GFWC Florida Federation of Womens Clubs

Junior Reporting Handbook 2012-2014

Printed: Sept. 2012

GFWC Florida Junior Reporting & Awards Due Dates

December 31 Club Remittance Form and Dues sent to GFWC Florida Headquarters in Lakeland January 8 - optional Reports to Junior District Directors for assistance and review January 15

Honor Score, Yearbooks, Newsletters and all GFWC Florida reports sent to GFWC Florida Junior Chairmen, JDDs, Junior Corresponding Secretary and Vice Director of Junior clubs. With the exception of Club Yearbook which can be mailed. This must be postmarked by January 15th. All reports will be sent via one e-mail.

February 15 Juniors Special Project (One Voice for Children) Grant Application Nancy Crawford Leadership Award Charlotte Meads Smith Volunteer Award Gail Hill-Smith Marketing Award Teddy Hulse Junior to Junior Interaction Award Joyce Johnston Junior to Juniorette Interaction Award Judy Lutz Federation Interaction Award Jennie June Croly Education Scholarship Application Mary Ann Taylor Child Advocacy Award Youth Leadership Awards December 1 GFWC Florida LEADS Application

There are additional contests and awards available through GFWC and GFWC Florida in the area of photography, writing, website, press books and more. Please check out the following websites for more information: www.gfwc.org www.gfwcflorida.org

Reporting Procedures
Do not send anything directly to GFWC or GFWC Florida DUE January 15th 11:59 p.m. EST Dates: January 1, 2012 through December 31, 2012 January 1, 2013 through December 31, 2013 All of your GFWC Florida reports and Honor Score go to your Junior District Director, Junior State Chairmen, Junior Corresponding Secretary and Vice Director of Junior Clubs. Email by JANUARY 15 of each year. Your JDD and Junior Chairmen will send you a confirmation email stating your report has been received. You will e-mail your reports in an Excel document. All reports must be completed using the Excel spreadsheet available on the GFWCFlorida.org website. Clubs will only have to send one email containing all of their reports. Directions will be sent to each club by October 15th containing how to send the reports as well as the email addresses of those to whom the reports should be submitted.

To Whom:

When:

How:

Report What?
Reporting reflects a clubs efforts and is an opportunity to share programs and projec ts undertaken by the club to enhance the clubs efforts which benefit the club members and their community. Start Now Read this reporting manual thoroughly! Bulletins from chairmen that are published throughout the year on-line may also contain valuable information on reporting. Collect information from the very beginning of a project and continue through its completion. Only club related activities, programs and projects are to be included in reports. Check your club minutes, newsletters, bulletins and treasurers records for all information pertaining to reportable activities, programs, and projects.

Records

Reasons for Disqualification of Reports

1. Late Federation Dues - Dues and Remittance Form must be postmarked on or before December 31st. 2. All reports and Honor Score not submitted on or before January 15th 3. Reduced copy or print smaller than 10 pt. minimum. 4. Correct Reporting Forms were not used. If a report has been disqualified, the Director of Junior Clubs will contact you by phone and in writing. If a club exceeds page limitations within a report, only the portions of the report that fall within those limitations will be judged.

DOUBLE REPORTING
There are very few areas in which a club can report a project in more than one are. These exceptions are: 1. Programs 2. Fundraising 3. Communications and Public Relations If your questions need further clarification, feel free to contact your Junior District Director, the Junior Chairman or the Vice Director of Junior Clubs.

Reporting Divisions
Each project MUST be in one of the divisions below that are provided by GFWC. Arts: GFWC Partnerships American Mural Project GFWC Community Service Programs Conservation: GFWC Community Service Programs Education: GFWC Community Service Programs GFWC Florida Presidents Project Schools and Scholarships Home Life: GFWC Partnerships Canine Companions for Independence Easter Seals Inside Knowledge National Osteoporosis Foundation GFWC Community Service Programs International Outreach: GFWC Partnerships Heifer International Operation Smile United Nations Foundation, Shot@Life UNICEF GFWC Community Service Programs Public Issues: GFWC Partnerships Kettering Foundation Sew Much Comfort United Service Organizations (USO) GFWC Community Service Programs GFWC Signature Project: Domestic Violence Awareness and Protection Membership: Retain Members Renew Federation Enthusiasm and Pride Recruit New Members Rebuild by Starting New Clubs GFWC Juniorettes Juniors Special Project (One Voice for Children): GFWC Partnerships Emergency Medical Services for Children INMED Partnerships for Children GFWC Florida Director of Junior Clubs Focus: Childhood Hunger WHALE Fundraising Programs Leadership Communications and Public Relations Junior Honor Score Junior Editor

