TOBY KAHAN,
CFWC 1ST VICE PRESIDENT
2548 PALOMINO DRIVE, COVINA 91724
OCTOBER, 2014
REPORTING INFORMATION 2014-2016
WHY WRITE REPORTS?






It helps create a history of club’s activities and informs CFWC/GFWC of creative projects to share
It enables the Federation to share achievements with potential funders (grants)
It lets the community know how vital your organization is to their well being
It can be used as a recruitment tool when information is shared in Club Profiles, Media Articles, etc.
It is documentation that your Club is a 501c3 non-profit organization.
It is an opportunity to receive recognition through awards at the District, State, and national levels
DOES OUR CLUB HAVE TO WRITE REPORTS?
It is not mandatory that clubs write narrative reports, however, clubs must write a Membership Report
Narrative and complete the GFWC/CFWC Statistical Report.
Dates and Deadlines:
The reporting calendar year is January – December
 Clubs turn in Club Award Entry Form (narrative) to their District Chairmen by the District Deadline
 Club Presidents turn in CFWC Statistical Form to their District by the District Deadline
 District Presidents turn in CFWC Statistical Form to the CFWC 1st Vice President by February 15th
 District Chairmen turn in ALL Club Award Entry Forms to the CFWC Chairmen by February 15th
with the First Place Winners in each category marked.
Guidelines for Writing and Submitting Reports: Each club must submit their project narratives on the
CFWC Club Award Entry Form (new). The Club Award Entry Form is considered page one (1) and
identifies the Program, Club Information, and Contact Person(s). Narratives must be typewritten, single
spaced, font no smaller than 11 points and cannot exceed more than three (3) pages total. (You can start
your narrative at the bottom of the CFWC Club Award Entry Form – this will give you an additional ½ page
for your narrative. Every project does not have to be included on your Club Award Entry. Clubs can select
the projects they would like to describe. Each project must have a heading and all statistics must be
described and explained. (See complete instructions for completing forms starting on page 7).
Clubs are requested to submit six (6) copies of each report for each category. Example: Your club does a
report in the Arts Category. The report consists of a CFWC Club Entry Award Form and 2 additional
narrative pages. You can use the CFWC Club Entry Award Form to start your narrative and continue it on
to the next two pages. Place the 6 copies in a plastic bag and make sure the category (e.g. ARTS) is visible
through the plastic. Do this for each category. Partnership information is included on the Community
Service form (new procedure).
Categories for Reporting
There is a complete list of projects and programs listed in the CFWC Manual (cfwc.org). All projects
should be reported based on the list found in the CFWC Yearbook. The following is a list of the most
common projects and where they are reported. They are listed by project categories:
GFWC SPECIAL PROJECTS
Signature Project Domestic Violence
Abuse/Victim/Shelters
Abuse Victim Resources (NNEDV, etc.)
Elder Abuse
Human Trafficking
GFWC JUNIORS SPECIAL PROJECT
Advocates for Children
Baby Sitting Education
Boys & Girls Organizations
Bullying
Child Advocacy (Hunger, Homelessness)
Child Care
Child Safety Seats
CASA (Court Advocates)
Foster Care/Adoptions
March of Dimes*
Prevent Child Abuse America/Pinwheels*
Stalking
Sexual Assault/Exploitation
Teen Dating Violence
Violence Against Women/Family/Children
INMED
Medical Services for Children
Runaway Children
Special Olympics/Child Athletic Programs
SADD
Safe Kids
Teen Dating Violence
Youth Safety/Crimes
Youth Suicide Prevention
ARTS
The American Mural Project
Art Shows/Scholarships/Competitions
Artist in Residence
Crafts
Flower Arranging
Interior Decorating
Journaling/Memoirs
Musical/Art Programs/Competitions
Nat’l Museum Women in Arts
Needlework/Sculpture/Quilting
Photography
Storytelling/Creative Writing
Theatre/Plays
VSA (Very Special Arts)
CONSERVATION
Adopt-a-Beach/Highway/Park
Air Pollution
Alliance for Community Trees*
Arbor Day/Earth Day
Beautification
Capitol Tree Project
Energy/Environmental/Global Warming
Forestry Issues/Gardens
Graffiti Cleanup
Holiday Tree Recycling
Keep America Beautiful
Kind News
Landscaping
Litter Prevention
Penny Pines
Recycling
Smokey the Bear
State/National Parks/Rainforest/Redwoods
Waste Disposal
Water Issues
Woodsy Owl
*Presidents must report these statistics
separately on their Statistical Forms
5.
