Bylaws

UNIVERSITY OF MISSOURI-ST. LOUIS

RETIREES ASSOCIATION

BYLAWS

PURPOSE: This Association promotes the welfare of retired and former faculty and staff and supports the activities of the UMSL Alumni Association as appropriate, given the UMSLRA’s status as affiliated with the Alumni Association. The Association strives to enhance the image of UMSL in the local and state communities while supporting the educational programs of the University of Missouri-St. Louis. The official name of the organization is University of Missouri-St. Louis Retirees Association (UMSLRA).

Activities of the UMSLRA are regulated by these Bylaws.

Article I – Membership

A. Regular Member: Regular Membership is open to University of Missouri retirees, former employees, and pre-retirees who are age 55 or older. A Regular Member is eligible to vote, to hold office, to participate in the affairs of the Association, and to receive all communications of the Association.

B. Associate Member: Any of the following persons may become an Associate Member of the Association by paying the annual dues. An Associate Member may participate in the activities of the Association, serve on committees and receive all communications of the Association. They may not hold office or serve on the Board. They cannot vote. Persons eligible for Associate Membership are:

I. The spouse, surviving spouse, or domestic partner of a Regular Member.

2. Any other person who expresses interest in joining the Association and receives the approval of
the Board of Directors. Common examples include Honorary Members and former employees of other
UM campuses.

C Dues: The Board of Directors shall determine dues for the UMSLRA with approval of the regular membership.

D.The membership year begins on June 1 and ends on May 31.

Article II – Meetings

A. There will be an annual business meeting of the UMSLRA each spring. The election to fill vacancies of officers and board members and other business brought by the Board of Directors will be conducted at this meeting. The Treasurer will report on the financial condition of the UMSLRA. Committee chairs will summarize the activities of their committees during this meeting. Individuals and groups will be given an opportunity to express concerns to the membership. The President-elect, who will become president at this meeting, will compile the various reports, record any votes taken, and present their final report to the webmaster for posting. The incoming president’s report will serve as the official Minutes for the annual business meeting.

B. The UMSLRA will meet in the late fall for a Holiday Luncheon. This will normally be a social gathering, but the meeting can be called into session briefly to conduct any timely business.

C. Special meetings of the membership may be called by the Board of Directors, or by a petition signed by at least ten percent of the regular membership of the UMSLRA, to consider business that is stated in the petition. The membership shall be notified of such a meeting at least twenty-one (21) days in advance of the meeting date, unless the membership agrees to suspend this requirement due to the urgency of the request.

D. A quorum for conducting business of the UMSLRA shall consist of the smaller of 20% of the regular membership or 35 regular members.

Article III – Officers of the Association

There will be four officers of the Association as described below. Each officer must be a Regular Member of the Association. Two officers are elected each year: President-elect and Treasurer. The office of President and Immediate Past President are not elected positions. The presidency is a three-year commitment with Year 1 being President-elect; Year 2 being President; Year 3 being Immediate Past President.

A. The President is the presiding officer of the Association and of the Board of Directors and is an ex-officio member of all committees except the Nominating Committee. The President may form any committee deemed necessary for the operation of the Association. The president appoints members of all committees subject to the approval of the Board of Directors unless otherwise provided in these Bylaws.

Typical responsibilities of the President include (but are not limited to):

Schedule and hold Board meetings throughout the year.
Develop agenda items for the meetings, with input from the Board of Directors.
Write a column for each of the two chapter newsletters and for the three UM Connections.
Work with committees on overall issues and concerns.
Attend in-person meetings at UM System to present chapter activities and consider statewide issues.
Participate in systemwide online meetings.
Propose possible speakers to the Board for both membership meetings.
Be the spokesperson for the Association to the Chancellor, the Alumni Association, or any other campus administrator.
Conduct an “onboarding” meeting for newly elected Board members and Officers in July or August following their elevation to President.

B. President-elect. The President-elect is the first year of a three-year commitment to the leadership of the UMSLRA. The President-elect shall be an ex-officio member of each committee.

Typical responsibilities for the President-elect include (but are not limited to):

Assume the duties of President in the absence or resignation of the President.
Consult with the President on Board matters.
Consult with chairs of standing committees for guidance or assistance in committee matters.
Work closely with the Nominating Committee to propose a slate of Officers and members of the Board of Directors who will work well with the President during their presidential year.

