FWG, INC.

Policies and Procedures

FWG, INC.

POLICIES AND PROCEDURES

FWG, INC.

Policies and Procedures

INDEX
PURPOSE ................................................................................................... 1 EXECUTIVE BOARD .................................................................................. 1 President ................................................................................................ 3 President-Elect ....................................................................................... 3 Vice President ........................................................................................ 4 Secretary ................................................................................................ 5 Treasurer ................................................................................................ 6 Immediate Past President ...................................................................... 8 District Directors ..................................................................................... 9 ORDER OF BUSINESS ............................................................................... 11 COMMITTEES ............................................................................................. 12 ACT ........................................................................................................ 12 Audit ....................................................................................................... 13 Bylaws .................................................................................................... 14 Conference ............................................................................................. 15 Conference Educational Program ......................................................... 16 Data Coordinator .................................................................................... 32 Historian/Historical.................................................................................. 19 Membership ............................................................................................ 19 Newsletter Editor .................................................................................... 32 Nominating/Election ................................................................................ 17 Policies and Procedures ......................................................................... 20 Presidents Council (A Council of Presidents) ......................................... 20 Publicity/Public Relations ....................................................................... 31 Scholarship Fund.................................................................................... 21 Scholarship Application ..................................................................... 23 Special Projects ...................................................................................... 31 Tellers..................................................................................................... 28 Ways and Means .................................................................................... 31 ELECTION OF OFFICERS/DIRECTORS .................................................... 33 INSTALLATION OF OFFICERS.................................................................. 33 Decorations and Tokens of Appreciation ................................................ 33 Installation Ceremony ............................................................................. 33

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Policies and Procedures

Policies & Procedures INDEX (continued)...

OATHS OF OFFICE .................................................................................... 34 NEW MEMBER CEREMONY ...................................................................... 36 CONFERENCE LOCATION/SELECTION ................................................... 37 ANNUAL CONFERENCE ............................................................................ 37 STANDARD CONFERENCE RULES .......................................................... 38 Guest Speaker/Special Guest ................................................................ 39 President's Social ................................................................................... 39 Annual-Chapter President's Meeting ...................................................... 39 Awards .................................................................................................. 39 Chapter of the Year Guidelines .............................................................. 40 Scoring Guidelines ................................................................................. 42 Chapter of the Year Awards Score Sheet ............................................... 43 Award Winners List................................................................................. 44 Annual Conference Performance Evaluation .......................................... 45 FWG, INC. DISTRICTS ............................................................................... 46 FWG, INC CHAPTERS ................................................................................ 46 Establishment ......................................................................................... 46 Effective Date ......................................................................................... 46 Chapter Guidelines ................................................................................. 47 Annual Chapter Reports ......................................................................... 47 Dissolution of a Chapter ......................................................................... 47 Financial Obligation ................................................................................ 48 MISCELLANEOUS ...................................................................................... 48 Conflict of Interest................................................................................... 48 Financial and Gift Disclosure .................................................................. 48 Formal Tools of Communications ........................................................... 49 Membership Pins .................................................................................... 49 Memorial Service .................................................................................... 49 Standard Invocation................................................................................ 49 Standard Benediction ............................................................................. 49 REVISION DATES....................................................................................... 50

FWG, INC.

Policies and Procedures

FWG, INC.
POLICIES AND PROCEDURES
PURPOSE
The purpose of these Policies and Procedures is to provide guidance to all FWG, Inc. members in fulfilling their responsibilities to the organization. The Executive Board may amend these Policies and Procedures as recommended by the Committee, for ultimate ratification by the general membership. It is the responsibility of the Policies and Procedures Committee to assemble the Policies and Procedures of the organization unless otherwise delegated by the President. Organization colors shall be royal blue and white. The organization logo shall be a circle bearing the inscription "FWG, Inc." across the top of the circle and STATE OF FLORIDA across the bottom of the circle, with the 1926 State Capitol Building in the forefront and an outline of the State of Florida in the background.

EXECUTIVE BOARD
For the purpose of these Policies and Procedures, the Executive Board shall be comprised of the President, President-Elect, Vice President, Secretary, Treasurer, Immediate Past President and eight (8) District Directors, two (2) each from four (4) Districts. These Districts are: Northeast, Northwest, Southeast and Southwest.

(NOTE: At the Annual Business meeting of June 21, 2008, it was voted to amend Article V, Section I, Governing Body, to effect eight (8) District Directors, two (2) each from four (4) Districts. This amendment became effective for the 2009 Nomination process and presented consequently at the Annual Business Meeting of June 2009. Therefore, twelve (12) Districts Directors for FY 2008-2009 continued to serve two each of the six current Districts as elected on June 21, 2008.