EDUCATION
Adopt-A-Library
Book Clubs
Book Donations
Box Tops for Education
Braille
College Programs/Lifelong Learning
Elderhostel
ESO
HOBY*
Libraries
Literacy/Tutoring/Reading
Schools
School Assistance/Volunteers/Tutoring
HOME LIFE
AARP
Adopt-A-Family
Adult Day Care
Anti-Smoking Campaigns
Blood Bank
Canine Companions*
Consumer Issues/Credit Checks/ID Theft
Disabilities
Easter Seals*
Gerontology
Habitat for Humanity
Hospice
Heart Truth Campaign*
Inside Knowledge*
Meals on Wheels
Medical Issues/Health
Mental Health/ Stress
Nursing Homes
Nutrition/Physical Fitness
Organ Donor
Prayer Breakfasts
Red Cross
Ronald McDonald House
Social Security
Wills and Trusts
INTERNATIONAL OUTREACH
Adopt-a-Village
American Field Service
Childreach
Cultural Exchange/Exchange Students
CARE International
Earthspeak
Ethnic/Cultural/International Clubs
Foreign Policy/State Department
Heifer International*
Operation Smile*
Operation Shoe Fly
Shot at life*
Sister City Activities
Smile Bag
UNICEF*
PUBLIC ISSUES
Armed Forces/Veteran’s Issues
California Burn Foundation
California Historic Landmarks/History
Candidate Forums
Census Work
Chamber of Commerce
Citizenship/City Council/ Juries/Poll Work
Civic Committees
Coalition Against Bigger Trucks
Criminal Justice/DARE/MADD/Drugs
Disaster Preparedness
Flag Etiquette
Gangs/Graffiti Prevention
Homelessness
Juvenile Courts
Kettering Foundation*
Law Enforcement
Lifeflight
Monument Restoration/War Memorials
National Heritage/Museums/Missions
National Night Out
Native Americans/American Indians
Pornography
POW’s MIA’s
Safety/Security/Crime Prevention
Sew Much Comfort
USO*
Victim’s Rights
Women’s Rights
*Presidents must record these statistics
separately in their Statistical Report
COMMUNICATIONS AND PUBLIC
RELATIONS
Banners/Signage/Displays
Club/State/GFWC bulletins/magazines
Press Relations
LEADERSHIP
Agenda/Meeting Preparation
Board Meetings
Business Committees (By-Laws,
Clubhouse, Nomination)
Convention/Delegates
Federation Administrative Work
Federation meetings/libraries
LEGISLATION AND PUBLIC POLICY
Advocacy/Lobbying/Resolutions
Legislative Issues and Processes
Letter writing/email/phone campaigns
Newsletter/Web Pages/Social Media
Public Speaking
Pamphlets/videos/profiles
Use of Logos/GFWC Road Signs
Leadership Roles in Community
Leadership Workshops
Parliamentary Procedure
Procedure Books
Public Speaking Workshops
Meeting with legislators
Proclamations
Legislative Day
MEMBERSHIP
Club Visits
Communications (Phone trees, email blasts)
Honoring members
Inspirations
Memorial Services
Programs/Membership Orientation
Recruiting Displays/ Membership Drives
Sections
Sponsor/Attend Federation Events Mentor
WOMEN’S HISTORY & RESOURCE
Items for WHRC Programs
History Programs (women)
History Scrapbooks/timelines
Membership in the WHRC/Volunteer at
WHRC
National History Day
Oral Histories
FUNDRAISING
Projects to raise In-Kind Money
Projects to raise Money
Flower Power*
Grants
It Takes Two*
*Presidents must record these statistics separately on their Statistical Report
You must report your projects according to the above list or the list in the CFWC
Yearbook. When in doubt, call and ask for a clarification from the District 1st Vice
President and Dean.
