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CONSTITUTION, BYLAWS AND STANDING RULES

CONSTITUTION

ARTICLE I - Name
The name of this organization shall be General Federation of Women’s Clubs of Arkansas (GFWC-AR).

ARTICLE II - Object
The object of this Federation shall be to share mutual counsel and helpfulness and to unite the influence and service of women in pro­moting all movements looking forward toward the betterment of life. The Federation shall be charitable as defined by Section 501 ( c )( 3 ) of the Internal Revenue Code.

ARTICLE III - Membership
The General Federation of Women’s Clubs of Arkansas shall be comprised of Women’s Clubs in Arkansas, District Federations and kindred organizations. Clubs whose members are of high school age shall participate in regular programs of General Federation of Women’s Clubs of Arkansas.

ARTICLE IV - Officers and Board of Directors
Section 1. The Elective Officers shall be: President, President-Elect, Vice President, Recording Secretary, Treasurer, and Advisors.

Section 2. The appointed officers shall be the Corresponding Secretary, Parliamentarian, Counselor and Historian.

Section 3. The Board of Directors shall be composed of officers, the past state Presidents, the chairmen of departments and divisions, the chairmen of special projects, and the chairmen of standing committees, district Presidents and local club Presidents.

ARTICLE V - Amendments
This Constitution may be amended at any annual convention by two-thirds vote of those present and voting, provided the proposed amendment has been appended to the Call to Convention.

ARTICLE VI - Dissolution
In the event of the dissolution of the GFWC of Arkansas, the total assets shall be liquidated and allotted to organizations of like purpose, to be determined by the GFWC of Arkansas Board of Directors in accordance with governmental regulations as stated in Section 501 (c) 3 of the Internal Revenue Code. No portion of such funds shall be distributed among individual members.

 

BYLAWS

ARTICLE I - Membership
Section 1. Organizations eligible for membership must have a Constitution and/or Bylaws, and must not have a requirement for secrecy or a sectarian or political test for membership. The application should also show that none of its members is affiliated with any organization that tolerates violation of national or state laws, and that it agrees to the Bylaws and Constitution of the General and State Federation.

Section 2. The organization applying for membership shall send its application to the General Federation of Arkansas President with a copy of its Constitution and Bylaws, names and addresses of its members, and General Federation membership dues.

Section 3. Election shall be by unanimous vote of the Executive Committee, empowered to accept, on recommendations of the President, clubs complying with the membership requirements. Reports of acceptance shall be made to the Board of Directors at the next convention.

Section 4. A club failing to pay dues by the date of the next Spring Convention shall be dropped automatically from the list. Clubs whose activities and purposes have been proved to be incompatible with those of the General Federation of Arkansas shall be removed from membership by two-thirds vote of the Board of Directors.

Section 5. A club wishing to resign from General Federation of Women’s Clubs of Arkansas shall give written notice to the secretary of its district no later than the day of the spring district meeting of the year preceding its resignation, and shall also give written notice to the secretary of the General Federation of Women’s Clubs no later than the opening day of the annual meeting of the year preceding its resignation.

Section 6. All organizations applying for reinstatement to membership shall be admitted upon the same requirements as for new clubs, or upon the payment of back dues.

Section 7. A new Member-at-Large Membership status has been activated. Any member of a club or district who is unable to join an existing club and is interested in retaining membership in GFWC and GFWC of Arkansas may become a member-at-large.

ARTICLE II - Dues and Finances
Section 1. The annual club dues per capita for GFWC of Arkansas ($5.00), Federation Speaks ($4.00) and GFWC dues ($15.00) shall be sent to the GFWC-AR Treasurer by November 1 of each year.

Section 2. Organizations failing to pay dues before February 1 of the current year shall be declared delinquent and a penalty of $1.00 per capita shall be added to that club’s dues.

Section 3. Club members accepted into membership in the Federation after February 1 shall be assessed half the annual dues for the remainder of that club year. Dues of a club accepted to membership after February 1 shall be credited to the succeeding fiscal year. Dues to GFWC-AR for the succeeding club year shall be due November 1.

Section 4. Dues of new clubs accepted to membership during the fiscal year shall be sent immediately to GFWC Headquarters in Washington so that names of clubs may receive all recognition, literature, etc., due a member club.

Section 5. The annual dues of GFWC-AR as a member of South Central Region (SCR) shall be payable to the SCR Treasurer by October 1, as written in the Standing Rules.

Section 6. Profits from fund raising projects shall be used for GFWC-AR business.

Section 7. The fiscal year shall be from July 1 through June 30.

ARTICLE III - Officers
Section 1. Title- The officers of GFWC-AR, in order, shall be: President, President-Elect, Vice-President, Recording Secretary, Treasurer, and Advisors. Appointed officers shall be Parliamentarian, Counselor, Corresponding Secretary, and Historian.

Section 2. Eligibility- Each candidate for GFWC-AR office shall be a member of a federated club and shall have served her club or district as its President. She must be endorsed in writing by her club and two other clubs in her district, and shall write a letter to the GFWC-AR President to indicate a willingness to serve. If elected, she shall continue her membership in a federated club.

