GFWC Brunswick Woman’s Club

GFWC RECRUITMENT CAMPAIGN REPORTA club’s report to GFWC on the members added during each seasonal membership campaign.Completed by the Club First Vice President (or Club President) and submitted to the GFWC Address onthe form by the deadlines given. Also email a copy to the State Third Vice President. Form is in pdffillable format and can be found on the GFWC Georgia website under Membership and is availableonline at www.gfwc.org.GFWC SPECIAL PROGRAMS:GFWC has two special programs: GFWC Signature Program – Domestic Violence Awareness andPrevention and Juniors’ Special Project – Advocates for Children. Both have their own Club Award EntryForm (Cover Sheet) and “Most Creative Club Project” Form.IN-KIND DONATIONS:The monetary value for goods or services given to club approved programs and projects by the club orthe members. In-Kind Donations also include unreimbursed mileage at the current charitable rate andmember expenses, if they are not paid from the club treasury for club approved programs and projects.Examples:1) Unreimbursed money members pay to attend district, state, regional, orinternational meetings/convention – registration fee, meal costs, hotelregistration, plane/bus/train fare, rental car fee, etc. All associated costs to beable to attend the meeting or convention paid for by the member attending.Costs paid for by the club are Dollars Donated by the club.2) Mileage – distance traveled to a Club Board Meeting, a Club ApprovedProgram/Project (includes the trips to get materials for projects and themeetings to plan an event/activity), or a District, State, Regional, and/or GFWCmeeting or convention in a personal vehicle. If member drives herself, thenmileage is computed on her distance. If members carpool, then mileage iscomputed on the distance for the driver, not the entire membership in thevehicle. Covert the mileage to a dollar amount using the Mileage rate for 2018– for charitable organizations, the rate is 0.14/mile. Include this amount aspart of the in-kind donation for that activity.3) Monetary value of goods or services provided to club approved programs andprojects. For example, the cost of making goodies for a bake sale, the value ofitems donated for door prizes at a meeting, the value of items donated to afund-raising basket, the cost of the materials for hand-crafted items for a sale,the value of clothing donated to a shelter. Refer to the GFWC In-Kind DonationGuide for the suggested values for various donated items – can be found atgfwc.org – Under GFWC Resources.4) Unreimbursed costs of carrying out the duties as an officer or Board member,either at the club, District, or State level – printing, envelopes, postage, paperand ink costs, etc.NARRATIVE:The optional written explanation of the top ten (10) projects for a Community Service Program, TallulahFalls School, Special Program, Advancement Area, or Epsilon Sigma Omicron, or the one (1) “mostcreative project” for the above areas of work. The narrative provides in detail:o who did you helpPage 6 of 41

oooooo what did you dowhen was the project donewhere was it locatedwhy did you do the projecthow many hours were given by members to the projecthow much money was involved – donations from the club and in-kind donations frommemberso outcome of project – what was the results of doing this projecto Be thorough, but succinct.For the ten (10) projects, the narrative is limited to two (2) typewritten pages, single- spaced,using a 12-point font or higher. Projects should be numbered one (1) to ten (10).For the “most creative project,” the narrative is limited to one (1) typewritten page, singlespaced, using a 12 point font or higher.Narrative pages should be clearly labeled with the club name, preparer’s name, and emailaddress.Summarize each project with: (1) number of members participating, (2) total volunteer hours,(3) Dollars Donated, (4) In-Kind Donations.Example:14 members 36 hours 180 donated 100 in-kind donationsNUMBER OF MEMBERS PARTICIPATING (For Narratives).The number of paid club members participating in each club approved program/project. Cannot exceedthe number of dues-paying members as of December 1.Examples:1) Number of paid members at a Regular Meeting Program, i.e., Guest Speaker.Exception: If club funds are used to give a donation to the guest speaker’sorganization, then the full number of paid members would have participated.2) Number of paid members who attend a District, State, Regional, and/orGFWC meeting/convention.3) Number of paid members who attend a Club Board meeting.4) Number of paid members who actually participate in an activity/event. Number of members participating means ONLY GFWC dues paying members. Outside volunteers may be mentioned in the narrative, but do not count them in the number ofmembers participating in a program/project.NUMBER OF PROJECTS:The total number of projects as reported on the separate Cover Sheets for each Community ServiceProgram, Tallulah Falls School, Special Program, Advancement Area, 1734 Society, Ella F. WhiteMemorial Endowment Fund, Lipscomb Society, and Epsilon Sigma Omicron. Make sure the totalnumber of projects is the same as reported on the separate cover sheets, if submitted and applicable.Example for Education - Suppose the club collects prom dresses for Tallulah’s Closet, contributesto the Extra Mile Fund, and sponsors a dorm student at TFS, then those three (3) projects arelisted on the Tallulah Falls School report AND the Education CSP report. On the Club StatisticalReport, the three (3) TFS projects and the related volunteer hours, dollars donated and in-kinddonations are subtracted from the Education report and included separately under the TallulahFalls School.Page 7 of 41

