GFWC VA - Lee District

GFWC VA - Basic Reporting Rules

SCOPE – Club reports should cover work done for the previous calendar year – Jan. 1 – Dec. 31. NO PROJECTIONS PLEASE.

DEADLINES – All deadlines shown below must be observed regardless of weekends or holidays, i.e., if report deadline falls on a day the post office is closed, reports must be postmarked the day BEFORE the deadline in order to qualify for judging at all levels.

January 25 – ALL CLUB reports – General, Junior, and Juniorette

(GFWC Report Form & Narratives, GFWC Virginia Annual Club Record, Dues & Contribution forms – both to state and district)

Return address on all club reports should be address of the current club president.

February 10 – District Junior Chairmen send reports to General Chairman to be combined with general club reports. (Applies ONLY if your district has both Junior and General chairmen of departments/programs)

February 20 – All District Chairmen, District Directors of Junior Clubs

February 28 – District Presidents

February 28 -All State Junior Chairmen (Camp Easter Seals Virginia, Membership), State Project Chairmen

March 15 – All State Chairmen

April 1 – State President and Director of Junior Clubs

FORMS

GFWC Report Form (stat sheet) – Found in GFWC Manual or on pages 99-100 of this yearbook. Complete one stat sheet, filling in statistics for all areas in which club participated. If you are submitting a narrative describing your work in a program area, place a check in the "Narrative" column.

Narrative Report Forms – Found in this yearbook on pages 95-96.

For each Program/Special Project for which you checked "Narrative" column on GFWC Statistical cover sheet, complete this narrative form to describe what was done in that area. Narrative not to exceed 2 pages, single-spaced. Do not combine program areas on a sheet.

GFWC Virginia Annual Club Record – Found in this yearbook on pages 97-98. Each club president should compile information to complete statistics requested on front page. Use the back to summarize club activities for the year. Keep in mind that this record (front and back), signed by club president, will be bound as a permanent record and retained at GFWC Virginia Headquarters. The main purpose for summarizing your club activities for the reporting year is to provide a history of your club year. Think about what you want your club to be remembered for in 25, 50, or 100 years from now when a club member is preparing for your anniversary celebration.

Dues and Contribution Form – Found in this yearbook on page 77.

Junior Dues and Contributions Form – Found in this yearbook on page 133

Special Junior Forms – Found in this yearbook on pages 134-143.

District Dues – Found in District Handbook – Send to District Treasurer.

Please DO NOT SEND TO GFWC Virginia Headquarters with other reports.

**NOTE: Many of these reports are available on the GFWC Virginia website.**

FORMAT – All reports should be typed using 10 or 12 pitch type only – Please do not reduce print. See details for narrative report form in this yearbook on page 93.

Only club related/sponsored or approved by vote projects and programs may be included in reports. ABSOLUTELY NO CROSS REPORTING. The Community Improvement Contest Entry may include information reported on the GFWC Program Reports. Report ALL club activities. For club projects NOT found in GFWC program areas, determine where the project best fits objectives and report the project there.

Hours – Volunteer hours are computed by adding up the total number of hours spent on a program/project by each member. Include preparation time (phone calls, meetings, set up and clean up time, etc.) and travel time. Travel to and from regular meetings should not be included.

Money – On the GFWC Program reports "Dollars" includes money donated by the club, money donated by others through the club (grants), and the estimated value of gifts (in-kind) donated by the members and through the club by others.

Number of Members Participating – Should be the number of members who participated in the applicable programs/projects. IN NO CASE SHOULD THE NUMBER EVER EXCEED THE TOTAL NUMBER OF MEMBERS IN THE CLUB.

Programs/Projects – Count the number of programs/projects sponsored by club in each program area.

AWARDS – All state and district awards based on size categories will be judged according to number of members that dues were paid on as of May 31 of the previous year.

Clubs that wish to be considered for district/state awards MUST SUBMIT narrative report forms with GFWC Report Form (stat sheet) to DISTRICT chairman.

Clubs that wish to be considered for special GFWC awards must comply with criteria and deadlines set forth in GFWC Club Manual and mailed to addresses shown there.

Junior clubs that wish to be considered for Special Junior Awards on the state level must comply with criteria and deadlines set forth in Junior Section of this yearbook and mailed to addresses shown there.

Reports received past deadline – on any level – will not be considered for awards.

COPIES – Make required number of copies, being sure to keep a copy of every completed form for club files.

REPORTING INSTRUCTIONS - CLUB PRESIDENTS

READ Basic Reporting Rules found on preceding pages and GFWC Reporting Guidelines found in GFWC Club Manual (last two pages in first section before Arts tab.)

COMPLETE GFWC Report Form (stat sheet), Narrative Report Forms, GFWC Virginia Annual Club Record and Dues and Contributions Forms per instructions.

GFWC Report Form (stat sheet): (pages 99-100) Fill in ALL the pertinent columns on ONE overall GFWC Report Form for ALL program areas your club had activities in.

Narrative Forms: (pages 95-96) These are optional, but remember that all district and state awards will be given ONLY to clubs who submit narratives. Please use Narrative Report Form found in this state yearbook to describe what your club did in each GFWC program area or special project. No cross reporting.

GFWC Virginia Annual Club Record (ACR) (found in this yearbook pages 97-98): This is in addition to the GFWC Report Form (stat sheet). Take the information from the stat sheet and transfer it to the ACR, adding the other GFWC Virginia specific information requested. Then, using the back describe an overview of what your club did for the past year.

Dues and Contribution Form (found in this yearbook, page 77) Consult the club treasurer and determine the current number of members then complete form.

