The President shall be the Executive Officer of this Chapter and all other officers are subordinate to him/her.
In directing the affairs of the Chapter he/she is fully empowered to authorize all necessary legitimate expenditures from Chapter funds; to contract debts; to make contracts; and in general, perform such other duties as customarily attend his/her office. He/she shall preside at all meetings of the Association and appoint all committees except Executive. He/she shall require that the Constitution and By-Laws be faithfully observed and he/she shall be guided by the budget approved at the Executive Committee Meeting immediately following him/her taking office. He/she shall make a report at the Chapter Convention concerning the activities of he/her office for the preceding year.
The chapter President shall be allowed compensation and expenses determined by the executive committee, within the budget, as adopted by the executive committee.
The Secretary - Treasurer is the right arm of the President and, as such, can serve the President and Chapter best by supplying data, keeping accurate records, and maintaining communications with all Chapter Officers and Members.
CHANGE OVER:
A. A complete orientation should be given to the new Secretary - Treasurer by the retiring
Secretary - Treasurer.
1. If the retiring Secretary - Treasurer is not available to do the orientation, he should
contact a Secretary - Treasurer in a neighboring state for help.
2. Advice and counsel are always available from the National President, National
Secretary - Treasurer, or others at the National Headquarters office.
B. Continuity for the whole Chapter operation must be maintained. The Secretary -
Treasurer holds the key to accomplishing this objective.
OFFICIAL DUTIES:
A. See Article IX for constitutional duties of the Chapter Secretary - Treasurer.
B. Keep minutes of all Chapter and Executive Committee meetings.
C. Collect all membership dues and maintain all membership records.
D. Act as custodian of all Chapter records and equipment. Keep a list of all equipment
belonging to the Chapter and obtain a signature when this equipment is transferred.
E. Disburse all monies in accordance with Chapter policy.
F. Supply each paid member with a copy of the constitution, by-laws, and amendments as
they occur. This may be accomplished by publishing in "The Pennsylvania Register"
G. Forward copies of resolutions adopted at the annual convention to the Mid-Atlantic
Conference per instructions found in Part IV of this handbook.
H. Will serve as Chairman of the Budget Committee.
MEMBERSHIP:
A. The National Office holds the Chapter Secretary - Treasurer responsible for membership.
B. The Pennsylvania Chapter delegates membership recruitment duties to the Vice
President.
C. Work closely with the President, Vice President and District Directors in the area of
membership.
D. Reconcile membership printouts from the national office with chapter records and make
necessary corrections promptly.
E. If Retired Postmasters maintain their own membership records, forward related printouts
and information from the national office promptly.
F. Send copies of lists of new appointments and retirements to other officers as received.
ASSISTANCE FROM THE NATIONAL ORGANIZATION:
A. Maintain close liaison with the National Secretary - Treasurer and National Membership
Chairman.
B. Attend National Officers Conference and participate in the workshop.
C. Contact the National Office when anything is needed to effectively perform your duties.
This could cover anything from information to supplies.
D. The purpose of the National Organization is to serve the membership. Do no hesitate to
call for help whenever it is needed.
E. Obtain supplies such as appreciation award certificates, membership forms, etc. from
NAPUS Headquarters and distribute as needed to other chapter officers.
F. Do not hesitate to use the telephone to call the National Office to resolve problems as they
appear.
ACCOUNTING SYSTEM:
A. Work with the Budget Committee to prepare a realistic annual budget for the chapter
providing information as needed.
B. Set up a bookkeeping system designed to meet the needs of the budget of the chapter.
C. The accounting procedure should be kept as simple as possible to meet the needs of the
chapter and still satisfy IRS requirements.
D. Process all expense vouchers in a timely manner after approved by the President.
E. Assemble all records in an orderly manner for an annual audit and file all IRS reports as
required.
SECRETARY/TREASURER'S GUIDE
GETTING STARTED
After your election to office request the complete mailing addresses, Internet addresses,
home and office phone numbers of your fellow state officers. Make address labels. You will be mailing information to them monthly.
