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FEW Policy and Procedures Manual

SECTION VI: RESOURCES

FEDERALLY EMPLOYED WOMENNATIONAL POLICY AND PROCEDURES MANUAL

2 0 1 4 E D I T I O N

Revision 01/31/2015


Section VI: ResourcesFederally Employed Women (FEW)

National Policy and Procedures Manual

Table of Contents

Anniversary Celebrations......................................................................................................................... 3Sponsors and Partnerships...................................................................................................................... 5FEW Logos............................................................................................................................................... 9

Document Retention and Destruction.......................................................................................................13

AppendixesAppendix - Sample Anniversary Celebration Budget...........................................................................12Appendix - Sample Anniversary Celebration Project Timeline..............................................................14Appendix - National Coalition for Equity in Public Service (NCEPS)..................................................17Appendix - Sample FEW Logos.........................................................................................................18Appendix - FEW’s Registration with the US Patent and Trademark Office........................................19

Appendix – Document Retention Schedule…………………………..………………….…………… 23 Appendix – Document Destruction Log………………………………… ………………………. ….. …. 25

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ANNIVERSARY CELEBRATION

I. NATIONAL

A. POLICY

Formal anniversary celebrations will take place on milestones occasions, i.e., 50 years, 75 years, 100 years, etc., and the anniversary theme shall be carried out at Federally Employed Women’s ( FEW) National Training Program (NTP) and shall be reflected on all communications throughout the year, i.e., tag line in News and Views, monthly membership notices, banner on website, etc. The theme will be carried out at Regional and Chapter special events, training conferences, etc.

B. PROCEDURES

1. The President will appoint a chair(s) (and provide guidance) not later than October 1, two calendar years preceding the formal celebration year (e.g., October 1, 2016, for formal anniversary celebration in 2018) to formulate recommendations for FEW anniversary celebration.

a. Depending on availability of funds, the committee will schedule three meetings—one at the beginning of the appointment period; one halfway through the planning period and one 2 months prior to the event. If possible, the meetings should coincide with Executive Committee or National Board of Directors (NBOD) Meetings and shall a Master Plan, Time Line, Budget and Project Plan shall have been prepared.

b. Theme and logo (the mark, or logo, must bear the appropriate trademark designation) must have been submitted to the Executive Committee for approval at its first meeting of the calendar year preceding the celebration year (e.g., first meeting of 2017 for anniversary celebration 2018.)

c. A detailed proposed budget will be prepared and submitted in accordance with the Budget Planning Cycle (approximately April/May time period) of the year preceding the event. The budget will account for all the items specified. Line items may be zeroed out if appropriate and additional line items may be added for major expenses. Line items may not be removed or moved between categories. A sample budget is included in this section as an example.

d. The sample project time line will be submitted with the budget as described in c. above. Prepare and submit a detailed management master plan for the event to the Executive Committee by the year preceding the event. Address all comments and concerns no later than January 1 of the year preceding the program. Submit the final management master plan (e.g., 2018 anniversary celebration will be finalized no later than January 31, 2017). A sample project timeline is included in this section as a reference.

e. Submit a detailed timeline based on the master plan no later than May 1 of the year preceding the program (e.g., the timeline for the 2018 anniversary celebration is in accordance with the Budget Planning Cycle (approximately April/May time period). For each task included, provide a due date and a record of tasks that will be affected by the due date slippage. Include an indicator of percent completed on a task-by-task basis. The timeline will include a cross-reference with budget line items and funding available for each task or group of tasks.

2. The Chair(s) will report to the Executive Committee at its first meeting of the calendar year proceeding the celebration year (e.g., first meeting of 2017 for 2018 celebration). Based on availability of funds, the Chair(s) will be funded for attendance at all Executive Committee and NBOD Meetings leading up to the event and for one event to give final after-action report.

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3. The Executive Committee will establish recommendations for special events for FEW's formal anniversary celebration not later than the May Executive Meeting of the calendar year preceding the celebration year (e.g., 2017 for the 2018 celebration).

4. Recommendations of the Executive Committee will be presented to the NBOD for approval and appropriation of necessary funding at the annual NBOD Meeting in July of the calendar year preceding the celebration year (e.g., 2017 for the 2018 celebration).

