CFRW Region Director Guide

Properly Dissolving a Club

Prepared for the
California Federation of Republican Women (CFRW)
In alignment with National Federation of Republican Women (NFRW) requirements

When Dissolution May Be Necessary

A club may need to dissolve when:

• Membership drops below the required minimum

• The club becomes inactive

• Officers are unable to fulfill responsibilities

• The club votes to voluntarily disband

• Financial or compliance issues cannot be resolved

Dissolution should always be handled formally and respectfully. A club charter cannot simply “fade away.”

STEP-BY-STEP DISSOLUTION PROCESS

Notify CFRW Immediately

As soon as dissolution is being considered:

• The Club President (or Region Director) must notify CFRW leadership

• CFRW will provide oversight and guidance and Region Director will be the liaison between the dissolving Club and CFRW 

• Dissolution must be coordinated at the state level before any final action is taken

No club may dissolve independently without CFRW involvement.

Review the Club’s Bylaws

Most club bylaws contain a dissolution clause that outlines:

• Required notice to members

• Voting requirements

• How remaining assets must be distributed

The club must follow its own adopted bylaws.

Provide Written Notice to Members

Members must receive:

• Advance written notice of the meeting where dissolution will be considered

• Clear language stating that a vote to dissolve will occur

This protects transparency and procedural integrity.

Hold a Formal Vote

At a properly noticed meeting:

• A motion to dissolve must be made

• The vote must meet the threshold required in the club’s bylaws

• Minutes must clearly document:

  • The motion

  • The vote count

  • The outcome

This documentation is critical.

Resolve Financial Obligations

Before final closure:

• Pay all outstanding bills

• Close any open financial obligations

• Reconcile accounts

The Treasurer must prepare a final financial report.

Distribute Remaining Assets Properly

NFRW guidance and typical federation bylaws require:

• Remaining funds must be distributed in accordance with the club’s bylaws

• Funds are to be transferred to CFRW

• Assets may NOT be distributed to individual members

All asset transfers must be documented.

Close the Bank Account

After:

• Final expenses are paid

• Remaining funds are distributed

The bank account should be formally closed.

Retain copies of:

• Final bank statement

• Closure confirmation

Notify CFRW and NFRW of Completion

Once dissolution is finalized:

• Submit:

  • Final meeting minutes

  • Final financial report

  • Documentation of asset transfer

• CFRW will notify NFRW and coordinate charter cancellation

The club charter will then be formally withdrawn.

Region Director Responsibilities

As a Region Director, you should:

Ensure dissolution follows proper procedure
Protect members through transparency
Confirm financial integrity
Prevent informal or undocumented closure
Communicate respectfully and clearly

You are safeguarding both the integrity of CFRW and the legacy of the club.

Leadership Note

Dissolution is not failure.

Sometimes it is:

• A season closing

• A leadership transition

• An opportunity to reorganize stronger later

Handled properly, dissolution preserves relationships and protects the Federation.