PROCEDURES

 

  • Meeting Agenda:  The meeting shall begin with the Welcome, Invocation, and Pledge of Allegiance, introduction of guests, update of events, New Business announcements, program speaker, door prize drawing, and adjournment. 
    • Food shall be available at the beginning of the meeting.
    • Minutes and Treasurer’s report shall be made available and questions regarding those reports requested from the floor.
    • The general meeting shall adjourn by 1:00 p.m.

 

  • Programs: This person shall be responsible for scheduling speakers.  It is a recommended that the Women’s Division shall not incur any expense for speakers.  A club calendar established annually will determine the actual number of programs not to exceed twelve (12).  It is not necessary to have a formal program each month.   Occasional evening meetings are suggested to allow members to attend who might not otherwise be able to attend the mid-day meetings.

 

  • Hospitality: This person shall be responsible for the recognition of members birthdays, and anniversaries at monthly meetings. This position will also be responsible for correspondence relating to birthdays, anniversaries, births, deaths, etc.  The board may authorize the Hospitality Chairman to send monetary gift to a charity designated by the recipient or floral recognition in the event of the death of a member or the member’s immediate family.  Said monetary gifts or floral recognition should not exceed $50.

 

  • Police/Fire Appreciation: This committee will be responsible for coordinating a presentation to local Police and Fire departments on an annual basis honoring them for their service to the community. Committee may contact these departments for suggestions and should seek Board approval prior to making commitments.

 

  • Membership Social:  This committee will be responsible for planning an event for the purpose of recruiting additional members and retention of returning members within the constraints of the budget as approved by the Board. This event serves as the January meeting.  The Chairman of this event is required to keep an accurate record of all aspects of the event for the following year’s chairman.  This record should include all financial information; all participant information together with any pertinent information necessary to insure the continued success of the event.

 

  • Christmas Spirit:  (SEE GUIDELINES AS ATTACHED.)

 

  • Great Taste of Grapevine:  The Chairman of this event must have served as a committee member on this event for at least one year prior.  The Board has established basic guidelines that should be followed.  The Board should be kept informed of any deviance from the basic guidelines before changes are made.  The Chairman of this event is required to keep an accurate record of all aspects of the event for the following year’s chairman.  This record should include all financial information; all participant information together with any pertinent information necessary to insure the continued success of the event. Proceeds from this event benefit the Christmas Spirit Fund and SeniorFest.

 

  • Second-Hand School Supplies:  The person chairing this committee shall be responsible for coordination of solicitation, collection, packing and delivery of school supplies from area school campuses as well as any other viable source to the recipients in our Sister City in Mexico. 

 

  • SeniorFest:  This free dinner/dance is intended to honor and recognize the senior citizens of our community.  The Chairman of this event is required to keep an accurate record of all aspects of the event for the following year’s chairman.  This record should include all financial information; all participant information together with any pertinent information necessary to insure the continued success of the event.

 

  • Holiday Charity Ball: This is an annual dinner/dance which serves as a fund-raiser for the Christmas Spirit fund.  The woman chairing this committee must have at least one year prior experience working on the Holiday Charity Ball.  The chairman of this event is required to keep an accurate record of all aspects of the event for the following year’s chairman.  This record should include all financial information; all participant information together with any pertinent information necessary to insure the continued success of the event. Chairman should prepare a budget to insure that the ticket price will cover the expense of the event and insure a profit.  The proceeds of this event will be given to the Christmas Spirit Fund. 

 

  • Woman of the Year:  The previous year’s recipient serves as chair of this committee. If the previous year’s recipient is unable to serve, the President of the Women’s Division will serve as Chairperson. The chair will determine how to share the responsibilities of the committee with the honorary co-chair.  The committee will be comprised of the past recipients of the Woman of the Year Award and will determine by vote as to whom will be the incoming Woman of the Year.    The current President and the Immediate Past President (Board Parliamentarian) are not eligible for this award until they have completed the responsibilities of these offices.  The current President and President-Elect are both asked to attend the meeting as NON-Voting participants unless they are Past Woman of Year recipients and they WILL be allowed to vote along with the other past Women of the Year.  Solicitation for nominations for Woman of the Year may include through local newspapers, the Chamber of Commerce newsletter, local community organizations and the general membership of the Women’s Division.  Voting shall be by secret ballot and the honoree must have a majority vote.  Chairperson is to have available the nominations, which will be read by different members of the committee to the entire committee, followed by discussion.  The chair will be responsible for contacting the honoree’s family to ensure they will attend the Holiday Charity Ball.  The chair will be responsible for ordering an engraved plaque and flowers to present to the new honoree at the Holiday Charity Ball.  The previous year’s HONOREE customarily makes this presentation if she is available and willing to do so.

