NARFE Alzheimer s Federation Coordinator s Manual 11/15
Table of Contents Duties of Alzheimer s Federation Coordinator...1 Workshop Preparation...2 Alzheimer s Association Order Form...3 Sample Invitation Letter...5 Federation Coordinator Form for NARFE Donations...6 NARFE Chapter & Federation Guidelines for Handling Special/Dedicated(S/D) Funds...7 Alzheimer s Appreciation Certificates...8 Memorial Procedures and Memorial Cards...9 Samples of Donor Acknowledgment and Memorial Donation Cards...10 Alzheimer s Association Process for Accounting for NARFE Gifts...11 Appendix A...12 Appendix B...13 Contact Information Regional Coordinator: Chair, National Alzheimer s Committee: Alzheimer s Association Contact: i
Duties of Alzheimer s Federation Coordinator Act as a resource person and offer assistance to the new chapter coordinators as they begin their new terms. Ensure they are in possession of a Chapter Coordinator s Manual. Work with federation executive board and chapter coordinators to set annual goals for fundraising. Receive contributions from chapters. See Appendix A for the handling procedures used by the chapters. Record contributions on Federation Coordinator Form for NARFE Donations to the Alzheimer s Association and send copy of transmittal letter to your Region Alzheimer s Coordinator. (See form, page 6.) See Appendix B for guidance on using chapter dues for charitable contributions. Once a month, send total contributions to the Alzheimer s Association in the salmon-colored, preaddressed envelopes provided by the Association. For complete instructions on handling these funds, see page 7, NARFE Chapter and Federation Guidelines for Handling Special/Dedicated [S/D] Funds. Checks received by the Alzheimer s Association will be credited for the month they are postmarked. (See Alzheimer s Association Process for Accounting for NARFE Gifts, page 11.) Reconcile with Monthly PGA Report from the Alzheimer s Association. Set up Alzheimer s display table at federation convention with brochures ordered through NARFE Headquarters and the Alzheimer s Association. Request materials from the Alzheimer s Association (Contact: Joseph Dominguez at 312-335-5828 or email jdominguez@alz.org. Order your supplies at least four weeks prior to your federation convention.) At federation convention, report on research and money contributed during the past year. Conduct workshop for chapter coordinators at federation convention. Make suggestions to chapter coordinators for raising money. Support the Alzheimer s fundraiser at the National Convention. Present Certificates of Appreciation, signed by the NARFE-Alzheimer s National Committee Chair and the NARFE National President, during federation convention. National certificates are obtained from your regional member of the National Committee. (See page 8 for detailed guidelines on ordering and presenting certificates.) Handle Memorial Contributions: The Federation Coordinator has the responsibility to 1) advise a family when a memorial donation has been made to NARFE-Alzheimer s Research and 2) send a NARFE thank you card to the donor of a memorial contribution. See pages 9 and 10 for procedures and sample cards that are provided to the Federation Coordinator by the National Committee Chair. 1
Workshop Preparation Timetable Three to four months prior to convention Contact the Federation Convention Committee to request and schedule a time for an Alzheimer s Workshop for chapter coordinators. Four to six weeks prior to convention Order materials that will be included in the workshop: 1) FH-12 brochure from NARFE Headquarters (NARFE S Participation in the National Alzheimer s Research Program revised 02/15) 2) Sample packets and other materials from the Alzheimer s Association, Chicago, IL (see example of current order form, pages 3-4). Send invitation letter (sample, page 5) to each chapter Alzheimer s coordinator in the federation with information as to day and time of the workshop. Emphasize the importance of meeting together to review and plan the year s goals and activities. Two weeks prior to convention Organize the materials in an easy format for sharing information during the workshop. Involve the coordinators in the training process with exchange of information that has been successful in their chapters. Develop a simple evaluation form to be passed out at the workshop for gaining feedback from participants. 2
