THE NARFE THE NARFE CHAPTERCHAPTER

Chapter Leadership – 101Chapter Leadership – 101Orientation and TrainingOrientation and Training

For For

Tennessee Federation of ChaptersTennessee Federation of ChaptersApril 2014April 2014

Resources to Help You BeginResources to Help You Begin

F-54 F-55

All available on the NARFE web site in downloadable PDF files or can be ordered on the F-18

F-56

F-10

CHAPTER CHAPTER PRESIDENTPRESIDENT

I’m a Chapter I’m a Chapter President, now what President, now what

do I do?do I do? Establish local plans to achieve NARFE Establish local plans to achieve NARFE

objectives and goalsobjectives and goals Chair the executive committee and Chair the executive committee and

preside at chapter meetingspreside at chapter meetings Liaison Liaison withwith federation, national office federation, national office

and chapter membersand chapter members Encourage and support trainingEncourage and support training Appoint committeesAppoint committees

ChapterChapter PresidentPresident

Encourage growth and retention of Encourage growth and retention of membershipmembership

Identify, motivate and develop Identify, motivate and develop replacements for committee positionsreplacements for committee positions

Ensure each officer and chair is Ensure each officer and chair is familiar with duties/responsibilitiesfamiliar with duties/responsibilities

Represent chapter at official eventsRepresent chapter at official events

What tools do you needWhat tools do you need to do your job? to do your job?

Be familiar withBe familiar with Chapter/Federation constitutions and Chapter/Federation constitutions and

bylawsbylaws National Articles of Incorporation and National Articles of Incorporation and

bylawsbylaws Chapter/Federation Officers Manual (F-10)Chapter/Federation Officers Manual (F-10) Past chapter minutes & treasurer’s reportsPast chapter minutes & treasurer’s reports Robert’s Rules of OrderRobert’s Rules of Order All NARFE publications, forms and reportsAll NARFE publications, forms and reports Online Activities Module (OAM)Online Activities Module (OAM)

Resource MaterialsResource MaterialsNARFE publicationsNARFE publications

NARFE Insider Quarterly News, NARFE Insider Quarterly News, Recruiter’s Journal & QuarterlyRecruiter’s Journal & Quarterly

NARFE MagazineNARFE Magazine

NARFE Question and Answer BookletNARFE Question and Answer Booklet

Federation NewsletterFederation Newsletter

NARFE and Federation Web sites and NARFE and Federation Web sites and updatesupdates

at at www.narfe.org & & www.narfetn.org HQ monthly and quarterly chapter activity HQ monthly and quarterly chapter activity

reports, i.e. M-112, M-114, A-220, W-101reports, i.e. M-112, M-114, A-220, W-101

Resource Resource MaterialsMaterials

The Chapter Constitution & The Chapter Constitution & BylawsBylaws Each chapter should have a constitution and Each chapter should have a constitution and

bylawsbylaws Form F-21 Form F-21 (Chapter Constitution & Bylaws. Updated (Chapter Constitution & Bylaws. Updated

on 06/09) on 06/09) is good template for bylawsis good template for bylaws New bylaws and any subsequent amendments New bylaws and any subsequent amendments

submitted to HQ for approval.submitted to HQ for approval. Forward any bylaws as they are amended to Forward any bylaws as they are amended to

Federation and Chapter Services at HQFederation and Chapter Services at HQ

Other dutiesOther duties

Establish an executive committee, as Establish an executive committee, as appropriate, either by election or appropriate, either by election or appointment per chapter bylawsappointment per chapter bylaws

Appoint a nominating committee Appoint a nominating committee (unless elected)(unless elected)

Appoint other officers and standing Appoint other officers and standing committees as required or neededcommittees as required or needed

Set meeting agendasSet meeting agendas

Preside and conduct chapter business Preside and conduct chapter business in orderly, impartial mannerin orderly, impartial manner

Plan programs that are pertinent, Plan programs that are pertinent, interesting to members and involve interesting to members and involve themthem

Follow the suggested order of Follow the suggested order of business unless specified in chapter business unless specified in chapter bylawsbylaws

Suggested Order of Suggested Order of BusinessBusiness

1.1. Call to orderCall to order2.2. InvocationInvocation3.3. Pledge of allegiancePledge of allegiance4.4. Introduction of members and guestsIntroduction of members and guests5.5. Reading/approval of previous minutesReading/approval of previous minutes6.6. Treasurer’s reportTreasurer’s report7.7. Officer/committee reportsOfficer/committee reports8.8. Unfinished businessUnfinished business9.9. New businessNew business10.10. Announcements and appointmentsAnnouncements and appointments11.11. Program, i.e. speaker, entertainment, etc.Program, i.e. speaker, entertainment, etc.12.12. AdjournmentAdjournment

