Secretary Duties Administration Accuracy and Transparency Presented by Brian J Wagner NAPS National SecretaryTreasurer 2015 LTS National Association of Postal Supervisors Duties of a NAPS ID: 617993
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Skills of the SecretarySecretary DutiesAdministration, Accuracy and TransparencyPresented by Brian J. WagnerNAPS National Secretary/Treasurer2015 LTSSlide2
National Association of Postal SupervisorsDuties of a NAPSBranch SecretaryNoteMany brancheshave combined Secretary
duties with Treasurerduties.Slide3
What does a NAPS Secretary do? Officers Training Manual (OTM)Secretary's Responsibilities 3.1. Definition of a Secretary
3.2. Dues Check-Off Print-Out (DCO) 3.2.1. Membership 3.2.2. Active and Associate Members 3.2.3. Honorary Members
3.3. Communicating with NAPS Headquarters
3.3.1. Branch Officer Information
3.3.2. Member Change of Address Form
3.3.3. Correspondence
3.4. Record Keeping
3.4.1. Suggested Schedule for Retaining Branch Records
3.5. Meeting Minutes
3.6. Branch Newsletters and Web Sites 3.7. Merging Branches 3.8. The Postal Supervisor Distribution 3.9. Invitations to NAPS HeadquartersSlide4
Secretary’s Responsibilities Membership Rolls Correspondence Record Keeping Meeting MinutesSlide5
Secretary’s ResponsibilitiesMembership Rolls Types of Members Membership Forms 1187 1187A Dues WithholdingDues Check-Off List
Member Exceptions Slide6
Secretary’s ResponsibilitiesTypes of Members Active – USPS Employed Associate – USPS RetiredHonorary - No benefitsMembership Forms 1187 - Active
1187A - AssociateSlide7
Secretary’s ResponsibilitiesActive Members - Complete Form 1187 Social Security # (USPS required)USPS EIN (NAPS required)No USPS/Gov’t emailForm 50 Finance #
Branch dues amountBranch affiliation #
Signature of new member
Signature of
b
ranch officer
Mail original & copy to NAPS HQ
Make copies for branch and member
Complete sponsor section for $25
NOTE: Don’t hold
for branch
approval. Mail the signed Form 1187 to NAPS HQ
immediately
to
ensure member receives benefits.Slide8
Secretary’s ResponsibilitiesAssociate MembersComplete Form 1187A Last 4 of Social Security # Select branch to affiliate (May join any NAPS branch)Associate member signature
Branch Officer signatureMail to NAPS HQ
Retiree informs branch via letter/email to become an associate member -- branch contacts NAPS HQ
Retiree contacts NAPS HQ directly via letter/email requesting associate membership. NAPS HQ confirms with branch before processingSlide9
Secretary’s ResponsibilitiesNational Per Capita Dues WithholdingActive – Per Capita $3.50/pay periodUSPS PayrollDirect Pay - Pay branch directlyAssociates – Per Capita $1.75/pay period
Notify Associate when dues is owedPay associate dues directly to branch
National MAL - Pay
directly to NAPS HQ
Branches establish their own dues assessment. Dues must at least cover national per capita.Slide10
Secretary’s ResponsibilitiesCancelling Active Membership Member’s responsibility to cancel – Not NAPS!* USPS PS Form 1188 requiredUSPS HR action – send to HRSSC* Exception: if member is in NO DED status – Not paying branchNo email/letter from member will cancel Active membership
Cancellation Time
1
st
full PP in March (see 1187)
1
st
full PP in September (see 1187)
No anniversary date requirement
No refund of member’s duesSlide11
Secretary’s ResponsibilitiesCancelling Associate MembershipCan be cancelled any timeMember notifies NAPS HQ in writingBranch notifies NAPS HQ in writingDeath of Associate - Branch notifies NAPS HQWill be cancelled next available DCO
No refund of Associate’s per capita to branchSlide12
Secretary’s ResponsibilitiesMembership Rolls Request for Branch Affiliation Exception Article III, Section 6. The Executive Board shall accept requests from members for branch affiliation exceptions in the following situations: a) When members are affected by Postal Service-initiated consolidations, and b) When a member’s office of physical domicile is different from his or her employing office. In both cases, the member’s attendance and participation at branch meetings and activities would be hampered by physical distance. The area vice president shall investigate said petitions by contact with the involved members and branches and report said findings to the Executive Board for concurrence.Slide13
