1 THE VIRGINIA FEDERATION OF REPUBLICAN WOMEN 2016 CONVENTION April 22 - 24, 2016 The Hilton Hotel McLean Tysons Corner 7920 Jones Branch Drive McLean, VA 22102 703.847.5000 Linda Bartlett, VFRW President [email protected]Susan Cobb, Convention Chair [email protected]Mikki Terry, Convention Co-Chair [email protected]
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THE VIRGINIA FEDERATION OF REPUBLICAN WOMEN
2016 CONVENTION
April 22 - 24, 2016
The Hilton Hotel McLean Tysons Corner 7920 Jones Branch Drive
THIS IS THE OFFICIAL CALL FOR THE 2016 CONVENTION OF THE VIRGINIA FEDERATION OF
REPUBLICAN WOMEN to be held in McLean, Virginia from the opening session, Saturday, April 23, 2016 at 9:30 am, through the end of the closing session, Sunday, April 24, 2016.
LOCATION: McLean Hilton Tysons Corner
7920 Jones Branch Drive
McLean, VA 22102
703.847.5000
DATES: April 23, 2016 (Saturday) through April 24, 2016 (Sunday)
PURPOSE:
To elect Executive Officers of the Virginia Federation of Republican Women, to
receive annual reports; and to conduct any business that should properly come
before the Federation
CREDENTIALS: Eligibility: Club Service Charge must be paid by March 23, 2016. State and National
Dues for full Club membership must be paid by March 23, 2016, to VFRW
Treasurer, Dolores Switzer 7285 Jordantown Road, Vinton, VA 24179.
VOTING BODY: (a) No more than three delegates from each club for the first 10 members plus one
delegate for every additional 20 members or major fraction thereof. (See Delegate
Certification Form for number of delegates per club membership). Associate and honorary members do not count for the purpose of determining the number of
delegates or alternates for each club.
(b) Voting members of the Board of Directors.
WHEN ELECTED: Delegates and alternates shall be elected at a regular or specially called meeting of the
club by April 1, 2016, not less than three weeks prior to April 23, 2016.
DUTIES: Each delegate has one vote. Each delegate may have an alternate who shall vote in the
absence of the delegate. In order for an alternate to assume the position of a delegate, she must be certified by the Credentials Committee. The Credentials Committee
should be notified in writing as early as possible. There shall be no proxy voting or
full vote representation.
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REGISTRATION: For Registration purposes, all elected officers, State Central Committee members,
Former VFRW Presidents, District Representatives, Chairmen of Standing Committees, delegates and alternates will use the enclosed “VFRW Members
Registration Form” with their payment. Guests have a separate registration form.
The Full Registration Package includes registration, Saturday Lunch and Banquet, and Sunday Breakfast and Lunch.
All VFRW officers, VFRW Voting Boards Members, delegates, alternates and guests will register directly with the Convention Treasurer Dolores Switzer at the
address listed on the Registration Form, with copies to Registration Chairman, Loree
Gunn, 2016 Convention Co-chair Mikki Terry, and VFRW President Linda Bartlett.
Full Registration fees are as follows:
*February 27 – March 31 -- $180.00 *April 1 – April 12 -- $195.00
*April 16 – April 24 $200.00
The Registration and Credentials desk will be open as follows:
April 22, 2016 (Friday) 2:00 pm – 4:30 pm and 6:30 pm - 9:00 pm
April 23, 2016 (Saturday) 7:30 am – 6:00 pm (except during lunch) April 24, 2015 (Sunday) 8:00 am – 9:00 am
The Credentials Committee will be in session all hours the Registration desk is open.
Each delegate and alternate must personally pick up and sign for her packet and
show a picture ID. There will be no registration after 9 am on Sunday, April 24,
2016. Note: Refunds will not be made after April 15, 2016.
CERTIFICATION: The Delegate Certification Form (included with this call) for certification of Club
Delegates and Alternates is to be sent by Club Presidents to Convention Credentials
Chair Melissa Beaudoin; VFRW President Linda Bartlett; VFRW Treasurer,
Dolores Switzer, and Convention Co-chair Mikki Terry at the addresses listed on
the certification form, and must be received no later than April 8, 2016.