PARTNERSHIPS:The organizations listed within each GFWC Program and Special Project with whom GFWC hasestablished a formal relationship and mutual understanding. These organizations are listed on theGFWC Georgia Club Statistical Form. Only activities related to these specific partners are to be reported.PROJECT:A club approved activity or event that fulfills, furthers, or enhances the goals and mission of GFWC andGFWC Georgia through the Community Service Programs, Tallulah Falls School, SpecialPrograms/Projects, Partnerships, Advancement Areas, or Epsilon Sigma Omicron.VOLUNTEER HOURS:The total number of hours that ALL members worked on any program/project that is club approved.Make sure the total number of hours is the same as reported on the separate cover sheets, if submitted.Round up minutes to the nearest hour.Examples:1) Actual time doing a club approved program or project.2) Travel time to and from your house to the club approved program or project,except for general club meetings.3) Time spent telephoning, running errands for club, writing letters and emails,writing reports, writing articles, composing and reading newsletters, updatingwebsite, Facebook, or other social media outlets, carrying out the duties of youroffice and/or chairmanship.4) Time spent traveling to and attending district, state, regional, and/or GFWCmeetings/conventions.GENERAL INFORMATION FOR ALL REPORTS Reporting forms for Community Service Programs (CSPs), Tallulah Falls School, Special Programs,1734 Society, Ella F. White Memorial Endowment Fund, Lipscomb Society, Epsilon SigmaOmicron, and Advancement Areas are available on the GFWC Georgia Website in both Wordand PDF fillable formats – www.gfwcgeorgia.org. Click on the “Club Resources” tab and scrolldown to click on “Reporting and Forms.” Word format is in Table format and easily filled andsaved. PDF format can also be easily filled and saved, just make sure you have the latest versionof Adobe. And they are available in the 2018-2020 GFWC Georgia Club Yearbook in printformat. Please make sure that all electronic addresses end in “.org” and not “.com.”Do not change or alter the form in its Word or pdf format – VERY IMPORTANT.Reporting Period is for Calendar Year– January 1 to December 31 of the most recent calendaryear.Only report activities that took place during the reporting period. For example – We meet, discuss, and assign duties for Day of Service activity betweenSeptember and December 2017. Then we report these activities for the 2017 Reportingperiod. The actual Day of Service was April 28, 2018 -- the events leading up to that dayduring 2018 and the actual events on the day are reported on the 2018 reports.Fill in ALL the applicable blanks on all the forms submitting -- Statistical Form, Entry Cover Sheet,and Creativity Form.Beginning in 2018, reports must be postmarked on or before January 25, regardless of the dayof the week. Or they should be submitted electronically no later than 11:59 pm on January 25to the appropriate persons listed on the form.Page 8 of 41

Who completes a Report – Refer to the “Who Reports” List to see which Board membercompletes a report.NO DOUBLE OR CROSS REPORTING! Programs/Projects should be reported in appropriate area.Do not double or cross report a project in more than one program area. The Club’sintent/purpose for doing the project determines the area of reporting. See the suggested list ofprojects in “Where to Report It” for the appropriate area of reporting. If in doubt, asksomeone. Exception to Double Reporting: Tallulah Falls School items can be reported on TFS formand on Education CSP form.READ the form carefully before completing.The GFWC Club Statistical Form (completed by the Club President) is the only mandatory formfor clubs; the GFWC Georgia Club Award Program/Special Project Entry Form and its narrativeand the GFWC Georgia Club Creativity Form and its narrative are optional. However, to qualifyfor a GFWC Georgia Award, the GFWC Georgia Club Award Program/Special Project Entry Formmust be submitted by the required deadline of January 25 and club dues must have been paid tothe State Office on time by December 1.Round up minutes to the nearest hour for Volunteer Hours and round up money to the nearestdollar in Dollars Donated, Dollars Raised, Dollars Spent, and In-Kind Donations.Always make or send a copy of the full report for Club records – one for the person completingthe report, one for Club 2nd VP, and one for Club President.REPORT FORMSGFWC Georgia Achievement Goal Sheet -Completed by Club PresidentTwo-Year FormClub Name:Year:District:Purpose:Narrative:Deadline:Who Receives:GFWC Brunswick Woman’s Club2018 or 2019South EastBasis for judging the Ester Barnes Achievement Goal Gavel Award and ClubPresident’s guide for a Club Plan of Work.NONEPostmarked on or before January 25, or emailed by 11:59 pm on January 25.State Office and State First Vice PresidentPage 9 of 41

