NATIONAL ACTIVE AND RETIRED
FEDERAL EMPLOYEES ASSOCIATION
FEDERATION OF CHAPTERS
TABLE OF CONTENTS
ARTICLE I Page
Officers, Elections and Terms of Office 6
Succession of Office 7
Duties of Officers 7
Division of State 12
Boards and Committees 12
Convention and Meetings 14
Order of Federation Business 16
Rules of Order 17
ARTICLE X Page
The Constitution and Bylaws include all adopted resolutions and amendments as of May
FEDERATION OF CHAPTERS
This organization shall be known as the NEW JERSEY FEDERATION OF
CHAPTERS of the NATIONAL ACTIVE AND RETIRED FEDERAL EMPLOYEES
The purpose and objectives of this Federation shall be to aid and support the
National Association in the objectives set forth in their Articles of Incorporation and
Bylaws, to united fraternally for the mutual benefit to all Chapters within the area of the
Federation, to promote the general welfare of all retirees and survivor annuitants,
including more beneficial and favorable retirement laws, annuities and legislation and to
support Civic and Patriotic activities which uphold American institutions and ideals.
The Federation is not organized for profit and no part of the net earnings or
revenue of the Federation shall insure in the benefit of any member as such.
All Chapters within the State of New Jersey, duly authorized by National
Headquarters, in accordance with Article titled, CHAPTERS, in the Bylaws, National
Active and Retired Federal Employees Association, shall be eligible for membership in
this Federation. There shall be an adopted set of Bylaws, separate and distinct from, but
not in conflict with this Constitution.
This Constitution may be amended by a two-thirds (2/3) vote of the delegates
present at the annual convention, provided sixty (60) days of advance notice be given to
the Chapters, and will become effective upon approval of National Headquarters as
prescribed in the Articles of Incorporation and Bylaws of the National Active and Retired
Federal Employees Association.
For the New Jersey Federation
GEORGE NOVAK, Federation President
May 15, 2007
FEDERATION OF CHAPTERS
OFFICERS, ELECTIONS AND TERMS OF OFFICE
SECTION 1 - ELECTIVE OFFICERS
The elected officers of the Federation shall be: The President, the First Vice
President, the Second Vice President, the Secretary, the Treasurer, and the District Vice
Presidents, representing Federation Districts.
SECTION 2 - ELECTION OF OFFICERS
a. All officers, except District Vice President, shall be nominated and elected by ballot
at the annual state convention by the delegates present.
b. The delegates representing the Chapters within the District, which the District Vice
President will represent, shall elect the District Vice Presidents at the annual
federation convention. He/she must be a member of a Chapter in that District, and
each chapter will have one (1) vote in the election of the District Vice President.
SECTION 3 - TERM OF OFFICE
a. The President, First Vice President, and Second Vice President shall be elected for a
two (2) year term and shall serve until their successors have been elected, installed and
taken office and shall serve no more than two (2) consecutive two (2) year terms in that
one office. The Secretary, Treasurer, and District Vice Presidents shall be elected for a
two (2) year term and may serve unlimited terms, Each nominee for these offices shall
be a Chapter member in good standing of the National Active and Retired Federal
Employees Association. A member of a single chapter shall fill no more than one of the
following offices during any one year: President, First Vice President, Second Vice
President or District Vice President.
b. Terms of office shall begin at the close of the annual convention contingent on the
incumbent officer turning over NARFE duties to the newly-elected officer in a timely
SUCCESSION OF OFFICE
a. In the event of the resignation, the disability (as determined by the Executive Board)
or the death of the President, the First Vice President shall automatically become
President and assumes all duties of that office. The Second Vice President will
automatically become First Vice President. The Second Vice President shall remain open
until filled by appointment of the Executive Board at their next meeting.
b. If the First Vice President is unable or unwilling to assume the office of President, the
Second Vice President shall become President and assumes the duties of the office..
c. In the event of a vacancy of any office not included in paragraph a , the Executive
Board shall be empowered to fill such vacancy for the unexpired term, or until new
elections are held.
d. Any elected or appointed member of the Federation Executive Board, who is unable to
perform the duties of the office in accordance with these Bylaws shall be replaced by the
Executive Board unless the individual has requested a temporary leave of absence not to
exceed four (4) months and which has been approved by the Executive Board.
e. Removal of an elected or appointed officer shall be conducted by the Executive Board,
if any officer is improperly or ineffectively performing their duties.
