The
duty of the Chapter Service Representative is to be a knowledgeable and
fully
informed individual regarding the benefits of the various programs
offered by
NAPUS. The Chapter Service Rep is
usually the key person sought out by the membership for advice and
assistance
concerning individual matters of members.
He/she should be able to provide the necessary forms and
assistance
whenever requested. This
information should be disseminated to the membership on a regular basis
through
their Chapter Publication and y personally giving talks at various
County/Area
and District meetings. He/she
should set up an information table at Chapter functions throughout the
year. His/her name and phone
number should be consistently published in their individual Chapter
Publication.
A. Because of the training time and
expense that has been expended by NAPUS, consideration should be given
to
continuing these individuals in the position of Service Rep. However,
if this
person is not doing a satisfactory job, or is unable to serve, a new
selection
must be made. It is expected that
the newly selected individual will have time to devote to the important
task
and be dedicated to serving fellow Postmasters. When
Chapter Presidents have advance notice of a change in
Service Reps, every effort should be made to have the previous Service
Rep
assist and train the newly appointed individual as soon as possible.
B. The
National Service Rep Co-chairmen, provider representatives and the
previous
Chapter Service Rep can all contribute toward the necessary assistance
in this
training process.
A. Have a thorough knowledge of all
programs available as well as their functions and benefits. Know how to sign up members in these
various programs.
B. Maintain a
supply of current forms and brochures for all the programs offered by
NAPUS.
C. Contact
your Chapter President and Convention Chairman well in advance of your
Chapter
Convention in order to set up an information table/booth and have the
proper
facilities to serve members and their families throughout the
convention. Request time to be on the
program
Monday morning in the convention to explain your programs, goals and
availability.
D. The Service
Rep should offer assistance to man the various providersÕ booths
at the
National Convention. This experience
is invaluable to you as a Service rep in your Chapter.
E. If the
Service Rep is unable to attend the Chapter Convention, he/she should
contact a
knowledgeable NAPUS Postmaster who will set up the information
table/booth and
make a presentation to the convention body.
A. Maintain a close liaison with the
National Co-Chairmen of Service Reps and provide them with your name,
mailing
address, office and phone numbers.
Do this as soon as appointed.
B. Notify
NAPUS Headquarters that you have been appointed Service Rep. Provide
them with
your name, mailing address, office and phone numbers.
A. Supplies can be obtained by contacting
the providers directly. Call their
1-800 number or send them a written request.
Because
of our ever-increasing involvement with the Congress of the United
States the
Legislative Chairman is in a position to help determine the future of
not only
the Postmasters in his/her Chapter but that of the U.S.P.S. and all
Postmasters
through the passage or defeat of legislation. It
is therefore imperative that the Legislative Chairman be
knowledgeable and dedicated to the legislative process.
1. The
Legislative Chairman must be willing and able to contact the
legislators from
his state. In addition, a close
relationship should be established with the CongressmanÕs
Legislative
Assistant. (Do not refer to this
person as an Aide.)
2. He must
maintain up-dated knowledge concerning legislation vital to the
interests of
Postmasters. Valuable information
can be obtained through various publications from the National Office
of NAPUS
and from the ÒCongressional Record.Ó
A subscription to this may e obtained through the office of your
Congressman.
3. It is
extremely important that the Chairman work with the Chapter President
to select
committee members who personally
know the
Senator or Congressman from his district.
4. The
Chairman should maintain contact with committee members and the general
membership via letters, articles in ÒThe Pennsylvania
Register,Ó and at
meetings and seminars. When action
is required, he should contact committee members by telephone, who in
turn will
be instructed to contact their Congressman. This
contact may be made by (a) personal contact, (b)
telephone (c) personal letter, (d) personal postcard, or (e) telegram.
5. The
Chairman must work with the President to coordinate the legislative
activities
for the Chapter at the Legislative Conference in Washington in February. As many members as possible should be
encouraged to attend this conference.
Be sure to include the Retired Postmasters as they have many
years
experience and can be of assistance in many ways.
6. The Chapter
should provide sufficient funds on an ongoing basis for the legislative
effort
either directly from the budget or from special projects, such as (a)
direct
solicitations from the membership, (b) Òfifty-fiftyÓ
drawings and raffles at
district meetings, (c) auctions at the annual convention, or (d) other
special
events specifically designated for the legislative fund.
7. The
Legislative Chairman may attend meetings of the Executive Committee as
a
non-voting member at the request of President.
Because
of our ever-increasing involvement with the Congress of the United
States to
achieve the passage or defeat of legislation that can affect the U.S.