 

 

 

 

 

 

 

 

 

DETAILED PROCEDURES

PROCEDURES FOR PRESIDENT

Additional responsibilities include:

  • If the past year’s Woman of the Year recipient is unable to do so, serving as Chairperson for Woman of Year Committee as a Non-Voting participant unless she is a Past Woman of the Year and therefore will also be allowed to vote.
  • It is encouraged that the President attend GVC monthly luncheons and Ambassador events whenever possible.
  • The President will write a monthly column for the Women’s Division’s newsletter as well as the Grapevine Chamber of Commerce’s newsletter.
  • The President will maintain a binder to document her year’ work to include:
    • Calendar of Events for the year
    • Monthly Minutes from the Board Meetings
    • Monthly Treasurer’s Report
    • Monthly Newsletters
    • By-Laws
    • Monthly Agendas for the Board Meetings
    • Monthly Agendas for the General Membership Meetings

The President shall have final approval of all written correspondence related to any event being marketed for promotional purposes.

  • All emails requested for broadcast to the general membership shall have the prior approval of the President before its distribution by the President-Elect.

      

PROCEDURES FOR PRESIDENT ELECT

 

Additional responsibilities include:

  • Coordinating, scheduling and ordering the food for the monthly luncheons, providing the RSVP guest list for check-in purposes the day of the general meeting and emailing the same list to the Treasurer for accounting purposes. 
  • Maintaining the name tags and Membership Binder.  Send welcome letter and website directory application form to all new members.
  • Arrange to have on hand $300 for petty cash to be used at the monthly luncheons
  • She will keep spreadsheet data current on all members and publish directory and email to all members by end of July March.
  • On an ongoing basis, she will advise Hospitality Committee Chair and Communications Liaison Officer with new member’s information after directory is published.
  • She will serve as a member of the Membership Social Planning Committee. 
  • She will be responsible for sending broadcast emails and providing an article for the monthly newsletter and maintain a binder of her activities to be turned over to the next incoming President Elect.
  • She will attend all monthly Board meetings and present the membership enrollment status.
  • She will also be invited to attend the Woman of the Year committee meeting as a NON-Voting participant; although if she is a past Woman of the Year she will be allowed to also vote.

 

 

PROCEDURES FOR TREASURER

 

Treasurer’s additional responsibilities include:

  • She will provide copies of the approved Treasurer’s Report at the general meeting for the members to review.
  • She will report quarterly sales tax collected from t-shirt sales.  File report with State Comptroller no later than the 20th of the month following the close of each quarter.
  • Reconcile checking account monthly.  Maintain files of paid invoices and deposits made.
  • Provide a monthly article for the WDGVC newsletter summarizing Event Income and Event Expenses.
  • Maintain a binder by month to include the Treasurer’s Report, Bank Checking Statement and Monthly Luncheon summary.  Also include in this binder the Event summaries. 

            Events “Special” Accounting Needs -

                        Great Taste of Grapevine – Invoice Voucher Coupon Holders

                        Membership Luncheons – Invoice No Shows

·        Reimburse all expenses related to Events with Committee Chairs approvals.

 

 

 

POLICE/FIRE APPRECIATION PROCEDURES

 

This event was originated to THANK the Police and Fire departments within a reasonable budget approved by the Board.  More of a kind gesture with something to take to them also…example:  cookies, popcorn, etc.  There may be years that something SPECIAL will be done also.  Just make sure that you always have permission from the CHIEFS on things that you would like to do for them.

 

This event does not have any specific month set aside as the date for the event.

It has been done in the past around Valentine’s Day, St. Patrick’s Day, DPS Appreciation Day or just a regular date with no theme.

 

You need to contact the Fire Chief and the Police Chief to make sure the day you are distributing the food, etc. is a good day for them….So that we are not interrupting training, etc.   Also ask that they let their departments know when we will be arriving.

 

You need to ask the Chiefs about the different SHIFTS and  provide for each shift, if possible. 

