State Chapters | National Association of Credit Specialist

Key Practices

Check NACS web site weekly for updates (www.nacs-fsa.org).
Meet quarterly or as provided by your consultative agreement with the State Executive Director/State Committee.
Request that a representative participate on Merit Promotion Panels.
Request time on district and state meeting agendas to discuss Association concerns.
Sponsor an awards program for members and friends.
Hold an annual State Chapter meeting.
Utilize committees in your state to develop policies and provide input on resolutions and meetings.
Prepare your state to host a Zone Meeting or National Convention.
Have the State President and others attend the Zone Meeting. The National Association will provide a stipend to assist with travel expenses. This will be sent to the State Treasurer for each state that has a member attend their zone meeting.
Have the State President and delegates attend the National Convention. The National Association will provide partial reimbursement for any National Committee member from your state. First time attendees may also be eligible for partial reimbursement; also, new members that are first time attendees will be eligible for a second drawing at the discretion of the board.
Utilize the news media to publicize activities and recognize individuals.
Send periodic newsletters using non-government email systems to membership. Forward all National and Zone newsletters to all members using non-government systems.
Have your State send delegates to Washington, D.C. as needed or requested by NACS Board to carryout Legislative activities. Encourage members to be on a first name basis with their U.S. Senator and Representative. Information regarding bills before Congress can be obtained at www.house.gov or www.senate.gov.
Have the State Treasurer forward to the NACS Treasurer dues on a quarterly basis according to the NACS constitution. The State Treasurer should also submit a list of members (paid and free) in the format designated by the NACS Treasurer.
Keep your Zone Representative posted on activities in your state by sending them a copy of your state’s newsletter.
Notify the NACS Secretary after the election of new state officers and send the Secretary the names and addresses of new board members.
Submit resolutions to Committee Chair at the Zone Meeting or at least two weeks prior to the National Convention.
DO NOT USE GOVERNMENT computers to communicate NACS, State Capter or various legislative issues to members or others, unless authorized by management.

Relationship of the State Chapter with the State Executive Director and the State Office

The State Chapter should strive to have a close, well-coordinated working relationship with the State Executive Director (SED) and State Office staff. It is the responsibility of the State President to establish the communication needed by the State Chapter in working with the SED. It is very important that the President have the ability to be a leader in all phases of the Association as well as FSA.

It is the responsibility of the State President to approach the SED to establish regular meetings with the SED on a quarterly basis or at the request of either the SED or the State President. The State President should make his request for a yearly meeting of the board with the SED by letter including an agenda and asking the SED for any items they would like to add to the discussion.

When the Board meets with the SED, it is very important that the membership be requested to provide input to the Board. It is also a good idea for the President to ask for input and to let members know of the results of the meetings with a newsletter. The Board and President must motivate the membership to ensure the membership is represented at every level.

The State Chapter is the voice of its members, and the National Association is the voice for the State Chapters. The National Board depends on the State Chapter to provide information about what issues affect credit delivery in different states. It is important that the National Board be well informed to be able to represent all of its members to the FSA National Office management.

Whenever there is a problem within a state, either within the Chapter or the State Office, the State Chapter officers should contact the Zone Representative and advise the National Association Board. The Zone Representative can work with the State Executive Director and State Chapter President to help resolve any problems and keep the National Association President informed of any meetings and their outcome. The Zone Representative can work with the State Chapters to increase the membership and help the state have a more meaningful working relationship with the SED and the National Association Board. The Zone Representative can be a very important link between the states and the National Association.

The newsletters, non-government email and the NACS website are the best way to keep members informed of current issues and the results of meetings. Communication is the key! A clear channel of communication between all parties is necessary to be effective. The National Board needs to know what the issues are, and the members need to know how the Board is addressing the issues. Communication is also the key to a good working relationship between the SED and the State Chapter.

If the National Association can help the State Chapter in any way, please contact a board member whose name and number are listed in this guide or at the NACS website (www.nacs-fsa.org).

Guidelines for the Consultative Relationship between the (State) Chapter of Credit Specialists and the State Office of the Farm Service Agency

The guidelines are hereby promulgated as part of the FSA program for intra-management communication and consultation. This agreement shall be consistent with the Section 251 of the Federal Personnel Guidelines.

These guidelines evidence our belief that a cooperative relationship between the State Office and the State Chapter strengthens FSA. They are based on the premises that mutual benefits accrue from providing increased avenues of communication and consultation, and that the members of the Association are part of the FSA management team. It is not the intent of the Association to become or act in the capacity of a union.

CONSULTATION:
1. The Chapter will be given an opportunity to consult with the State Executive Director (SED) on substantive personnel and program policy changes within the SED’s authority in areas of:
  1. Improvement of FSA operations;
  2. Improvement of working conditions;
  3. Improvement of managerial effectiveness; and
  4. Establishment of policies that best serve the public interest in accomplishing the mission of FSA.
2. The Association shall consider and furnish recommendations on matters which the SED or the Association President identifies as needing solutions.
3. The President of the Association, or the President’s designee, will represent the Association on the following committees:
  1. Position Management Committee
  2. Incentive Awards Committee
  3. Other “Management” Committees established by the SED.
MEETINGS

The following meetings are authorized and planned to be held according to the following schedule:

A. The officers will meet with the SED and or other State Office Personnel semi-annually (Tentatively scheduled for November and May, subject to final approval by the SED.)

The officers, district representatives, and past president will meet with the SED and other State Office Personnel semi-annually (Tentatively scheduled for February and August, subject to final approval by the SED.)
The State President or the President’s designee will attend each State Staff Meeting.
The State President, or the President’s designee, and the National Officers will be allowed I day of official time to attend the Zone Meeting. Attendance is subject to the prior approval of the SED, who will grant approval if the work situation in the employee’s office permits.
The official delegates, National Board members, and each member of a committee of the National Association is granted 2 days official time to attend the NACS annual meeting. The granting of official time is subject to the prior approval of the SED, who will grant approval if the work situation in the employee’s office permits.

F. Any other meetings that may be deemed appropriate or necessary by the SED. This may include, but is not limited to:

For the purpose of identifying solutions for specific FSA problems affecting the field.
Task force membership. (i.e., program, personnel, financial, etc.).
SERVICES
1. Official time will be authorized for Association Officers and district representatives for communication in such areas as:
  1. Preparing comments and responses to higher management on “consultative relationship” items or other items of mutual benefit.
  2. Preparing newsletters or other written communications to members to inform them of decisions of higher management and other items of mutual benefit and concern; and
  3. Contacting Association Officers and members of the board of directors on items of consultation, problems or conditions to be brought to the attention of management.
2. In carrying out the functions of the State Association that are authorized in item III A, the following services are authorized:
  1. Use of office support personnel for clerical and typing assistance.
  2. Use of FSA stationary, envelopes and official postage.
  3. Use of Federal Telecommunications System. If FTS is not available, use of commercial facilities are authorized; however, the official ethics and standards will still apply.
  4. Use of FSA reproduction and internal distribution systems. A copy of all material to be reproduced and distributed will be sent to the SED.
  5. Use of file cabinets and office equipment.
  6. National office proposed policy issuances will be passed on by the SED to officers of the Association for comment when such policies will have a major impact on the employees’ operations.
PERIOD:

A. This agreement shall continue in effect from the date signed until a revised or new agreement is prepared and signed by the SED and President of the State Association of Credit Specialists.