowship, and leadership development.
I look forward to working with District 5 over the next two years as we embark onthis journey to Feed the Future together!
In Junior Spirit,
Randi McMillen
Randi McMillenGFWC-NC District 5 Junior Director
Organized 1902
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Member of General Federation of Women’s Clubs since 1903
GFWC-NC Motto: The Union of All for the Good of All
GFWC-NC President’s Theme:
Honoring the Past, Connected to the Future
GFWC-NC Junior Director’s Theme: Connected through Service
President and Junior Director’s Special Project: Feed the Future
GFWC-NC President’s and Junior Director’s Special Emphasis:
Promoting GFWC and its Members
GFWC-NC Juniorette Motto:
Make your own music, sing your own song; soon the whole world will be singingalong.
GFWC Motto: Unity in Diversity
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COLLECT FOR CLUBWOMEN
Keep us, oh God, from pettiness;Let us be large in thought, in word, in deed.
Let us be done with fault-findingand leave off self-seeking.
May we put away all pretense andmeet each other face to face
without self-pity and without prejudice.May we never be hasty in judgment
and always generous.Let us take time for all things;
make us to grow calm, serene, gentle.Teach us to put into action our better impulses,
straight forward and unafraid.Grant that we may realize it is the little things
that create differences,that in the big things of life we at one.
And may we strive to touch and to knowthe great, common human heart of us all,
and, oh Lord God, let us forget not to be kind.
JUNIOR PLEDGE
I pledge my loyalty to Junior clubwomenby doing better than ever before
what work I have to do.By being prompt, honest, courteous;
by living each day trying to accomplish something;not merely to exist.
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PLEDGE OF ALLEGIANCE TO THE AMERICAN FLAG
I pledge allegiance to the flagof the United States of America
and to the republic for which it stands,one nation, under God, indivisible
with liberty and justice for all.
SALUTE TO THE FLAG OF NORTH CAROLINA
I salute the flag of North Carolinaand pledge to the Old North State
love, loyalty, and faith.
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Section 1
GFWC-NC DISTRICT 5 OFFICERS, CHAIRMEN,CSP CHAIRMEN, & APPOINTEES 2012-2014
DISTRICT 5 OFFICERS
President - Brenda Batchelor230 Barn Hill Lane, Wake Forest, NC [email protected]
President-elect - Andie Johnson933 Meadow Lane, Henderson, NC [email protected]
Junior Director - Randi McMillen210 Par Drive, Henderson, NC [email protected]
Secretary – Linda Lewis30 Winchester Ct, NC 27596317-420-9209(C)[email protected]
Treasurer - Margaret Ann Brame118 Cedarbill Lane, Norlina, NC [email protected]
Junior Membership Chairman - Tammy Daeke105 Shadowbrook Drive, Henderson, NC [email protected]
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District 5 Chairmen
Arts Festival Chairman - Linda Lewis30 Winchester Court, Youngsville, NC 27596317-420-9209(C)[email protected]
Artfest Chairman - Brenda King35 Fleming Forest Drive, Youngsville, NC [email protected]
Awards Chairman - Jennifer Honeycutt4120 Old Watkins Road, Oxford, NC [email protected]
Federation Day/Federation Promotions Chairman -Nancy Wilson4080 Squire Lane, Oxford, NC [email protected]
Publications Chairman - Linda Paschall118 Cedarbill Lane, Norlina, NC 27563252-820-0801(C)[email protected]
Public Policy/Legislative Chairman - Karen Strattard150 Georgetown Woods DriveYoungsville, NC [email protected]
Sallie Southall Cotten Scholarship Chairman -Toni Anne Wheeler1108 West D Street, Butner, NC [email protected]
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District 5 Community Service Program (CSP) Chairmen
Arts CSP - Harriet Miles233 Florida Farm Road, Macon, NC [email protected]
Conservation CSP - Candy Moore317 Brentwood Lane, Henderson, NC [email protected]
Education CSP - Mary Jo Buffaloe165 Bridges Farm Road, Youngsville, NC [email protected]
Home Life CSP - Maria Ford4523 Belltown Road, Oxford, NC [email protected]
International Outreach CSP - Lola Brown641 U. S. Hwy 401 S., Warrenton, NC [email protected]
Public Issues CSP - Missy Stewardson1809 Waddill Way, Henderson, NC 27536252-431- [email protected]
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District 5 Appointees
Chaplain - Ellen WoodliefP. O. Box 305, Youngsville, NC [email protected]
Parliamentarian/Protocol Chairman - Nancy LaPonzina20 Remington Court, Youngsville, NC [email protected]
By-laws Chairman - Nancy LaPonzina20 Remington Court, Youngsville, NC [email protected]
State President's/Junior Director's Special Project -Linda Browne129 Rocky Branch Circle, Macon, NC [email protected]
GFWC Junior Special Project - Randi McMillen210 Par Drive, Henderson, NC [email protected]
Whitener Scholarship Chairman - Brenda Batchelor230 Barn Hill Lane, Wake Forest, NC [email protected]
Greeson/Johnson Teaching Scholarship Chairman -Peggy McGhee, 339 Long Mill Road, Franklinton, NC [email protected]
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Leadership Chairman - Gwen Pughes145 Georgetown Woods Drive, Youngsville, NC [email protected]
Materials for Sale Chairman - Margaret Ann Brame118 Cedarbill Lane, Norlina, NC [email protected]
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GFWC-NC DISTRICT 5 CLUB PRESIDENTS 2012-2014Person, Franklin, Granville, Halifax, NashNorthampton, Vance, and Warren Counties
Henderson Junior Woman's Club - Jennifer HoneycuttP. O. Box 1239 (club), Henderson, NC 27536252-438-6180 [email protected]
Henderson Juniorettes - AdvisorsAnne Marie White, 949 Meadow Lane, Henderson, NC 27536252-438-3516 [email protected] Long 252-432-2882 [email protected]
Jackson Woman's Club – Susan Stephenson1110 US Hwy 158, Garysburg, NC 27831252-536-3152
Littleton Woman’s Club – Ann SeeP.O. Box 695(club), Littleton, NC 27850252-586-2887 [email protected]
Macon Woman's Club – Harriet Miles233 Florida Farm Road, Macon, NC 27551252-257-3180 [email protected]
Oxford Junior Woman's Club - Emilee JohnsonP. O. Box 724(club), Oxford, NC 27565252-767-9611 [email protected]
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Roanoke Rapids Woman's Club - Linda Evans105 Landfall Court, Roanoke Rapids, NC 27870252-535-1534 [email protected]
Roxboro Woman's Club - Carla StovallP. O. Box 1157, Roxboro, NC 27573336-599-0928 [email protected]
Southern Granville Woman's Club - Mariana M. HarrissP. O. Box 297(club), Creedmoor, NC 27522919-417-2567 [email protected]
Warrenton Woman's Club - Mary Alice Carter158 Lewis Mustian Road, Norlina, NC 27563252-456-2412 [email protected]
Women's League of Henderson - Linda WeaverP. O. Box 3373(club), Henderson, NC 27536252-492-8374 [email protected]
GFWC Vance Juniorettes - AdvisorAndie Johnson, 933 Meadow Lane, Henderson, NC 27536252-767-5695(C) [email protected]
Youngsville Woman's Club - Gwen PughesP. O. Box 122(club), Youngsville, NC 27596919-570-9187 [email protected]
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DISTRICT 5 COMMITTEES
Audit Committee - appointedLou ReavisRee Robertson
Bylaws Committee - appointedNancy LaPonzina, ChairmanEllen Woodlief
Finance CommitteeMargaret Ann Brame, Treasurer, ChairmanBrenda Batchelor, PresidentNancy LaPonzina, Past President
Nominating CommitteeElected in even years at the District Business Meeting; five members(of which at least two members are Juniors)
GFWC-NC Resources
Ginny Smith, Second Vice President632 Marcellus WayClayton, NC [email protected]
Jennifer Jobe, Junior SecretaryP. O. Box 332Rural Hall, NC [email protected]
Lauri Klein Starling, Executive Director6050 Six Forks Road, Suite ARaleigh, NC 27609919-790-8684 Toll Free: [email protected]
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District 5 Leadership at GFWC-NC
GFWC-NC Board of Trustees, Margaret Ann Brame,Women's League of Henderson
GFWC-NC International Outreach CSP Junior Chairman,Anne Marie White, Henderson JWC
GFWC-NC Bylaws Committee, Brenda Batchelor, Youngsville WCLinda Browne, Warrenton WC
GFWC-NC Headquarters Committee, Margaret Ann Brame,Women's League of Henderson
GFWC-NC Juniorette Advisory Committee Chairman,Randi McMillen, Henderson JWC
GFWC-NC Greeson/Johnson Teaching Scholarship CommitteeCo-Chairman, Andie Johnson, Women's League of Hendersonand Henderson JWC
GFWC-NC Junior Nominating Committee for Officers,Randi McMillen, Henderson JWC
GFWC Junior Special Project, Advocates for Children, Chairman,Jennifer Honeycutt, Henderson JWC
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THE GFWC-NC BOARD OF DIRECTORS INCLUDES THEEXECUTIVE COMMITTEE, JUNIOR OFFICERS, BOARDOF TRUSTEES, COMMUNITY SERVICE PROGRAM CHAIRMEN,DISTRICT PRESIDENTS, DISTRICT VICE PRESIDENTS,DISTRICT JUNIOR DIRECTORS, DISTRICT JUNIORMEMBERSHIP CHAIRMEN, AND CLUB PRESIDENTS.
