== Contents == Introduction and Overview 1. Conference Format 2. Bid Preparation 3. Hotel Contract 4

Transcription

1 NARFE Arizona Federation Conference Guidelines == Contents == Introduction and Overview 1 Conference Format 2 Bid Preparation 3 Hotel Contract 4 Duties and Responsibilities 6 Host Chapter 6 Chair and Vice-Chair 6 Treasurer 7 Conference Committees 8 Registration 8 Program Book 9 Public Relations and Publicity 10 Sergeant-at-Arms 10 Raffles & Prizes 11 Entertainment & Banquet 11 Hospitality 12 Memorial Service 12 AZ Federation 13 Agenda Committee 13 Ballot & Teller Committee 13 Conference Site Selection Committee 13 Historian Display Table 14 Nominating Committee 14 Registration Fees 14 Resolutions Committee 14 Rules Committee 15 i

2 == Contents Continued == Sample Letters & Forms 16 Sample Contract 17 Conference Committee Sign-Up Sheet 20 Conference Committee Meeting Agenda 21 Letter to NARFE Members Announcing Conference 23 Registration Form 26 Program Book Ad Order Form 28 Sample Letter Requesting Donations 30 Booster List Form 31 Sample Financial Report 33 Program Book Examples 34 Advertisers Address Listing 35 Samples of Envelope, Name Tag, and Meal Tickets 36 Sample Thank You Letter 37 Evaluation Form 38 Miscellaneous 39 The Basics of Meeting Procedure 40 Report of Rules Committee 44 Protocol Guidelines 47 NARFE Resolution Guidelines 49 Arizona Standing Rules for Resolutions 51 Proposed Conference Resolution 52 Proposed Bylaw/Standing Rule Amendment 54 ii

3 Introduction and Overview Are you thinking about hosting the Arizona Federation Conference? This document will help you break down the event into easily manageable steps. It s a big task but with plenty of volunteers, you ll find it s not overwhelming. Take a deep breath and dive into the wonderful world of hosting a state-wide conference. The Arizona Biennial Federation Conference is held in odd-numbered years. Federation Bylaws, Article V, Meetings & Voting state the Federation shall hold an annual meeting to announce the election of officers, vote on resolutions and bylaw amendments, transact business, conduct training, and discuss matters of interest to members. The purpose of the Annual Meeting, held in even-numbered years, is to receive reports from the President and Treasurer. This annual meeting is much shorter than the conference and less formal. The following timeline provides guidance on when various tasks should be completed. Except as indicated where the Bylaws provide for a specific time, the times are estimated and based on the opening date for the conference in question. While ideal, this time frame may not happen. Timeline Time Activity 2-1/2 years before event Potential host chapter researches available venues for a Federation conference. 2 years before event Potential host chapter prepares a bid to host the conference. Last conference before one under consideration Shortly after last conference Potential host chapter presents their bid to the assembly. Assembly votes on bid. Selected host chapter appoints conference chair. Host chapter representative arranges for contract with venue. Federation President appoints appropriate committee chairs. Conference chair appoints appropriate committee chairs. Federation Board Meeting January of conference year Nominating Committee presents report to Board 1

4 Time (continued) January prior to opening of conference February 1 prior to opening of conference February 1 prior to opening of conference February prior to opening March 1 prior to opening of conference Activity (continued) Appoint Tellers Committee and Resolutions Committee Self-nominations to Secretary Resolutions deadline to Federation Secretary. (see Rule IV, Section 1 in Bylaw & Policy Manual) Bylaws & Resolutions Committee meets Ballot available (see Rule IV, Section 2 in Bylaw & Policy Manual) April 15 prior to opening Deadline for receipt of ballots (see Article V, Section 5 of conference in Bylaw & Policy Manual) April prior to opening May prior to opening of conference Opening day Ballot & Tellers Committee tabulate votes Annual meeting, announce results Ballot & Tellers report available Conference Format The following is the general format for a conference scheduled from Friday noon to Saturday noon. Options for holding the conference include: 2 half days; for instance: Friday noon to evening; Saturday morning to noon 1 full day; for instance: Saturday morning to evening A 2-half-day conference allows attendees who travel to spend only one night at a hotel. A fullday event may require attendees to stay two nights at a hotel. The information below is just an example of the most popular format chosen with the conference being held Friday afternoon and Saturday morning: Thursday night Friday morning Friday noon Federation Board members from out of town obtain lodging Federation Board meeting Lunch buffet for either board members or all conference participants 2

5 Friday afternoon Friday evening Friday evening Saturday morning Saturday morning Saturday noon Opening ceremony Annual meeting Installation of officers Memorial service Information/training session 1 Meet-and-Greet and/or Banquet with Entertainment Out-of-town participants find lodging Breakfast on own; may be provided with lodging Brief opening ceremony Information/training session 2 Information/training session 3 Closing ceremonies Box lunch, eat here or take to go As the newly elected officers can be known before and are invited to the Board meeting held just before the conference, there should be no need for a post Board meeting. Bid Preparation Site Selection: The site of the Biennial Arizona Federation Conference should be established by the previous state conference. To make a bid to host a state conference, a chapter should submit their proposal two years before the time they wish to host the conference; e.g., the site of the 2015 event was established at the 2013 event. While ideal, this is not always possible. A bid may be submitted after the conference. Before a chapter (or group of chapters) has made the decision to host a conference, they should contact a facility large enough to accommodate the conference. The host chapter bears most of the responsibility for the preplanning and the agreement with the hotel. A minimum of active members is required to staff the various committees. This is necessary to accomplish the work involved in hosting a conference. Most of these people must be committed to work about 4 months on the arrangements. All positions should have a back-up. One way to get the conference off to a good start is to have the conference chair, vicechair, and treasurer be the contact with the hotel. Check sites for suitability or ask other members about the location and conveniences for walking, parking and safety of aging people in addition to the adequacy of space and rooms. Determine if breakfast is included in the room charge. This is a very desirable convenience. 3

6 When selecting a venue, be sure to check for easy location for out-of-town attendees. Check the area where the conference will be held so participants can easily locate the registration table. There must be enough space set aside for vendors, raffle ticket sales, and tables for NARFE-PAC, Alzheimer s and the Historian. Submit Your Bid: After having checked out the availability of space, prices and tentative dates, obtain a contingent agreement and contact the Federation President expressing your intention to submit a bid for the conference. This should be done as soon as possible. Hotel Contract After approval from the Federation Executive Board, finalize your dates and contract or Letter of Agreement with the hotel. Finalize the Contract: It is imperative to have a clear understanding of exactly what the site location will furnish at an agreed price. Since the event is planned so far in advance, there have been hotel liaisons who have moved to other jobs or retired; when it came time for the event, the hotel site did not honor what was verbally promised a year earlier. All agreements must be in writing. The items listed below are where previous events had had problems and sometimes resulted in increased costs or other problems for the event: Hotel Liaison: The names of the federation president, chapter chair, and vicechair should be furnished to the hotel as the points of contact for all arrangements. Contract/Letter of Agreement: Many hotels have a standard Letter of Agreement. If the hotel has no standard format, the sample on page 17 can be modified to use as a contract. Fees and taxes not clearly stated in the contract. The contract must include what fees and taxes are to be paid. Even though the exact number of attendees is not known, it should not affect fees and taxes. This is especially important in determining the cost of meals. All meal prices need to include tax and gratuity Insurance: Check to see if event insurance is required. If it is, notify the Federation Board who will provide the necessary documentation. Also check on the hotel s policy on pets and liability insurance; someone will probably be asking about this when planning to spend 1-2 nights at the hotel. Equipment Needed: Determine what types of equipment is needed: i.e., tables, microphones, video equipment, screen, projector, a lectern for speakers, access to sound system from computer/internet, wi-fi connection, etc. The hotel should provide a firm price for each. Ask the hotel to provide most of the major items free of charge. (Some equipment may have to be provided by individuals, federation, or other sources.) Arrange for necessary tables for vendors. 4