 

Check your budget for the amount allowed to spend.

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

MEMBERSHIP SOCIAL PROCEDURES

 

The Membership Social is held in lieu of our January Regular meeting. The place is to be determined by the Membership Social chairperson. It is usually not held at our regular monthly meeting place. It has been held also at a member’s home. There is nothing set in stone about place.

 

Several times and formats have been utilized:

  • Night meetings have been good to get more people to come and find out about Women’s Division.
  • Noon meetings have also been held.  Time limitations have been a factor in noon meetings.
  • A come and go has been tried in the past.

 

A creative way to get the potential members to get to know our projects is the goal of the meeting. Posters showing our different events have been displayed. Also the Presidents’ scrapbooks have been brought to show pictures of our events.

 

Food of various sorts - from light to heavy hors d’oeurves and desserts have been served. The members pay their regular amount for the meal and guests are free. The cost of the event should not exceed the cost of a person’s meal at a regular membership luncheon.

 

An invitation is sent to all the members, and the members let the committee know whom they want invitations sent, or the member gets invitations and sends them herself. Email invitations have also been sent in the past to our regular members, but regular mail is also sent to prospective new members.

 

Past invitations should be kept for the next chairperson as a reference. 

 

We have had tablecloths on the tables and centerpieces for the tables. Those centerpieces can be given as door prizes during the event. (The Founder’s Building is free and we can get the tablecloths for free).

 

 

CHRISTMAS SPIRIT PROCEDURES

 

            Christmas Spirit is the charitable arm of the Women’s Division.  The Christmas Spirit Fund is a separate bank account and these funds are used ONLY for the charitable projects of the Women’s Division.  The funds for the Christmas Spirit Fund come from proceeds of the Holiday Charity Ball and some funds from the Great Taste.  These projects do change as to the needs of the community and are voted on by the Women’s Division Board.  In the past many of the projects have been in conjunction with GRACE because they are aware of the needs of the community at all times.

            Currently, the two main projects of Christmas Spirit are the helping of our senior citizens in need at Christmas and providing school supplies for children in GCISD whose parents could not afford to purchase them.

            At Christmas we provide gifts for each senior; these gifts are donated or purchased from our fund.  The names of the seniors are placed on a tree and are adopted by generous donors.  The Christmas Spirit Fund pays for a voucher for each recipient.  We have tried to provide some sort of extra gift, i.e. toiletries, cleaning supplies, etc.  In the past we have, also, provided food when needed.

            In August just prior to the starting of school we provide school supplies and usually backpacks to children so that when they start school they can participate with the rest of their classmates.  The names of these children are provided to us from GRACE.  School supplies sets are purchased from a company that specializes in this and Women’s Division members spend two days manning the pick-up of these packets to students and their parents.

 

 

 

GREAT TASTE OF GRAPEVINE PROCEDURES

 

  • Basic Event Details – The Great Taste of Grapevine is a fundraising event which helps to fund Senior Fest and other Women’s Division programs.  The event consists of local area restaurants, wineries and entertainment.  The restaurants provide a sampling of their menu along with staff to work their booths.   Drink tickets are sold for wine, beer and/or margaritas. 
  • Restaurants – Invitations are sent out to all of the Grapevine Chamber of Commerce restaurants, hotels and other food establishments.  It is strongly recommended that participants of Great Taste be chamber members.  The restaurants must provide all food as well as service staff for the night of the event. 
  • Beverages – Non- Alcoholic beverages will be provided to the general public at no charge and may be purchased by the Women’s Division or donated. One complimentary beverage may be provided with the entrance ticket at the discretion of the Great Taste committee. Alcoholic beverages may be sold at the event.
  • Budget – The event chairperson is responsible to review the budget from the previous year and with current expenses in mind, present an event budget at the Women’s Division board meeting at least 4 months prior to the event.
  • Permits – Because of the nature of this event, a temporary food establishment permit from the Tarrant Count Department of Environmental Health is required for all food and beverage vendors unless otherwise approved by the Health Inspector.  The cost of the permit is the responsibility of the vendor.
  • Financial – A final financial summary is to be prepared by the Treasurer and presented to the Board at the Board meeting immediately following the event.
  • Set Up – The event Set up is to be coordinated with the staff of the event location.  The layout from previous year’s events should be available for reference.
  • Printing – This includes event tickets, Posters, flyers, gift tickets, table tents, thank you poster and all signage for the night of the event. 
  • Publicity – It is recommended that all Press releases, advertising and all other media for advertising should fall within the event budget. 
  • Ticket Sales/Volunteers
  • Entertainment
  • Judging/Awards – It is recommended that a minimum of three judges attend the event and critique each restaurant based on criteria determined by the committee.  Awards should be purchased to the winners selected by the judges.  Each participant should be recognized with a plaque or other appropriate token of appreciation for participation.
  • Sponsorships – Any and all sponsorship opportunities are welcomed as well as any event appropriate donated items.
  • W-9’s must be obtained from any service-provider vendor paid $600 or more.

