MemorandumJanuary 4, 2012
To: Executive Board
From;Secretary
Subject: Standard operating Procedures, Chapter 893
Foreword: The operating procedures presented in this document contain guidance for use by the executive board in the day-to-day management of chapter operations. They are intended to complement the current Bylaws in effect at the time of their approval, and provide specifics not included in the Bylaws. It is understood that these procedures may be amended by majority vote of the board from time to time to reflect changing needs and priorities of the chapter. This version reflects all changes made by the Board as of this date.
Section I. Meetings
Chapter meetings are conducted normally on the second Wednesday of each month from September through June. The specific dates may be adjusted as required to accommodate chapter needs and requirements, with appropriate notice to the members. The order of business of the regulaoarr chapter meetings is specified in the Bylaws. The following meetings are designated for specific events: June (annual picnic); November (annual meeting, election of officers and directors); and December (holiday luncheon, installation of officers and directors).
Regular meetings of the executive board are held, unless otherwise ordered by the board, on the first Wednesday of each month from August through June, at a time and place determined by the president, and communicated to the board members. Special meetings of the board may be called by the president or upon written request of any three board members. Minutes of all board meetings, regular or special, shall be part of the record and available to all chapter members.
Section II. Duties of Officers and Directors
The president authorizes expenditures of funds within the limits prescribed in the budget, appoints committee members, makes appointments as necessary to fill vacancies in the elected offices until the next annual election, and presides at chapter meetings, board meetings and events.
The vice president acts for the president in the president’s absence, upon request by the president or in the event of an extended absence of the president.
The secretary maintains minutes of all meetings of the chapter and the executive board.
The treasurer uses federally insured financial institution(s) approved by the executive board and provides said institution(s) with signature cards bearing the signature of the president and the treasurer, either of whom may sign checks on the chapter’s account(s). The treasurer disburses chapter funds in accordance with the approved chapter budget, and as otherwise authorized in the Bylaws. When circumstances require that large sum payments be made, the treasurer is authorized to make such payments directly from the reserve account; the reserve shall be replenished as funds become available. No disbursement or obligation of funds may be made which exceeds the total funds available in the treasury.
(Note: detailed descriptions of officers’ duties and responsibilities are provided in NARFE publications: F-54, President and Vice-President; F-55, Secretary; and F-56, Treasurer. These forms are available on the NARFE website in PDF format.)
Directors serve as members of the executive board; recommend and review policies and programs to ensure proper administration of the chapter, and conformity with national and federation charters, constitutions, and bylaws; and assist in the implementation of approved policies and programs of the chapter. There are nine directors, six of whom are assigned by zip code to areas in which chapter members reside, and three of whom are designated at-large. Specific area assignments at the time of adoption of these procedures are specified in Appendix A. Duties of at-large directors are to be negotiated individually with the president and are subject to change during said directors’ tenures.
The officers and directors identified above, the immediate past president, and chairpersons of the national and state legislation committees, membership and public relations committee, Alzheimer’s committee and the service officer comprise the twenty (20) members of the executive board. Each member has one vote in matters brought before the board.
Section III. Committees
A. The following committees are appointed by the president, with duties as prescribed herein or in the Bylaws, and their chairpersons are members of the executive board:
National Legislation. This committee tracks legislative developments at the national level affecting civil service annuitants and employees, reports regularly on these developments, and makes recommendations for action at appropriate levels, i.e., chapter, federation, and/or national headquarters.
State Legislation. This committee’s duties are similar to those of the national legislation committee, but at the Virginia state level.
Membership. This committee’s duties include all activities which address recruitment and retention of chapter members. Detailed descriptions of duties and responsibilities of the membership post are available on the NARFE website in F-60, Membership.
Public Relations. This committee’s duties include all activities which address publication of information on NARFE of interest to the general public, including the time and date of chapter meetings. Detailed descriptions of duties and responsibilities of the membership and public relations posts are available on the NARFE website: F-57, Public Relations.
Service. The service officer provides information on civil service retirement benefits and on services provided by NARFE, upon routine request by individual members or special request by the president or any other board member. More details on this post are provided in F-58, available on the NARFE website.
Alzheimer’s. This committee keeps the chapter informed of matters concerning Alzheimer’s disease and efforts aimed at its treatment and cure. The committee makes regular collections of contributions to financially support national and local activities, and makes reports on same as required by the chapter, the federation, and NARFE.
B. The president also forms such other committees, appoints chairpersons, and makes other appointments for specific tasks as are deemed necessary for the operation of the chapter. Such committees may be standing or special, and individual appointments may be for continuing tasks or special events. These committees and other appointments may include, but are not limited to, the following:
Finance Committee. This committee, composed of the treasurer and two members appointed by the president, prepares a budget for the fiscal year, commencing on January 1 of each year, and submits same to the executive board for approval. The budget, as approved, is presented at the regular chapter meeting in November for approval by the members, or as soon thereafter as practicable. Amendments to the budget, with the concurrence of the executive board, may be adopted by majority vote at any chapter meeting.
Audit Committee. This committee, composed of three members appointed by the president shall audit the treasurer’s accounts, when appropriate but not less frequently than biennially, and report at a chapter meeting, or as otherwise required.
Resolutions Committee. This committee shall prepare resolutions addressing issues of current interest to chapter members that require action at the federation and/or national level(s). Draft resolutions may be submitted at any time for initial approval by the board and subsequent concurrence by the members at a chapter meeting. Those resolutions considered worthy of submission are then prepared in final form for chapter approvals and submittal to federation and/or national offices for action at their respective conventions or for action by referendum. Guidelines for resolutions are provided by federation and/or national offices.
Nominations Committee. This committee (the only committee for which members are elected) is composed of three members who are elected at the April chapter meeting. This committee recruits candidates for the offices to be filled at the annual meeting in November. This slate of officers is announced at the October meeting, at which additional nominations may be made from the floor.
Program Committee. This committee plans and arranges for programs and presentations at each of the regular chapter meetings and at other events, as appropriate.
Other committees and special appointments. Other committees, standing or special, are appointed by the president as deemed necessary to carry out the work of the chapter. These include, but are not limited to the following: hospitality; sunshine; registration; chaplain; historian; net coordinator and webmaster; newsletter editor; theater, luncheons and travel; special events chairpersons/coordinators; and liaisons with community organizations. Specific duties for these positions are negotiated at the time of the appointment, as necessary.
Note: the president is an ex-officio member of all committees except the nominating and audit committees.
Section IV. Referenda Issued by National Headquarters
Referenda from the national headquarters will be published in the chapter newsletter or referenced there when full text is published in the magazine NARFE. Included in the chapter newsletter item will be a notice of the date of the chapter meeting at which the membership will debate and vote on the referendum. At the same chapter meeting, a separate vote by the chapter membership will be taken on how the chapter will vote its authorized strength, as recognized by NARFE national headquarters.
/s/
Elizabeth M. Lynch
Secretary
January 4, 2012
Date
Appendix A
Zip Code Assignments for Area Directors
Area / Locality / Assigned Zip Codes(s)*A / Springfield
Out of State / 22150
B / North Springfield
Annandale / 22151
22003
C / West Springfield / 22152
D / Burke
Springfield
Lorton-Newington / 22015
22153 & 22159
22079
E / Franconia (Alexandria)
Alexandria / 22310
22312, 22314 & 22315
F / Alexandria
Fairfax
Fairfax Station
Falls Church
In-State non USA / 22302, 22304, 22306,
22308 & 22309
22030, 22031, 22032, & 22033
22039
22043 & 22044
* VFC-assigned zip codes appear in boldface type