7 Freebies: Will the hotel provide a hospitality room for free if a certain number of reservations are obtained? Will the hotel include breakfast with the room? How about comping 1 room for each 10 paid reservations? The items listed below should be included in the contract. Rooms: The conference requires several different types of rooms. Below is a listing of the most common room requirements: Reservations for Guest Rooms: The hotel should be instructed to block sleeping rooms for members, out-of-town speakers and guests. The hotel should be able to offer a reduced group rate. The conference is to be held between April 1 and July 1 in accordance with Arizona Federation Bylaws. Chapters should consider holding s conferences off season as most hotels offer rates that are then considerably lower. This could result in huge savings to members. The agreement with the hotel should stipulate the rate for single, double or triple occupancy separately. Meeting Room for Business Session (Conference Hall): There will be about individuals attending the conference including guests. The main room should be inspected for layout and size. In addition to space for seating members, a head table for about 5 officers and a lectern and speakers is mandatory. There should be space at the front of the room for ceremonies and display of the American flag. Review equipment needed on page 4. Banquet Room: The business session room can be used for the banquet. See how the tables will be placed and how many can be seated at each table. Ascertain if the placement allows adequate visual access to the head table to see and hear the speakers and program. It is essential to coordinate the time required to set up for the banquet after the close of the business session. If registration includes the cost of the banquet, it is essential to correctly estimate the number of members who will attend the banquet to prevent overpayment. Conference Meet-and-Greet: If the conference is held on 2 half-days, consider a Meet-and-Greet session before the banquet. A no-host bar and hors d oeuvres are usually expected. Arrange space for this function. Many of the members and guests attend this function. Some local chapter members may not attend, so space requirements are less. Have an idea about the type of function (i.e., cocktail party or stand-up buffet) before you arrange for the space. Meeting Room for Committees or Seminars: With the establishment of 2 districts, new policies for training seminars at the District level may have eliminated the need for seminar rooms. However, several Federation conference committees still must meet at the conference. Check with the Federation President for the number of such meetings planned and arrange for space requirements. Hospitality Room: This is one of the most important rooms for a successful conference. Often a conference is judged by the quality of food and service and the air of friendship of the hospitality room. Space for conference business is normally furnished free by the hotel based on the planned food and beverage utilization and the number of sleeping rooms blocked. If enough hotel reservations are made, two connecting rooms may be 5

8 offered which can be used for the hospitality room. Try to reserve as much space as possible. This room is usually very busy. Make sure the hotel allows us to bring in outside food. Occasionally a hotel will furnish a happy hour for guests. This could be a consideration when reviewing possible venues. As with everything else, this should be a part of the contract. Now you can sign the contract or letter of agreement and pay the deposit. If the AZ Federation pays the deposit for the event, it is the responsibility of the host chapter to repay the deposit to the Federation after the event. Duties and Responsibilities Conference responsibilities are shared by the AZ Federation and the host chapter. Generally, the Federation is responsible for the business and ceremony portions, and the host chapter is responsible for site support and logistics. Some parts of the program are arranged by the host chapter with the approval of the Federation President. This is a list of what is expected by either the Federation or the host chapter: Item/Appointment: Agenda/Banquet & Reception Alzheimer s Banquet Speaker Color Guard Entertainment Historical Display Key Note Speaker Local Welcome Speaker Master of Ceremonies Memorial Service Moment of Silence Opening Ceremonies Parliamentarian Photographer Pledge of Allegiance Seminars Appointed by: Federation with host chapter Federation with host chapter Federation with host chapter Host chapter Host chapter Federation Federation Host chapter Host chapter, with approval of Federation Host chapter Federation Federation Federation Federation Federation Federations Host Chapter Chair and Vice-Chair: The conference chair and vice-chairs should have a strong personalities and business sense and be able to make decisions and express ideas to others. They appoint the committees, tell them what they are to do, or what they want in results and then let the committee chairs carry out their tasks. They should meet with the committee chairs as often as necessary to determine programs progress and resolve problems. Set up an initial meeting with the Federation President or designee to go over the proposed plans and tentative dates and schedules for the conference. It is appropriate to include 6

9 some key committee chairs. Other meetings should be scheduled with the Federation as required. Attend Federation Board Meetings when possible to provide progress reports and coordinate actions. Perhaps request that the January Federation Board Meeting be held in the conference city to view the site facilities. The chair should conduct an initial meeting with all committee members to make assignments, clarify requirements, and make name and contact lists for communication between the committees. Deadlines for the assigned tasks should be established, publicized and adhered to. Telephone follow-ups should be made if deemed appropriate. After selecting your vice-chair and committee chairs, start to organize the committees as soon as possible. Assign the duties and hold your initial organizing meetings. The conference chair and vice-chair usually agree to oversee certain committees and coordinate the actions and needed information between each. The chair should prepare a list of which committees are to report to him/her and which committees report to the vice-chair. A husband/wife team should not be appointed to chair and vice-chair the same committee. If a family emergency should arise, both would be affected. Committees to be considered are Raffles & Door Prizes, Event Treasurer, Public Relations, Hospitality Room, Program Book, etc. Coordinating with the Federation President s approval, publish the conference registration letter. Obtain a tentative schedule of events from the Federation as soon as possible. Make the letter as complete as possible and distribute it as far in advance as possible (no later than the first week in February). The letter should contain: The date, time, place of conference (including hotel name, address, phone, website, etc.) The amount of banquet fees, registration fees, pre-registration instructions Hotel rates and hotel registration instructions The name, address, phone, and of whom to contact for information and where to send the registration forms Deadlines for pre-registration, hotel registration, and banquet Send several copies to each chapter. Samples begin on page 16. Continue to work with the Federation to obtain program details, schedules and arrangements in advance. Try to avoid last minute changes. Make special appointments, plan your portion of the program, write Speaker and Color Guard letters early to get who you want before they have other commitments. Keep good lists of arrangement and notes on agreements and review frequently to preclude problems, omissions, errors, etc. Treasurer: The conference treasurer is responsible for paying all bills and accepting all monies of the conference. Appoint an alternate in case of emergency. 7

