WASHINGTON NARFE FEDERATION

DISTRICT VICE PRESIDENTS’ TRAINING

OBJECTIVEPROVIDE THE SKILLS

NECESSARY TO CARRY OUT ROLES AND

RESPONSIBILITIES OF A DISTRICT VICE

PRESIDENT

LEADERSHIP: Art of getting people to move together toward a common goal.

TRAITS/SKILLS OF A LEADER

Some people are born with skills; others develop them as they improve as leaders

Has Integrity People person Understands differences that make people

unique and uses those individual skills to achieve goal(s)

Is positive – Encourages/Motivates people Knows the way, shows the way, and who goes

the way. Influences others to accompany/ assist him/her to fulfill goals.

Sets the Example Effective verbal and oral Communicator

WASHINGTON STATE FEDERATION OF

CHAPTERS

NATIONAL ORGANIZATION

FEDERATION ELECTED OFFICERS

NARFE is a grassroots organization whose strength lies with its members in local chapters.

Federation’s role is to assist chapters in getting work done through guidance, program, training, leadership development, providing pertinent information, serving as speakers, and encouraging National and State Legislative contacts.

Each elected officer of the NARFE Federation has certain responsibilities to fulfill in supporting the Federation and its members.

Being an officer simply means that you are responsible for ensuring the job gets done in a quality manner and IAW policies and procedures.

FEDERATION EXECUTIVE BOARD

STANDING COMMITTEES (NON-VOTING)

ADVISORY COMMITTEES

ALZHEIMERSNEWSLET

TER EDITOR

NARFE-PAC

Membership – 7716 (April 2012)

22 Chapters Smallest – 78Members (856) Largest - 1059 Members (181) Average Size – 350 Members Chapters Broken Down into Five Districts,

with District Vice President Responsible for Chapters in His/hers District

WASHINGTON FEDERATION

District 1: District 2:32, 239, 856, 1247 43, 193, 196, 1404,

1701, 1966

District 3: District 4:13, 163, 236, 1070 181, 881, 888, 1801, 1006

District 5:237, 238, 1192

* Do not coincide with Congressional districts.

WA FEDERATION DISTRICTS*

FEDERATION STRATEGIC PLAN AND

GOALS

MEMBERSHIP BY DISTRICT

District 1: 1274 Members 16.5% District 2: 1937 Members 25.1% District 3: 1654 Members 21.4% District 4: 2140 Members 27.7% District 5: 771 Members 9.9%

TOTAL: 7716 MEMBERS

WA FEDERATION MEMBERSHIP -2011

2011-2012 NON-RENEWALS/REINSTATEMENTS

Legislative Build and establish lines of communication with National and State

Legislators and their staffs and with the Federation Legislative Director

Promote NARFE’s “Grassroots” (Chapter members and Chapter and District Legislative Chairs) lobbying efforts.

Inform Chapters of pending legislation and urge letter write-ins, e-mail, or telephone campaigns and other actions IAW guidance from the Federation Legislative Director and NARFE Legislative Department

Ensure Chapters submit requested follow-up reports on these campaigns to Federation Legislative Director within established suspense dates

DISTRICT VICE PRESIDENTS

KEY LEADERSHIP QUALITIES OF DISTRICT VICE PRESIDENT

Knows how to deal with members in chapters

Knows how to empower Chapter leaders Education Mentoring

Knows how to set realistic District goals Input from Chapters Goals are clear, realistic, and achievable Goals are based on Federation’s Strategic Plan

Knows how to delegate effectively Contact with Chapter Leaders

YOU ARE EYES AND EARS FOR THE CHAPTER

YOU ARE THE LINK BETWEEN CHAPTERS AND FEDERATION

DISTRICT VICE PRESIDENT

GOAL: Increase the communications and networking between DVP and Chapters in District

Represent the Federation President in all matters pertaining to Federation work in their respective district.

The DVP serves as a vehicle for the exchange of ideas among members about program/actions of benefit to active and retired federal employees.

Understand the Goals and Objectives of NARFE and the Federation

DVP OBJECTIVES: oVisit each Chapter in District at least one time per year to observe, listen to membership concerns, and to provide assistance

oConduct an analysis of each Chapter’s current strengths, weaknesses, and opportunities then develop a methodology to improve on the weaknesses

oRelay Chapter concerns/comments to Federation President and Vice President and to the Federation Executive Board, as appropriate

oWork with Chapters to recruit, retain, and reinstate NARFE members

oConduct a District Meeting

Be available to Chapter officers by telephone, e-mail or regular mail

Provide information briefings/talks at Chapter meetings, as requested

Provide training for local Chapter Officers in your District – this is necessary in order to provide top quality leadership skills for the furtherance of common goals How to Conduct a Chapter Meeting How to retrieve, analyze, and submit reports Understanding and carrying out Federation’s goals

and objectives

o Send a Congratulatory Letter to all new Chapter Presidents in District within one month of individual being elected.

o Communicate with Chapters about issues of concern to active and retired federal employees

Be very knowledgeable in NARFE official reports, both on-line and hard copy (M—112, M-114, and etc.) and of NARFE forms Provide training, as needed Ensure reports, such as F-7 and 990-N are submitted

in timely and accurate manner Maintain current files of Chapters in District – Chapter

Officers, M-112, M—114, and other membership data

Monitor Chapter activities and provide assistance as needed

Serve as vehicle for the exchange of ideas among Chapters in District No idea is a bad idea Present your ideas and let the Chapters present their

ideas

Install new Chapter Officers, as needed

Promote interest in NARFE-PAC, FEEA, AND Alzheimer’s Programs

Prepare and Distribute Annual Calendar for District (meeting dates, suspense dates, convention dates, district training dates, and proposed Chapter visit dates)

Meet with former members of dormant (closed) chapters. Persuade them to reactivate

Encourage Chapters to recognize and reward their chapter members. (Chapter Member of Quarter or Year, Certificates, and etc.)

