FWG, Inc.

Policies & Procedures

ELECTION OF OFFICERS/DIRECTORS
The election of Officers is held at the Annual Business Meeting in accordance with the procedures specified in the Bylaws and Policies and Procedures. All voting members must be in good standing and on the active FWG roster.

INSTALLATION OF OFFICERS
The Presiding Officer shall be the Immediate Past President with the Outgoing President, newly elected Officers and Directors as participants. DECORATIONS AND TOKENS OF APPRECIATION The use of a covered table with candles and a floral centerpiece adds to the significance of the ceremony. The incoming President presents an appropriately engraved plaque to the Outgoing President on behalf of the membership. Traditionally, the Outgoing President presents the FWG, Inc. gavel to the Incoming President. A token memento of appreciation for outgoing Executive Board members is selected by the outgoing President, on behalf of the membership, with the expenses paid by FWG, Inc. in an amount not to exceed $10.00 per memento. INSTALLATION CEREMONY Presiding Officer:

"On behalf of the outgoing Executive Board, I thank you for making our term of office rewarding and enjoyable. We pledge our continued support to FWG, Inc. and its new Executive Board. It is now my pleasure to install the new Officers and Directors of FWG, Inc. Will the newly elected Officers please come forward as your name is called."
The new Officers come forward in order (President, President-Elect, Vice President, Secretary and Treasurer) and stand such as they were instructed by the Immediate Past President at the rehearsal. After the oath of office, a step backward is taken so that the Presiding Officer can move on to the next officer. When the ceremony has been completed, the newly installed Officers return to their places.

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OATHS OF OFFICE
PRESIDENT , you will now assume the office of President of FWG, Inc. All Officers, Directors and committees will look to you for guidance. Your leadership will guide us in fulfilling the FWG, Inc. objectives in the coming year. Will you accept this responsibility and promise to fulfill, to the best of your ability, the duties of President? If so, answer I Will." PRESIDENT-ELECT , you have been elected President-Elect. It is your responsibility to assume the duties of the President in his/her absence and to serve as official hostess at all FWG, Inc. functions. Will you accept this responsibility and promise to fulfill, to the best of your ability, the duties of President-Elect? If so, answer I Will." VICE PRESIDENT , you have been elected Vice President. You will serve as Chairman of the Membership Committee and as advisor to the Executive Board on redistricting matters. In addition, you are to assume the duties of the President in the absence of the President and President-Elect. Will you accept this responsibility and promise to fulfill, to the best of your ability, the duties of Vice President? If so, answer I Will." SECRETARY , you have been elected Secretary. You are to record the minutes of all meetings, handle all FWG correspondence and make available copies of these documents when necessary. Will you accept this responsibility and promise to fulfill, to the best of your ability, the duties of Secretary? If so, answer I Will." TREASURER , you have been elected Treasurer. You are responsible for collecting and disbursing FWG, Inc. money and keeping accurate record of all transactions. You are to submit a report at each Executive Board meeting and at the Annual Business Meeting. Will you accept this responsibility and promise to fulfill, to the best of your ability, the duties of Treasurer? If so, answer I Will." IMMEDIATE PAST PRESIDENT , you will now assume the office of Immediate Past President of FWG, Inc. Directors and committees will look to you for guidance. Your past
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leadership responsibilities will guide us in fulfilling the FWG, Inc. objectives in the coming year. Will you accept this responsibility and promise to fulfill, to the best of your ability, the duties of Immediate Past President If so, answer I Will.
(The newly installed Officers return to the places as determined at the rehearsal.)

DISTRICT DIRECTORS Presiding Officer: "Will the newly elected District Directors please come forward."
(The new District Directors come forward and stand as determined at the rehearsal. As each Director's name is called, she steps forward. The District Directors collectively take their oath of office):

"You have been elected District Directors. It is your responsibility to act as liaison between the Executive Board, Chapters, and members of your respective Districts. Will you accept this responsibility and promise to fulfill, to the best of your ability, the duties of District Director? If so, answer 'I Will."
(The newly installed Directors return to the places as determined at the rehearsal.) (Following the Oaths of Office, the Presiding Officer addresses the membership):

"Will all members please stand. As FWG, Inc. members, we are obliged to support the Officers and Directors in their efforts and to participate in all FWG, Inc. activities." "Will you, as members of FWG, pledge your full support to our new Officers and Directors in order that they may fulfill their official responsibilities? If so, answer 'I Will'. Please be seated." PRESIDING OFFICER ADDRESSES NEW OFFICERS AND DIRECTORS: "We congratulate you and wish you a most successful term of office. Madam President, would you care to say a few words?"
(The newly installed President gives a brief acceptance speech and presents a plaque to the Outgoing President who, in turn, presents the gavel to the President.)

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NEW MEMBER CEREMONY

All new members are to be formally welcomed during the Annual Conference.

Participants
The President, as Presiding Officer; assisted by the Vice President, as Membership Committee Chairman; and new members.