CLUB AWARD ENTRY FORM GUIDELINES
CLUB AWARD ENTRY FORM
Program Title:
Annual Reporting January 1-December 31, 2014
Name of GFWC Special Programs, Community Community Service Program or Advancement Area Program
Club Name
*Number of Members
*As stated in current CFWC Yearbook
District Name
AREA
Chairman
Completed by
Phone
Phone
E-mail
E-mail
*************************************************************************************
Instructions: COPY this HEADER for each project described (use more than 1 line if necessary):
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 Data Information and Narrative for each project.
Limit 3 pages including this Entry Form. SEND ENTRY TO DISTRICT BY DEADLINE DATE.
************************************************************************************
(Begin Narrative Here)
Helpful Information when completing the CFWC Club Award Entry Form:
 Club Name is the legal name as listed in the CFWC Yearbook.
 Number of Members as listed in the current CFWC Yearbook.
 Header is used for each project described (see on Club Award Entry Form).
 Project Title should tell about the project, it’s great to be clever and creative.
 Dollars Donated must go through Treasury. Gift Cards and items donated are considered the
same as cash and reported as Dollars Donated.
 Dollars Raised on fundraisers are reported as the net profit after all expenses have been deducted.
Do not report the total dollars received before bills are paid.
 Dollars Spent must come from Treasury and are reported when no profit is made. For example,
purchase ads; supplies; amenities; delegate fees; and publications.
 In-Kind donations are given a monetary value based on age and condition. All new items receive
full value; barely used items - suggested value is 50% of the original cost; and used items - 10% of
the original cost. Member donations and expenses are considered In-Kind Dollars if they do not
go into the club treasury.
 Project Narrative is a description of project. The paragraph (s) covers the Why you did the
project (the need); What the project is about (a brief overview); How you accomplished the
project; Who — did you work with another organization, if so, how did they help; and the
Outcome — tell successes and/or problems experienced. Donations (checks only) can be briefly
described in a few sentences.
Writing the Narrative
Narrative Format for Club Reports
When writing a narrative report you must follow the guidelines set forth by CFWC:
 No smaller than 11 point font
 Margins NO SMALLER than 1/2 ” top, bottom and sides
 Can be single spaced
 It is best to use an easy to read font (Times New Roman, Arial, Calibri)
 Narrative can only be two pages plus the ½ portion of the Club Entry Award Form
 At the top of page one and two put the name of the club, the project category and page number (if
more than one page).
 Each project must have a statistic line, known as the HEADER, above each project described:
 Project Title _____ Hours
Donated $
In Kind $
Raised $
Spent $
*If something does not apply to your report - put a 0 (zero). Please justify the statistics in your
report. More than one line might be necessary to include the requested information.
It is also recommended that you:
 Choose your best projects and list them first. If appropriate, give it a name or a title
 Tell about the project (who, what, where, when, why, how).
 Be descriptive but not “flowery”. Include your goals and the impact the project has had on the
community, if applicable. Things you might include are whether the project helped you gain new
members; were you recognized by the City Council for your contribution; did the community
participate with you; did your project change attitudes; did laws change as a result of your project;
did attitudes towards your club change; are you more recognizable in the community.
 Include a short introductory paragraph at the beginning of your project describing your club and
community. Judges may not be familiar with your community/club.
 Describe your successes or obstacles and how you celebrated or overcame them.
 Do not list individuals’ names in narrative.
Judging Criteria
Only 1st place winners sent from the District will be judged at the state level; however, all club reports are
sent to the State Chairman by the District. The State Chairman reads all reports and looks for creative
projects that are later forwarded to GFWC.
