GFWC/Ohio Federation of Women's Clubs

 

Strategic (Long Range) Plan

 

The General Federation of Women's Clubs (GFWC) is an international women's organization dedicated to community improvement by enhancing the lives of others through volunteer service.  The GFWC/Ohio Federation of Women’s Clubs is a member of GFWC.  The Purpose of GFWC/Ohio Federation of Women’s Clubs is to bring into closer relation with one another the women's clubs of the state in order to promote through their common interest the general welfare of the state and to afford facilities for the helpful interchange of ideas and club methods.

 

VISION STATEMENT
To be recognized as the premier statewide volunteer organization that provides structure and support for the members in pursuit of community service.

 

MISSION STATEMENT
The GFWC/Ohio Federation of Women’s Clubs enriches the lives of members by providing organized social and entertaining activities, cultivating lasting friendships, opportunities for developing leadership skills, participating in continued learning, and building stronger communities through volunteer service.

 

EXECUTIVE SUMMARY
The GFWC/Ohio Federation of Women’s Clubs Long Range Planning Committee is responsible for strategic planning for our state organization.

The committee is composed of GFWC/Ohio Federation of Women’s Clubs members as defined by Article XII of the bylaws: the First Vice President/President elect serving as Vice Chairman, Director of Junior Clubs, Treasurer, and three members at large one being a past State President. The chairman of this committee is appointed by the State President.

A strategic plan is a working document that guides and strengthens the activities of an organization. Goals and the strategies designed to achieve them will enable the organization to plan effectively for the future.

This Strategic Plan identifies major issues facing the Ohio State Federation: membership, leadership, communication, public relations, and finances.  The Plan outlines short and long-term goals that the committee deems most important at this point in time.  It is organized with clear goals, a specific action plan for achieving each goal, and timelines for charting the progress.

 

STATEMENT OF RESPONSIBILITY
It is the responsibility of every member of GFWC/Ohio Federation of Women’s Clubs to support and promote the goals as stated in the Strategic Plan.
* The Executive Committee oversees the implementation of the Strategic Plan.
* The Long Range Planning Committee reviews and may refine the Plan annually.
* The Board of Directors actively promotes, and participates in the implementation of the Strategic Plan.
* State, District, and Club Officers disseminate information relevant to the achievement of the goals set forth in the Plan.
* State, District, and Club Chairmen and the committee members actively work to achieve the goals relevant to their program area.
* Club members learn about and participate in activities that further the goals of the Plan.  These activities include attendance at meetings and workshops and reading and utilizing available district, state, and national materials.

 

MEMBERSHIP
Membership issues shall be the topic of at least one GFWC/Ohio Federation of Women’s Clubs Convention and/or statewide meeting each year.  Workshops, presentations, or seminars will be developed by State, Junior, and Juniorette Membership Chairmen, with the assistance of the Second Vice President while utilizing GFWC materials and innovative ideas from chairmen and/or clubs.

 

Club Retention
Goal:  Retain the current per capita clubs through the 2012-2014 Administration
Responsibility: State President, State Director of Junior Clubs, State, Junior, and Juniorette Membership Chairmen, and Second Vice President serving as the Dean of the Membership Committee and liaison to the Board of Directors.

 

Action Plan:
* President and Director of Junior Clubs, with the assistance of the Treasurer, will refine and utilize a membership database to track retention.
* President and the Director of Junior Clubs will visit and/or communicate at least once a year with all club presidents to promote retention.
* Second Vice President, with the assistance of the State, Junior, and Juniorette Membership Chairmen, will develop a communication plan and utilize the membership database to direct materials and information to and from the club level as the critical link in connecting clubs to GFWC/Ohio Federation of Women’s Clubs.
* The Membership Committee will work closely, communicate and/or meet, with district and club counterparts at least quarterly as a first line of defense in monitoring stability of clubs.
* The Membership Committee will be proactive and inform the Second Vice President when there are signs or concerns of a club in distress.  The Membership Committee, working with the Second Vice President, shall offer a plan of action in dealing with that club and keep a record of all communication and actions during that time.
* The Second Vice President and Membership Chairman will assign a member of the committee to work with the club and follow-up at least quarterly.
* If it is not possible to save the club then the Membership Committee and the Second Vice President will work with at least five Federation minded members from said club to continue as a Federated club. 

 

Member Retention
Goal:  Retain the current members through the 2012-2014 Administration
Responsibility: State President, State Director of Junior Clubs, State, Junior, and Juniorette Membership Chairmen, and Second Vice President serving as the Dean of the Membership Committee and liaison to the Board of Directors.

