Transcript Slide 1

Welcome
to both new and experienced
Secretary Treasurer’s
Prepared by Anita Pfiefer
Former Secretary Treasurer
Minnesota Chapter
Let’s Get Organized !!
Constitution or By-Laws
Fiscal Policy
Executive Board List
Monthly to-do List
Budget
CONSTITUTION
MINNESOTA CHAPTER NO. 9
NATIONAL 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 Policy
Updated: 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 Convention
All 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
Budget
Balance Sheet
NET WORTH REPORT
2012
ACCOUNT
SHARE SAVINGS
REGULAR CHECKING
SCHOLARSHIP FUNDS
CONVENTION CLUB
SHARE CERTIFICATES
(12 MONTH CD)
BEGINNING
BALANCE
YTD 2012
AMOUNT
DIFFERENCE
$1,180.24
$14,021.79
$6,370.68
$1,372.98
$1,182.02
$12,566.05
$6,024.98
$3,063.69
$1.78
$(1,455.74)
$(345.70)
$1,690.71
$5,164.39
$5,201.92
$37.53
$28,110.08
$28,038.66
$(71.42)
Budget
NAPUS Financial Report
TIPS
Start a binder with:
Constitution
Executive Board list
Budget
Monthly reports
Folders for:
Board meetings
Leadership
State Convention
National Convention
Keep a planner with dates/ log-ins/
phone numbers
TIPS
Bonding for Treasurer
Credit Card statement review
by non-card holder
Credit card receipts and vouchers
Monthly bank statement with
all supporting documents
Quicken or QuickBooks
Minutes
Tips for Recording of Minutes
Minutes 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.
Minutes
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 !)
QUESTIONS ???
Thanks for attending
and enjoy the conference