aryJanuaryJanuaryFebruaryFebruaryJan to Dec1 member at Spring District Meeting2 members at State ConventionList of Officers sent to State Office and District President by June 1.State and District Dues paid and sent by December 1. Membership Roster sent toState and District.1 member at Institute and State Board1 member at Fall District MeetingDonation to Tallulah Falls Student Event by December 1 to State OfficeMinimum of 25 to Ella F. White Memorial Endowment Fund by December 1.Donation to Lipscomb Society by December 1. - 9, 90, or 900Minimum of 25 to Student Art Fund by December 1.Donation to TFS Extra Mile ( 3.25 per member) or TFS Perpetual or ScholarshipFund by December 1.Donation to State President’s Project “Teeing Off for TFS” or Junior Director’s“Serving Up Sweet Success for TFS” by December 1.Increase in Membership over Previous Year by December 1.Accepted New Members – Names and Addresses Sent by December 1.Project in Girl Scouts, Women’s Health/Diabetes, Domestic Violence, or Advocatesfor Children completed and report sent by January 25.CSP reports or Special Projects reports sent to State Office/ Second VP by January25.President’s and/or Junior Director’s Special Project Report sent by January 25.Club President sent “Statistical Reports” to State Office and State President byFebruary 15.Club participated in GFWC Georgia “Annual Day of Service” – spring 2018 or spring2019Official visit by District or State OfficerName/Title of Person visitingDate of VisitTotal PointsName/Title/Phone Number of person completing report5 points5 points5 points5 points5 points5 points5 points5 points5 points5 points5 points5 points5 points5 points5 points5 points5 points5 points5 points5 *****************************************GFWC Georgia Club President Statistical Report -- MandatoryCover SheetPreparer’s Name and Title:District:Email Address:Mailing Address:City:State:Zip Code:Phone:Membership Category:Club President’s Name andTitleGFWC Brunswick Woman’sClubSouth EastEmail Address of PreparerAddress of PreparerCity Address of PreparerGAZip Code of PreparerNumber of PreparerWoman’s# of Club Members:# of Paid MembersPurpose of Form:(The paid membership isdetermined on December 1.This is the number all reports must use on the cover sheet.)Compilation of the total statistics from the club for the CommunityClub Name:Page 10 of 41

Service Programs, Special Programs, Partnerships (as listed under eacharea if compiled separately, otherwise included in appropriate CommunityService Projects), Advancement Areas, and Epsilon Sigma Omicron (ESO).Narrative:Deadline:Who Receives:Statistical Data:NONEPostmarked on or before February 15, or emailed by 11:59 pm onFebruary 15.State Office and GFWC Georgia President for Woman’s Clubs and GFWCGeorgia Director of Junior Clubs (if Junior Club)Use the Cover Sheets from all the Community Service Programs, TallulahFalls School, Partnerships, Special Programs, Advancement Areas, andEpsilon Sigma Omicron to **************************Community Service Program/Special Project Report Form - OPTIONALEntry Cover SheetPreparer’s Name and Title:District:Email Address:Mailing Address:City:State:Zip Code:Phone:Membership Category:Chairman of CSP/SpecialProject’s Name and TitleGFWC Brunswick Woman’sClubSouth EastEmail Address of PreparerAddress of PreparerCity Address of PreparerGAZip Code of PreparerNumber of PreparerWoman’s# of Club Members:# of Paid MembersPurpose of Form:Narrative:(The paid membership isdetermined on December 1.)Entry form for Awards in Area of WorkYES (OPTIONAL), up to 2 pages (single spaced, 12 point font or larger, withClub Name:Page 11 of 41

