Welcome to both new and experienced

Secretary Treasurer’sPrepared by Anita Pfiefer

Former Secretary TreasurerMinnesota Chapter

Let’s Get Organized !!Constitution or By-Laws

Fiscal PolicyExecutive Board ListMonthly to-do List

Budget

CONSTITUTION

MINNESOTA CHAPTER NO. 9NATIONAL ASSOCIATION OF POSTMASTERS OF THE UNITED STATES

POSTMASTERS: Keep this in your file for reference. Changes adopted are in italics.

Preamble To promote the interest of the U.S. Postal Service; to cultivate the welfare and enhance the happiness of its members; to cooperate with the USPS and executives

thereof in further advancing the high standard and efficiency and economical operation required in the interest of public service to perpetuate itself as a truly fraternal organization working for the betterment of the Postal Service and of all postmasters; to encourage a closer and more friendly relationship between the different post offices of the state. We, the postmasters of the state of Minnesota in convention, assembled in the city of Minneapolis, Minnesota, this 15th day of July, 1939, having

ordained that we organize the Minnesota Chapter No. 9 National Association of Postmasters of the United States and adopt a constitution and by-laws for the government of itself and its members; do on convention assembled in the city of Detroit Lakes, Minnesota, this 21st day of June, 2012, Hereby amend the Constitution

and By-Laws for the government of its members.Article I – Name

This organization shall be known as the Minnesota Chapter Number Nine of the National Association of Postmasters of the United States.Article II – Purpose

The purpose of this association shall be to affiliate with and become a part of the national organization, to aid in improvement of the postal service of the United States, as recited in the preamble of this constitution, for the mutual interchange of ideas of members of the association and officials of the U.S. Postal Service.

Fiscal Policy

Chapter Fiscal PolicyUpdated: January 16, 2009

The following information explains the Chapter Fiscal Policy and procedures for filling out vouchers for reimbursement for State Chapter expenses.

The President, Secretary/Treasurer and Editor are reimbursed for lodging, mileage, registrations and meals for all trips involving NAPUS business

according to the annual budgeted amount set at the winter executive board meeting.

In addition to the President, Secretary/Treasurer and Editor, other state officers are compensated as follows:

Leadership Conference Executive VP/Career Development Chair, Legislative Chairperson, PM Representative

NAPUS Services Officer, PAC Chair, Membership Chairperson

State ConventionAll executive board members are reimbursed for the first nights lodging and round trip mileage as set at the winter executive board

meeting previous to the state convention.

Executive Board List

Monthly to - do List

NET WORTH REPORT2012

BEGINNING YTD 2012ACCOUNT BALANCE AMOUNT DIFFERENCE

SHARE SAVINGS $1,180.24 $1,182.02 $1.78 REGULAR CHECKING $14,021.79 $12,566.05 $(1,455.74)SCHOLARSHIP FUNDS $6,370.68 $6,024.98 $(345.70)CONVENTION CLUB $1,372.98 $3,063.69 $1,690.71 SHARE CERTIFICATES (12 MONTH CD) $5,164.39 $5,201.92 $37.53

$28,110.08 $28,038.66 $(71.42)

BudgetBalance Sheet

Budget

NAPUS Financial Report

TIPSStart a binder with:

ConstitutionExecutive Board list

BudgetMonthly reports

Folders for:Board meetings

LeadershipState Convention

National ConventionKeep a planner with dates/ log-ins/

phone numbers

TIPS

Bonding for TreasurerCredit Card statement review

by non-card holderCredit card receipts and vouchers

Monthly bank statement withall supporting documents

Quicken or QuickBooks

Minutes Tips for Recording of MinutesMinutes become the legal evidence of what transpired at the Board meeting.Minutes should contain mainly what was done, not what was said by the members.Remarks made in debate or opinions should NOT be included.When corrections are made, the error should be bracketed and the correction made following the error (or hand written in the margin). NEVER ERASE ERRORS corrected in the minutes. The correction should also be included in the minutes of the meeting where the correction was made.

Motions: Final and exact wording of all main motions (with any amendments incorporated) adopted, lost or temporarily disposed.

The name of the maker of the motion but not the ‘seconder’.

Always report some action or disposition on every motion made.

Motions that are withdrawn are not recorded.

You may have to slow down the board and ask for clarification on wording on a motion if there was changes, etc.

You may ask that a motion by made in writing if it is long or difficult to record.

Minutes

Make sure you obtain the agenda in advance

Prepare the minutes ‘template’ in advance Fill in as much information in advance Leave blank spaces to add information

The name and subject of a guest speaker can be included in the minutes, but not a summary of the remarks.

The minutes are closed with the signature (can be electronic) and title of person writing the minutes.

The words respectfully submitted are no longer used before the signature. Finish minutes as soon as possible after meeting (believe me it will be easier !)

Minutes

QUESTIONS ???

Thanks for attending and enjoy the conference