DUTIES OF OFFICERS
SECTION 1 - DUTIES OF THE PRESIDENT
a. The President shall be the Chief Administrator and Executive Officer of the
Federation. The President shall be responsible for the execution of its policies, programs
and the efficient operation of the Federation, with the cooperation of the Executive Board
and pursuant to the Constitution and Bylaws of the New Jersey Federation of Chapters
and the National Active and Retired Federal Employees Association.
b. Specifically, the President shall preside at all meetings of the Federation and the
Executive Board, make assignments to elective offices not covered by these Bylaws and
subject to the approval of the Executive Board, appoint all Committees, except the
Nominating Committee; designate the Chairpersons of each Committee, except the
Nominating Committee, and shall be an ex-officio member except the Nominating
c. Appoint a Sergeant-at-Arms, Legislative Chairperson, Chaplain, Parliamentarian, and
a Publicity Chairperson.
d. Performs such other duties consistent with the function of the office of the President, in
discharging the business of the Federation.
SECTION 2 - DUTIES OF THE FIRST VICE PRESIDENT
a. The First Vice President shall act as the Administrative Assistant to the President. In
the absence of the President, the First Vice President shall preside at all meetings, In the
event of the disability of the President, the First Vice President shall assume the duties
and the responsibilities of the President.
b. The First Vice President shall preside over the Membership Committee and can assist
in other areas where needed.
SECTION 3 - DUTIES OF THE SECOND VICE PRESIDENT
a. The Second Vice President shall assist the President and the First Vice President in the
operational function of the Federation. He/she shall preside in the absence of both
officers and in the event of a vacancy in such offices, shall assume their duties and
b. The Second Vice President shall preside over the Time and Place Committee and the
Services Centers and/or as designated by the President.
SECTION 4 - DUTIES OF THE SECRETARY
a. The Secretary shall keep an accurate record of all the proceedings which record shall
be reviewed by the President prior to distribution; maintain all official records of the
Federation, forward copies of the proceedings to Chapter Presidents, Executive Board,
the Regional Vice President, and the National Secretary of each Federation Regular
Executive Board Meeting and Quarterly Meeting and report of the convention.
b. Attend to all correspondence of the Federation, maintain an accurate record of
membership and attendance at Executive Board and Quarterly meetings and convention.
She serves as Secretary for the Convention and the Constitution and Bylaw and
c. This officer shall be Secretary to the Bylaw and Resolutions Committee and will
reproduce sufficient copies of the resolutions to be presented at the Convention for each
Chapter President or primary delegates for dissemination and discussion with all the
delegates of the Chapter.
d. The Secretary will prepare and maintain a roster of all Federation Officers (elected
and appointed), District Vice Presidents, Committee Chairpersons and provide it to the
Chapter Presidents and Executive Board. Said roster will be updated yearly or more
often if needed.
e. The Secretary will prepare for the President the yearly report that shall be submitted to
the National Headquarters as required by National Bylaws.
f. The Secretary shall perform all other duties normally required of the office and shall
receive a donation of $200.00 for each quarterly meeting and $300.00 for the Federation
SECTION 5 - DUTIES OF THE TREASURER.
a. The Treasurer shall receive all monies due the Federation and deposit such monies in a
bank account approved by the Executive Board.
b. Maintain an accounting for all monies received and paid out, draw checks against
same, as required.
c. The Treasurer shall maintain separate ledgers for show receipts and expenditures for
the fieldwork by the president and members of the Executive Board.
d. Perform such other duties consistent with the Office of the Treasurer.
e. The Treasurer shall receive a donation of $200.00 for each Quarterly meeting and
$300.00 for the Federation convention.
f. The Treasurer will be bonded.
g, The Treasurer will be guided by the following Rules for Disbursement of Federation
1. Those eligible for reimbursement are elected and appointed members of the
Executive Board or any non-board NARFE member who is given a specific mission by
the Executive Board such as:
(a) temporarily substituting for a Board Member who is
unavailable/unable to perform his/her designated duty; or
(b) representing a chapter or the Federation at a previously approved
meeting or event.
2. The following expenses are eligible for reimbursement:
(a) Those out-of-pocket expenses normally and traditionally incurred and paid for
by such member in the performance of his/her designated duties including auto mileage,
tolls, parking fees, public transportation, postage, copies, office supplies, and phone.
(b) The auto mileage shall be the rate designated by the Executive Board which,
at the present time, is the Internal Revenue business mileage allowance.
(c) The pro-rata share of New Jersey and National Convention hotel attendance
stays, and the pro-rata share of any other such events as stipulated by the Executive
Board, annually budgeted for and approved by the Federation membership.