Section 3. Term

a) The term of office shall be for two years.

b) Officers shall serve from the adjournment of the convention at which their successors are elected. However, the President shall retain her membership on the GFWC Board of Directors until after the GFWC convention immediately following the state election, at which time she shall represent GFWC-AR and report the work of her administration.

c) No member shall hold more than one elected office at the same time, and no member shall be eligible for re-election for the same office, excluding the office of Advisor.

Section 4. Election

a) In the event there are fewer nominees from the districts than the number needed for state officers, the GFWC-AR Nominating Committee shall fill the vacancy with a qualified recommended candidate, regardless of district. The Corresponding Secretary, Parliamentarian, Counselor and Historian shall be appointed by the President and approved by the Executive Committee.

b) Nominations for office shall be made by a nominating committee composed of a member or an alternate from each district and three members of the GFWC-AR Board of Directors. The three members of the committee shall be elected at the GFWC-AR fall board meeting prior to state convention when elections occur. The name of the endorsed candidate from each district for the Executive Committee should be submitted to the President of GFWC-AR by December 31 of the year preceding the election year.

c) The nominating committee shall meet at a time and place designated by the President and shall be called to order by the President; she shall preside until a chairman shall be elected.

d) The report of the nominating committee shall be completed in time to be published in the Federation Speaks well in advance of the annual meeting closing the two-year administration. With the report of the nominating committee, a brief resume of qualifications of each candidate shall be published, along with a picture of each candidate, if possible.

e) The officers of GFWC-AR shall be elected by ballot on the day preceding the final day of the annual convention in the even-numbered calendar years at a time and place scheduled in the convention program. A plurality vote shall elect.

f) Nominations may be made from the floor following the report of the nominating committee. Candidates so nominated from the floor shall have consented to be nominees, shall meet the Bylaws requirement for eligibility, and may oppose only the candidate from her own district to insure election of a representative from each district of the GFWC-AR Executive Board.

g) The report of the nominating committee may be declared an election, provided nominations from the floor are called for by the President and there are none.

Section 5. Duties of Officers

a) President

1) The President shall have general oversight of the work of the Federation; shall preside at all meetings of the Federation, Board of Directors, and of the Executive Committee. She shall sign vouchers authorizing the Treasurer to pay all bills. She shall be ex-officio member of all departments and committees except the Nominating Committee.

2) The President shall appoint her Parliamentarian, Counselor, Corresponding Secretary and Historian. She shall select and set up programs, projects and contest committees subject to approval by the Executive Committee prior to the publication of the Directory and Club President’s Manual. She shall appoint chairmen of the departments and divisions and of the membership, standing, special projects and contest committees.

3) She or an appointee shall serve as editor of Federation Speaks. She shall appoint a Circulation Chairman.

4) The President shall serve as coordinator of activities of the District Presidents, channeling the work of the GFWC and the GFWC-AR through them.

5) The outgoing State President shall be charged with the responsibility of compiling and copying the reports and minutes of her administration for distribution to her Executive Committee and a copy for the President’s box.

6) The President shall transfer to her successor all files and materials pertaining to the position immediately after the GFWC convention, or no later than 15 days thereafter.

b) President-Elect

1) The President-Elect shall cooperate with the President in the supervision of the business of the Federation, serve as Associate Editor of the Federation Speaks and act as Advisor to the local Club Presidents, reporting to the Board. The President-Elect shall perform the duties of the President in her absence or inability to serve. She shall serve as chairman of the Five Point Star of Achievement Award, Outstanding Club Woman Award and the Honor Roll Contest. She or her designee shall report volunteer hours to the Arkansas Department of Volunteerism each February.

2) The President-Elect shall transfer to her successor all files and materials pertaining to the position immediately upon adjournment of the GFWC-AR convention during which her successor is installed in office or no later than 30 days thereafter.

3) The President-Elect shall be responsible for procuring from her new District Presidents the list of new District and Club officers and for compiling a list of the new GFWC-AR Board of Directors and other pertinent facts required for publishing a new Directory and Club President’s Manual.

4) The President-Elect shall be the chairman of the Membership Committee. She shall be charged with the responsibility of contacting Club Presidents or Club Membership Chairmen in each club and district twice during her term of office and as needed.

c) Vice-President

1) The Vice-President shall cooperate with the President in the supervision of the business of the Federation. She shall perform the duties of the President or the President-Elect in their absence or inability to serve.

2) The Vice-President shall act as Advisor to special committees and projects and be responsible for keeping track of the physical properties of the Federation.

3) The Vice-President shall act as Dean of Departments receiving all Club Presidents’ reports, compiling and distributing these reports to the proper state chairmen.

4) The Vice-President shall transfer to her successor all files and materials pertaining to the position immediately upon adjournment of the convention during which her successor is installed in office or no later than 30 days thereafter.

d) Recording Secretary

1) The Recording Secretary shall keep the minutes of convention and meetings of the Board of Directors and the Executive Committee. She shall send a copy of the minutes of each meeting to the President within 30 days and to each member of the Executive Committee within 60 days. She shall have custody of all documents pertaining to the Federation.