Controlling the Controlling the MeetingsMeetings

Always have a written agenda and Always have a written agenda and

keep to the order of businesskeep to the order of business Allow members to share thoughts but Allow members to share thoughts but

keep to the overall purpose of meetingkeep to the overall purpose of meeting Apply rules uniformly so timely Apply rules uniformly so timely

decisions can be madedecisions can be made Give opportunity for all comments so Give opportunity for all comments so

long as they remain useful and long as they remain useful and constructiveconstructive

Controlling the Controlling the MeetingsMeetings Handle discussions in orderly manner:Handle discussions in orderly manner:

Each person has chance to speakEach person has chance to speak Keep all speakers to rules of order and to the Keep all speakers to rules of order and to the

questionquestion Give pro and con speakers equal opportunitiesGive pro and con speakers equal opportunities State each motion before discussion and voteState each motion before discussion and vote Where it affects the result, the presiding officer has Where it affects the result, the presiding officer has

the same voting rights as any other member if he/she the same voting rights as any other member if he/she is a member of the assembly or voting body. Unless is a member of the assembly or voting body. Unless a vote is by ballot, the chair protects his/her impartial a vote is by ballot, the chair protects his/her impartial position by exercising his/her voting right only when position by exercising his/her voting right only when his/her vote would affect the outcome his/her vote would affect the outcome

Be familiar with parliamentary procedures Be familiar with parliamentary procedures

CHAPTER CHAPTER VICE-PRESIDENTVICE-PRESIDENT

What does the Vice-President What does the Vice-President do?do?

Supports and backs up the presidentSupports and backs up the president Be prepared to assume responsibilities Be prepared to assume responsibilities

and function of president, if neededand function of president, if needed May be called upon to perform other duties, May be called upon to perform other duties,

as assigned as assigned May have a first and second vice, if May have a first and second vice, if

warrantedwarranted Be familiar with chapter operations and Be familiar with chapter operations and

duties and responsibilities of other duties and responsibilities of other officers/committeesofficers/committees

CHAPTER CHAPTER TREASURERTREASURER

The Treasurer’s RolesThe Treasurer’s Rolesand Responsibilitiesand Responsibilities

Keeps all financial records accurate and Keeps all financial records accurate and current.current. Records chapter dues deposited by HQ and collects Records chapter dues deposited by HQ and collects

chapter dues from social/associate members and chapter dues from social/associate members and other monies owed or collected by chapterother monies owed or collected by chapter

Review direct deposits of dues from National Office Review direct deposits of dues from National Office and deposit any other funds receivedand deposit any other funds received

Disburses funds as directed by President, Exec Disburses funds as directed by President, Exec committee or chapter’s bylaws and policiescommittee or chapter’s bylaws and policies

Treasurer’s Role (Cont’d)Treasurer’s Role (Cont’d)

Makes financial reports each meeting (F-Makes financial reports each meeting (F-38)38)

Reconciles membership records and dues Reconciles membership records and dues paidpaid

Prepares budgets and financial reportsPrepares budgets and financial reports Forwards national/chapter dues from new Forwards national/chapter dues from new

or renewing members to national treasurer, or renewing members to national treasurer, if neededif needed

Use F-16 - Dues Transmittal Sheet: New Use F-16 - Dues Transmittal Sheet: New Members or F16R – Dues Transmittal Sheet: Members or F16R – Dues Transmittal Sheet: RenewalsRenewals

Treasurer’s Role (Cont’d)Treasurer’s Role (Cont’d) Disburses special/dedicated funds as soon Disburses special/dedicated funds as soon

after collection or as requiredafter collection or as required Arranges with NARFE HQ for direct deposit Arranges with NARFE HQ for direct deposit

for chapter fundsfor chapter funds File annually IRS Form 990-N (e-Postcard) for File annually IRS Form 990-N (e-Postcard) for

the chapter. The filing deadline is the 15the chapter. The filing deadline is the 15thth day of the 5day of the 5thth month after the chapter’s fiscal month after the chapter’s fiscal year (normally May 15year (normally May 15thth))

Submit Federation Per Capita TaxSubmit Federation Per Capita Tax Turn over all materials to successorTurn over all materials to successor

Dues ProcessingDues Processing

Under the NARFE dues system:Under the NARFE dues system: Members pay national/chapter dues Members pay national/chapter dues

directly to National officedirectly to National office National Life Members and Dues National Life Members and Dues

Withholding for Withholding for national dues onlynational dues only can can pay to National Office or directly to pay to National Office or directly to chapterchapter

Any check received by chapter for Any check received by chapter for dues should be forwarded to HQdues should be forwarded to HQ

Social and associate member dues Social and associate member dues can be retained by chapter. can be retained by chapter.