THE GFWC-NC DISTRICT 5 EXECUTIVE BOARD OFDIRECTORS INCLUDES THE DISTRICT OFFICERS(PRESIDENT, PRESIDENT-ELECT, JUNIOR DIRECTOR,SECRETARY, TREASURER, AND JUNIOR MEMBERSHIPCHAIRMAN) AND ALL DISTRICT CLUB PRESIDENTS.
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Section 2
DISTRICT 5 MEETINGS AND HOSTESS SCHEDULE2012-2014
2012 District 5 Board* Meeting - August 4, 2012Share Our Abundance...Feed the Future Kick-offYoungsville Baptist Church, Youngsville(*In addition to District 5 Executive Board members,all district chairmen, CSP chairmen, and appointeesare included)
2012 Fall Business Meeting - October 27, 2012Youngsville Baptist ChurchEmphasis: Share Our Abundance...Feed the Future
Honoring the Past, Connected to the FutureReporting
Primary: Youngsville Woman's Club - Caterer, Set-upMaterials for Sale Assistance, Clean-up
Secondary: Macon Woman's Club - Registration/Name Tags,Coffee Hour
Auxiliary: Jackson Woman's Club - Door Prizes, TableDecorations
2013 Arts Festival Meeting - February 16, 2013Youngsville Baptist ChurchEmphasis: Scholarships & Arts Competitions
Arts, Conservation, Education, Home Life,International Outreach, and Public Issues CSPs
Primary: Youngsville Woman's Club - Caterer, Set-upMaterials for Sale Assistance, Clean-up
Secondary: Southern Granville Woman's Club - Registration/Name Tags (also Judges), Coffee Hour
Auxiliary: Littleton Woman's Club - Door Prizes, Table Decorations
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2013 Fall Business Meeting - October 26, 2013
Emphasis: Share Our Abundance...Feed the FutureHonoring the Past, Connected to the Future
Primary: Roxboro Woman's Club - Caterer, Set-up, Materialsfor Sale Assistance, Clean-up
Secondary: Women's League of Henderson - Registration/Name Tags, Coffee Hour
Auxiliary: Macon Woman's Club - Door Prizes, TableDecorations
2014 District Arts Festival Meeting - February 15, 2014Emphasis: Scholarships & Arts Competitions
Election of New District OfficersArts, Conservation, Education, Home Life,International Outreach, and Public Issues CSPs
Primary: Warrenton Woman's Club - Caterer, Set-up, Materialsfor Sale Assistance, Clean-up
Secondary: Roanoke Rapids Woman's Club - Registration/Name Tags (also Judges), Coffee Hour
Auxiliary: TBA - Door Prizes, TableDecorations
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DISTRICT 5 CALENDAR OF EVENTS2012-2014
June 20121 GFWC-NC District 5 fiscal year begins
14 Flag Day
12-17 121st GFWC Convention, Charlotte Westin,Charlotte, NC
July 20121 GFWC-NC Fiscal year begins. State dues drop to $15.00
14 Summer Regional Meeting - O'Berry Neuro Medical TreatmentCenter, Goldsboro, NC
21 Summer Regional Meeting - First United Methodist Church,311 3rd Avenue NE, Hickory, NC
August 20124 GFWC-NC District 5 Board Meeting, Youngsville Baptist
Church, Youngsville, NC (Includes all CSP Chairmen, DistrictChairmen, and Appointees)
September 20121 Begin Sallie Southall Cotten Scholarship application process
with school counselors
Begin Teaching Scholarship application process with localclubs
Submit Bylaws/Policies & Procedures suggestions to District 5Bylaws Chairman Nancy LaPonzina
21 GFWC-NC "Links 4 Literacy" Golf Tournament, RiverwoodGolf Club, Clayton, NC
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October 20121 District dues and Scholarship fee due to District Treasurer
Publications Awards entries due to Publications AwardsChairman Linda Paschall
27 DISTRICT 5 FALL BUSINESS MEETING - YoungsvilleYoungsville Baptist Church
Disrict 5 Nominating Committee will be elected at the 2012Fall Business Meeting. Each club is to submit a member'sname to be placed on the ballot.
LEADS candidate applications due December 1st to DistrictPresident Brenda Batchelor
November 20126 Election Day - GFWC-NC members always vote!
2-4 GFWC Southeastern Region Conference, Roanoke, VA
11 Veteran's Day - Thank a veteran for his/her service!
22 Thanksgiving Day
25-28 Advocates for Children Week
December 20121 GFWC-NC LEADS candidate applications due to District
President Brenda Batchelor
1 Follow up on Sallie Southall Cotten application progresswith school counselors
1 Follow up on Teaching Scholarship application progresswith local clubs
8 GFWC-NC Headquarters Open House, noon-4:00 p.m.
25 Merry Christmas!
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Clubs will receive roster packet from GFWC-NC HQ inDecember
January 201315 Local club dues, rosters, and club update form are due to
GFWC-NC HQReports are due February 1
February 20131 CP&S Forms due to GFWC-NC 2nd Vice President Ginny
SmithGFWC-NC LEADS application form due to GFWC-NCPresident-elect Gay WarrenDistrict and State Awards entries due to designated personsReturn District Silver Awards to Chairman Jennifer HoneycuttClub President reports due to District President Brenda Batchelor
16 DISTRICT 5 ARTS FESTIVAL & ARTFESTYoungsville Baptist Church
March 20131 District scholarship entries and individual award winners due to
GFWC-NC Chairmen
8-9 GFWC-NC Arts Festival, Campbell University, BuiesCreek, NC
April 201316-20 111th GFWC-NC Convention, Winston-Salem Marriott Hotel,
Winston-Salem, NC
24 Federation Day
June 20131 District 5 fiscal year begins
14 Flag Day
29 - July 2122nd GFWC Convention, Westin Diplomat Hotel and Resort,
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Hollywood, FL
July 20131 GFWC-NC fiscal year begins. State dues drop to $15.00
August 2013Gathering of District 5 members for a day of fun and relaxation.Date, time, and place to be announced. Suggestions welcome!