2) The Recording Secretary shall transfer to her successor all Federation property in her possession immediately on adjournment of the convention during which her successor is installed in office and shall transfer all other files and materials pertaining to the position of Recording Secretary no later than 30 days thereafter.

e) Treasurer

1) Upon taking office, the Treasurer shall be bonded by GFWC-AR in the amount approved by the Executive Committee.

2) The Treasurer shall collect all dues and funds belonging to the Federation. She shall receive, hold and disburse all funds, which shall include the interest on trust funds and all funds raised for special purposes. She shall make a full report at each meeting of the Executive Committee and of the Board of Directors and at other times when requested by the President or any three members of the Board. She shall make a full report to the Federation at each GFWC-AR convention.

3) The Treasurer shall issue checks upon written or electronic request of the President. No checks shall be written without proper documentation. She shall remit the SCR dues and the GFWC dues annually as required.

4) At the end of each administration, the accounts shall be reviewed and a report prepared by a GFWC-AR Audit Committee. This Audit Committee shall be appointed during the Spring Convention at the end of each administration. The retiring GFWC-AR Treasurer will not be eligible to serve on the committee appointed to review her books.

5) The retiring Treasurer shall, not later than August 1, after the close of the convention at which her successor is installed, turn over to the incoming Treasurer all money, vouchers, books, and papers of the Federation that are in her custody together with the report from the Audit Committee.

6) The Treasurer shall submit annually to the GFWC-AR President, the District Presidents and to the Chairman of the Budget and Finance Committee a factual report that shall set forth the number of members and names of clubs, by district, in good standing having paid dues by February 1 each year. This report shall be submitted no later than February 15 annually. It shall contain tabulation of clubs gained or lost, the amount of dues, assessments, and the totals paid in each designated fund. Notice shall be given to the appropriate Club President and District President concerning any club in arrears. The Treasurer shall serve as a member of the Budget and Finance Committee.

7) In the inability of the Treasurer to function, the chairman of the Budget and Finance Committee shall be authorized to sign GFWC-AR checks, at the request of the President.

8) Following election of GFWC-AR officers, the outgoing Executive Committee shall meet with the incoming Executive Committee and agree upon the bank and trust company to be used by the incoming Treasurer, who shall order checks as necessary. The outgoing Treasurer shall provide the new President with 100 first-class postage stamps for her immediate use. This item is to be paid for before the closing of the books for the fiscal year.

f) Advisors

1) The Advisor shall be an active representative from her district on the Executive Committee.

2) The Advisor shall be charged with the responsibility of keeping her district informed of all GFWC-AR business and activities.

g) Corresponding Secretary

The Corresponding Secretary shall conduct the correspondence of the Federation at the direction of the President. She shall assist the President in preparing copy for the Directory and Club President’s Manual and Federation Speaks.

h) Parliamentarian

The Parliamentarian shall give a parliamentary ruling when requested by the President.

Section 6. Vacancies

a) In case of a vacancy in the office of the President, the President-Elect shall accede to the office of the President and shall serve until the close of the administration.

b) In the event of a vacancy in the office of the President-Elect, the Vice-President shall accede to that office and shall serve until the close of the administration.

c) Should a vacancy occur in the office of the Vice-President, Advisor, Treasurer, or Recording Secretary, the Executive Committee shall elect by ballot at a meeting called for that purpose a person to serve until the close of the administration.

d) Should an officer, for any unexcused reason, fail to attend three consecutive meetings of either the Executive Committee, Board of Directors, and/or convention, her office shall be declared vacant. In such case, the Executive Committee shall elect by ballot at a meeting called for that purpose a person to serve until the close of the administration. Executive Committee meetings and meeting of the Board of Directors, when held in connection with GFWC-AR conventions, shall be considered one meeting.

e) Should any department, division, special or standing committee, project or contest chairman be unable or unwilling to serve, that position shall be declared vacant and a successor appointed by the President with the approval of the Executive Committee .

ARTICLE IV - Conventions and Meetings

Section 1. Annual Conventions

a) The General Federation of Women’s Clubs of Arkansas shall hold an annual convention in the spring of the year. The date shall be decided by the President and the Executive Committee. The Call to Convention shall be issued four weeks before the convention. Each district shall, in its alphabetical turn, entertain the convention. Every second year being election year, the convention shall be held in Little Rock, and the designated district shall be hostess to this convention. Upon consultation with the President, the district that is hostess in other years shall entertain in its district or at such place within the state as it may choose.

b) A Committee of Arrangements shall be appointed by the President of the district hosting the meetings. This committee will cooperate with the GFWC-AR President, the Executive Committee and the Convention/Meetings Coordinator in arranging for the convention.

c) This Committee of Arrangements shall have the privilege of the convention, the Chairman and the Secretary only being entitled to vote.

d) A registration fee per capita according to the Standing Rules shall be required of each member in attendance. The fee shall be published with the Call to Convention. The fee shall be collected to defray the expenses of the convention.

e) No business, announcements, or other matters that do not originate in the Federation or are without approval of the Executive Committee may be brought before the convention body.

