THE VIRGINIA FEDERATION OF REPUBLICAN …vfrw.org/files/CALL-FINAL-2-24-16-1.pdf1 THE VIRGINIA...

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THE VIRGINIA FEDERATION OF REPUBLICAN WOMEN

2016 CONVENTION

April 22 - 24, 2016

The Hilton Hotel McLean Tysons Corner 7920 Jones Branch Drive

McLean, VA 22102 703.847.5000

Linda Bartlett, VFRW President

[email protected]

Susan Cobb, Convention Chair

[email protected]

Mikki Terry, Convention Co-Chair [email protected]

https://resweb.passkey.com/Resweb.do?mode=ep_lodgingselect_gi&groupID=50685696

mailto:[email protected]



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TABLE OF CONTENTS

2016 VFRW CONVENTION CALL 3

Call to Board of Directors Meeting – April 22 and 24, 2016 6

Board of Directors Meeting Proxy Form 7

Minutes – Board of Directors Meeting – February 27, 2016 8

Important Deadlines 9

Hotel Information 10

Memo to Board of Directors and Club Presidents – Registration Fees and Payments 11

Delegate Certification Form – VFRW Voting Board 12

Delegate Certification Form – Club Delegates 13

Member Registration Form 15

Guest Registration Form 17

Nominations for VFRW Officers 19

Annual Reports – Executive Committee and Board of Directors 20

Proposed Bylaws Amendment Letter and Forms 21

Guidelines for Submission of a Convention Resolution 23

2016 VFRW Convention Sponsorship Letter and Form 24

Vendor and Display Sponsor Form 26

Jackie

Highlight

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VFRW —————————————————————————————————————————-------------------

Virginia Federation of Republican Women

DATE: FEBRUARY 20, 2016

TO: VFRW BOARD OF DIRECTORS VFRW CLUB PRESIDENTS

FROM: LINDA BARTLETT, PRESIDENT

SUBJECT: OFFICIAL CALL

THIS IS THE OFFICIAL CALL FOR THE 2016 CONVENTION OF THE VIRGINIA FEDERATION OF

REPUBLICAN WOMEN to be held in McLean, Virginia from the opening session, Saturday, April 23, 2016 at 9:30 am, through the end of the closing session, Sunday, April 24, 2016.

LOCATION: McLean Hilton Tysons Corner

7920 Jones Branch Drive

McLean, VA 22102

703.847.5000

DATES: April 23, 2016 (Saturday) through April 24, 2016 (Sunday)

PURPOSE:

To elect Executive Officers of the Virginia Federation of Republican Women, to

receive annual reports; and to conduct any business that should properly come

before the Federation

CREDENTIALS: Eligibility: Club Service Charge must be paid by March 23, 2016. State and National

Dues for full Club membership must be paid by March 23, 2016, to VFRW

Treasurer, Dolores Switzer 7285 Jordantown Road, Vinton, VA 24179.

VOTING BODY: (a) No more than three delegates from each club for the first 10 members plus one

delegate for every additional 20 members or major fraction thereof. (See Delegate

Certification Form for number of delegates per club membership). Associate and honorary members do not count for the purpose of determining the number of

delegates or alternates for each club.

(b) Voting members of the Board of Directors.

WHEN ELECTED: Delegates and alternates shall be elected at a regular or specially called meeting of the

club by April 1, 2016, not less than three weeks prior to April 23, 2016.

DUTIES: Each delegate has one vote. Each delegate may have an alternate who shall vote in the

absence of the delegate. In order for an alternate to assume the position of a delegate, she must be certified by the Credentials Committee. The Credentials Committee

should be notified in writing as early as possible. There shall be no proxy voting or

full vote representation.

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REGISTRATION: For Registration purposes, all elected officers, State Central Committee members,

Former VFRW Presidents, District Representatives, Chairmen of Standing Committees, delegates and alternates will use the enclosed “VFRW Members

Registration Form” with their payment. Guests have a separate registration form.

The Full Registration Package includes registration, Saturday Lunch and Banquet, and Sunday Breakfast and Lunch.

All VFRW officers, VFRW Voting Boards Members, delegates, alternates and guests will register directly with the Convention Treasurer Dolores Switzer at the

address listed on the Registration Form, with copies to Registration Chairman, Loree

Gunn, 2016 Convention Co-chair Mikki Terry, and VFRW President Linda Bartlett.