What tools do you need What tools do you need to do your job?to do your job?

F-38 – Treasurer’s Monthly ReportF-38 – Treasurer’s Monthly Report F-16 and F-16R – Dues Transmittal SheetF-16 and F-16R – Dues Transmittal Sheet Journal or ledgerJournal or ledger Receipt book with carbon Receipt book with carbon M-112 and M-114 ReportsM-112 and M-114 Reports A-220 Chapter Dues Activity ReportA-220 Chapter Dues Activity Report M-130 & 131-C – Recruiting Fee Report & M-130 & 131-C – Recruiting Fee Report &

Active Federal Employee Bonus Recruiting FeeActive Federal Employee Bonus Recruiting Fee W-101 – Chapter Dues Advance Payment W-101 – Chapter Dues Advance Payment

ReportReport

Post books after each transactionPost books after each transaction At minimum, use two-column journalAt minimum, use two-column journal Retain receipts, canceled checks and Retain receipts, canceled checks and

letters of transmittal involving moneyletters of transmittal involving money Reconcile chapter books and bank Reconcile chapter books and bank

statement at end of monthstatement at end of month Keep checks with bank statement for Keep checks with bank statement for

audit purposesaudit purposes

Maintaining Records Maintaining Records

Who else do I work with and Who else do I work with and why?why?

Secretary and Membership Chair to:Secretary and Membership Chair to: Compare files so chapter roster is accurateCompare files so chapter roster is accurate Remove deceased membersRemove deceased members Establish convention delegate numbers and Establish convention delegate numbers and

membership numbers for Federation Per Capita membership numbers for Federation Per Capita Tax based on the M-114 membership roster as Tax based on the M-114 membership roster as published by NARFE Headquarters in October of published by NARFE Headquarters in October of each yeareach year

Federation TreasurerFederation Treasurer

CHAPTER CHAPTER SECRETARYSECRETARY

The Secretary’s Roles & The Secretary’s Roles & Responsibilities Responsibilities

Provides continuity to chapter activitiesProvides continuity to chapter activities Basic job is to:Basic job is to:

Attend and record minutes of all meetingsAttend and record minutes of all meetings Notify officers/members of scheduled Notify officers/members of scheduled

meetingsmeetings Maintain roster of chapter officers & Maintain roster of chapter officers &

membersmembers Prepare all correspondence, not exclusive Prepare all correspondence, not exclusive

of another officerof another officer

Furnish reports and documents to Furnish reports and documents to federation and national offices, as requiredfederation and national offices, as required

Maintain chapter files and permanent Maintain chapter files and permanent documents, IAW Chapter and Federation documents, IAW Chapter and Federation Officers Manual, F-10 Appendix BOfficers Manual, F-10 Appendix B

Order supplies for operations (F-18)Order supplies for operations (F-18) Works closely with President in preparing Works closely with President in preparing

agendasagendas Turn over all materials to successorTurn over all materials to successor

The Secretary’s Roles & The Secretary’s Roles & ResponsibilitiesResponsibilities

What tools do you needWhat tools do you need to do your job? to do your job?

Be familiar withBe familiar with Chapter/Federation constitutions and bylawsChapter/Federation constitutions and bylaws National Articles of Incorporation and bylawsNational Articles of Incorporation and bylaws Chapter/Federation Officers Guide (F-10)Chapter/Federation Officers Guide (F-10) Robert’s Rules of OrderRobert’s Rules of Order NARFE publications and websiteNARFE publications and website Monthly chapter newsletterMonthly chapter newsletter Supply requisition Form (F-18)Supply requisition Form (F-18)

Organization - Key to Organization - Key to SuccessSuccess

Be at meeting well before it beginsBe at meeting well before it begins Determine if quorum is presentDetermine if quorum is present Record minutes of meetingRecord minutes of meeting Maintain accurate membership rosterMaintain accurate membership roster

Get names of new/lapsed members from Get names of new/lapsed members from treasurer and membership chairtreasurer and membership chair

Keep appropriate Keep appropriate officers/committees advised of new officers/committees advised of new membersmembers

More Keys to SuccessMore Keys to Success

Maintain copies of constitutions, Maintain copies of constitutions, bylaws, etc and all correspondence, bylaws, etc and all correspondence, minutes, reports and historical minutes, reports and historical papers.papers.