Section 2. Representation

a) The voting body of a convention shall consist of the Board of Directors and the elected delegate or her alternate from each federated club.

b) Clubs consisting of 25 or more members may have a representative according to the following ratio: one delegate from each club of 25 members or fewer; one additional delegate or alternate for each additional 15 members or major fraction thereof.

Section 3. Quorum.

a) The quorum of a convention shall be 20 members, including three elected GFWC-AR officers, but at no time shall the lack of a quorum in a convention prevent those present from proceeding with the program of the day.

b) The quorum of the Board of Directors shall be 20 members, including three elected GFWC-AR officers.

c) The quorum of the Executive Committee shall be five members.

d) The quorum of any committee shall be a majority of its membership.

Section 4. Reports

At the end of the term of office, each GFWC-AR Officer, Department Chairman, Standing or Special Committee, Contest Chairman, and District President shall submit to the outgoing GFWC-AR President a resume of accomplishments and activities in her area of responsibility for the two-year term.

ARTICLE V - Board of Directors

Section 1. The Board of Directors shall be composed of officers, the past state Presidents, the chairmen of departments and chairmen of divisions of the departments, chairmen of special projects, chairmen of standing committees, District Presidents, and local Club Presidents.

Section 2. There shall be two regular meetings annually of the Board of Directors: one on the day preceding the annual convention and the other to be set by the Executive Committee.

Section 3. A registration fee per capita shall be required of each person in attendance. The fee shall be collected to help defray expenses of the board meetings.

ARTICLE VI - Executive Committee

Section 1. The Executive Committee shall consist of the Officers of the Federation and shall meet at the call of the President.

Section 2. The Executive Committee shall approve the chairmen of the departments of work, chairmen of divisions, and the chairmen of the standing and special committees and contest and project chairmen, as appointed by the President.

Section 3. This committee is empowered to transact, between board meetings, the routine business of the Federation and to act in emergencies that do not affect the policies of GFWC-AR or entail expenditures from GFWC-AR funds of more than $500 during one fiscal year.

Section 4. Departments, divisions, standing or special committees and contests and projects shall be determined by the Executive Committee. Departments of work may be created, united, or discontinued at the discretion of the Executive Committee.

ARTICLE VII - Department of Works

Section 1. All department chairmen shall send outlines of work planned to the district chairmen at the beginning of the administration and shall make written reports to the Board of Directors when requested and to the convention.

Section 2. Divisions of departments are under the direction of their department chairmen.

ARTICLE VIII - Standing Committees

Section 1. Federation Speaks Circulation Chairman

It shall be the duty of the Circulation Chairman to keep the mailing list of Federation Speaks up to date.

Section 2. Budget and Finance

a) The Budget and Finance Committee shall consist of a chair­man, three members, and the GFWC-AR Treasurer. This committee shall prepare a budget for GFWC-AR, to be approved by the Executive Committee. The budget year shall be from July 1 through June 30 each year.

b) The Budget and Finance Committee shall investigate and recommend to the Executive Committee investments suggested by the bank or trust company selected by the Executive Committee to handle the funds of GFWC-AR. No investment shall be made without the approval of the Executive Committee and will be subject to ratification by the Board of Directors.

c) This Committee shall investigate and study, at least once during every four-year period, beginning in 1976, the dues, other income and disbursements of the GFWC-AR, and report to the Executive Committee its findings regarding the necessity for a change in financial structure.

Section 3. Constitution and Bylaws Revision

a) This Committee shall consist of a chairman and two members who shall receive and present the changes necessary. The Parliamentarian shall be consultant to the committee.

b) This Committee shall submit to the President all proposed amendments six weeks before convention.

Section 4. Continuance

This Committee shall be composed of the GFWC-AR Historian and the Past GFWC-AR Presidents, with the Historian serving as Chairman.

Section 5. Credentials

a) This Committee shall consist of a chairman and three members, and the GFWC-AR Treasurer.

b) It shall be the duty of this committee to arrange for name tags, delegate ribbons and meal tickets when needed; to register delegates, members and guests attending conventions and other meetings; to assist with the sale of meal tickets, and to certify the eligibility of delegates entitled to vote at conventions.

Section 6. Elections

a) This Committee shall consist of a chairman and three tellers.

b) The Committee shall provide the necessary facilities and ballots; the teller shall count the votes, and the Chairman shall attest to the count and give the report to the President.

Section 7. Program

The President, with the help of the Executive Committee, shall arrange the program for the convention.

Section 8. Resolutions

a) The Resolutions Committee shall consist of a chairman and two members, who shall prepare resolutions for action by the convention. Resolutions pertaining to the work of departments and standing committees shall be presented through their chairmen to the Chairman of the Resolutions Committee. Other resolutions written and signed may be submitted to the Resolutions Committee.

b) This Committee shall make the reading of resolutions available to delegates after the first reading and before final adoption, if requested.

c) It shall be the duty of this Committee to compile resolutions in effect and provide the Recording Secretary with copies.

d) This Committee shall determine when the purpose of a resolution has been accomplished and will present to the Executive Committee and Board of Directors recommendations for its disposition by action of the voting body of the convention.