Full Registration fees are as follows:

*February 27 – March 31 -- $180.00 *April 1 – April 12 -- $195.00

*April 16 – April 24 $200.00

The Registration and Credentials desk will be open as follows:

April 22, 2016 (Friday) 2:00 pm – 4:30 pm and 6:30 pm - 9:00 pm

April 23, 2016 (Saturday) 7:30 am – 6:00 pm (except during lunch) April 24, 2015 (Sunday) 8:00 am – 9:00 am

The Credentials Committee will be in session all hours the Registration desk is open.

Each delegate and alternate must personally pick up and sign for her packet and

show a picture ID. There will be no registration after 9 am on Sunday, April 24,

2016. Note: Refunds will not be made after April 15, 2016.

CERTIFICATION: The Delegate Certification Form (included with this call) for certification of Club

Delegates and Alternates is to be sent by Club Presidents to Convention Credentials

Chair Melissa Beaudoin; VFRW President Linda Bartlett; VFRW Treasurer,

Dolores Switzer, and Convention Co-chair Mikki Terry at the addresses listed on

the certification form, and must be received no later than April 8, 2016.

VFRW Officers and Voting Board Members will send the VFRW OFFICER –

VFRW BOARD 2016 DELEGATE CERTIFICATION FORM to Convention Credentials Chair Melissa Beaudoin; VFRW President Linda Bartlett; VFRW

Treasurer, Dolores Switzer, and Convention Co-chair Mikki Terry at the addresses

listed on the certification form, and must be received no later than April 8, 2016.

RESOLUTIONS: Submit proposed resolutions in writing by April 1, 2016 to the Convention

Resolutions Chair, Connie Morrissey, 3655 LaHavre Place, Woodbridge, VA

22192 ([email protected]) Resolutions may be submitted by any VFRW

member in good standing.

COMMITTEE

MEETINGS:

The following committees shall meet, as follows, on Friday, April 22, 2016:

Nominations 5:45 pm – Dallas Room, 1st floor

Credentials Daily – Dallas Room, 1st floor

Rules 9:00 pm – Continental A, 1st floor

Resolutions 9:00 pm – Dallas Room, 1st floor

Elections 9:00 pm – Beverly Room, 1st floor


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VENDOR

TABLES:

Vendor tables will NOT be open during meals or sessions. There will be a $20.00 fee

for tables set up for sales of club products on behalf of the club on Friday, Saturday and Sunday. If you would like to share a table, the charge will be $10.00 for one-half

table.

The table charge for outside vendors will be $200.00.

Reserve your table no later than April 5, 2016 with the Convention Vendor Table

Chairman, Marie Quinn, 1750 Rockcrest Road, Bon Air, VA 23235 or

([email protected])

BYLAWS:

Proposed

Amendments:

Submission of proposed changes to the VFRW Bylaws must be received by March 9,

2016 to the Bylaws Chair Alicia Brittle, 5606 Boynton Place, Richmond, VA 23225.

Proposed changes will be evaluated by the VFRW Bylaws committee and mailed to

the Board of Directors and all local clubs at least thirty (30) days prior to the VFRW

Convention at which they are to be voted upon.


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VFRW —————————————————————————————————————————-------------------



TO: VFRW BOARD OF DIRECTORS

VFRW CLUB PRESIDENTS


SUBJECT: OFFICIAL CALL

THIS IS THE OFFICIAL CALL FOR MEETINGS OF THE VFRW BOARD OF DIRECTORS, to be

held at The McLean Hilton Hotel Tysons Corner prior to, and immediately following, the 2016 VFRW

Convention.

TIME AND DATE: 8:00 P.M., Friday, April 22, 2016 (day prior to the start of the 2016 Convention)

Hilton Amphitheater, lower level

AGENDA: Friday, April 22, 2016

1. Preliminary business to the opening of the Convention

2. Any business that may properly come before the Board.

AGENDA: April 24, 2016 fifteen minutes after the close of the Convention Session on Sunday

Hilton Amphitheater, lower level

1. Preliminary business to the closing of the Convention

2. Any business that may properly come before the Board

Club Presidents are invited to attend the Board Meetings.