Judges look for the following criteria:
 Was the project successful
 Were other organizations involved
 Originality, Initiative, Execution and club participation
 Dollars, In-Kind and Hours Donated (must be justified and described in report narrative)
 The significance of the project
 The degree to which goals were met
 Were there obstacles and how did the club overcome them
 The overall quality of the project
* List each project separately; however if you have a group of similar projects you could list them under
one heading but number and describe them separately (e.g. Christmas Gifts to Shelters in December,
Birthday Gifts to Shelters in May, Gift Cards to Shelters in February)
**This money must go through the club treasury
(Sample Report)
CLUB AWARD ENTRY FORM
Program Title:
Annual Reporting January 1-December 31, 2014
ARTS
Name of GFWC Special Programs, Community, Community Service Program or Advancement Area Program
Club Name
District Name
Chairman
Completed by
ABC Woman’s Club
*Number of Members
The Best District
Molly Member
SAA
40
*As stated in current CFWC Yearbook
AREA
C
Phone 909-111-1111 E-mail molly@aol.com
Phone
E-mail
*************************************************************************************
Instructions: COPY this HEADER for each project described (use more than 1 line if necessary):
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 Data Information and Narrative for each project.
Limit 3 pages including this Entry Form. SEND ENTRY TO YOUR DISTRICT BY DEADLINE!
*************************************************************************************
Sample Narrative Report
ABC Woman’s Club was founded in 1898 and has been responding to the needs of their community for 115 years.
The club is located in a city with 40,000 residents. Their club has 40 members. Their clubhouse is designed to hold
500 people and serves as one of the major art venues in the area. (Introductory paragraph optional)
Project Title: Spring Fling Hours: 200 Donated: $1,500 In Kind: $500 Raised: $0 Spent: $40
For the past 15 years ABC Woman’s Club has donated the use of their clubhouse for the City’s annual
“Spring Fling” musical contest. The clubhouse is the largest venue in the City and enables so many people
in the community to attend. The process begins by the three local high schools selecting seniors to
participate in the musical competition. Approximately 25 students compete in one of three categories
(Vocal Modern, Vocal Classical and Instrumental). Local judges select the top winner in each category.
First place winner receives a $500.00 scholarship. ABC Woman’s Club collaborates with the city to
advertise, host and provide refreshments for all the participants and those attending. Members post flyers
throughout the city; prepare a desert potluck, coffee, and drinks for everyone (approximately $150); lease
their clubhouse to the City at no charge (approximately $300.00 in-kind) and provide for all the paper
goods ($50.00). The club also donates $1,500.00 for the scholarships. They raise the money throughout
the year with various fundraisers (reported in the Fundraising category). Approximately $40.00 was spent
for advertising (flyers, newspaper, posters). Members volunteered 200 hours attending planning meetings;
preparing desserts; serving as hostesses; working with the press; making table decorations, etc. Over 400
community members attended the event.
Project Title: Sleigh Bells Ring Hours: 36 Donated: $200 In Kind: 0 Raised: $0 Spent: $0
During December the Club had a 40 minute musical program. A community group, “The Bell Ringers” played
the hand bells for the club’s holiday program. The club donated $200 to the organization’s foundation in
support of their many projects working to teach “bells” to children. Members volunteered 36 hours planning
the program and attending the event. They also advertised the program in the paper and invited the public to
attend (free of charge). Over 40 community members attended. A surprising outcome - They recruited two
new members!
(Sample Report)
Club Membership Report Information
Annual Reporting January 1-December 31, 2014
Program Title:
Membership
Name of GFWC Special Programs, Community, Community Service Program or Advancement Area Program
Club Name
District Name
Chairman
Completed by
ABC Woman’s Club
*Number of Members
*As stated in current CFWC Yearbook
The Best District
Molly Member
SAA
AREA
40
C
Phone 909-111-1111 E-mail molly@aol.com
Phone
E-mail
*************************************************************************************
Instructions: COPY this HEADER for each project described (use more than 1 line if necessary):
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 Data Information and Narrative for each project.
Limit 3 pages including this Entry Form. SEND ENTRY TO DISTRICT BY DEADLINE!
*************************************************************************************
ABC Woman’s Club, established in 1912, is a medium club (40 members), located near Los Angeles. Many
members are baby boomers and have retired from the work force. The club’s goal is to recruit 10 new members and
by holding some evening meetings they are optimistic that they can attract some younger members.
Membership Drives Hours: 300 Donated $ 0 In Kind $ 0 Raised $: 300.00 Spent $: $300.00
The club held a community-wide luncheon to attract new members who might work during the week. The event
was free to everyone. To pay for the event they held several fundraisers. The theme was an old fashioned “Ho
Down”. Over 100 community members attended and 30 club members helped plan, implement and staff the event.
