North Carolina Federation of National Active and Retired Federal EmployeesBoard Meeting

August 9 and 10, 2016Drury Inn and Suites, Greensboro, NC

Present: Robert Allen, President; L. Thomas Jennings, Exec. Vice President; David Phillips, Secretary; Samuel Crain, Treasurer; Ron Buffaloe, Immediate Past President; Bill Shackelford, Region X Vice President; Donna Shackelford, Region X Alzheimer’s Coordinator; Theron Rumsey, Area I Vice President; Vivian Vair, Area II Vice President; Christine Huber, Area III Vice President )(via Go To Meeting); Henry Brattlie, Area IV Vice President; Ben Benjamin, Area V Vice President; John Thompson, Area VI Vice President; Charles Talley, National Legislative Coordinator; John Allis, State Legislative Coordinator; Dwight Weaver, Public Relations Coordinator; Donna Weaver, Editor; Peggy Malley, Alzheimer’s Coordinator; Charles Pratt, Web Master (via Go To Meeting). Excused: Nate Johnson

Robert Allen – President August 9, 2016 David Phillips - SecretaryAgenda Discussion Action/Follow-Up

1. Call to order

2. Pledge to Flag and Invocation

3. Installation of New Board Members

4. Region X Vice President’s Report – Bill Shackelford

1. The meeting was called to order at 1 PM by President Allen

2. The Pledge to the Flag and Invocation was led by President Allen.

3. John Allis, State Legislative Coordinator and Dwight Weaver, Public Relations Coordinator were installed as board members by Region X VP, Bill Shackelford.

4. National Convention: National NARFE Convention

to be held at end of month. Pre-convention meetings will

occur 4 days prior to the convention.

Proxies should be aware as to how the chapters they represent want them to vote on the proposed resolutions.

A quorum was present.

Closed

Closed

Information only

Proxies need to check with chapters they will represent to find how they should cast votes for the proposed resolutions.

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Agenda Discussion Action/Follow-up

1. Region X Alzheimer’s Coordinator’s Update – Donna Shackelford

Proposed Resolutions to be considered: One Member One Vote, Optional Chapter Membership, and Authority by NEB to Adjust Dues as Required.

Other National/Federation Items Region X NARFE members –

218,711. Down from 2015 eNARFE in Region X –

30,608, gain of 4,094 members in a year.

Chapter Membership Chairs need to be active to remind members to renew memberships to keep chapters alive. If they aren’t contacted by the chapter, National Headquarters will encourage them to join eNARFE.

Staff changes at Headquarters – Sarah Weismann, Program Manager for Protect America’s Heartbeat and has been replaced by Molly Greenfield. Jennifer Bialek has also resigned. She was Manager of NARFE Perks/Affinity Partners.

5. NC is the fourth ranking federation in the nation for donations to Alzheimer’s research. NARFE Alzheimer’s Committee will be meeting in Reno. Grant applications will be reviewed. $407,000 in grant money will be awarded.

Discussion

Each chapter needs to have a Membership Chair appointed. Membership Chairs need to be trained on use of dashboard to monitor chapter membership status. Federation Membership Chair to train chairs on use of dashboard when appointed.

Information only

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Agenda Action/Follow-up5 Region X Alzheimer’s Coordinator’s

Update (cont.)

6. Secretary’s Report – David Phillips

7. Treasurer’s Report – Sam Crain

Care givers are also a matter of concern for the committee. Approximately 15 million care givers taking care of Alzheimer’s patients. Walk to End Alzheimer’s – NARFE supports the walk. Money raised will go directly to Alzheimer’s and not through NARFE. Money earned by each walk will be used in the area where it’s raised. NARFE is about $11,000 short of its goal of $12 million for Alzheimer’s Research.

6 Minutes for the Outgoing Board meeting of May 3 and the Incoming Board meeting of May 5, 2016 were sent out to the Executive Board for review. The minutes of the 60th annual NCNARFE convention were posted on the NCNRFE website under the minute’s file. A motion was made and seconded to approve the minutes of May 3 and May 5 as presented.

Secretary’s 1st Quarter Report attached to minutes.7 Copies of Expense Report, Financial

Report, for May 1, 2016 – April 30, 2017 attached. Treasurer’s 1st Quarter Report for August 2016 also attached. The CD was changed to a Money Market Account - $21,000 as approved by the Executive Board. Dues withholding program approved at the May convention. Any retired member signing up for dues withholding will be give $20 and his/her chapter $5. Thirteen members have signed up since May.

Chapters should try to support Alzheimer’s Walks in their areas.

