REPORTING WRITING INFORMATION 2014-2016

CFWC AREA CONFERENCES

PRESENTED BYTOBY KAHAN, CFWC FIRST VICE PRESIDENT

GFWC CALIFORNIA FEDERATION OF WOMEN’S CLUBS

Because we ultimately join to serve, it is

important that we select projects that meet

a need in our communities and meet the

needs of our members.

DO YOU KNOW YOUR MEMBERS?

WHAT KINDS OF PROJECTS IS YOUR CLUB DOING?

ARE THEY PROJECTS –

held every year and each year something new is added?

serving a genuine need?

publicized and included in club profiles and other media sources?

involve members’ friends & family and outside organizations?

FOR EVERY PROJECT, DO YOU DO THE FOLLOWING?

Are you voting on all projects and recording the vote in the Club’s Minutes?

Are you keeping track of Hours, Dollars, and who participated?

Are you getting help from non-members and outside organizations?

FOR EVERY PROJECT, DO YOU DO THE FOLLOWING?

Are you evaluating the project and noting the positive and negative issues?

Are you creating a Procedure Book, including Dos and Don’ts?

Are the members who worked on the project, giving their evaluation and input?

ARE YOU PLANNING PROJECTS MEMBERS WILL

SUPPORT?

•Are projects held at a time that will fit into most members’ schedules?

•Are you listening to your members when they have expressed an interest in supporting a new organization?

ARE YOU PLANNING PROJECTS MEMBERS WILL

SUPPORT?

•Are you donating to organizations that members are personally involved in?

•Are you seeking funding from outside your club, so you don’t put financial demands on your members?

• Members are probably not participating on projects.

• Members are attending fewer meetings.

• Members choose NOT to serve on committees; and

• Projects are left in the hands of a few, which can cause BURN OUT!

CONSIDER THIS:•A Membership Questionnaire to find out -WHO ARE YOUR MEMBERS?

•Including family members on projects.

•Inviting talented Members to conduct Workshops to create items to sell or donate for raise funds for philanthropy.

TO AVOID BURN OUT, LOSS OF MEMBERS, & PURPOSE FOR BELONGING TO A GFWC CLUB!

• Encouraging Members to enter

Federation Contests.

• Inviting Members to be Keynote

speakers to share their knowledge or

expertise.

TO AVOID BURN OUT, LOSS OF MEMBERS, & PURPOSE FOR BELONGING TO A GFWC CLUB!

Why Write a Report?

It’s the best Club history and informs

Federation of projects worth sharing.

It enables Federation to seek potential

donors and grants.

It tells the community how vital your

organization is to their well-being.

Why Write a Report?

It’s a recruitment tool when included in Club

Profiles, Media Articles, etc.

It documents your Club’s 501c3 non-profit

status.

It’s an opportunity to receive recognition

through awards at the District, State, and

National levels.

WE HAVE AN IMPRESSIVELIST OF ACCOMPLISHMENTS!

Let’s continue the legacy of our founders and

those that followed, by providing our members

with opportunities that will enrich their lives

while accomplishing the projects that will help

those in need. And, those most worthwhile

projects, should be documented and reported.

The Statistics turned into our State

last year were forwarded to GFWC.

When they were combined with the

other 49 states,

the totals were:

AND THAT IS JUST WHAT WAS REPORTED!

• more than $5 Million Spent in Advancement

Areas

• more than $12 Million Dollars Raised in

Fundraising

• more than 200,000 Projects in all areas

• more than 10 Million Volunteer Hours

• more than $50 Million Dollars Donated

• Clubs gather their project information; complete the CFWC Statistical Form; and write Narrative reports using the current CFWC Club Award Entry Form.

• Clubs submit their reports to the District Chairmen and/or Dean by the District Deadline!

CLUB LEVEL

DISTRICT LEVEL

The District Chairmen –

•Submits CLUB REPORTS, by size category, to three judges to determine District Winners.

DISTRICT LEVEL

The District Chairmen –•Submit a District Entry Award Form (Narrative Report) to their CFWC Chairman describing ONLY the District activities in their program, including their activities to promote their program.

DISTRICT LEVEL

The District Chairmen –

•Send all Club Reports with 1st Place Winners in each size category

marked.

DISTRICT LEVEL

The District Chairmen –

•Gives a copy of their report to the District President and Dean.

DISTRICT LEVEL

The District Presidents:

•Complete the CFWC Statistical Report by adding up the totals submitted by their Clubs and District Chairmen.

STATE LEVEL - CFWC

The State Chairmen:

•Submit District 1st PLACE CLUB REPORTS to 3 judges to determine State Club Winners in each size category.