ARTICLE IX - Membership Lists

Names of clubs and names of members of clubs affiliated with General Federation of Women’s Clubs of Arkansas shall not be disclosed except as may appear as items of news, or printed in the Directory and Club President’s Manual or in club yearbooks.

ARTICLE X - Policies

These Bylaws may be amended at any convention by a two-thirds vote of delegates present. All proposed amendments shall be sent to the Chairman of the Constitution and Bylaws Revision Committee who shall send them to the President at least six weeks before date of convention. Proposed amendments shall be appended to the Call to Convention.

ARTICLE XI - Parliamentary Authority

The current edition of Roberts’ Rules of Order shall govern all matters not covered by the constitution and bylaws.

ARTICLE XII - Rules Governing the District

Section 1. General Federation of Women’s Clubs of Arkansas shall be divided into seven districts: I & II Northeast, III Camden, IV Forrest City, V Fort Smith, VI Harrison, VII Little Rock and VIII Pine Bluff.

Section 2. This group of clubs shall be known as ----District of General Federation of Women’s Clubs of Arkansas.

Section 3. The object shall be to bring the clubs of the district into closer communication for mutual helpfulness and further work of the GFWC-AR.

Section 4. The clubs must be members of the General Federation of Women’s Clubs of Arkansas.

Section 5. Officers of the district shall be titled: President, Vice-President, Recording Secretary, and Treasurer. At the discretion of each district, President-Elect may be added. The District President shall appoint the Corresponding Secretary, Parliamentarian and Historian and shall have supervision over the district.

Section 6. The officers of the district, as named in Section 5, shall constitute the Executive Committee. Meetings of the Executive Committee shall be held at the call of the District President.

Section 7. The Board of Directors of the district shall consist of the Executive Committee, Chairmen of Departments, Chairmen of Committees, Presidents of local clubs, and Past District Presidents.

Section 8.

a) The districts shall hold annual conventions in the spring of the year, the date to be set by each District President after consultation with the GFWC-AR President.

b) Each district shall set its own number determined for a quorum.

c) Each district may include a District Board of Directors meeting at its Spring Convention. Fall board meetings are encouraged for the beginning of the first year of a new administration. This will facilitate dissemination of new materials published by GFWC.

Section 9. Each club shall be entitled to two representatives at the convention - the President, as a District Board member, and one delegate elected by the club or her alternate.

Section 10. Regularly accredited delegates, officers of the district and members of the Board of Directors shall constitute the voting body of the District Convention.

Section 11. District elections shall occur at the District Convention held prior to the regular GFWC-AR elections. The Nominating Committee shall be composed of at least three members from district clubs elected at the previous fall District Board of Directors meeting. Elections shall be conducted in accordance with Article III, Section 4 of GFWC-AR Bylaws.

Section 12. The District President shall keep in touch with all clubs in her district, visiting them when possible, and performing such other duties as usually pertain to the office of President. As a member of GFWC-AR Board of Directors, the District President should keep her clubs in close touch with the work of the Federation, being guided by its regulations and policies. Immediately after the GFWC-AR convention at which election is held, or no later than ten days thereafter, the retiring District President shall transfer to her successor all files and materials pertaining to the district.

Section 13. Dues to the district from each club shall be determined by the Executive Committee of each district. Receipt for payment of dues shall entitle delegates to a seat in the district meeting and voting privileges.

 

STANDING RULES

Section 1. Expenses Allowed GFWC of Arkansas President

a) To further the work of the Federation, the President shall receive 18 percent of all GFWC-AR dues collected each year, excluding the amount allotted for publishing Federation Speaks. She will not make an accounting of this fund.

b) Since the President is a member of the GFWC Board of Directors and represents her federated clubs at GFWC conventions and board meetings, GFWC-AR shall pay expenses for her, which are not paid for by GFWC, to attend such meetings, as follows: round trip, tourist plane fare; medium-priced single hotel room; meals at meeting and registration fees.

c) Since the President is a member of the South Central Region Conference, she represents the clubs of her state at the annual fall SCR meeting. GFWC-AR shall pay expenses for her to attend such meetings as follows: round trip, tourist plane fare; medium-priced single hotel room; conference meals and registration fees

d) A suite of rooms (or a room) suitable for holding Executive Committee and other meetings shall be provided for the President during each GFWC-AR convention and board meeting.

e) The President shall be reimbursed for postage, stationery, telephone calls and other expenditures.

Section 2. Expenses of Other Officers and Chairmen

a) Expenses of officers other than the President shall be reimbursed as follows: President-Elect not to exceed $40; Vice President not to exceed $60; Treasurer and Recording Secretary not to exceed $60 each; Corresponding Secretary, Parliamentarian and Advisors not to exceed $15 each.

b) The Chairmen of Departments may receive postage or other expenses not to exceed $20 each year to carry out the work of departments and their divisions.

c) Chairmen who have charge of any special projects of GFWC-AR may receive an allowance of $10 each per year.

d) In the second year of the administration, in order to add continuity to the transition from one administration to the next, the President-Elect may attend the GFWC orientation meeting and GFWC-AR shall pay her expenses for travel, tourist plane fare round trip; medium-priced single room and meals.

e) At the end of an administration, the newly elected President shall attend the GFWC convention with GFWC-AR paying expenses for her which are not paid for by GFWC as follows: tourist plane fare round trip; medium-priced single room, meals and registration fees.

