POINTS TO PONDER
Issue 02-20
From Your Federation President
NARFE Members of California:
THE 75 MINUTE MEETING - In casual conversation with numerous
members, particularly newer members, I am told that NARFE meetings are too
long, uninteresting and are mostly social events. Having visited over ninety chapters,
I tend to agree that many chapter meetings are long, 2 - 3 hours.
What makes them long is the combining of business with social activities.
Many of our members, perhaps most, attend meetings because of the social
aspect, but there are those who are more interested in what's new in state and
national legislation and the topic of the guest speaker. And, because they feel
the meetings are too long, they do not attend.
To satisfy the needs of both types of members, I propose that chapters consider
conducting the 75 Minute Meeting. The business can be conducted in 75 minutes
and the social aspect (lunch, coffee/cookies, entertainment, door prizes, etc.) can
be conducted before or following the business meeting. That way the member
who doesn't have time to sit in a two hour meeting, but wants to be updated on
events and learn about the subject matter of the guest speaker, is more likely to
attend the meeting. Following is a typical 75 minute meeting agenda:
OPENING: 5 minutes
(Moment of silence, flag salute, welcoming remarks)
INTRODUCTIONS: 3 minutes
(honored guests, new members, members attending for first time/first time
in six months)
MINUTES: 5 minutes
(reading of the minutes of previous meeting, or if printed/distributed - any corrections?)
TREASURER REPORT:3 minutes
(brief status of income and expenses since last meeting and current balance.
Explain any unusual expenses or income)
REPORTS:
LEGISLATION - National and State (see notes below) - 7 minutes
MEMBERSHIP (see notes below) - 3 minutes
SERVICE (see notes below) -3 minutes
PUBLIC RELATIONS (see notes below) - 3 minutes
NARFE-PAC (see notes below) - 3 minutes
ALZHEIMER'S (see notes below) - 2 minutes
SUNSHINE (see notes below) -2 minutes
HOSPITALITY (see notes below) - 2 minutes
*GUEST SPEAKER - 15-20 minutes
UNFINISHED BUSINESS (see notes below) -5 minutes
NEW BUSINESS (see notes below) -5 minutes
GOOD OF THE ORDER (see notes below)-4 minutes
ADJOURN
DRAWING
SOCIALIZE
*Guest speaker can be moved on the agenda to wherever chapters so desire, to
accommodate the needs of the speaker.
That's it! the 75 Minute Meeting. To make this work, you need to have your
speakers seated close to the podium and lined up ready to go. Keep in mind
that any time consuming business should be accomplished at your Executive
Board Meeting and only the highlights or decisions made need to be brought
to the general meeting. Of course, there are meetings where votes are taken
and there is nomination of officers which consumes time, but these should only
occur once or twice a year.
NOTES:
1. It is very important to have reports at every meeting, particularly legislation
and membership. The following are suggestions on subject matter to discuss
for each category.
2. NATIONAL LEGISLATION REPORT - present at least one of the following:
a. Update on bills e.g., Premium Conversion, GPO, WEP - Cosponsors on each.
b. Scheduled meetings with Congressmen.
c. Write letters to Representatives on a particular bill. Bring form letter to meeting
for members to use/copy.
d. Explain a bill, e.g., premium conversion, give details of bill -- many members do
not know.
e. Summarize the Hotline from National.
f. Alert members on actions congress is proposing that will adversely affect federal
workers and retirees.
g. Review NARFE's legislative agenda for the 108th Congress - there are 41 items -
review a few at each meeting.
3. STATE LEGISLATION REPORT - present at least one of the following:
a. Explain the Hollingsworth Bill (SB 417) on excluding federal annuities from
state taxes.
b. Encourage letter writing to State Representatives.
c. Identify other items that affect seniors in California.
4. MEMBERSHIP - present at least one of the following:
a. Review the monthly M112 computer printout:
(1) Identify new members assigned to chapter; send them a letter of welcome.
(2) Identify members dropped for non-renewal - assign someone to follow-up
on these members.