 

Action Plan:
* Emphasize benefit of the "Federation network" by increasing exchange of success stories through GFWC/Ohio Federation of Women’s Clubs Buckeye Magazine, website, and district and state meetings.
* Promote attendance at district, state, region and international meetings through recognition or rewards.
* Promote member recognition and rewards at all levels of Federation.
* Encourage district chairmen to secure exhibit space at every district conference and state chairmen at the State Convention where GFWC and GFWC/Ohio Federation of Women’s Clubs materials, resources, and benefits of membership can be promoted.

 

Member Recruitment
Goal:  Recruit 125 new members per year through the 2014-2016 Administration
Responsibility: State, Junior, Juniorette, District, and Club Membership Chairmen, and Second Vice President serving as the Dean of the Membership Committee and liaison to the Board of Directors.

 

Action Plan:
* The State Membership Committee, with the assistance of the Second Vice President, will develop a comprehensive packet of GFWC and GFWC Ohio developed membership recruitment materials.  The recruitment packet will be shared with every club electronically.  This packet will be in addition to the materials contained in the GFWC Ohio Directory.
* The State Membership Committee will work closely, communicate and/or meet, with district and club counterparts on a quarterly basis to ensure the use of the recruitment packet and to offer encouragement and support.
* The State Membership Committee will write an article for each edition of the Buckeye Magazine featuring recruiting tips and spotlighting the successes of individual clubs.
* Clubs who show an increase in membership will be recognized at the Annual State Convention.
* The State Membership Committee will promote the GFWC themed recruitment campaign and Star Recruitment Awards.

 

Club Building
Goal:  Federate at least two new clubs per administration
Responsibility: State, Junior, Juniorette, District, and Club Membership Chairmen, District Presidents and Junior Directors, and Second Vice President serving as the Dean of the Membership Committee and liaison to the Board of Directors.

Action Plan:
* Investigate starting a club-building task force.
* Encourage the use of the GFWC Club Building materials.
* Encourage each District to start a new General, Junior, Juniorette or Collegiate club. 
* Encourage District Officers and clubs to work together to mentor the new club(s).

 

LEADERSHIP
Goal: Continue to develop and share leadership materials through the 2012-2014 Administration
Responsibility: State and Junior Leadership Chairmen, and First Vice President, (President-Elect after September 1st odd years) serving as the Dean of the Community Service Programs and liaison to the Board of Directors.

 

Action Plan:
* Make GFWC and Ohio leadership materials available through the website, speakers, and state or district workshops.
* State and Junior Leadership Chairmen will write an article for each edition of the Buckeye Magazine on various aspects of leadership (i.e., conflict resolution, relationship building, procedure books, etc.).
* The State and Junior Chairmen will communicate at least quarterly with each district leadership chairman who will directly correspond with each club in the district and provide opportunities for discussion of leadership issues.

Goal  Develop Ohio Leadership Training Programs before the 2014-2016 Administration
Responsibility: Executive Committee, Board of Directors, and Junior Board, with the assistance of the State, Junior, District, and Club Leadership Chairmen.

 

State and District Level for newly elected officers
Action Plan:
* Review financial needs to conduct an orientation for the District Presidents and Junior Directors pre-Convention in the even numbered years.
* Make finances available to support the most advantageous use of time and materials for the training.
* Develop a curriculum that utilizes the talents of current state and district officers, GFWC visiting officer, and Ohio’s GFWC LEADS graduates.
* Distribute updated District Officer Manuals to newly elected officers as soon as possible after election.
* Encourage current officers to meet and/or communicate with the newly elected officers as soon as possible after election to review duties and responsibilities.
* Encourage current District Presidents to provide guidance to the newly elected District Presidents on the importance of appointing informed and qualified chairmen.

 

District Level for newly appointed chairmen
Action Plan:
* Encourage current District President and chairmen to meet and/or communicate with the newly elected District President and her newly appointed chairmen as soon as possible to review duties and responsibilities of the chairmen.
* Encourage current chairmen to write a report for the newly appointed chairmen.

 

Club Level for newly elected officers and appointed chairmen

Action Plan:
* Develop and present a workshop for the Annual State Convention explaining duties and responsibilities that can be duplicated at the District level for clubs unable to attend State Convention.
* Encourage State and District counterparts to communicate at least quarterly not just when problems arise.

 

Goal: Develop and utilize a Mentors Program comprised of seasoned and qualified members to assist clubs, chairmen, and officers, before the end of the 2014-2016 Administration.
Responsibility: Executive Committee, Board of Directors, and Junior Board, with the assistance of past Ohio GFWC LEADS graduates, State Presidents and Directors of Junior Clubs.