September 20131 Begin Sallie Southall Cotten Scholarship application process
with school counselors
Begin Teaching Scholarship application process with localclubs
20 GFWC-NC "Links 4 Literacy" Golf Tournament, RiverwoodGolf Club, Clayton, NC
October 20131 District dues and Scholarship fee due to District Treasurer
Publications awards entries due to Publications ChairmanLinda Paschall
26 DISTRICT FALL BUSINESS MEETING - ROXBOROElect District Officers and a District Nominee for each StateNominating Committee - Officers, Community Service ProgramChairmen, and Junior Officers (all with alternates)
20 -26 Advocates for Children week
LEADS candidates applications due December 1st to DistrictPresident Brenda Batchelor
November 20131-3 GFWC Southeast Region Conference, Winston-Salem, NC
11 Veteran's Day - Thank a veteran for his/her service!
22-23 GFWC-NC Fall Conference, Embassy Suites, Cary, NC
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28 Thanksgiving Day
December 20131 GFWC-NC LEADS candidate applications due to District
President Brenda Batchelor
Follow up on Sallie Southall Cotten Scholarship applicationprogress with school counselors
Follow up on Teaching Scholarship application progress withlocal clubs
25 Merry Christmas!
Clubs will receive roster packet from GFWC-NC HQ inDecember
January 201415 Local club dues, rosters, and club update form are due
to GFWC-NC HQ
Reports are due February 1st
February 20141 CP&S Forms due to GFWC-NC 2nd Vice President Ginny
SmithGFWC-NC LEADS application form due to GFWC-NCPresident-elect Gay WarrenDistrict and State Award entries due to designated personsReturn District Silver Awards to Chairman Jennifer HoneycuttClub Presidents reports due to District President BrendaBatchelor
15 DISTRICT ARTS FESTIVAL - Warrenton Woman's Club (location tobe announced)
March 20141 District Scholarship entries and individual award winners due to
GFWC-NC Chairmen
7-8 GFWC-NC Arts Festival, Campbell University, Buies Creek, NC
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Juniorette Jamboree
April 201422-27 112th GFWC-NC Convention, Embassy Suites,
Concord, NC
June 201421-24 123rd GFWC Convention, Tempe, Arizona
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Additional Calendars/Resources are found in the GFWC-NC Administration Book 2012-2014
Districts – The Essential Part of the Puzzle
District Information Section
More detailed information on all district leaders, when GFWC-NC meetings occurand deadlines for reporting are found in this section. A good way to use the calendar inthis section is to highlight each month to see what needs to be done on the club anddistrict levels. Use in conjunction with the District 5 Calendar of Events (pages 13-18).
Local Club Section
Local club reminders found here include: Club newsletters, updates, anniversarycertificates, new members, defederating a club, and club presidents. There is also acomplete listing of all local clubs here.
Community Service Program (CSP) Section
Great resource when planning activities for the year in any of the six CSPs. Foreach CSP you will find Community Service Project ideas, award entry forms,* and anyGFWC-NC resolutions associated with each CSP.
Note: Community Service Projects, formerly known as Collaborations, are programsand projects members initiate and participate in to serve the communities that do notinclude projects that relate to GFWC partners. Many ideas for projects and lists ofresources are found in this section for each CSP.
Awards Entries Section
A GFWC-NC reporting and checklist calendar on Pages 1-8 is included in thissection. On Page 8 in this section is a reporting calendar and checklist for ClubPresidents. GFWC and GFWC-NC Awards and Contests information for 2012-2014 canbe found on Pages 9-49 with entry forms* and judging criteria. Complete details of CSPreporting with a sample reporting form and a blank reporting form* are found on Pages12-13. A blank Reporting Worksheet* is included in the District 5 Administration Book onPage 47.
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GFWC-NC Calendar Section
A full calendar of events for GFWC-NC 2012/14 is found in this section.
*Please make copies of all blank application forms for use in the second year ofthis administration.
Reminders will go out to everyone about deadlines and meetings. Please useyour District 5 Administration Book along with the GFWC-NC AdministrationBook. Both are very valuable tools.
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Reminders from District 5 Treasurer
Dues
• Must be paid by October 1st each year• $2.00 per member (club membership on record at GFWC-NC HQ)• $45 per club for Sallie Southall Cotten and Greeson/Johnson Scholarships• Make checks payable to GFWC-NC District 5
• Mail to: Margaret Ann Brame118 Cedarbill Lane
Norlina,NC 27563
252-456-2117
Hostess Club Meeting Responsibilities
Hostess Clubs shall be responsible for:
• Primary Hostess Club-Arrange for the meeting, engage a caterer for luncheon, set up for meetings andluncheon, arrange for space and a table for the sale of GFWC-NC materials, and assignmembers to assist Treasurer with the sale of materials during the meeting.
Note: The Treasurer will prepare a note of appreciation with a gift check topresent to each guest GFWC-NC officer to cover travel expenses.
• Secondary Hostess Club-Arrange for the coffee hour preceding the meeting
-Work the registration table on the day of the meeting and provide prepared name tagsfor pre-registered attendees (For Arts Festival meetings, prepare name tags for judges)
Primary Hostess Club will assist in securing judges for Arts Festival meeting.
Note: The Treasurer will provide the Secondary Hostess Club with a completelist of registrants prior to the meeting.
• Auxiliary Hostess Club-Decoration of the facility (including table favors, if used, keeping in mind the focus ofthe meeting)
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-Prepare five door prizes not to exceed approximately $10.00 each in value, to bepresented at the end of the meeting. Homemade crafts and items (cookbooks) thatreflect the work and spirit of the Auxiliary Hostess Club are preferred.
Note: Include raffle tickets (number to be sufficient for the number of registeredattendees) to be used to present the door prizes.
• GFWC-NC Materials for Sale Table-The Treasurer will supervise the Materials for Sale table during the coffee hour at theFall Business Meeting. The start-up cash will be provided by the Treasurer. TheTreasurer will arrange for a GFWC-NC officer to bring materials to the meeting.
Hostess Clubs incurred expenses*
Expenses will be reimbursed by the District up to a total of $90.00.
Meeting Expenses
The District Treasurer will pay the caterer’s fee upon receipt of the bill. The fee will bepaid directly to the caterer and the facility fee directly to the facility. These fees will notbe payable to individual clubs or individual club members.
Checks*
Checks must be cashed within thirty days of receipt by the club treasurer or riskcancellation by the District.
*District 5 Reimbursement Form is found in Section 2, Page 24.
*Expense reimbursement procedures are in Section 3, Policies and Procedures, Page36.