Keep your District VP's and Area Directors list updated and complete with name, office,
addresses, and email addresses.
In October the National Office will send you a form to fill out for the Postmaster Gazette.
They will request new officer information to post for that year in the magazine and website.
In November Rennie or the Headquarters Membership Representative will send you updated membership information on all members, retirees, associate, and non members.
Remember your first s/t article is due December 5 for the January issue.
Fill out bond information and sign the paperwork.
Sign signature cards for the checking account and VISA card.
Order Checks from the NAPUS FCU.
Order business cards and stationary from KEYCOMP 1-717-865-6227.
JANUARY
Previous s/t will train you and hand over the state computer and books.
Prepare Speech/Report for the Executive Board.
Go to the audit of the books so you will know what to expect when it is your turn.
Go over membership information with Rennie.
NAPUS FCU Checking account number 174100 S-12
State Tax ID # 23-6427838
Send Monthly Balance Sheets to Chapter Officers.
Heads up on Executive Board
Audit is usually done on Friday Evening
You will read the Roll Call
Chapter Officers, National VP
Chapter's three past Presidents and the Retirees Chapter President
District VP's and Area Directors
The members will hand in the expense vouchers for room and meals that are not covered (but they are entitled to - check with President) and mileage. Always have expense vouchers available for the membership.
Take State Flag and Banner home with you from executive board.
Take Chapter tape recorder, computer, books, copier, and supplies with you.
FEBRUARY
Order new Retirement Certificates for your signature.
Send Certificates and Checks to Chapter President for his/her signature.
March article due February 5 for PA register.
By now you have a ton of expense vouchers to pay from the executive board. You should be receiving the bank statements to balance and all information from Headquarters and the NAPUS FCU should be in your name and coming to your address. You should have your own VISA card in your name.
Study, balance and run a tape on each expense voucher before you reimburse a member. Set up the computer in a quiet place and leave yourself some room to work. Keep notes on your activities. Example: Sent out Retirement certificates to District II. Mailed monthly statements to officers on 1/31. Sent expense vouchers to whomever. Don't let anyone say you are not performing your duties always back yourself up with documentation.
Send Chapter Officers monthly statement.
MARCH
Article due March 5.
The rules and regulations change from year to year on your duties when it comes to the Leadership/Legislative conference in DC. Make sure you have done everything possible for a smooth trip. Be sure a hospitality room is reserved for the Mid Atlantic States. Expense vouchers will include room, per diem, and mileage. Legislative Buses from PA are reimbursed $1.50 per mile. Help President with plans and details.
Fill out expense voucher for your quarterly s/t rent payment. Editor receives rent payment also.
Send officers monthly statement.
APRIL
Article due April 5.
Start to prepare for the state convention. Be sure you have the minutes from the previous state convention, have a financial page with those minutes showing the state our income and expenses to date. Have a nice cover page. Check other year's handouts for guidance. Have a list of all District VP's and Area Directors for the Program Book.
Send Officers monthly statement of progress. Be sure everyone is making budget.
MAY
Article due May 5.
You may be asked for a donation to the National Convention. Response to all requests from the Convention Committees and Headquarters.
Have all your papers and vouchers in order by the end of May for the six-month audit that will be conducted at the chapter convention. Send monthly statements to officers.
JUNE
Send article to Register for Combined issue by due date.
Have your report ready for chapter convention. Have handouts ready and packed. Be sure you have your balanced checking account statement with you for your audit. Bring pens, pencils, expense vouchers and check stubs, tapes ran on each voucher to show they are correct, highlights, stapler, and stapler remover and other supplies.
Bring state flag, banner, tape recorder, but always take notes. Never depend on the recorder only. Send letter to District VP's to remember their flags for the opening ceremony. Take extra tapes for recorder and some checks are unexpected expenses. Give a great s/t speech to the membership on how we are doing financially.
Check your handout for the membership. Cover page with business card, minutes, and financial report. Officers will have this handout. No need for separate mailing.