Motion approved The Minutes of 60th annual NCNARFE Convention to be approved by delegates at 2017 convention.Board members should remember to where their name badges to any NARFE (chapter/Federation) functions.

Secretary to write up minutes from conference call concerning the conversion of the CD to a Money Market. Anyone who spends money from 10% funds (membership related expense) should inform the treasurer so it can be deducted from 10% funds and not an officer budget.

Area VP’s/chapter presidents to encourage members to sign up for dues withholding.

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Agenda Discussion Action/Follow-up

8. Officers’ ReportsA. PresidentB. Executive Vice President

C. Area I Vice PresidentD. Area II Vice President

E. Area III Vice PresidentF. Area IV Vice President

G. Area V Vice PresidentH. Area VI Vice President

I. Acting Membership Coordinator

A motion was made by Tom Jennings with a second by Ron Buffaloe to approve the Treasurer’s Report as presented.

A. Report attached to minutes.B. Report attached to minutes.

100% of proxies assigned for the national convention.

C. Report attached to minutesD. Report attached to minutes

Hickory and Lincoln County Chapters may be considering closing.

E. Report attached to minutesF. Report attached to minutes

Voting procedures at NC Federation Convention need clarification

NARFE-PAC Communications

G. Report attached to minutesH. Report attached to minutes

First Flight Chapter has requested information on closing procedures.

New Bern Chapter requested to merge with Havelock but Havelock Chapter not in favor of this action.

I. Report attached to the minutes

Motion approved.

Weekly phone conferences between President & Exec. VP for communication and planning.

Area II VP to follow up with the chapters and report status.

Exec. VP to review bylaw, policy/procedure manual and convention guide and recommend changes required to bring the bylaws into line with current procedure. Directions could also be included in the 3 pre-convention call letters. Does Credentialing Committee need to be a standing committee?Donations made to NARFEPAC by credit card are automatically charged to Sustaining Members. A notice usually isn’t sent.

Area VI VP to work with First Flight Chapter as required.

Continue to promote Dues Withholding Program.Recruit permanent Membership Coordinator.

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Agenda Discussion Action/Follow-upJ. National Legislative Officer

K. State Legislative Officer

J. Report attached to minutes Developing hard copy letters to state

and national congressman & senators which can be sent to chapter presidents. They can then distribute letters to members who don’t have access to the NARFE website.Members should be encouraged to vote for candidates for office that support NARFE causes.

Working on compiling the new legislature list. Will not be able to be completed until after November elections.

Heritage Foundation came out recently with an article suggesting changes to the federal work force. Concern was raised over the inaccuracy of some of the statistics cited in the study. We need to let our legislators know about our concerns about this issue.

NARFE does not endorse specific candidates but will contribute to campaigns through NARFEPAC. NARFE is political but nonpartisan.

K. Report is attached to the minutes. Could Greer Beatty Consulting be

able to access NCNARFE mailing list? This would enhance rapid response ability of members to respond to state legislative issues.

Many members do not know what the 4th Branch is.

Letters on pertinent issues to be made available in hard copy to chapter presidents for distribution to members who do not have access to the NARFE website.

National Legislative Officer. Encourage Congressional District Liaisons (CDL) to be as active as possible in promoting causes important to NARFE members.National Legislative Officer to review article and prepare a response and send to NCNARFE President for review. Executive Board Conference call will be arranged if needed to discuss the letter. President Allen will mail letter on behalf of NCNARFE to the required legislators. Chapter presidents and CDL’s will also be activated. Members are encouraged to try to meet with their legislators while they are on recess.

Who would have access to this list? What would the mechanism be to get a rapid response message out to the members?

State Legislative Officer to work with Area VP’s to set up webinar to train

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Agenda Discussion Action/Follow-upState Legislative Officer (cont.)

K.State Legislative Officer (cont.)

L. Alzheimer’s Coordinator

M. Editor

N. NARFE-PAC

O. Public Relations Officer

P. Service Officer

K.Greer Beatty is developing a tool kit that could be used to address state legislative issues.

Move the link to the 4th Branch on the NCNARFE Web Site under the file for Other Organizations.

L. Total contributions for year - $10,306.63. All money has been sent in to Alzheimer’s Research for calendar year.

M. Report attached to minutes

N. Donations as of June 30, 2016 - $24,450.99 (478 contributors of which 22 are sustainers). Average donation - $51,15 per contributor.