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For the purpose of these Policies and Procedures, the Officers shall be comprised of the President, President-Elect, Vice President, Secretary, Treasurer and the Immediate Past President. The Executive Board shall meet at least four (4) times a year to help establish the lines of communications and cooperation necessary for the successful achievement of FWG, Inc. goals. Executive Board members are required to attend Executive Board meetings. Three (3) absences deemed to be unexcused by the Executive Board shall constitute forfeiture of office. While the general membership may attend, specific members may be invited by the Executive Board whenever necessary. Directors who are unable to attend an Executive Board meeting may designate a proxy. Such designation shall be made in writing and specify that the proxy is authorized to vote on behalf of the absent member on any and all matters to be considered by the Executive Board. Fifty percent (50%) of the members of the Executive Board plus one (1) shall constitute a quorum. All Executive Board members should acquaint themselves with the Bylaws and Policies and Procedures governing FWG, Inc. and make non-conflicting decisions on affairs of the association. Within twenty-one (21) days following the Annual Conference, Officers and Directors shall transmit to their successors all correspondence, records and properties pertaining to their office. The Executive Board will review and approve Bylaws submitted by local groups that wish to be chartered. The Executive Board shall recognize and charter local groups of FWG, Inc. by majority vote of the Executive Board. The FWG, Inc. President and Secretary will co-sign the official letter of recognition. Officers and Directors are to submit an annual report of their activities and accomplishments to the President, the Secretary and the Historian at the Annual Conference. It shall be the responsibility of the Executive Board to review all documents prior to printing.

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PRESIDENT
In addition to the responsibilities specified in the Bylaws, the President is assigned the following duties: 1. 2. Preside at all meetings of the Executive Board and the Annual Conference, with the exception of the election proceedings. Encourage Officers, Directors, and Committee Chairmen to plan and carry out their assignments, work together on projects and lay the foundation for future activities. Endeavor to improve the operations and functions of FWG, Inc. Appoint all Committee Chairmen, except those specified in Bylaws, notifying Executive Board accordingly. Serve as an ex officio member of all committees. Call meetings of the Executive Board as necessary, and prepare agenda in conjunction with Secretary. Keep Board members fully informed on all matters concerning the association. Follow the FWG, Inc. order of business at all meetings. Upon the resignation or death of any Officer or Director, the President shall recommend a replacement for appointment by the Executive Board. Perform other duties incident to the office of President.

3. 4. 5. 6. 7. 8. 9. 10.

PRESIDENT-ELECT
In addition to the responsibilities specified in the Bylaws, the President-Elect is assigned the following duties: 1. 2. 3. 4. Assume the duties and powers of the Presidency in the absence of, or vacancy in, the office of President. Be the official FWG, Inc. hostess, welcoming members, guests and speakers at all Executive Board meetings and at the Annual Conference. Maintain an accurate inventory of all FWG, Inc. properties. Serve as the Parliamentarian to the Board, advising the Executive Board, Committee chairs and members on matters of parliamentary procedure; assist with related procedure during Board meetings and the Annual Conference. Serve as the Chairman of the Tellers Committee. As the President-Elect transfers automatically to the Presidents position, theres no conflict in serving in this capacity. Should the President-Elect need to assume the position of the President, a Chairman to this Committee will be named as soon as the advancement to the Presidency is effected.

5.

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6. 7. 8.

Prepare Certificates of Appreciation to be distributed during the Annual Conference to the out-going Board, Directors, Committee Chairpersons, etc. Attend a Parliamentary Procedure course paid for by the organization, prior to appointment to President in preparation for assuming office. Keep tab, along with the Treasurer, of authorizations on expenses of the organization in excess of $50, to insure proper disbursement of the funds as authorized. Perform such other duties as may be assigned by the Executive Board. Assist the President in all ways.

9. 10.

VICE PRESIDENT
In addition to the responsibilities specified in the Bylaws, the Vice President is assigned the following duties: 1. Assume duties and powers of the Presidency in the absence of the President and President-Elect. As Chairman of the Membership Committee, encourage and support its members to promote membership growth, working jointly, but not exclusively, with all District Directors. Obtain tokens of appreciation to be presented to all guest speakers/special guests. Maintain inventory of membership pins, sell and recommend to the Executive Board the reordering of same as necessary. Assist the President and President-Elect in all ways. Send dues notice to all members no later than October 1, indicating a delinquent date of January 1. After receiving member's dues receipt from the Treasurer, the Vice President shall record the dues payment in the membership files, and prepare a package back to the member which will include the current membership card prepared by the Vice President, current membership directory, dues receipt, pin, Bylaws, and Policies and Procedures. Maintain current membership record, showing name, address, employer and date dues paid. (A Membership Records Committee, chaired by the Vice President, for recording and distributing membership renewals or new memberships during renewal period - between October 1 and January 1 - may be appointed at the Vice President's discretion.) Send listing of new members, reinstatements, renewals and changes to Executive Board, and notify Executive Board of any delinquent memberships. Perform such other duties as may be assigned by the Executive Board.