The luncheon was topped off with a square dancing segment. Five new members were recruited.
Other activities to report: (Use the same headings)
Membership Events Describe Orientation, new member initiations, installations, memorial services, etc.
Club Visits: Describe Members’ attendance at other clubs such as, Anniversaries, Teas, and Fundraisers.
Sections: How is your club obtaining new members? A new Section, for example, Lunch Bunch, Movie Night, etc.
Retention Activities Describe what your Club has done during the year to retain members, i.e. Interest sections,
socials, games, holiday parties, etc. Also, include Correspondence, such as, Get Well Cards, Phone Trees, email
reminders.
______
__________
OTHER PLACES TO REPORT MEMBERSHIP ACTIVITIES
LEADERSHIP REPORTS should include: How have members been involved at District, do they attend the
meetings/events? Has your club hosted a District event? How have your members been involved at CFWC &
GFWC, Has your club hosted a District/CFWC event? Describe handouts distributed to your Membership.
COMMUNICATIONS & PUBLIC RELATIONS REPORT should include: Describe your Club’s
Communications you distributed, i.e. Yearbook, Newsletter, Websites, Emails, etc.
COMMUNITY SERVICE REPORTS should include:
Describe Members participation in any award programs or contests at District, CF & GF if it falls in a Program
Area, for example, Creative Writing, Photography, Art Contests report in your ARTS Report; Newsletter Contest in
your Communication Report; etc.
Note: It is permissible to describe things your club has accomplished in other categories; you can only
count the statistics in one program area.
CLUB LEADERSHIP REPORT INFORMATION
You can use the same narrative format as Membership when writing your leadership reports. You must
use the designated headings and justify statistics. Listed below are suggestions for activities you can
include:

Participation of club members in Federation:
o Club Activities (LEADS, committees, workshops)
o Club Board meetings, duties and responsibilities
o District Board positions, meetings, workshops and visits to other club meetings
o CFWC Board positions, Convention, meetings, workshops
o GFWC Convention, visit to headquarters, viewing of training videos
o Participation in activities as an Officer, Chairman, or Committee Member:
o Conducting Workshops
o Preparing Manuals/Handouts
o Preparing an Agenda
o Creating/updating Procedure Books
o Club Activities that foster Leadership Skills:
o Speaking from the podium
o Following Parliamentary Procedures
o Presenting Oral Reports
o Participation in activities that
o Develop relationships with others
o Strengthen Communications
o Encourage Teamwork
o Build Leadership Skills (mentoring, delegating, training)
o Teach Time Management
o Build Skills (Parliamentary Law, Project Planning, Conflict Resolution, Stress)
Note: Any attendance at an event/meeting that enables you to gain leadership knowledge/skills is
reported in this Program.
If you are learning, teaching, managing, guiding, directing, providing
governance, etc. it goes in the Leadership Program. You can mention items in the membership but please
do not report activities in both categories.
CLUB FUNDRAISING REPORT INFORMATION
In the Fundraising Report you are explaining how your club raised money and in-kind items to support
your club’s philanthropic donations and the operational and organizational structure of your club. This
report explains the: who, what, where, when, why and how you conducted your amazing fundraisers.
(Sample Report)
DISTRICT AWARD ENTRY FORM
Annual Reporting January 1-December 31, 2014
Program Title:
DOMESTIC VIOLENCE
Name of GFWC Special Programs, Community, Community Service Program or Advancement Area Program
District Name
THE BEST DISTRICT Number of Members
OBTAIN FROM DEAN
*As stated in current CFWC Yearbook
Chairman
MOLLY CHAIRMAN
Phone 909-555-1212 E-mail
Completed by
SAA
Phone
me@aol.com
E-mail
*********************************************************************************
Instructions: COPY this HEADER for each project described (use more than 1 line if necessary):
Project Title
Hours
Donated $
In Kind $
Raised $
Spent $
Begin below District Description including location, size of area, number of clubs, how often does the District meets, how
often you report, etc., followed by Data Information 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
*********************************************************************************
The Best District is located approximately 15 miles east of Los Angeles and extends into San Bernardino County.
