CLUB PRESIDENT

RESPONSIBILITIES

The Club President (or her appointee) is a member of the Palomar Executive Board of Directors.

Palomar District Responsibilities-  Club Responsibilities change from administration to administration.  Typically, the District President will CALL a special meeting at the beginning of each year (June-August) to notify all clubs of their responsibilities for the coming year.  The First District Board of Directors Meeting of the year is held in September.

The Club President (or her District Liaison) is responsible for the communication between the District and her club members.  Here is a list of activities that is typically handled by the Club President.

  • Visit the Palomar District webpage on a monthly basis.  The website is a “living” procedure book.
  • Review the Palomar Telescope Newsletter and make sure that you are up to date on upcoming events and tasks.  Forward the newsletter to your club members.
  • Keep your members informed of upcoming Palomar Meetings, Fundraisers, & Workshops.  You are responsible for completing the Registration Form.  Send one check for all your club members.
  • Palomar District holds an Art Festival.  You will be responsible for getting the registration and entry forms completed the contests; notifying your members when and where to take their art, crafts, writing and photography for judging and final display.
  • Report Writing- Each Club is asked to submit year end narratives describing their projects. 
  • A workshop is held in the fall to explain the procedure for writing and judging the reports.  The members who will be writing & organizing the judging should attend this workshop.
  • Keep in Contact with your Club Treasurer for Dues Payments.  Deadline for annual dues is at the April Palomar Convention.
  • New Member and Late Paying Dues-  Keep in contact with your club treasurer and confirm that she is forwarding New and Late Paying dues for members who join/rejoin your club between May 1st and December 1st.
  • Each Club is responsible for a few tasks.  It is the President’s job to make sure that your assigned task is completed by you or one of your members.  Tasks include (but not limited) to:
    • Supply a $25 value raffle basket for your assigned meeting/fundraiser
    • Supply morning goodies for a meeting/workshop.  Two clubs usually share this task
    • Review the minutes of a meeting
    • Help sell raffle tickets at a meeting/fundraiser
    • Each Club President is asked to research a NEW project idea in an assigned area and report at a District Meeting.
    • Each Club President is asked to give a verbal “year in review” report of their club activities at either a Board of Directors Meeting or the Annual Convention.

CLUB Business Meeting Responsibilities

The club president is key in a GFWC club. She sets the club’s tone and agenda, and the club’s success relies on the competence and commitment of her leadership.

  • Possess a basic knowledge of parliamentary procedure and use it at meetings.
  • Preside at all meetings using a written agenda.
  • Notify the vice president as early as possible of an anticipated absence and pass along gavel, agenda, announcements, and anything else needed for the meeting, such as keys and reports.
  • Promptly call meetings to order.
  • Determine if a quorum is present.
  • Announce, in correct order, the business to come before the meeting.
  • Acknowledge members entitled to the floor.
  • State and put to a vote all questions that legitimately come before the group.
  • Announce each vote’s result and the effect of the action.
  • Expedite business whenever possible, without infringing on members’ rights.
  • Enforce rules of debate, order, and decorum.
  • Determine all points of order.
  • Answer members’ relevant questions.
  • Abstain from voting, unless the vote is by ballot or if president’s vote would change the result.
  • Declare the meeting adjourned at the appropriate time (by general consent or vote of the assembly).
  • Stand while calling a meeting to order, declaring it adjourned, and taking a vote.
  • Prepare a report to be given at the annual meeting.
  • Conduct executive board meetings.

GFWC Responsibilities

  • Communicate promptly and effectively, ensuring that information flows properly to and from GFWC, the State Federation, districts, chairmen, committees, and members.
  • Attend as many district, State Federation, Region, and GFWC meetings as possible and encourage other members to do the same.
  • Establish and maintain a relationship with district presidents/directors and State Federation president.
  • Share GFWC national and State Federation materials with members, including GFWC Clubwoman Magazine and News & Notes; encourage members to subscribe to these publications.
  • Update or notify GFWC and the State Federation of new club officers immediately following elections and in the event of any officer changes.
  • Review and take advantage of the materials and resources through the GFWC Club Manual and the GFWC Marketplace.
  • Follow proper State Federation and GFWC-level reporting guidelines and ensure that club reports and award entries meet criteria and deadlines.
  • Forward club dues to the State Federation on time.