Rules (Copy)

These policies and rules may be changed, added to or deleted anytime at the discretion of the Executive Committee via a two-third (2/3) vote taken in person or by electronic mail (E-Mail), FAX, letter or telephonic conference call.

POLICIES

1.    Financial Policies – (to be inserted)

2.  Club Name and Logo – Any printed material bearing the Republican Women of Hall club name and or logo is to be used only for official correspondence or as authorized by the Executive Committee.  The committee reserves the right to disclaim the unauthorized use of the name and/or the logo.  Unauthorized use of the name and/or the logo by a member is grounds for removal of membership.

3.  Terms of Office – Officers are elected for two years and elections are conducted in odd numbered years.  Chairmen of standing and special committees shall be appointed by the President with Executive Committee approval for a two-year term.   Appointments for additional terms may be made at the discretion of the President with approval of the Executive Committee.

4.  Standing Committee Chairmen shall have a vote and a voice on the Board of Directors.  Special Committee Chairmen shall have no vote.

5 Out-going President’s Farewell Gift – The Immediate Past President shall be responsible for securing the Farewell Gift and shall present the gift at the annual Holiday Event at the end of the year. 

DUTIES OF COMMITTEES

Committees shall outline programs for action in their respective fields for consideration and adoption by the Executive Committee and shall carry out such other duties as may be prescribed by the Executive Committee. They shall report to the club as directed by the President. 

STANDING COMMITTEES

Article X, Section 1 of the Bylaws for the Republican Women of Hall identifies committees as follows:

A) The Standing Committee Chairmen of this club shall be appointed by the President and approved by the Executive Committee to include: Program, Membership, Bylaws, Campaign Activities, Fundraising, Communications, Publications, and such other committees as the Executive Committee shall deem necessary to carry on the work of the club.

B) Standing Committee Chairmen and Vice Chairmen (should the President wish to name Vice Chairmen) shall be appointed for a two year term. 

C) Duties of Standing Committees shall be outlined in the RWH Policies and Standing Rules.

Program Committee

Duties

The Program Committee shall:

• With the Club President and the Executive Committee, plan, implement and evaluate club programs.
• Recommend special event programs, workshops or seminars for consideration to the club President.
• Maintain a data base of local Speakers.
• Prepare a written report on the committee’s activities as requested by the President.
• And all other duties assigned by the President.

Additional Responsibilities

• Coordinates activities related to special guest appearances.
• Assists the President in making introductions of speakers at meetings and special functions.
• Periodically enables members to evaluate programs and to express their interests.
• Maintain a Procedure Book containing committee procedures and information to turn over to the next committee chairman.

Membership

Duties

The Membership Committee shall:

• With the club Treasurer, the Membership Chairman submits quarterly club membership data to the GFRW Treasurer and Membership Chairperson, including a check for GFRW/NFRW dues as directed by GFRW/NFRW.
• Submit biennially to the Club President, an implementation plan containing membership goals and strategies to attract new members and retain current members.
• Survey club members to determine factors that have contributed to their increased or decreased interest in membership. 
• Address decreased membership factors at the request of the President.   
• Order and distribute permanent name tags to members who have ordered them.
• Prepare membership forms for distribution at local club meetings and events and through the internet.  
• Prepare a written report on the Membership committee’s activities for each Executive Committee/Board of Directors meeting.
• Man the membership table at meetings and club events.
• Provides new members with club information regarding access to bylaws, member directory, and such other records as needed.
• And all other duties assigned by the President.

Additional Responsibilities

The Membership Committee has the following additional responsibilities:

• Implements recruitment strategies (i.e., Each one Bring one!)
• Works with the Publications Chairman to prepare any brochures, image folders, or marketing materials needed. 
• Works with the Communications Secretary to prepare an online directory for members.
• Speak when called upon by the President.
• Maintain a Procedure Book containing committee procedures and information to turn over to the next committee chairman.

Bylaws

Duties

The By-Laws/Revisions and Rules Chairman/committee shall:

•  Review club by-laws to assure compliance with GFRW/ NFRW By-Laws.
• Report discrepancies to the President.
•  Receive suggestions for changes in club By-Laws or Policies & Standing Rules.
• Recommend proposed action to club President. 
• And shall perform other duties assigned by the President.
• Maintain a Procedure Book containing committee procedures and information to turn over to the next committee chairman.