Postal
Service and hence Postmasters, each Chapter must establish a dynamic
and viable
Legislative Committee. The
President should appoint the chairman, who in turn should select his
committee
members in compliance with the purpose of the committee.
1. Must be willing and able to contact the
legislators from the respective state.
2. Must maintain up-dated
knowledge concerning legislation vital to the interests of Postmasters. Sources of information will be provided
from the National Office via mailgrams, letters and the Gazette where
appropriate. In addition if he
establishes a close relationship with the CongressmanÕs aide-he
can be assured
of vital and timely information concerning legislation.
3. Chairman should select
the members of his committee. The
committee will vary in size, depending on the number of legislators
Ð (2)
Senators and the number of Congressmen Ð which represent that State. It is extremely important that the
chairman select a person who personally
knows the Senator or
Congressman he will be required to contact. The
committee membersÕ name should produce instant
recognition on the part of the Legislator. This
is the key to the success or failure of the StateÕs
Legislative Committee.
4.
The Chairman should maintain contact with committee members
and the general membership via letters, articles in the Chapter
publication or
at meetings and seminars as appropriate.
When action is required, he will contact the committee members
via
telephone who in turn will be instructed to contact their congressman.
5.
From time to time it may be necessary to lobby Congress on a
specific issue. The chairman must
be prepared to come to Washington, D.C. to join the National
Legislative
Committee in its efforts. In
addition, he may arrange a legislative activity for his entire chapter
that
will achieve effective lobbying goals.
For example, this can be a Congressional Breakfast or luncheon,
or a
meeting honoring several Congressmen.
These types of activities can be held in Washington, D. C. if
the
chapter is located in proximity to our NationÕs Capital. Similar functions can be arranged
within the respective state, or an ideal time to schedule a luncheon is
during
chapter officersÕ conference.
6.
In all the above, the chairman will work in concert with the
Chapter President and the Executive Committee.
7.
He/she will perform any other task delegated by the
legislative chairman.
8.
The
Chapter should provide, in its budget, a line item
appropriation for the legislative committee adequate to encourage its
activities in a dynamic fashion.
9. The Chapter should adopt or devise
methods to raise money for legislative purposes, on and ongoing basis. These monies can be used locally and/or
from time to time be sent to the National Office to replenish the
Legislative
Fund. Activities to be considered
are (1) solicitations of membership (2) ÒFifty-fiftyÓ
drawings and raffles at
district or county meetings (3) Rummage sales or auctions of prizes at
State
conventions (4) other special events specifically designated for the
legislative fund.
10.
The
Annual OfficersÕ
Conference is also utilized to develop and foster our legislative aims. The Legislative Chairman and as many
committee members as possible should attend this Conference.
The
primary function of the members of the Legislative Committee is to
maintain the
highest possible degree of contact with their respective legislators. For this reason, committee members
should be selected who personally know the Senator or congressman from
his/her
district.
DUTIES
AND RESPONSIBILITIES:
1. To stay informed of legislation in all
congressional Bodies, which will affect the USPS, Postmasters, and
other Postal
Personnel and/or working conditions.
2. To maintain
a close relationship with the Legislator and his/her Legislative
Assistant from
his/her own district. (Do not
refer to the Assistant as an Aide.)
3. Be prepared
to contact members of the legislature immediately when instructed by
the
Legislative Chairman. The chairman
will determine whether contact is to be made by (a) personal contact,
(b)
telephone, (c) personal letter, (d) personal post card, (e) fax or (f)
e-mail
depending on the urgency of the matter.
4. Attend
local functions in which the Legislator participates whenever possible. Keep your Legislative Chairman informed
of your activities.
5. Keep other
Postmasters informed of pending legislation and urge their
participation in
legislative activities.
6. Assist the
Legislative Chairman in planning and coordinating any statewide
legislative
program for the members such as attendance at the annual National
Legislative
Conference in Washington. Make
every effort to personally attend this conference if at all possible.
DUTIES
AND RESPONSIBLITIES:
1. Committee must attend the chapter convention.
2. It shall be
the responsibility of the credentials committee to certify membership
in the
Pennsylvania Chapter.
3. The
committee shall supervise and conduct elections at chapter convention.
The duties of the
Development Chairman are to provide the opportunity for Career
development
through career counseling and training seminars.
DUTIES
AND RESPONSIBILITIES:
Coordinates
Postmaster development seminars and reports plans for training to the
President
and executive board.
Assists Chapter
Editor by writing articles on career development for paper.
Works closely with
the 991 Chairman to be sure available help is given in the proper
completion of
the 991 application form.