STATE LEVEL - CFWC

The State Chairman:

•Submit all DISTRICT REPORTS to 3 judges to determine District Winners in each size category.

STATE LEVEL - CFWC

The State Chairmen:

•Read ALL Club Reports

looking for the 10 best

Club projects.

STATE LEVEL - CFWC

The State Chairmen:

•Submit to the GFWC

Chairmen their State

Reports describing the

programs supported in

California, along with the

10 most unique club

projects.

The State Chairmen:

Submit a second Award Entry to GFWC theClub Creativity Award Entry

Which describes the most creative club project in California, in their

program.

STATE LEVEL - CFWC

GFWC Chairmen judge the State Entries and present in each size category at the International Convention –

Most Outstanding State Program

California is the largest State Federation

INTERNATIONAL LEVEL - GFWC

GFWC Chairmen select one Club

Project from all State Club Creativity

Award entries, and present the Club

with the Club Creativity Award for

their most creative project.

INTERNATIONAL LEVEL - GFWC

FOR EACH PROJECT: •Check Meeting Minutes•Review Financial Reports •Look at Agendas •Write a Narrative•Complete the CFWC Award Entry Form•Complete the Statistical Form •Turn into the District•Celebrate!

2014 – 2016 CFWC AWARD ENTRY FORM

• There is a NEW FORM - the only one accepted by CFWC.

• There is a NEW TITLE: Club Award Entry Form.

• There is NO COVER SHEET.• There is NO MEMBERSHIP BOX.• There is an additional ½ page to

describe projects.• There is a Header that MUST BE

included for each project.

CLUB AWARD ENTRY FORMAnnual Reporting January 1-December 31, 2014

Program Title: Name of GFWC Special Project, Community Service Program or Advancement Area Program

 Club Name *Number of Members

*As stated in current CFWC Yearbook

District Name AREA

Chairman Phone E-mail  Completed by Phone E-mail

*******************************************************************************************************************Instructions: COPY this HEADER for each project described (use additional line if needed):Project Title Hours Donated $ In Kind $ Raised $ Spent $  

Begin below with Club description including location, type of community, number of active and working members, club years in Federation, etc., followed by HEADER (above) and Narrative for each project.

Limit 3 pages including this Entry Form. SEND ENTRY TO YOUR DISTRICT BY THEIR DEADLINE DATE.

********************************************************************************************************************

 

CLUB AWARD ENTRY FORMAnnual Reporting January 1-December 31, 2014

Program Title: Name of GFWC Special Project, Community Service Program or Advancement Area Program

 Club Name *Number of Members

*As stated in current CFWC Yearbook

District Name AREA

Chairman Phone E-mail  Completed by Phone E-mail

 

**********************************************************************************************************Instructions: COPY this HEADER for each project described (use additional line if needed):Project Title Hours Donated $ In Kind $ Raised $ Spent $  

Begin below with Club description including location, type of community, number of active and working members, club years in Federation, etc., followed by HEADER (above) and Narrative for each project.

Limit 3 pages including this Entry Form. SEND ENTRY TO YOUR DISTRICT BY THEIR DEADLINE DATE.

************************************************************************************************************************

 

YOU MAY DELETE THESE INSTRUCTIONS FOR ADDITIONAL SPACE

CLUB AWARD ENTRY FORMAnnual Reporting January 1-December 31, 2014

Program Title: Name of GFWC Special Project, Community Service Program or Advancement Area Program

 Club Name *Number of Members

*As stated in current CFWC Yearbook

District Name AREA

Chairman Phone E-mail  Completed by Phone E-mail

*************************************************************************************************************Instructions: COPY this HEADER for each project described (use additional line if needed):Project Title Hours Donated $ In Kind $ Raised $ Spent $  

Begin below with Club description including location, type of community, number of active and working members,

club years in Federation, etc., followed by HEADER (above) and Narrative for each project. Limit 3 pages including this Entry Form. SEND ENTRY TO YOUR DISTRICT BY THEIR DEADLINE DATE.

*************************************************************************************************************

BEGIN YOUR NARRATIVE HERE!!!! 

CLUB AWARD ENTRY FORMAnnual Reporting January 1-December 31, 2014

Program Title: Name of GFWC Special Project, Community Service Program or Advancement Area Program

 Club Name *Number of Members

*As stated in current CFWC Yearbook

District Name AREA

Chairman Phone E-mail  Completed by Phone E-mail

*******************************************************************************************************************Instructions: COPY this HEADER for each project described (use additional line if needed):Project Title Hours Donated $ In Kind $ Raised $ Spent $  

Begin below with Club description including location, type of community, number of active and working members, club years in Federation, etc., followed by HEADER (above) and Narrative for each project.