 

 

 

 

 

SECOND-HAND SCHOOL SUPPLIES PROJECT PROCEDURES

 

Purpose:  Women’s Division members collect “gently used” school supplies at the end of the year from GCISD students and teachers and ship them to locations in need to be determined by the committee.

 

Budget:  In the past we have gotten everything donated to cover the costs of this project but it is suggested that this program is designated a line item in our budget so that we have designated funds to cover potential costs.

 

  • Obtain permission from Grapevine-Colleyville ISD officials to solicit their students and teachers help.  (The Superintendent should be contacted for their approval before the schools are contacted.)

 

  • Solicit interested members to attend a “set-up” committee meeting.  One or two members are assigned to each campus in the district as our school liaisons.

 

  • Send a letter to each school principal in GCISD telling them about the program and requesting their co-operation and permission to collect these items from their school the last week of the school year.

 

  • The school liaison then contacts each school principal and introduces herself and explains what she will be doing.

 

  • A large carton or box is taken to each school to be put near the office.  It should be decorated to draw attention to it.  The last week of school the students and teachers can put any items they would like to donate in this box.  Make arrangements to pick up the items.  You may have to adapt your schedule to the school’s preference.

 

  • The collected items will be taken to a central location – usually a storage facility or warehouse – depending on what we can get donated.

 

  • On a designated date, members and other volunteers gather at the storage facility to sort and pack all the supplies.  We have saved shipping cartons from our school supply distribution in August for this purpose.  The cartons are packed and loaded onto pallets and the goods are shrink-wrapped to keep them together.

 

  • In 2005 we had three wooden pallets of supplies.  It will take a forklift to put these pallets on a truck to be hauled to the shipper who will ship them to Mexico (or Laredo); this must be coordinated with the Rotarians in Parras.

 

  • I have been able to get the large cartons for collection, the storage space, the forklift, the truck and the shipping all donated in the past.

 

 

SeniorFest PROCEDURES

 

The Women’s Division of the Grapevine Chamber of Commerce is proud to sponsor this annual event to honor and show our gratitude to our Senior Citizens.  We appreciate our Veterans in particular, but also recognize the sacrifices that each every one of you have made to insure our freedom and the quality of our lives. 

 

This event is free to our community’s senior citizens, 55 years and older.  We have limited seating and require seniors to RSVP, in order to attend.  They arrive and have an appetizing Dinner, and a Veterans Program honoring the different branches of the Service.  We also honor the Eldest Veteran in attendance (that has not been honored at this event before), as well as Special Recognition to a Veteran of the Year and longest serving veteran.  All honorees receive special presentation flags that have flown over the State Capital.  After the program…the MUSIC BEGINS and the Seniors dance the night away with help from the Grapevine AMBUCS and/or other civic organization volunteers.

 

The event is funded primarily with proceeds from the Great Taste of Grapevine.

 

THINGS to Remember:

 

Location/Date

  • The event has been held each year at the Grapevine Convention Center.  Notification should be made by the previous chair to reserve a date for the next year, due to scheduling at the Convention Center.  There is no special month for this function, but you need to check the area calendars to see if anything else is going on that night that might affect this date and time of event.
  • You will need a deposit check and contract regarding the Convention Center.  Confirm date for Convention Center, even if date was made previous year. 

 

Publicity:

  • Call the local papers for advertising about this event.  You can give them the flyer or poster ad and they will scan it.  Also, need to get the local newspapers photos of event afterwards.
  • Ads/Flyers need to be prepared, printed, and distributed to the local newspapers, senior center, etc.
    • Remember in your newspaper ads that you will need a CUT OFF time for the reservations.
    • NOTE:  You can get flyers and posters out to the area Senior Citizen Centers and receive a lot of reservations. 

