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Constitution/Bylaws & Standing Rules

CONSTITUTION

of the

TEXAS STATE UNIVERSITY—San Marcos

RETIRED FACULTY AND STAFF ASSOCIATION

 

ARTICLE I

Name

 

The name of this organization shall be:  The Texas State Retired Faculty and Staff Association (hereinafter called the "Association").

 

ARTICLE II

Purpose and Objectives

 

Section 1:   Purpose

The purpose of the Association is to maintain and promote connections between Texas State University—San Marcos and retirees, as well as between retirees.  

 

Section 2:  Objectives

  1. Represent retired faculty and staff regarding University benefits and other issues directly relevant to retirees.
  2. Promote communication between the University and retired faculty and staff.
  3. Maintain and enhance the continuing relationship between faculty and staff throughout their retirement years.
  4. Promote the participation of retired faculty and staff in University activities.
  5. Develop and organize activities and events of special interest to retirees.
  6. Identify and support scholarships, lectures, and other special events of the University.

 

ARTICLE III

Membership

 

Section 1:  Active Membership

  1. Membership will be open to all retired members of the Texas State faculty, administrative officers (unclassified) and staff, and spouses or partners of living and deceased Texas State retirees.
  2. Prior to each fall meeting, all retirees of the preceding year shall be notified that they are eligible for membership.

 

Section 2:  Associate Membership

Retired faculty and staff members of other accredited colleges or universities may become Associate, non-voting members upon application to the Association.

 

Section 3:  Continuation of Membership

Active or Associate Members shall remain members as long as they desire and remain in good standing.

 

ARTICLE IV

Officers, Assistants, Standing and Ad Hoc Committees

 

Section 1:  Officers and Executive Committee

  1. The officers of the Association shall be a president, a vice-president, a secretary, a treasurer,  and an ombudsperson.  The officers are elected by majority vote of those attending the annual spring meeting of the Association and take office on September 1. 
    1. Duties of the President

a.   Preside at meetings.

b.   Represent the Association.

c.   Appoint committee members.

d.   Serve as an ex-officio member of all committees except the nominating

  committee.

e.   Perform such other duties as ordinarily pertain to this office.

    1. Duties of the Vice-President

a.   Preside in the absence of the President.

    1. Duties of the Secretary

a.   Record the minutes of all meetings.

b.   Keep a file of the Association’s records.

    1. Duties of the Treasurer

a.   Keep an itemized account of all receipts and expenditures and make reports as

  directed.

    1. Duties of the Ombudsperson

a.   Facilitate conflicts within the organization.

b.   Facilitate communication with the Faculty Senate and Staff Council.

 

  1. Officers shall be elected for one-year terms and may be elected to serve for no more than three successive terms.
  2. The officers, together with the past president, shall constitute the Executive Committee, which will have general oversight of the activities of the Association and shall transact its business in the intervals between meetings of the membership.
  3. The Association's Advisory Board (hereinafter referred to as the “Board”) shall be constituted of the Executive Committee, elected representatives, and standing committee chairpersons.  The Board shall provide general guidance to the Executive Committee.
  4. The Executive Committee shall meet at the call of the President, the Vice-President, or the Board.
  5. The Association’s activities are considered to be of benefit to Texas State University. Coordination of effort and staff liaison is provided through the office of the Vice President for University Advancement.  Duties of the University Liaison:

1.      Maintain a current roster of membership and honorary Board members.

2.      Maintain the Association’s operating account under the direction of the Executive Committee, and receive and process all Association funds.

3.      Upon request of the Executive Committee and Board, issue notices of meetings and events to current RFSA members and retirees.

4.      Update and maintain the RFSA website.

5.      Serve as an advisor to the Executive Committee and Board with regard to University-related issues.

6.      Address other issues as they arise and are agreed upon by the Board and the Liaison.

 

Section 2: Assistants

  1. The President, with the concurrence of the Executive Committee, may appoint other members of the Association to serve as assistants to the Secretary or Treasurer, and, if appointed, such persons shall have the title Assistant Secretary or Assistant Treasurer.
  2. Such assistants shall serve during the term of the officer whom they are appointed to assist, and may succeed themselves.

 

Section 3: Standing and Ad Hoc Committees

Standing or ad hoc committees may be created by the Board as needed to meet new programmatic needs. The members of the standing and ad hoc committees (including the chairs) shall be appointed by the President with the concurrence of the Board.  Chairs of standing committees may serve as members of the Board.