Limit 3 pages including this Entry Form. SEND ENTRY TO YOUR DISTRICT BY THEIR DEADLINE DATE.

********************************************************************************************************************

 BEGIN PAGES 2 & 3 WITH CLUB NAME & PROGRAM AT THE TOP LEFT!

REMEMBER

CFWC CLUB ENTRY AWARD FORM TYPE information needed at the top of form. Write a short profile about club, community, and membership (may be used by all Chairmen). Report the project in the correct Program.See the CFWC Yearbook pages 147 – 155.

REMEMBER

Copy Header for each project and enter data that applies.Describe your best projects first. All projects do not have to be reported.Turn into District Dean/Chairman by their Deadline.

• Do not exceed two additional pages (3 pages total).

• Must be typed, can be single spaced.

• Font not smaller than 11. Use one easy to read!

GUIDELINES FOR NARRATIVES

• Margins not less than ½ inch top, sides, and bottom.

• Additional pages must have Club Name and Program in top left corner. Stapled!

• Each project needs a “Header” This format is a MUST!

GUIDELINES FOR NARRATIVES

WHERE

ARE

PROJE

CTS

REPORT

ED?

COMMUNITY SERVICE PROGRAMS

ARTS

CONSERVATION

EDUCATION

HOME LIFE

INTERNATIONAL OUTREACH

PUBLIC ISSUES

GFWC SPECIAL PROJECTS

GFWC SIGNATURE PROJECT:

DOMESTIC VIOLENCE

AWARENESS & PREVENTION

GFWC JRS. SPECIAL PROJECT:

ADVOCATES FOR CHILDREN

COMMUNICATIONS & PUBLIC

RELATIONS

FUNDRAISING

LEADERSHIP

LEGISLATION & PUBLIC

POLICY

MEMBERSHIP

WHRCADVANCEMENT AREA PROGRAMS

In the Advancement AREAS, usually

Money Spent is reported, but if you

receive in-kind donations (money or

items) for an event, you can report it.

ADVANCEMENT AREAS

For example – •Wine is donated to serve at a Membership Social, or

•Items are donated for Opportunity Baskets to raise money for WHRC, or

•Money is donated in order to host a Candidate Forum.

ADVANCEMENT AREAS

FUNDRAISING REPORTS

Philanthropy Projects should be

reported in Program Area, however, if

you hold a large fundraiser for a

specific philanthropy YOU CAN -

FUNDRAISING REPORTS

- report the project in Fundraising,

describing the event and money

raised (net profit); and

- report only money donate in the

Program area.

 

Membership Reports may

include Public Relations

and Leadership

activities. However

statistics cannot be

reported in more than one

program.

CFWC Yearbook Pages 147 – 155

MAKE

YOUR

REPORT

STAND O

UT!

What do the Judges look for?

JUDGING CRITERIA

Was the project successful? Were goals

met?

Were other organizations involved?

Originality, Initiative, Execution,

Participation.

Statistics: Dollars and Hours included.

The significance of the project.

How were obstacles overcome?

JUDGING CRITERIA

MAKE IT EASY TO READ!

There is a page limit so consider reporting only your best projects and give more details.

Give the Project Title an eye catching name, so your publicity will stand out and Judges will want to read every word.

MAKE IT EASY TO READ!

Don’t be wordy! Judges get tired to reading a lot of reports and will start to skip through long paragraphs and miss details. So get to the point and use BOLD Font on important words, dollars, etc.

MAKE IT EASY TO READ!

Include Who, What, Where, When, Why. Outlines are OK, but stay away from lists! NO NAMES, only Titles in Narratives.

DISTR

ICT

AWARD

ENTRY

FORM

INFO

RMATIO

N

!

DISTRICT AWARD ENTRY FORMAnnual Reporting January 1-December 31, 2014

Program Title: Name of Community Service Program or Advancement Area Program

 District Name *Number of Members

*Number given by CFWC

Chairman Phone E-mail  Completed by Phone E-mail

********************************************************************************************************************Instructions: COPY this HEADER for each project described (use additional line if needed):Project Title Hours Donated $ In Kind $ Raised $ Spent $

Begin below District description including location, area size and number of clubs, how often the District meets, etc., followed by HEADER (above) and Narrative for each District project accomplished in Program.

Include ONLY District and/or Chairman Projects (not clubs projects). Limit 3 pages including this Entry Form. MAIL THIS ENTRY (along with all Club Entries) TO YOUR CFWC CHAIRMAN before February 15.

********************************************************************************************************************

 

INSTRUCTIONS FOR DISTRICT CHAIRMEN

************************************************************************************Instructions: COPY this HEADER for each project described (use additional line if needed):Project Title Hours Donated $ In Kind $ Raised $ Spent $

Begin below District description including location, area size and number of clubs, how often the District meets, etc., followed by HEADER (above) and Narrative for each District project accomplished in Program.

