General Federation of Women’s Clubs Middle Atlantic Region
STANDING RULES (Amended October 6, 2012)
I. I. GENERAL POLICIES
A. The name of the organization shall be the GFWC Middle Atlantic Region (GFWC MAR).
B. The purpose of the GFWC MAR shall be to promote a better understanding of the structure,
program, and challenge of the GFWC.
C. The membership of the GFWC MAR shall include clubwomen from Delaware, New Jersey,
New York, and Pennsylvania.
II. II. FINANCIAL POLICIES
A. The fiscal year shall be from July 1 through June 30.
B. Annual Dues – Each state federation shall pay annual dues of $75.00 payable on or before
the Annual Meeting.
C. The Treasurer or President shall be empowered to sign all checks.
D. Conference Expenses:
1. Registration Fee – The registration fee for those attending the Annual Conference
shall be determined by the Board of Directors. Registration fees shall be applied to
the expenses of the Annual Conference. Any surplus shall be deposited in the Region
2. Funds, as required, may be advanced to the hostess state on approval of the Board of
Directors. These funds must be repaid in full within 60 days following the close of the conference.
3. Financial Reports:
a. Requests for reimbursement for Conference expenses by officers or committee
members shall be submitted along with receipts for expense verification to the
GFWC MAR Conference Chairman within 14 days following the Conference.
b. The Conference Chairman shall submit a detailed financial report along with
expense verification, together with a check for surplus monies made payable to
the GFWC Middle Atlantic Region, to the Treasurer within 60 days following the
close of the Conference. A copy of the Financial Report shall also be sent to the President.
The report will be distributed to members attending the semiannual meeting following the
4. Region Conference registration fees shall be waived for current Region LEADS
5. The GFWC Middle Atlantic Region officer who will be serving as the President
at the time of the Conference shall sign the hotel contract for the Conference and
provide signed contract copies to the hostess State President and Conference
Chairman. Proviso: Beginning with the 2011 Region Conference.
E. Redistricting - In the event of a redistricting of the Region by GFWC, the remaining funds
in the Region treasury shall be prorated on a state federation basis and shall become the
property of the corresponding constituent organization. In the event of dissolution of the
Regions, the remaining funds in the Region treasury shall be refunded to the member state
federations on a prorated basis.
F. If funds are available, a gift to the GFWC Headquarters shall be selected by the Board of
Directors and presented at the GFWC Convention in the even-numbered years.
III. III. OFFICERS
A. The officers shall be President, Vice-President, Secretary, and Treasurer selected in the
following rotation: Pennsylvania, New York, Delaware, New Jersey. The offices of
Secretary and Treasurer may be combined if the Region deems it advisable.
B. Eligibility – Candidates for office shall:
1. Be a member of a club in active membership in the Region.
2. Have served at least one term on the GFWC Board of Directors.
3. Each candidate shall be endorsed by her state. The endorsement shall be obtained at
the state convention assembled in the odd-numbered year or, in the absence of such
previously identified convention, by the endorsement of 2/3 of the active clubs in the
state federation. Endorsement shall be properly documented and sent by certified mail
to the Region Nominating Committee Chairman.
C. No state may have more than one officer serving at the same time.
D. No officer shall serve more than one consecutive two-year term in the same office.
E. Vacancies – A vacancy in any elective office shall be filled by election of the Board of
Directors of the Region for the unexpired term. The resident state of the vacating office
shall notify the President in writing of its nominee to fill the unexpired term.
F. Duties of Officers
1. The President shall:
a. Preside at all meetings of the Region and Board of Directors.
b. Serve on the Board of Directors of the GFWC.
c. Plan the Annual Meeting and Conference with the Board of Directors.
d. Arrange the meeting to be held during the GFWC Convention.
e. Appoint such committees as may be needed to implement the work of the
Region. State Presidents shall assist by providing necessary names.
f. Serve as ex-officio member of all committees except the Nominating Committee.
g. Provide information about hotel reservations for the Annual Conference to all
members in attendance at the Semi-Annual Meeting.
h. Compile a report of her administration to be filed with the Region records and
with her successor. At the end of the administration a report of her administration,
photographs, programs, meeting minutes and any related information shall be sent
to the GFWC Women’s History and Resource Center for historical preservation.
2. The Vice-President shall:
a. Perform the duties of the President in her absence.
b. Assist the President in the carrying out of the purposes of the Region.
c. Serve as ex-officio member of the Finance Committee.
d. Be responsible for purchasing the Past President’s pin.
3. The Secretary shall:
a. Record the minutes of all meetings of the GFWC Middle Atlantic Region
Conferences, the Board of Directors, and the Semi-Annual Meeting during
the Annual GFWC International Convention. The Secretary shall submit
minutes to the Middle Atlantic Region President, Parliamentarian and, with
the exception of the minutes of the Board of Directors Meetings, to the
Committee members appointed for approval of the minutes within 30 days
after each meeting.
b. Report and submit a written report for the files at the Annual Meeting and at
the Semi-Annual Meeting during the GFWC Convention. Copies are to be
sent to the Board of Directors.
