GFWC/Ohio Federation of
Women's Clubs
Standing Rules
A. All Departments, Committees and Trustees shall abide by the Standing Rules of the Board of Directors.
B. A theme adopted by any administration,
department, committee, program and/or contest shall be non-sectarian and
non-partisan in content, phrasing and symbol (Adopted 1/12/1997. Revised 7/8/2001).
C. The GFWC/Ohio Federation of Women’s Clubs
mailing list shall be released with the approval of the Executive Committee
only to those organizations which are endorsed by the GFWC/Ohio Federation of
Women’s Clubs. (Revised 7/12/2000).
D. Resolutions remain in effect until rescinded
by the delegate body. All resolutions
which have been in effect for four (4) years shall be automatically reviewed by
the Resolutions Committee for timeliness, change of opinion, etc. Those whose purpose has been accomplished
shall be referred to the Convention to be rescinded.
E. The GFWC/Ohio Federation of Women’s Clubs
President shall serve as the Statutory Agent for the organization.
F. Administration clubs are comprised of the
members of the Board of Directors of any one (1) administration.
G. State and District officers and chairmen who
are invited by a club to perform a service shall have their expenses paid. (Mileage at 25 cents per mile). (Revised 4/27/1998. Revised 6/30/2002. Revised 7/10/2004. Revised 5/20/2006).
H. All mileage expenses shall be substantiated
in writing, and all other expenses shall be substantiated by original receipts
or a good quality photocopy, signed and dated.
An official voucher shall be used to submit all expenses for
reimbursement. (Revised 7/16/2005. Revised 7/09/2006).
I. Checks for registration fees for all
statewide meetings shall be made payable to GFWC/Ohio Federation of Women’s
Clubs.
J. Expenses shall be submitted in the fiscal
year (June 1 – May 31) in which they are incurred, except for phone charges
incurred in May. Phone bills for May
shall be submitted postmarked by June 30th. (Adopted 4/27/1997. Revised 4/27/1998. Revised 1/13/2002. Revised 7/09/2006)
K. The members of the GFWC/Ohio Federation of
Women’s Clubs Board of Directors (President, First Vice President, Second Vice
President, Secretary, Treasurer, Director of Junior Clubs, Assistant Director
of Junior Clubs, District Presidents, State Junior Board of Directors, Trustees
and State Chairmen, shall maintain in their homes, all materials concerning the
operation of their respective offices during the administration of the office. At the end of their term, each person shall
deliver to her successor, within thirty (30) days, ALL records, papers and
other properties which belong to the position.
(Adopted 6/28/1997. Revised
4/27/1998. Revised 7/16/2005).
L. Suggestions and/or proposed changes to the
Constitution, Bylaws or Resolutions are to be submitted, postmarked by November
15th, to the appropriate committee.
(Adopted 1/13/2002; Reworded 7/16/2005).
Revised 7/9/2006).
M. All letters of recommendation for nominees
are to be submitted to the temporary chairman of the State Nominating
Committee, postmarked by November 15th in the odd numbered
years. Refer to Bylaw Article X Section
Nominations and Elections for letter details.
(Adopted 1/13/2002. Revised 1/7/2006. Revised 7/9/2006).
A. All appointments, except the Parliamentarian, shall be made from per capita clubs or Direct Members. (Adopted 1/14/07).
B. GFWC/Ohio Federation of Women’s Clubs Committee Chairmen receive a maximum reimbursement of $30.00 per fiscal year for postage, phone calls and copies. (Revised 1/13/2001. Revised 7/16/2005. Revised 7/9/2006. Revised 1/14/07).
C. GFWC/Ohio Federation of Women’s Clubs
Department Chairmen receive a maximum reimbursement of $45.00 per fiscal year
for postage, phone calls and copies.
(Revised 7/16/2005. Revised
7/9/2006. Revised 1/14/07).
D. Committee Chairmen and Department Chairmen
should consider sharing expense reimbursement with their committee members.
E. The Chairman Pro-Tem of the State Nominating
Committee shall receive a maximum reimbursement of $50.00 for postage, phone
calls and copies. The approval of the
GFWC/Ohio Federation of Women’s Club President must first be obtained for
reimbursement of any necessary expenses above this amount.
In
the event of the resignation of a nominee,
the Chairman of the State Nominating Committee may receive an additional
$20.00 for copies, postage and phone calls in order to secure a new nominee. The approval of the GFWC/OFWC President must
first be obtained for reimbursement of any necessary expenses above this
amount.