5. Responsibility for implementation of formal anniversary special events, approved by the NBOD, will be the responsibility of those designated by the Executive Committee.

6. The National Treasurer will monitor expenses of such events to assure expenditures are within budgeted allocations. Based on availability of funds, FEW will fund National Officers, Regional Managers, and Past National Presidents to attend the anniversary celebration.

7. The Communications Committee Chair will work with the newsletter editor to design the March/April formal Anniversary celebration issue of FEW'S News & Views, requesting articles from appropriate sources.

8. The Anniversary Chair and the Vice President for Training will develop and coordinate with the NTP Chair a special anniversary celebration event during NTP week.

9. Complimentary invitations for the anniversary celebration will be extended to partners in the National Coalition for Equity in Public Service (NCEPS) and to FEW’s most recent sponsors.

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SPONSORSHIPS AND PARTNERSHIPS

I. NATIONAL

A. POLICY

1. FEW recognizes that collaboration with other organizations is key to the success of any organization. FEW also realizes the ever-increasing importance of partnering as a way to accomplish its goals by joining together with other organizations that have similar goals and programs and that the voice of many is stronger than the voice of a minority.

2. It is FEW’s policy not to enter into agreements with organizations with competing goals and programs that are contrary to FEW’s purpose of ending sexual discrimination and working for the advancement of women in government.

3. As stated in the Membership Chapter of this manual, the membership roster/list may occasionally be released to persons, entities or organizations that might use the information for purposes of advertising, solicitation, or propaganda, but such release will occur only upon the approval of the National Board of Directors of FEW for the purpose of an Affiliate Agreement. Membership statistics shall also be for internal use of the organization. Prior to the release of the membership roster/list, the VP for Membership and Chapter Organization shall notify the membership of the pending release and provide members with an option to “opt out.” FEW will go to the membership annually for the option to opt out.

B. PROCEDURES

1. When entering into agreement or working with a sponsoring organization, thorough research with the assistance of a National Executive Vice President will be completed before final agreements are reached. FEW future resource partners will discuss and document agreements to ensure that both partners are in agreement with goals, expectations, and working relationships to reduce conflicts as much as possible.

2. FEW’s Special Assistant for Sponsorships/Partnerships shall take the lead in discussions with potential sponsors for FEW working with the National Executive Vice President. The following applies when entering into an agreement with a sponsoring organization, consideration of the following must be taken into account

a. The Special Assistant for Sponsorships / Partnerships shall have the lead in pursuing discussions with companies regarding sponsorship of FEW national activities,

b. NTP Planning Teams are encouraged to pursue additional sponsorships related to NTP and shall keep the Special Assistant for Sponsorships/ Partnerships and National Executive Vice President informed of such contacts,

c. FEW will not routinely accept sponsorship from two companies offering the same product or service. An example includes insurance or financial services companies,

d. FEW will not enter into any type of agreement with a company that works in direct conflict with FEW’s goals and,

e. Sponsorship agreements involving significant dollars/concessions must be approved by FEW’s National Executive Committee or National Board of Directors before a formal agreement with a sponsor is approved.

i. A written agreement shall be signed by both parties—FEW and the potential sponsor unless the sponsorship agreement does not involve significant dollars/concessions/in-kind donations

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ii. Sharing of information such as membership lists, etc., shall not conflict with the Bylaws, policies, and procedures of FEW.

f. All partner and sponsor agreements shall be reviewed by the National President, National Executive Vice President, and Contracts Management Chair before a formal agreement with a partner and/or sponsor is signed and approved. A copy of all signed and approved agreements shall be provided to the National President, National Executive Vice President, National Treasurer, Contracts Management Chair, and Finance Chair, as well as the Special Assistant for Sponsorships/Partnerships.

C. EXISTING RESOURCES/PARTNERS OF FEW INCLUDE

1. National Coalition for Equity in Public Service (NCEPS) – consists of Blacks in Government (BIG); Federal Asian Pacific American Council (FAPAC); Hispanic Government Employees (National IMAGE, Inc.); Society of American Indian Government Employees (SAIGE) and Federally Employed Women (FEW). NCEPS was organized in 1994 for the purpose of sharing information and working on mutual goals, concerns, and issues affecting women and minorities in the public sector workplace. See Appendix 54 for the formal agreement.

