FWG, INC.

Policies and Procedures

CHAPTER OF THE YEAR AWARD GUIDELINES

Chapter Report Submission Date Due: June 1 Categories (One Award per Category) (Effective June 2009 and thereon)

DIAMOND Category Chapter with 21 or more members; SAPPHIRE Category Chapter with less than 21 members
Chapter : Total Members at time of application:

1.
A.

MEMBERSHIP
Has the chapter increased the number of State members as compared to the previous year? If yes, what was the total number increase by May 1st.?

B.

Has the chapter held a membership drive?

_____ Yes __ Yes

_ _

No No

C. Does the chapter have a chapter brochure? 2.

A. B.

DOMESTIC VIOLENCE/ABUSE SHELTER SUPPORT

How did the chapter support a local domestic violence shelter? Did the chapter support a domestic violence shelter in a manner requested by the State? (fundraiser with proceeds going to local shelter) _ Yes _ No

C. How man domestic shelters had your chapter supported and in what manner? 3. FWG, Inc. ANNUAL CONFERENCE

A.

What percentage of the chapter's members attends the conference?

B.

What programs does chapter have to assist members in attending the annual conference?

4.

SCHOLARSHIPS AND FUND RAISING

Did the chapter submit any donation to FWGs Scholarship Fund by May 1st of current year?

A.

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5.

STATE PRINCIPLES

A.

In what manner does the chapter promote the FWG, Inc. 10 principles?

6.

COMMUNITY ASSISTANCE

A.

What community assistance programs did the chapter undertake this year? Excluding Domestic Violence Programs?

7.
A.

SELF-DEVELOPMENT/EDUCATION PROGRAMS
What education programs did the chapter have this year?

B.

Does the chapter have a local newsletter?

_ _ Yes

__

No

(Attach sample)
8.
A.

OTHER INNOVATIVE PROGRAMS

What other programs does the chapter have during the year? (Please list)

IMPORTANT INFORMATION
Chapter of the Year will be awarded, if applicable, in one of two categories: Diamond (for chapters with 21 or more members) and Sapphire (for those chapters with less than 21 members). 1. Chapter Annual Reports must be postmarked by June 1st or electronically mailed (e-mailed) with encrypted date of June 1st with originals to the President and copies for the remaining Executive Board members which include: PresidentElect, Vice-President, Secretary, Treasurer and the Immediate Past President, who is also the Chairman of the Presidents Council. Copies must be sent as well to the corresponding District Directors. There will be no exceptions. 2. You must use this form and fill in the appropriate answers. You may attach any additional pages or documents necessary to complete this application for Chapter of the Year

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SCORING GUIDELINES
(FOR USE BY THE EXECUTIVE BOARD ONLY) RELATED TO THE STATE FWG, INC. ORGANIZATION: 1. MEMBERSHIPA. Growth in the chapter in the previous year
(One percentage point for each 10% increase in membership)

Points Score

B. Maintaining 90% of previous year's members C. Chapter Brochure 2. DOMESTIC VIOLENCE/ABUSE SHELTER SUPPORTA. Quantity of chapter programs for domestic violence shelters (scoring
is based on number of domestic violence programs supported by shelters)

Max. 10 Max. 5 Max. 5

B. Chapter Participation in State Requested Fundraiser(zero or all) C. Number of domestic violence shelters supported by chapters.
(1 point per 10%)

Max. 5 Max. 5 Max. 5

3. FWG, Inc. ANNUAL CONFERENCEA. Percentage of chapter's total membership attending conference.
(.5 points per each 10%)

Max. 5 Max. 5

B. Chapter's efforts to assist members attend conference such as joint travel, sharing rooms
(1 point for each program, scorer determines the allocation of points)

4. SCHOLARSHIPS AND FUND RAISINGA. Annual contribution to scholarship fund

(all chapters will receive a score on this item)

Max. 5 Max. 5

B. Exceeds 10% annual contribution to scholarship fund

(scorer determines the allocation of points)

C. Percentage of chapter's members participating in annual (March) scholarship fund-raising . Amount? (1 point per 10%) 5. STATE PRINCIPLESA. Promotion of State's 10 principles
( point per item, scorer determines the allocation of points)

Max. 10
Max. 5

6. COMMUNITY ASSISTANCEA. Number of Education Program 7. SELF-DEVELOPMENT/EDUCATION PROGRAMS-

Max.

