washington narfe federation district vice presidents’ training
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WASHINGTON NARFE FEDERATION
DISTRICT VICE PRESIDENTS’ TRAINING
OBJECTIVEPROVIDE THE SKILLS
NECESSARY TO CARRY OUT ROLES AND
RESPONSIBILITIES OF A DISTRICT VICE
PRESIDENT
LEADERSHIP: Art of getting people to move together toward a common goal.
TRAITS/SKILLS OF A LEADER
Some people are born with skills; others develop them as they improve as leaders
Has Integrity People person Understands differences that make people
unique and uses those individual skills to achieve goal(s)
Is positive – Encourages/Motivates people Knows the way, shows the way, and who goes
the way. Influences others to accompany/ assist him/her to fulfill goals.
Sets the Example Effective verbal and oral Communicator
WASHINGTON STATE FEDERATION OF
CHAPTERS
NATIONAL ORGANIZATION
FEDERATION ELECTED OFFICERS
NARFE is a grassroots organization whose strength lies with its members in local chapters.
Federation’s role is to assist chapters in getting work done through guidance, program, training, leadership development, providing pertinent information, serving as speakers, and encouraging National and State Legislative contacts.
Each elected officer of the NARFE Federation has certain responsibilities to fulfill in supporting the Federation and its members.
Being an officer simply means that you are responsible for ensuring the job gets done in a quality manner and IAW policies and procedures.
FEDERATION EXECUTIVE BOARD
STANDING COMMITTEES (NON-VOTING)
ADVISORY COMMITTEES
ALZHEIMERSNEWSLET
TER EDITOR
NARFE-PAC
Membership – 7716 (April 2012)
22 Chapters Smallest – 78Members (856) Largest - 1059 Members (181) Average Size – 350 Members Chapters Broken Down into Five Districts,
with District Vice President Responsible for Chapters in His/hers District
WASHINGTON FEDERATION
District 1: District 2:32, 239, 856, 1247 43, 193, 196, 1404,
1701, 1966
District 3: District 4:13, 163, 236, 1070 181, 881, 888, 1801, 1006
District 5:237, 238, 1192
* Do not coincide with Congressional districts.
WA FEDERATION DISTRICTS*
FEDERATION STRATEGIC PLAN AND
GOALS
MEMBERSHIP BY DISTRICT
District 1: 1274 Members 16.5% District 2: 1937 Members 25.1% District 3: 1654 Members 21.4% District 4: 2140 Members 27.7% District 5: 771 Members 9.9%
TOTAL: 7716 MEMBERS
WA FEDERATION MEMBERSHIP -2011
2011-2012 NON-RENEWALS/REINSTATEMENTS
Legislative Build and establish lines of communication with National and State
Legislators and their staffs and with the Federation Legislative Director
Promote NARFE’s “Grassroots” (Chapter members and Chapter and District Legislative Chairs) lobbying efforts.
Inform Chapters of pending legislation and urge letter write-ins, e-mail, or telephone campaigns and other actions IAW guidance from the Federation Legislative Director and NARFE Legislative Department
Ensure Chapters submit requested follow-up reports on these campaigns to Federation Legislative Director within established suspense dates
DISTRICT VICE PRESIDENTS
KEY LEADERSHIP QUALITIES OF DISTRICT VICE PRESIDENT
Knows how to deal with members in chapters
Knows how to empower Chapter leaders Education Mentoring
Knows how to set realistic District goals Input from Chapters Goals are clear, realistic, and achievable Goals are based on Federation’s Strategic Plan
Knows how to delegate effectively Contact with Chapter Leaders
YOU ARE EYES AND EARS FOR THE CHAPTER
YOU ARE THE LINK BETWEEN CHAPTERS AND FEDERATION
DISTRICT VICE PRESIDENT
GOAL: Increase the communications and networking between DVP and Chapters in District
Represent the Federation President in all matters pertaining to Federation work in their respective district.
The DVP serves as a vehicle for the exchange of ideas among members about program/actions of benefit to active and retired federal employees.
Understand the Goals and Objectives of NARFE and the Federation
DVP OBJECTIVES: oVisit each Chapter in District at least one time per year to observe, listen to membership concerns, and to provide assistance
oConduct an analysis of each Chapter’s current strengths, weaknesses, and opportunities then develop a methodology to improve on the weaknesses
oRelay Chapter concerns/comments to Federation President and Vice President and to the Federation Executive Board, as appropriate
oWork with Chapters to recruit, retain, and reinstate NARFE members
oConduct a District Meeting
Be available to Chapter officers by telephone, e-mail or regular mail
Provide information briefings/talks at Chapter meetings, as requested
Provide training for local Chapter Officers in your District – this is necessary in order to provide top quality leadership skills for the furtherance of common goals How to Conduct a Chapter Meeting How to retrieve, analyze, and submit reports Understanding and carrying out Federation’s goals
and objectives
o Send a Congratulatory Letter to all new Chapter Presidents in District within one month of individual being elected.
o Communicate with Chapters about issues of concern to active and retired federal employees
Be very knowledgeable in NARFE official reports, both on-line and hard copy (M—112, M-114, and etc.) and of NARFE forms Provide training, as needed Ensure reports, such as F-7 and 990-N are submitted
in timely and accurate manner Maintain current files of Chapters in District – Chapter
Officers, M-112, M—114, and other membership data
Monitor Chapter activities and provide assistance as needed
Serve as vehicle for the exchange of ideas among Chapters in District No idea is a bad idea Present your ideas and let the Chapters present their
ideas
Install new Chapter Officers, as needed
Promote interest in NARFE-PAC, FEEA, AND Alzheimer’s Programs
Prepare and Distribute Annual Calendar for District (meeting dates, suspense dates, convention dates, district training dates, and proposed Chapter visit dates)
Meet with former members of dormant (closed) chapters. Persuade them to reactivate
Encourage Chapters to recognize and reward their chapter members. (Chapter Member of Quarter or Year, Certificates, and etc.)