10 Open a separate account at an approved bank to use exclusively for deposits and payments. Keep accurate records of monies accepted. These records will be necessary to show accountability for the funds AND settle any requests for refunds after the conference. Work closely with the Registration Committee to assure that registration and banquet fees are properly recorded to the chapter or National member only from which submitted. Provide the meal count to the hotel representative or caterer. The meal count ultimately determines the banquet bill. Pay appropriate bills for all legitimate conference expenses. Prepare and submit a Financial Report. See page 33 for a sample format of this report. A copy should be provided to the chair, vice-chair, and Federation Treasurer. Conference Committees: Registration: The Registration Committee is a vital function. The members must be meticulous in their record keeping. The records will be the basis for determining the number of members, hotel rooms needed, the number of banquet seats, and number at the buffet, if required. This information can be used for planning the hospitality room supplies, and for future conferences. NOTE: The Registration Committee does not set the registration fee. That is done by the Federation with input from the host chapter. Prior to the conference, the Registration Committee will: Publish the hotel phone number and web site so members can make their reservations individually. Cut-off dates for these reservations should be established. Check-in and Check-out times should be clearly stated and widely disseminated. Cancellation and/or refund fees should be clearly expressed and understood. Receive registration letters and checks in coordination with the conference treasurer. Track the registration forms and checks in a ledger/computer file and either turn the checks over to the treasurer or, in coordination with the treasure, make deposits. Track the banquet ticket count to provide to the treasurer. The meal count ultimately determines the banquet bill so get an accurate count. The point of contact for the hotel (conference chair, vice-chair, or treasurer) will provide the meal count to the hotel representative or caterer. Check the supply of name tag holders and purchase additional ones if needed. Make name tags. The name tag should have the conference listed at the top; the name of member or guest in large print so that it is readable from a distance; the name of the members' chapter or National member in smaller letters and the registration number (may be 8

11 used for door prizes). Large size badges are preferable for easy reading. The badges must always be worn by members when they are in the conference session. Make up envelopes containing name tag, door prize ticket, and banquet ticket. The envelopes should be labeled with the name of the member or guest and the chapter number or National member and filed in alphabetical order by last name. NOTE: Preparation of the member envelopes should be done by one person or two at the most. This will provide more control over exactly what has been done or where you are in the process. At the conference, the Registration Committee will: Arrange a table in the lobby or other visible and convenient location for registration. A member of the Sergeant-at-Arms committee should be on hand to keep the area clear, maintain orderly lines and help direct people to the registration process or the information booth. Staff the Registration Table during the designated times at the conference. The hours the Registration Table is open should be established in advance by coordination with the Federation President and the Conference Chair and/or Registration Chair. Open times should be disseminated to the conference attendees in advance and posted at the conference. Registration services need not be open during normal conference business sessions. This enables committee members to attend such sessions. At registration, members pick up the pre-assembled envelopes. Some individuals may not have pre-registered. Register these people, collect their fees, make the name tags, and sell banquet tickets if available for on-site sales. The Registration tabulates the list for the conferen ce reports. Program Book Committee: Some host chapters have been able to generate considerable revenue by publishing a Program Book. It may be desirable to make up a Program Book containing commercial advertising and/or advertising and greetings from other chapters. Coordinate this with the Federation President! Decide early on if you want to publish a Program Book. Contract the setup, layout, printing, and binding. Perhaps a reduced rate for these services for advertising considerations of the printer can be negotiated. If a committee member has a computer, the setup and layout could be produced saving these charges. See page 28 for a sample price schedule for ads. Write/ a letter to all chapters containing the price schedule and solicit the ads. Establish a deadline for sales of pages and ads. Appoint one or two people to this project, as a separate team, as the work of soliciting ads can be time consuming. 9

12 advertising space. Contact merchants in your community and throughout the state for Public Relations and Publicity: The main duty of this committee is to distribute data concerning the conference to the local community. This presents a good opportunity to get NARFE public recognition. The Publicity Committee must: Start planning and making contacts with the committee chairs two or three months prior to the conference. Work with the Federation President to prepare the conference registration letter to include time, place, and reservation details, banquet ticket prices, etc., for the webmaster to include on the federation website and in the federation newsletter. The Federation President will send the registration to chapter presidents and other federations. Contact area media and consider if use of local radio and television are feasible. Prepare news releases about the conference, the NARFE organization, and point out programs accomplished by chapters or individual members which benefit the community. Arrange statewide distribution of news articles using other Chapters Public Relation Officers. Place an article in the Federation newsletter and ask other chapters to publish it and other articles in their newsletters. Arrange press coverage of the conference and interviews for the conference speakers or visiting dignitaries. Prepare a synopsis of the conference and obtain pictures to submit for publication in the NARFE magazine and Federation newsletter. Obtain a copy of NARFE s Public Relations Guidelines for additional suggestions or enlist the aid of the Federation Public Relations Officer. Sergeants-at-Arms: The Sergeants-at-Arms will maintain order and enforce rules at the conference. The Sergeant-at-Arms chair should have five or six assistants. Have identification for these people such as an arm band. The Sergeants-At-Arms will: Monitor the door to the conference hall during business session and permit the entrance of only those persons displaying the proper badges. Make sure no one enters or exits the conference hall at the time of voting. Perform other tasks requested by the Federation President. Establish a traffic free area around the Registration table during the main registration period. 10

13 Raffles & Prizes: The objective of having door prizes is to get members back into their seats, or to keep them from leaving the hall before the end of a session. Raffles are used to raise funds for the host chapter. The Raffle and Prize Committee should: Decide from whom they are going to solicit prizes. Provide official name tag and letter to the solicitor. Merchants or companies often donate prizes as advertising or goodwill. As a suggestion combine local coupons or certificates with other gifts in case a person cannot use the local gift. Set a goal of only a few door prizes with minimum value. Have only 3 or 4 numbers drawn at each occasion to save time. Suggested times for conducting the drawings are before sessions starts and after breaks. Use runners to carry the prizes to the winner to save time. Consider using a number on the name tag for each attendee for door prizes. Obtain valuable and interesting items to raffle. These could be purchased and/or donated by members or chapters. Have about three or four items of varying value and advertise the raffle to create interest. Have the raffle prizes displayed and the raffle ticket table located closest to the Registration Area to promote sales. Keep ticket prices reasonable. (Sample amounts, $1 each and/or 3 for $2, and/or 7 for $5). Goody Bags may be given to each registrant. The bags are made up of small items donated by merchants such as pens, small desk or billfold calendars, reminder pads, etc. Get brochures about your city or parks and tourist places and include them in the Goody Bag. Have a meeting with the Registration Committee and volunteers to insure these bags are ready in advance of the conference. Account for cash (income) from sale of Raffle tickets and turn all funds over to the conference treasurer. Maintain a record of donors and print their names in the Program Book, if possible. A thank you letter would be appropriate; see a sample on page 37. Entertainment & Banquet: Obtain menus from the hotel or caterer. Select a menu and obtain the cost, including taxes and fees, in writing. Plan your table decorations and other incidentals and include the cost in the per capita price of the meal to the members. Try to keep it simple, in good taste and economical to keep the price of the banquet fee reasonable. NOTE: The banquet ticket count will be from the Registration Committee who will notify the point of contact for the hotel (conference chair, vice-chair, or treasurer). The point of contact for the hotel will provide the meal count to the hotel representative or caterer. 11