Include ONLY District and/or Chairman Projects (not clubs projects). Limit 3 pages including this Entry Form. MAIL THIS ENTRY (along with all Club Entries) TO YOUR CFWC CHAIRMAN before February 15.

************************************************************************************

BEGIN YOUR NARRATIVE HERE!Instructions can be omitted for more space.

*ONLY USE THE CFWC DISTRICT AWARD ENTRY

FORM!

*ONLY REPORT WHAT PROJECTS YOU AND THE

DISTRICT DID!

*INCLUDE FOR EACH NARRATIVE - ALL DISTRICT’S

HOURS & MONEY ON ONLY DISTRICT PROJECTS

REPORTED!

*CHECK Minutes & Financial reports from January 2014

DISTRICT CHAIRMEN SHOULD KNOW THIS!

*GIVE STATISTICAL TOTALS TO THE DISTRICT

PRESIDENT FOR THE DISTRICT STATISTICAL REPORT

FORM!

*GIVE A COPY OF YOUR REPORT TO THE DISTRICT

DEAN!

*PLACE A COPY OF YOUR REPORT IN YOUR

PROCEDURE BOOK

*MAIL YOUR REPORT TO THE CFWC CHAIRMAN!

*ADHERE TO THE CFWC DEADLINE, FEBRUARY 15THDISTRICT CHAIRMEN SHOULD ALSO KNOW THIS!

STAT

ISTI

CAL

FORM

INFO

RMATIO

N!

2014 – 2016 CFWC STATISTICAL FORM

• This is a NEW FORM - the only

one accepted by CFWC.

• Each Line is a separate entry,

do not combine totals.

• Only report statistics that

apply.

2014 – 2016 CFWC STATISTICAL FORM

• All Clubs Must complete and mail to ONLY their District President.

• District Presidents combine Clubs’ and District Chairmen’s stats on Statistical Form.

• Mail District Statistical Form and ALL CLUB FORMS by Feb. 15th to CFWC 1st Vice President.

DOES THE DISTRICT HAVE TO MAIL ALL CLUB

STATISTICAL REPORT FORMS?

• Which Clubs are reporting statistics, but not

completing Club Award Entry Forms?

• Which clubs are not doing philanthropic projects

(required under the CFWC 501c3 umbrella)?

• How else can CFWC Chairmen know which clubs

should be encouraged to complete Club Award Entry

Forms?

STATISTICAL FORM PAGE 1

GFWC California Federation Of Women's Clubs

Statistical Form

Club/District Name:  President: Email Address: Phone #Address: City/Zip:

Annual Reporting Period January 1 - December 31, 2014

INSTRUCTIONS: Complete this form to include total statistics for each Special Projects, Community Service Projects, and Advancement Area Projects.

CLUB PRESIDENT: Submit this Statistical form to your District President by District Deadline.

DISTRICT PRESIDENT ONLY: Submit this Statistical form, along with all Club Statistical Forms, to CFWC First Vice President by Email at tkcfwc@gmail.com no later than 11:59 p.m. on February 15, 2015 or send via postal mail postmarked no later than February 15, 2015 to:

Toby Kahan, CFWC 1st Vice President, 2548 Palomino Drive, Covina, CA 91724

THIS IS A STATISTICAL REPORT ONLY. DO NOT ATTACH TO ANY OTHER REPORT.

STATISTICAL FORM Page 2

REPORT WRITING CAN BE

o Consider having a luncheon or dinner while gathering together to write reports.

o Invite new members to help gather and compile data from minutes and log sheets. They will learn more about the projects the club has accomplished for the year.

REPORT WRITING CAN BE

o Add a glass of wine and/or a delicious dessert.

oHave a celebration party when reports are completed and use publicity so that the community knows what your club has done in just one year.

Page Two

IF YOU HAVE QUESTIONS:

• Your Club Dean can help, if not, she’ll call a District Officer or Chairman.

• Your District Dean has been trained in the new Report Writing Procedures and can help!

IF YOU HAVE QUESTIONS:

• Your District Chairmen can answer many questions concerning where to report it.

• The Forms are on the CFWC website to download & print – www.cfwc.org

• Call a CFWC Chairman or the CFWC 1st VP, she will definitely get you an answer!

IF YOU HAVE QUESTIONS:

•This Power Point Presentation will be posted on the CFWC Website to present to your members.

•Sample reports will be posted on the CFWC website Chairmen’s pages in 2015.

CELEBRATE!

Attend Conventions

and celebrate

with other

clubwomen the

accomplishments of

our Clubs,

Districts, States, and

National

organization!