Monitor or evaluate
the training needs of their Postmasters.
Prepares or has
available brochures, handouts, video and cassette tapes or any other
information that will assist Postmasters in the performance of their
duties or
upward mobility plans.
The chairman should
work closely with the district and county presidents and assist them in
preparing informational programs for their meetings.
There are many
benefits to be gained for Postmasters who have an active chairman such
as,
encouragement, information, communication skills, and individual help
in
problem areas.
The Postal Service
has allowed us the use of Convention Leave to attend our State and
National
Conventions so it is imperative that we provide training seminars and
see that
our Postmasters register for them and ATTEND. BE
SURE YOUR STATE OFFERS TRAINING SEMINARS!
CONSTITUTION
AND BYLAWS COMMITTEE
DUTIES
AND RESPONSIBILITIES:
1. Solicit input from membership all
during the year.
2. Hold meetings as necessary to
consolidate and formulate proposed changes.
3. When proposing changes, be sure to
include all sections affected by the proposed change.
4. Present proposed changes to members at
the annual Chapter convention. Be
prepared to explain why changes are being presented.
Major revisions should be presented in writing to all
members.
5. Furnish a complete copy of Constitution
and Bylaws to the Editor within 30 days of the close of the annual
Chapter
meeting.
PARLIAMENTARIAN
1. The Parliamentarian must be thoroughly
familiar with Roberts rules of Order in order to assist the President
in
conducting all official meeting in a professional manner.
2. The Parliamentarian may also attend
Executive Committee meetings as a non-voting member if requested by the
President.
HISTORIAN
1. It is the duty of the Chapter Historian
to maintain an ongoing written history of the Chapter and to serve as
custodian
of the records and files of the Chapter.
2. The Historian should prepare articles
of interest to the membership for publication in ÒPennsylvania
Register.Ó
3. The Historian may attend Executive
Committee meetings as a non-voting member if requested by the President.
CHAPLAIN
1. The Chaplain should be prepared to
offer an invocation at the annual meeting of the Chapter and at any
other
meeting as requested by the President.
2. Remind District Directors to gather
information such as newspaper obituaries concerning the death of
Postmasters or
former Postmasters as they occur.
3. Collect death notices and information
throughout the year in preparation of the Memorial Service to be held
at the
annual Chapter Convention.
4. Work with the Memorial Committee to
plan and conduct a meaningful Memorial Service in memory of those who
have died
during the year prior to the annual convention.
5. The Chaplain may attend Executive
Committee meetings as a non-voting member if requested by the President.
BUDGET
COMMITTEE
DUTIES
AND RESPONSIBILITIES:
1. It is the responsibility of this
committee to prepare an annual budget for the
Pennsylvania
Chapter of NAPUS. The Secretary-Treasurer
is Chairman of the
Budget
Committee.
2. Year to date expenditures and
known
changes for the coming year should be
obtained
from the Chapter Secretary/Treasurer and Editor.
3. The proposed budget is to be
submitted
to the Executive Committee at the Mid-
Winter Board
Meeting.
4. Any proposed budget items that
would
require changes to the Constitution and
Bylaws
should be submitted as proposals only to the Chairman of the
Constitution
And Bylaws
Committee at the same time they are submitted to the President.
5. The Chairman or a knowledgeable
member
of this committee should be available
to
supply additional information to the Executive Committee at the time of
their
review
of the
proposed budget.
6. After the proposed budget is
reviewed
and accepted by the Executive Committee,
copies
should be prepared for all members present at the annual meeting.
SERGEANT
AT ARMS
DUTIES
AND RESPONSIBILITES:
1. Instruct and schedule committee members
for each business session.
2. Report to meeting room 15 to 30
minutes
prior to start of meeting.
3. Check location an operation of
light
switches.
4. Check with hotel staff about
location
and control of the thermostat.
5. Place a chair or chairs near the
door
for use of committee members on duty.
6. Consult with President for any
special
instructions. This should be done
prior
to the
beginning of the convention and before the first session each day.
7. Close doors at beginning of
meetings to
maintain quiet in the meeting room
8. Remain near entrance doors
during
business sessions.
9. Deliver messages to head table
as
needed.
10. Assist in passing
out literature.
11. Escort speakers
or guests to head table if needed.
12. Be attentive and available to
assist
the President in any way if needed.
13. Diligently enforce rules while
treating
members with dignity and respect.
A. Treat members with
respect and dignity. Be firm, but
courteous and
diplomatic. Enforce rules,
be very diligent in the performance of
duties.