C. Immediate Past President. This is the final year of a three-year presidential term. Immediate Past Presidents have four major responsibilities:

Serve as Chair of the Nominating Committee. In this capacity, the Immediate Past President forms a Nominating Committee, consisting of up to four Regular Members. The Immediate Past President, along with the Nominating Committee, should consult closely with the President-elect as to suitable candidates for offices.
Serve as Chair of the Retiree of the Year Awards Committee. The Chair will solicit nominations, vet them with the Awards Committee, and submit the Awardees’ credentials to the Chancellor at the end of the selection process. The Awards Committee will consist of the Immediate Past President as Chair, as well as one person appointed by the UMSL Staff Association and one person appointed by the Faculty Senate. In addition, the Chair will appoint two previous Retiree of the Year Award recipients to this selection committee, one each a former Staff and former Faculty recipient.
Serve as an advisor to both the sitting President and President-elect, as needed or requested.
Serve on any special project or assignment at the request of the President, as mutually agreeable.

D. The Treasurer shall be responsible for the maintenance of all financial records of the Association, prepare financial reports for each Board meeting as well as the Spring Annual Meeting, and any other financial reports as directed by the Board of Directors.

Additional typical responsibilities of the Treasurer include (but are not limited to):

Preparing current financial reports for each Board meeting.
Paying approved expenses of the Association.
Accounting for all income to the Association.
Working with the Alumni Association regarding the UMSLRA’s allotted budget.

E. Secretary/Minutes. Upon adoption of these Bylaws, the position of Secretary is eliminated. Minutes will be recorded in the following manner:

Board of Directors Minutes: The Minutes for Board of Directors meetings will consist of written reports by Committee Chairs, a Treasurer’s Report, as well as any written reports by any officer. If a vote is made in response to a motion on an issue, the President of the Association will record the motion and vote and report the results in the final President’s Report that will be submitted after the Board meeting. Once the Board approves these reports at the following Board meeting, these reports will then be given to the Webmaster for posting on the UMSLRA webpage.

Full Membership Meetings. The President will record and submit any relevant business activity occurring during a Call to Order at the fall Holiday Luncheon. At the Annual Spring Meeting, the sitting President-elect will document relevant business at this meeting, including the election results and any other motions or business conducted. At the following year’s meeting, the outgoing President will present the Minutes taken the previous year for Membership approval. The Minutes will then be given to the UMSLRA Webmaster for posting.

Article IV – The Board of Directors

The Board of Directors consists of the Officers of the Association and eight additional Regular Members of the Association elected by the Regular Members in attendance at the Annual Spring Business Meeting. The Officers constitute the Executive Committee of the Association, and the eight additional Regular Members complete the UMSLRA Board of Directors. Each non-officer Director shall serve a two-year term. Terms are to be staggered so that four Directors are elected each year. Each Board member may be re-elected at the pleasure of the membership. Regular Members may be added to the Board as ex-officio, non-voting members, on a temporary or permanent basis if the Board and the Member mutually agree that the Member’s presence assists the Board in carrying out its duties and responsibilities. Regular Members may attend one or more Board of Directors meetings, at their request, but will have no vote on matters before the Board.

The Board of Directors’ typical duties and responsibilities are as follows:

A. Formulates and recommends policies to the UMSLRA for approval.

B. Directs the activities of the Association between annual meetings.

C. Recommends for approval of the membership the assessment of dues that are necessary to finance
the activities of the Association.
D. Approves the appointment of members of all committees, except the Retiree of the Year Award
Committee.
E. Non-officer Board members will be appointed by the President to one of the three member services committees to carry out the functions and duties of the appointed committee. The President will designate one of the appointed Board members as the Committee Chair of each committee.

Article V – Committees

There are five Standing Committees of the UMSL Retirees Association:

Nominating Committee. Chaired by the Immediate Past President. This Committee consists of up to four Regular Members, and the President-elect. The four Regular Members shall not be current Officers and Board of Directors of the Association. This Committee is selected during, or shortly after, the Holiday Luncheon. Their task is to craft a slate of candidates for open Board positions, the office of President-elect, and the office of Treasurer.

2.Retiree of the Year Selection Committee. Chaired by the Immediate Past President. This
Committee consists of a member appointed by the UMSL Staff Association, a member appointed by the
UMSL Faculty Senate, a former Faculty Award recipient selected by the Chair, and a former Staff Award
recipient selected by the Chair. This committee solicits nominations, vets the candidates, and selects a
recipient for the Faculty Award and the Staff Award. The proposed recipients are forwarded to the
Chancellor’s office for final approval. If no one is nominated for either the Faculty or Staff Award, or if
the nominations submitted to do not qualify for the award, then no awards in those categories will be
awarded that year. Should a member of the Selection Committee resign from the Committee or fail to
participate, the Chair has the prerogative to replace that member with a member of the UMSLRA Board
or proceed without them.