(d) Any other unusual expenses approved beforehand by two-thirds (2/3) vote of
the Executive Board.
(e) All expenses other than auto mileage, minimal parking and minimal tools
must be substantiated by a receipt from the source of the expense and shall include the
name of the source, date of expense, itemized list of expenses, unit price and total price
paid. Credit card statements and E-mail order confirmations are not acceptable as
. (f) Any item on an expense Report (other than mileage and nominal tolls) that is
not supported by a valid business receipt shall be declined for payment.
(g) The stipends for the Secretary and Treasurer as stipulated by the Bylaws.
3. Method of reimbursement:
(a) All requests for reimbursement must be submitted on the New Jersey
Federation "Expense Report" form available from the Treasurer.
(b) All such items shall be listed in the designated space on the form.
(c) Completed, signed and dated Expense Report with attached receipts, if any,
must be submitted:
(1) to New Jersey NARFE Federation President for approval.
(2) accompanied by a self-addressed stamped envelope
(3) within three (3) months of the date expense was incurred and paid. Any items
on an Expense Report that are not submitted with the three (3) month date of said
expense shall be declined for payment except
a. Service Center Expense Reports which are submitted every six (6) months.
b. Expense Reports for the convention should be submitted by the end of June.
(d) The New Jersey Federation President shall review said Expense Report. If
approved, it shall be signed, dated and forwarded to the NJ Federation Treasurer.
Treasurer shall review said Report and upon approval shall forward check to member.
(e) In the event the President is unable to fulfill the responsibility of approving
Expense Reports in a timely manner thirty (30 days), said duty shall be fulfilled by the
First Vice President. In the event the spouse of the President submits an Expense Report,
said report must be forwarded to the First Vice President for approval before submitting
to the Treasurer. Any expense report submitted by the President shall be forwarded to the
First Vice President for approval before submitting to the Treasurer.
(f) All checks shall be cashed or deposited by payee member as soon as possible
and within three (3) months of date of issue.
4. No funds are to be advanced or prepaid without approval of the Executive Board.
5. No member may obligate the Federation in an oral or a written contract without prior
approval of the Executive Board. Any written contract must be signed by either the
President or the First Vice President unless express approval is given beforehand by the
6. The fiscal year shall begin on January 1 and end December 31st of the following year.
SECTION 6 - LEGISLATIVE OFFICER
a. The Legislative Officer shall be cognizant of all State and Federal legislation which
pertains to the interest and welfare of Federal retirees, coordinates with the National
legislative office, keeps the Federation President, Executive Board and Chapters aware of
all pertinent issues.
b. A detailed report of pertinent legislation will be made at each Executive Board and
Quarterly meeting and a consolidated report will be submitted at the Federation
c. The Legislative Officer will be Chairman of the Legislative Committee, consisting of
all Chapter Legislative Officers.
SECTION 7 - CHAPLAIN
The Chaplain shall pronounce the invocation and benediction at all meetings and
conventions and will conduct the memorial service at the Federation Convention. This
officer shall perform all other duties incident to the office.
SECTION 8 - SERGEANT-AT-ARMS
The Sergeant-at-Arms shall keep order and decorum at all Federation meetings,
Executive Board meetings, and at the convention. The Sergeant-at-Arms will be
available to assist the presiding officer in discharging duties as such in every way. The
Officer will be responsible for the posting of the Charter of the Federation as well as the
National colors to be displayed. The Sergeant-at-Arms will be ex-officio of the
Convention Committee and will insure that delegates at the convention are seated
separately from voting delegates. This is to identify voting members and to clarify who
may address the convention.
SECTION 9 - DISTRICT VICE PRESIDENTS
The District Vice President is the liaison officer for field operations between the
District represented and the Federation. The District Vice Presidents will serve to
promote the aims and objectives of the Federation, assist the Chapters within the district
area in their operations and perform such duties as delegated by the Federation President.
DIVISION OF THE STATE
The State of New Jersey shall be divided into districts to be determined by the
Executive Board at the 3rd Quarterly Meeting of each year. The Chapters of the district
as herein provided shall elect a District Vice President at the Federation convention. The
division of the state shall consist of districts appropriate to be served by a District Vice
President, which shall contain as close to equal number of Chapters and such Chapters
shall be in a contiguous geographical area.
