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

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

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 State affiliates are being formed. No chapter dues.

KINDS OF CHAPTERS KINDS OF CHAPTERS H OW 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.

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.

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.

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

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

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

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

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

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.

RECOMMENDED ROLES RECOMMENDED ROLES (CONTINUED)  Communications Team – Umbrella term that includes the Newsletter Editor, Web Master, PR Chair, and the /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.

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.

GETTING THINGS DONE GETTING THINGS DONE MEETINGS & 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?

GETTING THINGS DONE GETTING THINGS DONE SUCCESSION 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

GETTING THINGS DONE GETTING THINGS DONE MEMBERSHIP 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.

GETTING THINGS DONE GETTING THINGS DONE CLOSING 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.

SOME STEPS TO CONSIDER SOME STEPS TO CONSIDER REASSESS 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?

QUESTIONS ? QUESTIONS ? NARFE CHAPTER OPERATIONS