Maintain lists of committee Maintain lists of committee appointment and description of appointment and description of functionsfunctions

Work closely with treasurer for Work closely with treasurer for accurate records and reportsaccurate records and reports

Reporting Reporting RequirementsRequirements

Submit F-7Submit F-7, Chapter Officer Roster, annually by , Chapter Officer Roster, annually by January 1January 1stst (even if no changes are made) and (even if no changes are made) and immediately immediately after elections with names, after elections with names, memberships #, addresses and contact memberships #, addresses and contact informationinformation Submit to National Office, Federation President and Submit to National Office, Federation President and

Secretary either on-line, by fax or mailSecretary either on-line, by fax or mail Provide same contact information on all other Provide same contact information on all other

committee positions, as soon as known committee positions, as soon as known Any additions, deletions and changes in information, Any additions, deletions and changes in information,

report as soon as possible on a separate F-7report as soon as possible on a separate F-7 Any chapter dues changes are reported to NARFE Any chapter dues changes are reported to NARFE

Federation and Chapter Services DepartmentFederation and Chapter Services Department

Online Activities ModuleOnline Activities Module Chapter Officer Roster F-7 Update Screen:Chapter Officer Roster F-7 Update Screen:   

Be sure that you click on each of these tabs to update your preferences.

More Reports More Reports

In January, send list of all deaths of In January, send list of all deaths of members during previous year to members during previous year to Federation secretaryFederation secretary

Coordinate submission of materials Coordinate submission of materials required from chapters for federation required from chapters for federation conventions i.e. resolutions/bylaws, list of conventions i.e. resolutions/bylaws, list of delegates, delegate credentialsdelegates, delegate credentials

Keep abreast of record-retention materials Keep abreast of record-retention materials

Minutes in BriefMinutes in Brief

Record what is done, not what is saidRecord what is done, not what is said No opinions or editorial remarksNo opinions or editorial remarks

Summarize speeches given at meetingsSummarize speeches given at meetings Sign and date minutes after “respectfully Sign and date minutes after “respectfully

submitted”submitted” Type or write legibly in inkType or write legibly in ink Have minutes of previous meeting Have minutes of previous meeting

available for voteavailable for vote Note date read, approved and/or correctedNote date read, approved and/or corrected

Minutes in a BriefMinutes in a Brief

Record name of who made motions, Record name of who made motions, seconds not necessaryseconds not necessary

Prepare original and one copy for secretary Prepare original and one copy for secretary file and permanent file…President may file and permanent file…President may want copywant copy

Secure chapter minutes as they are official Secure chapter minutes as they are official recordsrecords

Record votes by ballot or show of hand by Record votes by ballot or show of hand by results onlyresults only

Record number of votes only on “sticky” or Record number of votes only on “sticky” or controversial issues.controversial issues.

Maintaining Chapter Maintaining Chapter RecordsRecords

Records are property of the chapterRecords are property of the chapter Retained records include:Retained records include:

Chapter charter, constitution, bylaws, all Chapter charter, constitution, bylaws, all application for chapter charter (F-19)application for chapter charter (F-19)

Federation Convention Resolution FormsFederation Convention Resolution Forms Annual Audit or financial review reportAnnual Audit or financial review report Chapter ZIP code assignments and changesChapter ZIP code assignments and changes Record of deceased membersRecord of deceased members Record of chapter property, i.e. flag, banner, Record of chapter property, i.e. flag, banner,

etc.etc. Reference Chapter and Federation Officers Reference Chapter and Federation Officers

Manual, F-10, Appendix BManual, F-10, Appendix B

FOR ALL OFFICERS - Help is FOR ALL OFFICERS - Help is only a phone call or email only a phone call or email

away!away!Contact:Contact:

Your Federation Vice-PresidentYour Federation Vice-President

other Federation Officers and web siteother Federation Officers and web site (www.narfetn.org)(www.narfetn.org)

Region X Vice-President Region X Vice-President (www.narferx.org)(www.narferx.org)

Region X Configuration Advisory Board (CAB) RepRegion X Configuration Advisory Board (CAB) Rep

National NARFE Headquarters and web site National NARFE Headquarters and web site (www.narfe.org)(www.narfe.org)