Reporting Guidelines
1. 2. 3. 4. 5. 6. 7. For each report submitted, use the corresponding statistical form. Narratives will be entered on the same sheet as the statistical data. Do not use abbreviations or acronyms that the chairman will not understand. Group all projects by divisions (listed on previous page). There is a 6 page maximum for narratives of each area reported. Round minutes up to the nearest hour and monies to the nearest dollar amount. Cash donations are monies sent directly from the club whereas in-kind donations are items or monies donated by club members.

STATISTICAL SHEET Heading

Use the official name of your club as printed in the GFWC Florida Manual. Indicate the year (2012 or 2013) in which the projects or programs were completed. Number of members for which dues were paid. Club Chairman or member responsible for the report and her information.

Information
Number each project (1, 2, 3, 4) consecutively for clarification. Each project must be reported within a division of the Community Service Program/Area. These divisions are listed on the previous page. Give each project a name. Use more than one line if needed, but do not write any descriptive narrative on these lines. For each project provide the following information o Number of Members participating. This number cannot be greater than the number of members you paid dues on. o Hours spent on the project. Round to the nearest hour. o Dollars Donated. Round to the nearest dollar. o In-kind Donations. Round to the nearest dollar. For Fundraising Reports you will show the total monies raised or profited

NARRATIVE(S)
Narratives are optional, but will enhance chances of recognition, understanding and appreciation of the project. Tell the successes, failures, reactions and if it met the needs of your members and/or community. Tell the who, what, why, when, where and how of the project or program. Narratives will be entered on the Excel Spreadsheet next to the corresponding project. A 10 pt. (non script) type is the minimum acceptable size. The left hand margin should be at least 1/2. Narratives should be numbered to correspond to projects on statistical page.

SUPPORTIVE MATERIAL
Do not send supportive material. It will not be used to judge reports.

JUNIOR HONOR SCORE

Send the completed Honor Score form to the Junior Corresponding Secretary AND your Junior District Director by January 15th 11:59 p.m. EST. Be sure to retain a copy for club files. Clubs receiving a score of 100 points or more will receive an Honor Score Certificate at GFWC Florida Annual Convention. All Honor Scores points will be verified by JDDs, Junior Chairmen and the Junior Executive Committee.

Program or Project?
What is a program? A program is a one-time event that is presented to your club membership, usually but not always at a regularly scheduled club meeting. As long as some kind of information is presented to your members... it is a program. Programs can be videos, speakers, games, performers, demonstrations, hands-on activities, etc. Isnt that a project? Yes! A project can also be a one-time informational event at a club meeting. EVERY item in a Programs report should be in ONE other report also! For example: If you had a speaker about Library Services, you would report it in Education and Programs. If you had a federation bingo, you would report that in Membership and Programs.

Where Do I Report Projects?