Fill out an expense voucher for quarterly rent on s/t and editor.
JULY
Contact the National for a list of PA Postmasters going to the National Convention. Compose a letter and send to each registrant with information on caucuses, luncheons and meetings. Opening ceremony attire and other important information. Put a Postmaster in charge of the state pictures and pins. You can't do it all. You will be very busy at the National with the Grand Banquet tickets and table assignments. Go to your class at National for all updates and report all information in your monthly articles. Make a copy of the list of Postmasters for the pictures helper and the state pin helper so they can find and mark off the Postmasters as they receive the pins and collect the money for the state pictures.
AUGUST
Article due for September issue of the Pa Register.
Things are about to slow down after the National so you can send officers reports on the Bi-Monthly basis unless someone objects.
Enjoy the National and make your s/t class. It is there the Grand Banquet tickets are exchanged and you will need every PA ticket at that time. Have everyone's exchange ticket in groups of ten. The tables seat ten unless you are told different. Have your table assignments ready for this meeting and choose tables all together and close to the Head Table and dance floor. The person in charge of the ticket exchange at the class will help you.
You will pull the room assignments for the next years National Convention at this meeting. Hopefully PA will be staying in the Headquarters Hotel but it is a lottery. Also be sure the Mid Atlantic has a Hospitality Room reserved at that convention. They will ask you so just be ready.
When you send the Monthly statements to the chapter officers, include the new elected officers. Give them a heads up on the activities.
EDITOR
It is the duty of the Chapter Editor to edit, publish, and distribute the chapter publication, in conformity with the ideas and policies of the Chapter and its Officers, and for the benefit of all the Chapter Members.
PUBLICATION: The official publication of the Pennsylvania Chapter NAPUS shall be "The Pennsylvania Register" Publication Constitutional requirements are located in Article X.
MEETINGS: The Chapter Editor should attend all meetings of the Executive Committee, the annual chapter convention, and, if possible, all other meetings held within the Chapter. The Executive Committee will designate other meetings to be attended by the Editor. All Chapter meetings and seminars should be given as much publicity as possible prior to such meetings, and detailed coverage of meetings should be published in the first publication following the meeting.
SUBJECT MATTER: Attention of the publication should be focused on the Chapter level. Items of local concern and interest should be printed, avoiding duplication of information available elsewhere, such as in the NAPUS Gazette. Information should be presented factually, in an unbiased manner, reserving opinions for the editorial page.
QUALITY: The Editor should strive to improve the quality of the chapter publication by continually initiating new ideas and methods, attending and participating in Editor's Workshops, as well as any available local journalistic seminars. Local editors and journalism professors are usually willing to offer advice and constructive criticism to assist with improving publications. Printers also can offer valuable suggestions as to layout and makeup.
PHOTOGRAPHY: The use of photographs lends attractiveness and creates interest in chapter publications.
EDITOR'S CONTEST: There will be an annual contest among the Chapter Editors. The editors will be advised by letter as to the contest deadline and the months of issue that will be judged in various categories. Publications are divided into three classes. A, B, and C, according to the number of members in the individual state. All editors are urged to enter the contest.
The following categories will be judged:
Best Editorial Best Feature Story
Best Original Column Best Use of Photos
Best Visual Appeal Gold Shield Award
(For General Excellence)
Judging will be done by professional journalists or at a Journalism University.
DISTRICT VICE PRESIDENT
It is the duty of the District Vice-President to serve as an extension of the Chapter Membership Chairman, as well as act as a liaison with other chapter officers.
MEMBERSHIP DUTIES:
1. Contact membership chairman as soon as an appointment in the area is known.
2. Contact the new Postmaster as soon as the appointment is known, offering
congratulations. Contact district office to lean of a new postmaster and OIC
assignments.
3. Attend the swearing-in of new Postmasters in the area if there is one.
4. Offer help to new Postmaster.
5. Encourage the new Postmaster to join NAPUS.
OTHER DUTIES:
1. District VP is a president in training. No member should accept this position unless
he/she is ready, willing and able to follow through as Chapter President.
