Transcript report writing workshop 2014 powerpoint

GFWC CALIFORNIA FEDERATION OF WOMEN’S CLUBS
REPORTING WRITING INFORMATION
2014-2016
CFWC AREA CONFERENCES
PRESENTED BY
TOBY KAHAN, CFWC FIRST VICE PRESIDENT
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?
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?
WHAT KINDS OF PROJECTS IS YOUR CLUB DOING?
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?
FOR EVERY PROJECT, DO YOU DO THE FOLLOWING?
•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?
ARE YOU PLANNING PROJECTS MEMBERS WILL SUPPORT?
• 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!
 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.
Why Write a Report?
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.
WE HAVE AN IMPRESSIVE
LIST OF ACCOMPLISHMENTS!
The Statistics turned into our
State last year were forwarded to
GFWC. When they were combined
with the other 49 states,
the totals were:
• 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
AND THAT IS JUST WHAT WAS REPORTED!
• 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
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 –
•
st
Send all Club Reports with 1 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.
DISTRICT LEVEL
The State Chairmen:
•
st
Submit District 1 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.
STATE LEVEL - CFWC
The State Chairmen:
 Submit a second Award Entry to GFWC the
Club 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!
•
•
•
•
•
•
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.
2014 – 2016 CFWC AWARD ENTRY FORM
CLUB AWARD ENTRY FORM
Annual 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 FORM
Annual 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 FORM
Annual 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 FORM
Annual 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!
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.
REMEMBER
• 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
 ARTS
 CONSERVATION
 EDUCATION
 HOME LIFE
 INTERNATIONAL OUTREACH
 PUBLIC ISSUES
COMMUNITY SERVICE PROGRAMS
 GFWC SIGNATURE PROJECT:
DOMESTIC VIOLENCE
AWARENESS & PREVENTION
 GFWC JRS. SPECIAL PROJECT:
ADVOCATES FOR CHILDREN
GFWC SPECIAL PROJECTS
 COMMUNICATIONS & PUBLIC RELATIONS
 FUNDRAISING
 LEADERSHIP
 LEGISLATION & PUBLIC POLICY
 MEMBERSHIP
 WHRC
ADVANCEMENT 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
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.
FUNDRAISING REPORTS
Membership Reports may
include Public Relations
and Leadership activities.
However statistics cannot be
reported in more than one
program.
CFWC Yearbook Pages 147 – 155
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
 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
MAKE ITdollars,
EASY TO READ!
words,
etc.
Include Who, What,
Where, When, Why.
Outlines are OK, but
stay away from lists!
NO NAMES, only Titles
in Narratives.
MAKE IT EASY TO READ!
DISTRICT AWARD ENTRY FORM
Annual 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: 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.
INSTRUCTIONS FOR DISTRICT CHAIRMEN
*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 15TH
DISTRICT CHAIRMEN SHOULD ALSO KNOW THIS!
• 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.
2014 – 2016 CFWC STATISTICAL FORM
• 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?
DOES THE DISTRICT HAVE TO MAIL ALL
CLUB STATISTICAL REPORT FORMS?
STATISTICAL FORM
PAGE 1
GFWC California Federation Of Women's Clubs
Statistical Form
Club/District Name:
President:
Email Address:
Address:
Phone #
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 [email protected] 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
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.
o Have a celebration party when reports are
completed and use publicity so that the
community knows what your club has done in
just one year.
REPORT WRITING CAN BE
Page Two
• 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.
IF YOU HAVE QUESTIONS:
Attend Conventions and celebrate
with other clubwomen the
accomplishments of our Clubs,
Districts, States, and National
organization!
CELEBRATE!