Here is a list of just a few projects and which CSP/Focus Area they should be reported. (P) = Partnership (PR) = Programs When deciding where to report a project, the first step should be to determine the intent of the project. If you painted a mural on the wall of a pediatric ward in the hospital, did you do it to decorate the wall or to cheer up the patients? If you wanted to decorate the wall, the project would be reported in the Arts Collaboration CSP. If you wanted to cheer up the patients, you would report this in Home Life Collaboration CSP. The following list is for guidance on where to report frequently done projects. This is only a guide, as only you know why the project was done. Alzheimers AssociationHome Life (PR) American Cancer SocietyHome Life (PR) American Heart AssociationHome Life (PR) American Library AssociationEducation (PR) American Mural ProjectArts (P) Annual District Meeting Attendance Membership Box Tops for EducationEducation (PR) Bullying and ChildrenOVFC (PR) Butterfly GardensConservation (PR) CAREInternational Outreach (PR) Canine Companions for Ind. Home Life (P) Childrens Book CouncilEducation (PR) Club SocialsMembership Club Strategic PlanningLeadership Comfort PillowsHome Life (PR) Coupons for SoldiersPublic Issues (PR) Doctors w/out BordersInternational Outreach (PR) Drug Free AmericaOVFC (PR) Earth Day NetworkConservation (PR) Easter SealsHome Life (P) Emergency Medical Services for Children OVFC (P) FEMAPublic Issues (PR) GFWC ESOEducation (PR) GFWC Florida Director of Junior Clubs Focus: Childhood Hunger OVFC (PR) GFWC LEADSLeadership GFWC Florida Convention Attendance Membership GFWC Florida Fall Board Attendance Membership GFWC Florida Presidents Project : Schools and Scholarships Education (PR) GFWC Signature Project: Domestic Violence and Awareness and Protection Public Issues (PR) Guardian ad LitemOVFC (PR) Habitat for HumanityHome Life (PR) HaciendaOVFC (PR) Heifer ProjectInternational Outreach (P) Humane SocietyConservation (PR) INMED Partnerships for Children OVFC (P) Identity Theft Resource CenterHome Life (PR) Inside Knowledge Home Life (P) Internet Safety and CyberbullyingOVFC (PR) Keep America BeautifulConservation (PR) Kettering Foundation Public Issues (P) March of DimesHome Life (PR) Mentoring USAEducation (PR) Moms RisingOVFC (PR) Natl Cancer InstituteHome Life (PR)

Natl Foster Parent Association OVFC (PR) Natl Heart Lung Blood InstituteHome Life (PR) Natl Highway Traffic Safety Admin.Public Issues (PR) Natl Osteoporosis Foundation Home Life (P) Natl Safety CouncilPublic Issues (PR) Natl Wildlife FederationConservation (PR) Nike Reuse-a-Shoe ProgramConservation (PR) Operation SmileInternational Outreach (P) Organ Donor ProgramsHome Life (PR) Patriotic Activities, Flag EtiquettePublic Issues (PR) Plan USAInternational Outreach (PR) Project Vote Smart Public Issues (PR) Read Across AmericaEducation (PR) Reading RocketsEducation (PR) Safe Kids USAPublic Issues (PR)

Save Our StreamsConservation (PR) Sew Much ComfortPublic Issues (P) Skin Cancer FoundationOVFC (PR) Special OlympicsOVFC (PR) Stop Medicine AbuseOVFC (PR) Take Stock in ChildrenEducation (PR) Teacher AppreciationEducation (PR) United Nations Foundations shot @life International Outreach (P) UNICEFInternational Outreach (P) USO Public Issues (P) Very Special ArtsArts (PR) WHALE OVFC (PR) Women in Military Service for America Public Issues (PR) Womens Inst. For a Secure Retirement Home Life (PR) Women for Women InternationalInt. Outreach (PR) Yard of the MonthConservation (PR) Youth Leadership NominationLeadership

If you are unsure on where a project should go, please feel free to contact the Vice Director of Junior Clubs, CSP Chairmen or your JDD.

2012 GFWC Florida Junior Honor Score

Club Name: Club President: Email Address: Phone Number: District #: Possible Points Community Service Program Areas: (Club had at least one activity reported) Arts Conservation Education Home Life International Outreach Public Issues Juniors' Special Project GFWC Advancement Areas/Other (Club had at least one activity reported) Communication and Public Relations Fundraising Programs Junior Editor Junior Editor Yearbook submission Junior Editor (4) Newsletters submission Junior Editor GFWC Florida Clubwoman submission 5 5 5 5 5 5 5

Earned

5 5 5

1 2 2
Earned . Max Pts. (2 or 5)

Contributions Contributions sent with dues remittance on or before 12/31 of reporting year (less than 50 cents per member = 2 pts, 50 cents or more per member = 5pts.) GFWC Florida Headquarters Maintenance Fund Junior Scholarship Fund Junior Travel Fund "One Voice for Children" Fund Youth Leadership Awards Grants Juniorette Scholarship Fund 1895 Society ($18.95 = 1 pt, $189.50 = 3 pts, $1895.00 = 5pts).