Ceremony
1. The Membership Committee Chairman asks each new member to come forward as his/her name is called and to remain standing. The Presiding Officer addresses the new members: "On behalf of Florida Women in Government, I extend a warm welcome to each of you. When you accept membership in FWG, Inc., you also accept an obligation to uphold the objectives of FWG, Inc., and to promote the professional and educational advancement of women employed in government. Understanding these objectives, will you pledge to give your full support, to accept and abide by the Bylaws and Policies and Procedures of this organization? If so, answer, 'I Will'." 3. The presiding officer addresses the general membership: "Members of FWG, Inc., will you accept the responsibility of welcoming these new members and acquaint them with the accomplishments and activities of our organization? If so, answer, 'I Will'." 4. Presiding officer addresses new members: "It is my privilege to welcome each of you as members of FWG, Inc. May your membership bring you pleasure and rewarding achievements. You may now be seated." Following the ceremony, the Executive Board and others should congratulate new members.

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CONFERENCE LOCATION SELECTION

A member interested in bidding to hold FWG, Inc.s Annual Conference in his/her city shall write to the Executive Board. It is necessary that the proposing member provide the Board with sufficient information on the availability of educational, hotel and meeting facilities in his/her city. The Board's decision on Conference location is made two years in advance of a Conference. Departure from this procedure shall be discretionary upon the Executive Board.

ANNUAL CONFERENCE
If so desired, the Conference Coordinator, in conjunction with the Executive Board and the Standing Committees, may contract with an educational institution to provide assistance with the education program. The Executive Board must approve all education contracts before being signed. Conference registration fees and a surcharge for non-members will be set by the Executive Board with input from the Conference Coordinator to ensure all conference expenses are covered. Provisions may be made for partial attendance fees. Regent members will be offered a fifty percent (50%) discount on conference registration.

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STANDARD CONFERENCE RULES

Current members shall have voting powers: 1. 2. 3. Each member shall wear the official badge throughout the meeting sessions. A door check by the Registration Committee may constitute a roll call for each session. Professional Decorum: Each and all FWG members shall conduct themselves in a professional manner at all times. Any personal grooming should be attended to privately and not during the course of the Annual Conference proceedings. Persons exiting the assembly area shall do so quietly. Any member who does not observe this professional decorum, may be requested to leave the premises. Permission to return may be considered and granted by the majority vote of the Executive Board members present. Use of cell phones or any electronic devices, other than to officially record Conference proceedings by the proper officer, is not permitted during assembly of the Annual Conference to avoid disruption or distraction from Conference proceedings. Ringers must be turned off or set to silent mode. Exiting the Conference proceedings to make or return calls should be limited to emergencies only. In order to receive recognition to speak on the floor, a member shall remain standing until recognized by the Chair, give name, governmental entity and present comments. Debate shall be limited to three minutes per speech. No one may speak twice on any subject while there are others desiring to speak, and no one may speak more than twice on the same subject on the same day. Debate on each question shall be limited to 10 minutes. All main motions from the floor shall be presented in writing to the Secretary. All members may present motions and vote. Election: Following the report of the Chairman of the Nominating Committee, and it is the desire of the membership by two-thirds (2/3) vote, nominations may be made from the floor. A nominee shall have consented to be a candidate for office and be present. The Annual Reports of the organization shall be presented from the floor, with the exception of the Treasurer, Nominations, Bylaws, and Policies and Procedures which will be distributed in printed form to all registrants. The Conference rules shall be adopted, or suspended, or rescinded at the opening of the Annual Conference but not later than the beginning of the Annual Business Meeting by a two-thirds (2/3) vote by those present having voting powers. The policies and procedures shall be ratified, suspended, or rescinded at the Annual Business Meeting by a two-thirds (2/3) vote by those present having voting powers. Florida Women in Government members and authorized guests eighteen (18) years of age and older may attend conference social functions. Any Family functions will be specifically noted in the published program.

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GUEST SPEAKER/SPECIAL GUESTS

All guest speakers/special guests at the Annual Conference are to be presented with a token of appreciation. When the event following their presentation is a refreshment break, guest speakers/special guests should be invited to attend.

PRESIDENT'S SOCIAL
All registrants are invited to attend the President's Social following the annual banquet.

ANNUAL CHAPTER PRESIDENT'S MEETING

At the Annual Conference, an informal meeting shall be held for all local chapter Presidents for the purpose of sharing ideas and providing input on chapter activities during the past year. The Conference Chairman will coordinate with the conference hotel to provide an appropriate meeting room for this purpose, and will include notification of the meeting in the conference events.

AWARDS
There will be various types of awards that can be issued by the Outgoing President and/or Executive Board at the Annual Conference Banquet and before the Installation of the New Officers. These are: 1. Chapter of the Year Awards (Diamond and Sapphire Categories) - Guidelines and application are provided by the Policies & Procedures. The Presidents Council will use the following Chapter of the Year Awards guidelines to determine the recipients, if any. In addition to the Policies and Procedures, these guidelines will be provided to the membership via the newsletter. Member of the Year Award At the Outgoing Presidents discretion to a member who has professed to her exceptional assistance, service and support throughout her term. Membership Service Awards To be presented to active members who have reached a milestone of continuous membership at 20 years and at subsequent intervals of five years. Special Awards Presented as appropriate and at the discretion of the Outgoing President or the Executive Board.

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The following Chapter of the Year Award guidelines will be used by the Presidents Council to determine the recipient of this award. These guidelines will be submitted to the membership via FWG, Inc.s newsletter.

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