 

Reservations:

  • Number to attend:  You need to establish a budget and make sure how much money you will have to purchase food.  We normally cut off our reservations around 250, but then we always have other people wanting to get in….just remember your budget.
  • Reservations/Confirmation calls/Spread Sheet (Note:  Be sure on any recording that the Seniors are instructed to leave a contact name and phone number as well as the full name of each person in that party.  Tell them they will need to have a confirmation call returned in order to have a confirmed reservation.  If they have not received a call within 48 hours they need to call back and leave their number again and let us know that they placed the reservations and haven’t received a confirmation call.
  • Be sure that callers understand that until they receive a confirmation of their reservation they cannot attend the event.
  • Night of the event:  Check-in table…it is good to have whoever took reservations to be at the Check-in table, as well as someone familiar with many of the seniors.
    • Name tags – it is easier to have them write their own name on their tag.

 

Meal:

  • A full meal is typically provided, served buffet style.
  • Caterer:  Need to get with a  caterer/restaurant as quickly as you can with a date and time for the event.   Bids are welcome.  Considerations include:
    • Price
    • Table cloths and linens cost or donated
    •  Ability to have enough servers and staff available. 
    • Confirm head count with caterer prior to the event.
  • Servers:  WD members should assist guests with carrying their plates and serving drink refills.  This is a perfect opportunity to welcome and visit with the guests.

 

Decorating/Cleanup

  • Decorating:  The Decorations subcommittee should assemble the morning of the event to decorate the tables.  We usually have the balloons done by someone through the Convention Center due to time and needing helium, etc.
  • It is strongly recommended that decorations do not present a hazard to the guests who might not be steady on their feet, i.e., tripping, tangling up, partially blocking their view of stage and/or access. 
    • If balloons are not helium filled or filled too early, they will lose their buoyancy and droop to the table or floor.
  • Need volunteers to start cleaning up before event is over, so everyone can get home at a good time.

 

Program/Dancing, etc.:

  • You will need to contact a band or DJ, etc. for program and dancing music.  Be sure you get a signed contract and you will need to get them a deposit check.  Very important to check back with them a couple of weeks before event to confirm they have you on their calendar.
  • Notify Grapevine AMBUCS President of the date and time and needing AMBUCS to dance.
    • Designate someone in charge of  beverages for the corral dancers.
  • Needs someone in charge of photos for that night for newspaper releases and our website and our records and also for possibly the honorees.
    • Photos are normally taken of the seniors at a specified area near the dancer’s corral.  Will need FILM, CAMERAS and BACKDROP.  We have used velvet from the Convention Center some in the past. 
  • Table Sponsors: Gold, Silver and Bronze Sponsors and/or Members donating in Memory of or in honor of their Mom and Dad, etc.
  • Printed Programs
    • Remember to include sponsors of the event and past honorees
  • Welcome and Invocation is customarily said by the President, who then introduces the Chair.  The Chair begins the evening’s festivities.
  • Music for branches of the service and Veterans Program
    • Cindy Barnes and Linda Mills have done this for many years.

Honorees:

  • Veteran of the Year – Committee decision.  Insure that family members are notified in ample time to insure their attendance.
  • Eldest Veteran is determined from attendees and they cannot be someone who has received the award before.
  • Senior Citizen of the Year – Committee decision.
  • Flowers for Sr. Citizen with a  Certificate stating his or her name and the date and signed by the President of the Women’s Division and the Chairperson.  May want to consider a plaque in the future.
  • Flags…These are presentation flags that have the unique designation of having been flown over the State Capital.  You can call different government entities, local senators, congressmen to solicit free flags, though sometimes they charge a fee.  Need to do this with enough time to have the flags received.  Also the flags should come complete with presentation certificate.
  • W-9’s must be obtained from any service-provider vendor paid $600 or more.