14 If you are having entertainment, arrange for approximately thirty minutes for Banquet Night. There may be a banquet speaker and/or awards (Federation responsibility). Have something enjoyable and tasteful. attendees. Staff the entrances to the Banquet Hall, may use Sergeant of Arms, to welcome Aspects of the banquet program, other than the entertainment, are the responsibility of both the Federation and host chapter. Attend to the seating of the head table by coordination with the Federation President or designee and get the information early so head table required spaces can be planned. Meal ticket plans can be arranged with your hotel (especially a comp breakfast). This is desirable to get a quick morning meal at a convenient time. Hospitality: The conference chair, vice-chair, and members of the Hospitality Committee should be friendly and have outgoing personalities as they are the ones who make the members feel welcome. Often what people think of the chapter and their opinion of the conference overall depends upon the friendliness of the hospitality staff and the ambiance of the Hospitality Room. The Hospitality Committee should: Organize and staff the Hospitality Room during the established hours. Normally the room is open during registration and when members are checking into the hotel. The room need not be open when the conference is in session but should be open before, at breaks and after sessions each day of the conference. Post the time and be sure someone attends those times. Obtain supplies: paper plates, flatware, serving items, coffee, juice, cookies, chips, snacks, etc. Check with the hotel to supply ice both morning and afternoon. Contact the hotels about the hospitality room, question if outside food is permitted to be brought in; if so, maybe they can help with tables, equipment and save you from having to cart in the needed items. Also, some hotels will give you a free room for your hospitality; if not offered, ask! Memorial Service: This committee is responsible for preparing and presenting a memorial ceremony honoring those members who have passed away in the last two years (or since the last conference). Chapters will submit names of members who have died in the last two years. The Federation will have this list published either as a part of the official Program Book or as a separate booklet. The committee will design a solemn and honorable service befitting departed members. Use of candles, flowers and poetry make the service a memorable experience. 12

15 The memorial service procedure can vary according to the desires of the host chapter. One method envisions a service wherein a member from each district places a lighted candle on a table in memory of the deceased from their district. Other host chapters in other events designed a different service. In some, the names of the deceased have been read. A printed booklet can be published, or the names printed in the Program Book. AZ Federation The Federation President is an Ex-officio member of all committees and may designate the Vice President or other Federation officers to serve in this capacity in his/her place. Agenda Committee: The Federation President will set the conference agenda with assistance by the Federation Secretary, with other officers rendering service. Many items are stipulated in the Federation Bylaws as necessary business of the conference. Most of these actions involve the President, who is the central figure in formulating these arrangements and schedules. Ballot & Teller Committee: Between January Federation Board meeting and 60 days before conference, prepare the ballot and associated information for distribution to the members. Offer nominees the opportunity to provide a statement (approximately 100 words). Include officer nominations, their statements, and the Resolutions Committee report. Between 15 days before and the day the conference starts, tally the votes and prepare the Ballot & Tellers' Report. The head teller will present this report during the annual meeting. During the annual meeting, tally all votes conducted by the raising of hands. If a recount is necessary, members may be asked to stand. Monitor all voting for compliance with Standing Rules of the Order in session, i.e., which issues require 2/3 vote and when is a majority acceptable. Conference Site Selection Committee: This committee is responsible for presenting a choice of sites for the conference to be held two years after the conference. (The 2015 selected the site for 2017.) Unusual circumstances may create the need for a substitute site. The Committee will also: Provide an invitation to all chapters to consider bidding the conference and request letters of intent to make a presentation at the conference. Letters of intent to be submitted no later than 15 days prior to conference. areas. Review the suggested sites in advance if the committee members are not familiar with the To ascertain if a chapter (or a combination of smaller, closely located chapters) can successfully host a conference, two assessments must be made. Are there adequate facilities 13

16 (meeting rooms, sleeping rooms and banquet facilities) and are enough active manpower resources available? Check sites for suitability or inquire of other members of their knowledge of the location and convenience for walking, parking, and safety of aging (and disabled) people in addition to the adequacy of space and rooms. Interview the chapter representative who will present the site proposal for consideration to the conference in Session. Report the Committee recommendations to the conference. Be open with chapter representatives about the content of the proposals and evaluate each bid fairly. Evaluate the chapter s capability to successfully carry out the work required to conduct a conference. Historian Display Table: The Federation Historian will provide a display if room is available. Minimum table needed is 5 feet, but a larger table allows for more display items. members like to page through the historical items so ample room is needed. Nominating Committee: The Federation President will appoint the Nominating Committee members no later than the Federation Board meeting prior to the January meeting. The Nominating Committee will consist of not less than three members. One member will be appointed as the chair. The Nominating Committee chair will make a report at the January Federation Board meeting. The Committee will provide the report to the Ballot and Tellers Committee for inclusion in the voting information. Registration Fees: The registration fee will be set by the Federation with input from the host chapter. The host chapter will provide the name tags, folders and other needed materials. host chapters can also generate income for their treasury by conducting raffles, 50/50, door prizes, selling memorabilia, renting tables to venders and selling advertising in a Program Book. Resolutions Committee: Prior to the January Board meeting, the Resolutions Committee should review the Federation Standing Rules for Resolutions and make recommend of any changes for adoption at that Board meeting Following the January Board meeting, prepare a letter/ calling for the submission of resolutions. The letter should include information on how to access the Federation Standing Rules for Resolutions and each type of conference Resolution Form. The letter should specify how the Resolutions are to be submitted and that the deadline for submission of resolutions is 90 days prior to the date of the conference. Copies of all the submitted resolutions will be furnished by the Federation Secretary to the Resolution Committee. 14

17 During the period of 60 to 90 days prior to the conference, work through the resolutions. The Committee may amend, combine with similar resolutions, prepare a substitute resolution, or reject from consideration, any resolution. In this regard, the committee may reject resolutions of a political nature, resolutions deemed inappropriate because they do not pertain to NARFE programs and areas of interest, and resolutions improperly prepared or submitted. Present the report on the resolutions to the Ballot and Tellers Committee for distribution 60 days prior to the conference. The report should include each resolution submitted and the committee action on it and the recommendation for adoption or rejection, along with reason for recommending rejection. Rules Committee: The Rules Committee will review Standing Rules for the conference against the Bylaws 30 days prior to the conference and should: Update rules or make changes as deemed necessary. The Standing Rules should deal with details and instructions of administration of the conference which will establish a good working environment for all delegates. The Rules need not deal with parliamentary procedures. Prepare the Rules in sufficient time to be published in the Program Book. Report the Rules to the conference at the beginning of the business section. Assist the presiding officer in assuring that the Rules are followed during the sessions by being attentive during debate and making the proper CALLS as necessary. 15