O. Report attached to minutes

P. Report attached to minutes Received a request for assistance

with a Workman’s Comp issue. Courtesy Committee – Report

attached to minutes.

members on what the 4th Branch is and how they can help. Members or a lobbyist of the 4th Branch will come to chapters, if invited to explain their purpose and function.Once took kit completed, upload it on to the NCNRFE web site. – State Legislative Officer/Web Master.

State Legislative Officer/Web Master

Closed. Continue to solicit donations for Alzheimer’s Research. Goal is $11,000.

Area VP’s to work with chapter members to try to determine who has computer access and if they do, encourage them to obtain newspaper electronically to reduce costs.Closed. Continue to encourage support of NARFE-PAC. Encourage donors to be sustainers.

Henry Brattlie to contact Wayne County Chapter President and ask him to contact Tom Jordon and have him contact Dwight Weaver re transferring Facebook access to him.

Refer report to 2017 NC Convention Planning Committee.

.

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AgendaDiscussion

Action/Follow-up

Q. Web Page Coordinator

9.New BusinessA. Proposed Bylaws Amendments

and P&P Changes

B. Standing Convention Committees

C. 2017 NC Convention Update

Q. Report attached to the minutes. Should other groups, other than

NARFE members be sent copies of the newspaper?

Summary of proposed changes attached.

List of Standing Convention Committee attached. Area IV Bylaws member, Sandra Tucker is rotating off of the committee. Area V Audit Committee member still needs to be appointed. The Nominating Committee elects their own chairperson.

Motion by David Phillips with a second by Sam Crain to approve the list as submitted with the exception of Sandra Tucker in Area IV.

Site has been selected and contract signed.

Developing detailed check list to make sure all essential requirements are done. More site visits planned.

Public Relations/Web Master to work on details and present to board.

Exec. VP to develop a committee to recommend to board at Nov. board meeting which bylaws amendments it should consider along with other amendments previously submitted to Bylaws Committee.Exec. VP will post proposed P&P changes to NCNARFE web site for review. An email vote will be conducted to Exec. Board to approve or reject changes.

President Allen to review 2015-2016 committee chairs and advisors and give them the right of first refusal if they do not wish to continue serving in 2017.

Motion Approved. Exec. VP to send letters to the committee members notifying them of their appointment. Web Master to assist Exec. VP as required. Resolutions Committee will also require a new chair to replace Area II VP, Vivian Vair.

President and Exec. Vice President develop the convention agenda. Any special programs or activities should be coordinated with them.

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Agenda Discussion Follow-up/Action

D.2018 Convention Report

Working in entertainment for banquet.

Will be checking call letters to ensure that all critical information is included.

Working on activities for spouses and care givers who may attend convention.

Speakers from National Headquarters will not be attending in 2017. Go to Meeting will not be used for speakers from Headquarters.

Some workshops will be held. AV Component – Investing our

own equipment is costly. Questions to consider – What and how much equipment would be required, where would it be stored, cost of climate controlled storage, who would haul

equipment to convention site, who would set it up etc. Where would the funds come from to purchase equipment? Is it the best use of funds to purchase equipment that may only be used a few days out of the year? Many hotels are not including AV equipment in their convention packages any longer.Current bid to rent AV equipment for 2017 is about $6400.

Report attached to the minutes. Contract must be signed by November. Cost estimate to put on convention is estimated to be close to $15,000 - $20,000. AV costs, food, etc. are

May need to consider charging more for hotel rooms at future conventions in order to meet expenses.

Henry Brattlie/Glenn Marshall to cost out expense of renting versus purchasing AV equipment and develop a proposal. Send it to the board prior to the November Board Meeting. Place on agenda for discussion.

Theron Rumsey to look at some other possible venues in the Asheville area for the convention that may be less costly prior to the November due date. Theron, President Allen,

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A. 2018 Convention Report (cont.)

10, Adjournment

estimated to be very expensive. Hotel would help cut costs by reducing the meeting space for the convention. Registration and/or sleeping room rates may need to be increased to meet the expenses of the convention.

Meeting adjourned at 5 PM

Exec. VP to do site visit to Harrah’s Hotel to evaluate the cost/benefit of that venue. An AV person and a woman may also be included in the site visit.

Reconvene at 8 AM on Wednesday, August 10, 2016.

August 10, 2016Agenda Discussion Follow-up/Action

1. Membership Committee Report 1. Recap of Membership Committee Combined Federal Campaign

Initiative – CFC interested in working with NARFE. It will hopefully allow NARFE to increase access to federal facilities.

Reviewed strengths and weaknesses of membership by area.

NARFE can provide a report of where the concentration of potential members is located by zip code. It provides the opportunity to recruit where the most potential exists.

