FWG, Inc.

Policies & Procedures

COMMITTEES
Standing and special committees are to meet as often as necessary to fulfill their purpose. Each Committee Chairman, with the exception of the Nominating and Audit Committees, shall choose the members of his/her committee and clearly explain its goals. Committee Chairmen shall prepare and deliver progress reports as requested by the President. At the Annual Conference, each Chairman shall deliver to his/her successor all correspondence, records, and properties pertaining to the committee and submit an annual report of the committee's activities and accomplishments. Special committees may be created by the President to perform a specific purpose and shall automatically dissolve when that purpose has been fulfilled.

ACTION COMPLIANCE TEAM ("ACT")

ACT shall assure the implementation and compliance of all directives, motions, policies, procedures, and By-Laws adopted/directed by the membership and/or Executive Board ("Items"), excluding, however, any Items concerning the immediate next Annual Conference (which is monitored by the Host Conference Committee). 1. ACT shall maintain an on-going record, which shall reflect all required actions for implementation by FWG, Inc. An internal control system, such as the assignment of job numbers, shall be created and monitored for compliance by the members of ACT (i.e. Act-95-1, ACT-95-2, etc.). The Executive Board secretary shall provide ACT, as soon as practicable after each meeting, a list of all Items that require implementation and follow-through. ACT will promptly notify the responsible committee(s) and/or individual(s) of said Items. The responsible parties will then proceed with all work necessary for implementing of said Items and report status to ACT on an on-going basis until Item is completed or incorporated, as required. If the responsible parties do not report to ACT, ACT will take the initiative to determine Item(s) status. ACT will submit a written detailed report to the Board at least twice each year, delineating each Item and providing information concerning the progress and status of follow-through for all Items. Said report shall include, but not be limited to those Items adopted/directed retroactive to the 1990-1991 fiscal year. ACT's membership shall consist of two members and an advisor appointed by the President. Said advisor shall assist ACT members for the purposes of initial organization and to establish procedures.

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AUDIT COMMITTEE
The Audit Committee shall be chaired by a former Past Treasurer and shall consist of the Chairman and two other members who have formerly served as Treasurers to be appointed by the Executive Board. An audit shall be conducted immediately upon the closing and at the site of the Annual Conference. (It will be helpful to review the previous audit prior to that time.) The Audit Committee shall, within twenty-one (21) days thereafter, transfer the pertinent records to the Incoming Treasurer. AUDIT COMMITTEE - Suggested Guidelines 1. 2. 3. 4. 5. 6. 7. 8. 9. 10. 11. 12. 13. 14. 15. Follow a written, organized program aimed toward a thorough examination of the books, stating the name of the organization and the period audited. For the purpose of these guidelines, Books shall include membership files, receipt books, general ledger, checkbook, bank deposits and bank statements. All cash in possession of the Treasurer should be counted, including checks not deposited. As of the audit date, the bank balance should be reconciled with the cash balance indicated on the Treasurer's books. Cash on hand and in the bank must reconcile with the amount shown on the books. The Audit Committee shall receive the last bank statement from the Treasurer to reconcile. Any discrepancies shall be clarified by the Audit Committee. Check association roster with list of membership cards issued. Verify receipts against the list of membership cards issued. Verify that all checks received have been deposited. Verify all cash receipts against bank statements. Verify that disbursements are properly recorded in the ledger and that all disbursements are made as approved. Review checkbook to determine that no checks are signed in advance and that all checks are accounted for. Review paid checks to determine that only authorized signatures appear thereon. Following the Annual Conference, prepare statement of actual income and expenses for the past fiscal year. Prepare a list of outstanding checks. the Audit Committee's findings and conclusions.

16. Submit to the Executive Board at completion of the audit, a written report showing

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BYLAWS COMMITTEE
The Bylaws Committee shall consist of the Chairman and his/her appointees and is assigned the following duties: 1. Notify the membership of procedures for submitting amendments and of the December 1 deadline. Notification may be through the newsletter. Submit proposed and recommended amendments to the Executive Board for approval at the last Board meeting prior to the June Conference. Copies of proposed amendments, approved by a majority of the Executive Board, shall be provided to the membership prior to the opening of the Annual Conference. Present proposed amendments at the Annual Business Meeting. Provide newly adopted Bylaws to the membership as soon as practical following the Annual Conference, through any available means (such as the organizations website, newsletter, etc.)