18 Sample Letters & Forms 16

19 Sample Contract Page 1 of 3 17

20 Sample Contract Page 2 of 3 18

21 Sample Contract Page 3 of 3 19

22 Conference Committee Sign-Up Sheet Conference Booklet: Designs front and back covers. Organizes/edits content. Oversees publication. Registration: Prepares ID Badges and Meal Tickets prior to conference. Registers members for the conference. Hospitality: Solicits/purchases supplies. Works in Hospitality Suite during conference. Public Relations: Sends letters to vendors and advertisers. Works with media for publicity. Solicits items for goody bags. Raffles and Door Prizes: Solicits suitable items. Sells raffle chances and passes out door prizes during conference. Entertainment: Arranges for entertainers. Assists them in setting up, etc. Sergeant-at-Arms: During conference, attend to doors and collect fines from cell-phone violators. Collect tickets at buffet and banquet. Volunteers: Write name, phone number, and committee with which you would like to serve. Indicate willingness to serve as Chair. Name Committee Phone 20

23 Conference Committee Meeting Agenda Page 1 of 2 Date Hospitality Room: Andy / Anne Adams; Hours Friday 11 AM to 5 PM Friday 11 AM to 5 PM (closed during meetings) Saturday 7:30 to 8:30 AM Donations and List of Donors Sergeant-at-Arms: Betty Brown Friday Noon to 5 PM Saturday 8 AM to Noon Entertainment: Clara Carter Friday Evening during Meet-and-Greet and/or Banquet Invocation: Donna Davis Friday Noon Saturday 8:30 AM Door Prizes: Eleanor Evans / Ellen Edwards Goody Bags and Items - Deadline Numbers of Door Prizes List from each chapter with value, name of donor and/or business card Have each chapter to wrap their collected Door Prizes? Registration Chair will place door prize tickets in envelope Discuss times to dispense door prizes (Conference Chair / Federation President) Memorial: Gladys Gordon Deadline to receive names from each chapter Decide if names will be published in separate pamphlet Finalize ceremony Raffle Table: Helen Holmes Friday 11 AM to Noon Saturday 8 AM to 8:30 AM Name and Number of Helpers Meal Tickets: Ina Ives Registration will place meal ticket in envelope 21

24 Conference Committee Meeting Agenda Page 1 of 2 Registration: Jackie Jones Registration record book has been prepared. In January, send conference letters Chapter Presidents & Secretaries, the Arizona Federation and the Out-of-State Guests. Include information on Advertising and Patron List. Registration Envelopes will be prepared before conference convenes. Include name badge, meal ticket, door prize ticket. Buffet and Banquet: Kathy Kurtz Friday 6 PM Meet-and-Greet No-Host Social Hour w/ Entertainment Friday 7 PM Buffet (open seats), then Awards Presentations Information Booth: Larry Lakes Conference Booklet: Marty Melville Logo and cover of booklet Print Name tags Chair for advertising Master of Ceremonies: Nathan Nelson, Friday Night Banquet Meeting Rooms: Friday: Saturday: Big Room AZ Federation Executive Board Meeting 9 AM to 11:30 AM Big Room Conference begins Noon to 3 PM Room 1 - Training Session 1A 3 PM to 5 PM Room 2 Training Session 1B 3 PM to 5 PM (if options are offered) Big Room Meet-and-Greet and Banquet 6 PM to 9:30 PM Big Room Brief Opening Ceremony 8 AM to 8:30 AM Room 1 Training Session 2A 8:30 AM to 9:30 AM Room 2 Training Session 3A 8:30 AM to 9:45 AM Room 1 Training Session 2B 10 AM to 11:30 AM Room 2 Training Session 3B 10 AM to 11:30 AM Big Room Closing Ceremonies 11:30 AM to Noon Box Lunch, eat here or take to go Big Room Presidents Meeting 12:30 PM to 2:30 PM Room 1 Resolutions Committee 12:30 PM to 2:30 PM Room 2 Rules Committee 12:30 PM to 2:30 PM Room 3 Legislative Meeting 12:30 PM to 2:30 PM 22

25 Letter to NARFE Members Announcing Conference Page 1 of 3 National Active and Retired Federal Employees Arizona Federation First Biennial Conference Motto DATE: TO: FROM: WHEN: WHERE: Date Arizona Federation Board Members Chapter Presidents and Secretaries Chair / Vice-Chair Beginning Date to Ending Date Event Address NARFE AZ Federation invites you to attend the First Biennial Conference full of exciting training opportunities. Register now for the conference and make your reservation early before space fills up! Hotel Reservations: Hotel reservations must be made directly with the hotel shown below no later than (date). Early room rates are $ per night plus tax which includes (free breakfast, free wi-fi, and free parking). Special accommodations for physical disabilities are available and should be requested at the time room reservations are made. (State if there is a pet policy.) Hotel Name Hotel Address Hotel Toll-Free Number Reserve no later than (date) Conference Registration, Buffet & Banquet Fees: Registration fee is $ (non-refundable). (Day of week) day night s Reception fee is $ per person and (Day of week) day s Banquet fee is $ per person which includes taxes and gratuity (entertainment both evenings). We prefer that these fees be paid through your chapter and submitted on the attached form. The Cut-off date for the registration, reception and banquet is (Date). Make Checks Payable to NARFE AZ Fed 2019 Conference. Early reservations will be appreciated to facilitate final arrangements. Mail Checks & Forms to: (NARFE AZ Fed 2019 Conference) (Treasurer s Name or Registration Chair) (Address) (City, State & Zip Code) 23

26 Letter to NARFE Members Announcing Conference Page 2 of 3 No Reception or Banquet tickets will be available for purchase at the conference unless we have cancellations. Any cancellations must be received by (Date). Applications for refunds must be in writing by post or and state your reason. All applicable refunds will be disbursed after the conference providing the event has made a profit. Advance Information: The Registration & Credentials desk will be open on Thursday afternoon for early arrivals and will reopen on Friday morning at 8:00 AM. A Hospitality Room will be available for your pleasure during the conference opening on Friday from 5 PM to 6 PM. We look forward to seeing you there and are working hard to provide a friendly, successful experience. / signed / Conference Chair AZ Federation First Biennial Conference 24

27 Alternate Letter to NARFE Members Announcing Conference Page 3 of 3 National Active & Retired Federal Employees Arizona Federation TO: FROM: SUBJECT: WHEN: WHERE: Arizona Federation Board members, Chapter Presidents, Chapter Secretaries, Chair and, Vice-Chair Chapter, City of, Arizona Hosts Arizona Federation First Biennial Conference Date Location Address Phone Hotel Reservations: Must be made directly with hotel via telephone noting you are with NARFE! All room reservations must be made prior to. Any reservations made after this date are on space available. RESERVE EARLY! Price is $, plus tax per day. Registration and Banquet Fees: Registration fee is $, President s Reception fee is $, and the Banquet fee is $, which includes tax and gratuity. Make checks payable to (Name of conference checking account) and mail to: NARFE AZ Federation Conference Treasurer or Registration Chair, Address City, State, Zip Code We prefer that these fees be paid through your chapter and submitted on the attached form. Cutoff date for these fees will be. No Banquet Tickets will be available at the conference! Guests attending only the Banquet are required to pay the Registration Fee. Early reservations will be appreciated to facilitate final arrangements. Absolutely no refunds will be made until after the conference on registration fees. There are NO refunds on banquet tickets. Schedule of Events: A schedule of events will be forthcoming after the Federation and Official Programs are finished. We look forward to seeing you at the conference and are working hard to provide a friendly, successful experience. / signed / Conference Chair AZ Federation First Biennial Conference 25