Reviewed upcoming health fairs. Award Criteria – Criteria needs to be

reviewed to see what other award factors may want to be considered.

Motion made by Tom Jennings to approve $600 to purchase more

recruitment materials, if required.Motion seconded by David Phillips.

Discussion

Work with chapters to assist in membership retention/recruitment. Make sure ample supply of recruitment materials is maintained.

Review zip code data from NARFE for potential recruitment potential.

Chapters need to be prepared and organized to attend health fairs.Theron Rumsey to keep track of criteria for chapter recruitment, etc. Membership Committee to review award criteria.

Motion approved . Ron Buffaloe to order folders and Tom Jennings will develop a method of distribution to chapters that require them. President Allen to check on possibility of receiving matching funds to help defray cost of folders.

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Agenda Follow-up/Action

2. Communication Committee Report 2. Copy of report is attached. Advocacy should be the #1 goal

for the Federation. Then recruiting, retention, etc.

In working with elected officials, the Congressional District Liaison structure must be kept in place for national congressional representatives and senators.

PR Deputy – Who would PR Deputy report to? Probably the Area VP.

Title PR Deputy makes the position sound more than it actually is. A name such as PR Coordinator may be more reflective of duties Every area would have a PR Coordinator.

Motion: Motion by Ben Benjamin to approve the position of PR Coordinator contingent upon approval of the position description for the outlining the duties of the position. Second by Vivian Vair.

Guidelines for Newspaper Articles & Content – Articles should focus on what we do and what we are about. Information needs to be timely

.

Motion approved. Communication Committee to develop a PD for PR Coordinator. Email vote to be taken to approve PD. PR Coordinator position approval contingent upon approval of PD.

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Agenda Discussion Follow-up/Action .

Motion by Tom Jennings to approve Guidelines for Newspaper Articles and Content with the amendment that a list of guidelines be developed and submitted the Executive Committee for approval by email. Second by: Ben Benjamin.

Development of a PR Contact Data Base – Main purpose of a PR Data Base should be to get information out to the public rather than our members.

Motion made by David Phillips to add the Federation Service and State Legislative Officers to the Communications Committee. Seconded by Vivian Vair.

Recommendations for Consideration Membership Committee

develop plan on recruiting active federal employees.

Develop Buying Program as incentive for active employees to join NARFE

Current URL for NCNARFE is NCNARFE.info. Henry Brattlie purchased rites to NCNARFE.org.

Motion approved.

Communications to develop a list of guidelines for newspaper articles and content and send them to Exec. Committee for an email vote for approval.

Further discussion tabled. Place on agenda for November meeting. Area VP’s should send any contact information that they may have to facilities to Exec. VP.Motion approved. Chair, Communications Committee to add Federation Service Officer and State Legislative Chair to committee membership.

Review and update 2016 Membership Plan as required. – Place on November agenda – Exec. VP

Communications Committee to follow-up. Recommend two or three companies that would be possible participants in a buying program. Develop criteria as to how the program would work and how it would be communicated to the membership and potential members. If potential vendors are recruited prior to next board meeting, a Go to Meeting or email vote could be taken to keep program moving ahead.

Henry Brattlie to point URL NCNARFE.org to NCNRFE.info to increase our visibility on line.

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Agenda Discussion Follow-up/Action

3. Alzheimer’s Walks

4. Changes to Federation O&M Funding and Process

Recommendations carried over from Feb. 2016 Board Meeting

Change publication schedule of Beacon

PR/Communications Plan – What is the brand of the NCNARFE?

3. Information regarding dates and locations of walks located on line or the Alzheimers/walk.org website.

4. The proposed resolution to reduce the per capita paid by each chapter, that was defeated in 2016, may come up again in 2017. What do we do, as a board, to adapt to a new revenue situation? As our membership declines, our 10% funds will also decrease. Many chapter members do not realize how much the federation spends on the chapters.

One board meeting (Feb. 2017) will be conducted by Go to Meeting. Will reduce costs of travel, hotel, etc.

Budget should be developed in line with our income and expenditures.

Do we want a project based or line item based budget?

Put NCNARFE out as a searchable item on the internet. – Henry Brattlie & Web Master

Pre-convention Beacon needs to be published at least 30 days prior to the convention usually in April prior to the convention. Publication schedule to be placed on agenda for November. Exec. VP, Editor and Communications Committee to work on proposal. Submit to President Allen by September for preliminary review.Present to board in November – Communications Committee.

Area VP’s to encourage chapters to participate in Alzheimer’s walks.