VOTING BOARD MEMBERS ONLY: If you cannot attend, you must be represented by a proxy (please see

Article VIII, Board of Directors, and VFRW Bylaws).

In order to be certain that one person has not chosen the same proxy as another, you must furnish the Recording

Secretary, Linda Kivi Porter, with the name of your proxy prior to the scheduled board meeting. She may be

contacted at ([email protected]) or at 805.501.2041.


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PROXY FORM FOR VFRW VOTING BOARD MEMBERS

Use this proxy form in the event you are unable to attend a Board meeting.

I, ______________________________, of_______________________________ do hereby constitute and

appoint _________________________ to vote as my proxy at the Board of Directors meeting of the VFRW to

be held_____________________ at _______________________on__________________, 2016 or at any

adjourned meeting thereof.

(Signature)________________________ (Date) ___________________

Past Presidents NO Proxy

Voting Board Page 44 of the Bylaws-VIII Section 1 (3)

A proxy of a voting member shall be given only to a Non-voting member of the board.

Please read on page 43(b) Non-voting Body. The non-voting Members of the Board of Directors shall include

the Chairmen of special committees, the Chaplain, Parliamentarian and Sergeant-at-Arms, and any other

appointees.

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Placeholder -- Minutes February 27, 2016

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VFRW Dates to Remember 2016 February 27 – Board of Directors meeting Wyndham Virginia Crossings-Glen Allen 2016 VFRW Convention Registration – Early Registration Fee - $180.00 March 1 – Primary/Super Tuesday (AL, AK, AR, CO, GA, MA, MN, OK, TN, TX, VA, VT) March 9 – Proposed changes to VFRW Bylaws due to Bylaws Chair Alicia Brittle, 5606 Boynton Place, Richmond, VA 23225, or [email protected] – form is on the website vfrw.org. March 23 – Deadline to receive $89 room rate-703-761-5100 Hilton https://resweb.passkey.com/Resweb.do?mode=ep_lodgingselect_gi&groupID=50685696 Deadline to pay club dues and service charge to VFRW Treasurer Dolores Switzer and to certify club for 2016 convention - 7285 Jordantown Rd, Vinton, VA 24179 or [email protected]. This determines delegate strength. Deadline to submit proposed Bylaw changes to Board of Directors and Club Presidents April 1 – Deadline for Clubs to elect Delegates and Alternates – Registration Fee $185.00. Deadline to submit Resolutions to Connie Morrissey: 3655 LaHarve Place, Woodbridge, VA 22192 or [email protected] Annual Reports are due to Linda Kivi Porter: 18412 Sydnor Hill Court, Leesburg, VA 20175 or [email protected] April 5 – Sponsorships and Vendor applications complete with payment are due to Marie Quinn: 1750 Rockcrest Road, Bon Air, VA 23235 or [email protected] April 8 – Deadline for receipt of Delegate Certification Forms to Credentials Chair Melissa Beaudoin: 6822 Murray Lane, Annandale, VA 22003-1926 or [email protected] , Copies to Convention Co- chair Mikki Terry, 9000 Belvoir Woods Parkway, #209, Fort Belvoir, VA 22060, [email protected], VFRW President, and VFRW Treasurer. April 12 – Last day for registration of all delegates and alternates. Form with payment due to VFRW Treasurer, with copies to Registration Chair Loree Gunn: 1250 S. Washington Street, #706, Alexandria, VA 22314 or [email protected], Convention Co-Chair Mikki Terry: 9000 Belvoir Woods Parkway, #209, Fort Belvoir, VA 22060 or [email protected], VFRW President, and VFRW Treasurer. Registration Fee increases to $195.00. April 15 – Refund Deadline April 16 – Last Day for Receipt of Payment and Registration form for non-delegates and guests. Registration fee increases to $200.00 April 22 – Deadline to submit a valid application for election as an Officer to the Nominations Committee Contact Jennifer Lee 757.337.0819 or [email protected].






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VFRW CONVENTION 2016 – Hotel Information

The Hilton McLean Tysons Corner, VA (11th District)

Convention Dates: Friday, April 22 – Sunday, April 24, 2016 Address: McLean Hilton

7920 Jones Brand Drive

McLean, VA 22102

703-761-5100 (Ask for the Virginia Federation of Republican Women room block) or use link below


ROOM RATE INFO: Single/double - $89.00 per day plus taxes and fees.