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

HOLIDAY CHARITY Ball PROCEDURES

 

Needed In Place

  • Place/Date
  • Theme
  • Ticket Price
  • Sponsor levels
  • Entertainment/Band
    1. Program

 

Suggested Subcommittees:

  • Sponsors
    1. Letters
    2. Gifts
    3. Recognition
  • Invitations
    1. VIP List from Chamber
    2. Mailing labels
  • Reservations
    1. Ticket Sales
    2. Deadline Date
  • Silent/Live Auction
    1. Securing items
    2. Auctioneer
  • Advertising/Publicity
    1. Emails
    2. Utilize Chamber network
  • Decorations
  • Programs
  • Photographer
  • Invocation

 

Things Needed From Hotel

  • Contract/Guarantee of Date and Room arrangements
  • Menu and cost
    1. Include food for Band (boxed)
  • Dance Floor, at least 30’ by 30’
  • Drink tickets for sponsors
  • Portable bars, at least 2
  • Easels for that night
  • Seating diagram, number of tables/seats
  • Room reservation phone number and room price
  • Stage for Band
  • Podium (spotlighted during presentations)

W-9’s must be obtained from any service-provider vendor paid $600 or more.

Woman of the Year procedures

 

The Woman of the Year is the highest honor bestowed by the Women’s Division.  It recognizes a woman in our community who has distinguished herself through her extended history of community volunteer work.   This award is presented each year at the Holiday Charity Ball.  This committee needs to meet at least three weeks prior to the Holiday Charity Ball, to allow ample time to contact the honoree’s family and give them time to make arrangements to attend.

 

Nominations:

 

  • Nominees must meet at LEAST one of the following requirements:  Be a member of the Grapevine Chamber Women’s Division, live in Grapevine or her Employment be located in Grapevine at time of nomination. 
  • The current Women’s Division President and the Immediate Past President/Parliamentarian are not eligible for nomination.
  • Past and present service to the community are taken into consideration.
    • Anyone whose paid position through their employment is primarily a public relations/marketing position to be active in charity clubs and events is not considered for this honor.
  • Anyone may submit a nomination or nominations.  Nominations must be in writing via mail or email and must be received by the deadline set.  (It is suggested on nomination form that people call to verify their nomination form has been received). 
  • Nomination forms are to go to the Grapevine Chamber Women’s Division members a couple of months prior to Holiday Charity Ball…., via email, newsletter, hard copy at meeting or whichever can be accomplished within time span.  (It is a good idea to have this form prepared and given to the Chamber Office in advance time to get into their newsletter prior to publication of their newsletter and within our time frame). 
    • If possible, a mass email to the Chamber would be a consideration also, if possible by the Chamber office.  The nomination form is also suggested to go to the local newspapers, if they will accept to print such form.  (Note to let them know our time frame also). 
  • Nomination forms are to be kept by the Chairperson (past year’s recipient if available and willing; if not, the President of the Women’s Division) until the meeting and the nomination forms at that time are to be made available to the committee. 

 

Committee:

  • The Woman of the Year Committee will be comprised of all previous Women of the Year Honorees.  (The Chairperson will have a list of past Women of the Year with addresses as current as possible).  The President and President-Elect of the Women’s Division are invited to attend the nominating meeting, but will not be voting participants unless they are past Woman of the Year recipients and therefore will be allowed to also vote.
  • It is a BIG TRADITION that the Chairperson host a gathering for the Committee to hold the meeting and also visit with one another.  This gathering needs to be in the evening or on a weekend to allow ample time.  The Chairperson needs to check with the Grapevine Chamber to see if there are any conflicts with other functions at that time, so that the maximum number of committee members will be able to attend.
  • Committee members must be PRESENT to vote on new Woman of the Year.  Proxy votes or votes received by email or regular mail will not be accepted.
  • Chairperson is to have available the nominations, which will be read by different members of the committee to the entire committee, followed by discussion.  Voting will be accomplished by silent ballot, accomplishing as many ballot as necessary to determine a clear winner.

 

Prior to the Holiday Charity Ball:

  • No names of nominees will be recognized or published.  The final recipient will not be disclosed in advance to the Women’s Division Board or Membership. 
  • Only the family of the final recipient should be discreetly notified to “show up” for the presentation.  The family should be notified as soon as possible to allow for scheduling, preferably two to three weeks in advance.  (They need to be told that the recipient is a SECRET and no one, including the recipient is to know who it is until the announcement at Holiday Charity Ball; exception of the committee.  They will need to know a time and place to meet and who will be taking care of them prior to the disclosure.  Sometimes the hotel will let us have a room for the family prior to the time of disclosure.  You may want to also tell them it is a semi-formal affair, but their attire does not need to be so and Sunday dress is very appropriate.
  • Should the chair have any questions, she is to contact one or more of the past recipients that has been a part of the committee for at least a couple of  the recent years to assist. 

