“WHAT IS?”

Welcome to the GFWC Illinois Metamora-Germantown Hills Junior Woman’s Club!

We understand there is much information to absorb but please take the time to look it over, so you, as a member, are well informed of club activities and their purposes. Hopefully, some of your questions will be answered below.  This is an outline -- if you have questions, please feel free to call any of the board members.

WHAT IS GFWC?

The General Federation of Women’s Clubs is an international women’s organization dedicated to community improvement by enhancing the lives of others through volunteer service. The General Federation of Women’s Clubs, one of the world’s largest and oldest women’s volunteer community service organizations, was founded in 1890 and is headquartered in Washington, DC. GFWC has more than 100,000 members in affiliated clubs in every state and over a dozen countries. GFWC members support the arts, preserve natural resources, promote education, encourage healthy lifestyles, stress civic involvement, and work toward world peace and understanding.

In GFWC, clubs are divided into regions depending on location. The Metamora-Germantown Hills Junior Woman’s Club is a member of the Great Lake Region. The membership consists of the state federations of Illinois, Indiana, Michigan, Ohio and Wisconsin. The purpose of the GFWC Great Lakes Region is to promote a better understanding of the structure, programs, challenges and objectives of the General Federation of Women's Clubs.

WHAT IS GFWC ILLINOIS?

The GFWC Illinois is an organization with international affiliation dedicated to community improvement by enhancing the lives of others through volunteer service. GFWC Illinois was founded in 1895 and is headquartered in Joliet, Illinois.  Illinois is proud to have 182 Women’s clubs, 59 Junior Women’s Club, and 6 Juniorette Clubs for a total of 8318 members of GFWC working hard to improve their communities.  The Metamora-Germantown Hills Junior Woman’s Club is in federation with the General Federation of Women’s Clubs in Illinois.

WHAT IS THE 17TH DISTRICT?

In the State of Illinois, clubs are divided into districts depending on location.  The Metamora-Germantown Hills Junior Woman’s Club is a member of the Central Region and is a member of the 17th District.  The 17th District includes all GFWC Illinois Federation of Women’s Clubs in the Livingston – Logan - McLean - Woodford counties.  There are 16 clubs in the 17th District.  There is also a Junior District within the 17^th General District with 7 clubs.

WHAT IS THE METAMORA-GERMANTOWN HILLS JUNIOR WOMAN’S CLUB?

The Metamora-Germantown Hills Junior Woman’s Club was organized February 25, 1971.  We are a non-profit volunteer organization whose purpose is the improvement of social, moral, and educational conditions in the community and state, to encourage personal growth, and to foster lasting friendships. We are comprised of a membership of women, who must be at least 18 years of age (which is our only age requirement).  We are single, married, working and homemakers.

WHAT IS THE EXECUTIVE BOARD OF THE METAMORA-GERMANTOWN HILLS JUNIOR WOMAN’S CLUB?

The Executive Board of the Metamora-Germantown Hills Junior Woman’s Club consists of the President, Vice President, Secretary, Treasurer, and Parliamentary Advisor.  The Executive Board is elected annually at the March business meeting.  In January, the Vice President serves as the Nominating Committee chairman. She selects a nominating committee of five members.  She announces the nominative slate at the February business meeting and the membership votes at the March business meeting.

President - The President will be selected by the Nominating Committee and voted on in March. The President shall preside at all meetings and over the Board of Directors.  She appoints all chairmen of the standing committees and the departments.  She shall be an ex-officio member of all committees.  She shall also represent the club as a member of the 17th District and 17^th Junior District Board.

Vice President - The Vice President will be selected by the Nominating Committee and voted on in March. The Vice President shall assume the duties of the President in her absence. The Vice President serves as the Membership Chairman.  She is responsible for securing new members for the club, accepting the applications for membership and entering the names in the membership file.  She also sees that all members uphold the membership rules. She also serves as the Nominating Committee Chairman.

Secretary - The Secretary will be selected by the Nominating Committee and voted on in March. The Secretary will record the minutes of all meetings and takes attendance of all members.  She conducts all general correspondence of the club. She receives and/or writes thank-you’s, and correspondence from other organizations. The correspondence received and sent will be reported at both the Board and Business Meetings. She also serves as Bylaws chairman and shall act as chairman of the Sunshine Fund.

Treasurer - The Treasurer will be selected by the Nominating Committee and voted on in March. The Treasurer will be the sole custodian of all fees and other monies belonging to the Club.  She will keep an itemized account of all receipts and expenditures and will present a report of the status of these funds each month at the Board and Business meetings.  She is also authorized to write checks for expenditures required.  The Treasurer of the Club is bonded.  The books of the Treasurer will be audited annually.  She serves as chair of the Budget Committee.

Parliamentary Advisor - Parliamentary Advisor is the outgoing or another former President who assists the President should there being any problems or questions during the club year.