Search out areas where new chapters may be formed and help them to organize. Submit information to Federation President for action.
Participate in Federation and District
Recruitment/Retention/Reinstatement opportunities (health fairs, National Fairs, Senior events, and etc.)
Actively represent the interests of the District, the Federation, and NARFE at Chapter meetings
Attend Federation Executive Board Meetings as scheduled
Attend Annual Federation ConventionEach DVP is a Delegate-at-LargeAttend Pre-Convention Planning Meetings when Convention is hosted by the District
Attend National Convention, if possible Keep Federation President and Vice-
President and Executive Committee informed of significant developments in chapters
FEDERATION RESPONSIBILITIES
Prepare written emailed reports before each Executive Board Meeting usually held quarterly.
Prepare an annual report for Convention
Prepare a general budget to include postage, printing, telephone, and travel.Submit those budget requirements for Federation budget
Prepare a district meeting budget to include meeting room, AV needs, guest speaker expenses, printing and travel (mileage or air fare), hotel and meals.
FEDERATION RESPONSIBILITIES
CLOSING A CHAPTER Before action is taken to formally close a chapter, you
should: Work with the Chapter to help them become a viable
chapter Talk with Chapter members to ascertain their perspective
of the situation and recommendations for the future of the chapter
Identify strengths and weakness of chapter and after analyzing the info, share your thoughts with Chapter members
Keep the Federation Executive Board abreast of the situation
DVP may not close a chapter on his/her own. Only the Federation President in consultation with the RVP.
o Follow procedures outlined in Operating Instruction A-15
CHANGING A CHAPTER NAME
Chapter Name Change: Must do an amendment to Chapter’s Constitution and Bylaws
Motion to amend Constitution or Bylaws must be approved at scheduled Chapter meeting
Must send a complete copy of the revised Constitution and Bylaws to Federation Secretary and National Secretary
Chapter’s Charter – No change needed
Minutes of voting, changes to Constitution and Bylaws, and etc. should be made permanent records and kept by Chapter Secretary
RESOURCES Federation DVP Handbook (Soon to be revised)
Federation of Chapters Membership Plan for Recruitment, Development, and Retention
Chapter & Federation Officers Manual (F-10)
Member Records Manual (FH-6)
Membership Development Manual (FH-19) Federation Elected Officers Federation Appointed Committee Chairs
RESOURCES NARFE Website: www.narfe.org
Federation Website: www.narfewa.net
NARFE Training Slides (narfewa.net)
GEMS (Global Electronics Messaging System)
NARFE NewsWatch
NARFE Magazine
RESOURCES Federation Constitution and Bylaws
NARFE National ByLaws
Washington Policy and Procedure Manual
NARFE Recruiting and Retention Journal (on-line)
NARFE Quarterly News for NARFE Leaders (on-line)
DVP’s …
REFLECTIONS OF THE FUTURE(Lessons, Opinions, and Thoughts)
FOLLOW THROUGH You must look beyond the “WHAT YOU NEED TO
DO” to achieve your goals, the Federation’s goals, and NARFE’s goals.
If the District, the Federation, and NARFE are to experience measurable success, you must “FOLLOW THROUGH” by determining the
“WHO, WHAT, WHERE, and WHEN”
You must prioritize your limited resources and time. No more laundry lists; lists are not action plans.
o You must focus on and prioritize the items which will enhance the District, the Federation, and NARFE’s ability to move forward. Put the gear in Drive, not Reverse.
COMMUNICATION & INFORMATION EXCHANGE
Many times this is a very difficult task
Improving communication skills requires constant oversight of our strategies. Communications must flow both ways - from DVP to Chapters and from Chapters to DVP as well as from Federation to DVPs and DVPs to Federation
Information is NOT POWER. The more you SHARE, the STRONGER you will be and the more influential you will become
You, the chapters, and the Federation can only act upon information that they have access
Become familiar with and use all the tools available (e-Mail, Facebook, Twitter, websites, newsletters, telephone, US Mail, and etc.)
LEADERSHIP ACCOUNTABILITY
Those who choose to be LEADERS must be ACCOUNTABLE FOR THEIR ACTIONS, always!
No one should accept a Leadership position without being fully aware of the responsibility he/she has agreed to accept on behalf of the membership
A leader must always be available and accessible to all the members in the District
DISTRICT VP ELECTIONS At the Annual District Workshops, DVPs are
elected by the members of each respective district at the District Caucus
Members must be educated and knowledgeable about the qualifications, experience, and commitment of each candidate for DVP. This is accomplished by candidates submitting
their Nomination Packages to Federation Nominating Committee. Nominees packages will be on the Federation website for review prior to the convention.
INSPIRATION As a Leader, you should endeavor to Listen
to what each and every person in a discussion has to say before venturing our own opinion.
As the old axiom says: “A Leader is like a shepherd. He stays behind the flock, letting the most nimble go out ahead, where upon the other follow, not realizing that all along, they are being directed from behind.”
(Nelson Mandala)
PRACTICE WHAT WE PREACH!
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