The Concept of a Chapter Handboo

George R. Wilken

Front of Chapter Handbook Showing Tabs Inside of Handbook Showing Pocket Dividers and Chapter Officers Section

It is important to keep track of chapter business and chapter officer duties. In addition, it is important that chapters conduct their meetings with order and decorum, utilizing the best information available to conduct chapter business and meetings. All too often, chapter records, methods of conducting business and position descriptions of officers duties, provided by NARFE, are not made available or passed along to new officers.

Chapter Presidents or the person conducting the chapter meeting in their place are expected to adequately prepare for chapter meetings and this handbook will help in that respect, serving as a checklist to ensure that certain chapter-related materials are available for the meeting. The handbook also serves as a repository of at least one copy of several NARFE forms that may be useful at a meeting.

In the spirit of conducting chapter business, recordkeeping and maintaining continuity with future officers, it is suggested that a chapter handbook be created. This chapter handbook should serve as a handy guide at meetings, but not be the permanent file for archived records including meeting minutes and the chapter’s by-laws or other permanent documents (duplicate documents may be placed in the Handbook and archives).

It is suggested that the chapter handbook consist of the following:

1. Publication MP350 "Simplified Handbook of Parliamentary Procedure". This publication can be downloaded from the University of Arkansas, University of Arkansas, Cooperative Extension Service website.

All forms and publications can be ordered from NARFE Headquarters at no charge or downloaded and printed from the Internet.

It is suggested that you purchase a 2" looseleaf notebook and a set of 2 pocket insertable dividers, Avery product 81825 (8 tabs) or similar set of separators. The pockets will hold any pamphlets or other smaller booklets, less than 8.5 x 11 in size.

2. The following is the suggested contents of the Chapter Handbook by each of the 8 tabs (other items may be added as needed or desired).

a. Tab 1: Label Table of Contents containing copy of "Concept of a Chapter Handbook" and Table of Contents. Use "The Concept of a Chapter Handbook" as Table of Contents.

b. Tab 2: Label Chapter Meeting: Includes copies of the following.

(1) Chapter Meeting Agenda, if used. Suggest one be constructed if not already used.

(2) Latest chapter newsletter (if one is produced).

(3) Completed copy of latest Chapter Treasurer’s Monthly Report (NARFE Form F-38) or other form.

(4) Copy of "Simplified Handbook of Parliamentary Procedure", U of A Cooperative Extension Service publication MP350 (obtain from George Wilken or online).

c. Tab 3: Label Chapter Business. Includes copies of the following.

(1) Chapter Officer Roster (NARFE Report M-111 or handwritten copy). Retrieve this from NARFE national website.

(2) A copy of the Chapter Constitution and By-Laws.

(3) Latest completed copy of "Checklist for the Audit of NARFE Chapter Funds" (NARFE Form F-131).

(4) Any contracts or agreements between the chapter and the meeting place.

d. Tab 4: Label Chapter Officers. Includes copies of the following which can be obtained from NARFE Headquarters.

(1) NARFE Publication F-54, "Chapter President and Vice President".

(2) NARFE Publication F-55, "Chapter Secretary".

(3) NARFE Publication F-56, "Chapter Treasurer".

(4) NARFE Publication F-58, "Chapter Service Officer".

(5) NARFE Publication F-60, "Membership Chair".

(6) NARFE Publication F-10, "Chapter & Federation Officers Manual".

e. Tab 5: Label Service Officer. Includes copies of the following, copies of which can be obtained from NARFE Headquarters.

(1) In pouch:

(a) NARFE Publication F105, "A Guide to NARFE’s Annual Scholarship Program".

(b) NARFE Publication F-130, "NARFE’s Disaster Fund".

(2). NARFE Publication FH-10 "Service Officer Guide".

(3) NARFE Publication F-100, "Be Prepared for Life’s Events".

f. Tab 6: Label Membership. Includes copies of the following, which can be obtained from NARFE Headquarters.

(1) NARFE Report M-112, Chapter Activity Report (monthly).

(2) NARFE Report M-110, Membership Summary Report (monthly).

(3) NARFE Report ML-112S, Monthly Chapter Activity Summary

(4) NARFE Publication F-86, "Dues Withholding Program".

(5) NARFE Form DW-3, "Dues Withholding Application for New Members (Retirees)".

(6) NARFE Form DW-2, "Dues Withholding Application for Retirees".

(7) NARFE Form M-1, Membership Reinstatement Form.

(8) NARFE Form F-9, "Notification of Death of a Member". (Could also be with Service Officer tab.)

(9) NARFE Form 84, "Chapter Transfer" (by a member).

(10) NARFE Publication F-19, "Membership Development Manual".

(11) NARFE Report M-114, "Semi-Annual Membership Roster Report".

g. Tab 7: Label Public Relations. Includes a copy of the following, which can be obtained from NARFE Headquarters.

(1) NARFE Publication FH-9, "Public Relations Handbook".

h. Tab 8: Label Federation & National. Includes copies of the following (NARFE copies can be obtained from Headquarters).

(1) In pouch: Latest copy of "National By-Laws".

(2) NARFE Form M-111, "Officers Roster Report" (Federation)

(3) Copy (8.5 x 11) of Federation By-Laws (obtain from George Wilken).

(4) NARFE Form H-134, "Information & Telephone Directory" for NARFE Headquarters.

3. Complete Yearly: Check forms and publications to see that they are current copies.

4. Complete Upon Election of New Officers: Whenever the Chapter President position changes, the Chapter Handbook will be passed along to the new President. The Chapter Handbook may also be used by the one conducting a chapter meeting in the Chapter President’s absence.

5. Replace chapter reports and forms on a monthly basis and place removed documents in chapter archives (files).

IF YOU HAVE ANY QUESTIONS, YOU MAY CONTACT GEORGE WILKEN AT 501.851.8019 OR BY E-MAIL AT ARKWXMAN@SBCGLOBAL.NET

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