2. Blue Cross Blue Shield

3. Center for Non-Profit Advancement (formerly Washington Council of Agencies)

4. Coalition for Effective Change

5. Defense Distribution Center New Cumberland

6. Defense Supply Center Philadelphia

7. Equal Employment Opportunity Commission (EEOC)

8. Federal Education Employee & Assistance (FEEA) Fund Federal Employee Defense Service (FEDS), Inc.

9. Federal Deposit Insurance Corporation (FDIC)

10. Federal Long Term Care Insurance Program (LTCP)

11. Food Safety & Inspection Services USDA

12. GEICO

13. Globe Life and Accident Insurance Company

14. Leadership Conference on Civil Rights

15. League of Women Voters

16. National Active and Retired Federal Employees Association (NARFE)

17. National Guard Bureau

18. National Women’s Political Caucus

19. Office of Personnel Management (OPM)

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20. Professional Women’s Magazine

21. Prudential Financial

22. SAIC Crane Operations

23. Shaw, Bransford, Roth, P.C.

24. Training Officers’ Conference

25. Tri Star

26. Tully Rinckey, PPLC

27. United States Department of Veterans Affairs

28. United States Merit Systems Protection Board (MSPB)

29. Past President’s Task Force: The purpose of this task force is to provide guidance on the short- and long-range plans of the organization and to undertake special projects. The task force will consist of all Past National Presidents and will be chaired by the Immediate Past President.

30. National FEW Advisory Council

a. The purpose of this council is to provide new approaches and ideas to assist the Executive Committee and National Board of Directors in eliminating sex discrimination in employment of women in government.

b. The council is comprised of persons within and outside of government who have devoted their time and efforts to the advancement of women. This council will meet annually. The President will appoint a Chair for the National FEW Advisory Council. The Chair should be a senior level National officer, and this individual should work in concert with FEW’s Special Assistant for the Federal Women’s Program.

26. The FEW Foundation for Education and Training

a. The FEW Foundation for Education and Training is a tax-exempt charitable fundraising arm of Federally Employed Women (FEW), granted IRS Tax exempt status under Section 501(c) (3) of the Internal Revenue Code on February 28, 2005. The Foundation may also receive tax-deductible bequests, devices, transfers or gifts. An interlocking Board of Trustees, all of whom are members of FEW, governs the Foundation. All activities of the Foundation are intended to provide tax-exempt opportunities for donors who wish to enhance the lives and professional careers of federal employees by

i. Supporting the FEW National Training Program (NTP) funding activities by providing education and training opportunities to current, past, and potential members of FEW

ii. Identifying and providing speakers for other FEW training activities such as Regional Training Programs on topics and issues relevant to the education and training of current, past and potential members of FEW to enhance the lives and professional careers of federal employees

iii. Providing financial or student aid to qualified members of FEW to help defray the costs of attending the NTP and other Foundation-sponsored workshops and

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iv. Carrying on such other activities consistent with the organization’s 501(c) (3) non-profit purposes and consistent with exemption from Federal income tax codes.

b. No part of the net earnings of the Foundation inures to the benefit of or is distributable to its trustees, directors, officers or other private persons, except payment of reasonable compensation for services rendered and to make payments and distributions in furtherance of the non-profit purposes of the Foundation.

D. RELATIONSHIP WITH FEDERAL AGENCIES

1. National FEW, through the Executive Committee, maintains a relationship with the Office of Personnel Management (OPM), the Equal Employment Opportunity Commission (EEOC), and department and agency heads on all personnel policies and affirmative actions to promote equal employment opportunity. FEW has been instrumental in setting standards for the Federal Women’s Program (FWP); in obtaining changes in policies that prevented women from occupying certain jobs; and improving maternity leave policies. FEW consistently reviews and provides input on OPM and EEOC proposed standards, qualifications, specifications and class-action complaints.

2. The most important relationship is with the FWP. FEW was the major advocacy group for im-plementation of this program in the federal government. In 1970 only six agencies had full-time Federal Women’s Program Managers (FWPMs). A relationship agreement signed by National FEW President and the Director of OPM describes the objectives and goals of the two organizations as being the same. The agreement was first signed in 1991 by OPM Direc-tor Constance Berry Newman and FEW National President Jean Christensen and . was up-dated in 1999 by OPM Director Janice LaChance and FEW National President Jeanette Miller.)