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CONFERENCE COMMITTEE
The Conference Committee shall consist of the Chairman and his/her appointees and is assigned the following duties: 1. 2. 3. 4. 5. 6. 7. 8. Coordinate with the President and Conference Educational Program Committee on Conference Theme. Coordinate with hotel on all matters incident to the Conference. Coordinate with the present Board on plan seating arrangements for head tables at the banquet. Have membership ribbons prepared for distribution at registration according to district: NW-light blue; NE-red; SW-purple; SE-pink. Obtain ribbons for 1st time Conference attendees. (Gold) Officers, Directors, Past Presidents, and Committee Chairmen will be provided with an additional ribbon identifying each as such. Plan and provide refreshments for hospitality room and Presidents social, with expense to be paid from donations or FWG, Inc. Treasury. Obtain door prizes, donations, coordinate drawings, provide and distribute tickets to attendees, draw tickets and award prizes in conjunction with the Conference Educational Program Committee. Prepare an information sheet on Conference events and a list of area restaurants and attractions to be included in the Conference packets. Ask host city members to coordinate a tour of governmental facilities for interested Conference attendees (optional). Make all arrangements incident to exhibits. Engage a photographer to take a group photograph and a photograph of newly elected Executive Board. The group photograph is to be available for purchase prior to the end of the Conference. Coordinate with Conference Educational Program Committee the Annual Conference Brochure. Present ideas to Board of Directors for input and approval prior to production. Coordinate with the Conference hotel to provide an appropriate meeting room for Chapter Presidents, and include notification of the meeting in the Conference events. Compile a comprehensive financial report of all Conference proceedings to be submitted to the Executive Board within 90 days of the end of the Conference. Should the financial report substantiate revenues from the Conference, a check payable to the Organization for the total amount of these proceeds, to include any seed monies received in advance from the Organization, should be delivered together with the Financial Report. Provide Historian with copies of all pertinent information, i.e. name of Conference attendees, copies of Brochure, Program, etc.

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CONFERENCE EDUCATIONAL PROGRAM COMMITTEE

The Conference Educational Program Committee shall consist of the Chairman and his/her appointees and is assigned the following duties: 1. Explore sources of instructional programs for Annual Conference, and recommend topics and programs to the Executive Board for the Conference Educational Program. Allow time in the program for District Directors to hold a meeting with all members from their area. Submit questionnaires to the membership for thoughts and ideas on future conferences. Coordinate with the Vice President in obtaining tokens of appreciation for all guest speakers/special guests. Assign a District Director to greet and introduce each guest speaker/special guest upon arrival. Coordinate the Annual Conference Brochure with Conference Committee the Annual Conference Brochure. Present ideas to the Executive Board for input and approval prior to production. Obtain a comprehensive financial report of all Conference educational activities from the contracted institution to be submitted to the Executive Board within 90 days of the end of the conference. If no institution was contracted, a note denoting so should be presented to the Executive Board at its first Executive Board meeting following the Conference for record keeping.

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NOMINATING/ELECTION COMMITTEE
The Nominating/Election Committee shall be chaired by the Immediate Past President, consist of the three most recent Past Presidents who are qualified to serve, plus two members selected by the Executive Board. The Immediate Past President shall chair it. If any of the three past Presidents are unwilling or unable to serve, the Executive Board shall select members necessary to provide a full committee of five (5) members. The Committee is assigned the following duties: 1. Confirm that all nominees for office meet the qualifications in accordance with Bylaws, Article V, Section II. Inform nominees of the duties corresponding to the office to which they aspire. Receive nominees' confirmation. Prepare slate and ballot no later than sixty (60) days prior to the Annual Conference. Obtain list of current, paid members from the Membership Committee. Prepare report containing the total number of ballots mailed and number distributed at Conference. This report is to be given orally to the Conference assembly shortly after the business meeting convenes. Prepare official ballots, which shall bear the association logo and raised seal, for mailing along with the slate of officers to members in good standing forty-five (45) prior to the first day of the Annual Conference. Distribute slate and ballot on the first day of the Annual Conference to new members who joined subsequent to the time the slate and ballots were mailed. Said new members must show proof of membership and sign for receipt of the ballot. New members must turn their ballots in to the Chairman of the Teller's Committee prior to the conclusion of the first day's session. Ballots returned by mail to the Chairman of the Teller's Committee ten (10) days prior to the Annual Conference shall be placed in an envelope and sealed. Ballots turned in by new members at the conclusion of the first day's session shall also be placed in an envelope and sealed. During the Annual Business Meeting, the Tellers Committee shall be excused to count the ballots. While the ballots are being tabulated, Delegates shall remain in their seats without conversation during the election process. Second ballots will be used if re-balloting is necessary.