A. Quantity of Education Programs (scorer determines allocation of points)

B. Chapter Newsletter (scorer determines allocation of points) 8. OTHER INNOVATIVE PROGRAMSOther fundraisers, programs, etc (scorer determines allocation of points) TOTAL

Max. 10 Max. 5 Max. 100 5

TIE BREAKERS 1. ATTENDANCE OF CHAPTER PRESIDENTS AT BOARD MEETINGS BONUS: 3 POINTS 2. ANNUAL DUES OF CHAPTER MEMBERS PAID BY NOVEMBER 1 BONUS: 3 POINTS

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CHAPTER OF THE YEAR AWARD SCORE SHEET

CHAPTER NAME: No. of Paid Members Chapter Category:
Diamond 21 or more members Sapphire less than 21 members

TOTAL SCORE:

Capital City Greater Miami Gulf Coast Greater Manatee Space Coast Suncoast
HIGHEST SCORE (DIAMOND): CHAPTER: HIGHEST SCORE (SAPHIRE): CHAPTER:

EXECUTIVE BOARD APPROVAL: President: President Elect: Vice-President: Secretary: Treasurer: Immediate Past President:

These Guidelines were established at the Annual FWG, Inc Conference in June, 1997 and have been amended as necessary.

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CHAPTER OF THE YEAR AWARD PRESENTED TO

1991-1992 1992-1993 1993-1994 1994-1995 1995-1996 1996-1997 1997-1998 1998-1999 1999-2000 2000-2001 2001-2002 2002-2003 2003-2004 2004-2005 2005-2006 2006-2007 2007-2008 2008-2009 Suncoast Chapter Suncoast Chapter Greater Manatee Chapter Suncoast Chapter Greater Miami Chapter Greater Manatee Chapter Suncoast Chapter Suncoast Chapter Mid-Florida Chapter Mid-Florida Chapter Gulf Coast Chapter Suncoast Chapter Suncoast Chapter Suncoast Chapter Suncoast Chapter Suncoast Chapter Space Coast Chapter Greater Manatee Chapter Space Coast Chapter, and the Suncoast Chapter
Each Chapter was awarded a Special Recognition Award

2009-2010 2010-2011 2011-2012

Suncoast Chapter Diamond Category Space Coast Sapphire Category Greater Manatee Chapter - - Diamond Suncoast Chapter Sapphire Category Greater Manatee Chapter - Diamond Suncoast Chapter Sapphire Category

New Guidelines effective FY 2009:

DIAMOND CATERGORY
Chapters w/21 or more members

SAPPHIRE CATEGORY
Chapters w/less than 21 members

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FWG, INC. Annual Conference - Performance Evaluation

The purpose of the following performance evaluation is to highlight all the good points of the most recent FWG, Inc. Annual Conference. It is not the intention of this evaluation to criticize or to place conference organizers in a competitive situation. All evaluations are done on an Individual basis and are not in comparison to the previous one or any other conference. If corrective measures are recommended, this will be done in a constructive manner and as a teaching tool for future conferences. Conference No.: Conference Site (City): Location (Hotel or Conference Center): School: FWG, Inc. President: Conference Chairman: Education Chairman: CATEGORIES Conference Location University/College Accommodations Education Topics Presenters Evening Activities (Eves, w/President, Gala Banquet, others) Income Producing Activities Revenues & Disbursements Innovations/Creativity Miscellaneous: (music, entertainment, photography, pr, etc.) COMMENTS

By: By: By:

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, Presidents Council Chairman , Past Presidents By: , Past Presidents By: , ,

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By:

, Past Presidents By:

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FWG, INC. DISTRICTS

As a state-wide organization, FWG, Inc., was structured in six Districts, Northwest, Northeast, Central West, Central East, Southwest, Southeast, each District represented by two District Directors, for a total of 12 directors. On June 18, 2008, the Executive Board voted on redistricting the organization into four districts instead of six, reducing the District Directors to eight instead of 12; it was ratified by the General Membership on June 21, 2008. This action further approved to allow the Executive Board to set in motion the actual redistricting so it would be in place at the time of the 2009 Nominations process. The Executive Board, at its meeting of June 19, 2009 redistricted the organization as follows: Northeast District, Northwest District, Southeast District, and Southwest District.

FWG, INC. CHAPTERS ESTABLISHMENT OF FWG, INC. CHAPTERS

1. The executive board shall recognize and charter local groups of FWG, FWG, Inc. by majority vote of the Board. An official Proclamation of Charter, signed by the officers and the district directors for that district, shall be conveyed to the chapter. 2. A group seeking recognition must establish Bylaws, under guidance of the District Director, and submit them along with established Policies and Procedures, through the District Director to the Executive Board for review and approval. 3. Once Bylaws and Policies and Procedures are established and approved, Chapters will review them from time to time, but not less than every five years, to amend if necessary. If no amendments are necessary a statement to that effect should be provided to the District Director. Any amendments or proposed changes to said Bylaws and Policies and Procedures shall be presented to the FWG, Inc. Executive Board for approval to assure that they are not in conflict with established FWG, Inc. Bylaws and Polices and Procedures. 4. All members of Chapters Chartered after June 22, 1996 shall be required to hold membership both on the local and state level. For Chapters chartered prior to June 22, 1996, only FWG, Inc. members may be constitutional officers. The Chapter By-Laws may further limit affiliate members. A Chapter must have no less than six members. If the membership of the Chapter drops below six, the Chapter shall be dissolved. 5. The chapter must have at least three constitutional officers (President, Secretary and Treasurer) who shall be elected at an open meeting of the membership.

EFFECTIVE DATE
The founding of a chapter shall become effective upon acceptance by the FWG, Inc. Executive Board.

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CHAPTER GUIDELINES
1. The Chapter shall collect both chapter and state dues, the latter to be established statewide by FWG, Inc. and changed at the discretion of the Executive Board. 2. Chapter programs and activities must adhere to the goals and objectives of FWG, Inc. as outlined in the Bylaws and Policies and Procedures, the expense of which shall not exceed the chapter's budget. 3. Chapters will establish such committees, subcommittees, and work groups as are necessary to carry out their programs. 4. A chapter having its own scholarship fund shall donate a its yearly scholarship fund to the State's Scholarship forwarded to the State Treasurer on or before May 1 Scholarship funding can be determined prior to awarding Conference. minimum of ten (10%) percent of Fund. These funds are to be of each year so that the State State Scholarships at the Annual

5. Each Chapter will submit a financial report at each Chapter meeting to all members present, indicating the amount received and disbursed since the previous report, with the balance as of the first day and of the last day of that period. A quarterly chapter financial report must be submitted by the District Director to the Executive Board to include the name(s) and address(es) of the financial institution(s) holding the Chapters funds. 6. Each Chapter will conduct an annual financial audit that will be submitted to the Executive Board.

ANNUAL CHAPTER REPORTS

1. It shall be uniformly recognized by all chapters that their May meeting shall be a closed business meeting for the purpose of drawing their slate of Officers and submitting annual reports covering the past year's activities and accomplishments. Officers, Directors and Committee Chairmen shall submit their reports to the chapter President with a copy to the chapter Secretary. 2. Copies of the Annual Reports shall be submitted to the Officers, with a copy going to the corresponding District Directors and to the Historian. Reports are due not later than June 1. There will be no exceptions. For the purpose of these Policies and Procedures, the Officers shall be comprised of the President, President-Elect, Vice President, Secretary, Treasurer and the Immediate Past President.