RESERVATION CUT OFF DATE IS MARCH 23, 2016 at 5 PM (for the VFRW room block)

HOTEL CHECK IN/CHECK OUT TIMES:

CHECK IN – 4:00 P.M. CHECK OUT – 12:00 P.M.

PARKING RATE PER NIGHT: There is plenty of parking available in front and back of hotel Directions: From VA I-495 headed North OR South, take exit 46A (Rte. 123 South, Tysons Corner). At the first traffic light, turn right onto Tysons Boulevard. At the next traffic light, turn right onto Galleria Drive. At the second traffic light, turn right onto Jones Branch Drive. The hotel is the 2nd building on the right hand side.


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VFRW —————————————————————————————————————————-------------------


M E M ORANDUM


TO: BOARD OF DIRECTORS, MEMBERS & CLUB PRESIDENTS

FROM: VFRW PRESIDENT LINDA BARTLETT

RE: CONVENTION REGISTRATION FEES AND PAYMENT

(PLEASE READ)

NOTICE to VFRW Officers and Voting Board Members:

Please mail your registration form and your personal check to the VFRW Treasurer. If your club is paying your

registration fees, please submit a club check made out to “VFRW Convention 2016” instead of your personal

check. Follow the “Convention Deadlines” as your guide.

NOTICE for Non-Voting VFRW Board Members: Please mail your registration form and your personal check to the VFRW Treasurer. You will apply to your

own club to be a delegate or an alternate to the convention. Follow the procedure above if your club is

paying registration fees for its delegates. The “Convention Deadlines” should be your guide.

NOTICE to Club Presidents:

If your club is paying all or part of the registration fees for delegates from your club, you may use the following

procedures:

Have each member/delegate pay her own registration fee by personal check and have club reimburse her for the

amount following her attendance at Convention,

OR

Have each member/delegate or club treasurer send a check made payable to the “VFRW Convention 2016” for

the appropriate registration amount.

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VFRW OFFICER – VFRW VOTING BOARD

2016 DELEGATE CERTIFICATION

All officers and the following voting members of the Board of Directors of the Virginia Federation of Republican

Women are each entitled to one vote as a Delegate:

Elected Officers Former VFRW Presidents

State Central Committee Members District Representatives

Chairmen of the following Standing Committees:

Bylaws Legislation – National

Campaign Activities Legislation – State

Finance Public Relations

Historian

There will be no proxies or alternates for the voting members of the Board or Officers at convention sessions.

Delegate – Board Member or Officer

Name: _______________________________________Position___________________

Address______________________________________Phone____________________

______________________________________

I certify that I will cast my vote as a member of the VFRW VOTING Board at the 2016 VFRW Convention or at any

adjourned meeting thereof.

(Signature)____________________________________

Send ORIGINAL of this form be received no later than April 8, 2016 to Convention Credentials Chair,

Melissa Beaudoin: 6822 Murray Lane, Annandale, VA 22003-1926 [email protected]

Send copies to:

(1) Convention Registration Chairman Loree Gunn, 1250 S. Washington Street, #706, Alexandria, VA

22314 ([email protected])

(2) Convention Co-chair Mikki Terry, 9000 Belvoir Woods Parkway, #209, Fort Belvoir, VA 22060

([email protected]. )

(3) VFRW President, Linda Bartlett, 4316 Wakefield Dr., Annandale, VA 22003 ([email protected]. )

(4) Dolores Switzer, VFRW Treasurer 7285 Jordantown Road, Vinton, VA 24179

([email protected]. )

(5) Retain a copy for your files.

*Note: Postmarks are not applicable. Proof can be your dated, certified mail receipt; or an email received by

the Credentials Chair.






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CLUB DELEGATE CERTIFICATION FORM – 2016 VFRW CONVENTION

At a regular meeting of the __________________________Club, District#__________ of

________________, Virginia held on ___________________, 2016, (no later than April 1, 2016,) the following delegates

and alternates were elected to represent this club at the 2016 VFRW Convention or at any adjourned meeting thereof to be

held at The Hilton McLean Tysons Corner, 7920 Jones Branch Drive, McLean, VA on April 22-24, 2016. There shall be no proxy voting or full vote representation (Article XII, Section 4, VFRW Bylaws).