The term of the Executive Board shall be for 1 year from June to May.

To become President or Vice-President, you must have been a member of the Metamora-Germantown Hills Junior Woman’s Club for at least 2 years.

The elected Executive Board will be installed at the Installation Banquet in May and will officially take office at the changeover board meeting in June.

WHAT IS THE BOARD OF DIRECTORS?

The Board of Directors consists of the Standing Committee Chairman in the areas of Avenue of Flags, Budget, Bylaws, Community Improvement Project (CIP), Historian, Junior of the Year/Outstanding Service, Reporting, Public Relations, and Ways & Means.  The term for each of these positions (except CIP) is one year.

The Board of Directors along with the Executive Board have the power to create, unite or discontinue departments, standing committees, or special committees as need arises, oversee all business not provided in the Bylaws subject to the approval of the Junior Woman’s Club.

Chairman of the Standing Committees mentioned above will be selected by the Incoming President by the Installation Banquet in May.

 To become a member of the board of directors, you must be a member in good     

 standing who has attended meetings and volunteered for service work.

WHAT ARE BOARD MEETINGS?

Board meetings consist of the Executive Board (President, Vice President, Secretary, Treasurer, and Parliamentary Advisor) and the Standing Committee (Chairman of the different areas - Avenue of Flags, Budget, Bylaws, Community Improvement Project, Historian, Reporting, Public Relations, and Ways & Means).  Department chairman are also included.

The Board meets four times a year, meeting in June, September, January, and March, unless otherwise ordered by the President.

At Board meetings, all events, projects, etc. are presented for discussion if necessary; any Bylaws changes are discussed, dates of meetings and events are discussed.

WHAT ARE BUSINESS MEETINGS?

The business meetings are held the fourth Tuesday of each month.  The location of the meetings is at Germantown Hills Fire Station, Holland Road & Prairie Avenue, in Germantown Hills. We begin the business meetings at 7:00 p.m. with doors opening at 6:15 p.m. 

The department hosting the meeting has the opportunity to have a short program after the meeting and is to be approximately 15/20 minutes in length. (A program is not required at the meetings – it depends on the department).  Before and after the meeting, the membership is encouraged to look over sign-up sheets, enjoy refreshments, and visit. 

At these meetings, members are informed of new information following the publication of the monthly newsletter as to what service work is being planned, upcoming fund raisers, social events, events that have taken place during the month or that are being planned in conjunction with the GFWC Illinois, our Junior District, District, and conventions.

All members are encouraged to attend as many meetings as possible.

WHAT IS BUDGET?

The Budget Committee shall prepare the annual budget and present their recommendations at the October Business Meeting.  This Committee consists of the outgoing Treasurer, the incoming Treasurer, President, and any member who wishes.

WHAT IS BYLAWS?

The Bylaws Committee shall examine the Bylaws for any needed revision, presenting amendments when necessary.  It shall make the members conscious of their need to know and comply with the Bylaws.  This Committee consists of the Secretary who serves as the Chairman, President, and two members at large who shall be appointed by the Chairman.  For a complete set of our Bylaws, please see our club yearbook.

WHAT IS A CHAIRMAN?

The chairman of an area is selected by the Incoming President.  The term is for 1 year.  The office will officially begin at the Changeover Board Meeting in June with the previous Chairman handing over all materials from the previous year.

If a member would like to be chairman of an area, she must be considered a member in good standing (attend business meetings and participate in service work).  A member may request to the Incoming President if she meets such qualification which area she would like to preside over.

The Chairman will preside over her committee and will plan events/programs with her committee. She will be spokesman of the area and inform the Executive Board, Board of Directors, and Membership of events/programs being planned, dates, places, etc.

WHAT IS JUNIOR OF THE YEAR/OUTSTANDING SERVICE?

Junior of the Year is an award presented to an active Federated Junior clubwoman for her accomplishments during the past year. 

Outstanding Service is an award presented to an active Federated Junior clubwoman for her accomplishments during her entire junior career.

Juniors are judged on offices held at Junior Club, Junior District, and District Levels, committee and project work, innovative ideas and creativity, dependability, willingness to share ideas, cooperation, participation, attitude, sense of humor, ability to interact positively with other members, enthusiasm, and attendance.

This committee consists of Junior of the Year and Outstanding Service Award winners from the past two years.

WHAT IS A HOT LINE?

In case something comes up from the time that the newsletter is published and members need to know the information, you need to contact the President.  She will begin a phone tree by contacting her officers with the information.  Then the officers will contact the members placed under her name with the information.  This is called a Hot Line.

WHAT ARE SIGN UP SHEETS?

Chairman will provide “Sign-Up Sheets” indicating the type of event, location, time, date, and any other pertinent information.  Each member is requested to look at the sign-up sheets prior to the business meeting and afterwards and sign up their name to activities of their interest.