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GFWC-NC District 5 Budget Budget 2012-13
IncomeBalance Brought Forward 3,389.23District Dues (2012) 440.00
(220 members @ $2 each)
Scholarship Fee (2012) 585.00(13 clubs@ $45 each)
Fall Business Meeting Income 900.00(Reg/Lunch 45 @ $20 each)
Arts Festival Income 1,200.00(Reg/Lunch 60 @ $20 each)
Miscellaneous IncomeTotal Income 6,514.23
ExpensesFall Business Meeting 700.00Arts Festival Meeting 900.00President 700.00President-Elect 20.00Junior Director 350.00Secretary 20.00Treasurer 20.00Arts Department
(Murdoch) 60.00(Arts Festival) 30.00
Awards Chairman 40.00Publications Chairman 20.00Scholarship Chairman 20.00Pins/Guards 30.00Administration Book 120.00District SSC Scholarship 500.00District Teaching Scholarship 250.00GFWC-NC President's SpecialProject 200.00GFWC-NC Juniors SpecialProject 100.00Miscellanous Expense 19.23Checking Account Reserve 2,415.00
Total Expenses 6,514.23
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GFWC-NC District 5 Expense Reimbursement Form
Date
Member
Address
Phone Number/Home Mobile
Email Address
Club
Amount of Reimbursement Requested $
Amount of Budgeted $
List of receipts attached
Reimbursement check payable to:
Check number
Amount of check
Date check mailed or delivered
Date check clears bank account
Treasurer’s signature
Notes:
September 2012
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Section 3
District 5 Policies and Procedures
General
Policies and Procedures of District 5 may be adopted, rescinded, amended, and/or suspended by theExecutive Board without prior notice, as needed, at any meeting by a simple majority vote of themembers present. Policies and Procedures of the GFWC-NC shall serve as guidelines for the District, butthe District has the flexibility to determine Bylaws and Policies and Procedures that suit its unique needsand purposes. The GFWC-NC Administration Book shall serve as a reference in those matters notcovered specifically in the District Administration Book.
Awards, Judges, and Scholarships
No new District Awards may be presented without prior approval of the Executive Board. Any Officer orChairman may present a gift of appreciation or certificate of appreciation, not constituting an ongoingpresentation or tradition.
Club Presidents must ensure the return of all District silver awards to the Awards Chairman by thedesignated date. Silver being mailed or shipped must be insured. Silver must be returned in goodcondition and be polished. Lost silver will be the responsibility of the club to replace with a silver award ofcomparable size and value. The Awards Chairman must be notified of any and all lost items. All silver willbe signed by a representative of the club at the time of presentation. Clubs not in attendance will becontacted by the Chairman regarding their awards. Silver awards belonging to GFWC-NC must bereturned in appropriate condition to the person and location specified by the designated date. State silveris not returned to the District Awards Chairman.
All judges for competitions should be qualified persons, one of whom may be a clubwoman. Judges arenot compensated monetarily, but should be invited to join the district for lunch or refreshments asappropriate. Chairmen should send each judge a note on behalf of the District, thanking them for theirtime and assistance.
First place winners of District Awards will be presented with a silver award. Publication Award winnerswill be presented with a First Place Certificate and other Publication entries will receive a Certificate ofExcellence.
The District Treasurer will send the check on behalf of the recipient of the District Sallie Southall CottenScholarship (SSCS) Award to the winner’s North Carolina college of choice upon completion of theGFWC-NC competition. Should the District winner be selected as the GFWC-NC SSCS winner, theDistrict award then goes to the District Alternate and his/her college of choice. Should the District SSCSaward winner withdraw from enrollment in college or otherwise fail to meet the GFWC-NC SSCSrequirements, it is expected that the student and his/her parents will notify the District SSCS Chairmanand provide a refund of the scholarship money to the District. In that case, the District Alternate willreceive the award.
The District Treasurer will send the check on behalf of the recipient of the District Greeson-JohnsonTeaching Scholarship (GJTS) Award to the winner’s North Carolina college of choice upon completion ofthe GFWC-NC competition. Should the District winner be selected as the GFWC-NC GJTS, the Districtaward then goes to the District Alternate and his/her college of choice.
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District Policies and Procedures (Awards,Judges, and Scholarships continued)
Should the District GJTS Award winner withdraw from enrollment in college or otherwise fail to meet theGFWC-NC GJTS requirements, it is expected that the student and his/her parents will notify the DistrictGJTS Chairman and provide a refund of the scholarship money to the District. In that case, the DistrictAlternate will receive the award.
The Federation Day Award will be judged by the District President and awarded at the District ArtsFestival Meeting. The Community Improvement Contest will be judged by the District Junior Director andawarded at the District Arts Festival Meeting.
District Leaders Emeritus (DLE) recognition is awarded at the District Fall Meeting in even years. Thosemembers of district clubs who have served in GFWC-NC for 40+ years are eligible to receive recognitionas a DLE. The District 5 President-elect will contact the local clubs in the district for nominations for DLEsbefore the District Fall Meeting in even years. Each club who nominates someone for the DLE award willprepare a brief biography of the nominee’s federation history. This history will be shared by the clubpresident with the membership of the district as the nominee is honored. The DLEs will receive specialrecognition at each district meeting with special seating during the business meetings and during mealsand a certificate of recognition commemorating their service to GFWC-NC. District 5 is very proud to beable to honor those members who have served our district for so many years.
District Administration Book
The District Administration Book will be published with the cooperation of the Executive Board at theend of the term, under the supervision of the incoming President. The District Administration Book willbe provided to incoming District Officers, District Chairmen, District Committee Chairmen, District ClubPresidents, GFWC-NC Headquarters, and GFWC-NC Second Vice President. Any member of the districtmay purchase a District Administration Book at a price set by the Executive Board. The President shallretain extra books. District officials elected at mid-term or as replacements may request a DistrictAdministration Book from the President. The President shall maintain the accuracy of the DistrictAdministration Book.
Records and Materials
All records and materials pertaining to the work of the District shall be the property of the District. EachOfficer and Chairman shall meet with and turn over all records and supplies to the successor and provideorientation to the responsibilities.
Pins and Guards
The District shall present a President’s Pin and a Past President’s Guard to the President uponconclusion of their terms of office at the District Arts Festival in even years. A President’s pin, a gift fromMrs. R. B. Butler (District President 1970-1972), shall be passed from President to President to be wornwhen she is in office. The Treasurer is responsible for ordering all pins and guards prior to the District ArtsFestival Meeting in even years.
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Arts Festival
The District Arts Festival shall be held annually at the District Arts Festival meeting in February. It shallbe conducted under the supervision of the District Arts Festival Chairman, assisted by her sub-chairmen,and hostess clubs for the event. The Artfest Chairman shall coordinate with Murdoch Centerrepresentatives and work to prepare entries for judging and display during the Arts Festival. The ArtsFestival Chairman and sub-chairmen have no responsibility for the general meeting, the Sallie SouthallCotten Scholarship competition, or the Greeson-Johnson Teaching Scholarship competition. The Call tothe Arts Festival Meeting, printed program, and agenda will be the responsibility of the President.
Hostess Clubs
Each District meeting shall have Hostess Clubs who shall be responsible for the arrangements of themeeting. The hostess schedule shall be on a rotating basis determined by the President and published inthe District Administration Book at the beginning of the term.
Primary Hostess Club
Shall be responsible for securing the meeting place, securing the caterer, ensuring table and chair set-upand take-down, and general clean up. Shall work closely with the President, Treasurer, and Chairmen tomeet space requirements and other needs for various components of the District Meetings. Shallcommunicate and coordinate expense needs with the President, Treasurer, and other Hostess Clubs sixweeks in advance of the meetings. Shall arrange for space and a table for the sale of GFWC-NCmaterials and assign two members to assist the Treasurer with the sale of materials during the meeting.The Treasurer will prepare a note of appreciation with a gift check to present to each guest GFWC-NCofficer. Check may also cover lodging-fuel expenses.
(See Materials for Sale/Fundraising Activities for additional clarification.)