Alzheimer s Association Order Form http://www.actionalz.org/narfe/downloads/narfe-orderform.pdf Collateral and product order form Please complete the following form and return to: Email: narfe@alz.org Fax: 866.838.9804 Phone: 312.335.5828 Mail: 225 N. Michigan Ave., Fl.17, Chicago, IL 60601 actionalz.org/narfe Name: Phone: Email: Ship materials to (cannot deliver to a P.O. Box): Event description: Event date: Need materials by: Brochure packet 214-65-0015 Packet includes six collateral pieces one of each of the following. Please see below for item descriptions. Order limit: 50 packets. Alzheimer s Basics Card (770-10-0024) Know the 10 Signs Bookmark (770-15-0001) 10 Ways to Help a Family Brochure (773-10-0005) Caregiver Center Brochure (770-10-0028) 24/7 Helpline Postcard (663-80-0013) TrialMatch Info Postcard (500-10-0011) Print collateral Order limit: Five packs per item. 770-10-0024 Alzheimer s Basics Card A two-sided card providing basic information about the disease and highlighting Association services and ways to join the cause. 50/pack. 2013 770-15-0001 Know the 10 Signs Bookmark* A two-sided bookmark highlighting the 10 signs of Alzheimer s disease and the importance of early detection. 25/pack. 2013 773-10-0002 10 Warning Signs of Alzheimer s Disease* A brochure explaining the 10 warning signs of Alzheimer s disease and the importance of early detection. 50/pack. 2013 773-10-0005 10 Ways to Help a Family A two-sided card that provides useful advice for how you can help a family living with Alzheimer s disease. 50/pack. 2013 770-10-0028 Caregiver Center A bi-fold brochure providing an overview of the Alzheimer s and Dementia Caregiver Center (alz.org/care) and helpful online tools. 50/pack. 2013 663-80-0013 24/7 Helpline Postcard* A postcard highlighting the 24/7 Helpline (800.272.3900), which provides reliable information and support all day, every day. 50/pack. 2013 500-10-0002 TrialMatch People with Dementia and Caregivers A brochure targeting people with dementia and caregivers that explains the importance of clinical trial participation and the Alzheimer s Association TrialMatch clinical trial matching service. 2013 3
500-10-0006 TrialMatch Healthy Volunteers A brochure targeting people with no known health issue that explains the importance of clinical trial participation and the Alzheimer s Association TrialMatch clinical trial matching service. 2013 500-10-0011 TrialMatch Info Postcard A postcard promoting Alzheimer s Association TrialMatch. The back includes a form to fill out and mail to the national office to request contact by a TrialMatch specialist. 50/pack. 2013 770-10-0001 Take Care of Yourself: 10 Ways to Be a Healthier Caregiver* A brochure offering tips to those who participate in providing daily care for a person with dementia. 50/pack. 2013 770-10-0018 Communication A brochure offering tips for effectively communicating both verbally and non-verbally with a person with dementia. 50/pack. 2013 770-10-0002 If You Have Alzheimer s Disease* A brochure briefly introducing Alzheimer s disease what it is, what you can do and where to turn for help. 50/pack. 2013 773-10-0004 Younger-Onset Alzheimer s A brochure explaining what can be expected when receiving an Alzheimer s disease diagnose before age 65 and how to prepare for a life with the disease. 50/pack. 2013 *Items also available in Spanish. Similar version of this item, targeted to the African-American audience, also available. Miscellaneous Items 214-60-0010 NARFE Salmon Envelope (25/pack; Limit 5 packs) 214-65-0013 NARFE Thank You Card with Envelope (25/pack; Limit 25 packs) 214-65-0001 NARFE Pens (10/pack; Limit 10 packs) 214-60-0004 NARFE Canister (Single unit; Limit 10) 214-60-0001 NARFE Stick-ON Notes (5 pads/pack; Limit 10 packs) 214-65-0009 NARFE Tabletop Poster (Single unit; Limit 10) 663-80-0007 Alzheimer s Association Balloons (25/pack mix of white, purple and lavender; Limit 10 packs) 663-80-0009 Alzheimer s Association Purple Ballpoint Pen (12/pack; Limit 20 packs) 663-80-0008 Alzheimer s Association Pencils (100/pack; Limit 25 packs) 663-90-0002 Alzheimer s Association Gold Lapel Pin (Single unit; Limit 25) 663-90-0003 Alzheimer s Awareness Bracelets (5/pack; Limit 30 packs) 4