Search out areas where new chapters may be formed and help them to organize. Submit information to Federation President for action.

Participate in Federation and District

Recruitment/Retention/Reinstatement opportunities (health fairs, National Fairs, Senior events, and etc.)

Actively represent the interests of the District, the Federation, and NARFE at Chapter meetings

Attend Federation Executive Board Meetings as scheduled

Attend Annual Federation ConventionEach DVP is a Delegate-at-LargeAttend Pre-Convention Planning Meetings when Convention is hosted by the District

Attend National Convention, if possible Keep Federation President and Vice-

President and Executive Committee informed of significant developments in chapters

FEDERATION RESPONSIBILITIES

Prepare written emailed reports before each Executive Board Meeting usually held quarterly.

Prepare an annual report for Convention

Prepare a general budget to include postage, printing, telephone, and travel.Submit those budget requirements for Federation budget

Prepare a district meeting budget to include meeting room, AV needs, guest speaker expenses, printing and travel (mileage or air fare), hotel and meals.

FEDERATION RESPONSIBILITIES

CLOSING A CHAPTER Before action is taken to formally close a chapter, you

should: Work with the Chapter to help them become a viable

chapter Talk with Chapter members to ascertain their perspective

of the situation and recommendations for the future of the chapter

Identify strengths and weakness of chapter and after analyzing the info, share your thoughts with Chapter members

Keep the Federation Executive Board abreast of the situation

DVP may not close a chapter on his/her own. Only the Federation President in consultation with the RVP.

o Follow procedures outlined in Operating Instruction A-15

CHANGING A CHAPTER NAME

Chapter Name Change: Must do an amendment to Chapter’s Constitution and Bylaws

Motion to amend Constitution or Bylaws must be approved at scheduled Chapter meeting

Must send a complete copy of the revised Constitution and Bylaws to Federation Secretary and National Secretary

Chapter’s Charter – No change needed

Minutes of voting, changes to Constitution and Bylaws, and etc. should be made permanent records and kept by Chapter Secretary

RESOURCES Federation DVP Handbook (Soon to be revised)

Federation of Chapters Membership Plan for Recruitment, Development, and Retention

Chapter & Federation Officers Manual (F-10)

Member Records Manual (FH-6)

Membership Development Manual (FH-19) Federation Elected Officers Federation Appointed Committee Chairs

RESOURCES NARFE Website: www.narfe.org

Federation Website: www.narfewa.net

NARFE Training Slides (narfewa.net)

GEMS (Global Electronics Messaging System)

NARFE NewsWatch

NARFE Magazine

RESOURCES Federation Constitution and Bylaws

NARFE National ByLaws

Washington Policy and Procedure Manual

NARFE Recruiting and Retention Journal (on-line)

NARFE Quarterly News for NARFE Leaders (on-line)

DVP’s …

REFLECTIONS OF THE FUTURE(Lessons, Opinions, and Thoughts)

FOLLOW THROUGH You must look beyond the “WHAT YOU NEED TO

DO” to achieve your goals, the Federation’s goals, and NARFE’s goals.

If the District, the Federation, and NARFE are to experience measurable success, you must “FOLLOW THROUGH” by determining the

“WHO, WHAT, WHERE, and WHEN”

You must prioritize your limited resources and time. No more laundry lists; lists are not action plans.

o You must focus on and prioritize the items which will enhance the District, the Federation, and NARFE’s ability to move forward. Put the gear in Drive, not Reverse.

COMMUNICATION & INFORMATION EXCHANGE

Many times this is a very difficult task

Improving communication skills requires constant oversight of our strategies. Communications must flow both ways - from DVP to Chapters and from Chapters to DVP as well as from Federation to DVPs and DVPs to Federation

Information is NOT POWER. The more you SHARE, the STRONGER you will be and the more influential you will become

You, the chapters, and the Federation can only act upon information that they have access

Become familiar with and use all the tools available (e-Mail, Facebook, Twitter, websites, newsletters, telephone, US Mail, and etc.)

LEADERSHIP ACCOUNTABILITY

Those who choose to be LEADERS must be ACCOUNTABLE FOR THEIR ACTIONS, always!

No one should accept a Leadership position without being fully aware of the responsibility he/she has agreed to accept on behalf of the membership

A leader must always be available and accessible to all the members in the District

DISTRICT VP ELECTIONS At the Annual District Workshops, DVPs are

elected by the members of each respective district at the District Caucus

Members must be educated and knowledgeable about the qualifications, experience, and commitment of each candidate for DVP. This is accomplished by candidates submitting

their Nomination Packages to Federation Nominating Committee. Nominees packages will be on the Federation website for review prior to the convention.

INSPIRATION As a Leader, you should endeavor to Listen

to what each and every person in a discussion has to say before venturing our own opinion.

As the old axiom says: “A Leader is like a shepherd. He stays behind the flock, letting the most nimble go out ahead, where upon the other follow, not realizing that all along, they are being directed from behind.”

(Nelson Mandala)

PRACTICE WHAT WE PREACH!