Section 3. Expense Reporting

a) All allowances, except the 18 percent of dues allowed the President and meals in President’s expenses under Standing Rules, Section 1 b) and c), shall be made only when itemized statements have been approved by the Budget and Finance Committee.

b) Expense allowances for all officers and chairmen must be submitted annually to the Chairman of the Budget and Finance Committee, prior to Convention, for the action of that committee.

c) Division Chairmen shall submit statements for their allowable expenses to their respective department chairmen for approval, such division expenses to be included in the total department expenses of $20.

Section 4. Convention Expenditures and Fees

GFWC-AR Obligations

a) GFWC-AR shall provide for the guest speaker from General Federation, her motel room with all meals, and any transportation not paid for by GFWC.

b) Meals shall be provided for other guest speakers.

c) GFWC-AR shall provide for its President a suite of rooms (or a room) suitable for holding Executive Committee and other meetings during each convention.

d) The GFWC-AR shall be responsible for collecting all meal and registration fees as determined by the Convention/Meetings Coordinator with the approval of the Executive Committee for annual conventions and board meetings and shall, in turn, pay the hotel or caterer. Such per capita registration fees shall be published with the Call to Convention and will be directed to defray expenses incurred at these meetings.

e) The hostess district shall receive $35 from convention registration fees to help defray the expenses of the annual convention, with no further monetary allowances being made.

f) The sum of $10 may be provided for a memorial service.

g) Printing of the official call, programs and credential cards shall be paid for by GFWC-AR.

h) All bills that are to be paid from the GFWC-AR treasury must be presented to and allowed by the Executive Committee and approved by the Budget and Finance Committee immediately following Convention adjournment.

District Obligations

a) The district serving as convention hostess shall provide floral and/or other decorations for banquets and luncheons and any favors it may desire. It shall pay all other expenses that usually devolve upon a hostess, including courtesies to guests. The $35 allowed the district from GFWC-AR registration fee may be used in any way the district desires. All other expenses incurred by the district shall be paid by the district.

b) The Hosting District may provide courtesy gifts/baskets to visiting guests and to the GFWC-AR President at its own expense.

c) The Hosting District Chairman and the Convention Meeting Coordinator shall work together to find entertainment and plan receptions. The cost of either or both of these is to be decided ahead of time by these parties. The total amount to be paid by GFWC-AR will not exceed $150.

Section 5. Convention/Meeting Coordinator (CMC)

The CMC shall be appointed by the GFWC-AR President and her duties shall be the following:

a) Consults with the President as to the needs of the meetings.

b) Works with hosting district as to the convention meeting place.

c) Contacts and makes arrangements for Board/Convention meetings at the designated meeting place, unless other arrangements have been made with the hosting district for a convention to be held in its district.

d) Selects the menus for all meals unless other arrangements have been made with the hosting district (as in 3 above).

e) Provides GFWC-AR President with meeting room names for her agenda preparation.

f) Arranges for the collection of all registration and meal ticket monies.

g) Insures that all bills at the meeting places are paid in conjunction with the GFWC-AR Treasurer, Budget and Finance Chairman, and the GFWC-AR President.

Section 6. Directory and Club Presidents’ Manual

The manual will be distributed as follows: Local clubs (2), Districts (2), Executive Committee, Department Coordinators and Chairmen, Contest Chairmen, Special Projects Chairmen, Past State Presidents, and Members-at-Large (1) each.

Section 7. GFWC-AR Treasurer’s Obligations

The GFWC-AR Treasurer shall maintain the state finances via an automated system, as approved by the Executive Board and Budget and Finance Committee.

The GFWC-AR Treasurer shall pay the South Central Region dues of $40, or the amount specified by the Region, before October 1 of each year.

Section 8. Cellular Phones/Beepers

Cellular phones and beepers are not to be in use during any meetings, workshops, or food functions. Audible ringers on cellular phones and beepers are to be turned off.

Section 9. South Central Region (SCR)

GFWC-AR shall be a member of the South Central Region with the Federations of Arizona, Louisiana, New Mexico, Oklahoma and Texas. As such, it shall pay the annual dues as required by SCR.

GFWC-AR may endorse a candidate to serve on the South Central Region Executive Committee. This must be done at the annual meeting of GFWC-AR in the odd-numbered years.

 

In the Pulaski Circuit Court for Incorporation of the Arkansas Federation of Women’s Clubs*

Your petitioners respectfully show that they now desire to become incorporated under the provisions of the Act for Incorporation benevolent association Sections 1788-1797 inclusive of Crawford and Moses Digest of the Statutes of Arkansas and they pray that certificate of incorporation be issued under the name of General Federation of Women’s Clubs of Arkansas.

Darden Moose

Attorney for Petitioners hereafter named

 

ARTICLES OF AGREEMENT AND INCORPORATION

Article I (Name)

The name of this organization shall be the Arkansas Federation of Women’s Clubs.