2.

3.

4.

5. 6.

7.

8.

9.

10.

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SECRETARY
In addition to the responsibilities specified in the Bylaws, the Secretary is assigned the following duties: 1. Keep an accurate record of all Executive Board meetings, Board members attendance, recording all decisions made and any helpful information. Make distribution of the written minutes within thirty (30) calendar days before the following Board meeting to all Officers, Directors and Committee Chairmen. Keep a permanent file of all records. Conduct correspondence for the association as directed by the President and/or the Executive Board. Mail out agenda, prepared in conjunction with the President, and meeting materials to the Executive Board a minimum of four weeks prior to a Board meeting. Keep an accurate record of the Annual Meeting and furnish copies of the minutes to all members after they have been approved by the Executive Board. An extra copy shall be sent to the Conference Committee Chairman for inclusion in the following year's conference packets. (A Minutes Committee for recording Annual Meeting proceedings may be appointed and chaired at the Secretary's discretion.) Keep Articles of Incorporation current with the Secretary of State's office and comply with laws pertaining thereto. Extend written condolences and congratulations to FWG, Inc. Board Members as appropriate. Have current copies of the Bylaws and Policies and Procedures available at all meetings. Order the plaque for the Outgoing President and gavel for the Incoming President. Perform such other duties as may be assigned by the President or the Executive Board.

2. 3.

4.

5.

6.

7.

8.

9.

10.

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TREASURER
In addition to the responsibilities specified in the Bylaws, the Treasurer is assigned the following duties: 1. Have custody of all funds, making disbursements only as authorized by the Executive Board either by specific action or by adoption of a budget to be administered by the Executive Board. Pay all approved bills promptly, by check, upon receipt of original bills and after proper approval. Receive all dues monies, record this payment, issue a receipt and send that receipt to the Vice President. Be responsible for all monies received by the association. On checks returned by the Bank for Non Sufficient Funds, Uncollected Funds or any other similar reason, make the check issuer accountable and responsible for such charges/fees and collect from the check issuer such charges/fees imposed by the bank upon FWGs bank account in addition to the full amount of the original check. Maintain accurate and current records of all financial transactions, keeping a record of all receipts and disbursements, including dues, and perform reconciliation of all bank statements. Treasurer shall keep membership files, receipt books, general ledger, checkbook, bank deposit receipts and bank statements. Submit a financial report at each Executive Board meeting, indicating the amounts received and disbursed during the period, with the balance as of the first day and as of the last day of that period. Report should be prepared with a copy to each Board Member, one copy for the Secretary to be incorporated in the minutes, and the original retained by the Treasurer for the audit. Submit a report at the Annual Business Meeting indicating the amounts received and disbursed during the year with a copy to the Historian. Report, in writing, to the Executive Board, the names and addresses of the financial institution(s) holding FWG, Inc. funds. Prepare the budget for the coming year. After completion of audit at the Annual Conference, turn over to the successor all books, files and records within the prescribed twenty-one (21) days. Books shall include membership files, receipt books, general ledger, checkbook; bank deposits receipts and bank statements. Allocate $10 to the Scholarship Fund from the Annual FWG, Inc. Membership Dues paid by each member.

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8.

9. 10.

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12.

Prepare a written report to the Scholarship Committee Chairman noting the balance available and the corresponding 10% which will be made available for Conference Scholarship awards by October 1. Upon award of Conference Scholarship, transfer the necessary amount to the Conference Committee. Remit scholarship funds as directed by the Scholarship Committee Chairman. Work closely with the President-Elect by providing supporting records of authorized expenses of the organization in excess of $50, to insure proper disbursement of the funds as authorized. Immediately after the Annual Conference, and before relinquishing post to the new elected Treasurer, contact Bank(s) where accounts are held notifying change of officers and proceed to process any documentation as necessary.

13. 14.

15.

