NARFE CHAPTER OPERATIONS

HOW NARFE CHAPTERS ARE ORGANIZED, OPERATED & SERVE THEIR

MEMBERSAutie Bergman

WSFC Training Chair&

Q. GatesWSFC 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 2363. State affiliates are being formed. No chapter dues.

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.

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 & BylawsOfficer’s Manual (F-10)Robert’s Rules of OrderNARFE Publications & Reports

CHAPTER VICE PRESIDENT

Supports the PresidentAssumes Presidential duties

if requiredBe 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(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.

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 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?

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

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.

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.

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?

QUESTIONS ?

NARFE CHAPTER OPERATIONS