3. The annual financial audit shall be submitted together with the Annual Chapter Report.
Should a Chapter fiscal year end after the Annual Conference, the most recent annual audited financial report should be submitted nevertheless, along with the most recent quarterly financial report.

DISSOLUTION OF A CHAPTER
Dissolution of a Chapter may be accomplished only by: 1. A two-thirds vote of its membership after having been duly notified by the Officers of the Chapter that the majority of the officers have voted to put the question of dissolution to the membership. Such notice shall be served in writing by the officers of the Chapter to the Executive Board of Florida Women In Government, Inc., and to the membership of the Chapter at least forty-five (45) days prior to the meeting at which a vote will be taken on the dissolution question. Said notice shall state the time, date, and place a meeting has been scheduled for the purpose of voting on the dissolution and shall include a statement regarding the manner of disposal of the chapter's assets.

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2. Members shall have the right to vote in person on the day and time specified in the notice, or by mail on a ballot, which shall be signed by the member and witnessed. The ballot shall state that the voting member is either "FOR" OR "against" the dissolution of the chapter and "FOR" or "AGAINST" the proposed method of disposal of the chapter's assets. 3. In the event of dissolution, all chapter holdings (monies and/or property) shall automatically be claimed by Florida Women in Government, Inc., and FWG, Inc. shall become the lawful owner thereof unless, by vote of the chapter, a recognized charitable organization is named recipient. In no case shall the monies/property of the chapter pass on to a member. 4. Minutes of the dissolution proceedings shall be certified by the President and Secretary of the chapter and filed with the Executive Board of Florida Women In Government, Inc. Said minutes shall accurately reflect the number of votes cast by members present "FOR" and "AGAINST" the dissolution, and the write-in ballots shall likewise be tallied and added to that count. Said write-in ballots shall then be attached to and made a part of the minutes of the proceedings. The Secretary of the Executive Board of Florida Women in Government, Inc. shall contact the charitable recipient for an acknowledgment of donation by the dissolved chapter. 5. A copy of the Chapters Bylaws, year-end treasurers reports, and final bank statement together with notice of dissolution sent to members and minutes of the dissolution proceedings with attached write-in ballots shall be turned over to the Executive Boards Data Coordinator for electronic conversion and subsequent transfer to the Historian for record keeping.

FINANCIAL OBLIGATION
FWG, Inc will not be liable for any local chapter indebtedness.

MISCELLANEOUS CONFLICT OF INTEREST

A. Transacting Business - Executive Board members may contract with the organization as outside vendors as long as they are not involved in the award of the contract, in determining contract provisions and enforcement of the contract. Executive Board members may not contract with any outside vendor where they hold a controlling financial interest or from where they may benefit financially, even if they are not involved in award, enforcement or oversight of the contract. Executive Board members immediate family (spouse, parents and children by birth or adoption) of the Executive Board are also prohibited from contracting as outside vendors with the organization, unless a full written disclosure is filed with the organization describing the family relationship, the intent and financial gain anticipated from the contract. The Executive Board, after reviewing such disclosure, will have the authority to accept or deny the contract. A controlling financial interest is defined as ten percent (10%) or more. B. Exploitation of Official Position - An Executive Board member may not use or attempt to use his or her official position in the organization to secure special privileges and exemptions for himself or herself or family members.

FINANCIAL AND GIFT DISCLOSURE

All members of the Executive Board are subject to written disclosure of any tangible or financial gift/donation to the organization, to include the reason for the gift/donation, specially if the intent is such as earning a profit or income, a taxable write-off, reward points, which includes, but is not limited to, earning of points or rewards as an employee, an independent contractor, an agent, or by self-employment or ownership.

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A gift/donation is defined as anything of economic value, whether in the form of money, service, loan, travel, entertainment, hospitality, item or promise without adequate and lawful consideration. The Executive Board, upon receipt of the written disclosure, will review such document to ensure that the gift/donation does not reflect adversely upon the organization. Written disclosure must be maintained and filed by the Secretary of the Board. Additionally, members of the Executive Board are bound to disclose any gift received in excess of $100 during the performance of her Executive duties.