“A. The voting body of the Convention shall be: 1. Three delegates from each local club for the first ten members plus one delegate for every

additional 20 members or major fraction thereof (associate and honorary members do not count

for the purpose of determining the number of delegates)

2. Voting members of the Board of Directors. There shall be no proxy or alternate for a member of the Board at Convention meetings.

(Article XII, Section 3, A, VFRW Bylaws)

NOTE: Please do not elect as a Club Delegate a member who qualifies as a VFRW Voting Board Member. They are

automatic delegates to the convention.

Receipt DEADLINE: April 8, 2016

DELEGATES (PLEASE PRINT OR TYPE)

Name Address Phone # Email

ALTERNATES

Name Address Phone # Email

_______________________ Recording Secretary

(Handwritten signature required)

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Send ORIGINAL or EMAIL FORMS TO:

(1) Melissa Beaudoin, VFRW Convention Credentials Chair, 6822 Murray Lane, Annandale, VA 22003 or email

mmcbeaudoin@gmail,.com (original with signature)

Copies to:

(2) Linda Bartlett, VFRW President 4316 Wakefield Drive, Annandale, VA22003-3611 ([email protected].)

(3) Dolores Switzer, VFRW Treasurer 7285 Jordantown Road, Vinton, VA 24179 ([email protected].)

(4) Mikki Terry, VFRW Convention Co-chair 9000 Belvoir Woods Parkway, #209, Fort Belvoir, VA 22060

([email protected].)

(5) Keep one for your club files, which you can bring with you to the Convention in case there might be a

question.

FROM/ TO NUMBER OF MEMBERS

NUMBER OF DELEGATES

10 -20 3

21- 40 4

41- 60 5

61- 80 6

81- 100 7

101- 120 8

121- 140 9

141- 160 10

161- 180 11

181- 200 12

201- 220 13

221- 240 14

Associate and honorary members do NOT count for the purpose of determining the number of delegates.

mailto:mmcbeaudoin@gmail,.com




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The Virginia Federation of Republican Women

CONVENTION 2016: Friday, April 22 thru Sunday, April 24

REGISTRATION FOR VFRW MEMBERS ONLY

DEADLINE: Completed form and payment in full must be RECEIVED in hard copy or electronically no later than

April 16, 2016 for Delegates and Alternates.

Please PRINT or TYPE this form and MARK YOUR SELECTIONS CLEARLY

Also note that your Club President will certify Club Delegates and Alternates separately.

Last Name of Registrant First Name of Registrant Congressional District

Name to be used on Name tag Club Name (No initials, please) Club Title

Address City State Zip code

Are you a VFRW Officer or Voting Board

Member? If so, what is your position? Preferred Phone(s) Email address

______ $180.00 VFRW MEMBER – Full Convention Registration Package INCLUDES Member Registration Fee,

Saturday Luncheon and Dinner as well as the Sunday Breakfast and Lunch

______ $185.00 VFRW MEMBER after April 1 INCLUDES Member Registration Fee, Saturday Luncheon and

Dinner as well as the Sunday Breakfast and Luncheon. Price Increases to $195.00 on April 12, 2016 and $200

on April 16, 2016.

_______$60.00 VIP Reception

Choice of Entre (circle one)

Sirloin Steak and roasted root vegetables

Or

Seared Salmon and lentil ragout VFRW Members Convention Registration with a la carte Meals

Note, there is a $55.00 MANDATORY REGISTRATION FEE required if registering for sessions, break-outs

sessions and a la carte meals. $55.00 Mandatory Registration Fee

_______ $50.00 Saturday Luncheon

_______ $100.00 Saturday Banquet

________$125.00 Saturday Banquet & VIP Reception**

________$40.00 Sunday Breakfast

________ $45.00 Sunday Luncheon

_______ SUBTOTAL ($55 Registration Fee plus Selected Meals)

$_________ GRAND TOTAL

If you answered yes to any question, please explain in detail your dietary needs.

**VFRW Members and Guests ONLY attending Banquet and VIP Reception ($125.00) do NOT have to pay

registration fee.

Please Circle Y/N - Do You:

Y / N …have dietary issues?

Y / N …have food allergies?

Y / N …need a vegetarian meal?

Y / N …need a kosher meal?

