Bylaws and Standing Committees
By-Laws and Standing Committees of the Texas State University Retired Faculty and Staff Association
- Retired Faculty and Staff Association Advisory Board
- 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 on the RFSA website.)
- The RFSA Advisory Board will meet monthly and will provide general guidance to the Executive Committee.
- New members will be added to the Advisory Board according to Article IV, Section 1, A of the RFSA Constitution.
- 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 by the President.
- Each year, the Executive Committee will contact the Texas State University Human Resources office to determine if the materials given to retirees on behalf of the RFSA are up to date.
(Adopted April 8, 2009; amended August 8, 2012; amended December 10, 2014)
- Standing Committees and Ad Hoc Committees
- Annual Meeting Committee (Falls under the Program Committee)
The purpose of the Annual Meeting Committee is to organize the annual general membership meeting in April during which the officers for the coming year are elected. The committee is responsible for determining venue, date and time, room set up, refreshments (if needed), desserts and caterer. This committee is also responsible for creating the invitation and save the date, and arranging for the Historical Committee to create the “In Memoriam PowerPoint presentation. This committee will work closely with the Nominating Committee.
Nominating Committee – The RFSA President, in consultation with the Advisory Board, will appoint an ad hoc committee each November. 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 securing the slate of officers and presenting it to the Advisory Board for approval at the March Board meeting. This committee is also responsible for arranging for a speaker or entertainment, and developing the format for the program. This committee will work closely with the Annual Meeting Committee.
(Adopted March 11, 2009; amended August 8, 2012; amended December 10, 2014)
- 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.
- 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.
- 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.
- Program Committee
The purpose of the Program Committee is to plan and organize social events (such as luncheons, pre-game socials for athletic events, daytrips and the holiday social) for retirees and their families. The Program Committee is composed of a chair or co-chairs and RFSA volunteers.
(Adopted August 8, 2012; amended December 10, 2014)
- 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)
- Life-Long Learning (LLL) Committee
The purpose of the Life-Long Committee is to establish a self-sustaining diverse repertoire of intellectually stimulating, non-credit courses designed to elicit participation through social interaction and pleasurable learning. The courses will be weekly for a minimum of four weeks offered throughout the year to RFSA members, retirees and the general public. The LLL is composed of a chair who must be a RFSA member and committee members who may be either members or non-members of RFSA.
(Adopted August 13, 2014; amended December 10, 2014)
- Website Updating Committee
The purpose of the Website Updating Committee is to update and maintain the Association’s website through the RFSA’s Liaison with assistance from the Faculty Senate’s administrative assistant. The Website Updating Committee is composed of a chair and RFSA volunteers.
(Adopted August 13, 2014)
- 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 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 December 10, 2014)
IX. Scholarship Award(s)
The RFSA Advisory Board, upon recommendation from the Scholarship Committee, will make a decision annually as to the dollar amount for the following academic year scholarship and the number of scholarships to be awarded. This information will be included in the next year’s annual budget.
(Adopted December 14, 2011; amended December 10, 2014)
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
Monthly budget reports will be provided by the University Liaison to the RFSA Treasurer for inclusion in the monthly budget report distributed at the monthly Advisory Board meetings.
The Treasurer will maintain a running balance of the petty cash (may include gift cards) and related receipts. The President will name an ad hoc committee in August to audit the petty cash funds.
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; amended December 10, 2014)