VFRW Officers and Voting Board Members will send the VFRW OFFICER –
VFRW BOARD 2016 DELEGATE CERTIFICATION FORM to Convention Credentials Chair Melissa Beaudoin; VFRW President Linda Bartlett; VFRW
Treasurer, Dolores Switzer, and Convention Co-chair Mikki Terry at the addresses
listed on the certification form, and must be received no later than April 8, 2016.
RESOLUTIONS: Submit proposed resolutions in writing by April 1, 2016 to the Convention
Resolutions Chair, Connie Morrissey, 3655 LaHavre Place, Woodbridge, VA
Vendor tables will NOT be open during meals or sessions. There will be a $20.00 fee
for tables set up for sales of club products on behalf of the club on Friday, Saturday and Sunday. If you would like to share a table, the charge will be $10.00 for one-half
table.
The table charge for outside vendors will be $200.00.
Reserve your table no later than April 5, 2016 with the Convention Vendor Table
Chairman, Marie Quinn, 1750 Rockcrest Road, Bon Air, VA 23235 or
Voting Board Page 44 of the Bylaws-VIII Section 1 (3)
A proxy of a voting member shall be given only to a Non-voting member of the board.
Please read on page 43(b) Non-voting Body. The non-voting Members of the Board of Directors shall include
the Chairmen of special committees, the Chaplain, Parliamentarian and Sergeant-at-Arms, and any other
appointees.
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Placeholder -- Minutes February 27, 2016
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VFRW Dates to Remember 2016 February 27 – Board of Directors meeting Wyndham Virginia Crossings-Glen Allen 2016 VFRW Convention Registration – Early Registration Fee - $180.00 March 1 – Primary/Super Tuesday (AL, AK, AR, CO, GA, MA, MN, OK, TN, TX, VA, VT) March 9 – Proposed changes to VFRW Bylaws due to Bylaws Chair Alicia Brittle, 5606 Boynton Place, Richmond, VA 23225, or [email protected] – form is on the website vfrw.org. March 23 – Deadline to receive $89 room rate-703-761-5100 Hilton https://resweb.passkey.com/Resweb.do?mode=ep_lodgingselect_gi&groupID=50685696 Deadline to pay club dues and service charge to VFRW Treasurer Dolores Switzer and to certify club for 2016 convention - 7285 Jordantown Rd, Vinton, VA 24179 or [email protected]. This determines delegate strength. Deadline to submit proposed Bylaw changes to Board of Directors and Club Presidents April 1 – Deadline for Clubs to elect Delegates and Alternates – Registration Fee $185.00. Deadline to submit Resolutions to Connie Morrissey: 3655 LaHarve Place, Woodbridge, VA 22192 or [email protected] Annual Reports are due to Linda Kivi Porter: 18412 Sydnor Hill Court, Leesburg, VA 20175 or [email protected] April 5 – Sponsorships and Vendor applications complete with payment are due to Marie Quinn: 1750 Rockcrest Road, Bon Air, VA 23235 or [email protected] April 8 – Deadline for receipt of Delegate Certification Forms to Credentials Chair Melissa Beaudoin: 6822 Murray Lane, Annandale, VA 22003-1926 or [email protected] , Copies to Convention Co- chair Mikki Terry, 9000 Belvoir Woods Parkway, #209, Fort Belvoir, VA 22060, [email protected], VFRW President, and VFRW Treasurer. April 12 – Last day for registration of all delegates and alternates. Form with payment due to VFRW Treasurer, with copies to Registration Chair Loree Gunn: 1250 S. Washington Street, #706, Alexandria, VA 22314 or [email protected], Convention Co-Chair Mikki Terry: 9000 Belvoir Woods Parkway, #209, Fort Belvoir, VA 22060 or [email protected], VFRW President, and VFRW Treasurer. Registration Fee increases to $195.00. April 15 – Refund Deadline April 16 – Last Day for Receipt of Payment and Registration form for non-delegates and guests. Registration fee increases to $200.00 April 22 – Deadline to submit a valid application for election as an Officer to the Nominations Committee Contact Jennifer Lee 757.337.0819 or [email protected].
