NARFE CHAPTER OPERATIONS

1. NARFECHAPTER OPERATIONS HOW NARFE CHAPTERS ARE ORGANIZED, OPERATED & SERVE THEIR MEMBERS Autie Bergman WSFC Training Chair & Q. Gates WSFC District II VP

2. OVERVIEW Areas of Responsibility Kinds of Chapters Chapter Organization Chapter Functional Roles Getting Things Done Some Steps to Consider

3. AREAS OF RESPONSIBILITY GEOGRAPHIC - Each NARFE Chapter covers a specific geographic area determined by USPS ZIP code. NARFE members are assigned to the chapter that covers their home ZIP… UNLESS they specifically request to be a member of a different chapter. • E-NARFE – Members may choose to join the national E-NARFE chapter 2363. State affiliates are being formed. No chapter dues.

4. KINDS OF CHAPTERSHow members organize & communicate TRADITIONAL – Frequent meetings, printed newsletter, many social activities. VIRTUAL – Few meetings & social events, heavy use of electronic communication. E-CHAPTER – No meetings, all communications are online.

5. CHAPTER ORGANIZATION VISION & MISSION – Describes your purpose and how you will achieve it… it’s the chapter’s “Polestar.” CONSTITUTION – Describes the organization’s structure and roles. BYLAWS – The chapter’s Standard Operating Procedures… How to do things.

6. CHAPTER FUNCTIONAL ROLES REQUIRED – President, Vice President, Secretary, Treasurer (or Secty/Treas) RECOMMENDED –Service Officer, Membership Chair, Legislative Chair, Program Chair, Communications Team, Audit, & Nominations OPTIONAL – Charity, Social, Sunshine, etc.

7. CHAPTER PRESIDENT Establish Chapter Goals Preside at Chapter Meetings Chair Leadership Team Meetings Appoint Committee Chairs Succession Planning Ensure Leadership Team Training Represent the Chapter Encourage Membership Growth & Retention Be Familiar with: Constitution & Bylaws Officer’s Manual (F-10) Robert’s Rules of Order NARFE Publications & Reports

8. CHAPTER VICE PRESIDENT Supports the President Assumes Presidential duties if required Be familiar with chapter operations and duties of other officers and chairs Other duties as assigned

9. CHAPTER SECRETARY Attend and record minutes of all meetings Maintain officer roster (F-7) Maintain chapter files and documents Maintain chapter supplies Assist President with agendas Turn over all materials to successor

10. CHAPTER TREASURER The Treasurer’s duties will be covered in detail in the “Chapter Finances” breakout session.

11. CHAPTER OFFICER RESOURCES F-54 F-55 F56 F-10

12. RECOMMENDED ROLES Service Officer– (F-58 & FH-10) – These duties will be covered in detail in the “Member Services” breakout session. Membership Chair– (F-19) – This job will be covered in detail in the “Membership Development” breakout session. Legislative Chair- Informs members of important legislation; Encourages political action as necessary; Serves as liaison with state and national representatives. More on this tomorrow morning from Mike Teefy and Don Binder.

13. RECOMMENDED ROLES(CONTINUED) Communications Team– Umbrella term that includes the Newsletter Editor, Web Master, PR Chair, and the E-Mail/Phone Contact Team. Audit Committee – Important function required to assure fiscal accountability. Nominations/Recruiting Committee – Finding capable volunteers to serve on the chapter leadership team is an ongoing effort. More on that later in this presentation.

14. GETTING THINGS DONE MEETINGS & PROGRAMS – Venue, Frequency, Speakers, Documenting SUCCESSION PLANNING – Finding Candidates CHAPTER SURVEYS – What do members want? How do you know? CLOSING A CHAPTER – Follow the proper steps and the rules.

15. GETTING THINGS DONEMEETINGS & PROGRAMS One venue or several? When & how often does the chapter meet? Set or variable agenda? Who chooses the programs? Leadership Team Meetings Encoded in chapter bylaws?

16. GETTING THINGS DONESUCCESSION PLANNING Develop a leadership recruiting plan. Identify chapter needs. Use the position description to inform and recruit Match candidates to jobs Make volunteers feel special Take the time to do it right Review the Recruiting PPT

17. GETTING THINGS DONEMEMBERSHIP SURVEYS “There’s nothing so devastating to opinions as numbers!” Puts the focus on the membership. Helps the leadership understand and meet members’ needs. Guides the chapter toward productive programs and activities. Takes the guesswork out of planning.

18. GETTING THINGS DONECLOSING A CHAPTER Should the chapter really close or does it just need help? Determine before proceeding. If closing, call a special all-member meeting with advance notice. Follow chapter bylaws for notification and determining a quorum. Majority vote required to request closing. Federation president makes final call and reports to NARFE Headquarters. Notifications of closing and member transfer to other chapters is completed. Chapter assets distributed pro rata. Secretary of State and IRS notified. And charter is surrendered.

19. SOME STEPS TO CONSIDERREASSESS WHAT KIND OF CHAPTER YOU ARE DO A MEMBER SURVEY – Are changes needed? REVIEW THE VISION/MISSION Revise as necessary. REVIEW CONSTITUTION & BYLAWS – Revise as necessary. UPDATE COMMUNICATIONS – Time to go electronic?

20. QUESTIONS ? NARFE CHAPTER OPERATIONS