Sample Invitation Letter DATE: March 1, 2016 TO: All Kansas NARFE Chapter Alzheimer s Coordinators FROM:, Kansas Federation Alzheimer s Coordinator RE: Alzheimer s Workshop for Chapter Coordinators The Kansas Federation of the National Active and Retired Federal Employees Association Annual Convention will meet in Wichita, KS April 24-26, 2016. The convention will be held at the Airport Hilton Hotel starting on Sunday, April 24, with registration opening at 11:00 a.m. You are invited to the above workshop that I will be conducting from 1:30 to 2:30 p.m. on Sunday, April 24, in the Sunflower Room on the first floor of the Hotel. Our goal during the meeting is to get acquainted, share ideas for raising funds, broaden our knowledge of the disease through discussion and materials, and learn the procedures of keeping records and recognizing contributors to the NARFE-Alzheimer s Research campaign. We have not had a workshop like this for many years, and we would like to make this an annual workshop building on our success this year. Please make time for this important meeting for Chapter Alzheimer s Coordinators. We work closely with the Alzheimer s Association, Chicago, IL, and it will provide materials that will be of interest to you. I hope to see you on Sunday, April 24, at 1:30 p.m. 5
Federation Coordinator Form for NARFE Donations 6
NARFE Chapter and Federation Guidelines for Handling Special/Dedicated (S/D) Funds [The following is excerpted from an August 2, 2001, memo written by then-national Treasurer Charles L. Fallis. This is still the current procedure.] Instructions contained in documents such as the F-10, Chapter and Federation Officers Manual, adequately describe treasurers requirements in connection with handling dues revenue. However, they contain little or no guidance for handling special/dedicated (S/D) funds such as the NARFE-PAC Fund, the Alzheimer s Fund, the Woodruff Building Fund and the NARFE/FEEA Scholarship and Disaster Funds. As a consequence, chapters and federations have devised their own disparate ways of dealing with these distinctive funds. The purpose of this paper is to provide uniform guidance to treasurers that will assist them in reporting and accounting for S/D funds, and at the same time assure that chapters and federations receive credit for all such funds collected. Basically, all S/D funds, no matter their source or purpose, that are collected in the name of a chapter or federation, or under color of their charters, should be separately accounted for and disbursed by the treasurer or secretary/treasurer. These elected fiduciaries/trustees are charged with the specific responsibility for handling funds and are authorized by their bylaws to perform that function. General Journal entries showing the dates and the nature of individual transactions along with receipts and disbursements should include S/D fund activity as well as dues activity. Generally, monies for these S/D funds will be in three forms: cash, checks payable to a chapter or federation intended for a particular S/D fund, and checks made payable directly to the intended S/D fund. All such monies should be recorded and appropriately identified by fund in the General Journal. After recording the receipt of all S/D fund monies in the journal, those funds consisting of checks made payable to a chapter or a federation, but meant for one of the S/D funds, along with related cash, should be deposited in the chapter or federation checking account. The treasurer should draw a check on the chapter or federation account in an identical amount. That check should be made payable to the entity for whom the S/D funds are intended and forwarded to that entity, along with any contributors checks made directly payable to that organization. Again, journal entries should reflect such disbursements as well as receipts. Form F-38, Treasurer s Monthly Report, or whatever counterpart form is used in federations, should report S/D fund activity on the Miscellaneous (itemize) lines under both the Receipts and Disbursements sections of the form. Ordinarily these will be in and out entries in identical amounts reflecting that, after recording, the treasurer forwards the S/D funds to whatever organization, association or other entity the chapter or federation has designated to receive them. Accordingly, there should be no carry-over balances in these accounts. Contributors who present checks made payable to NARFE intended for any of these S/D funds should be advised that their contributions, as drawn, are not tax deductible. However, checks made payable directly to the Alzheimer s Association or to NARFE/FEEA are tax deductible. This disparity arises from the fact that contributions to nonprofit organizations registered under Section 501(c)(3) of the Internal Revenue Service Code as is the case with these two organizations are tax deductible, while 501(c)(5) organizations, such as NARFE, are not granted that privilege. NARFE has chosen not to register as a 501(c)(3) organization because political lobbying one of NARFE s main enterprises is prohibited to organizations so registered. Please encourage those who contribute directly to these two S/D funds to do so through their chapters or federations so that NARFE will receive credit for the contributions. 7