FORMAL TOOLS OF COMMUNICATIONS

The organizations official newsletter; regular or special mail from the postal or mail delivery services; distribution of hard copies of official nature; or any global network connecting tool (Internet, electronic or digital mail, and/or any other officially recognized connecting tool, etc.), shall be considered formal tools of communication between the Executive Board and the general membership. For formal delivery of sensitive issues or documents, (such as taking an emergency vote), it is advisable that a delivery receipt be requested if electronic mail is used as the communication tool.

MEMBERSHIP PINS
Membership pins may be purchased from the Vice President at a cost set by the Executive Board.

MEMORIAL SERVICE
When the organization wishes to honor a deceased member, it may conduct a memorial service at an Executive Board meeting or at any time during the Annual Conference. The President or a close friend of the deceased may conduct the service.

Presiding Member:
"We are saddened by the passing of . Let us take a few moments to remember his/her and how his/her life touched ours." "Years of FWG, Inc. membership, offices held, and other personal facts may be mentioned at this time.) "We will now conclude our service with a moment of silent prayer."

STANDARD INVOCATION
A non-sectarian invocation to be selected by Executive Board.

STANDARD BENEDICTION
A non-sectarian benediction to be selected by Executive Board.

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REVISION DATES
4/20/90 - Approved by FWG, Inc. Executive Board 6/22/90 - Ratified by FWG, Inc. membership 6/16/92 - Approved by FWG, Inc. Executive Board 6/21/91 - Ratified by FWG , Inc. membership 6/16/92 - Approved by FWG, Inc. Executive Board 6/19/92 - Ratified by FWG, Inc. membership 6/15/93 - Approved by FWG, Inc. Executive Board 6/18/93 - Ratified by FWG, Inc. Membership 2/19/94 - Approved by FWG, Inc. Executive Board 6/18/94 - Ratified by FWG, Inc. Membership 6/14/95 - Approved by FWG, Inc. Executive Board 6/17/95 - Ratified by FWG, Inc. Membership 3/09/96 - Approved by FWG, Inc. Executive Board 6/22/96 - Ratified by FWG, Inc. Membership 6/19/97 - Approved by FWG, Inc. Executive Board 6/21/97 - Ratified by FWG, Inc. Membership 6/17/98 - Approved by FWG, Inc. Executive Board 6/20/98 - Ratified by FWG, Inc. Membership 6/21/00 - Approved by FWG, Inc. Executive Board 6/24/00 - Ratified by FWG, Inc. Membership 6/20/01 - Approved by FWG, Inc. Executive Board 6/23/01 - Ratified by FWG, Inc. Membership 6/18/03 - Approved by FWG, Inc. Executive Board 6/210/3 - Ratified by FWG, Inc. Membership 6/21/04 - Approved by FWG, Inc. Executive Board 6/24/04 - Ratified by FWG, Inc. Membership 6/22/05 - Approved by FWG, Inc. Executive Board 6/25/05 - Ratified by FWG, Inc. Membership 6/28/06 - Approved by FWG, Inc. Executive Board 6/30/06 - Ratified by FWG, Inc. Membership 6/27/07 - Approved by FWG, Inc. Executive Board 6/29/07 - Ratified by FWG, Inc. Membership 6/18/08 - Approved by FWG, Inc. Executive Board 6/21/08 - Ratified by FWG, Inc. Membership 6/19/09 - Approved by FWG, Inc. Executive Board 6/20/09 - Ratified by FWG, Inc. Membership 6/25/10 Adopted by FWG, Inc. Executive Board 6/26/10 Ratified by FWG, Inc. Membership 6/24/11 Adopted by FWG, Inc. Executive Board 6/25/11 Ratified by FWG, Inc. Membership 6/22/12 Adopted by FWG, Inc. Membership 6/23/12 Ratified by FWG, Inc. Membership

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Respectfully submitted, Liliana Maresma, Chairman Bylaws Committee and Policies and Procedures Committee