TO: Club Presidents

 

FROM: Tammie McCoy

MFWC Vice President

177 West Oxford Street

Pontotoc, MS 38863

 

home: (662) 489-5894

work: (662) 620-5388

cell: (662) 790-4134

email: mcco3938@bellsouth.net

 

 

RE:         REPORTING INFORMATION

 

DATE:       July 1, 2006     

______________________________________________________________________________

 

 

MFWC IS "Depending" ON YOU!!!

 

It is critically important that our international organization be able to identify and quantify the many services that MFWC clubwomen provide to Mississippians each year. These statistics help GFWC and MFWC accomplish more throughout Mississippi, the United States, and the world.  The sheer volume of work performed by our clubwomen is so impressive, that it can help obtain grants on worthy projects and bring about much needed economic, social, and political improvements both at home and throughout the world.  To function at our best, however, we need your club to report.

 

The form is easy to use.  If your club does not usually report, PLEASE take the time to complete the one-page report form.  Click here to view and print Report Cover Sheet.   

 

If you have any questions or concerns, feel free to give me a call.

 

Reporting is vital to the continued success of our organization.  Please make sure your club is counted.


 

GFWC-Mississippi Federation of Women's Clubs, Inc.

Reporting Guidelines for 2006-2008

 

1.    Departmental Reporting.  To report your club's statistics in each of the departments, just fill out the GFWC REPORT FORM.

 

That is all that you have to do but to improve your chances of winning an award, you are encouraged (but not required) to submit a narrative report and supporting materials in each Department Program.

 

2.    Narrative Reports and Supporting Materials.  These should be limited to two-pages, single-spaced narrative and three pages of supporting materials.  All pages should be single sided.

 

YOU MUST USE THE MFWC Reporting Cover Sheet FOR EACH NARRATIVE REPORT.

 

3.    GFWC Special Projects and Standing Committees.  These reports are made on the MFWC Report Form and include the GFWC President's Special Project (Domestic violence); GFWC Juniors' Special Project (Advocates for Children); Empowering Women; Fundraising; Leadership; Public Relations; Membership; Public Policy; and WHRC/Preserving Our Heritage.

 

4.    MFWC Special Projects.  These projects include MFWC President Special Project Habitat for Humanity (the handbook should have copy of this report form), State Institutions, and Mississippi Public Broadcasting – use the MFWC form to report these special projects.

 

5.    Report Forms on the Internet.  Many of the forms can be downloaded from the GFWC website (www.gfwc.org) or the MFWC website (www.gfwc-mfwc.org).

 

6.    No Cross-reporting Allowed.  The only exceptions to this are State Institutions, Mississippi Public Broadcasting, and the MFWC President's Special Project, Habitat for Humanity.

 

7.    Deadlines.  Reports are due FEBRUARY 1st and should cover club activities from January 1 through December 31 of the previous year. 

 

In order for your club's reports to be judged: (a) your club's dues must be paid by January 1 each year and (b) your reports must be post-marked on or before February 1.

 

8.    Where to send your reports: please send a copy of your club's reports, via first-class mail, to the following three addresses: (a) Judy T. Martin, MFWC President, P.O. Box 472, Raleigh, MS 39153 (no supporting materials); (b) Tammie McCoy, MFWC Vice- President, 177 West Oxford Street, Pontotoc, MS 38863(and attach supporting materials); and (c) GFWC Dept. P, 1734 N St., NW Washington, DC 20036 (no supporting materials required).

 

 

I. Special tips

  1. Read your guidelines.

  2. Follow the guidelines. This is what makes award-winning clubs.

  3. Report everything that your club does – if unsure where to report put in the place where it makes the most sense.

  4. GFWC report form is on back and front.

  5. MFWC report form is one page but a separate one must be completed for each area in which you are reporting.

  6. Special projects are an excellent place to win awards since many people do not report in those areas.

  7. The number of members involved in the project cannot exceed the number of club members -- even if you work with another group – you just have X number of members.

  8. 1935 Society and 1734 Society go under Exploring our Heritage Program: Women’s History and Resource Center.

  9. HOBY and GFWC Clubwoman should be reported under Leadership.

  10. Habitat for Humanity should be reported under Helping Hands.

  11. In order to “count” for reporting, the activity must be a club sanctioned event.

  12. Remember to count in kind donations if money was not directly given.

  13. Cross reporting is not allowed.

The exceptions – State institutions, Mississippi Public Broadcasting, and MFWC President’s Special Project—Habitat for Humanity

  1. Several clubs put monthly report forms for general members in their handbook and then they have a door prize drawing for those who turned in a report form for that month.

  2. You may split report ie funds raised, publicity, and the project – but you cannot count in three places. Please make a note when you spilt report (for example, “dollars raised reported under Fundraising”)

II. Narrative

  1. Do not get bogged down in the details – give a succinct report of what happened or what you did. Give a brief description; include other groups that were included within your project. Give details about promotions that were received.

  2. Remember 2 pages single spaced is the limit. NOT 2 PAGES FOR EACH PROJECT OR PROGRAM.

IIII. Judging process

          State chairmen judge your reports. Neither the MFWC President nor MFWC vice-president judge any reports. Chairmen do not judge reports in their district – that privilege is passed to someone in another district.

 

 

Memo

 To: Fellow MFWC Members

 From: Tammie McCoy, MFWC Vice President

 RE: Reporting for the 2007 Club Year

 Ladies,

 I recently had the pleasure of attending the GFWC orientation board meeting for the 2008-2010 administration. During that time, I learned a valuable piece of reporting information that I would like to share with you. GFWC will now allow clubs to report on line. At this time the specific details are not completely worked out. GFWC will be sending out notices to all club presidents as to the actual process that will need to be followed and the exact GFWC website location. But I would like to ask you to remember certain aspects that we need for judging for MFWC District and State Awards and to consider some options. Here are the options remembering that MFWC is NOT set up for online reporting at this time:

  1. Continue to report as usual; make three copies of your reports. One is mailed to Judy, one is mailed to me (the copy that will be judged) and one copy is to be mailed to GFWC.
  2.  Continue to type your reports and mail two copies to MFWC (again, one to Judy and one to Tammie), and then submit the GFWC reports on line following their specific directions.
  3. Compile your reports on line at GFWC and print copies of each report. Again mail copies to Judy and to Tammie.

 Remember MFWC is not set up to receive your reports electronically at this time and we must have copies so that your club’s hard work can be judged at the district and state levels. ENTERING YOUR REPORTS INTO THE GFWC DATABASE ALONE WILL NOT ALLOW FOR DISTRICT AND STATE JUDGING. We must receive a copy of your reports in order to have them judged on Judging Day.

I will look forward to receiving your reports that are, of course, postmarked by February 1, 2008. Judging Day will be February 9th.