Scholarship
Chairmen: The Annette Phelps Lincoln
Chairman shall receive a maximum reimbursement per fiscal year of $30.00 and
the Chairman for all other scholarships will receive a maximum reimbursement
per fiscal year of $100.00 for postage, phone calls and copies. The approval of
the GFWC/OFWC President must first be obtained for reimbursement of any
necessary expenses above this amount. (Adopted 1/14/07).
F. Funds for a convention workshop, not to
exceed $30.00 per workshop, shall be considered as convention expense, not as
part of the Committee or Department Chairman’s budget. (Revised 7/2/2000. Revised 7/16/2005).
G. A total of $30.00 for fees or gifts for Arts
Department judges shall be considered convention expense. (Revised 7/16/2005)
H. Funds donated to Loyal Jonquils/the Operating
Fund are used for expenses of the GFWC/Ohio Federation of Women’s Clubs.
I. Only the interest from the money invested in
the Endowment Fund is used for expenses of the GFWC/Ohio Federation of Women’s
Clubs.
J. Those who are required to report to the Board
of Directors for a specific purpose (such as State Nominating Committee,
Bylaws, Resolutions and Redistricting) shall be reimbursed at 25 cents per mile
charged to the GFWC/Ohio Federation of Women’s Clubs Board meetings. (Adopted 1/9/2000. Revised 6/30/2002. Revised 7/10/2004. Revised 7/16/2005. Revised 5/20/2006).
K. The GFWC/Ohio Federation of Women’s Clubs
shall have a balanced budget (Adopted 1/9/2000).
L. The GFWC LEADS Seminar participant shall be
reimbursed one-half of the room cost for two (2) nights (based on double
occupancy). (Adopted 1/14/07).
A. Regardless of the number of individuals holding a district office, the reimbursements for meals, lodging and mileage at required meetings shall be based on one (1) individual per office. (Adopted 7/10/2004).
B. If the duties of the District President or
District Junior Director are shared in a district, agreement as to how the
reimbursements are to be divided shall be made prior to their assuming
office. The GFWC/Ohio Federation of
Women’s Clubs President and Treasurer shall be notified in writing as to the
agreement before any reimbursement occurs.
(Adopted 7/10/2004).
C. Members of the Board of Directors shall
receive $6.00 for lunch and $10.00 for dinner when required to be present for
the Board of Directors meetings (unless a catered meal is provided which will
be paid for by the GFWC/Ohio Federation of Women’s Clubs). This policy shall be reviewed at the
beginning of each administration by the incoming GFWC/Ohio Federation of
Women’s Clubs President. (Revised
7/2/2000. Revised 7/16/2005).
D. When an overnight stay is required for
meetings, all members of the Board of Directors/Junior Board of Directors and
Parliamentarian shall have their rooms paid (based on double occupancy). If a district office is being shared by two
or more people, room reimbursement shall be divided among them by mutual
consent, the total amount to be not greater than one-half the cost of the
room. Should a member choose to room
alone, she shall be responsible for one-half of the cost of the room. Planned meal functions at the GFWC/Ohio
Federation of Women’s Clubs Convention shall be paid at a cost of 50% of the
published price. (Revised
7/16/2005. Revised 1/7/2006. Revised 7/9/2006).
E. Round-trip mileage will be paid at 25 cents
per mile for attendance at Board of Directors/Junior Board of Directors
meetings. The exception to this is that
incoming and outgoing members of the Board will receive one-way mileage to
Convention in the even numbered years.
(Revised 4/27/1998. Revised
6/30/2002. Revised 7/10/2004. Revised 5/9/2006).
F. At the Post Convention Board of Directors
meeting in the even numbered years, the GFWC/Ohio Federation of Women’s Clubs
Board of Directors shall approve a Board member to review and sign the payment
vouchers of the GFWC/Ohio Federation of Women’s Clubs President. (Revised 1/7/2006. Revised 7/9/2006).
G. The Board of Directors shall elect a
member-at-large to the State Nominating Committee at the Post Convention Board
of Directors Meeting preceding the biennial election of officers, who shall
serve as Chairman Pro-Tem and receive all letters of recommendation. It shall be her duty to copy the letters and
send to the committee members at least two (2) weeks prior to the meeting of
the State Nominating Committee, which the GFWC/Ohio Federation of Women’s Clubs
President calls, to allow each member time to read the letters. In the event that the committee member cannot
attend the meeting, it is her responsibility to give the letters to her
alternate. (Revised 4/27/1998. Revised 1/14/07).
H. Procedure for voting electronically in
accordance with Bylaw Article III, Board of Directors, Executive Committee,
Section I.