3. Chapters should strive to maintain the same relationship as National FEW with the Regional OPM and EEOC departments and agencies; and should utilize Federal Executive Boards or Federal Executive Associations, as appropriate.

E. RELATIONSHIP WITH OTHER GOVERNMENT AND/OR FEMINIST ORGANIZATIONS

1. FEW is completely in accord with the need to establish stronger ties with and to provide helpful assistance to other women’s organizations. The type and extent of involvement with other national organizations is determined on a case-by-case basis by the National Executive Committee. FEW has established relationship agreements with National IMAGE, Federal Asian Pacific American Council (FAPAC), Blacks in Government (BIG), Society of American Indian Government Employees (SAIGE), and other similar organizations.

2. FEW encourages Chapters to maintain good relationships with any organizations active in the area of equality for women, to include holding joint meetings, exchanging speakers and/or program ideas, conducting joint fundraising activities, and supporting lobbying activities which are mutually beneficial (e.g., Equal Rights Amendment [ERA], etc).

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FEW LOGOS

I. NATIONAL

A. POLICY

Trademark offices around the world provide FEW with legal means for protecting and our organization from imitation and infringing or counterfeit programs, products and services with our image. These rights include the exclusive right to use our trademarked logo in the countries where they are registered. Proper use of our trademarks serves to distinguish the FEW logo from other organizations, prevents the likelihood that the public is confused, and helps prevent damage to our trademarks, including, for example, tarnishment, dilution and generalization.

1. The “FEW Guidelines for Use” are to be followed whenever the FEW logo(s), is reproduced. The guide covers

a. The use of specific colors: black, blue, red, green, purple, teal, orange, and white

b. Specifies examples of proper use and

c. Examples of improper use.

2. These approved logos will be displayed and available for download on the FEW website at www.few.org.

a. Specifies guidelines for use of FEW logo on all publications and the National Website

b. Specifies standard quality of reproduction of the FEW logo

B. PROCEDURES

1. Guidelines for Use

a. The FEW logo has been custom-designed to communicate the fundamental purpose of FEW, equality. It is important that the logo be used consistently and properly to reinforce FEW’s brand image and increase recognition within the membership and the public and private sectors.

b. FEW’s logo is registered with the US Patent and Trademark Office and should never be altered or recreated. Use the logo exactly as designed and registered. If you change the size to fit your application, do not change the proportion. Logo users should send copies of all printed and electronic materials that show the use of the logo to FEW’s National Office. Logo users should send copies of all printed and electronic materials that show the use of the logo to the PPRC for review at [email protected]. For examples of the FEW see Appendix 55 – FEW Logos. For more Information on the U.S. Patent and Trademark Registration Information: http://www.uspto.gov/

2. Logo Design

The FEW logo includes seven elements:

a. The name of the organization, Federally Employed Women

b. The year the organization was founded, 1968

c. The scales of justice

d. The lamp of knowledge

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mailto:[email protected]

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e. Six 5-point stars

f. Two concentric circles

g. The registered trademark symbol ®

3. Registration Mark

The FEW logo is a registered trademark of Federally Employed Women and required the ® symbol whenever it is published.

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4. National Website

Use of the FEW logo on the National website may be alter (www.few.org only) with the purpose of relaying a graphical message consistent and proper to reinforce the FEW brand through imagery. Any modified uses of the logo must have prior approval by the National Webmaster.

5. Typography

Use of the FEW logo must be consistent and unmodified with the logo design (see item 2 above for additional information) except as used on the National website. Users must maintain typography visual continuity and clarity throughout the many forms of published materials. Clarity of logo must be without blur or any perceived image degradation or distortion.

6. Color

The FEW logo should only be reproduced in those colors posted on the FEW website (currently Black, Blue, Red, Green, Purple, Teal, and Orange). Do not combine colors on the logo. If you have a need for a custom color other than those posted, you must obtain approval from the FEW National Office.

7. Clear Zone

The FEW logo should always have a clear area all the way around the logo that allows for a clear and unobstructed view of the logo and trademark symbol. Generally, this margin should be at least 1/4-1/2 inch.