2. As a member of the Executive Board, the Area Vice-President is expected to attend the
Executive Board Meetings.
3. Will be called on to help other officers on special projects.
4. Should write articles for the Chapter paper or newsletter to inform the membership of
events in the area i.e., meetings, appointments, deaths, births, retirements, etc.
5. Needs to establish and maintain contact with Congressmen and Senators.
6. Needs to be informed of the NAPUS Services and work with the State Service
representative to assist members.
7. Should set an example for other Postmasters by attending and actively participating in
all state chapter functions.
8. If the District Vice-Presidents have area directors under them, they need to make sure
they have regular area meetings and keep them active and involved.
9. Should attend and actively participate in annual leadership/legislative conference and
also in National Conventions.
A District Vice-President is to his district what the President is to the State Chapter. It is an excellent training position for future NAPUS officers. District Vice-Presidents are nominated in the spring at a district meeting, are elected installed at the annual chapter convention. They take office on January 1st of the following year.
DUTIES AND RESPONSIBILITIES:
1. District Meetings:
a. Conduct at least two, but preferable three district meetings during the year.
Suggested times are:
1. Between the chapter and National Conventions.
2. Just after the National Convention.
3. After the first of the New Year and prior to the National Officers Conference
in February.
4. Prior to the annual Chapter convention.
b. District meetings should be held in a different area of the district each time if
possible. Meetings may be held on any day of the week as determined by the
members in the district.
c. Meetings should be planned ahead, preferably at the beginning of the director's
term of office and shared at the first board meeting of the year. The dates need to
be cleared with the Chapter President and your USPS District Manager's office so
there will not be a conflict with other meetings.
d. Invitations for your district meeting:
1. All Chapter Officers should receive an invitation as well as your USPS District
Manager or his/her representative.
2. Address labels for all of the Postmasters, Associates, and Retirees in your
district may be requested from the Chapter Secretary/Treasurer.
3. Invitations should be sent to all associate members in your district as many
will be future PM's who can learn ore about NAPUS from attending district
meetings.
4. Invitations should be sent to the retied PM's in your district who have
indicated an interest or who have attended past meetings. Many of the
Retirees are willing to help and can be used in numerous ways if you will ask
them.
e. Plan your meeting so it will be informative and businesslike. Follow the format
displayed elsewhere in this handbook. Allow time for reports from the chapter
officers who have taken annual leave and probably driven many miles to get to
your meeting.
f. Items of concern to be considered as resolutions should be requested from the
members and forwarded to the Chairman of the Resolutions Committee in advance
of the annual convention.
g. Prior to the close of the district meeting, select the site for the next meeting and
confirm the date previously chosen.
2. Appointments:
a. Chaplain: To give the invocation at meetings and to give aid and support to
Postmasters and their families in time of need.
b. Membership representative: To work with you and the other Chapter officers.
c. A nominating committee: To select a slate of candidates for District Director and
District Secretary/Treasurer. This committee will submit its report at the last
District meeting prior to the chapter convention.
d. The District Director is on the nominating committee for the chapter convention.
If you are not able to attend; another representative from you district should
Be appointed.
3. You are automatically a member of the Committee on Membership. Membership is the
life blood of the Chapter. It is your duty to work on membership and try to achieve
100% for your district.
4. Either you or our representative should call on all newly appointed Postmasters and
Officers-in-Charge in your district as soon as possible after the appointment is known.
5. Either you or your district Secretary should submit an article for each issue of the
ÒRegisterÓ or at least after each district meeting.
6. You should attend all executive committee meetings. Normally, your first meeting will
be at the close of the annual convention, next at the mid-year meeting in January, and
last a meeting at the beginning of the next annual convention. Both incoming and out-
going district directors should plan to attend the annual chapter convention if at all
possible.