 

ARTICLE V

Meetings

 

Section 1:  Annual Meetings

The annual meeting of the Association shall be held in the spring of each year, the time and place to be arranged by the Board.

 

Section 2: Special Meetings

A special meeting may be called by the president, vice-president, or the Board.

 

Section 3:  Monthly Board Meetings

The Board shall hold regular meetings in the second week of each month.

 

ARTICLE VI

Nominating Committee and Elections

 

Section 1:  Nominating Committee

  1. Prior to the Association’s annual spring meeting, the president, in consultation with the Board, shall appoint a nominating committee to provide nominees for vacancies resulting from term expirations or vacancies among the officers.
  2. One member of the nominating committee shall be a member of the Executive Committee and shall serve as chairperson of the nominating committee.

 

Section 2:  Elections

Nominees for office shall be presented for election at the annual spring meeting.   Additional nominations may be submitted from the floor.

 

Section 3:  Officer Vacancy

In the event of a vacancy resulting from resignation or the inability of an elected officer to complete the term of office, the president, in consultation with the Board, shall appoint a replacement.

 

ARTICLE VII

Budget, Finances and Membership Dues

 

Section 1:  Fiscal Year

The fiscal year of the organization will run January 1 – December 31 of each year.

 

Section 2:  Annual Budget

Each year in November, the Executive Committee will prepare an annual budget, including a designated amount for petty cash, for the Board’s approval for the coming fiscal year that includes estimated revenue and expenses, including the amount of the scholarship(s) to be awarded. 

 

Section 3:  Deviations from the Approved Budget

Significant deviations from the approved budget must be submitted to the Board for approval.

 

Section 4:  Membership Dues

  1. There are no dues established for membership in the Association.  Voluntary contributions, however, will be accepted throughout the year.
  2. The Association's Executive Committee, in consultation with the Board, may determine that annual membership dues are required to achieve the purposes and objectives of the Association.
    1. As per UPPS No.04.04.53, Honors and Benefits for Retired Faculty and Staff, a retiree's first year of membership in the Association is free.
    2. In the event that the Executive Committee determines the need for annual dues, a majority vote of members will be required.

ARTICLE VIII

Amendments

 

Section 1:  Amendments

Proposed amendments to the Constitution may be submitted to the Board at any meeting.  If approved by the Board, the proposed amendments shall be circulated to Association members and shall take effect if approved by a majority of those responding.

 

 

_____________________________________________________

Dr. Margaret Dunn, RFSA President

 

 

 

_____________________________________________________

Marian Loep, RFSA Constitution Revision Committee Chair

 

 

RFSA Constitution Revision Committee

Marian Loep, Chair

Margaret Dunn

William Liddle

Pat Murdock

 

Ratified by the RFSA membership on April 7, 2008

Initial Board Review for Amendment April 9, 2012

Amendments approved by the RFSA Advisory Board on June 13, 2012

Amendments approved by the RFSA Advisory Board on March 6, 2013

By-Laws and Standing Committees

Retired Faculty and Staff Association

 By-Laws and Standing Committees

 

       I.          Retired Faculty and Staff Association Advisory Board

 

A.     The Retired Faculty and Staff Association Advisory Board will be initially

composed of members of the original Organizing Committee and the Executive Committee.  (See Evolution of the Retired Faculty and Staff Association’s Board document.)

B.     The RFSA Advisory Board will meet monthly and will provide general

      guidance to the Executive Committee.

C.     New members will be added to the Advisory Board according to Article VI, Section 1, A of the RFSA Constitution.

D.     Advisory Board members missing three consecutive meetings without

acceptable cause may be asked to vacate their position on the Board.  The Association’s remaining Advisory Board members may fill the vacated positions either by general election or by appointment.

    

 (Adopted April 8, 2009; amended August 8, 2012)

 

     II.          Standing Committees

 

A.     Annual Meeting and Nominating Committee

The RFSA Advisory Board will appoint an ad hoc committee each January.  There will be a minimum of three members, including one member of the Executive Committee who shall serve as chair.  The Nominating Committee is responsible for the following.

1.      Securing a slate of officers and presenting it to the Advisory Board for approval at the March Board meeting.

2.      Organizing the annual spring general membership meeting during which the officers for the coming year are elected. The committee is responsible for determining venue, date and time, and program.

 

(Adopted March 11, 2009; amended August 8, 2012)

 

B.     Fall Social Committee

The purpose of the Fall Social Committee is to plan and execute an event for retirees to get together for food, social time, to announce the new scholarship recipients and to raise additional funds for the Association and next year’s scholarship awards.  The Fall Social Committee is composed of a chair and RFSA volunteers.