Periodically
the necessity may arise between meetings of the GFWC/Ohio Federation of Women’s
Clubs Board of Directors to vote on an issue of an emergency nature (i.e., that
which cannot wait until the next Board Meeting).
Any
Board member who does not have access to necessary equipment for electronic
voting shall be contacted by the GFWC/Ohio Federation of Women’s Clubs
President as soon as a motion has been made.
The Board member shall be afforded the opportunity for debate and vote.
The
GFWC/Ohio Federation of Women’s Clubs President will notify the Board members
of the need to vote on a specific question/issue. At that time, she shall request for a motion
with a second to be made to bring the item to the table. Members shall have a specific time frame to
cast their votes once the question is put.
The GFWC/Ohio Federation of Women’s Clubs President shall determine and
publish this time frame. The
Parliamentarian may serve as Teller as she does not have a vote.
The
Parliamentarian/Teller receives and tabulates the votes and makes a Teller’s
report to the GFWC/Ohio Federation of Women’s Clubs President, who then shall
announce the results of the vote.
The
Teller may audit the vote and verify through communication with any member who
did not vote or register an abstention. The Teller shall produce a list of who
voted and abstained and submit it to the GFWC/Ohio Federation of Women’s Clubs
Secretary who shall document such information and circulate same at the next
regular or special meeting of the GFWC/Ohio Federation of Women’s Clubs Board
of Directors. (Adopted 1/14/07).
A. Each district shall receive a maximum reimbursement of $100 per fiscal year for office/district expenses. (Revised 7/10/2004).
B. The registration fee for District Fall
Conference and for Legislation Day shall be $2.00. One dollar shall remain with the hostess
club. The remainder shall be sent to the
District President. (Revised
7/9/2001. Revised 6/30/2002. Revised 7/16/2005).
C. Summer District Federation Information Day is
self-supporting. (Revised 1/9/2000).
D.
Those clubs and federations whose dues are not paid by November 10th
shall be contacted by the District President.
(Revised 7/9/2006).
E. The District President shall distribute
awards and certificates at District Federation Information Day or Fall
Conference for those not in attendance at Convention (for recognition and to
save postage). (Revised 4/27/1998).
A. President
a) All hotel bills are to be scrutinized for
accuracy by the President and Second Vice President prior to payment.
B. First Vice President
a) Monies for District and State contests are
charged to Miscellaneous Expenses.
District student winners are given $15.00 each. State student winners are given a $75.00
savings bond each. (Revised
1/9/2000. Revised 6/30/2002. Revised 1/12/2003).
b) She shall ensure that qualified judges for
contests judged at Convention are obtained by the appropriate chairmen. (Adopted 6/30/2002. Revised 1/12/2003. Revised 7/16/2005. Revised 7/9/2006).
C. Second Vice President
a) All expenses are charged to Convention.
D. Secretary
a) The minutes of the Board of Directors and
Executive Committee meetings shall be sent to the respective members within six
(6) weeks following the meetings.
(Revised 7/9/2006).
E. Treasurer
a) She shall notify the District Presidents by
November 25th of the clubs and federations in their districts whose
dues are not paid, postmarked by November 10th. (Revised 7/9/2006).
b) The outgoing Treasurer shall attend the
Summer Board of Directors meeting and give a Final Report.
c) The outgoing Treasurer shall be responsible
for closing the books for audit.
d) The outgoing Treasurer shall arrange for the
transfer of monies in the accounts to the incoming Treasurer by the Summer
Board of Directors Meeting. (Revised
7/9/2006).
e) The incoming Treasurer shall be responsible
for obtaining an auditor. (Adopted
1/9/2000. Revised 7/9/2006).
F. Office expense is reimbursed for the
Executive Committee. This includes
postage, copies and phone calls (within reasonable limits).
G. The outgoing GFWC/Ohio Federation of Women’s
Clubs President and Director of Junior Clubs shall each send an administration
summary and a picture to the Historian within sixty (60) days of the close of
her administration for use in future histories.
H. The Assistant Director of Junior Clubs shall
be invited to attend the Winter Board of Directors Meeting in the second year
of the administration, as Director of Junior Clubs-Elect, and her expenses be
paid as stated under the Standing Rules of the Board of Directors/Junior Board
of Directors. (Revised 7/2/2000).
I. Mileage (at 25 cents per mile), rooms and
meals shall be paid for the President, President-elect, First Vice President,
Director of Junior Clubs and Director-Elect of Junior Clubs or their designated
alternates for the Fall Conference Tour.