BOARDS AND COMMITTEE
SECTION 1 - EXECUTIVE BOARD
a. There shall be an Executive Board consisting of all elected and appointed Offices of
the Federation including the District Vice Presidents and the immediate Past President
who has served a full term in office. All other Past Presidents shall be ex-officio
members of the Board providing experience and knowledge. All members of the
Executive Board including elected and appointed officers and Past Presidents shall be
given voting rights.
b. This Board shall be the interim government body of the Federation between
conventions, within the provision of the Constitution and ByLaws.
c. The President or majority of the Board may call meetings of the Executive Board.
d. A duly constituted Executive Board meeting shall consist of a quorum of ten (10)
members, at least five (5) of them elected and five (5) appointed.
e. The Executive Board shall cause audits to be made of the receipts, disbursements,
assets and liabilities of the Federation by the Audit Committee on May 1 and December 1
of each year. A financial report shall be made for the calendar year to include a Balance
Sheet, list of investments and the Audit Committee recommendations at the Federation
Convention and at the 2nd Quarterly meeting.
f. The Executive Board shall have the authority to declare any elected office or District
Vice Presidency vacant because of justifiable cause as determined by such board, by a
vote of not less than two-thirds (2/3) of the whole Board membership; but the officer
shall be given reasonable opportunity to show cause why such action should not be taken.
SECTION 2 - NOMINATING COMMITTEE
a. A Nominating Committee, consisting of one (1) member from each of the Federation
Districts in force at the time of the preceding convention, shall be elected by the
Federation members at the 2nd Quarterly Meeting. In the event there is no member for a
particular District willing to serve on the Nominating Committee, then a selection will be
made from a member-at-large, in the election process by the Federation members present.
The Chair of this committee will be elected among themselves.
b. The Committee will submit their slate of officers at the convention meeting, at which
they are elected.
c. The Committee or the Chair shall not consider or accept a nomination request for
more than one office by any member.
d. All nominations for office, whether for oneself or for another member, must be
submitted to the Nominating Committee Chair sixty (60) days prior to the convention.
Said nominations shall include personal information and resume as requested by the
Nominating Chair. The Chair shall submit all nominations to the Secretary in time for
publication at the convention, although nominations may still be made from the floor.
All nominees from the floor are required to give a two (2) minute presentation of their
qualifications to the attending delegates.
SECTION 3 - BUDGET/FINANCE COMMITTEE
a. Shall be composed of the Treasurer and all District Vice Presidents. They will prepare
the budget for the coming calendar year as they are in a financial position to decide how
the Federation funds should be spent. The budget will be submitted to the Federation
President for review and transmitted to the Executive Board for approval.
b. The Committee will review and adjudicate all requests by the Chapters for financial
support and will refer their decision to the Treasurer for action, where payment is
recommended. In the event a Chapter's requests are denied, they shall be so advised and
have the right to appeal to the Executive Board.
SECTION 4 - AUDIT COMMITTEE
a. Shall be composed of five (5) members appointed by the Federation President at the
1st Quarterly meeting,. It shall be the duty of this committee to audit the Treasurer's
accounts on May 1 and Dec 1 of each year and to report the results of those audits at the
annual convention and 2nd Quarterly meeting.
b. There shall be an additional audit of the Treasurer's books and supporting detail within
sixty (60) days of a new Treasurer taking over.
SECTION 5 - TIME AND PLACE COMMITTEE
a. The Federation President elect, prior to the termination of the current Convention,
shall appoint a Time and Place Committee to consider sites for the subsequent years'
convention(s). The Second Vice President serves as the Chair of this committee.
b. The Time and Place Committee shall provide the Executive Board with the proposed
contract conditions and the costs at any Executive Board or Quarterly meeting before
signing said contract and/or placing deposit.
SECTION 6 - CONVENTION COMMITTEE
a. When the location and date of the Federation convention has been recommended by
the Time and Place Committee and approved by the membership, the President will
appoint the Convention Chairperson, who will appoint the pertinent sub-committees
required for the planning and operations.
b. The Convention Committee shall provide to the Executive Board for a majority vote
approval, a proposed budget for said Convention before signing any contract, placing a
deposit, making any purchases or any other commitments for the Federation Convention.
SECTION 7 - BYLAWS COMMITTEE
The President shall appoint a Bylaws Committee, and it is to serve concurrently with the
term of the President.
