RETIRED FACULTY AND STAFF ASSOCIATION
An Affiliate of the
California Polytechnic State University
San Luis Obispo, California
Revised November 2020; Approved February 2021
ARTICLE I Name and Affiliation
Name. The name of this organization shall be the Retired Faculty and Staff Association, hereinafter referred to as the Association.
Affiliation. This Association shall be an affiliate of the University Development and Alumni Engagement Division of California Polytechnic State University, San Luis Obispo, hereinafter referred to as Cal Poly. It is also an affiliate member of the California State University Emeritus and Retired Faculty and Staff Association.
ARTICLE II Purposes
Purposes. The purposes of this organization shall be as follows:
- To aid in the promotion of the general welfare of Cal Poly.
- To perpetuate friendships among retired members of Cal Poly faculty, staff and their spouses.
- To encourage young people to attend Cal Poly.
- To cooperate with administrative, faculty, and student officers of Cal Poly by participating in the development of special projects and programs.
- The general purposes stated above shall be liberally construed to the end that the Association, through its retired members collectively and/or individually, may continue to benefit Cal Poly.
ARTICLE Ill Responsibilities
Responsibilities. The Association, through its officers, shall:
- Operate in accordance with the laws of the State of California and conform to policies and procedures of the university.
- Promptly report to University Development and Alumni Engagement any amendments or revisions of the Association bylaws.
- Carry out all activities in accordance with the Association bylaws.
- Report, within one week, the results of all elections and/or appointments of Association officers to University Development and Alumni Engagement.
- Maintain, with the University Development and Alumni Engagement, a current roster listing the names, addresses, telephone numbers, and email addresses of all officers of the Association.
ARTICLE IV Membership
- Eligibility: Membership in the Club shall be determined as follows:
- Any person who has retired from employment at Cal Poly or any of its auxiliary organizations shall be eligible for membership in the Association.
- The spouse or surviving spouse of a member qualifying for membership in the Association by the above shall be eligible for membership.
- Life membership shall pass to the surviving spouse upon death of the life member.
- Retired faculty and/or staff in the same family shall pay annual or life membership dues separately.
- Rights and Privileges: Any member of the Association is entitled:
- To participate in all meetings of the Association and to hold elected office in the Association.
- To receive official publications of the university as designated by University Development and Alumni Engagement
ARTICLE V Board of Directors and Elections
- Board of Directors. The Board of Directors, hereinafter referred to as the Board, shall consist of all elected officers and immediate past president, all with voting privileges. A representative of University Development and Alumni Engagement chose by the Vice President shall be a nonvoting, ex officio member of the Board. The Board shall meet at the call of the President or any two other Board members. It will meet not less than twice a year, once in the Fall and once in the Spring. The Board is authorized to conduct business on behalf of the Association.
- Officers shall be elected for two-year terms, initially, and may be elected and serve for as many additional consecutive or nonconsecutive terms in the same or any other Association office as desired by vote of the membership. After the first term, the officer may be elected for a one- or two-year term. Term of office shall begin July 1st of the year elected.
- A nominating committee composed of at least three members shall be appointed by the Association President. Nominations for the officers of the Association from this committee shall be presented to the membership at the last meeting of the calendar year in even-numbered years. Additional nominations from the membership at this meeting shall also be accepted at that time. Officers of the Association shall be elected by the membership at a meeting before the terms will begin and before July 1st.
- In the event of premature vacancy of an office (e.g., illness, death, resignation, etc.) the Association President shall appoint a replacement to fill the vacant office. Such appointed officer shall serve until the next regular election of officers and shall have the voting privileges of a duly elected officer.
ARTICLE VI Officers and Their Duties
- President. The President shall:
- Coordinate activities of the Board.
- Insure that the responsibilities set forth in Article III of the bylaws are carried out.
- Appoint a nominating committee to establish a slate of officers.
- Appoint members to fill vacant offices.
- Appoint other Association officials as deemed necessary and approved by the Board.
- Set agendas for Board and Association meetings and officially open and adjourn all such meetings.
- Vice President. The Vice President shall:
- Carry out all duties of the President in absence of the President or when the office is prematurely vacated.
- Arrange for venues and food service at Association meetings.
- Select, schedule and make necessary arrangements for speakers, other programs and Association meetings.
- Discharge other assignments made by the President.
- Treasurer/Membership Chairperson. The Treasurer/Membership Chairperson shall:
- Collect Association and Life Membership dues.
- Deposit funds, pay bills and maintain the checking account.
- Be responsible for all associated financial transactions and maintenance of financial records of the Association.
- Report on the state of accounts at each Board meeting.
- Submit (at least annually) summaries of financial transactions to the President, the Board and University Development and Alumni Engagement.
- Maintain current list of all members, their addresses, phone numbers and email addresses.
- Receive reservations and collect money for luncheon and other fee-related meetings. Arrange for change at such functions. Pay for room rental and/or food services as required.
- Keep records of those who attend.
- Secretary: The Secretary shall:
- Record the minutes of the Board and Association business meetings.
- Maintain all records and correspondence pertinent to the Association.
- Assist the Vice President and Treasurer/Membership Chairperson in taking reservations, taking roll and collection of fees (when required) for Association meetings.
- Newsletter Editor. The Newsletter Editor shall:
- Prepare a manuscript of Association Newsletters (and other mailings as needed) and submit them to the appropriate university official for approval.
- Summarize activities of Association members for inclusion in the Newsletter from information submitted on the dues forms or other available sources.
- Arrange for distribution of the Newsletter via email or the postal service.
- Scholarship Chairperson. The Association offers an annual scholarship for one or two outstanding Cal Poly students. Funds are received via donations and Life Membership dues (currently $250). The Scholarship Chairperson shall:
- Promote contributions to the scholarship fund.
- Report the status of the fund at least annually to the Board and membership.
- Maintain contact with the scholarship officer of the university Financial Aid office.
- Membership Enhancement Chairperson. The Membership Enhancement Chairperson shall:
- Provide advice on resources for Association members.
- Provide advice on continuity of the Association.
- Advertise Association events to potential participants.
- Facilitator of Special Events. The Facilitator of Special Events shall:
- Facilitate at least one special event each year.
- Determine the event in consultation with the Board and membership.
- Determine the cost of the event.
- Arrange for transportation, admission fees, tour guide(s), housing and anything else needed for the event.
- Write the advertisement to be used to promote the event.
- Membership Recruitment Facilitator. The Membership Recruitment Facilitator shall prepare, maintain and facilitate a plan for the recruitment of new Association members.
- Coffee Hour Facilitator. The Coffee Hour Facilitator shall:
- Determine the dates and secure locations for holding Coffee Hour events on a regular basis.
- Send out invitations and reminders of Coffee Hour events.
- Host Coffee Hour events and secure volunteers to assist with the events as needed.
ARTICLE VII Meetings
Meetings. Association meetings shall be scheduled no less than three times per year. There shall be an Association meeting by June 1 of years when officers need to be elected.
ARTICLE VIII Finance
Dues. Annual and Life Membership dues shall be established by the Board.
ARTICLE IX Bylaws and Amendments
Bylaws. The Association shall be governed by these bylaws.
Amendments and Revisions. These bylaws may be amended or new bylaws proposed by a two-thirds vote of the Board. Adoption of such an amendment or new bylaw requires a two-thirds vote of the members present at any meeting of the Association.