C.     Scholarship Committee

The purpose of the Scholarship Committee is to make recommendations regarding the number and dollar amount for annual scholarship awards to the Executive Committee for inclusion in the annual budget, advertising for scholarship applicants with assistance from the University Liaison, and keeping the application and MOU in compliance with Texas State requirements.  The Scholarship Committee is composed of a chair and advisory board members.

D.     Care Committee

The purpose of the Care Committee is to provide assistance to university retirees and their families in times of need.  Assistance offered consists of sending get well or sympathy cards, home or facility visitation, meal assistance, or other needs as requested by the families.  The Care Committee is composed of RFSA volunteers.

E.      Program Committee

The purpose of the Program Committee is to plan and organize social events such as luncheons, pre-game socials for athletic events, and the holiday social for retirees and their families. The Program Committee is composed of a chair and RFSA volunteers.

 

        (Adopted August 8, 2012; amended March 6, 2013)

 

F.      Historical Committee

The purpose of the Historical Committee is to maintain the Association’s historical records and exhibits and to assist in selecting materials for the University Archives.  The Historical Committee is composed of a chair and RFSA volunteers.

 

        (Adopted March 6, 2013)

 

    III.          Death Notification

 

All members of the Retired Faculty and Staff Association will be notified via e-mail upon the death of a faculty member, staff member, or their spouse or partner, regardless of employment status.  The Executive Committee will identify a person to carry out this function.

 

(Adopted January 14, 2009)  

 

IV.          Honorary Advisory Board Members

 

A member of the RFSA Advisory Board, upon leaving the Board and in recognition of valued contributions made, may be nominated by the Executive Committee and approved by the Advisory Board as an Honorary Advisory Board Member.


Honorary Board Members shall have the same privileges of the Advisory Board Members, except the right to vote.

 

                              (Adopted March 10, 2010)

 

V.           Prior Service on Advisory Board

 

Though not mandatory, prior to serving as an RFSA officer, a member shall have served on the Advisory Board for a minimum of one year.  

 

(Adopted March 10, 2010)

 

VI.          Consideration of Charitable Gift Requests

 

One of the Association’s six stated purposes is providing an annual student scholarship, a significant and dedicated cost to the Association.  The primary source of revenue for the Association is the fall social. 

 

Requests from other entities for monetary gifts and funding will be discussed thoroughly and granted only by a majority vote of the RFSA Advisory Board.

 

                              (Adopted January 12, 2011; amended August 8, 2012)

 

VII.         Handling of Mass Emails


Mass emails will be limited and sent only with the approval of the RFSA Executive Committee or Advisory Board in an effort to keep retirees (current RFSA members and non-members) aware of meetings, upcoming events and issues of importance. Emails concerning RFSA clubs, luncheons, and other unique RFSA activities will be sent to members of each respective group by the chair of said group. 

 

                              (Adopted May 11, 2011; amended August 8, 2012)

 

VIII.        Requests for Assistance from the University Advancement Liaison

 

Requests for assistance from the University Advancement Liaison may only be sought by members of the RFSA Executive Committee (President, Vice President, Secretary, Treasurer,   and Ombudsman) or be pre-approved by the RFSA Advisory Board and agreed to by the university liaison.

 

(Adopted June 8, 2011; amended August 8, 2012; amended March 6, 2013)

 

IX.          Scholarship Award(s)

 

The RFSA Advisory Board will make a decision annually before the end of the calendar year as to the dollar amount for the following academic year scholarship and the number of scholarships to be awarded.

 

                              (Adopted December 14, 2011)

 

X.            Memorials

 

Upon the death of a member of the original RFSA Organizing Committee or a current Advisory Board member, the Board will discuss and make a decision regarding an appropriate memorial.              

              

(Adopted August 8, 2012)

 

XI.          Budget, Petty Cash and University Account Procedures

 

               Quarterly budget reports will be prepared by the Liaison and RFSA Treasurer

               for distribution at the January, April, July and September Advisory Board

meetings.

 

               The Treasurer will maintain a running balance of the petty cash (may include gift

cards) and related receipts. 

 

Receipts for reimbursement from the university account should be turned in to the University Liaison within 30 days of purchase, but absolutely must be submitted within the same fiscal year as the purchase of goods was made (the University’s fiscal year is Sept. 1-Aug. 31).

 

(Adopted August 8, 2012)