TEXAS STATE UNIVERSITY—San Marcos
RETIRED FACULTY AND STAFF ASSOCIATION
The name of this organization shall be: The Texas State Retired Faculty and Staff Association (hereinafter called the "Association").
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
Section 1: Active 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.
Officers, Assistants, Standing and Ad Hoc Committees
Section 1: Officers and Executive Committee
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
e. Perform such other duties as ordinarily pertain to this office.
a. Preside in the absence of the President.
a. Record the minutes of all meetings.
b. Keep a file of the Association’s records.
a. Keep an itemized account of all receipts and expenditures and make reports as
a. Facilitate conflicts within the organization.
b. Facilitate communication with the Faculty Senate and Staff Council.
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
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.
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.
Nominating Committee and Elections
Section 1: 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.
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
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
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
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)
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
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)