Alzheimer s Appreciation Certificates The NARFE-Alzheimer s National Committee members agreed at the June 2003 meeting, held at NARFE HQ in Alexandria, VA, that a limit of TWO criteria-based National Certificates would be given per federation per year. These Citation for Distinguished Service awards are signed by the NARFE-Alzheimer s National Committee Chair and the National President. The National Alzheimer s Chair will honor requests for the National Certificates only when requested by a federation coordinator. The certificates may be ordered with the seal and ribbons affixed. If a computer will be used to imprint the chapter or name, order the certificates signed but with the seal and ribbons to be affixed later. New certificates, designed specifically for chapter coordinators and federation coordinators to use, are available electronically from the Region Alzheimer s Coordinator. These certificates may be used to present to individuals or chapters deserving of special recognition. 8
Memorial Procedures and Memorial Cards When memorial checks are received (made payable to NARFE-Alzheimer s Research ), the following information should accompany the contribution when it is forwarded to the Federation Alzheimer s Coordinator. It can be submitted along with your other monthly submissions. The Alzheimer s Association will mail a tax deductible receipt letter to the contributor using the name and address on the check. It is the responsibility of the Federation Alzheimer s Coordinator to mail (1) memorial donation acknowledgment cards to the family of the deceased and (2) thank you cards to the donors. Of course, the Chapter Coordinator may also desire to mail thank you cards, and this is also certainly appropriate. However, the Federation Coordinator has been provided with special printed cards with the NARFE seal. The following information is needed from the Chapter Coordinator to perform this important communication to the family and donor: Notation on the chapter transmittal form of any check given as a memorial Name of deceased Name and mailing address of family member (to notify that a donation has been received) Name and mailing address of donor (or donors) if it is different from the name on the check. This is not only used by the Federation Coordinator, but also the family to send a thank you note. See page 10 for sample copies of the federation donor acknowledgment and memorial donation cards. These cards are available from the NARFE-Alzheimer s National Committee Chair, whom you may list below. (The name and email address are also in narfe magazine in March, June, September and December, in the Alzheimer s Update column.) 9
Samples of Donor Acknowledgment and Memorial Donation Cards 10
Alzheimer s Association Process for Accounting for NARFE Gifts NARFE regions/federations/chapters/member mails check(s) to the National Office of the Alzheimer s Association. The salmon-colored envelope expedites the gift entry and acknowledgment process. Alzheimer s Association Cashiering Department opens all mail. Checks are photocopied upon receipt and put into batches. NARFE checks are endorsed, then deposited to our bank within 24 hours of receipt. The batches are hand delivered to the Donor Services Center (DSC) for coding. Donor Services Center (DSC) Assigns a NARFE code to all NARFE checks (from individuals, chapters, federations, etc.). This coding procedure allows the amount of the check to count toward the NARFE Total. Assigns a code to each check to indicate which NARFE chapter or federation receives credit for securing the donation. Within 24 hours of receipt of the check, Revenue Support Services enters the gift into the Alzheimer s Association s computer database using the name that appears on the check ( John Smith, NARFE Chapter 147, etc.). All gifts entered have the NARFE code and the code for the chapter or federation that brought in the gift. Within three business days, a thank you note with tax-deductibility language is mailed to the donor whose name appears at the top of each check. Around the middle of each month, the Alzheimer s Association runs two reports summarizing the previous month s activity: A report of every single NARFE contribution received the previous month A report that lists contributions by Federation These Federation totals reports are shared with each member of the NARFE-Alzheimer s National Committee via the Chair. The Alzheimer s Association now accepts credit card donations for the NARFE- Alzheimer s Research Fund. To link directly to the NARFE donation page on the Alzheimer s Association website, go to www.alz.org/narfe. 11