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REGISTRATION FOR VFRW MEMBERS ONLY (Continued)

*** MAIL THIS FORM WITH CHECK PAYABLE TO “VFRW Convention 2016” and/or provide a copy of your

online payment receipt to:

(1) Dolores Switzer, VFRW Treasurer, 7285 Jordantown Road, Vinton, VA 24179

Or email to ( [email protected]. )

Copies to:

(2) Loree Gunn, Registration Chairman, 1250 S. Washington Street, Apt. 706, Alexandria, VA 22314-4433


(3) Linda Bartlett, VFRW President, 4316 Wakefield Drive, Annandale, VA 22003-3611


(4) Mikki Terry VFRW Convention Co-Chair, 9000 Belvoir Woods Parkway, #209, Fort Belvoir, VA

22060 ([email protected].)

(5) Keep one for your club files, which you can bring with you to the Convention in case there might be a

question

Direct questions to Registrar Loree Gunn at 703.684.8989 or [email protected]






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CONVENTION 2016: Friday, April 22 thru Sunday, April 24

REGISTRATION FOR GUESTS ONLY (Elected officials, spouses, etc.)

DEADLINE: Completed forms and payment in full must be RECEIVED either in hard copy and/or electronically

no later than April 16, 2016

Please PRINT or TYPE this form and MARK YOUR SELECTIONS CLEARLY

Also note that your Club President will certify Club Delegates and Alternates separately

Guest of Elected Official (Name) Guest of VFRW Member (Name) Vendor (Name)

Last Name of Guest First Name of Guest Congressional District

Name to be used on Name tag Club Name (No initials, please) Title

Address City State Zip code

Home Phone# Cell Phone (if preferred) Email address

______ $180.00 Guest – Full Convention Registration Package. This option INCLUDES Guest Registration Fee,

Saturday Luncheon and Dinner, as well as the Sunday Breakfast and Luncheon. Registration by regular mail

increases to $185 on April 1. Price Increases to $195.00 on April 12, 2016 and $200.00 on April 16, 2016.

______ $200.00 after April 16 INCLUDES Member Registration Fee, Saturday Luncheon and Dinner, as well as the

Sunday Breakfast and Luncheon. If registering for sessions, break-outs sessions and a la carte

Meals, there is a mandatory $55.00 registration fee.

$55.00 Mandatory Registration Fee _______ $50.00 Saturday Luncheon _______ $100.00 Saturday Banquet

_______ $125.00 Saturday Banquet and VIP Reception **

_______ $40.00 Sunday Breakfast _______ $45.00 Sunday Luncheon

_______ SUBTOTAL ($55 Registration Fee plus Selected Meals)

$_______ GRAND TOTAL

If you have paid for Saturday banquet, please circle your Choice of Entrée

Sirloin Steak and roasted root vegetables

Or

Seared Salmon and lentil ragout

* If you answered yes to any question, please explain in detail your dietary needs

**VFRW Members and Guests ONLY attending Banquet and VIP Reception ($125.00) do NOT have to pay

registration fee.

Please Circle Y/N - Do You:

Y / N …have dietary issues?

Y / N …have food allergies?

Y / N …need a vegetarian meal?

Y / N …need a kosher meal?

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MAIL THIS FORM WITH CHECK PAYABLE TO “VFRW Convention 2016” for a la carte Meals.

Provide a copy of your online payment receipt to: (

(1) Loree Gunn, Registration Chairman, 1250 S. Washington Street, Apt. 706, Alexandria, VA 22314-4433

([email protected].) Copies to:

(2) Linda Bartlett, VFRW President 4316 Wakefield Drive, Annandale, VA22003-3611


(3) Dolores Switzer, VFRW Treasurer 7285 Jordantown Road, Vinton, VA 24179


(4) Mikki Terry, VFRW Convention Co-Chair 9000 Belvoir Woods Parkway, #209, Fort Belvoir, VA 22060

([email protected] .)

(5) Keep for club files, which you can bring with you to Convention in case there might be a question

Direct questions to Registrar Loree Dunn at 703.684.8989 or ([email protected].)