Twenty-six clubs are located within an approximate 500 square mile area. The District meets approximately 12 times per
year (9 District meetings and 3 District Council Meetings). Additionally, the Executive Committee meets 12 times per
year. They hold a two day Convention in April. Chairmen are able to report at any of the District Meetings.
DV Awareness Month Hours: 50
Donated $: $150.00
In-Kind $: $150.00: Raised: 0 Spent: 0
Each day three women die as a result of domestic violence. To honor these women the district chairman encouraged all the clubs to
participate in activities designed to bring awareness about the issue of domestic violence to their club women and community during
DV Awareness Month. The chairman set a goal of completing 31 activities in the 31 days of October. Many of these activities
involved the District. The chairman made and passed out approximately 150 purple ribbons ($100.00 in-kind) at two meetings with
the district, wrote and delivered presentations to two district clubs, one club in Orange District and one club in Nevada. She made
special brochures and donated them to the District ($50.00 in-kind). Throughout the month she and members from the District
attended vigils and programs at Cal Poly Pomona University and House of Ruth (domestic violence shelter) and brought back
brochures to the District. Envelopes were also placed on the tables at the District Meeting in October and the District raised $150.00
which was donated to WINGS Shelter. District members and the chairman volunteered 50 hours for the project.
Chairman Administrative Duties: Hours: 100; Money Donated: 0 In-Kind $: $300.00 Raised: 0; Spent: 0
In addition to her projects the District Chairman wrote and distributed a monthly DV newsletter and distributed it to over 100 people
each month (50 hours); Wrote 9 articles for the District Newsletter on DV and other forms of violence (25 Hours): Distributed
information on legislative issues (10 Hours); attended State Board meetings where she returned with DV information for the clubs;
and administered the District Report Procedures for Domestic Violence (15 hours) She donated newsletters and brochures to the
various clubs in the district ($300.00 in-kind)
Information & Guidelines for Judging
Dear Judges:
Thank you for taking the time to judge the reports for the General Federation of Women’s Clubs,
California Federation of Women’s Clubs.
These clubs have spent many hours serving their communities and raising funds for various
philanthropies. The reports you are being asked to judge only reflect the work they do in one Department.
SUGGESTED JUDGING CRITERIA:





Eliminate those reports that do not warrant judging. Once you have narrowed the reports, re-read
them and record the 1st, 2nd and 3rd place winners
You may place an honorable mention if you feel a club deserves it.
Place club on the Judging Results Form, for each size category
I encourage you to add any comments which you feel would be beneficial to the club in writing
their report for next year.
One size category may have a small number of reports. There may be one outstanding report with
the others falling far behind. In that case, you could award a 1st and 3rd and leave 2nd place blank.
Use your own discretion.
WHEN JUDGING REPORTS LOOK FOR THE FOLLOWING:









Dollars, In-Kind and hours donated (in-kind are items rather than cash e.g. books) – statistics must
be described and justified in the narrative
The significance of the project
The goal and the degree to which the goal was met
The overall quality of the project
Were there obstacles and if there were, was the club able to overcome them?
Take into consideration any outstanding project
Originality, Initiative, Execution and club participation
Were other organizations involved
Was the project successful
Do not judge writing ability, punctuation or spelling, only the work completed. After completing the
judging placement form, please sign and return to me with all of the club reports. You will have one
week to complete your judging. I have a District deadline to turn in all reports and winning clubs. Please
don’t hesitate to call or email me if you have any questions.
Thank you again.
Chairman Name: ___________________
Email:
___________________
Return Reports to me by: ____________________
Phone Number:
______________
DISTRICT PLACEMENTS OF WINNING CLUBS
REPORTING YEAR JANUARY 1 THROUGH DEMCEBER 31
DISTRICT CHAIRMAN SUMMARY OF JUDGES WINNERS
Program name:
_____________________________
District Chairman:
_____________________________
Phone:
_____________________________ Email:______________________
Small Clubs (1 – 25)
First Place
_________________________
Second Place
_________________________
Third Place
_________________________
Honorable Mention: _________________________
Medium Clubs (26 – 50)
First Place
_________________________
Second Place
_________________________
Third Place
_________________________
Honorable Mention: _________________________
Intermediate Clubs (51 – 80)
First Place
_________________________
Second Place
_________________________
Third Place
_________________________
Honorable Mention: _________________________
Large Clubs (81+)
First Place
_________________________
Second Place
_________________________
Third Place
_________________________
Honorable Mention: _________________________
*Honorable Mention (optional) if a club made an effort but just fell short of winning.