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NOMINATION/ELECTION COMMITTEE EXHIBIT "A" FWG. INC. OFFICIAL BALLOT

Mark an "X" in the space to the right of the names of the candidate of your choice. Any improperly marked ballots will be disqualified. Do not write in the names of any candidate until they have qualified pursuant to Article VIII of the Bylaws. WRITE IN(S) PRESIDENT-ELECT VICE PRESIDENT SECRETARY TREASURER DIRECTORS: SOUTHEAST DIRECTOR A DIRECTOR B _____________________________ _____________________________ _____________________________ _____________________________

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SOUTHWEST DIRECTOR A DIRECTOR B

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NORTHEAST DIRECTOR A DIRECTOR B

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NORTHWEST DIRECTOR A DIRECTOR B

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Policies & Procedures

HISTORIAN/HISTORICAL COMMITTEE
The Historical Committee shall consist of the Chairman (Historian) and his/her appointees and is assigned the following duties: 1. 2. 3. 4. Maintain an attractive, up-to-date FWG, Inc. scrapbook and encourage members to submit suitable material. Retain FWG, Inc. historical information. Maintain a chronological historical record of FWG, Inc. Maintain a chronological list of all recipients of the Dr. John E. Miklos Scholarship fund and the amounts awarded. Total of all scholarships awarded should be included in the Association Chronicle and updated each year, in the Membership Director. Prepare an updated Association Chronicle annually and insure its inclusion in the Membership Directory.

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MEMBERSHIP COMMITTEE
The Membership Committee shall be chaired by the Vice President, consist of the Chairman and his/her appointees, and assigned the following duties: 1. 2. 3. 4. 5. 6. 7. 8. Promote membership growth. Explore new sources for prospective members. Welcome new members at the Annual Conference Opening Reception. Contact absentee members. Submit publicity concerning FWG, Inc. objectives and its activities to District Directors for distribution to their local news media. Inform members of job opportunities through FWG, Inc newsletters. Shall maintain updated membership records and receipts in a timely manner. After receiving the member's dues receipt from the Treasurer, the Vice President shall record the dues payment in the membership files, and prepare a package back to the member which will include: For individuals renewing membership: the current membership card issued and signed by the Vice President as Membership Chairman, and dues receipt. Shall have updated membership directory ready for printing by June 30th of each year and provide and provide for its distribution through New and Renewal Membership packets. Send out FWG, Inc. renewal invoices to the membership in the month of September.

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POLICIES AND PROCEDURES COMMITTEE

The Policies and Procedures Committee shall consist of the Chairman and his/her appointees and is assigned the following duties: 1. Notify the membership of procedures for submitting amendments and of December 1 deadline thereof. Such notification may be through the FWG, Inc.s Newsletter. Submit proposed recommended amendments to the Executive Board for approval at the last Board meeting prior to the Annual Conference. Copies of proposed amendments, approved by a majority of the Executive Board, shall be provided to the membership prior to the Annual Conference. Present proposed amendments at the Annual Business Meeting. Provide newly adopted policies and procedures to the membership as soon as practical following the Annual Conference through any available means (such as the organizations web site, newsletter, etc.

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PRESIDENTS COUNCIL (A Council of Presidents)

This Committee, to be addressed here forth as the Council," shall be chaired by the Immediate Past President. It will be comprised of past FWG. Inc. Executive Board Presidents, for as far back as the past 15 years, and who are current members of FWG. Inc. The Council should have at least three active members. The Council's responsibilities will include: 1. 2. Give advice and assist current Conference Committee as to Conference concerns. Observe current Conference role and provide a Constructive Conference Performance Evaluation to be presented to the Board at its first official meeting. Attention should be given to the positive aspects of the conference; advice should be provided on ways to correct shortcomings. Discuss general pending issues and recommend course of action to the Board. Be the arbitrary committee on any issue, as deemed necessary, based on the Council's FWG, Inc. knowledge and experience about the organization. Screen and recommend to the Executive Board candidates for Honorary Membership; maintain the list of Honorary members, purging as necessary. Serve as advisor to the Executive Board on redistricting matters. Review the submissions for Chapter of the Year Award at the last Presidents Council meeting before Conference, ensuring accuracy of the submissions, and determining the recipient of this award. The Councils Chairperson will present the results in a closed envelope to the Outgoing President at the Conference Banquet at time of awards.