5 5 5 5 5 5 5

Contributions sent directly on or before 12/31 of reporting year (less than 50 cents per member =2 pts; 50 cents or more per member = 5pts.) State Director of Junior Clubs Junior District Director Junior Officer or Junior Chairman Membership Started/Mentored a New Club Names and addresses of newly elected officers sent to JDD, Jr. Corresponding Secretary, GFWC Florida Headquarters and Junior Director within one month of elections Dues and Remittance Form received by GFWC Florida Headquarters on or before 12/31 Representation at Federation Functions: Representation is defined as at least one member in addition to JEC/JPC members - District Functions District Arts and Crafts Festival District Spring/Summer Meeting Annual District Meeting - State Functions Fall Board of Directors' Meeting GFWC Florida Annual Convention - Regional and GFWC Conventions Southern Region Conference GFWC International Convention Nominations/Applications submitted GFWC Florida LEADS Nancy Crawford Leadership Award Youth Leadership Award (any dept) Gail Hill-Smith Marketing Award GFWC Florida Website Contest Jennie June Croly Education Scholarship Charlotte Meeds Smith Volunteer Award Teddy Hulse Jr./Jr. Interaction Award D. Judith Lutz General/Jr. Interaction Award Mary Ann Taylor Child Advocacy Award Application for One Voice for Children Grant Total Points

Earned Max Pts. (2 or 5) 5 5 5 Possible Points

Earned

10

5 5

Points

Earned

2 2 2 3 3 3 3

3 3 3 3 3 3 3 3 3 3 3 176

GFWC Florida Junior Awards

Clubs compete for awards on the state level in Community Service Program Areas (CSPs), and GFWC Focus Areas. Clubs are divided into categories based on the number of members in the club and the number of clubs which report. These categories may fluctuate from year to year and will be determined by the Junior Executive Committee.

Junior Awards Distribution at Convention

Six Community Service Programs Membership Leadership Programs Fundraising up to 4 awards in each category up to 4 awards in each category up to 4 awards in each category up to 4 awards in each category up to 4 awards in each category 96 16 16 16 16 16 32 16 1 1 up to 229

Communications & Public Relations up to 4 awards in each category Junior Editor Juniors Special Project OVERALL up to 4 awards in each category up to 4 awards in each category Emmy Awards Mary Clark Total possible number of Junior Awards

Mary Clark Point System

The Mary Clark Award was named after Mrs. Joseph (Mary) Clark, GFWC Florida Director of Junior Clubs. In recognition of the Florida Juniors outstanding community service, Mr. Arthur Yates of Yates Jewelers in Tampa, donated a silver tea service to Florida Juniors in Mary Clarks name. This tea service is a revolving award and awarded to the most outstanding Junior Club in the state with a winner chosen each year. The first club to win the Mary Clark Award was the Ocala Junior Womans Club. Six CSPs, Membership, and Leadership (up to 4 awards each category) 1st Place......................10 points 3rd Place............................6 points 2nd Place..................... 8 points 4th Place............................4 points Juniors Special Project: One Voice for Children (up to 4 awards each category) 1st Place......................16 points 3rd Place..........................12 points 2nd Place.....................14 points 4th Place..........................10 points Programs, Fundraising, Communications and Public Relations (up to 4 awards each category) 1st Place........................8 points 3rd Place............................4 points 2nd Place......................6 points 4th Place............................2 points Junior Editor Yearbook and Junior Editor Newsletter (up to 4 awards each category) 1st.5 points 3rd Place.3 points 2nd..4 points 4th Place....2 points Honor Score: 1-100 points 5 points 126-150 points 15 points 101-125 points 10 points 151+ points 20 points

Other areas : these areas will be verified and should be included in the specified report Membership: Membership Increase : 1-10% - 1 point 11-20% - 3 points 21%+ - 5 points

Community Service Program Report: Joint Project with another community organization other than a Federated Club. This is a project that is co-sponsored, co-identified with another organization.5 points Leadership: One or more club members holds a State (JPC/JEC) or GFWC Leadership position .. 4 points Club Member (non-JPC member) attends Summer Planning in odd-numbered year .3 points Communications and Public Relations Maintain and Update a website that is linked in both directions to GFWC and GFWC Florida.3 points Total Points Possible: 175 points Factors for determining Mary Clark Winner in case of a tie: Total Honor Score Points, then if a tie still exists, total Honor Score Points in Representation at Federation Functions Section