**Use Club’s “Full Name” and please spell it correctly as listed in the CFWC Yearbook
***Check the Member Number to see if it is accurate as listed in the CFWC Yearbook
FIRST PLACE WINNERS – DISTRICT CHAIRMAN’S SHEET
REPORTING YEAR J ANUARY 1 THROUGH DECEMBER 31
Mail this form, along with 1st Place Winners and all Club Award Entries to the CFWC
Chairmen before the deadline, February 15th. It is advisable to include a self-addressed
postcard to ensure receipt.
Department/Program/Special Project:
District:
Chairman:
Phone Number: _____________________Email: _______________________
CLUB FIRST PLACE WINNERS IN EACH CATEGORY:
Small (1 – 25)
Medium (26-50)
Intermediate (51 – 80)
Large (81+)
Be sure and write 1st Place Winner in RED on each winning report in the top right hand
corner.
Glossary of Federation Terms
ADVANCEMENT AREAS
These are administrative type project and program areas on which clubs report. They generally do not
have a philanthropic component to them and are more administrative in nature. Regular Club Report
Forms are used for these reports. Narratives are completed just like regular community service type
reports.
CFWC
California Federation of Women’s Clubs,
cfwc.org
CLUB AWARD ENTRY FORM
These are the report writing forms all clubs use to report their activities for the year (January – December).
This form is used for GFWC Special Projects, GFWC Community Service Reports, and Advancement
Area Reports
COMMUNITY SERVICE PROGRAMS
These are categories for reporting club projects/programs as established by GFWC
DISTRICT AWARD ENTRY FORM :
The report writing form used by District Chairmen to report the District activities and their activities done
in that Chairmanship for the year (January – December)
DOLLARS DONATED
Money (dollars) given/donated to another organization. The funds must go through the club treasury. Gift
Cards and items donated are considered the same as cash and reported as Dollars Donated.
DOLLARS RAISED
Money (dollars) donated to your club by members, the community or other organizations, or money raised
at a fundraiser. Funds must go through the club treasury. Monies are reported as the net profit after all
expenses have been deducted. Do not report the total dollars received before bills are paid. In-Kind
items raised are converted to their monetary value and added to the dollars raised.
DOLLARS SPENT
Money (dollars) your club spent buying items for a fundraiser, paper goods for an event, postage,
printing, food, etc. President’s you can indicate money spent on the Statistical Form in the Advancement
Category.
GFWC
General Federation of Women’s Clubs, gfwc.org
GFWC SPECIAL PROJECTS
GFWC has two special projects. They are: GFWC Signature Project Domestic Violence and Juniors
Special Project, Advocates for Children. These are reported on the Club Award Entry Form.
CFWC STATISTICAL F ORM
This form is provided to Club Presidents and collects statistics for the year (January – December) for all
projects. It is completed by the Club President or her designee. The reports go to the District President.
She compiles all of the District information and sends it to CFWC.
IN-KIND DONATIONS
In-Kind donations are given a monetary value based on age and condition. All new items receive full
value; barely used items - suggested value is 50% of the original cost; and used items - 10% of the original
cost. Member donations and expenses are considered In-Kind Dollars if they do not go into the club
treasury.
MEMBERSHIP REPORT FORM
This report is the same report form as the “Club Award Entry Form. There is no separate Membership
Form.
PARTNERSHIP PROGRAMS
GFWC has established partnerships with other organizations. All partnership activities are included on
the Club Award Entry Form for the designated program.
PROJECT/PROGRAM
When counting how many club projects and/or programs have been completed, you count them together.