Secondary Hostess Club
Shall be responsible for Pre-registration and registration at the door and Coffee hour preceding themeeting. Shall provide pre-prepared name tags for pre-registered attendees as well as name tags forsame day registrants. The Treasurer shall provide the Secondary Hostess Club with a complete list ofregistrant names in sufficient time to prepare name tags prior to the meeting. For Arts Festival meetings,shall prepare name tags for all judges. Arts Festival Chairman will provide the judges’ names. All checksshall be made payable to GFWC-NC District 5 and presented to the Treasurer. Checks and cash receivedthe morning of the meeting shall be turned over to the Treasurer by the end of the meeting.
Auxiliary Hostess Club
Shall provide decorations and table favors, but these are not required and when provided should reflectcontributions to the District charity or promotion as designated by the President and/or the theme of themeeting if designated. Shall prepare five door prizes not to exceed approximately $10 each in value tobe awarded at the end of the meeting. Homemade crafts and items (such as cookbooks, etc.) that reflectthe work and spirit of the Auxiliary Hostess Club are preferred. Shall provide raffle tickets (number to besufficient for the number of registered attendees) to be used to award door prizes.
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Auxiliary Hostess Club 2
Shall provide additional clean-up assistance to the Primary Hostess Club as needed following the ArtsFestival Meeting.
Expenses
Primary Hostess Clubs shall present the bills from the facility and the caterer to the Treasurer who will beresponsible for the disbursement. No individual club may pay the facility or the caterer for Districtexpenses. Hostess clubs shall be reimbursed by the District for expenses incurred up to a specifiedamount in the District budget upon completion of the GFWC-NC District 5 Expense Reimbursement Form,
with supporting receipts attached, to the Treasurer within 30 days of the event. If other hostess expensesexceed the District budget amount, Hostess Clubs shall absorb extra costs as club expenses.
District Policies and Procedures
Materials for Sale/Fundraising Activities
Primary Hostess Club shall provide a table, chairs, and space for the GFWC-NC Materials for Sale tableand assist with the sale of those materials during the Coffee hour. Materials for Sale shall not remainavailable at other times during the District Meeting. Clubs wishing to conduct fundraising activities shallbe prepared to provide their own set-ups and coordinate this with the Primary Hostess Club/DistrictPresident prior to the District Meeting. Fundraising activities may be conducted during the coffee hour andthe interval time after the Business Meeting is adjourned and the serving of lunch, and will not beavailable at other times during the Meeting.
Reimbursement
Individual clubs or members may receive reimbursement for no more than budgeted amounts forexpenses. In order to receive reimbursement, the GFWC-NC District 5 Reimbursement Form, withsupporting receipts attached, must reach the Treasurer no later than one month before the end of thefiscal year (May 31st); no reimbursements will be accepted without all the above criteria being met.Checks must be cashed within 30 days of receipt or risk cancellation by the Treasurer. Individuals andindividual clubs are prohibited from paying catering fees and facility fees directly, as these expenses areincurred by the District.
Protocol
The District President may or may not choose to employ traditional seating and processional protocolsdescribed in the Protocol and Courtesy section of the GFWC-NC Standards and Practices Manual.
Recognition should always be given to the following persons in attendance at District Meetings:
• Local distinguished guests• Anyone serving GFWC• GFWC-NC Officers and Chairmen• District Executive Board members• District Chairmen• Past District Presidents and Past District Junior Directors
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This recognition may be accomplished by asking the person(s) to stand briefly.
Call letters shall be prepared by the President and be sent at least one month prior to the event to:
District Officers, District Club Presidents, District Chairmen, GFWC-NC President, GFWC-NCSecond Vice President, GFWC-NC Executive Director, anyone serving GFWC or GFWC-NCresiding in the District, Past District Presidents residing in the District, Past District JuniorDirectors residing in the District, and Juniorette Advisors.
District Policies and Procedures
Pages
Pages should be obtained from Juniorette clubs. The Juniorette Advisor and Junior Director willcoordinate their duties with the Primary Hostess Club and President. Pages should arrive for the meetingwhen the Hostess Clubs arrive and assist with anything they are assigned to do. They are to berecognized as a group during the meeting. Duties they may assist with:
Assist the President, carry messages, hand out programs, door duty keeping doors closed duringbusiness sessions, assist with set-up and take-down during the Coffee hour and lunch, materials for saletable, and other duties as assigned.
Sponsoring a New Club in the District
Sponsoring of new General, Junior, and Juniorette clubs is highly encouraged. Clubs wishing to sponsora new club shall notify the Membership Chairman and President and follow the procedures andsuggestions as outlined in the GFWC-NC Administration Book. The Executive Board will support andassist in the sponsorship endeavor as needed.
Revised August 2012
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District 5 Bylaws
Article I. Name
The name shall be District 5 of the General Federation of Women’s Clubs of NorthCarolina, herein after referred to in these Bylaws as District. The General Federation ofWomen’s Clubs of North Carolina shall herein after be referred to as GFWC-NC.
Article II. Object
The object of this organization shall be to unite the clubs of District 5 in support ofprojects approved by GFWC-NC and promote community service through local clubmembership.The District is organized exclusively for charitable, religious, educational,and/or scientific purposes in section 501(c)3 of the Internal Revenue Code under thenot-for-profit designation of the GFWC-NC.
Article III. Membership
The District shall be comprised of General, Junior, and Juniorette federated clubs withinthe boundaries designated as District 5, subject to payment of District dues.
Article IV. Officers
Officers of the District shall be the President, President-elect, Junior Director, Secretary,Treasurer, and Junior Membership Chairman. All District Officers are encouraged topurchase a copy of the current GFWC-NC Administration Book and its relatedbrochures and subscribe to the GFWC CLUBWOMAN magazine.
Section 1. Election of Officers
No two elected officers shall be from the same club unless the position cannot befilled otherwise. All officers shall be elected at the District Business Meeting in oddyears, to assume office in the even years. The election of the President and DistrictJunior Director shall be confirmed at the GFWC-NC Convention in even years. AllDistrict officers assume office upon adjournment of the Convention.
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District 5 Bylaws
Section 2. Duties of Officers:
President: Shall be a member of a General club. Shall preside at Districtmeetings. Shall be Chairman of the Executive Board. Shall serve as a member of theFinance Committee. Shall serve as a member of the GFWC-NC Board of Directors.Shall serve as an ex-officio member of all other committees except the NominatingCommittee, on which she does not serve. Shall appoint the Bylaws Committee andSpecial Committees as may be necessary. Shall maintain the District AdministrationBook and write and distribute the District History for the years of her term. Shall promoteFederation Day activities and judge Federation Day award entries. Shall visit the clubsof the District at their invitation. Shall support and promote all GFWC-NC programsamong all clubs within the District. Shall discharge such other responsibilities as may beincumbent upon the office.
President-elect: Shall be a member of a General club. Shall serve as a memberof the GFWC-NC Board of Directors. Shall assist the President and preside at Districtmeetings in her absence. Shall serve as District Membership Chairman and workclosely with the Junior Membership Chairman on membership programs andpromotions. Shall assist all District club presidents in obtaining information regardingGFWC-NC Community Service Programs. Shall become the next President uponcompletion of the previous term, or upon the resignation of the President.
Junior Director: Shall be a member of a Junior club. Shall serve as a member ofthe GFWC-NC Board of Directors. Shall preside at all collective Junior Club meetingswithin the District that she schedules. Shall work closely with the President to supportGFWC-NC programs and promotions among Junior and Juniorette clubs within theDistrict. Shall preside at District meetings in the absence of the President andPresident-elect. Shall visit the Junior and Juniorette clubs within the District and assistand support Junior club presidents and Juniorette leaders in their club activities. Shallpromote the Community Improvement Contest with all clubs in the District, and judgethe Community Improvement Contest entries.