MAIL postmarked January 25 or earlier (DO NOT HOLD PAST DEADLINE)

Complete Sets of your reporting package should be distributed as follows:

(Reporting Package includes GFWC Report Form, all GFWC Virginia Narrative Forms, GFWC Virginia Annual Club Record and GFWC Virginia Dues and Contributions Form. If Junior Club, also include the GFWC Virginia Junior Contributions Form.)

GENERAL CLUBS – Who Gets What

GFWC Headquarters - 1 copy of the club GFWC Report Form (Stat Form) and 1 copy of all narratives

District President - 2 copies GFWC Report Form, all narratives, and Annual Club Record

District Chairman - 2 copies of the GFWC Report Form and Program/Project narratives to the appropriate District Chairman (Some districts require club to send only 1 copy to their district chairman. Please follow the instructions in your district for the number of copies) (Refer to District handbook for names and addresses.)

GFWC Virginia Headquarters – Dues & Contributions Form with check

District Treasurer – District Dues form and Check

Club Records - 1 copy of all documentation

HELPFUL HINT – Record all of your statistics on the GFWC Report Form (Stat Form) and highlight the line of the program area that you are sending to the appropriate district chairman along with the corresponding narrative.

　

JUNIOR CLUBS – Who Gets What

GFWC Headquarters - 1 copy of the club GFWC Report Form (Stat Form) and 1 copy of all narratives

District Director of Junior Clubs - 3 copies GFWC Report Form, all narratives and Annual Club Record

District Chairman (could be Junior or General) - 2 copies of the GFWC Report Form and Program/Project narratives to the appropriate District Chairman (Some districts require club to send only 1 copy to their district chairman. Please follow the instructions in your district for the number of copies) (Refer to District handbook for names and addresses.)

GFWC Virginia Headquarters – Dues & Contributions Form with check and Junior Dues & Contributions with check

District Junior Treasurer – District Dues form and Check

Club Records - 1 copy of all documentation

**Do Not Send These Reports To The State Chairman As Instructed In GFWC Club Manual.**

IMPORTANT: If your club is reporting statistics only in some program areas on the GFWC Report Form but NOT attaching a Narrative, it is still necessary to send the overall GFWC Report Form to the appropriate District Chairmen so all the STATISTICS can be included in District/State compilations.

To GFWC Headquarters: 1734 N Street, NW, Washington, DC 20036.

ONE copy of the overall GFWC Report Form (stat sheet) attached to copies of ALL Narrative Forms completed by club

To GFWC Virginia Headquarters: P. O. Box 8750, Richmond, Virginia 23226

ONE copy of the "Dues and Contributions Form" with club check

To District Treasurer: (see District Handbook for address.)

ONE copy of the district dues form with club check to district treasurer

JUNIOR CLUB PRESIDENTS ONLY:

To GFWC Virginia Assistant Director of Junior Clubs:

Lori Rocker 15757 Oak Lane, Haymarket, VA 20169

ONE copy of GFWC Virginia Junior Honor Society Form (Postmarked by March 1^st)

To GFWC Virginia Headquarters P.O. Box 8750, Richmond, Virginia 23226:

ONE copy of Junior Contributions Form (found in this yearbook in Junior Section page 133) with club check.

To clubs sponsoring special State Junior Awards: (See details in Junior Section)

TWO copies to addresses shown for Special Awards following guidelines in Junior Section for which your club wishes to be considered. (Postmarked by March 1^st)

Instructions for completing NARRATIVE report form

(For use by clubs)

Note: Narrative reports are OPTIONAL, however, district/state awards will be presented based on narrative reports submitted.

COMPLETE NARRATIVE REPORTS FIRST.

TOTAL STATISTICS AND ENTER ON GFWC REPORT FORM.

PUT AN "X" IN "NARRATIVE ENCLOSED" COLUMN FOR EACH NARRATIVE REPORT SUBMITTED.

Fill in contact information requested on top of form in case District/ State Ch. need to contact preparer for more details on project, and in case narrative report gets detached from cover sheet.

On each narrative form type in a specific GFWC Department Program area. Tell what your club did in that specific program area only. Use SEPARATE forms for each Program area. (i.e. Do not report Helping Hands, Women’s Health, and Dollars and Sense on same narrative report.)

- First, report on activities listed in GFWC Program objectives in this particular program area.

- Next, report activities club did that are not shown as GFWC Program objectives. Clubs must choose the program area that most closely relates to GFWC Program area for these activities.

Describe all pertinent information by telling the story of the how, where, when and why. Realize that as narratives go on to each level, a chairman may not know what you mean by Camp Easter Seals or Operation Smile. They may know nothing about the organization or a particular project supported by that organization.

After describing each activity, include hours/money/members. After completing narrative report, total all statistics for program area and enter on GFWC Report Form (stat sheet). Number of members should NEVER exceed total membership reported on GFWC Report Form (stat sheet.)

Limited to two pages per GFWC Program area (anything beyond the limit will not be considered for awards.) No attachments are allowed.

Narratives must be typed, one side, using font size 10 or 12; no reduced print, please.

See "Reporting Instructions" in yearbook for number of copies needed, when/where to mail.

SPECIAL NOTE:

Reporting instructions for State Chairmen and State Junior Chairmen are being distributed by the State Reporting Chairman and the Deans of Departments. Instructions for District Presidents and District Junior Directors are being distributed by the State President and Third Vice President, Director of Junior Clubs. Instructions for District Chairmen and District Junior Chairmen are being distributed by the District Dean of Departments and/or District Reporting Chairman.