7. Use your elected district secretary/treasurer as your assistant. You may draft your
meeting notices and have your secretary prepare the mailings. In case of sudden ill-
ness, your secretary should be prepared to conduct the district meeting. You may
want to appoint your secretary as membership, representative for your district. If your
secretary will be attending an executive committee meeting in lieu of you, it should
be cleared wit the Chapter President, in advance.
8. In the event of the death of a Postmaster or former Postmaster in your district, it's
your responsibility to order flowers or request a memorial donation to the scholarship
program from the chapter. This should be coordinated with the Chapter President.
It is also your responsibility to instruct the district chaplain to contact the family, to
Notify area Postmasters of the funeral arrangements and encourage representation,
And to submit a copy of any newspaper articles to the Chairman of the Memorial
Committee.
9. You will have many additional duties and responsibilities if your district is hosting
the next annual chapter convention as specified in Article IX of the Constitution and by-
laws.
10. It is your duty to be informed about issues of concern to Postmasters in your district and
to NAPUS members at large. There is a lot of good information available through
NAPUS publications and the NAPUS web site. If possible, you should attend and
Encourage others in your district to attend the National Convention and the
National Officer's Conference in Washington in February of each year.
TIME LINE FOR DISTRICT VICE-PRESIDENT
The duties of a director are many but if you follow the time lines, you will accomplish every one of them.
After the 1st of the year:
1. This is the time to appoint a nominating committee to propose a new Director and Secretary/Treasurer for your district. Be sure they are aware of the duties of the position. Elections should be held at a district meeting before May 15th.
2. A committee to select the Postmaster of the Year is also appointed. The guidelines for this process are attached. The deadline is May 15th and selections must be in the chairman's hands by that date.
3. Update the names and addresses of all Postmasters for our Souvenir Program. The chairman will be in touch with you. Be sure to include area code changes, new PM appointments and OIC's.
All year long:
4. Keep in touch with your district office to learn of new Postmaster appointments and OIC assignments. Also to keep up with retirements of Postmasters.
5. Notify the State Chaplain of any deaths of Postmasters or retirees. Send cards or flowers or whatever is appropriate to the family.
6. Membership, membership, membership. We need to be in touch with new Postmasters and OIC's as soon as possible after promotion or assignment. Very often the first one there is the one who signs up the person. If you cannot make a personal visit, call someone who is close to the office.
7. Conduct at least three (3) meetings during the year. You can bring in speakers, use your members or just have a get-together. It is important to conduct these meetings timely and be sure to notify the retirees. It is important to the retirees to be included. You can have a 50/50 or add $.50 or so to the cost of the meal to pay for the copies and postage needed to invite all. Be sure to include the Chapter officers in your invitations.
8. Prepare an article to submit to the "Register" every two (2) months. You can include information on your member, awards, personal tidbits, etc.
Please follow this list and especially the time line and everyone's job will be a little easier.
District Meeting Format
¤ Call meeting to order
¤ Invocation
¤ Pledge of Allegiance
¤ Welcome and Introduction of Guests
¤ "MEAL"
¤ Guest Speaker (if any)
¤ Chapter Officer's Reports
¤ Any information to give to members
¤ Ask for news of retirees and/or illnesses
¤ Any other business
¤ Adjourn
NATIONAL VICE PRESIDENT
DUTIES:
1. Required to write an article in the gazette once a year.
2. Attend all executive board meetings and be available for telecoms when called by the
National President.
3. Keep your state informed of national issues. May be required to write an article in local
state newspaper each month.
4. Be available to represent the national office at state conventions, if selected by the
national president.
5. Establish good communications with the district manager and the area vice president.
Assist state officers in resolving problems related to letter of warnings and suspensions.
6. Become politically active in your area. Know your congressman and senators and they
should know you by your first name. You should know and follow Hatch Act regulations.
Attend local elected officials town hall meetings.
7. Install newly elected state officers.
8. Attend installations of newly appointed postmasters.
9. Assist the membership chairman, by contacting non-members and encourage them to
join NAPUS.
10. Set a good example at all national and state functions.