Bylaws and Standing Committees

Texas State University Retired Faculty and Staff Association Bylaws and Standing Committees

I. 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 upon election by the majority of the Board members voting at a regular meeting. (Amended November 10, 2021)
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, a member of 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; amended November 10, 2021)

II. Standing Meeting Committees

A. Annual Meeting Committee

The purpose of the Annual Meeting Committee is to organize the annual general membership meeting in April or before the end of the fiscal year during which the officers for the coming year are elected. The Committee Chair works closely with the President in developing the format for the program. The committee is responsible for determining the venue, date and time, room set up, refreshments (if needed), desserts and caterer. This committee is also responsible for creating the invitation, the “save the date”, and arranging for the “In Memoriam PowerPoint” presentation. This committee works closely with the Nominating Committee.

The Annual Meeting Committee is composed of a chair or co-chairs and RFSA volunteers.

(Amended October 9, 2019; amended November 10, 2021)

B. Nominating Committee

The RFSA President, in consultation with the Advisory Board, will appoint an ad hoc committee as early as the September Board Meeting, but, no later than the November Board Meeting. 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 for the Annual Meeting. This committee works closely with the Annual Meeting Committee.

(Adopted March 11, 2009; amended August 8, 2012; amended December 10, 2014; amended October 9, 2019)

C. Fall Social Committee

The purpose of the Fall Social Committee is to plan and execute an event for retirees to get together for food, and 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 or co-chairs and RFSA volunteers.

(Amended October 9, 2019)

D. Bobcat Prowl Committee

The purpose of the Bobcat Prowl Committee is to plan and organize the annual 5K run/walk to generate funds for scholarships and to raise additional funds to achieve the purposes and objectives of the Association. Committee members seek out local sponsors to generate the funds for the event as well as actively serve as the race crew.

The Bobcat Prowl Committee is composed of a chair or co-chairs and RFSA volunteers.

(Adopted November 10, 2021)

E. 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. An RFSA Endowed Scholarship was established in Spring of 2019.

The Scholarship Committee is composed of a chair or co-chairs and RFSA volunteers.

(Amended October 9, 2019)

F. 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 a chair or co-chairs and RFSA volunteers.

(Amended October 9, 2019)

G. Social Committee

The purpose of the Social Committee is to plan, coordinate and conduct sponsored events including but not limited to:

Summer and Holiday Luncheons
Coordinate with RFSA President and Texas State when invited to attend University sponsored events:
Retiree Fair in the Spring
President’s New Retiree Reception
Bobcat Pause (usually the President is invited to read names)

The Social Committee is composed of a chair or co-chairs and RFSA volunteers.

(Adopted October 9, 2019)

H. Special Events and Trips (SEAT) Committee

The purpose of the Special Events and Trips (SEAT) Committee is to plan and coordinate RFSA social or enrichment events, activities and trips offered from time to time to members for their consideration and participation, such as:

Texas State” theater or musical productions
Veterans Day Parade – vehicle and riders
RFSA-sponsored trips to designated destinations – day or overnight
“RFSA Day/Night” at Bobcat Athletic events

The Special Events and Trips (SEAT) Committee is composed of various chairs and RFSA volunteers.

(Adopted October 9, 2019)

I. 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 Vice President was appointed to collect all documents (minutes, budget, etc.) and deliver them to University Archives in September of each year.

(Adopted March 6, 2013; amended October 9, 2019)

J. Website, Constitution, and By-Laws Committee

The purpose of the Website, Constitution, and By-Laws Committee is to update and maintain the Association’s website through the RFSA’s Liaison. This Committee is responsible for reviewing the By-Laws and Constitution in September of odd number of years.

The Website, Constitution, and By-Laws Committee is composed of a chair or co-chairs and RFSA volunteers.

(Adopted August 13, 2014; amended October 9, 2019)

K. Special Topics Committee

The purpose of the Special Topics Committee is to provide a Speakers’ Forum for the discussion of a variety of topics pertaining to Texas State retirees, including but not limited to the stock market, the economy, and medical costs. It meets approximately three to five times a year.

The Special Topics Committee is composed of a chair or co-chairs and RFSA volunteers.

(Adopted October 9, 2019)

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 as 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 to provide an annual student scholarship, a significant and dedicated cost to the Association. The primary sources of revenue for the Association are the Fall Social and the Bobcat Prowl. 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; amended November 10, 2021)

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)

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

Monthly budget reports will be provided by the Administrative Financial Analyst (University Development) 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 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; amended October 9, 2019)

Reviewed by the Constitution and By-Laws Committee in August 2019

Amendments approved by the RFSA Advisory Board on October 9, 2019

Amendments approved by the RFSA Advisory Board on November 10, 2021