 

Holiday Charity Ball:

  • *Someone needs to be in charge of photos.  Need to have copies for the Woman of the Year and photo for news release after Holiday Charity Ball.           
  • Only the final selected recipient will be announced and recognized at the Holiday Charity Ball.  Names of the other nominees will not be disclosed.
  • The past Woman of the Year may make the presentation at the Holiday Charity Ball.
    • She also may call out and honor the past honorees of Women of the Year by their names and the years they were honored and give them a rose as they come forward.  This can be decided upon by the Chairperson and/or the Past Recipient as to how they wish to share this responsibility.
  • With all the past Women of the Year already up front, then the Past Recipient, if available and willing, or President and/or designated person  will announce the new Woman of the Year and the new Woman of the Year is asked to say something (speech or just a THANK YOU)…. and to introduce her family in attendance, which will also be asked to come forward).
    • A rose is presented to each of the past Women of the Year as they arrive at the podium.
  • After the  speech, the audience and the past honorees will be asked to stand and join hands as we sing SILENT NIGHT (which became tradition the year after

Mr. Jim Armstrong passed away and he had stated the year before how much he                                                          loved that part.  So we made it another of our traditions in his honor).  This also helps to wrap up the presentation.  It is also an additional consideration to have the band dedicate the next dance to the new Woman of the Year.  Sometimes the recipient starts the dance with her partner and then people join in after that song has finished or join in earlier if the recipient so wishes.  This is just a suggestion from past years and is very memorable for the recipient if she wishes to do so.

  • The new Woman of the Year receives: (Normally the Chairperson is responsible for ordering the plaque and flowers).
    • A one year membership to the Grapevine Chamber of Commerce Women’s Division
    • An award plaque (Should be similar to past plaques, so we don’t have one small plaque and one large plaque given).
    • A copy of the speech about the recipient is to be enclosed with the plaque as a keepsake for the honor.
    • Flower Bouquet (usually roses….from any florist where the Women’s Division has an account).
    • She also holds the honor of riding in the next year’s Christmas parade. 

 

After the Holiday Charity Ball:

  • Copy of speech with info about the event to go to local newspapers with photo of Woman of the Year and possibly additional photos with family and any other photos that the paper might find good to publish regarding Woman of the Year.  This information is NOT to go to the papers until after the event.  It is good to call the paper and tell them about the event so they might reserve space for the article and photos…but they are NOT to have any information until after the Woman of the Year has been recognized at the Holiday Charity Ball.    

 

NOTE:  anything other than the guidelines mentioned above will be decided upon by the Woman of the Year Committee.  (Ex: someone needs to fill in for presentation, etc.) 


Grapevine Chamber of Commerce Women’s Division

Woman of the Year

_____  Nomination Form

 

This honor recognizes a woman who has distinguished herself through outstanding involvement benefiting the community of Grapevine. 

Past and present service to the community are taken into consideration.

 

I think _____________________should be selected as the _____ Woman of the Year

because ________________________________________________________________

_______________________________________________________________________.

She is or has been a member of the following clubs, organization, or committees:

 

 

She participates or has participated in the following activities which were not directly

 

related to her occupation:___________________________________________________

 

Additional background information:  ________________________________________________________________________

 

 

Nominee must be at least one of the following at time of nomination. 

Check those which apply.

____ Current Member of the Grapevine Chamber Women’s Division

____ Live in Grapevine         and/or            ____ Employment in Grapevine

 

Name of person submitting nomination:_______________________________________

 

Home phone #:__________________________  Work #: _________________________

 

Cell phone #:____________________________ Email:  __________________________

This form must be received by the person below no later than (Day of Week), (Month & Date), and  (Time a.m or p.m.). 

Mail or email to:    (Present Woman of Yr.) ,   (Address--------------------------)

(Email address------------------)

 

Woman of the Year will be announced at (Month/Date), (Year of) Holiday Charity Ball.

Past Women of the Year recipients and Current Women’s Division President,  (Name of President………)  and  Immediate Past President, (Name of  Immediate Past President……..) are not eligible.

 

Suggest you call the above referenced person to see if she received your nomination form……(Name and phone number of Present Woman of the Year)