HOSPITALITY - For each general meeting, except the September meeting, one department acts as “host” and is in charge of hospitality.  (The September meeting is hosted by the board.)  The meeting “host” (1) plans or prepares a program if desired, (2) brings refreshments, (3) sets up for the meeting, (4) cleans up after the meeting.  Meeting set up includes setting up tables and chairs, setting up a greeter’s table, retrieving meeting supplies from the attic (e.g., name tags, pencils and slips of paper for the auction basket), setting up refreshments, setting up for the program or presentation if one is to be given.  Clean up after the meeting includes returning meeting supplies to the attic, cleaning up refreshments, taking out the garbage, wiping off tables and sweeping the floor as necessary.

GREETER – At each general meeting a member of the Hosting Committee will serve as greeter.  The greeter is to make members and guests feel welcome.  The greeter should arrive 15 minutes early to see that each person gets their nametag, agenda, and any other material.  The greeter should also remind each person to check the Attendance Sheet and invite them to purchase a chance on the Auction Basket and contribute to the Birthday/Anniversary Bank.

WHAT IS BIRTHDAY/ANNIVERSARY BANK?

The Birthday/Anniversary Bank is for members to deposit the appropriate number of pennies per year of their birthday or anniversary (i.e., 30 years old, deposit 30 cents).  This bank is passed at every business meeting.  At the end of two years, the money is donated to a charity chosen by the membership by majority vote.

WHAT IS REFLECTIONS?

“Reflections” is a brief inspirational writing to be shared with the group at the close of a meeting.  Suggestions include:  a favorite poem, an article from a newspaper or magazine, or a passage from a book.  Members sign up for the month of their choice.

WHAT ARE DUES?

Members pay dues annually.  The cost of our dues is thirty-five dollars.  If not paid by October 1, there will be a five dollar late charge.  These dues are used to pay for our membership into the 17th District and the GFWC Illinois Federation.  A dollar is paid out of each member’s dues for the Illinois Clubwoman magazine.  The remaining money is put into our general fund for operating expenses.

WHAT IS ILLINOIS JUNIOR WEEK/MONTH?

During the month of October, the GFWC Illinois has designated one week in that month (usually the 2nd week) as Illinois Junior Week.  During this week, the Chairman will plan events during the week, Proclamations signed by both Mayors of Metamora and Germantown Hills, honor firemen, etc.  In other words, beginning on Sunday (maybe even earlier) through Saturday - each day will have a special event planned.

The Chairman of the Departments and Executive Board plan the events for the week.  The month of October has also been designated as Junior Month by GFWC Illinois and special events are planned.

WHAT IS SPRING CONVENTION?

Because the Metamora-Germantown Hills Junior Woman’s Club is a part of the 17th (General) and the 17th (Junior) Districts, there are two conventions to attend in March/April.   (The hosting club will determine location, date and time, which will be given to the President when she attends District Board Meetings).

At the General Convention, there is a business meeting, a luncheon followed by an awards ceremony.  At the Junior Convention, (it is encouraged that as many members attend this convention as possible) there is a dinner followed by an awards ceremony.  At both of these conventions our club receives recognition (certificates) for the work we have done in our projects, fund raising and leadership areas.

This recognition of awards is based on the reports that are sent to the District in February.

It is a very special day and evening and a great morale booster for the club and especially the chairman, committee, and members to know that their hard work did not go unseen.

WHAT IS STATE CONVENTION?

This convention is held in May (location, date, and time determined by the GFWC Illinois) in conjunction with the General Federation of Women’s Club.

As with our Spring Convention, the reports that we send in February also go to the GFWC Illinois for recognition and awards.

This convention is a great opportunity to see the different areas of the GFWC Illinois, meet our GFWC President, GFWC Illinois President, GFWC Director of Junior Clubs, GFWC Illinois Director of Junior Clubs, District Women Club Presidents, District Directors of Junior Clubs, and other officers and see how we all unite together.

Depending on the location, we stay overnight, attend some of the banquets (receive a lot of awards), go shopping, eat and lots lots more!!! We have a lot of fun!!!

Each meeting becomes easier to understand, faces become more familiar and friendships begin.  We encourage our members to join not only for the pleasure of meeting new friends but also to participate in our service work.  After all, that is what our club is about - helping others that are less fortunate.  Therefore, it is very important to have our membership volunteer their time for the betterment of our community and state.  Our main objective is to encourage our members to do what they can, we understand that each member has a life outside of Junior’s, and cannot live and breathe the club.  We just ask that you make an attempt!

If you have any questions at all, please feel free to talk to anyone on the Board -- we want you to enjoy and have fun as a member of the GFWC Illinois Metamora-Germantown Hills Junior Woman’s Club.

Created by Donna Cross (1996)

Revised by Donna Cross and Gina Hulett (1999)

Revised by Donna Cross (2003)

Revised by Donna Cross and Amy DeFreitas (2007)