8. Examples of Proper Use

The following examples show the appropriate use of the FEW logo:a. The logo should always appear as a unique identifying symbol of the organization.b. Always use the ® symbol with the logo.c. Always allow sufficient contrast between the logo and the background.d. Always print the logo at least 1-inch high to allow the text to be readable.e. Always use the logo in the upright position (do not tilt or rotate the logo).f. Always print the logo in one of the published colors.

8. Examples of Improper Use

a. Never rearrange or re-proportion the logo.b. Do not recreate, redraw or trace the logo, or change the fonts in the logo.c. Do not use the logo as a design element unto itself.d. In general, do not use more than one FEW logo on a page.e. Do not obscure the logo with competing visual elements.f. Do not combine the FEW logo with other logos or graphic elements (stars, flags, faces,

etc.)g. Do not design other logos or names in a style parallel to the FEW logo.h. Do not add ornamentation or attach graphic or typographic devices to the logo. This

includes the spell out of a chapter, region or event name, the URL or any other textual elements.

i. Do not provide the logo to a third party without obtaining permission from the National Office.

j. Do not display the logo within any containing shapes or boxes.k. Do not print the logo in 3D.l. Do not bleed the logo (run it off the edge of the page); using the log as a watermark is

appropriate provided that the entire logo is visible.

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m. Do not shadow or texture the logo.n. Never replace text with the logo. For example, never use the logo in a sentence like,

“FEW supports the efforts of…,” where a tiny version of the logo replaces the letters FEW.

o. Avoid generation loss because of excess photocopying.

9. Questions or Permissions to Use the Logo:

Contact FEW’s National Office by phone 202-898-0994, email [email protected], or the National Publications Policy and Review Committee Chair.

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Document Retention and Destruction

I. NATIONAL

A. POLICY

This policy pertains to the retention, maintenance and destruction of documents and other records of FEW and includes both hard copy and electronic versions of such documents. This policy includes responsibilities for NBOD, Regions, Chapters, and contractors with respect to maintaining and documenting the storage and destruction of the organization’s documents.

a. Retain and maintain the documents necessary for the proper functioning of the organization as well as to comply with applicable legal requirements,

b. Records which are no longer needed for the operation of the organization or as required by law shall be eliminated from the files,

c. Document the destruction of documents which no longer required to be retained, and d. Provide guidance for the NBOD, Regions, Chapters and other independent contractors with

respect to their responsibilities concerning document retention and destruction

National: The National Office Oversight Committee shall be responsible for coordinating the retention and destruction of National FEW documents in accordance with the Document Retention Schedule. As well as documenting the actions taken to maintain and/or destroy National FEW organization documents and shall retain such documentation.

Regions: The Regional Managers and Regional Secretaries shall be responsible for documenting the actions taken to maintain and/or destroy regional organization documents and shall retain such documentation.

Chapters: The Chapter Presidents and Chapter Secretaries shall be responsible for documenting the actions taken to maintain and/or destroy chapter organization documents and shall retain such documentation.

B. PROCEDURES

1. Documents shall be stored in a safe and accessible manner. Documents which are necessary for the continued operation of the organization in the case of an emergency shall be regularly duplicated or backed up and maintained in an off-site location.

2. To ensure the integrity of the destruction process an on-going destruction log should be prepared and maintained. In the event of an audit the destruction log maybe requested. See the Appendix: Document Destruction Log for suggested document to be used.

3. Documents in electronic format shall be maintained just as hard copy or paper documents are, in accordance with the Document Retention Schedule (see Appendix: Document Retention Schedule for more information).

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Appendix – Sample Anniversary Celebration Budget

Sample Anniversary Celebration Budget

BUDGET ACTUAL TO DATE FINAL DATE OVER/(UNDER)