4. The Treasurer shall:
a. Deposit all funds in a bank account and disburse funds as allocated in the
Budget or upon authorization of the President.
b. Report and submit a written report for the files at the Annual Meeting and
at the Semi-Annual Meeting during the GFWC Convention. Copies are to
be sent to the Board of Directors.
c. Close the financial records by the end of the fiscal year, June 30th, of the
even-numbered years, and turn the records over to the incoming Treasurer
within 30 days.
d. Serve as an ex-officio member of the Finance Committee.
e. The Treasurer shall send a dues notice by July 15th to each of the four State
5. The officers shall serve as voting delegates to the GFWC Convention.
IV. NOMINATIONS AND ELECTIONS
A. A Nominating Committee of four (4) members, one from each state, shall be elected at
the Annual Meeting in the even-numbered years. Immediately following the election
of the committee, the committee shall elect a chairman.
It shall be the duty of each committee member to bring the name of her state’s endorsed
candidate to the committee. The committee shall review qualifications and state
endorsement of candidates for each office as submitted by each individual and state and
present a slate of officers to the GFWC MAR for election. The slate must be sent to the
MAR President 90 days prior to the date of the Annual Meeting in the odd-numbered
calendar year. This committee may conduct its business by mail, email, and/or
telephone with the results properly documented.
The Nominating Committee shall present its report at the meeting at which the election
will occur. The nominating slate shall be included with the Call to the meeting.
Nominations may be made from the floor following the committee report. Candidates
nominated shall have met the requirements of eligibility and shall have consented to
serve if elected.
B. Elections – Election of Region Officers shall take place at the Annual Meeting in the
second year of the GFWC administration. A plurality vote shall elect. Where there is
only one candidate for a given office, election may be by voice vote. If there is more
than one candidate for an office, the vote shall be by ballot.
C. Installation – Installation of new officers shall take place at the close of the Semi-Annual
Meeting in the even-numbered years. They shall assume the responsibilities of office
immediately following the close of the meeting.
A. A. Annual Meeting – There shall be an Annual Meeting of the Region in the fall of each year
unless otherwise determined by the GFWC Board of Directors. The site of the Annual
Meeting/Conference shall be determined by the hostess state in consultation with the Region
President and the GFWC President-elect and approved by the GFWC Executive Committee.
The meetings shall be for the purpose of hearing reports, conducting business of the Region,
and for presenting a program to promote the objectives of GFWC.
B. B. Semi-Annual Meeting – There shall be a Semi-Annual Meeting of the Region held during
the GFWC Convention. The agenda for this meeting shall include the Installation of New
Officers in the even-numbered years. It shall include such other items of business as the
President and the Board of Directors may consider appropriate.
C. C. The Call – The President shall send the Call to the Conference Meetings at least 60 days
prior to the meeting date. This Call shall be sent to all members of the Board of Directors,
GFWC International Past Presidents residing within the Region, the funded GFWC
Chairmen authorized to attend, and to GFWC Chairmen and Committee members in the
Region. State Presidents shall furnish copies of the Call to all member Clubs and other
appropriate officers and Chairmen at least 45 days prior to the meeting. Information about
hotel reservations for the Annual Conference should be available to all members in attendance
at the Semi-Annual Meeting.
VI. BOARD OF DIRECTORS
A. The Board of Directors shall consist of the Region officers, Chairmen of the Region
Committees, and the Presidents and Directors of Junior Clubs of member states. This
Board shall manage the affairs of the Region, recommend the disposition of Region funds,
make recommendations to the Region, fill vacancies in an elected office, and perform such
other duties as may herein be provided or authorized by the Region. The Board shall meet
annually prior to the Annual Meeting and at other times, if necessary, at the call of the
A quorum for meetings of the Board shall consist of six (6) people, with at least one
person from each state of the Region.
B. The President shall appoint a Parliamentarian who will attend all meetings of the Board of
Directors and the Annual Meeting. She shall be a member ex-officio of the Standing Rules
VII. VII. STANDING COMMMITTEES
A. Auditing – An Auditing Committee of four (4) members, one from each state, shall be
appointed by the Region President at the Semi-Annual Meeting in the even-numbered
years. The President shall designate the Chairman of this committee.
The committee shall audit the Treasurer’s accounts before the close of the GFWC
Convention and submit its report at the Annual Meeting in even-numbered years.
B. Standing Rules – There shall be a Standing Rules Committee of four (4) members, one
from each state, appointed by the President. The President shall designate the Chairman
of this committee. It shall be the duty of this committee to receive proposals for
amendments, meet prior to the Annual Meeting to review the Standing Rules of the
Region taking into consideration all proposed amendments, and submit all amendments
to the assembly for action before the close of the Annual Meeting.
C. Finance – A Finance Committee composed of the Treasurer, Vice-President ex-officio,
and four (4) members, one from each state, shall be appointed by the President. The
President shall designate the Chairman. This committee shall present an annual Budget
for approval at the Annual Meeting. A copy of the Budget shall be distributed to each
person attending the Annual Meeting.
D. Term – The term of these committees shall be for the two-year administration.