If the Second Vice President and/or the Assistant Convention Chairman
attend the Fall Conference of the GFWC/Ohio Federation of Women’s Clubs
Convention hostess district, the expenses are to be charged to the Convention. If the Second Vice President is a designated
alternate in another district, those expenses are to be charged to the Fall
Conference Tour. (Revised 4/27/1998. Revised 6/30/2002. Revised 7/10/2004. Revised 7/16/2005. Revised 5/20/2006).
A. Only rooms of the members of the GFWC/Ohio Federation of Women’s Clubs Executive Committee, Board of Directors/Junior Board of Directors, Parliamentarian and GFWC guest(s) shall be on the GFWC/Ohio Federation of Women’s Clubs hotel bill for Convention. (Revised 4/27/1998. Revised 7/16/2005).
B. The cost of Convention meals shall be 50% of
the published price for the Board of Directors/Junior Board of Directors and
the Parliamentarian. (Revised
7/16/2005).
C. The Convention Chairman Assistant, if
appointed, shall receive the same consideration as the Board of
Directors/Junior Board of Directors and Parliamentarian as it relates to hotel
and meal costs. (Revised 7/17/2005).
D. The members of the Board of Directors/Junior
Board of Directors, Parliamentarian and Convention Chairman Assistant shall pay
their own registration fee for Convention.
(Revised 7/17/2005).
E. The Junior Banquet will be complimentary for
past GFWC/Ohio Federation of Women’s Clubs Directors of Junior Clubs and the
Saturday Banquet will be complimentary for past GFWC/Ohio Federation of Women’s
Clubs Presidents.
F. The Convention minutes shall be read and
approved by the GFWC/Ohio Federation of Women’s Clubs Executive Committee.
G. The number of votes received by candidates in
elections shall not be read aloud.
H. The total expense of $30.00 for the Arts
Department judges and the income and expense for the Community Improvement
Program Award shall be included in Convention expenses. Also, all mailings of GFWC/Ohio Federation of
Women’s Clubs materials to GFWC for contests, etc., shall be considered a
Convention expense. (Revised 1/9/2000. Revised 7/17/2005).
I. Each department, committee contest shall be
responsible for administering exhibits, contests, including Exhibit Room aides
and awards for their own contest and/or exhibit. (Revised 6/30/2002).
J. The Convention hostess district clubs shall
pay 50 cents per member to the District Treasurer for district Convention expenses. City/County Federations in the district shall
pay $1.00 per club. Any remaining funds
after the Convention shall be sent to the GFWC/Ohio Federation of Women’s Clubs
Treasurer to be designated for future convention expenses. (Adopted 1/9/2000. Revised 6/30/2002).
K. The GFWC/Ohio Federation of Women’s Clubs
President, with consultation with the district officers of the hostess
district, shall select a general district chairman for the next annual
convention by the Summer Board Meeting.
(Adopted 7/17/2005).
L. Those planning a meeting or convention for
GFWC/Ohio Federation of Women’s Clubs shall avoid scheduling these activities
on major religious holidays. (Adopted
7/17/2005).
A. The GFWC/Ohio Federation of Women’s Clubs official representative to the GFWC conventions in the even numbered years shall be the outgoing President and the outgoing Director of Junior Clubs. They may stay through the adjournment of the convention.
B. At GFWC Convention in the even numbered
years, the incoming President and incoming Director of Junior Clubs shall
receive transportation, registration, meals and ˝ room (based on double
occupancy) expenses from the day of installation through the Post-Convention
Board Meeting. (Revised 6/30/2002).
C. For GFWC meetings, transportation not
reimbursed by GFWC, registration, meals and ˝ room (based on double occupancy)
expenses will be paid for the GFWC/Ohio Federation of Women’s Clubs President
and Director of Junior Clubs when they are required to be present.
D. The President-Elect and the Director of
Junior Clubs-Elect will receive reimbursement by OFWC of all expenses for
transportation, registration, meals and ˝ room (based on double occupancy) for
attendance at one GFWC planning/orientation meeting. (Revised 6/30/2002).
E. For Great Lakes Region meetings, mileage,
registration, meals and ˝ room (based on double occupancy) expenses will be
paid for the GFWC/Ohio Federation of Women’s Clubs President and Director of Junior
Clubs. (Revised 6/30/2002).
F. Portage of Federation materials is considered
part of transportation expense for the GFWC/Ohio Federation of Women’s Clubs
President and Director of Junior Clubs.
G. GFWC/Ohio Federation of Women’s Clubs does
not reimburse tips and/or optional activities.
(Revised 6/30/2002).