28 Registration Form Page 1 of 2 NARFE Arizona Federation First Biennial Conference 2019 Registration Chapter Name/Number: National Member Only: If completed by hand, please print clearly Name (please print) Category (see below) (Use as needed) 1 st Day Meal 2 nd Day Banquet Example: John Doe 1 Training session Yes Roast Beef/Pie Category: 1-Chapter Member or National Member only; 2-Guest; 3-AZ Federation Officer; 4-Past Federation President Form submitted by: Deadline: April 1, 2019 Cost: $15 per person times attendees = total fee: $ Make check payable to: AZ Fed 2019 Conference Mail registration form and check to: name street address city, state, zip Contact: Name, Phone Number, 26

29 Registration Form Page 2 of 2 To current elected AZ Federation Officers and/or a Past Federation President: Please send a separate form; you do NOT need to pay for registration or the banquet. For All Others: You may complete this form OR print out the blank form, complete it by hand and send it as indicated below. If completing by hand, PLEASE PRINT CLEARLY. Enter only one name per line. apply. Check only one box for each name plus the Registration column and meals columns that All persons attending the conference will be charged the $15 registration fee. If the person is attending the first night social meet-and-greet and/or the second night banquet, please enter the dollar amount in that column. The Friday night banquet has three choices: Meal: Cordon Bleu Dessert: Chocolate Cake Pot Roast, or Cherry Pie Beer Battered Cod DEADLINE: No later than Wednesday, April 1, 2019 MAKE CHECK PAYABLE TO: AZ Fed 2019 Conference YOUR CHECK TOTAL IS: $ Please send this form and check to: Name Street Address City, State, Zip 27

30 Program Book Ad Order Form Page 1 of 2 Arizona Federation 2019 Biennial Conference Date and Event Location Program Book Ad Order Form This is your opportunity to support our Arizona Federation. By placing an ad in our Program Book, you are supporting our efforts to provide a good and useful Program Book as well as a memorable conference. (May include: Ads may be submitted in color, but the 2019 Conference Program Book will be printed in black and white.) Your ad should be submitted camera-ready to size via or on a CD in.jpg,.doc or.pdf format. Or it may be typed/designed and submitted camera ready on a sheet of paper. Please see reverse for sizes. From the following options, please check your selection and complete the information at the bottom of the page. Width x Height FULL PAGE 7 x 10 $125 HALF PAGE 7 x 4 1/2 $75 QUARTER PAGE 3 1/2 x 4 1/2 $40 BUSINESS CARD 3 x 2 $25 AMOUNT ENCLOSED $ Mail ads, checks, and this completed form to: Make checks payable to: Person s name AZ Fed Conference 2019 Stress Address City, State, Zip Phone and Ads and this completed form may be ed as an attachment and will be processed when payment is received. The form and check must be received no later than April 1, Person Placing Order: Name: Title: Address: City: State: Zip: Phone: 28

31 Program Book Ad Order Form Page 2 of 2 29

32 Sample Letter Requesting Donations National Active and Retired Federal Employees Arizona Federation First Biennial Conference Motto March 30, XXXX The National Active and Retired Federal Employees Association (NARFE) is having a state conference in Sierra Vista, AZ on May 3, 4, and 5, XXXX at the Event Hotel. We expect approximately 100 people from all over the State of Arizona. Our Chapter is located in City and we have over 2000 members in this area. As part of this conference, we are seeking your support for a donation for a door prize. Some examples are a gift certificate, an item from your store or anything you would deem appropriate as a door prize. We would appreciate whatever you are able to donate. Thank you for your assistance. Sincerely, Name Conference Chair Phone: 30

33 Booster List Form Page 1 of 2 NARFE AZ Federation 2019 Conference Theme Date and Event location Program Book Patrons List This is your opportunity to support our Arizona Federation Conference. For the minimal fee of $1 per name, we will be pleased to include your name under your Chapter in our Booster List in the Program Book. THANK YOU in advance for your contributions. PATRONS LIST MUST BE RECEIVED BY April 1, Make checks payable to: AZ Federation Conference Name. Mail Booster List and Checks to: Name Mailing Address City, State, zip code Phone and Address Chapter Name/Number: National Member Only: Please Print Name $1 per Name Please Print Name $1 per Name (continued on reverse) 31

34 Booster List Form Page 2 of 2 Please Print Name $1 per Name Please Print Name $1 per Name 32

35 Sample Financial Report 33

36 Program Book Examples Samples from previous events 34

37 Advertisers Address Listing Not all events print a master list of advertisers and their addresses, phone numbers, addresses and contact persons. Our most recent did not. To republish an old example here would contain non-current information and likely cause confusion. As a guide, though, consider selecting advertisers from the following sources. Contact information can generally be found through websites, chambers of commerce, or city development offices. Advertisers in NARFE Magazine. FEHB Health Insurers State and Local Banks, Credit Unions and other Financial Institutions Businesses having operations throughout, or in major cities, in Arizona. For example: Department Stores Big Box Stores Food Stores Drug Stores Restaurants Hotel Airlines Hospitals, Medical Groups Insurers Professional Sports Teams Colleges and Universities Tour and Cruise Lines Health Associations and no doubt, Others 35

38 Samples of Envelope, Name Tag, and Meal Tickets 36

39 Sample Thank You Letter National Active and Retired Federal Employees Arizona Federation First Biennial Conference Motto DATE: February 5, 2009 TO: Donating Company We thank you for your participation in our Arizona Federation Conference of XXXX. It was an educational conference with 100 attendees. Your business has truly helped our First Biennial Conference to be a great success. Sincerely, Name Conference Chair 37

40 Evaluation Form NARFE AZ Federation Conference 2019 Evaluation Are You a First Time Attendee? Are you a NARFE Member? RATINGS: Please rate each aspect with the appropriate number: 5 = Excellent 4 = Very Good 3 = Good 2 = Not So Good 1 = Didn t Like Overall Program Time Allocation Speakers Training Information Facilities Format of Voting Process Handouts Meals Entertainment Please explain any ratings of 1 or 2: What did you like most? Why? What did you like least? Why? What would you like to have been presented that was not? Further Comments (use reverse side if needed): 38