 

Action Plan:
* Define the Mentors qualifications, responsibilities, duties, terms, and how and to whom they will report.
* Develop an application and process.
* Develop an initial training program and then recruit Mentors.
* Publicize the program and explain the benefits of using this program.
* Develop a continuing education program for the Mentors once the program is viable.

 

COMMUNICATION AND PUBLIC RELATIONS

COMMUNICATION
Goal: Communicate regularly with all members of the GFWC/Ohio Federation of Women’s Clubs before the 2014-2016 Administration.
Responsibility: Executive Committee, Board of Directors, Public Relations/Media/Publications Committee, and the Secretary serving as the Dean of the Public Relations/Media/Publications Committee and Liaison to the Board of Directors.

 

Action Plan:
* President and the Director of Junior Clubs, with the assistance of the Treasurer, will refine and utilize a membership database.
* Issue The Buckeye Magazine in printed and electronic form four times per year to all members.
* Investigate and utilize, in the Federation’s best interest, multiple media formats including but not limited to; webinars, Podcasts, Facebook, Twitter, YouTube, Flickr, Pinterest, Linked-in, Google plus, Skype, virtual meetings and/or blogs.
* Develop and use a database of at least one member in every club to be the electronic liaison.
* Increase the contact with members by designing an electronic Ohio communiqué that will share news between issues of The Buckeye Magazine.  Utilize the clubs’ electronic liaisons and the electronic database used for The Buckeye Magazine.
* Ensure the state’s website administrator is updating the website as needed and that it is being utilized to the Federation’s best interest.

 

PUBLIC RELATIONS
Goal: Create a public awareness of GFWC/Ohio Federation of Women’s Clubs as a premier statewide volunteer organization that provides structure and support of the members in pursuit of community service before the end of the 2014-2016 Administration.
Responsibility: Executive Committee, Board of Directors, Public Relations/Media/Publications Committee, and the Secretary serving as the Dean of the Public Relations/Media/Publications Committee and Liaison to the Board of Directors.

 

Action Plan:
* Investigate costs to develop a multi-media public relations campaign including, but not limited to, ads in statewide magazines, state of the art website, portable informational displays, and printed brochures.
* Make finances available by adding a line item to the annual budget to support multi-media public relations campaign.
* Exhibit at other state and national organizations' local and/or state meetings, events, or conventions.
* Invite/include representatives from other state and national organizations in GFWC/Ohio Federation of Women’s Clubs’ activities, meetings, events, and/or Conventions.
* Encourage all the clubs to have websites and link those websites with both the GFWC and the GFWC Ohio websites.
* Continue to educate members on the benefit of a common name with “GFWC" in every club name and consistent visual image of the proper and constant use the of the GFWC logo for stronger brand identity.
* Educate club members on the advantages of subscribing to the free GFWC News and Notes, visiting the GFWC website, and checking the GFWC Facebook page.
* Encourage clubs to use the Community Service Program areas for innovative projects in their communities to introduce and stimulate interest for the GFWC/Ohio Federation of Women’s Clubs. 
* Encourage clubs to order and display GFWC road signs, wear emblematic apparel, and utilize brochures, websites, and other electronic media.

 

FINANCIAL STABILITY
Goal:  Maintain a level of financial stability utilizing non dues generated revenue to ensure that current member benefits and the needs of the Federation are met through the 2014-2016 Administration.
Responsibility: Executive Committee, Board of Directors, and Junior Board, State Fundraising Chairman, Loyal Jonquil Chairman, the State Fundraising Committee, and District Chairman, with the Treasurer acting as the liaison to the Board of Directors.

 

Action Plan:
* Continue to sell vendor space at the Annual State Convention and investigate expanding the practice of using vendors to raise funds for the Federation at District meetings.
* Utilize the talents and services of the Fundraising Chairmen, Committee members and the Treasurer to investigate innovative ways to cut costs and raise non dues generated revenue including but not limited to:
* The use of ads in The Buckeye Magazine and Directory.
* Sponsors for events, workshops, or statewide meetings.
* Grants and other innovative revenue sources.

First adopted at GFWC/Ohio Federation of Women’s Clubs Federation of Women’s Clubs Annual Convention April 22, 2006

Reviewed and Revised Annual Convention April 13-15, 2012

Reviewed and Revised by Substitution Annual Convention April 26, 2013

First adopted at GFWC/Ohio Federation of Women’s Clubs Federation of Women’s Clubs Annual Convention April 22, 2006

Reviewed and Revised Annual Convention April 13-15, 2012

Reviewed and Revised by Substitution Annual Convention April 26, 2013