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The Presidents Council's regular meeting will be held the Friday night before Quarterly Executive Board meeting. Council members are encouraged to be present at all Executive Board meetings.

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SCHOLARSHIP FUND COMMITTEE DR. JOHN E. MIKLOS SCHOLARSHIP COMMITTEE

The Dr. John E. Miklos Scholarship Committee (also referred to as the Scholarship Committee) shall consist of a Chairman and two other members appointed by the Chairman. The Scholarship Committee will be responsible for the entire scholarship process including but not limited to, application reviews, updates and evaluations according to established guidelines and to make a recommendation for scholarships to the Executive Board as the Boards meeting at the beginning of the Annual Conference. The Scholarship Fund Committee will maintain keep track, together with the Treasurer, of the various Scholarship funds as follows: a. A Scholarship Sponsor Fund. Members will be asked, in conjunction with the membership annual reminder, to donate $1.00/month, $12.00/year to support our the Scholarship Fund. The Scholarship Fund Committee will also maintain A Conference Scholarship Fund. Ten percent (10%) from the central Scholarship Fund balance will be earmarked for Conference Scholarship Awards. The purpose of the Conference Scholarship Fund will be to fund costs to qualified members to attend the annual conference. Members must complete a scholarship application only after all other means have been exhausted. An Educational Fund. This Fund will serve to purchase educational material and tools to support the necessary training towards the creation and management of a virtual university or any other similar educational mechanism. Starting balance from this account will be a transfer of funds for $5,000 from the current Scholarship Fund balance. Prudent expenses to be paid from this Fund must be presented to and approved by the Executive Board. Future income to this Fund will be any training fees charged to attendants or participants to any trainings presented by FWG and any other funds raised for this purpose. Exceptions to these amounts must be presented and reviewed by the Executive Board on an as needed basis and put through a vote for approval.

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Qualifications. Applicant must: 1. 2. 3. 4. 5. 6. Be an active member in good standing whose governmental entity will not financially support his/her attendance. Demonstrate hardship in order to be considered. Have attended at least one annual Conference within the last three years. Promise to actively participate in future fundraisers geared to raise funds for Conference Scholarships for at least a year after award. Accept sharing accommodation with other Conference Accommodation costs might not be covered by the Scholarship. attendants.

Provide his/her own transportation or participate in car pooling with other Conference attendants.

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Policies & Procedures

SCHOLARSHIP AND APPLICATION GUIDELINES

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Applicant must be a member in good standing of FWG, Inc. or a member of the immediate family of an FWG, Inc. member. Sponsored applicants must submit a signed affidavit of sponsorship by the member. Immediate family means spouse or dependent child. Dependent child is defined as son, daughter, stepchild, eligible foster child, or adopted child. It is also defined as the members child, 24 years old or under as of the end of the application calendar year, enrolled as a full-time student at an accredited school. Dependent child is also defined as an unmarried child or a married child who is a member of the applicants parent-member household. If applicant is a dependent child of a FWG member, applicant must provide proof of school enrollment, age and place of residence. Applicant must be a legal citizen of the United States and resident of the State of Florida, is a high school graduate or have obtained a GED. Applicant must have attended an accredited college, university, community college, or vocational institution. Prior recipients are eligible to apply, whether you are planning to be a full or part-time student. Applicants are required to be working in a public/governmental entity and/or enrolled in a curriculum of Public Administration, Political Science, or other government field. Scholarship recipients must maintain a Grade Point Average (GPA) of 2.0 (C) or better. Scholarships shall be awarded during the Annual Conference in the amount determined by the Scholarship Committee and approved by the Executive Board. Awards will not be announced prior to the Installation Banquet. Payment of award will be made directly to the successful applicant by July 15 following the Annual Conference. Scholarship recipients must sign a notarized affidavit stating that all funds for educational reimbursement regardless of their source shall not exceed the total cost of tuition, classes, lab fees and required books. Application form must be complete. If a section does not apply, write "not applicable." Incomplete applications will not be considered.

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Following is the complete Scholarship Application Package.

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