3. Planning and Events Committee. Chair appointed by the President, with the approval of the Board of Directors. This Committee develops, plans, and schedules events that foster the educational and social needs of the membership. This Committee, among other activities, shall be responsible for the planning and scheduling of the UMSLRA Holiday Luncheon and Spring Annual Meeting. The Planning and Events Committee will also:

A. Offer ideas for social activities for the Board to consider.
B. Consult with the President to align activities with the President’s goals for their term.
C/ Work with the Alumni Association to compose, produce, and send invitations to the membership. D. Track and report attendance at all UMSLRA events.

4. Membership Committee. Chair appointed by the President, with the approval of the Board of Directors. This Committee recruits and maintains UMSLRA memberships. The committee shall coordinate information with the Treasurer to identify the paid status of the UMSLRA members. The Treasurer will maintain a digital file of ALL persons who have ever been a member of the UMSLRA. The file will contain information on members indicating their status (Regular, Associate) and that facilitates contact with the member(s) and records the various states of standing of the member (e.g., Deceased, Surviving Spouse, and Membership dates).

The Membership Committee will also:

A. Develop recruitment strategies and materials to be used with soon-to-retire and newly retired UMSL employees.
B. Send renewal requests to UMSLRA members of record each April.
C. Send follow-up requests to non-responsive members throughout the calendar year.
D. Inform the Treasurer of returned information and send the Treasurer any dues received.
E. Maintain digital files of the Membership.
F. Maintain the confidentiality of all member information.

5. Communications Committee. Chair appointed by the President, with the approval of the Board of Directors. This Committee composes and distributes at least two newsletters and other communications for UMSLRA members. Distribution of communications shall be coordinated with the Membership Committee’s official file of membership contact information and may utilize any Board-approved form (e.g. digital/electronic, United States Postal Service). The Communications Committee will also:

A. Solicit articles from the Board and other relevant sources.
B. Send content on a regular basis to Facebook and the UMSLRA Webmaster to post on the UMSLRA website.
C. Take, or arrange for photos to be taken, at UMSLRA events and send them to the President for publications requested by the UM System.
D. Be responsible for any Social Media platforms operated by the UMSLRA, such as Facebook, Twitter (X), Instagram, or any other online platform. Those authorized to moderate content include the Chair, the President-elect, the President, and the Webmaster. Admission to online platforms is restricted to current and prospective retirees of the University of Missouri-St. Louis only and access will be granted by the moderating team. Moderators will automatically be the officers listed in this section. Additional Moderators may be appointed from Regular Members, if requested and appropriate. Moderators from outside of the RA may be appointed on a case-by-case basis in the event of unique expertise for a specific task.

6. Ad Hoc The President may, from time to time, appoint temporary Ad Hoc Committees among Board Members, Officers, or Regular Members, to address a specific project or issue facing the Retirees Association.

Article VI – Resignations and Vacancies

A. Office of President. If the President resigns, or cannot otherwise discharge their duties, then the President-elect will assume the duties of President and will be styled Interim President until the next spring Annual Meeting at which time they will begin their own presidential year.
B. Office of President-elect. If the President-elect resigns, or cannot otherwise discharge their duties, then the President will appoint a new President-elect subject to the approval of the Board of Directors. This selection can come from inside the ranks of the Board and Officers of the Association, or any Regular Member of the Association.
C. Office of Immediate Past-President: One cannot “resign” as a Past President. However, should the office become vacant, the President will appoint a member of the Board to Chair the Nominating and the Retiree of the Year Award Committees. The President will assume any other responsibilities of the Immediate Past President
D. Office of the Treasurer: Should the Treasurer resign, or cannot otherwise discharge their duties, the President will appoint a new Treasurer, subject to the approval of the Board of Directors.

E. Board Members and Committee Chairs. The President will appoint replacements for vacated Board and Committee Chair positions. Chair vacancy appointments will typically be made from the senior ranks of the Committee. Board replacements must be made from within the ranks of the Regular Members of the Association.

Article VII – Amendments

These Bylaws may be amended by a majority of those regular members attending a duly called meeting, provided all Regular Members have been provided a written notice (digital or paper document) of the proposed amendment(s) at least 21 days in advance of the next meeting. Such amendments will be moved by the Board of Directors.

Article VIII – Suspending Advanced Notice Requirement

Regular Members may elect to suspend the requirement of advanced notice on any provision of these Bylaws if a motion by the Board is made to do so for urgent reasons and the Regular Members vote affirmatively to do so.

Article IX – Dissolution

The UMSL Retirees Association may be dissolved through an affirmative vote of the Board of Directors, subject to approval by the majority vote of Regular Members called to a Special Meeting to vote on Dissolution. Should the Board and Members vote affirmatively to dissolve the UMSL Retirees Association, then the Board, in consultation with the Regular Members, will decide what portion of annual and lifetime dues are rebated. Whatever funds remain after all expenses (including rebates) are paid, will be transferred to the General Scholarship Fund at the University of Missouri-St. Louis.