Generally projects are activities you work on as a group (e.g. baskets for a shelter) and programs are
presented at a meeting or workshop (e.g. speaker on domestic violence). You record the total together in
one figure
CLUB SIZE CATEGORIES
SMALL CLUBS • 1–25 MEMBERS
MEDIUM CLUBS • 26–50 MEMBERS
INTERMEDIATE CLUBS • 51–80 MEMBERS
LARGE CLUBS • 81+ MEMBERS
Most Frequently Asked Questions
1. Do I need to send a copy of my club reports to CFWC or GFWC?
NO, the District President/Chairman submits the reports to CFWC Chairmen.
2. Is it mandatory that clubs write reports?
NO, report writing is not mandatory for clubs, but it is strongly encouraged as reports are used to
get records of what clubs have accomplished. They also create a history for your club. Clubs
must complete a Membership Statistical Report and a CFWC Statistical Report. These do not
require narratives. Only reports with narratives will be judged.
3. Do I have to use a specific report form?
YES, you must use the form supplied by CFWC. You will find a copy of the report form on the
CFWC website (cfwc.org) and you will be provided with a report form by your District.
4. Do I use my club year to report activities?
NO, reports are based on the calendar year, January – December. It is okay to estimate what has
been accomplished through the end of December.
5. Can we count any hours volunteered by our members?
NO, clubs report ONLY those hours spent by each member in projects APPROVED by the club.
6. Does it matter where a club reports a project?
YES, refer to the list of “Where to Report It” in the CFWC manual and when in doubt, call as ask
the District Chairman or 1st Vice President.
7. Can a club count the hours and activities of members who run for political office or who support
campaigns of those who run?
NO, Clubs may support and encourage a member to run for political office. Because GFWC is a
non-partisan organization, the work must be done as private citizens, not as a club project. GFWC
clubs should not show favoritism toward one candidate. Clubs can count hours worked at polling
locations and can hold candidate forums as long as all candidates are invited to attend and no
favoritism is shown. Clubs can also work on projects with those in political office (seat belt safety,
child safety, etc.) as long as the project is adopted by the club
8. What does the term in-kind refer to?
In-kind is a donation of goods or services, not monetary or cash. The gift-in-kind can be new or
used goods and/or services that have a value. If a club purchases materials and donates those
materials (not the money), that donation is in-kind with an actual value of what was spent. Gift
cards with actual money value are considered the same as cash.
9. When a club reports what they raised in fundraising and where they donated it in a Community
Service Project report is that cross-reporting?
NO, clubs should report according to the following guidelines. A club raised $20,000 for several
community service projects. The club gave the following amounts to various agencies:
$2,000 to support a local arts project; $5,000 to March of Dives; and $12,000 to a Domestic
Violence Shelter. The club will report the $20,000 raised in the Fundraising Report. They also
report the $2,000 in their Arts report as “donated”, $5,000 in their Home Life Report and $12,000
in their Domestic Violence report. The money reported in Fundraising are actually DOLLARS
RAISED.
Tools of the Trade
The following is a list of materials that will provide Presidents, Deans, Chairmen and report writers with
all the needed information on planning club or district projects and in writing or helping others write
reports.
CLUB MATERIALS
 Procedure Book for Club Position
 Minutes of all general and board club meetings
 Financial Reports
 Yearbook and Bylaws
 Reports from previous years
 Member Logs of project hours and notable moments
 Club Newsletter
 Dictionary & Thesaurus
DISTRICT MATERIALS
 Procedure Book for District Position
 Annual Yearbook, Contest Book, Calendar and Updates
 Monthly Newsletter
 Monthly Handouts from Officers and Chairmen
CALIFORNIA FEDERATION OF W OMEN’S CLUBS PUBLICATIONS
 Annual Yearbook/Procedure Book and Updates
 Clubwoman Newsletter
 CFWC Quick Bytes (email newsletter)
 Mailings from State Chairmen
GENERAL FEDERATION OF W OMEN’S CLUBS PUBLICATIONS
 Administrative Handbook (download from gfwc.org)
 Special Publications
 Clubwoman Magazine
 News and Notes (email newsletter)
COMMUNITY RESOURCES
 Organizations and Contacts in your Community
 Chamber of Commerce – Member Roster (on line)
 Community Calendar
 Community Newspapers