BUDGET

RECEIPTS

100 Ticket Sales

100.01 Reception 150 @ $25 each 0.00

100.02 Legislative Breakfast 150 @ 25 each 0.00

Subtotal NTP Ticket Sales 0.00 0.00 0.00

102 Miscellaneous Receipts

102.01 Advertising 0.00 0.00 0.00

102.02 Corporate Sponsorships 0.00 0.00 0.00

102.03 National Budget Allocation 0.00 0.00 0.00

102.04 Donations 0.00 0.00 0.00

102.05 Raffle 0.00 0.00 0.00

102.08 Miscellaneous 0.00 0.00 0.00

102.09 Pins (1000 @ $5) 0.00 0.00 0.00

Total Miscellaneous Receipts 0.00 0.00 0.00

Total Receipts 0.00 0.00 0.00

EXPENSES

200 Administrative

200.01 Stationery & Office Supplies 0.00 0.00 0.00

200.02 Postage 0.00 0.00 0.00

200.04 Telephone - Long Distance 0.00 0.00 0.00

200.05 Travel 0.00 0.00 0.00

200.09 Professional Services (Hearing Impaired Interpreter) 0.00 0.00 0.00

200.10 Miscellaneous Awards/Gifts (includes Life Membership or equivalent) 0.00 0.00 0.00

200.14 Miscellaneous 0.00 0.00 0.00

Total 0.00 0.00 0.00

201 Food Functions

201.01 Reception Decorations 0.00 0.00 0.00

201.02 Reception Food 200 @ $25 each includes tax ($500) & tip ($990) 0.00 0.00 0.00

201.03 Complimentary Reception 50 (Cost included in 201.02) 0.00 0.00 0.00

201.04 Legislative Breakfast Decorations 0.00 0.00 0.00

201.05 Breakfast 200 @ $25 each (includes tax & tip) 0.00 0.00 0.00

201.06 Complimentary Legislative Breakfast 50 (Cost included in 201.05) 0.00 0.00 0.00

201.07 Miscellaneous 0.00 0.00 0.00

201.08 Entertainment for Reception 0.00 0.00 0.00

201.09 Flowers 0.00 0.00 0.00

201.10 Photography 0.00 0.00 0.00

Total 0.00 0.00 0.00

202 Guest Speakers and Coalition Partners

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202.01 Fees 0.00 0.00 0.00

202.02 Travel 0.00 0.00 0.00

202.03 Lodging (Speaker x 1 night @ 130 each) 0.00 0.00 0.00

202.04 Meals 0.00 0.00 0.00

202.05 Miscellaneous 0.00 0.00 0.00

Total 0.00 0.00 0.00

203 Logistics

203.01 Equipment (AV rental, etc.) 0.00 0.00 0.00

203.02 Miscellaneous 0.00 0.00 0.00

Total 0.00 0.00 0.00

204 Printing

204.01 Anniversary Publication (Donated by Globe Life) 0.00 0.00 0.00

204.02 Invitations (Donated by Globe Life) 0.00 0.00 0.00

204.03 Program - Reception 0.00 0.00 0.00

204.04 Program - Breakfast 0.00 0.00 0.00

204.05 Art, Graphics, & Desktop Publishing 0.00 0.00 0.00

204.06 Registration - Name tags 0.00 0.00 0.00

204.07 Miscellaneous 0.00 0.00 0.00

Total 0.00 0.00 0.00

205 Protocol

205.01 Miscellaneous 0.00 0.00 0.00

Total 0.00 0.00 0.00

206 Publicity/Marketing

206.01 Advertising 0.00 0.00 0.00

206.02 Development of Press Kits 0.00 0.00 0.00

S206.03S SPresident's Video PresentationS 0.00 0.00 0.00

206.04 1000 35th Anniversary Pins @ approximately $.95 each 0.00 0.00 0.00

206.05 Web Site 0.00 0.00 0.00

0.00 0.00 0.00

207.00 Silent Auction

207.01 SLetters Soliciting Donations @ .63 eachS 0.00 0.00 0.00

Total 0.00 0.00 0.00

Total Receipts 0.00 0.00 (0.00)

Total Expenses 0.00 0.00 0.00

FUNDS POSITION

Receipts to date 0.00

Disbursements to date 0.00

BALANCE 0.00

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Appendix – Sample Anniversary Celebration Project Timeline

Sample Anniversary Celebration Project TimelineID

Comp. Task Name Duration Start Finish Predecessor

sResource Names

1 Logistics

2 Review Policy and Procedures Manual, Anniversary Celebrations.

Full Committee

3 Date/Time—Co-locate with spring Executive Committee Meeting.

4 Location--Reserve Site.5 Theme and Logo

6 Honorees—Select deserving individuals to be presented with the President's Award.

National President

7 Gala Reception

8 Determine ticket price—to be paid when reservation is made.

9 Program and Program Participant—develop a program committee to establish format.

10Entertainment—develop a committee to seek the most appropriate entertainment for the occasion.