41 Miscellaneous 39

42 The Basics of Meeting Procedure What is Parliamentary Procedure? Parliamentary procedure, or meeting procedure, is the set of rules for the conduct of a meeting which provides for order and fairness. These rules allow everyone to be heard and for the organization to make decisions without confusion. The chair, either on his own initiative or at the secretary's request, can require any main motion to be in writing before stating the question. The most well-known of the parliamentary authorities is Robert s Rules of Order Newly Revised. Originally developed by Henry M. Robert back in 1876, the book is now in its eleventh edition. Why is Parliamentary Procedure Important? Because it is a time-tested method of conducting business at a meeting or a public gathering. It can be adapted to fit the needs of any organization. So, it is important that everyone know these basic rules. What is an Agenda? The first element of providing order to the meeting is to have a plan for the conduct of business. That plan is usually called an agenda. The agenda provides for the order that business will be conducted. Here is an example of a typical agenda: 1. Call to Order - The presiding officer, usually the President, says: The meeting will come to order, and may tap the gavel once. (The presiding officer is also known as the chair. ) 2. Roll Call - The members say present when the Secretary calls their name. 3. Approval of the Minutes - The minutes are the official record of the business at a meeting once they have been approved by the members. If draft copies have not been provided, the secretary will read the minutes of a prior meeting. These are corrected as necessary and approved. 4. Reports of the Officers - Often it is only the Treasurer who provides a report. 5. Reports of the Committees - First come reports of the permanent committees (usually specified in the bylaws), followed by reports from special committees. Usually only committees with something to report are called on. 6. Special Orders - Usually some business item called for by the bylaws, such as election of officers. 7. Unfinished Business - Business left over from the previous meeting. 8. New Business - Time when new topics are introduced for consideration. 9. Announcements - Information on events of interest. 10. Adjournment - When the presiding officer announces that the meeting is adjourned. 40

43 What are motions? It is important that the members at the meeting are all considering the same topic or item of business; the rule is that there must be a main motion before the group before discussion starts. A main motion introduces business, states some action that the organization should take, or provides a statement of the position of the organization on some issue. It should be presented in a positive manner - I move that we do or I move that we state. (The three magic words in making a motion are I move that. ) How do I Obtain Recognition? When the previous speaker has finished, rise and address the presiding officer - usually by saying Mr. (or Madam) President. If the meeting is large and there are microphones on the floor, proceed to a microphone and wait there. When the presiding officer recognizes you, you have been given the floor to speak. How is a Motion Processed? There are six steps in the processing of a motion, usually described in reference to a main motion but apply (with some modification) to the procedural motions as well. Step 1 - A member will make the motion. (The member must obtain recognition before he or she can make the motion.) Step 2 - Another member will second the motion. Step 3 - The presiding officer states the motion so that all the members know what the item of business is before them for their consideration. Step 4 - The members debate (or discuss) the item of business presented by the motion. The maker of the motion is allowed to speak first. Usually there are rules concerning the number of times any member can speak to any motion and the length of time of each speech. The presiding officer will try to alternate between those who wish to speak for the motion and those who wish to speak against it. Remember, you must be recognized before you can speak. Step 5 - Once all members who wish to speak have had an opportunity to do so (or there may be a time limit on total time for debate on any motion), the presiding officer with put the motion to a vote. Step 6 - Then the presiding officer announces the result of the vote. This announcement should clearly indicate which way the vote went and the effect of that outcome. What are Procedural Motions? Only the main motion presents business, proposes action or a position. But there are many procedural motions designed to help formulate the best action, to move business along, or to help control the meeting itself. There are only a handful that the members need to know. Amend - This motion offers a modification to the main motion: by inserting new words into it, striking out words in it, or striking out words and insert different words. 41

44 Commit or Refer - This motion is to send the main motion to a smaller group for further exploration and development, or for action. Previous Question - This confusingly named motion, if adopted, stops debate and calls for an immediate vote on the associated motion. As it affects the rights of the members, a 2/3rd vote is required to adopt. Call for the Orders of the Day - A motion to advise the presiding officer that the member believes the meeting is off track, that something scheduled for this time is being ignored. Recess - This motion requests a brief break in the meeting. It is used to provide a comfort break, a break for meals, and even for an overnight break in the meeting. The meeting resumes where it left off. Adjourn - This motion suggests that it is time to end the meeting. (You may have heard of some of the other procedural motions, such as to lay on the table, and to fix the time to which to adjourn, but these are rarely applicable to an average meeting.) How do we Vote on a Motion? In small meetings, the usual method of voting is by voice, where the presiding officer calls for all those in favor to say aye, followed by having all those opposed to say no. This form of voting is obviously subjective. When the meeting is larger, or where there are voting and non-voting members mixed, the use of voting cards are often used. And for very important issues, the vote may be by ballot where each voting member indicates their vote on a slip of paper (or a voting machine). Are there some other Basic Rules? To have a meeting, it is usual to have two officers present, a presiding officer to lead and control the meeting and a scribe to record the actions taken at the meeting. The usual presiding officer is the President, or in his or her absence, a Vice President; and the usual scribe is the Secretary. For a meeting to make decisions and act, it is required that a quorum must be present. The size of the quorum is prescribed in the bylaws; it may be a number or a percentage of the total membership. When the quorum is not prescribed, the common parliamentary position is a majority of the membership. What is the Meaning of Majority? The simple definition is more than half. There are some false definitions floating around that sound good but are not correct. So, if there are nine members voting, half would be four-and-one-half and five would be a majority. And if there are ten members voting, half would be five, but more than half would be six. Usually it is the total number of members actually voting that is counted; there are time when the bylaws may call for a different method of calculating the results of the vote. 42

45 What are the Bylaws? The bylaws (and in older organizations the constitution and bylaws) is the document which defines the organization. This document usually provides for qualifications for membership in the organization, what officers there will be and how they are elected, and the basic operation of the organization. Every member should be provided a copy of the bylaws. The bylaws are often augmented by standing rules which provide the details on how to implement the requirements in the bylaws. And a meeting or particularly a conference may have some additional meeting rules or conference standing rules to prescribe the conduct of business during that meeting. It is this last where it is likely to find limits on debate 43

46 National Active and Retired Federal Employees Arizona Federation First Biennial Conference Motto Report of the Rules Committee Section I. Organization of the Conference The printed program shall be the order of business of the conference, with the President as the presiding officer making any necessary emergency changes Admission to the conference hall during business sessions shall be limited to those displaying proper badges obtained at the Registration Desk. The Sergeant-at-Arms Committee shall be responsible for enforcement Caucuses or special meetings held by district members shall abide by the conference rules The Sergeant-at-Arms Committee shall close the conference doors at the beginning of each business session. Entrance will be limited to those with proper credentials; but, they will not be seated until the immediately pending action is completed Unless authorized, taking movie or video pictures during business sessions and meetings will not be allowed. Distributing campaign material is prohibited during business sessions There shall be no smoking in the conference hall at any time All invocations offered are to be nonsectarian in character Cell phones and other electronic devices shall be disabled or set to vibrate during meeting. Any violation shall result in the offender paying a five-dollar ($5) fee to Alzheimer Research The Presiding Officer may appoint someone to operate recorders to assist in preparing the minutes of the conference Timekeepers will be appointed by the President Members shall be in their assigned seats at least one minute before each session. Section II. Rules for the Meeting The reporting member of a committee shall be allowed such time as the presiding officer deems necessary for presentation or clarification of the report. Where reports of the standing committee chair are printed, committees will be given only the supplemental oral report to the written report. If the report contains recommendations, the chair should move the adoption of these proposals on behalf of the committee Standing votes shall be done using the voting card by the members in attendance Majority vote will be required for election of officers and most resolutions. A two-thirds vote shall be required for any changes to the Bylaws When a question is before the conference, no motion shall be in order except to amend, commit or refer, move the previous question, or adjourn When a standing vote or ballot vote is being taken, a motion to adjourn shall not be in order until voting has been completed No member may leave the assembly while voting is in progress. Section III. Rules for Debate The maker of a resolution will be given the first opportunity to speak. 44