ROOM RATE INFO: Single/double - $89.00 per day plus taxes and fees.
RESERVATION CUT OFF DATE IS MARCH 23, 2016 at 5 PM (for the VFRW room block)
HOTEL CHECK IN/CHECK OUT TIMES:
CHECK IN – 4:00 P.M. CHECK OUT – 12:00 P.M.
PARKING RATE PER NIGHT: There is plenty of parking available in front and back of hotel Directions: From VA I-495 headed North OR South, take exit 46A (Rte. 123 South, Tysons Corner). At the first traffic light, turn right onto Tysons Boulevard. At the next traffic light, turn right onto Galleria Drive. At the second traffic light, turn right onto Jones Branch Drive. The hotel is the 2nd building on the right hand side.
CLUB DELEGATE CERTIFICATION FORM – 2016 VFRW CONVENTION
At a regular meeting of the __________________________Club, District#__________ of
________________, Virginia held on ___________________, 2016, (no later than April 1, 2016,) the following delegates
and alternates were elected to represent this club at the 2016 VFRW Convention or at any adjourned meeting thereof to be
held at The Hilton McLean Tysons Corner, 7920 Jones Branch Drive, McLean, VA on April 22-24, 2016. There shall be no proxy voting or full vote representation (Article XII, Section 4, VFRW Bylaws).
“A. The voting body of the Convention shall be: 1. Three delegates from each local club for the first ten members plus one delegate for every
additional 20 members or major fraction thereof (associate and honorary members do not count
for the purpose of determining the number of delegates)
2. Voting members of the Board of Directors. There shall be no proxy or alternate for a member of the Board at Convention meetings.
(Article XII, Section 3, A, VFRW Bylaws)
NOTE: Please do not elect as a Club Delegate a member who qualifies as a VFRW Voting Board Member. They are
automatic delegates to the convention.
Receipt DEADLINE: April 8, 2016
DELEGATES (PLEASE PRINT OR TYPE)
Name Address Phone # Email
ALTERNATES
Name Address Phone # Email
_______________________ Recording Secretary
(Handwritten signature required)
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Send ORIGINAL or EMAIL FORMS TO:
(1) Melissa Beaudoin, VFRW Convention Credentials Chair, 6822 Murray Lane, Annandale, VA 22003 or email
mmcbeaudoin@gmail,.com (original with signature)
Copies to:
(2) Linda Bartlett, VFRW President 4316 Wakefield Drive, Annandale, VA22003-3611 ([email protected].)
B/W AD in program: ___ inside front cover $750, ___ inside back cover $500
____ Back cover $1,000
Please make checks payable to VFRW Convention 2016 and Mail to:
Marie Quinn – (Convention Sponsor and Hospitality Suite Coordinator)
1750 ROCKCREST ROAD,
BON AIR, VA 23235-2978
For questions call Marie Quinn – 804.272.0865
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VFRW 2016 Convention The Hilton McLean Tysons Corner
7920 Jones Branch Drive McLean, VA 22102
Vendors & Display & Sponsor Form
Yes, I / We would like a table for _____ Sales, ________Display information* at the VFRW Convention to be held at The Hilton McLean Tyson Corner, McLean, VA. April 22-24, 2016.
Name of Club: _____________________________________________
*Description of Display items and Name (if for a campaign):______________________________ _________________________________________________________________________
All contributions over $200 are reportable by law. Contributions are not tax deductible.