Responsibilities of a NAPS Branch President
The role of a NAPS Branch President involves leading by example, directing and controlling meetings, setting agendas, introducing guest speakers with proper background information, and ensuring adherence to organizational rules and orders. The President must be familiar with the constitution, bylaws, and operational procedures, while maintaining order and civility during discussions and guest presentations.
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NAPS Officer Duties & Responsibilities Facilitator Brian J. Wagner NAPS Immediate Past President 11/14/2024 National Association of Postal Supervisors
Duties of a NAPS Branch President TIP Branch President leads by example 11/14/2024 National Association of Postal Supervisors
President Responsibilities The President: Branch's leader and presiding officer Directs and controls meetings Sets the tone and maintains order Establishes agenda & pace of agenda items Introduces guest speakers: speaker s subject and brief biography to give a proper introduction
Presidents Responsibilities The President must know: the national and branch Constitution & Bylaws. if the branch constitution has a quorum requirement; if so, what is it? that a quorum is present before calling the meeting to order. Robert's Rules of Order, Revised to stay within the established order of business except in unusual circumstances.
Presidents Responsibilities The usual order of business is the following: Call to order Roll Call of Officers Read/Accept previous meeting minutes Read/Accept Officer Reports (Ex: VP, Treasurer) Report of Committees Unfinished business New business Announcements/Good of the Association Adjournment
Presidents Responsibilities The President: maintains order while allowing everyone an opportunity to speak on an issue. never gets caught up in the discussion. monitors and watches for those who wish speak on the current business being discussed. keeps the session moving and does not loose control to a long winded individuals. simply states that the area has been covered and allows someone else to speak.
Presidents Responsibilities If there is a guest speaker, the president maintains order during that person's speech and in any Q & A session that may follow. The president must not allow the membership to become rude or badger the guest. If a member becomes rude or unruly, it is the president's responsibility to maintain order and see that the guest is afforded every courtesy.
Presidents Responsibilities The president appoints committees to accomplish tasks for the branch. Committees are the vehicle whereby the branch conducts business and grooms future officers. They cover tasks from increasing membership to elections. The president selects committee chairs carefully, as this usually determines how effective committees are. The president stays informed of the committees' progress and problems and is prepared to lend assistance or guidance as needed.
Presidents Responsibilities The president is the individual charged with representing branch members when the members have problems. The president communicates with higher-level management on behalf of the branch and individual members. The president develops a channel for open communication at various levels of postal management. TIP The importance of a good working relationship cannot be overstressed.
Presidents Responsibilities The president telephones or meets with the senior official in a timely manner. The president presents a member's case to the responsible postal official, who may also be the president's manager. TIP NAPS is not a union! It is a management association. Good rapport and a truly open communication channel is vital to the success of a branch president.
Presidents Responsibilities Parliamentary Procedures Parliamentary procedures allow everyone to be heard and decisions can be made without confusion.
Presidents Responsibilities Parliamentary Procedures A common Parliamentary request is when someone at the meeting raises their hand and asks the President for a Point of Personal Privilege . The President recognizes them to speak. Example of Point of Personal Privilege
Presidents Responsibilities Parliamentary Procedures I would like to announce that my granddaughter s college volleyball team won the Division Championship and are now headed to the NCAA Tournament.
Duties of a NAPS Branch Secretary Note Many branches have combined Secretary duties with Treasurer duties. 11/14/2024 National Association of Postal Supervisors
Secretarys Responsibilities Membership Rolls Correspondence Record Keeping Meeting Minutes
Secretarys Responsibilities Membership Rolls Dues Check-Off List Types of Members Dues Withholding Form 1187, 1187A & 1188
Secretarys Responsibilities Correspondence Officer Information & Updates Member Change of Address Letters to NAPS HQ Member Issues Branch Dues
Secretarys Responsibilities Record Keeping Keep up to date & legible Centrally Kept Turn Records Over to New Officers Record Retention Consult Lawyer & CPA if needed
Secretarys Responsibilities Meeting Minutes Important Records Reflect decision making of Branch Stop meeting for clarification Not every comment be quoted Decisions & Reports be covered Keep in a file Copies sent to Officers/members optional
Duties of a NAPS Branch Treasurer TIP Audit Branch Treasury at least once a year! 11/14/2024 National Association of Postal Supervisors
Treasurers Responsibilities Maintains financial integrity of Branch Prepares annual Branch budget Pays expenses Accounts for receipts Handles checking & savings accounts Documents all income & expenditures Prepares all financial reports & Tax Returns
Treasurers Responsibilities Other Duties Branch Dues Investment of Funds Collection of funds at meal functions Issuance of checks Verify deposit of Dues Check-Off (DCO) & banking information
Treasurers Responsibilities Rules to Remember Run all transactions through checking account Do not have cash & check payments Tax ID to banks for interest bearing accounts Balance checking account monthly File new signature cards when officers change All withdrawals/checks could have 2 signatures Begin new page at start of each financial year
Treasurers Responsibilities Communicating with NAPS HQ & Members Raising Branch Dues DCO Printout Active & Associate members Changes in bank info for DCO direct-deposit Provide Treasurer s Report at each meeting Audit Committee: Audit once a year Annual Detailed Financial Report
Treasurer Responsibilities TIP Dividing Treasury among members is an IRS Violation! Duties may be combined with Secretary s Position!
NAPS Officer Duties & Responsibilities Questions? TIP Being a NAPS Branch Officer is an excellent Leadership Experience!