Article I (Name)

The name of this organization shall be the General Federation of Women’s Clubs of Arkansas.

Carolyn Huttig, President Virginia Bartos, Secretary August 15, 1990

Article II (Object)

The object of this Federation shall be to share mutual counsel and helpfulness and to unite the influence and service of women in promoting all movements looking toward the betterment of life.

Article III (Membership)

The General Federation of Women’s Clubs of Arkansas shall be comprised of the undersigned together with such women’s clubs, city federations, county federations, district federations, and kindred organizations as shall hereinafter become members.

Article IV (Application for Membership)

Any woman’s club, city federations, county federations, district federations or kindred organization desiring to become a member of this organization may make application to the undersigned persons, who by vote of not less than four of their number, may grant such application, and thereupon said applicant shall be a member of this organization. The undersigned persons shall cease to function for said purposes as soon as four or more of such women’s clubs, federations or kindred organizations shall have become members of this organization whereupon further applications for membership in this organization shall be presented to and passed upon by the said organizations being at that time members of this corporation. The undersigned persons shall have not successors in the membership of this organization.

Article V (Powers)

The Federation shall have the power to make contracts by and through the President and Secretary when authorized so to do by the Board of Directors; to acquire, hold and transfer both real and personal property, to adopt and use a seal; and all written contracts to bind the Federation shall be executed by the President and Secretary and attested by the seal of the Federation.

Article VI (Officers)

The officers shall be: President, President-Elect, Vice-President, three Advisors, Treasurer, Recording Secretary, Corresponding Secretary, and Parliamentarian. Upon dissolution of the organization, its assets shall be distributed for one or more exempt purposes within the meaning of Section 501 ( c )( 3 ) of the Internal Revenue Code of 1986, or corresponding Section of any further tax code or shall be distributed to the Federal, State, or Local government for a public purpose. Any such assets not so disposed by the Chancery Court of Pulaski County, Arkansas, to an organization organized exclusively for such charitable purposes.

Article VII (Purpose)

The purposes for which this corporation is organized are exclusively charitable within the meaning of Section 501(c)(3) of the Internal Revenue Code of 1986 with a corresponding provision of any future United States Internal Revenue law. Its purposes shall be limited to those specified therein. Further, its powers are limited to those within the scope of that Section. Further, notwithstanding any other provision of these articles, this organization shall not carry on any activities not permitted to be carried on by an organization exempt from federal income tax under Section 501 ( c )( 3 ) of the Internal Revenue Code of 1986 with a corresponding provision of any future United States Internal Revenue law.

Article VIII (Amendment)

This Constitution may be amended at any Biennial Convention by a two-thirds vote of those present and entitled to vote, the proposed amendment having been submitted thirty days previous to the Board of Directors and appended to the official call.

In Testimony Whereof, we have hereunto set our hands this 4th day of December, 1928.

Mrs. Minnie U. Fuller, President Mrs. J. M. Stinson, Gen. Du.

Petition granted 12/7/28 MH

Mrs. Chas. F. W. Loewer Mrs. B. L. Willey, Rec. Sec.

Mrs. Elise A. Loke Mrs. E. R. Norton (Per B.L.W.)

Filed for record December 7, 1928 and recorded December 1, 1928.

O. L. McNair, Circuit Clerk by V. S. O’Neal, D.C.

(Book 4, Benevolent Associations, page 303)

Mrs. Minnie U. Fuller, President Mrs. J. M. Stinson, Gen. Du.

Debbie Thomas, President JeNelle Lipton, Secretary

August 11, 1992

Amended and Recorded on April 30, 2000

Julianne H Sallee, President Shirley Morgan, Secretary

Glenna Ragan, President Marian Ferguson, Secretary

Amended and Recorded on May 3, 2008

Clydine Davis, President Judy Reed, Secretary

Amended and Recorded on May 1, 2010

Debbie Hall, President Phyllis Orlicek, Secretary

Amended and Recorded on May 4, 2012

Debbie Kehrli President Kathy Wilburn Secretary

 

INTERNAL REVENUE SERVICE DISTRICT DIRECTOR

C - 1130

ATLANTA, GA 30301

Date: AUG 2 7 1992

Employer Identification Number: 71-0502075

Contact Person: BRENDA WILKINS

Contact Telephone Number: (404) 331-0192

GENERAL FEDERATION OF WOMENS CLUBS OF ARKANSAS

PO BOX 330

FORREST CITY, AR 72335

Accounting Period Ending: May 31

Form 990 Required: Yes

Addendum Applies: Yes

Dear Applicant:

Based on information supplied, and assuming your operations will be as stated in your application for recognition of exemption, we have determined you are exempt from Federal income tax under section

501(a) of the Internal Revenue Code as an organization described in Section 501(c)(3).

We have further determined that you are not a private foundation within the meaning of Section 509(a) of the Code, because you are an organization described in Section 509(a)(2).