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VFRW —————————————————————————————————————————-------------------


MEMORANDUM


TO: VFRW CLUB PRESIDENTS

VFRW BOARD OF DIRECTORS

FROM: JENNIFER LEE, CHAIR VFRW NOMINATIONS COMMITTEE

SUBJECT: NOMINATIONS FOR EXECUTIVE OFFICERS

The nominating committee has selected the following nominees to serve on the VFRW Executive Committee,

to be elected at the 2016 Convention to be held in McLean, Virginia April 22-24, 2016. Newly elected Officers

shall take office at the close of the 2016 VFRW Convention and serve for a term of two years.

President – Ellen Nau

First Vice President – Mary Franklin

Second Vice President – Linda Kivi Porter

Corresponding Secretary – Jean Gannon

Recording Secretary - Paula Steiner

Treasurer – Dolores Switzer

According to the VFRW Bylaws, Article X, Section 1 (d):

"Nominations may be made from the floor of the VFRW Convention following the report of the Nominating

Committee, provided the nominees have given written consent to serve, if elected. Such Nominees shall have

written endorsement of their local clubs, such endorsements to be presented to the Nominating Committee by

6:00PM of the day preceding the opening of the Convention, by a delegate from the nominee's local club. The

nominee's resume must accompany the local club endorsement."

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VFRW —————————————————————————————————————————-------------------



TO: VFRW BOARD OF DIRECTORS

VFRW CLUB PRESIDENTS


RE: ANNUAL REPORTS

April 1, 2016 is the deadline for receipt of Annual Reports from all members of the Board of Directors to

VFRW Recording Secretary, Linda Kivi Porter,18412 Sydnor Hill Court, Leesburg, VA 20175 or

([email protected].) Please keep reports to no more than two (2) single-spaced typed pages - one page

preferred.

Reports should be received from:

The Executive Committee

State Central Representatives

District Representatives

Standing Committee Chairs

Special Committee Chairs


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VFRW —————————————————————————————————————————-------------------


M E M O R A N D U M


TO: VFRW MEMBERS


RE: BYLAWS AMENDMENT PROCESS

The deadline for receipt of submission of changes is March 9, 2016 to Chairman Alicia Brittle, 5606

Boynton Place, Richmond, VA 23225. ([email protected]) Please use the Amendment Proposal Form in

this document or on the VFRW website when submitting a proposed amendment to the VFRW Bylaws. This

form is identical to the one used for proposed amendments to the NFRW Bylaws. It must be used for all

proposals; one form per proposal, please - electronic format preferred. The Bylaws Committee will review and

consider all proposals and take the appropriate action based on the provisions of the VFRW bylaws.

The receipt deadline for submission of changes is March 9, 2016 so that we may deliver them to those

stipulated in our bylaws by the proscribed date.

The Amendment process for VFRW Bylaws is below.

VFRW Bylaws Article XIV – Amendments, Section 1

"These Bylaws may be amended by a two-thirds vote of the delegates at any VFRW Convention, provided

notice of the proposed amendment(s) has been submitted in writing to all members of the Board of Directors

and to all local clubs. Further, the proposed changes to the Bylaws shall be received at least thirty (30) days

prior to the VFRW Convention at which they are to be voted upon. Such amendments shall become effective

upon adjournment of the convention at which they were adopted."

Forms should be submitted to:

Alicia S. Brittle

Chair, VFRW Bylaws Committee

5606 Boynton Place

Richmond, VA 23225

(H) 804.232.3058 (E) ([email protected])



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AMENDMENT PROPOSAL FORM

Name: Club: _____________________________________________

Phone: Email: _____________________________________________

Date: Page #: _____________________________________________

Bylaw Article and Section being addressed (number and current wording):

Proposed change:

Exact wording of bylaw as proposed:

Rationale for proposed change:

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VFRW —————————————————————————————————————————-------------------


GUIDELINES FOR SUBMISSION OF A

CONVENTION RESOLUTION

A resolution is a main motion, which, because of its importance or its length, is offered in a more formal matter.

Any resolutions which are proposed for consideration by the Virginia Federation of Republican Women

(VFRW) must be concerned with only matters of state significance, and must be within the scope of the

objectives of our Federation.

If an individual member has a proposal to submit, she must do so by directing the resolution to her club. Upon

receiving the approval by the club, the resolution must then be sent to the proper person at the VFRW.

All resolutions must be in proper form; when a club presents a resolution to the State Federation, it should be

worded as if the state were ready to vote on the resolution. That is to say, indicate that it is a State Federation

resolution.