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District 5 Bylaws
Secretary: Shall be a member of a General or Junior club. Shall keep theminutes of all Annual Business and Executive Board meetings of the District, and othermeetings as requested by the President. Shall coordinate sending minutes to Presidentand Approval Committee and finalize approved minutes. Shall supply the President, andother officers, if requested, a copy of the minutes no later than two weeks after themeeting. Shall send at least two articles per year to the GFWC-NC CLUBWOMANmagazine and shall promote the GFWC CLUBWOMAN magazine to the District. Shallobtain an attendance list for District meetings and provide the President with a copy.Shall receive a copy of all award winners in the District from the Awards Chairman, thePublications Awards Chairman, the Sallie Southall Cotten Scholarship (SSCS)Chairman, the Greeson-Johnson Teaching Scholarship (GJTS) Chairman, and the ArtsFestival Chairman in a timely manner. Use of computer technology, communication,and storage to accomplish these tasks is preferred.
Treasurer: Shall be a member of a General or Junior club. Shall receive allDistrict dues and all District Scholarship monies from the District clubs. Shall keep arecord of all receipts, expenditures, canceled checks, and bank statements for a periodof five years from the date of transaction before deletion by the Treasurer. Shall workclosely with the President in obtaining club information related to budget decisions.Shall present the proposed budget to the Executive Board for approval prior to theDistrict Business Meeting and to the membership for adoption at the District BusinessMeeting. Shall obtain from the Audit Committee a complete audit of the books prior totransfer of books which occurs by June 1 in even years. Shall inform the President ofthe audit. Shall meet with the incoming Treasurer to review the books at the time oftransfer. Shall send a copy of the Treasurer’s Year-end Report to the Secretary andPresident. Shall reimburse, upon written request using the correct form, budget itemsonly in the amount set forth in the current budget. Shall serve as Chairman of theFinance Committee. Shall ensure all monies raised at District Meetings in support ofGFWC-NC programs and projects shall be sent to GFWC-NC Headquarters. Shall beresponsible for sending District donations for District projects to the designatedrecipients. Shall be responsible for coordination of the sale of GFWC and GFWC-NCmaterials at the District Business Meeting.
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District 5 Bylaws
Junior Membership Chairman: Shall be a member of a Junior club. Shall serveas a member of the GFWC-NC Board of Directors. Shall be responsible for allmembership activities for the Junior and Juniorette clubs within the District. Shall workclosely with and assist the President-elect on all membership promotions for the Districtas a whole. Shall work closely with the Junior Director to support Junior clubs’involvement in sponsoring new Junior clubs and other activities as requested. Shallpromote and coordinate the sponsorship of new Junior and Juniorette clubs.
Article V. District Executive Board
Section 1. Duties
The District Executive Board is chaired by the District President and is comprisedof the District Officers (President, President-elect, Junior Director, Secretary, Treasurer,and Junior Membership Chairman, and all District club presidents). A quorum is metwhen two-thirds of the District Executive Board members are present. District clubpresidents who are unable to attend business meetings may send one representative asa voting designee with prior notification to the President. The immediate past presidentand the Parliamentarian shall be ex-officio members. The President as Chairman maycall upon any District Chairman or District Committee Chairman to attend ExecutiveBoard meetings at her discretion. The Executive Board shall meet at the call of thePresident or upon written request to the President by any five of its members. It shallhave the authority to set dates for District meetings and to conduct business of theDistrict. It shall have the authority to approve the budget as proposed by the FinanceCommittee and forward the budget to the membership for adoption. It shall have theauthority to review and propose amendments to the Bylaws. It shall have the authorityto make changes in the District Policies and Procedures as deemed necessary with theapproval of a simple majority of Executive Board members present. It may vote by mail,conference, and/or email.
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Distrtict 5 Bylaws
Section 2. Resignations and Vacancies
District Officers, District Chairmen, District Committee Chairmen, and Committeemembers are expected to serve for the entire two-year term. However, it is recognizedthat personal circumstances sometimes require a reprioritization of individualcommitments and activities. Resignations shall be submitted to the Executive Boardthrough the President. If a vacancy occurs in the office of President, the President-electshall become President and serve for the reminder of the term. If a Chaplain orParliamentarian vacancy occurs, the President shall appoint a replacement. Forvacancies in elected positions, the Nominating Committee may appoint a replacementfor the vacant position at their discretion. A vote from the membership is not required tomake a replacement, however, an announcement is required at the next Districtmeeting. Appropriate communication, where required by GFWC-NC, will be carried outby the President.
Article VI. District Chairmen
District Chairmen: Shall be members of General or Junior clubs. Shall serve theDistrict by providing leadership in their respective areas. Shall provide reports toGFWC-NC as necessary by the deadlines requested. Shall be elected for a two-yearterm in odd years at the District Business Meeting and shall assume office in even yearsupon adjournment of the GFWC-NC Convention. Shall be nominated by the NominatingCommittee following the same procedure and schedule as District Officers unlessotherwise specified. No two District Chairmen shall be from the same club unless theposition cannot be filled otherwise.
Section 1. Community Service Program (CSP) Chairmen
Shall serve as links between GFWC-NC CSP Chairmen and individual Districtclubs and distribute information and promote the work of GFWC and GFWC-NC. Thesix CSPs shall be: Arts, Conservation, Education, Home Life, International Outreach,and Public Issues.
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District 5 Bylaws
Section 2. Awards Chairman
Shall be appointed by the President. Shall encourage all clubs to send in entriesfor District Awards and to participate in all awards programs. Shall provide clubs withdue dates for return of awards and other guidelines as needed. Shall be responsible forobtaining judges for District Awards, both club and individual, with the exception of theArts Festival, Community Improvement, Federation Day, and Publications. Shall receiveall District silver awards from the clubs holding the award by the date required, exceptPublications. Shall conduct the presentation of District Awards at the District ArtsFestival Meeting. Shall keep a record of all silver awards, the condition of the award,and each club receiving the award every year. Shall make recommendations to theExecutive Board regarding the condition of awards and possible retirement andreplacement of awards. Shall provide a report to the President and Secretary of allDistrict winners after the judging is completed.
Section 3. Publications Awards Chairman
Shall be appointed by the President. Shall encourage all clubs to participate inthe Publications Awards program.Shall provide club presidents with guidelines and duedates for the Publications Awards entries. Shall obtain judges for the PublicationsAwards. Guidelines for Publications Awards will follow GFWC-NC club membership sizecategory designations for purpose of judging. Shall conduct the presentation ofPublications Awards at the District Business Meeting and shall provide reports to thePresident and Secretary after the presentation of the awards. Shall forward winningentries in Newsletter and Yearbook categories to GFWC-NC chairman by the daterequired for state competition.
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District 5 Bylaws
Section 4. Sallie Southall Cotten Scholarship (SSCS) Chairman
Shall be appointed by the President. The Sallie Southall Cotten ScholarshipChairman shall provide guidelines, forms, and other assistance to club SSCS chairmenand/or presidents upon request. Shall notify all clubs and District President of due datesfor receipt of scholarship candidate materials packets. Shall obtain judges for theDistrict SSCS competition. Shall conduct the SSCS competition at the District ArtsFestival Meeting and ensure selection of a winner and an alternate. Shall inform thePresident, Secretary, and Treasurer of the winner and alternate and provide thewinner’s name and the alternate’s name, parental name(s), addresses, telephonenumbers, email addresses, North Carolina college of choice, and complete collegefinancial office addresses to which the award check will be sent. Shall inform GFWC-NCSSCS Chairman and provide all required information and materials to the StateChairman by the required date. Shall ensure District winning candidate knows location,time, and date for State competition, i.e., attire, program, procedures, and timeliness asrequired. Shall communicate with the District winning candidate to ensure student is incompliance with SSCS contest rules and expectations.