11 Menu—Anniversary Celebration Committee Chair to take the lead.

12 Select a Steering Committee for registration and hostesses.

13 Plan decorations, to include the FEW banner.

14 Selection of Honorary Chairs and Speakers

15Select Honorary Chairs and Speakers—e.g., someone from the current administration to attend both events if possible.

16 Legislative Breakfast

17 Determine ticket price—to be paid when reservation is made.

18 Determine location at the U.S. Capitol

19 Program and Program Participants—develop a program committee to establish format.

20 Select a menu.

21 Plan decorations, to include the FEW banner, using those from Gala if possible.

22Tie in with Steering Committee developed by the Gala Reception Committee for registration and hostesses.

23 Anniversary Publication24 Poll ahead of time for historical photos.25 Solicit sponsor for artwork and printing.

26Include history, legislative update, annual report, past presidents of FEW, future plans, etc.

27 Identify a printer.

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Have publication prepared with plenty of lead time for appropriate review levels, i.e., Publications Review Committee, professional assistance, and to meet printer's time schedule.

29 Publicity

30 Create a separate website and link to the national website.

31Create announcements and flyers publicizing these events early on and up until the date of the events.

32 Contact local media for coverage from the beginning to the ending of the celebration.

33 Schedule media interviews for the National President.

34Develop and distribute a media kit to NBOD and regions for disbursement to chapters, to include placement in pocket folders with FEW

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sticker, President's business card, "What is FEW," and Mission/Purpose, Frequently Asked Questions (FEW and Legislative), website, Anniversary, and NTP information, map of regions, and press releases.

35 40th Anniversary Pin

36 Develop proposal for National Board approval for early order.

37 Advertise extensively.

38 Establish POC to receive/disburse pins and coordinate with National Treasurer.

39 Special Guests40 Contact past national presidents of FEW.41 Invitations--Design42 Solicit sponsor for artwork and printing.43 Identify a printer.

44

Have invitations prepared with plenty of lead time for appropriate approval levels, i.e., Publications Review Committee, professional assistance, and to meet printer's time schedule.

45 Certificates/Plaques46 Create and/or order for special recognition.47 Budget48 Prepare and maintain budget.49 Corporate Sponsors

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Coordinate with Executive Vice President regarding corporate sponsors, i.e., Blue Cross/Blue Shield, Globe Life and Accident Insurance Company, Atria Corporate Services, Inc., Washington Financial Group, Southwest Airlines, GEICO, Hechts, Daimler Chrysler.

51 Prospect for printing—Globe Life and Accident Insurance Company.

52 Send out requests for sponsorship very early. Follow up to completion.

53 News and Views54 Prepare article for November issue.

55 Prepare articles for each edition up to the event.

56Prepare articles for special edition. Publication date. (See ID22, above, Anniversary Publication.)

57Invitation Lists and Mailing for both Gala Reception and Legislative Breakfast

58 Obtain addresses of invitees.59 Address Envelopes.

60

Mail invitations and Complimentary tickets to: keynote speakers, guest speakers, honorary chairs, contractors, coalition partners, President and First Lady, Vice President and Mrs., Washington Council of Agencies, Sponsors, Congress, and Senators. (Based on availability of funds, FEW will fund past presidents, national officers, and Regional Managers.)

61

Mail invitations and Non-Complimentary tickets to: President AFGE, President NTEU, chapter presidents, Women's Organizations, and Department Heads--send to FWP managers.

62 Determine date for RSVP.

63 Coordinate ticket sales, ensuring that they are paid for when reserved.

64 Record RSVP's.65 Regional and Chapter Celebrations

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66 Past presidents of FEW video presentation

67 Use media kits distributed by Publicity Committee.

68Encourage regions and chapters to plan their own Celebrations after the kick-off event in Washington, DC.