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IMMEDIATE PAST PRESIDENT

In addition to the responsibilities specified in the Bylaws, the Immediate Past President is assigned the following duties: 1. 2. 3. 4. 5. Serve as Chairman of the Presidents Council. Serve as Chairman of the Nominating Committee. Review permanent membership cards to determine the members who are eligible to hold office as District Director. Contact eligible members for possible nomination as Officers and Directors. At least sixty (60) days prior to the Annual Conference, prepare nomination slate of officers. This information shall also be included in packets furnished at the Annual Conference. Introduce candidates nominated for offices to the general membership prior to the Business Meeting. Conduct the Installation Ceremony of newly elected Officers and Directors. Set up group sessions with newly elected officers to assist them with their transition of office. Be available to assist them throughout their term of office. Develop a Conference Performance Evaluation Form. Establish guidelines for selection of Member of the Year Presidential Award. Award by President is optional. Review applications and make recommendation for Honorary Membership. Recommendations must be an Elected and/or Appointed Official only. As Chairman of the Presidents Council, encourage Past FWG Executive Board Presidents to continue to actively participate in the Organization as members of the Presidents Council with responsibilities as specified in the Policies and Procedures. Update conference guidelines.

6. 7. 8. 9. 10. 11. 12.

13.

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DISTRICT DIRECTORS
In addition to the responsibilities specified in the Bylaws, the District Directors are assigned the following duties: 1. Hold an Annual meeting within their respective districts for the purpose of sharing ideas, advising members of Board actions, and promoting membership and new chapter development. Submit a written report of the meeting to the Executive Board at the Annual Conference. At the Annual Conference hold a meeting with all members from their district to promote more active membership and growth. If there is a local Chapter in their district, Directors will belong and pay corresponding dues as applicable. Greet the guest speaker/special guest as assigned by the President or Education/Program Committee. Introduce the invitee to the audience and escort him/her at the conclusion of the presentation at Executive Board meetings and/or Annual Conference. Work jointly with the Vice President to promote membership growth. Chair committees and perform such duties as may be assigned by the President. Keep local Chambers of Commerce within their district informed of FWG, Inc. current address. Make all necessary arrangements for Executive Board meetings, including meeting room, refreshments and Dutch treat luncheon reservations when meeting is held in respective area. Serve as consultant to those district members who wish to form a local chapter, providing guidance and direction in the compilation of the proposed Bylaws and ultimately submitting to FWG, Inc. Executive Board for review and approval. Serve as liaison between local groups, district chapters and Executive Board. Assist Treasurer in obtaining delinquent dues within the respective districts. Submit Chapter Annual Report to include a copy of each Chapters annual audited financial report together with the District Director's Annual Report to the FWG, Inc. President, with copies to the Historian, at the Annual Conference. Should a Chapters fiscal year end after the Annual Conference, the most recent annual audited financial report should be submitted nevertheless, along with the most recent quarterly financial report. This should be noted on the District Directors report. Assist Chapter(s) with their Annual Report to be submitted to the Officers with a copy to the Historian, not later than June 1. There will by no exceptions.

2. 3. 4.

5. 6. 7. 8.

9.

10. 11. 12.

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17.
18.

District Directors must submit an annual report, with copies to the Historian, at the Annual conference. In the event of sickness or death of a district member or his/her immediate family (i.e. husband, wife or life partner, a child, step-child, a parent or parent-in-law), send a token or remembrance to district members or their immediate family, the maximum expenditure being $50 plus delivery charge when applicable after having concurred with the Treasurer as to the availability of such monies. Prepare quarterly report to include, but not be limited to, number of new members recruited, Chapters started or visited, any meetings, activities and/or services provided by the Director during that quarter. Written report shall be presented to the Executive Board at each Executive Board meeting. Submit information and articles to FWG. Inc. Newsletter Editor for publication, and assist in providing updated information in a timely manner.

16.

17.

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ORDER OF BUSINESS
The following suggested order of business may be adjusted at any time by the President to accommodate specific needs. This recommended agenda is deemed appropriate for use at all FWG. Inc. and chapter meetings. 1. 2. 3. 4. 5. 6. 7. 8. 9. 10. 11. 12. 13. Call to order Invocation/Moment of Silent Reflection/Pledge of Allegiance Roll Call Introductions Adoption of Minutes Treasurer's Report Roster changes Report Committee Reports Unfinished Business New Business Set date, time, and place of next Executive Board meeting Benediction Adjournment

A standard, non-sectarian invocation and benediction shall be offered by the Executive Board at its meetings and at the Annual Conference. To maintain a warm, friendly relationship between Board members, a Dutch treat luncheon following Executive Board meetings is encouraged. The appropriate District Director(s) shall make the necessary luncheon reservations.

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