Additional Responsibilities

The Bylaws/Revisions and Rules Committee Chairman leads the bylaws committee if and when the President finds it advisable to convene a meeting.

Campaign Activities

Duties

The Campaign Activities Committee shall:

• Recommend campaign projects to the Club President.
• Chair campaign oriented projects as requested by the President,  i.e. with the Program Chairman - organize, schedule and hold Republican candidate forums; as a committee organize door-to-door canvassing; organize GOTV postcards and assist in other GOTV efforts;  compile and provide information on Republican candidates at all level;, make available campaign and other materials on Republican and non-partisan candidates at club meetings; be a contact and source for Republican candidates to call when in need of information.
• Work with the Awards Committee (If such committee has been formed) to

                1.  Disseminate the rules and forms for reporting volunteer hours at the beginning of each reporting cycle.

                2.  Receive and compile volunteer hours reports by members at the end of the reporting cycle. 3.  Provide written report to the President and to GFRW.

• Prepare a written report of the committee’s activities as requested.
• Maintain a Procedure Book containing committee procedures and information to turn over to the next committee chairman.
• And all other duties assigned by the President.

Additional Responsibilities

With the Executive Committee determine which of the following opportunities the club might pursue during election seasons:

• Voter Registration Drives
• Working the polls
• Getting out the vote
• Working with the GOP
• Grassroots organizing
• Phone Banks

Fundraising

Duties

The Fundraising Committee has the following duties:

• Hold at least one (1) fundraiser per year and assist other committees in fundraising.
•  Assist the officers in appealing to local merchants and political office holders to become a sponsor of the club. i.e., $100 sponsorships to pay for a meeting room or other meeting expense as approved by the Executive Committee.
•  Have door prizes at monthly meeting and special events.
• Hold at least one (1) fundraiser per year and assist other committees in fundraising.
• Set fund raising goals in the biennial plan with strategies to meet them.
• Explore fund raising strategies such as:
  • Door Prize raffles
  • Jewelry/book sales
  • Greeting cards
  • Ornaments
  • Bumper stickers
  • Silent Auctions
  • Sales at booth at District GOP Convention
  • Workshop or Seminar sponsorship
  • Tours
  • Receptions
  • Other events or activities as recommended to the Board of Directors
• Develop information on making a donation for posting on the Web page.
• Maintain a Procedure Book containing committee procedures and information to turn over to the next committee chairman.

Communications (and Public Relations)

Duties

The following are the responsibilities of the Communications Secretary/Communications Committee:

• Maintains the e-mail directory using the Constant Contact service and/or other services, which accommodate e-mail addresses.
• Displays a Calendar with a composite of meetings and due dates.
• Send informational releases to public media regarding:

                Club meetings

                Election of officers

Visits by GFRW leaders

                Club and GFRW programs and projects focused in the immediate geographic area.

• Include suitable photographs for publications and for the website.
• In cooperation with the Publications Committee, document club activities for GFRW to use in application to NFRW for the National Public Relations Award
• Have a Committee Member be OR hire an outside source to be the “Webmaster” for the club to do the following:

Maintain the club website that is updated on at least a monthly basis to serve as the primary communication avenue of the RWHall.

Include Postings of NFRW, GFRW, NRC and Georgia GOP and U.S.  Presidential Activities (example: “State of The Union Address”; if a Republican President) will be the only “postings” allowed on the Website. There will be no advertising commercial or political allowed on the RWHall website.

• With the Club President, submit information for GFRW and NFRW publications/Website and the state GOP Website
• Maintain a Procedure Book containing committee procedures and information to turn over to the next committee chairman.

Publications

Duties   

• With the Communications Secretary, publish an E-publication as needed, with special issues as determined by the Executive Committee.  
• Disseminate timely articles and briefings through the Communications Secretary.
• Prepare policies for distribution of publications to be approved by the Club.
• Maintain an archive of photographs.
• Produce copy for external magazines i.e., VOICES Magazine, VOICESmail, promotional materials, and the website.
•  In cooperation with the Membership Committee update membership brochures and informational marketing brochure/flier/pamphlet for distribution.
•  In cooperation with the Communications Secretary, document club activities which could contribute to GFRW’s application to NFRW for the National Public Relations Award.
•  Provide layouts/formats for other publications, literature, and printed items as needed by committees.
•  Maintain a Procedure Book containing committee procedures and information to turn over to the next committee chairman.