Have to look at new ways to look at the NCNNARFE budget. Educate membership on the type of value added services that the federation provides to the chapters and membership. An article outlining the value added services could be included in the newspaper – President Allen or Treasurer. Have a series of articles discussing where our funds come from and where the money is spent.

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Agenda Discussion Follow-up/Action

5. Memorial Donation to Alzheimer’s Research

Project based would be broad categories.

Breaking out costs by project would help to prioritize what projects are considered the most important or where an emphasis may need to be shifted.

Per capita rate is voted upon by delegates at state convention.

Board members should submit expenses in order to plan annual expenses more accurately.

A free will collection was taken amongst the board members. $127 was collected and will be sent to Alzheimer’s Research in memory of Carolyn Johnson.

Treasurer developed a sample report showing expenses by categories. A project based spread sheet and a line item based spreadsheet may have to be kept for a year in order to track accuracy of expenses.

We need to be prepared to explain how the funds were used as a result of budget reduction initiatives, i.e. – Go to Meeting.

Web Master/Henry Brattlie to have a short presentation at November meeting on how to use Go to Meeting. Board members should also try to purchased head set with microphone to use for Go to Meeting.

Treasurer to discuss which way he will be planning budget at November meeting – budget based on realistic income and expense or set amount such as the $46,500, as currently has been done.

Board members should claim all expenses. If they are not seeking reimbursement, they should notify Treasurer so that he can track actual costs accurately. Funds need to be budgeted for the Federation President to attend the national convention every two years and to attend the Federation Presidents’ meeting. Funding also needs to be set aside for the National Legislative Officer to attend their conference.

Peggy Malley to submit donation to Alzheimer’s Research on behalf of the NC Federation.

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Agenda Discussion Follow-up/Action6 National Convention 6. 17 delegates + 1 alternate attending.

All chapters in NC are represented, at least by proxies.

If chapters have not cooperated and designated a proxy, the Federation President can do it to resolve the situation.

The Area II VP is having her air fare and convention registration paid for by her chapter.

Meetings begin on Sunday Aug. 28 and end on Thurs., Sept. 1. President Allen is chairman of the Bylaws Committee.

NC delegates to meet at 3 PM on Sunday, Aug. 28.

NC, as a Federation, does not have a stand on such things as resolutions.

Delegates need to be fully aware of the impact of all of the proposed resolutions on the organization as well as the main three – One Member, One Vote, Optional Chapter Membership and Dues Adjustment.

Resolutions can be submitted from a chapter, federation and/or from the NEB through the appropriate committee channels for consideration.

Agenda is available on the national website.

Sessions end at Noon on Sept. 1.

A new membership category may be proposed called Supporting Members.

Area VP’s need to make their chapters aware of the need for grassroots support for these type of activities.

Processes, such as electronic voting, to be reviewed.

Delegates have instructions as to how to vote from the chapters that they are representing.

Delegates study and be familiar with proposed resolution and bylaw changes that they will be voting on.

Consider having a workshop at the state convention on how to submit a resolution for consideration.

Agenda Discussion Follow-up/Action

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7. November Board Meeting

8. Other Business

9. Adjournment

This would include care givers, retired military, etc. rolled into one category. Would they be voting or not voting members, etc.? There are a total of 50 proposed resolution and bylaw amendments to consider.

Bylaw amendments take affect right after the convention, if approved.

It is projected that there will be approximately 980 attending the convention (includes guests, speakers, etc.)

7. November 8 & 9, 2016 at Holiday Inn I-95, Cedar Creek Rd, Fayetteville, NC. November 8 is election day.

8. Henry Brattlie is developing some templates for awards that can be used by the chapter. Charlies Talley – Members should

contact their representatives and express concern over cost increases for long term care insurance.

Tom Jennings – Recruitment folders are available. Please take what you need for upcoming health fairs.

Charlie Pratt – Data base to send out newspaper electronically is now up and running. There is room in the data base for others to receive the newspaper such as congressman, etc., if desired.

David Phillips – Will the February meeting be a one-day conference call or will it be split up into two days.

No further business, the meeting was adjourned at 11:30 AM

Amendments can be combined to reduce the number but the scope cannot be changed by the committee.

Secretary to contact Holiday Inn to see if meeting can be switched to Nov. 9 & 10.

Templates in Word format so that they can be edited for local needs. Information and samples to be sent out to Area VP’s.

Members to contact their legislators regarding concerns over increased costs for long term care insurance.

Webmaster to coordinate with Editor and Communications Committee.

To be determined.

David L. PhillipsFederation Secretary

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