TEN THINGS TO REMEMBER ABOUT REPORTING

1. Get started now. The earlier you begin collecting information the easier it will be. 2. Projects need to be club projects. For example, things such as volunteering at your childs school, reading to your children at night are great things to do, however these are not club projects. 3. Writing a check to an organization should only be listed as 1 hour. Although all club members voted on the check being written, it did not take all members to write the check. 4. State chairman will provide feedback to all the clubs regarding their reports after Convention. 5. When judging reports, chairman look at quality versus quantity. This means they are looking for projects with high member involvement and that are well described in the narratives. 6. Avoid over reporting. Conservation is one of those areas that tends to be over reported. a. An example would be if 5 members drove from Tampa to Orlando together for a club or state level project, than the club would report 5 members and 2 hours collectively rather than in the past we have seen 5 members and 10 hours individually. 7. An example of the statistical form can be found on the GFWC Florida website. 8. All forms needed for awards can be found on the GFWC Florida website. 9. All deadlines will be strictly enforced. 10. State chairmen are available to answer your questions. If you have a question regarding where a project should go, please contact the appropriate Chairman.

Contact List
If you have any questions, please contact a Junior Community Service Program Chairman, Junior Special Area Chairman, your Junior District Director, the Vice Director of Junior Clubs or the Director of Junior Clubs.

Each Community Service Program/Area report

IS DUE to the Junior Chairman, JDD and Vice Director of Junior Clubs by 11:59 p.m. EDT on January 15.
Name Dara Bergdoll Catrina Sistrunk Sandra Roth Shannon Bailey April Simons Mary Ward Tabitha Townsend Joy Wright Theresa Bright Alicia Gainer Cassie Denney Katie Hulse Candice Melton Carrie Starr Wendy Snee Christa Nuckols Jeanne Takeda Robin Caravajal Cecilia Hudnet Dionna Farmer Cynthia Hall Elaine Locke Cherie Hall Sara Ben-Shoshan Diane Baccus Horsley Bethani Coone Tracy Bright Claire J. Portmann Lynne Guadamuz E-mail darabeth1@hotmail.com csistrunk5@gmail.com rothfamily94@aol.com bongabailey@yahoo.com aprilita12@hotmail.com ward9025@bellsouth.net onevoice1214@gmail.com Phone 352-843-3008 352-538-1293 863-255-0216 727-365-7112 813-784-7375 561-379-4737 386-215-9482 863-644-0818 863-797-5465 850-527-9919 904-434-2550 772-532-8055 850-728-8824 850-728-8431 610-201-6857 864-621-7425 561-339-0920 407-469-4427 561-371-1975 772-801-6165 772-480-4989 850-832-0197 850-459-1794 352-373-3366 321-727-9888 813-763-8083 863-682-5430 561-676-2008 305-302-7010

Title Director of Junior Clubs Director Elect of Junior Clubs Vice Director of Junior Clubs Corresponding Secretary Leadership Chairman Junior Editor Junior Special Project Program Chairman Junior Special Project Partnership Chairman Communications and PR Chairman Arts Program Chairman Conservation Program Chairman Conservation Partnership Chairman Education Program Chairman Education Partnership Chairman Home Life Program Chairman Home Life Partnership Chairman International Outreach Program Chairman International Outreach Partnership Chairman Public Issues Chairman Fundraising Chairman Programs Chairman JDD District 2 JDD District 3 JDD District 5 JDD District 6 JDD District 8 JDD District 9 JDD District 10 JDD District 11

theresabright@aol.com aliciagainer.gfwcflorida@gmail.com cmd1480@aol.com ktbug07@bellsouth.net candice.melton@gmail.com carriebeth95@yahoo.com wesnee2010@gmail.com christan@drummondpress.com jtakeda@fau.edu RobinCarvajalArtisan@gmail.com nyc22a@aol.com dionnabunyard@hotmail.com cynthia.hall@gmail.com elainepl@msn.com cherieh001@gmail.com sara@benshoshan.com dbaccushorsley@yahoo.com coone842905@aol.com tdbright67@msn.com cjportmanngfwc@gmail.com lguadamuz@communitybankfl.com

THANK YOU TO THE SPONSOR OF THIS YEARS REPORTING HANDBOOK