Dean’s Meeting with Toby Kahan
Toby can make copies of the Dean’s Procedure Book for the District Clubs if they would like…all agreed that they would like her to do so.
State Chairmen have been told to put their latest reports on the CF website. Deans are responsible for clubs getting done. If no club Chair, District Dean is responsible for getting reports to State.
District Deans should promote Area conferences to club Deans. All Area conferences have the same presentations.
Reporting:
Statistical Report:
There will be some changes. Form is interactive and can be reprinted. Report will go to Toby. District
Deans will get forms from each club and compile stats. Clubs have to do non-profit work as are nonprofit organizations in order to keep non-profit status. We tally all numbers on club reports. Deadline is
February 15, but we should request reports in January. Turn in club narrative reports at the same time.
Forms will be available at Area conferences and on website. Stat report is for stats only, not reports.
HAVE to do report as this protects us in audit. Toby at State compiles District reports and then her report goes to GF. Attach all club reports to stat report and send to Toby. If a club won’t comply, let
Toby know and she will handle. If District President wants to do report, let her. If so, both Dean and
President keep copy for records.
Can either scan or email to Toby if running late. Then mail to Toby (**see her address on form).
The big change this year is addition of “In Kind” Donations to CFWC Advancement Areas on form.
Toby combines In Kind with ________? $ when reporting to GF. Donations will come through club
Treasury.
We do not have Terry Lynn Candies or American Mural Project for fundraising any more since June.
Under Special Service Project:
Line that says Community Service Projects is where that goes.
Under Education: ESO can report Book Clubs.
Every line is its own entry. All Service areas are for donations only. If spend dollars on project, report only end profits. *When you spend money, put it on special projects page.
Pam Ament, LEADS coordinator, spoke on LEADS. She will have mini-LEADS seminar in February.
Training is 6 hours in Ontario, 3 hours are on road. District Presidents and Deans aren’t eligible.

February is when they will meet person and interview. The process isn’t cheap as you pay your own way with no reimbursement. There are both CF and GF applications. You will need 2 letters of support, application, picture, and resume. There are 21 Districts in CA. February meeting in Sacramento will have speaker Bill Witich . His talk will be on leadership. Applications are on website soon and found under forms and leadership section.
Toby has open calendar so can speak on reports and writing by doing workshops. Every line item is separate and not a total.
Club Awards Entry Form (new name):
Use official club name and club # that she sent to District.(not necessarily correct in yearbook) If numbers in club changed, then District number is also changed. Each project gets form so do not combine. If need more room for project description, you can eliminate instruction area. HAS TO BE ON
CORRECT FROM TO BE JUDGED!!! They want all judging to be equal by using the same form.
Writing Narrative:
You can use statistical information in narrative, can repeat from top. Choose best project first. If the project was a success or failure, please note it anyway. Also, note if tried project, but couldn’t do it.
Don’t use names, but can use position. Discourage one person projects.
District Award Form:
Only District. Everything District did and Chair projects go on form. This year is a reporting year so you may have to contact predecessor for information for first part of year (January to June). A few clubs have a reporting period for January to December just to avoid this. You can review minutes to get information. If a Chairman promotes a project that’s hers, she needs to put in her report. All hours spent on this should be logged and while you can mention if the project is for the two year term, only what is done the current year can be reported on.
See the Current District Report number (Palomar’s is 530)
1 st Place Winner’s Form – attach 1 st place winner form to 1 st place winner’s report. Mark in Red – Use 1 st place small, 1 st place medium, etc. This can only come from District, not individual clubs.
There are NO ties in judging. Can email all forms. Don’t have to let people know who judges are. When selecting judges, stay away from federation expect for membership and leadership. Avoid conflict in judges by using qualified people in area being judged. District Chairman summarizes judged winners and turns into District the list of winners.
Two areas don’t belong in summary report. You may have to cover up one area.
Glossary of Terms – Be aware of dollar terms.

Fundraisers:
If all fundraising done for small specific project, put who taking into project. ??? If large dollars, like
Home Tour, put into Fundraiser category. Can report stats twice in both places. Can put parts of one project in two categories, like dollars in fundraising and number members involved in membership.
(note which categories are interrelated)
Toby would like five copies of the District’s yearbooks for following State officers: President, 1 st VP, 2 nd
VP, Corresponding Secretary, and Parliamentarian (if By-Laws are in separate book, only needs that)