(Section
revised 1-9-2000)
A. Substantiated transportation expenses for Trustees shall be reimbursed at 25 cents per mile (in accordance with the Bylaws). (Revised 4/27/1998. Revised 6/30/2002. Revised 7/10/2004. Revised 5/20/2006).
B. All plans for purchase or expenditures are to
be authorized by the Board of Directors prior to purchase or expense. (Bylaws,
Article 9, Section 5).
C. Minutes of the Board of Trustees meetings
shall be sent to the GFWC/Ohio Federation of Women’s Clubs Executive Committee
within six weeks following the meeting. (Revised 7/8/2001).
A. Only the interest from the Certificates of Deposit for the scholarships is to be used for their scholarships. The scholarships are GFWC/Ohio Federation of Women’s Clubs Art Scholarship; Elaine Weinman Memorial Scholarship; Ethel G. Swanbeck Allied Health Scholarship; GFWC/Ohio Federation of Women’s Clubs Clubwoman Scholarship and the Annette Phelps Lincoln Scholarship. (Revised 4/27/1998. Revised 1/13/2002).
B. The Treasurer shall notify the Trustees by
March 15th as to the funds available prior to the awarding of
scholarships. (Revised 6/30/2002).
C. As many scholarships as possible should be
awarded. Any balance not awarded or any
money returned shall be put into the principal of the fund. (Revised 1/12/2003).
D. The Chairman shall give a complete list of
scholarship recipients with name, address, phone number, sponsoring club,
district and school they will be attending to the GFWC/Ohio Federation of
Women’s Clubs Treasurer and the GFWC/Ohio Federation of Women’s Clubs Secretary
at the Convention when the scholarships are given. (Revised 4/27/1998. Revised 7/9/2006).
The
recipient shall provide a copy of the bursar’s statement to the Treasurer
before the check may be written.
(Adopted 7/9/2006).
E. Substantiated expenses for Scholarship
Trustees, including transportation expenses at 25 cents per mile for attendance
at one meeting per year and office expenses, shall be reimbursed through the
Chairman and paid out of the General Fund.
(Revised 4/27/1998. Revised
1/13/2001. Revised 6/30/2002. Revised 7/10/2004. Revised 5/20/2006).
(Section
revised 1/9/2000)
A. All purchases or expenditures are to be approved by the Board of Directors prior to purchases or expenses. All bills will be paid by the GFWC/Ohio Federation of Women’s Clubs Treasurer.
B. A detailed report of income and expenses shall
be sent by the GFWC/Ohio Federation of Women’s Clubs Fund-Raising Chairman to
the GFWC/Ohio Federation of Women’s Clubs Treasurer. This report by the State Fund-Raising
Chairman shall include the cost and income from each fund-raising item. (Revised 6/30/2002).
C. District Fund Raising Chairmen shall keep
records of inventory and of all transactions.
A copy of their reports shall be sent to the GFWC/Ohio Federation of
Women’s Clubs Fund-Raising Chairman following each district event along with
the funds received.
D. The administration pins, which have to be
ordered by the incoming president and must be ordered in advance by the
president-elect to have after installation at Convention, shall be paid for by
the GFWC/Ohio Federation of Women’s Clubs Treasurer. (Revised 7/17/2005).
Adopted
by the 1996-1998 Board of Directors July 27, 1996
Reviewed
and revised by the 1998-2000 Board of Directors, April 27, 1998
Reviewed
and revised by the 1998-2000 Board of Directors, January 17, 1999
Reviewed
and revised by the 1998-2000 Board of Directors, January 9, 2000
Reviewed
and revised by the 2000-2002 Board of Directors, July 2, 2000
Reviewed
and revised by the 2000-2002 Board of Directors January 13, 2001
Reviewed
and revised by the 2000-2002 Board of Directors, July 8, 2001
Reviewed
and revised by the 2000-2002 Board of Directors, January 13, 2002
Reviewed
and revised by the 2002-2004 Board of Directors, April, 2002
Reviewed
and revised by the 2002-2004 Board of Directors, June 30, 2002
Reviewed
and revised by the 2002-2004 Board of Directors, January 12, 2003
Reviewed
and revised by the 2004-2006 Board of Directors, July 10, 2004
Reviewed
and revised by the 2004-2006 Board of Directors, July 16, 17, 2005
Reviewed
and revised by the 2004-2006 Board of Directors, January 7, 2006
Reviewed
and revised by the 2006-2008 Board of Directors, May 20, 2006
Reviewed
and revised by the 2006-2008 Board of Directors, July 9, 2006
Reviewed
and revised by the 2006-2008 Board of Directors, January 14, 2007
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