CONVENTION AND MEETINGS
SECTION 1 - CONVENTION
a. The State Convention will be annually in the month of May or June.
b. Each Chapter in good standing shall be entitled to send to the convention one (1)
delegate and/or alternate delegate for each twenty-five (25) active members of that
Chapter, or a fraction of twenty-five (25) as shown in the membership report of
December 31st preceding the convention. LSA members (National only) may attend but
have no vote at the convention.
c. One (1) delegate may cast the voting power of the Chapter the delegate represents, and
any Chapter not represented may delegate the Chapter proxy to another Chapter in the
respective District of the Chapter, after notifying the Federation Secretary and
Credentials and Registration Committee Chairpersons at least fifteen (15) days prior to
the date of the convention.
d. All Resolutions and Bylaws Amendments shall be submitted to the Secretary seventy-
five (75) days prior to convention. Secretary is to make proper distribution to all
Chapters in a timely manner.
e. All elected Officers of the Federation shall be designated as Delegates-at-Large and
entitled to one (1) vote as such delegate.
f. Only duly elected delegates may address the Chair or vote on a question at the
g. A quorum necessary to transact business at the Federation Convention shall consist of
twenty (20) delegates representing seven (7) or more Chapters.
h. Standing Rules of the Convention shall be announced at the beginning of said
SECTION 2 - MEETINGS
a. General meetings also known as Quarterly meetings of the Federation shall be
established by the President and presented to the Executive Board members at the first
Board meeting following the Convention. A notice will be provided to all Chapters
following their approval. The time and place of these specific meetings will be provided
to all Chapters a minimum of forty-five (45) days prior to the meeting.
b. Quarterly meetings shall be spaced at least two (2) months apart and a minimum of
seven (7 ) calendar days between Executive Board meeting and Quarterly meeting. The
Executive Board meetings should be at least two (2) months apart. Whenever possible.
all meeting dates should be planned as far ahead of time as possible.
c. One of the Executive Board meetings shall be held at least one (1) week, seven (7)
calendar days before the beginning date of a NARFE national convention.
d. The President shall prepare a written agenda for Executive Board and Quarterly
meetings to be published beforehand on the NARFE net or mailed.
e. The President, when necessary may call special meetings. Also, the President shall
convene a special meeting when requested by at least five (5) members of the Executive
Board or a minimum of five (5) Chapters.
f. Any elected or appointed member of the Executive Board who misses three (3)
consecutive Board or Quarterly meetings (in any combination thereof) shall be
considered to have vacated the office unless sufficient reason for absence is presented
g. When practicable, meetings may be rotated among the Districts in the Federation.
h. The following shall be entitled to one (1) vote at the Quarterly and Special Meetings:
1. All members of the Executive Board as listed in Article V, Section 1.a,
2. Chapter Presidents or their designated representative (in writing and submitted
to the Federation Secretary).
i. A quorum, necessary to transact business at the Quarterly meetings, shall be ten (10)
members representative of five (5) or more Chapters.
ORDER OF BUSINESS
The following Order of Business shall be observed unless changed by a majority
vote of the delegates present:
a. Call to Order
c. Presentation of Colors/Pledge of Allegiance
d. Welcome and Introduction of Invited Guests
e. Preliminary Report of Credentials Committee
f. Roll Call of Officer/Chapters.
g. Reading of the Minutes of Previous Convention
h. Reading of Communications
i. Rules of Convention
j. Reports of Federation Officers and all Committees
k. Memorial Service
l. Final Credentias Report
m. Final Nominating Report
n. Candidates Presentation (2 minutes each)
Caucus (10 minutes, if needed)
o. Federation President's Remarks
p. Unfinished Business
q. New Business
r. Election and Installation of Officers
s. Acceptance Speech
t. Good of the Federation
v. Retirement of Colors
The revenue of the Federation shall be obtained from a percentage of members'
dues as National announces.
RULES OF ORDER
Roberts Rules of Order (newly revised) shall be observed at all meetings and
Federation conventions where not provided in the Federation Constitution and Bylaws.
The Bylaws in force at any time may be amended only in one (1) of the following
1. Resolutions and Amendments
By a duly executed Chapter Resolution and an affirmative vote of two-thirds (2/3)
of the delegates assembled at any Federation convention, provided sixty (60) days'
advance notice of the amendment has been given to the Federation Chapters, or in the
absence of such notice, by 80% of the delegates assembled at the convention.
a. These Bylaws may also be amended at any time other than at the Federation
Convention, subject to ratification by referendum to the Chapters as provided in
Paragraphs b-e below:
b. A referendum to the Chapters shall be by ballots forwarded to each Chapter
Secretary and all Elected Officers of the Federation.
c. All Chapters and Elected Officers of the Federation shall have a period of three
(3) months in which to vote on any amendment and certify the Chapter vote to the
d. Chapters shall be entitled to cast the number of votes based on their
membership as of the previous December 31st.
e. Two-thirds (2/3) of the votes recorded within the set time limit shall validate
the amendment, provided two-thirds (2/3) of the Chapters have voted on the referendum.