Appendix A Handling Procedures for Special/ Dedicated Funds A Special/Dedicated Fund includes NARFE-PAC, Woodruff Building Fund, Scholarship and Disaster (NARFE-FEEA) Funds, and Alzheimer s Fund. See page 7 for memo from National Secretary/Treasurer s office on handling S/D funds. All checks must be made payable to NARFE-Alzheimer s Research in order to be tax deductible. Checks meant for the Alzheimer s Fund but made payable to your chapter and deposited to your chapter treasury are not tax deductible. Checks and cash may be deposited to the chapter treasury with the appropriate journal entry for the deposits and disbursements. There should not be any carryover balance in the chapter treasury from month to month. As stated above, contributions to any of the Special/Dedicated Funds must be accounted for separately and not mixed in with dues money. Also, please see the important information regarding the use of membership dues toward charitable donations in Appendix B. Keep a journal of checks received and forwarded, noting: 1) donor name, 2) check number and date, 3) check amount, 4) if it was a memorial check, and 5) date forwarded to the Alzheimer s Association (See page 6 for a suggested federation transmittal form, or use your self-designed form.) All donations received by the Federation Coordinator should be forwarded to the Alzheimer s Association at least monthly. Make sure all checks are made out to NARFE-Alzheimer s Research and a chapter number noted on the memo line. Enclose the checks with the federation transmittal form and mail to the Alzheimer s Association. 12
Appendix B Dues Money Should Not Be Used for Charitable Contributions From time to time, the Office of the National Secretary/Treasurer receives calls or email messages regarding whether chapters can use membership dues to make donations to charitable organizations. Here is the explanation of why this is not permissible. NARFE has always encouraged chapters to become involved in local community activities. One of the ways they can do this is through making donations to charitable organizations. A large number of chapter members make donations to the NARFE-Alzheimer s Research Fund, the NARFE-FEEA Scholarship and Disaster Funds, and to other like programs. These kinds of activities are not directly related to NARFE s mission, and donations are strictly voluntary on the part of members. Article I, Section 4 F & G, of the National Bylaws authorizes chapters to collect dues from its members to carry out the activities of the chapter. These activities must relate to the primary mission of NARFE. Rule 4 C specifically describes the objectives that chapters are to undertake. Even though these guidelines are broad and general, under no circumstances may membership dues be used to make a donation to a charitable organization. Membership dues must be used for the purpose collected, which is to carry out the mission of NARFE. All monies collected, other than for NARFE-PAC, whether through the national dues-collection system, fundraising activities or other methods, must go through the chapter treasury. When collected, these monies become dedicated funds and must be used for the purpose intended or collected. Monies collected for different reasons must not be commingled. The chapter s treasurer must maintain a separate account in the financial records for each of these types of funds. The chapter treasurer should use a chapter check to disburse funds from these accounts. Any questions regarding the disbursement of funds should be addressed to the National Secretary/Treasurer. This article was written by Nathaniel Brown, Past National Secretary, and published in Quarterly News, October 2010. Note: The accuracy of this article was re-confirmed by the National Executive Board on March 3, 2011. Note: The third paragraph was updated September 2015 to reflect the revision of NARFE National Bylaws adopted at the 2014 National Convention. 13