69 Photographer

70 Make arrangements ahead of events for photographer.

71 Printing

72 Solicit printer to print 40thAnniversary Stationery and envelopes.

73 Thank-you Letters 74 Send immediately following events.

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Appendix – National Coalition for Equity in Public Service (NCEPS) Agreement

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Appendix – Sample FEW Logos

Sample FEW Logos

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Appendix - FEW’s Registration with the US Patent and Trademark Office

Word Mark FEDERALLY EMPLOYED WOMEN 1968Goods and Services IC 041. US 100 101 107. G & S: Education services, namely, conducting and offering seminars, workshops in the field of career

planning, development, and advancement of employment in the federal systems and distributing course material in connection therewith. FIRST USE: 19690506. FIRST USE IN COMMERCE: 19690506

IC 042. US 100 101. G & S: Association services, namely, promoting the interests and advancement of women in employment within the federal government through networking, education, training and advocacy. FIRST USE: 19690506. FIRST USE IN COMMERCE: 19690506

Mark Drawing Code (3) DESIGN PLUS WORDS, LETTERS, AND/OR NUMBERSDesign Search Code 01.01.03 - Star - a single star with five points

01.01.10 - Stars, three or more; Three or more stars17.05.02 - Scales of Justice; Scales, two pan balance scales; Weights, weights for scales26.01.17 - Circles, two concentric; Concentric circles, two; Two concentric circles

Serial Number 75704650Filing Date May 13, 1999Current Filing Basis 1AOriginal Filing Basis 1APublished for Opposition January 18, 2000

Registration Number 2341090Registration Date April 11, 2000Owner (REGISTRANT) FEDERALLY EMPLOYED WOMEN (FEW) NON-PROFIT CORP. D.C. 1666 K STREET, N.W., SUITE 440,

Washington, D.C. 20006Attorney of Record ROBERT J WEILDisclaimer NO CLAIM IS MADE TO THE EXCLUSIVE RIGHT TO USE "1968" APART FROM THE MARK AS SHOWNType of Mark SERVICE MARKRegister PRINCIPAL-2(F)-IN PARTAffidavit Text SECT 15. SECT 8 (6-YR).Live/Dead Indicator LIVEDistinctiveness Limitation Statement as "FEDERALLY EMPLOYED WOMEN"

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Appendix – Document Retention ScheduleDocument Retention Schedule

The following table indicates the minimum requirements and is provided as guidance to document retention.

Type of Document Minimum Requirements

Account payable/receivable ledgers and schedules 7 years

Articles of Incorporation and Amendments Permanently

Audit reports Permanently

Bank reconciliations 2 years

Bank statements 3 years

Bylaws and Amendments Permanently

Checks (canceled, for important payments; i.e., taxes, purchase of property, special contracts, etc. [checks should be filed with the papers pertaining to the underlying transaction])

Permanently

Checks (canceled, with exception above) 10 years

Contracts, mortgages, notes, and leases (expired) 7 years

Contracts (still in effect) Contract Period

Correspondence (general) 2 years

Correspondence (legal and important matters) Permanently

Correspondence (with customers and vendors) 2 years

Deeds, mortgages, and bills of sale Permanently

Depreciation schedules Permanently

Duplicate deposit slips 2 years

Electronically stored documents (in pdf, text, or other electronic format) considered important to the organization or of lasting significance should be printed and stored in a central repository.

Permanently, subject to review

Electronically stored documents not included in either of the above categories

12 months

Email considered important to the organization or of lasting significance should be printed and stored in a central repository

Permanently, subject to review

Email not included in either of the above categories 12 months

Expense analyses/expense distribution schedules 7 years

Year-end financial statements Permanently

Insurance records, Directors and Officers insurance, current accident reports, claims, policies, and so on (active and expired)

Permanently

Internal audit reports 3 years

Inventory records for products, materials and supplies 3 years

Invoices (to customers, from vendors) 7 years

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Type of Document Minimum Requirements

Meeting Minutes, bylaws and charter (chapters) Permanently

Patents and related papers Permanently

Policy and Procedures Manual Current version with revision history

Strategic Plans 7 years after expiration

Tax returns and worksheets Permanently

Trademark registrations and copyrights Permanently

Withholding tax statements 7 years

Appendix – Document Destruction Log

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Document Destruction Log

Type of Document Destroyed Date of Destruction Name and Title of Individual Destroying Document

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