Section 5. Arts Festival Chairman
Shall be appointed by the President. Shall conduct the Arts Festival at the DistrictArts Festival Meeting. Shall work closely with the primary hostess club on needs for theArts Festival components. Shall work closely with the President in setting the meetingagenda. Shall secure judges for the Arts Festival. Shall appoint all Arts Festivalchairmen as needed. Shall provide certificates for presentation at the meeting. Shallsubmit the proper form and receipts for reimbursement to the District Treasurer for nomore than the current budgeted amount for the Arts Festival. Shall provide a writtenreport of winners to the President and Secretary, and to the GFWC-NC Arts FestivalChairman by the designated date. Shall encourage each club to submit winners in theGFWC-NC Arts Festival competition.
Section 6. Artfest Chairman
Shall be appointed by the President. Shall encourage the recognition of thetalents and strengths of persons with developmental disabilities and encourageparticipation in, and support of, programs such as GFWC-NC Artfest.
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District 5 Bylaws
Section 7. Chaplain
Shall be appointed by the President. Shall deliver the invocation, prayers, andblessings at District meetings. Shall obtain from the club presidents the names ofdeceased members since the last District Business Meeting for the CandlelightMemorial. Shall conduct the Candlelight Memorial at the District Business Meeting.Shall provide names of deceased members to the Secretary. May send cards ofcondolence on behalf of District 5 to the family members and clubs of deceasedmembers.
Section 8. Parliamentarian
Shall be appointed by the President. Shall assist the District President infollowing rules of parliamentary procedure based on Robert’s Rules of Order, currentedition. Shall provide counsel to the President as required. Shall be an ex-officiomember of the Executive Board.
Section 9. Public Policy Chairman
Shall be appointed by the President. Shall assist the President in: educating clubmembers about the political process, policy issues, and pending legislation; engagingmembers in the process of citizen politics; and mobilizing members to advocate for thepolicy priorities of the Federation, of GFWC-NC, and District 5.
Article VII. District Meetings
There shall be at least two meetings annually in the District. The first meeting shall bethe District Business Meeting held in October. The second shall be the District ArtsFestival Meeting held in February. The meeting calendar, location, and hostessresponsibilities shall be approved by the Executive Board upon recommendation of thePresident, and shall be recorded in the District 5 Administration Book, revised at thebeginning of each new term of office. The District shall be responsible for the lodgingand meals for any GFWC-NC guest, printing of the programs, printing and mailing theCALL, and signs and other set-ups used at the meetings. The President shall beresponsible for compiling the agenda, programs, and CALL letters. Door prizes may beprovided by the District clubs at the discretion of the Executive Board and shall beinexpensive and may reflect the nature or work of the individual clubs. Members of theclubs in the District, whose district dues are paid in full and who are in attendance atDistrict meetings, shall be entitled to vote.
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District 5 Bylaws
Article VIII. Committees
District Committees shall be comprised of both General and Junior members and maybe chaired by either. Unless otherwise designated, agreement to serve and to chairshall be obtained by the Nominating Committee and will follow the same procedure orapproval and term of office as indicated for the Officers and Chairmen.
Section 1. Audit Committee
Shall be comprised of two members from the District who by virtue of pastexperience or professional background will be able to competently review the Districtfinancial books. The books shall be reviewed annually in coordination with the DistrictTreasurer and a report shall be sent to the President.
Section 2. Bylaws Committee
Shall be convened as deemed necessary by the President. Its members shall beappointed by the President. It shall be comprised of at least three members, one ofwhom shall be the Parliamentarian. The Committee shall review suggestions andproposals for changes in the Bylaws and will make recommendations to the ExecutiveBoard at least six weeks prior to the next District Meeting.
Section 3. Finance Committee
Shall be comprised of the following three members: President, Immediate PastPresident, and Treasurer. Shall be chaired by the Treasurer. Shall prepare the annualbudget for approval by the Executive Board prior to the District Business Meeting andpresent it to the membership for adoption at the District Business Meeting.
Section 4. Minutes Approval Committee
Shall be comprised of the President and one other member appointed by thePresident. Shall approve draft minutes in a timely manner and coordinate approvalprocess with the Secretary.
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District 5 Bylaws
Section 5. Nominating Committee
Shall be comprised of five members (at least two of which shall be Junior clubmembers). Shall be elected at the District Business Meeting in even years. Shall beelected from a written ballot of names, one name from each club in the District. Clubpresidents must obtain consent to serve from each nominee prior to submitting thenames to the District President. Shall serve for two years and assume officeimmediately upon election. No member can serve two consecutive terms, unless thepositions cannot be filled otherwise. Chairman of the Nominating Committee shall bethe nominee with the most votes. It shall be the duty of the Nominating Committee tonominate candidates for the following District positions:
Officers
President (General Member)
President-elect (General Member)
Junior Director (Junior Member)
Secretary (General or Junior Member)
Treasurer (General or Junior Member)
Junior Membership Chairman (Junior Member)
Community Service Program Chairmen (CSP) (General or Junior)
Arts Community Service Program
Conservation Community Service Program
Education Community Service Program
Home Life Community Service Program
International Outreach Community Service Program
Public Issues Community Service Program
Committees
Audit Committee (as specified in Article VIII, Section 1.)
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District 5 Bylaws
The slate of candidates for District positions shall be presented in writing to thePresident no later than one month prior to the District Business Meeting in odd years.The slate of candidates shall be presented to the membership at the meeting and bevoted on by a show of hands, counted by designated counters, and requiring a simplemajority of members present to pass.
Article IX. Finances
Section 1. Fees and Dues
The fiscal year for the District shall be from June 1 through May 31.
Article X. Amendments to the Bylaws
Section 1. Proposed Amendments
Any club member in the District can submit suggestions for amendments to theBylaws, in writing, to the President. The Bylaws Committee shall then be convened bythe President and shall review the present recommendations regarding proposedamendments to the Bylaws to the Executive Board at least six week prior to a DistrictMeeting. The District Executive Board shall submit proposed amendments to themembership at the next District Meeting for adoption.
Section 2. Bylaws Amendments previous notice
These Bylaws can be amended at any regular meeting of the District by a two-thirds vote of those members present and entitled to vote, provided any suchamendment was submitted in writing, as specified in Section 1 above, and a notice ofthe amendment was appended to the meeting CALL letter.
Section 3. Bylaws Amendment without previous notice
These Bylaws can be amended at any regular meeting of the District withoutprevious notice by nine-tenths vote of the those members present and entitled to voteprovided such amendments to the Bylaws are proposed and endorsed by the BylawsCommittee and Executive Board.
Article XI. Disbanding a Club
Any club wishing to disband shall notify the District President in writing and followthe procedures outlined in the GFWC-NC Administration Book.