If your sources of support, or your purpose character, or method of operation change, please let us know so we can consider the effect of the change on your exempt status and foundation status. In the case of an amend­ment to your organizational document or bylaws, please send us a copy of the amended document or bylaws. Also, you should inform us of all changes in your name or address.

As of January 1, 1994, you are liable for taxes under the Federal Insurance Contributions Act (social security taxes) on remuneration of $100 or more you pay to each of your employees during a calendar year. You are not liable for the tax imposed under the Federal Unemployment Tax Act (FUTA).

Since you are not a private foundation, you are not subject to the excise taxes under Chapter 42 of the Code. However, you are not automatically exempt from other Federal excise taxes. If you have any questions about excise, employment, or other Federal taxes, please let us know.

Grantors and contributors may rely on this determination unless the Internal Revenue Service publishes notice to the contrary. However, if you lose your Section 509(a)(2) status, a grantor or contributor may not rely on this determination if he or she was in part responsible for, or was aware of, the act or failure to act, or the substantial or material change on the part of the organization that resulted in your loss of such status, or if he or she acquired knowledge that the Internal Revenue Service had given notice that you would no longer be classified as a Section 509(a)(2) organization.

Donors may deduct contributions to you as provided in Section 170 of the Code. Bequests, legacies, devises, transfers, or gifts to you or for your use are deductible for Federal estate and gift tax purposes if they meet the applicable provisions of Code Sections 2055, 2106, and 2522.

Contribution deductions are allowable to donors only to the extent that their contributions are gifts, with no consideration received. Ticket pur­chases and similar payments in conjunction with fundraising events may not necessarily qualify as deductible contributions, depending on the circum­stances. See Revenue Ruling 67-246, published in Cumulative Bulletin 1967-2, on page 104, which sets forth guidelines regarding the deductibility, as chari­table contributions, of payments made by taxpayers for admission to or other participation in fundraising activities for charity.

In the heading of this letter we have indicated whether you must file Form 990, Return of Organization Exempt From Income Tax. If Yes is indicated, you are required to file Form 990 only if your gross receipts each year are normally more than $25,000. However, if you receive a Form 990 package in the mail, please file the return even if you do not exceed the gross receipts test. If you are not required to file, simply attach the label provided, check the box in the heading to indicate that your annual gross receipts are normally $25,000 or less, and sign the return.

If a return is required, it must be filed by the 15th day of the fifth month after the end of your annual accounting period. A penalty of $10 a day is charged when a return is filed late, unless there is reasonable cause for the delay. However, the maximum penalty charged cannot exceed $5,000 or 5 per­cent of your gross receipts for the year, whichever is less. This penalty may also be charged if a return is not complete, so please be sure your return is complete before you file it.

You are not required to file Federal income tax returns unless you are subject to the tax on unrelated business income under Section 511 of the Code. If you are subject to this tax, you must file an income tax return on Form 990-T, Exempt Organization Business Income Tax Return. In this letter we are not determining whether any of your present or proposed activities are unre­lated trade or business as defined in Section 5l3 of the Code.

You need an employer identification number even if you have no employees. If an employer identification number was not entered on your application, a number will be assigned to you and you will be advised of it. Please use that number on all returns you file and in all correspondence with the Internal Revenue Service.

This determination is based on evidence that your funds are dedicated to the purposes listed in Section 50l(c)(3)of the Code. To assure your continued exemption, you should maintain records to show that funds are expended only for those purposes. If you distribute funds to other organizations, your records should show whether they are exempt under Section 501(c)(3). In cases where the recipient organization is not exempt under Section 501(c)(3), there should be evidence that the funds will remain dedicated to the required purposes and that they will be used for those purposes by the recipient.

If we have indicated in the heading of this letter that an addendum applies, the enclosed addendum is an integral part of this letter.

Because this letter could help resolve any questions about your exempt status and foundation status, you should keep it in your permanent records.

If you have any questions, please contact the person whose name and telephone number are shown in the heading of this letter.

Sincerely yours,

 

/s/ Paul Williams District Director

 

Enclosure(s):

Addendum

You are required to make your annual return available for public inspection for three years after the return is due. You are also required to make available a copy of your exemption applications, and supporting documents, and this exemption letter. Failure to make these documents available for public inspection may subject you to a penalty of $10 per day for each day there is failure to comply (up to a maximum of $5,000 in the case of an annual return). See Internal Revenue Service Notice 88-120, 1988-2 C.B. 454, for additional information.

If your organization conducts fund-raising events such as benefit dinners, auctions, membership drives, etc., where something of value is received in return for contributions, you can help your donors avoid difficulties with their income tax returns by assisting them in determining the proper tax treatment of their contributions. To do this you should, in advance of the event, determine the fair market value of the benefit received and state it in your fund-raising materials such as solicitations, tickets, and receipts in such a way that your donors can determine how much is deductible and how much is not. To assist you in this, the Service has issued Publications 1391, Deductibility of Payments Made to Charities Conducting Fund-Raising Events. You may obtain copies of Publication 1391 from your local IRS Office. Guidelines for deductible amounts are also set forth in Revenue Ruling 67-246, 1967-2, C.B. 104 and Revenue Procedure 90-12, 1990-1 C.B. 471.