It is important at each level to have documentation of facts and sources of information. A rationale explaining

reasons why the Federation should take a stand on the matter must also accompany the resolution.

Clubs are required to provide the complete name and address where the Resolution will be sent if it is

approved by the VFRW at Convention

April 1, 2016, is the deadline for receipt of submission of written proposed resolutions to: (electronic

format preferred).

Connie Morrissey

VFRW Convention Resolutions Chairman

3655 LaHarve Place

Woodbridge, VA 22192

or via email ([email protected])


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VFRW —————————————————————————————————————————-------------------


February 20, 2016

Dear VFRW Friend:

The Virginia Federation of Republican Women will host its annual convention at the McLean Hilton in Tysons

Corner, 7920 Jones Branch Road, McLean, VA 22102.

Hundreds of Republican Women from across the Commonwealth will be in attendance and you will personally

know and probably will have worked with many of them. During the convention, political workshops will be

conducted and prominent speakers have been invited. The Keynote speaker at the Gala Dinner on Saturday

evening, April 23, will be North Carolina Senator Thom Tillis, who will be introduced by U. S.

Congresswoman Barbara Comstock.

In an effort to offset the expenses incurred in hosting such an event, and to enhance the many programs of our

successful 63-year history, we are soliciting support from community Republican leaders. As a supporter,

individual donors will be listed in the official convention program.

Enclosed is a donation form which provides information on the levels of donor participation. Please take a few

minutes to complete the form and return it with your check, made payable to the VFRW, to the address listed on

the form. To insure that you are listed in the convention program, we must receive the form and your check no

later than April 5, 2016.

Thank you for your support of the ongoing activities of the VFRW. Should you have any questions, please do

not hesitate to contact the person listed on the donation form.

With kind regards.

Sincerely,

Linda L Bartlett

Linda L Bartlett, President


United in Vision and Values

25

VFRW 2016 Convention United in Vision and Values

The Hilton McLean Tysons Corner 7920 Jones Branch Drive

McLean, VA 22102

Sponsorship Form

Yes, I / We support the VFRW Convention to be held at the The Hilton McLean Tyson Corner, McLean, VA.

April 22-24, 2016.

Name: _________________________________________________________________

Occupation: _____________________ Employer: _______________________________

Address: ________________________________________________________________

Phone: _______________________ Email: ____________________________________

If Club donation, name of Club: _____________________________________________

Name to appear in program: ________________________________________________

All contributions over $200 are reportable by law. Contributions are not tax deductible.

VFRW Sponsorship Level

Diamond $2500_____ Platinum $1000_____ Gold $500________

Silver $250_________ Bronze $150______ Patron $100_________

Friend $50________

B/W AD in program: ___ inside front cover $750, ___ inside back cover $500

____ Back cover $1,000

Please make checks payable to VFRW Convention 2016 and Mail to:

Marie Quinn – (Convention Sponsor and Hospitality Suite Coordinator)

1750 ROCKCREST ROAD,

BON AIR, VA 23235-2978

For questions call Marie Quinn – 804.272.0865

26

VFRW 2016 Convention The Hilton McLean Tysons Corner

7920 Jones Branch Drive McLean, VA 22102

Vendors & Display & Sponsor Form

Yes, I / We would like a table for _____ Sales, ________Display information* at the VFRW Convention to be held at The Hilton McLean Tyson Corner, McLean, VA. April 22-24, 2016.

Name: _________________________________________________________________

Occupation: _____________________ Employer: _______________________________

Address: ________________________________________________________________

Phone: _______________________ Email: ____________________________________

Name of Club: _____________________________________________

*Description of Display items and Name (if for a campaign):______________________________ _________________________________________________________________________

All contributions over $200 are reportable by law. Contributions are not tax deductible.

VFRW Sponsorship Level

Diamond $2500_____ Platinum $1000_____ Gold $500________

Silver $250_________ Bronze $150______ Patron $100_________

Friend $50________

Sales & Display Tables

Club Sale table $20 ____ Vendors Sales table $200 ____ Display Only table _______

Please make checks payable to VFRW 2016 Convention and Mail by April 1, 2016, to:

Marie Quinn – (Convention Sponsor and Hospitality Suite Coordinator)

1750 ROCKCREST ROAD, BON AIR, VA 23235-2978

For questions call Marie Quinn – 804.272.0865

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