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Section 4
Past District Presidents
1959-1961 Louise Royster Harris Mary Jamieson WC
1962-1964 Sue Skinner Littleton WC
1964-1966 Betty Weathers Youngsville WC
1970-1972 Anna Gardner Butler Warrenton WC
1974-1978 Mamie King Warrenton WC
1978-1982 Ree Robertson Warrenton WC
1982-1983 Becky King Oxford WC
1986-1988 Eunice White Mary Jamieson WC
1988-1990 Joan Apple Mary Jamieson WC
1990-1992 Karen Brummitt Henderson WC
1992-1994 Margaret Ann Brame Women’s League of Henderson
1994-1996 Carolyn Thaxton Mary Jamieson WC
1996-1998 Fran Vick Wake Forest WC
1998-2000 Ellen Woodlief Youngsville WC
2000-2002 Freida Harris Mary Jamieson WC
2002-2004 Judy Tingen Mary Jamieson WC
2004-2008 Suzanne Sella Oxford WC
2008-2010 Nancy LaPonzina Youngsville WC
2010-2012 Linn Kapus Hearts and Hands WC
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Immediate Past President’s History
Linn Kapus, 2010-2012
District 5 President
The theme of the 2010-2012 District 5 Administration was, “Write the Story…Share theAdventures.” The GFWC-NC President’s and Junior Director’s Special Project, “Literacy: theAdventure of a Lifetime,” saw several new initiatives begin. The Links 4Literacy GolfTournament and the Greeson-Johnson Teaching Scholarship were among the new initiatives.The local clubs were challenged to 75,000 hours devoted to literacy during the two-yearadministration of which District 5 participated admirably with clubs donating books, donatingtime and money to schools, health departments, and shelters for women and children.
District 5 clubs were challenged to participate in at least one literacy project each month andone literacy project with a Sister Club. Local clubs were paired with an adjoining club or clubsto visit each other and participate in a project. Hearts and Hands Woman’s Club was a guest ofRoxboro Woman’s Club. Each club contributed children’s books which were then distributedequally to area schools and shelters. Warrenton, Littleton, and Macon Woman’s Clubs began aNewspapers in the Classroom program. Henderson Junior Woman’s Club participated in the Dr.Seuss reading program at Carver Elementary School and donated a book to each student. Thisclub also participated in the “Llama, Llama Red Pajama” reading campaign and donated fourcopies of the book to two elementary schools.
As part of the GFWC-NC initiative, “Membership: Keeping Every Member a Part of Our Story,”District 5 established “District Leaders Emeritus (DLEs)” in the fall of 2010 where clubwomenwith 40 years or more of service in their local clubs, District 5, or GFWC-NC were invited to joinan elite group of women to be honored at each fall district meeting. We honor theircontributions to the federation by hearing their history in club work as told in their nominationfrom their local club. They receive special seating and recognition at each district meeting.
District 5 sponsored candidates for the Greeson-Johnson Teaching Scholarship each year of thisadministration. District 5 also won the first GFWC-NC award at the state convention formonetary contributions to the scholarship fund. This included individual contributions fromclubs and participation in the Links 4Literary Golf Tournament.
District 5 held business meetings and Arts Festival meetings in Macon, Oxford, Franklinton, andCreedmoor; continued to send candidate names to LEADS, Clubwoman and Junior Clubwomanof the Year, Outstanding Citizenship, Sallie Southall Cotten Scholarship competitions on thestate level; and continued to participate in the State Arts Festival and Convention as well as Fall
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Conference meetings. Many of our District 5 clubwomen continued to serve in State positionsincluding GFWC-NC Director of Juniors.
It was an honor and privilege to serve as District 5 President during this two-yearadministration, and I look forward to continued service in District 5 and GFWC-NC.
Linn Kapus, GFWC-NC District 5 President 2010-2012
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Section 5
Reporting
For reporting purposes, GFWC and GFWC-NC reporting periods are fromJanuary 1st through December 31st. If your new club year begins in September with anew administration, then you will be reporting on the final months of the current year(October through December) and also on the previous nine months (January throughSeptember) of the previous administration. Good cooperation between the incomingand outgoing administrations is vital for accurate reporting. So embrace your previousofficers and report together!
Club Yearbook is a wonderful resource for keeping members up to date on thefollowing:
• Dates of club meetings, special events, fundraisers, district, state, andnational meetings
• Monthly projects and/or programs• Deadlines for annual dues and reports• Dates for special seminars and workshops with registration deadlines• Items to be collected for projects• History for new member information• List of club, district, and state officers
GFWC-NC Administration Book is invaluable for reporting. Every club in GFWC-NC receives a free copy which goes to the current president. All club membersare welcome to share the information contained in this book. Ideally, all membersof District 5 will order their own GFWC-NC Administration Book. The followingpages are the best source for reporting guidelines:
Awards Entries Section
• Pages 3-8 contain GFWC-NC State Board Reporting Calendar andChecklist for 2012/2014.
• Pages 9-11 contain 2012/2014 GFWC-NC Awards and ContestInformation.
• Page 12 contains a sample of two styles of reporting where Club A justgives club statistics and Club B presents a narrative report with clubstatistics included. You be the judge of which report is best!
• Page 13 contains the Reporting Worksheet (copy follows).
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• Pages 14-18 contain information about GFWC-NC Specific ProjectAwards.
• Pages 19-20 contain GFWC-NC Membership Promotion Goals,Incentives, and Awards.
• Pages 21-37 contain GFWC-NC Entry Forms for Specific Project Awardswith Judges Evaluation Sheets for Newsletters and Yearbooks.(Newsletterand Yearbook award criteria and entry forms are here.)
• Pages 38-44 contain GFWC-NC Individual Awards criteria and applicationforms.
• Pages 45-46 contain the Leadership Education and Development Seminar(LEADS) criteria and application form.
• Pages 47-49 list the GFWC-NC Awards to the Districts.• Page 50 contains a sheet for nominating someone as a GFWC-NC
Woman of Achievement.
Be sure to make copies of all the blank entry/evaluation forms in this section forfuture use.
If you have reporting questions, there is always someone to help you. Please donot hesitate to call on your club members who have prepared reports before oryour district officers at any time. If we do not know the answer, we can help youfind it. Also, our GFWC-NC officers are always eager to help with any reportingquestions. So reach out!
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Reporting WorksheetPrepare and submit a worksheet for each project/program to capture data for CP&S and other reports.
Please submit all Reporting Worksheets to Club Reporting Chairman.
Community Service Program/Committee: _________________________________________________
Project/Program: ____________________________________________________________________
Date of Project/Program: ______________________________________________________________
Number of Members Participating: ______________________________________________________
Number of Hours Participating: _________________________________________________________
Money Donated Directory to Organization/Recipient: ________________________________________
In Kind Donations (Money Spent/Estimated Value of Items): __________________________________
Money Earned if Fund raiser (Net Receipts): ______________________________________________
Other Community Groups Involved: _____________________________________________________
Publicity Prepared/Distributed: _________________________________________________________
__________________________________________________________________________________
Description of Project (Major facts): ______________________________________________________
___________________________________________________________________________________
__________________________________________________________________________________
__________________________________________________________________________________
__________________________________________________________________________________
__________________________________________________________________________________
Impact of Project/Program on Community/Club: _____________________________________________
___________________________________________________________________________________
___________________________________________________________________________________
___________________________________________________________________________________
Club President or Designee:
• Report on number of member, hours, expenses paid by the club for participation in district andstate meetings:
• Report value of items donated.• Report on orientation of new members and other leadership type training activities/training.• Have a “Report Writing Party” invite program/project chairmen to sit down together, and write
reports that need to be submitted to GFWC-NC.• The information captured on this Reporting Worksheet will be needed to fill out the CP&S (Club
Participation and Statistical Report). Also, if clubs want to be considered for a GFWC-NC Awardthen clubs will need to submit the information from this Reporting Workshop on the appropriateCommunity Service Program Award Entry forms and Specific Project Award Entry forms dueFebruary 1st of each year.