Deadline:Who Receives:Statistical Information:pages clearly labeled with club name, preparer’s name, and email address )describing no more than 10 outstanding projects in the Area of Work.Postmarked on or before January 25, or emailed by 11:59 pm onJanuary 25.CSPs -- State Office and State Second Vice PresidentSpecial Programs, Tallulah Falls School, Advancement Areas (ExceptMembership), Epsilon Sigma Omicron, 1734 Society, Ella F. WhiteMemorial Endowment Fund, Lipscomb Society -- State Office and StateStanding Committee ChairmanMembership Advancement Area -- State Office and State Third VicePresidentTotal Number of Projects in Area of WorkTotal Volunteer Hours of MembersDollars Donated, where applicableIn-Kind Donations, where applicableQuestions pertaining to specific Area of Work, where ****************************Most Creative Club Project - OPTIONALPreparer’s Name and Title:Club Name:Woman’sChairman of CSP/SpecialProject’s Name and TitleGFWC BrunswickDistrict:Email Address:Mailing Address:City:State:Zip Code:Phone:Membership Category:ClubSouth EastEmail Address of PreparerAddress of PreparerCity Address of PreparerGAZip Code of PreparerNumber of PreparerWoman’s# of Club Members:# of Paid MembersPurpose of Form:Narrative:Deadline:Who Receives:(The paid membership is determined on December 1.)Highlight the most creative project in the area of work.YES, up to 1 page (single spaced, 12 point font or larger, with pages clearlylabeled with club name, preparer’s name, and email address)Postmarked on or before January 25, or emailed by 11:59 pm onJanuary 25.CSPs -- State Office and State Second Vice PresidentSpecial Programs, Advancement Areas (Except Membership), EpsilonSigma Omicron -- State Office and State Standing Committee ChairmanMembership Advancement Area -- State Office and State Third VicePresidentPage 12 of 41

WHAT HAPPENS TO CLUB REPORTS? Sent to the State Office/State Officers/State Chairmen for judging no later than January 25th.Judging takes place in mid-February.District winners are determined from the reports submitted to the State Officers. DistrictAwards Chairs are notified of winning clubs in each category for recognition at their SpringDistrict Meetings.State President uses data from the Statistical Reports and Chairman reports to compile herreport to GFWC.District Awards are given at Spring District Meetings.State Awards are given at the Spring State Convention.In addition, the Club’s Reports are used by the Club President to complete the Club PresidentStatistical Report sent to the State Office and State President by the February 15 deadline andalso used to compile the Club’s Annual Report.HOW TO KEEP TRACK OF PROJECTSEach CSP Chairman/Committee Chairman should keep a Reporting Log.Each Project should be listed with:o Number of Members Participatingo Volunteer Hourso Total Dollars Spent (Money from Club and In-Kind Donations)o Details of Project – the 5 W’s and 2 H’so Outcome – what worked, who benefitted, what didn’t workThe details from those participating should be tallied as soon after the event as possible. Do not waituntil the end of the year to try to reconstruct.Review the Past Reports, Agendas, Minutes, Annual Budget, Monthly Treasurer’s Reports, Newsletters,Website, and Facebook for items to ************************Example of an Activity to ReportName:Any ClubwomanMonth:April 2018Event/Activity/Organization: GFWC Georgia 122nd Annual ConventionVolunteer Hours: All time spent preparing, traveling, andattending event. (Include (1) preparation time – emails, letter writing, phonecalls, forms or lists compiled, committee meetings, reports to be given,(2) traveltime to and from to acquire or make items for event, (3) travel time to and from theevent itself, (4) time spent attending or working at the actual event.)Mileage Costs: Cost of travel for the event. (Include (1) the actualmiles you drove your car to acquire items or to prepare for event and/or (2) travel toand from event. If you carpooled, the driver of the vehicle is the only one who canclaim mileage costs.) Use the 2018 charitable contribution rate of 0.14/mile.Prep Time – 30 minutes reading calland making reservationsTravel Time: 10 hours for round tripTime at Event: 14.5 hours23 hours320 miles X 2 640 miles640 miles X 0.14 89.60Rounded to 90.00Page 13 of 41

Personal Contributions: All out of pocket costs preparing forand attending the event, not club reimbursed. (Include (1)registration fee, (2) lodging and food costs, (3) preparation costs – ink and paper, (4)actua

Public Issues. A separate club entry report (cover sheet) and “most creative club project” form for each area are included in the GFWC Georgia Club Yearbook (beginning on page 316) and online on the GFWC Georgia website. A club entry report (cover sheet), “most creative club