Secretary’s ResponsibilitiesMonthly Branch Reports from NAPS HQDues Check-Off (DCO) ReportChange ReportNon-Member ReportSlide14
Secretary’s ResponsibilitiesDues Check-Off ListBranch affiliationPay Periods of dues withholdingMonthly membership roster ActiveAssociateFinance #’s Status flags
Total membership DCO
d
ues amount to branchSlide15
Secretary’s ResponsibilitiesManaging Dues Check-Off (DCO) ReportDCO DesignationDCO MeaningADJUSPS returned back pay to member, dues tooCANCELMembership canceled due to Form 1188DECR.Dues of member decreased INCR.Dues of member increasedNO DEDNo dues deducted for member NU EMPNew Branch Member - 1187RET.Member retired from USPS
SEP.Member quits USPS or removed by USPSAsterisk *
Not Receiving Postal Supervisor
Bad address listed at NAPS HQSlide16
Secretary’s ResponsibilitiesManaging Dues Check-Off (DCO) ReportSlide17
Secretary’s ResponsibilitiesManaging Dues Check-Off (DCO) ReportSlide18
Secretary’s ResponsibilitiesManaging Dues Check-Off (DCO) ReportNAPS Change ReportSlide19
Secretary’s ResponsibilitiesManaging Dues Check-Off (DCO) ReportNon-Member ReportSlide20
Secretary’s Responsibilities Membership Rolls Correspondence Record Keeping Meeting MinutesSlide21
Secretary’s ResponsibilitiesCorrespondence Branch mailOfficer information & updatesOfficer Profiles for receiving NAPS HQ infoMember Change-of-AddressTo receive The Postal SupervisorLetters/emails to NAPS HQMember Issues (DCO Status)Invitations to eventsChanges in branch duesSlide22
Secretary’s Responsibilities Membership Rolls Correspondence Record Keeping Meeting MinutesSlide23
Secretary’s ResponsibilitiesRecord Keeping Keep up to date & legibleMake files and organizeKeep centrally locatedBackup computer Turn records over to new officersConsult lawyer and/or CPA when neededRecord retention - Don’t hoardSlide24
Secretary’s Responsibilities Membership Rolls Correspondence Record Keeping Meeting MinutesSlide25
Secretary’s ResponsibilitiesMeeting Minutes Summary of what happened Reflects branch’s decisions Discussion and decisions reportedNot every comment is quotedMotions and votes recordedCommittee & other reports coveredStop meeting for clarificationKeep a file / backup from computerPublish in newsletter or send to members (optional)
Read/copies at next branch meetingSlide26
What does a NAPS Secretary do? Officers Training Manual (OTM)Secretary's Responsibilities
3.1. Definition of a Secretary 3.2. Dues Check-Off Print-Out (DCO) 3.2.1. Membership 3.2.2. Active and Associate Members
3.2.3. Honorary Members
3.3. Communicating with NAPS Headquarters
3.3.1. Branch Officer Information
3.3.2. Member Change of Address Form
3.3.3. Correspondence
3.4. Record Keeping
3.4.1. Suggested Schedule for Retaining Branch Records
3.5. Meeting Minutes 3.6. Branch Newsletters and Web Sites 3.7. Merging Branches 3.8. The Postal Supervisor
Distribution 3.9. Invitations to NAPS HeadquartersSlide27
Secretary’s ResponsibilitiesBranch Newsletters and Web Sites Includes Branch meeting minutesLocal officer contact informationMeeting noticesMerging Branches (Article IV, Section 2)Format a petition Majority 50%+1 sign petition to mergeAccepted by gaining branchNotify members and NAPS HQ of resultsAutomatic dues adjustment by NAPS HQDo not distribute treasury to former branch members -- IRS violation. Transfer treasury to gaining branch.Slide28
Secretary’s ResponsibilitiesThe Postal Supervisor magazineKeep members’ mailing list updated Asterisk (*) on DCO report “bad address” of memberNotify NAPS HQ of member address changes Invitations to NAPS HeadquartersSend at least 2 months in advance – sooner if possibleProvide details of NAPS event (Who, What, Why, When and Where)No charge for Resident Officers to attendIndicate if requesting a particular Resident OfficerSlide29
Review NAPSOfficer Training Manual (OTM)Revised October 1, 2013Chapter 3 Secretary
Secretary’s ResponsibilitiesSlide30
Thank You!Questions?