47 3.2 - No member shall be recognized for the second time until all other members seeking recognition for the first time have been heard. A member shall not speak more than twice on the same question Each member shall be limited to two minutes in debate. A timekeeper shall monitor the time. The speaker shall be given a 30 second warning before time expires and no extension will be granted. No delegate shall be privileged to relinquish his/her time to another Debate on any issue shall be limited to 12 minutes A motion calling for the previous question (to stop debate) requires a 2/3 vote. The mere call of QUESTION shall not be recognized as a call to close debate. A motion to close debate or to move the previous question is necessary. If a motion for the previous question carries, the pending motion including pending amendments must be voted upon without further discussion If a member, while speaking, is called to a point of order, the member shall refrain from further speaking. Members shall not interrupt another except to call for a point of order or a point of personal privilege if they cannot hear the speaker Debate on a question of appeal from the decision of the presiding officer will be limited to the appellant and the presiding officer, who may speak first and last on the question. Final decision shall be made by a majority vote of the assembly. Section IV. Election and Ballots Election of the District Vice Presidents shall be done in the District Caucus. Nomination of candidates will be from the floor. If there is only one nominee, the election shall be by acclamation. The results of the elections shall be reported to the assembly The members making nominations for District Vice Presidents, at the close of nominations, are permitted to make a three-minute speech in support of their nomination Election vote, when there is more than one nominee, may be made by voice, or upon motion, by written ballot If a majority vote is not reached by any candidate for office, a run-off election will be held for the two candidates having the largest number of votes Only members from the District Vice President's District shall vote The Nominating committee will be responsible to place in nomination the names for all Federation officers. Those members in good standing wishing to be considered for office shall notify the Nominating Committee chair prior to the beginning of the session which elections are held. If there is only one nominee, the election shall be by acclamation Election vote, when there is more than one nominee, may be made by voice, or upon motion, by written ballot. The candidate receiving the most votes will be declared the winner Ballot and Teller committee will choose the method of counting ballots. Section V. Resolutions The Federation President shall refer all properly submitted resolutions to an appropriate committee. Each Committee shall thoroughly study all resolutions assigned to it Except for conference committee resolutions and resolutions coming out of the preconference meeting of the Board, no resolution shall be considered unless it is printed in the book of Resolutions for conference consideration except if ordered by a 2/3 vote of the members. 45

48 5.3 - A conference committee may amend, combine with similar resolutions, prepare a substitute for, or recommend for rejection from further consideration, any resolution over which it has jurisdiction Committee chair reporting resolutions shall read as much of the resolution as is consistent with clarity. The committee chair shall then recommend to the members approval, approval as amended, or disapproval of the resolution All resolutions shall be presented only once, at which time final action must be taken by the members. All resolutions shall be finalized at this conference When voting on a resolution, the vote shall be on the resolution itself; not on the committee's recommendation. Section VI. Parliamentary Authority In the absence of a specific rule, Robert s Rules of Order Newly Revised shall be the guide of all matters which are not herein provided. 46

49 NARFE RESOLUTIONS GUIDELINES TWO KINDS - There are two kinds of NARFE resolutions: those that DO NOT amend the Bylaws (either National or Arizona Federation), and those that DO. There are two separate forms, one for Bylaws (F-3C) and one (F-3A) for general resolutions. 1. General Resolutions (those that DO NOT amend the Bylaws): a. LEGISLATION proposed legislation for NARFE to sponsor or support that would be beneficial to current and potential federal annuitants and to oppose legislation contrary to their interests. (Read National Bylaws Page 1) b. NARFE Operations proposals regarding carrying out the objectives and purposes of NARFE. (Although most do not amend the Bylaws, always check to make sure. Use Bylaw Index for easy reference.) Examples: (1) membership recruitment/retention ideas (2) Retiree Benefits Services (3) Public Relations, Alzheimer s (4) National conferences, i.e., Credentials, Ballot & Tellers, etc. 2. Bylaw Amendment Resolutions: Proposals that DO AMEND (change) the Bylaws usually are those pertaining to the official rules, regulations, authority issues, duties, objectives, purposes, etc. of the organization. Examples: a. membership eligibility and dues. b. Elected officers, executive board members and their duties and responsibilities. c. Chapters, Federations - objectives, purposes, etc. d. Conferences, delegates, voting, etc. Note: Bylaw amendment resolutions require a two-thirds vote for adoption. RESOLUTION CHECKLIST 1. ONE subject per resolution. 2. Does the Whereas state a specific problem? 3. Does the Be it resolved state your proposed solution clearly and concisely? Or, do you have to explain it to the reader? (Simple test - hand it to a member and ask their interpretation. If not clear, rewrite.) 4. Is the resolution objective? (Remove irritation, resentment, defamation, personal references, etc.) If referring to a position, use title of position, not the name of the person in the position. 5. If the proposed resolution passed, would it: a. Enhance or protect the benefits of annuitants, or potential annuitants, or promote their general welfare? 47

50 b. Improve or strengthen NARFE in carrying out its mission? c. Provide better services to members? 6. What would be the financial and procedural impact on the Chapter, Federation or National Office to implement, if it passed? (Include estimated cost under Be it resolved, if applicable.) 7. Bylaw amendment proposals: (See back of F-3C form) a. Check Article & Section cited for accuracy. b. Is it clear, or will Delegates have to look it up in the Bylaws to understand the proposal? c. Does it state the exact amendment (wording) being deleted, inserted or added? 8. Present it to your Chapter Board and ask them to condense or refine wording if they agree with the concept. Present completed resolution to Chapter for approval. 9. Resolution Form, F-3A or F-3C, properly filled out, signed and original forwarded for action before due date. 48

51 ARIZONA STANDING RULES FOR RESOLUTIONS 1. Resolutions shall be submitted electronically by February 1 of the conference year to the Federation Secretary. The Federation Secretary will number the resolution forms. Forms F-3A or F-3C MUST be used for submitting resolutions. 2. Resolutions must be submitted by a Chapter or the Federation Executive Board. 3. The WHEREAS portion of the Resolution shall specifically state the reason or reasons for the Resolution. 4. Any resolution suggesting a change in the Arizona Federation Bylaws must refer to the Article number and the Section number of the Bylaws. 5. A resolution accepted for filing by the Federation may be withdrawn by the filer upon formal petition to the Federation President prior to the March 1 distribution of voting materials. 6. The Resolutions Committee shall recommend that a Resolution be adopted, combined, rejected or amended. In this regard, the Committee may reject resolutions of a political nature, resolutions deemed inappropriate because they do not pertain to NARFE programs and areas of interest, and resolutions improperly prepared or submitted. If the Committee recommends that a resolution be combined or amended the Committee shall prepare a revised Resolution in final form for submission to the members. 7. Copies of Resolutions accepted for filing shall be furnished to all members on March 1 as part of the balloting information. 8. These Arizona Federation Standing Rules for Resolutions are effective January A copy will be made available on the web page and furnished to each Chapter President and Secretary. Approved this 17 th day of January 2019, by the Executive Board of the Arizona Federation. 49

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