(3) Identify potential new members - assign someone to contact these persons
and convince them to join NARFE.
(4) Identify members whose annual dues are forthcoming - assign someone to
encourage them going on dues withholding.
(5) Identify those members who transferred into your chapter from another
chapter and send letter of welcome.
b. Advise membership of total chapter members and how many gained and lost
since last meeting.
c. Encourage a membership drive - something reasonable, e.g., 10 members
over six months.
d. Encourage a reinstatement drive of members who were dropped for non-renewal
and again, something realistic, e.g., reinstate 3/4ths of those dropped.
5. SERVICE - present at least one of the following:
a. Explain and advise membership to fill out form F-76 (order enough copies for
every member).
b. Brief membership on information published in the Service Officer News that
is issued quarterly from National.
c. Apprize membership of the toll-free number at OPM and the best hours and
days of the week to contact OPM, when needed.
6. PUBLIC RELATIONS - present at least one of the following:
a. Address PR articles and announcements in newspapers, e.g., announcement
of chapter meeting; pictures and articles of presentation of Alzheimer's checks;
pictures and articles on participation in Meals on Wheels, Food Bank, March of
Dimes, etc.
b. Advertise NARFE, e.g., place NARFE posters, F-98, at federal agencies
(with permission), senior centers, grocery stores, post office, dental office,
medical facilities, libraries, etc.
c. Establish a NARFE booth at a county fair or health fair to advertise NARFE.
Advertise a drawing for a free membership. Your DVP or the Federation Public
Relations Chair may grant the Chapter a $25 gift membership.
d. Address matching funds, wherein one half the cost of advertising NARFE
in innovative ways will be provided by National Headquarters via endorsement
by your federation president.
e. Remind members to leave their Retirement Life (now NARFE) magazine
[after attaching a label which states "For More Information, Contact (name)
at (phone number)] at strategic locations in the community, e.g., dentist and
doctor offices, medical facilities, libraries, senior centers, etc.
7. NARFE-PAC COORDINATOR - present at least one of the following:
a. Address the need for NARFE-PAC contributions to build our PAC.
Remind members that Congress knows if retirees, on a fixed income, are
willing to contribute their monies to a PAC; they will also study the issues
and vote in the congressional elections.
b. Encourage a $15 or more contribution which gets them a NARFE-PAC
pin.
c. Advise members of which congressmen are requesting PAC funds, who has
received PAC funds and and how much they have received.
d. The members should be polled on their support of their Congressional
Representatives and Senators so the chapter will already have a position, when
a legislator requests PAC funds.
8. ALZHEIMER'S -
a. Keep members apprized of total amount of monies collected to date.
b. Apprize members of advances being made in the research for a cure,
from the newsletter received from the Alzheimer's Association.
c. Consider setting up a 50/50 drawing at each meeting; of monies collected
go into Alzheimer's fund; the other half goes to the winner of the drawing. Or perhaps have a donation jar at each meeting for contributions.
Or have a drive once a year, where members receive an envelope in the
newsletter requesting donations for Alzheimer's.
9. SUNSHINE -
a. Apprize members of those chapter members who have been or are ill,
had surgery, or died, or who had loved ones who died, and that get well or
sympathy cards have been sent.
b. Suggest members to also visit, telephone, or send card to those members.
10. HOSPITALITY -
a. Generally announce number of members present and what refreshments
are available after meeting (if such are served).
b. Announce forth coming events such as luncheons, entertainment,
special meetings, etc.
11. UNFINISHED BUSINESS - (Do not refer to as "OLD" Business)
a. Continue discussion or complete actions on previous new business items.
12. NEW BUSINESS -
a. Any item that should be presented to the membership, e.g., an upcoming
chapter event, an upcoming State or National Convention, a proposed
change in the Chapter Bylaws, any item that needs membership approval.
13. GOOD OF THE ORDER -
a. This is the time for any member to speak on a subject of their choice.
Till Next Time....
Lea D. Zajac,
Your California Federation President
E-mail: LDZAJAC @AOL.COM
Phone: 707.644.7565
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