2.  Special Committees

Article X, Section 2 of the Bylaws for the Republican Women of Hall identify committees as follows:

Section 2. SPECIAL COMMITTEES.

 A) Special committees deemed necessary by the club shall be identified by the President subject to the approval of the Executive Committee.  Special Committee chairs shall be appointed by the President and approved by the Executive Committee.

B) Financial Review Committee. A Financial Review and Audit Committee shall be convened annually and shall be considered a Special Committee.  The Financial Review Committee shall consist of three active members appointed by the President in November of each year whose duty it shall be to review the treasurer’s accounts at the close of the fiscal year and to report at the first board meeting of the following fiscal year and reported to the membership.

Special Appointed Committees

Awards and Achievement Committee (chaired by a past president)

Hospitality

Duties

• Assist the Executive Committee in researching and securing appropriate venues for meetings and event.
•  Provide and prepare name tags for each meeting, function and event.
•  Provide decorations, if needed, for special meetings and events.
• Help set up the room for meeting and other events including distribution of fliers, minutes, etc. on meeting tables
• Provide the check in table with nametags and sign in sheets
• Greet members and guests at each meeting and function
• Greet new members via a telephone call or email.
• Secure hostesses for tables, hostesses to introduce new members and first time visitors
•  Arrange for a door prize(s) at each meeting and at special functions.
•  Purchase small tokens of appreciation for monthly guest speakers, as agreed to by the President.

• If refreshments are to be served, make arrangements for said refreshments and for delivery of such.

• Maintain a Procedure Book containing committee procedures and information to turn over to the next committee chairman.

Caring for America Committee (Chaired by the RWH Vice President)

Duties

• Secure a community service speaker for each club meeting.
• Take up a collection for the community service presented by each speaker.
• Define, plan and implement a community service project.
•  Communicate plan details for posting on the website.
•  Report on progress of the community service project on the website or other means
•  Evaluate plan effectiveness and report to the Executive Committee at least annually.
•  Determine opportunities for local club participation in the GFRW and/or NFRW Caring for America Awards program.
• Maintain a Procedure Book containing committee procedures and information to turn over to the next committee chairman.
• Plan activities that inspire respect for the American Flag and our country including:
  1. Teaching the rules of flag etiquette
  2. Sponsoring patriotic essay contests for schools
  3. Presenting flags to schools and community groups
  4. Other activities as defined by the Committee and approved by the Board of Directors.
  5. Lead the Pledge of Allegiance at all Board of Directors meetings.
  6. Arrange for proper display of the flag at all functions of the organization.

Special Committees Appointed with Each Administration

Financial Review and Audit Committee

Duties

• At the end of each year, shall review the Treasurer’s Reports, Bank Statements and Credit Card Statements and present written Report to the Executive Committee
•  Assure that the Executive Committee has acquired and maintain an Insurance Bond for the Treasurer, the President and all Committee Chairmen handling money and/or funds of the club.
•  Assure that the Treasurer has filed with the Secretary and Assistant Treasurer all “log-in” codes and/or passwords for any and all club Bank Accounts
•  Assure that all Treasurer Reports are signed by the Treasurer in original form (blue ink)
•  Assure that all Bank Statements are to be sent to the President to be signed and then, sent to the Treasurer.
•  Assure Bank Statements are attached to all Treasurer’s Reports submitted to the Executive Committee
•  Assure that the same person making deposits and writing checks is not the same person who reconciles the Bank Statements.
•  Assure that the Assistant Treasurer reconciles all Bank Statements and Checkbooks.
•  Assure that President, Secretary and Assistant Treasurer have their own individual passwords to be able to view the account online; said password shall be so protected as to allow only viewing of said Account.

Nominating Committee

Duties

• Be elected to nominate the most qualified candidates for club offices on a biennial basis (elected in Sept. odd numbered years)
•  Qualifications to serve on the Nominating Committee include familiarity with the By-Laws and duties of each office.
•  Members shall review biographical data on all candidates and determine willingness to serve.
•  Procedures used for determining the best qualified candidate including voting shall be specified in advance of the final nominating committee meeting.
• Prepare and present a slate of qualified officer candidates at a meeting no later than October.
•  Prepare an election ballot to be distributed to voting club members at a regular meeting no later than November/December.

Other On-going Special Committees to be considered and appointed as needed.

• Public Relations
• Social Events
• Audit Committee (at the end of each administration)
• Americanism Committee