POSTMASTER
REPRESENTATION COMMITTEE
The National
association of Postmasters has a standing committee on Postmaster
Representation. It consists of a
Chairman and a group of well trained, and geographically spread,
members. They assist Postmasters and
Chapters in
representing Postmasters.
Individual Chapters should have a Postmaster Representative to
assist
the needs of the Chapter.
Upon request it shall
be the duty of the Committee on Postmaster Representation to advise,
counsel,
and assist in resolving official concerns. They
will mobilize to support, the strength, prestige, and
effectiveness of the national Association of Postmasters in furthering
and
protecting the interests of Postmasters.
Chapter Postmaster
Representatives should avail themselves of the experience and knowledge
of the
National Committee on Postmaster representation. Promptness
and immediate response to the requests for
assistance from the Postmaster being confronted with Adverse Actions is
of
prime importance. If unable to
contact a National Committee Member immediately contact the National
Executive
Director and assistance will be arranged.
Part 650 of the
Employee Labor Relations Manual provides the guidelines for Postmasters
as it
relates to personnel actions, grievances and appeals.
This reference should be continually reviewed.
PostmastersÕ rights and appeal
procedures are defined in brief form.
Our NAPUS LEGAL
DEFENSE PLAN provides representation to members in adverse actions such
as
charges of removal, suspensions for more than 14 days, or reductions in
pay or
grade.
Our experience in
past cases has given many insights which can prove invaluable in
representing
Postmasters. Members of the
National Postmaster Representation Committee are available and eager to
be of
service when called upon.
Postmaster
Representation is one of the most important and valuable functions of
the
National Association of Postmasters.
It reflects that SERVIE TO POSTMASTERS is our continual goal.
CONTENT
SPECIALISTS
The Career Counselor
Committee is a vital part of our future organization, as many of those
with
whom they work are our active members to come.
The purpose of the
committee is an unbiased, objective review of memberÕs 991 as
well as a degree of
ÒCareer CounselingÓ, constantly striving to cultivate a
desire for upward
mobility. The importance of formal
education as well as on the job training, wholesome attitudes, mobility
and
self-confidence are stressed.
MEMORIAL
COMMITTEE
DUTIES
AND RESPONSIBILITES:
1. Assist the Chaplain in gathering
information such as newspaper obituaries concerning
the
death of Postmasters as they occur throughout the year.
Contact the officers of the
Retired Postmasters for additional names.
2. If obituaries are not available,
information may usually be obtained by writing to a
family
member. The Retired Postmasters
can usually supply an address for deceased
Postmasters.
3. Plan and conduct a Memorial
Service to
be held during the annual chapter convention
in memory of
those who have died during the prior year.
4. Following are some suggestions
for the
Memorial Service:
a. Each deceased person
should be remembered individually with a few remarks.
Information may be taken from the obituary notice or from a
family
member.
b. The length of time
permitted for the service and the number of deceased members
will
determine how much program to plan.
c. Reading scripture,
poetry, singing, and the lighting of candles are suggested if
time permits.
The
PM Representative shall
represent
Postmasters against adverse action.
The
Service Representative will advise
all
Postmasters of the different services that are available through NAPUS.
The
Parliamentarian will oversee
the proper adherence to the Constitution and
By-Laws and will follow RobertÕs Rules of Order Newly Revised at
the Executive
Committee Meeting and Convention.
The
Membership Chairperson will inform
the members of the current
membership. The Committee will
work closely with the Secretary-Treasurer.
The
Legislative Chairperson will inform
the members of the current
legislative issues and concerns.
The Committee will organize and promote the Legislative efforts
of the
Chapter, and work closely with the PAC Committee.
The
PAC Chair
shall be responsible for collecting the needed funds for political
action.
The
duties of the Emergency Relief Chair will be to
receive all
claims for emergency relief from the Area Directors and decide the
proper
amount to be given within the fiscal budget.
AUDIT
COMMITTEE
The Audit Committee
shall be comprised of three (3) District vice-Presidents in accordance
with the
Fiscal Policy procedure as approved by the Pennsylvania Chapter,
NAPUS's
executive Committee. The Committee
shall examine and audit all financial records and fiscal reports. An annual audit of all Chapter funds
and accounts shall be made after the end of the year, December 31, and
prior to
the Annual Executive Committee Meeting.
A certified copy of the audit shall be furnished to the
President. The Committee shall report its
findings
to the Executive Committee and the report shall be published in the
Pennsylvania Register. This
Committee shall also give a report at the Chapter Convention, giving
their
findings of the previous years audit.