The Retired Faculty Association of the University of Southern California Rules and Procedures
Ratified 11 April 2014
THE RETIRED FACULTY ASSOCIATION
OF THE UNIVERSITY OF SOUTHERN CALIFORNIA
RULES AND PROCEDURES
Article 1: Name and Purposes
Section 1. The name of the organization is the Retired Faculty Association of the University of Southern California. It is also known more simply as the Retired Faculty Association (RFA).
Section 2. The purposes of the RFA are to promote the wellbeing of its members and to support the USC retiree community. The RFA joins with active faculty and staff in supporting the mission of the university. The RFA collaborates with other relevant organizations in pursuit of these goals. The RFA serves as a resource for its members and promotes their collegiality and intellectual and social interests.
Article 2: The RFA and the USC Retiree Community
The RFA is one of four related organizations of the USC retiree community. The Emeriti Center (EC) is part of the Provost’s Office and supports all USC retirees. The RFA and the Staff Retirement Association (SRA) are membership organizations. The relationships between the EmeritiCenter and the RFA are detailed in a Memorandum of Understanding. The fourth entity is the EmeritiCenterCollege, the educational and research arm of the EmeritiCenter. The Presidents of the RFA and the SRA, as well as the Director of the EmeritiCenterCollege, are members of the Executive Committee of the EmeritiCenter.
Article 3: Membership
Section 1. Membership in the RFA includes all those who have been full-time or part-time members of the USC faculty in one or more academic ranks and who have been identified to the EmeritiCenter by the university as having retired. A currently employed USC faculty member in the above academic ranks who would like to activate his or her membership prior to retirement is welcome to do so. In addition, the spouse or partner of a living or deceased RFA member can become an active member of the RFA. A partner is one who is legally recognized as such by the laws of the State of California.
Section 2. An active member, with rights to hold office and vote, is any one of the above who has paid his or her current annual membership contribution.
Section 3. An associate member is a Faculty member who has retired from a faculty position at another AAU institution, who has applied for membership in the RFA, and who has made an annual contribution. He/she, as a courtesy, may be designated an associate member. Such a member cannot serve as an officer but will otherwise enjoy all the privileges of active membership.
Section 4. An endowed member is one who, in addition to his or her annual contribution, donates, or commits through his or her will to do so, at least $10,000 to the USC/RFA endowment.
Section 5. A representative member is one who represents the RFA to another entity or program. If not a member of the Board of Directors of the RFA (hereinafter referred to as the Board), the representative member is encouraged to attend the meetings of the Board and to report, as appropriate, to the Board on the activity of the entity or program at which he/she acts as a representative of the RFA.
Section 6. An inactive member is one who has not made his or her annual contribution.
Article 4: Contributions
Members will be solicited annually for a contribution in an amount determined by the Board of the RFA, as appropriate for support of the activities of the RFA. Additionally, contributions will be sought for the endowment of the RFA, its operating account, in support of the Caldwell Scholarships, or for such other purposes to be determined by the Board.
Article 5: Meetings of the Association
Section 1. The Annual Meeting of the RFA will be held in March of each year. All active members are eligible to attend. The agenda and items to be voted upon at that meeting will be sent, two weeks prior to the meeting, to all active RFA members who have provided an email address and will also be posted on the RFA website. A ballot with the names of individuals nominated as Officer(s) or at-large members of the Board will be included with the agenda. An email vote on the nominations will be due before the Annual Meeting. The results of the election will be conveyed to the Board at the Annual Meeting. Newly elected Officers and Board members will assume office on the following July 1.
Section 2. A General Meeting of the Association may be called by the Board at any time and the procedures noted in Section 1 above will be followed.
Section 3. Those active members present and voting shall constitute a quorum for the transaction of business at any Annual or General Meeting, provided that due notice of the meeting has been given as per Article 5, Section 1. Approval will be by a majority vote of those present and voting.
Section 4. Roberts Rules of Order will be followed.
Article 6: Officers
Section 1. The officers shall consist of the President, the Vice President, who is the President Elect, the Past President, the Secretary, the Treasurer, and the Webmaster. The President, Vice President, and Past President shall serve one-year terms in a three-year succession. The Secretary and Treasurer shall serve a three-year term and be eligible for reelection to a second and final three-year term.
Section 2. If an officer or at-large member is temporarily unable to serve, the President may appoint another member of the Board to take the place of the person unable to serve. That person shall serve until the elected officer or at-large member is able to resume his/her duties. If a position is permanently vacant, procedures under Article 8 b. ii will be followed. (See Nominating Committee)
Section 3. An at-large Board member or active member who is elected as an Officer may, after completion of that service, remain on the Board to serve the remaining years of his/her eligible term(s) as an at-large member.
Article 7: Board of Directors
Section 1. Membership of the RFA Board shall consist of the following:
b.) At-Large Board members: At least eight active members of the RFA shall serve as at-large members. At-large members are elected for a three-year term. Election of as many new at members as are necessary to assure that the eight positions are filled shall occur as provided in Article 5, Section 1. At-large members shall be eligible for a second three-year term. After a lapse of one year, an active member who has served for six years on the Board shall be eligible for reelection as an at-large member. At least one at-large member shall be the surviving spouse or partner of a retired faculty member.
c.) Standing Committee Chairs serve on the board and are appointed by the President from among active RFA members, subject to the approval of the Board.
d.) Ex-officio members are those who serve on the RFA Board by virtue of the positions they hold and include the Executive Director of the USCEmeritiCenter, the Director of the EmeritiCenterCollege, and the President of the Staff Retirement Association.
Section 2. Meetings of the Board shall be scheduled monthly, and the schedule of meetings for the coming year will be posted on the RFA website in July of each year. Special meetings of the board may be called at the discretion of the President. Meetings can be deferred by vote of the board. A majority of those present and voting will be required for approval of all Board actions.
Article 8: Committees
Section 1. All committees shall have representation from both the University Park and Health Sciences Campus, unless there is any reason to the contrary. At least two at-large members shall be appointed to any standing committee.
Section 2. Standing Committees
a.) Executive Committee
i.) The committee shall consist of the officers and two at-large board members appointed by the President for a non-renewable period of two years.
ii.) The committee shall consider matters of importance to the membership such as service on University Committees and recommendations for the Paul E. Hadley Faculty Award for Service to USC and the USC Faculty Lifetime Achievement Award.
iii.) The President shall report to the Board on the actions of the Executive Committee on a regular basis.
iv.) The committee shall meet at the call of the President to consider changes to these Rules and Procedures for submission to the RFA Board and for subsequent approval as described in Article 9 of this document.
b.) Nominating Committee
i.) The committee, appointed by the President, will consist of five members: the President elect, the President, the Past President and two at-large members of the Board. One of these at-large member will serve as Chair.
ii.) The committee will recommend active members for positions as officer or at-large board member that will become vacant due to completion of a term. Recommendations will be submitted to the Board at its February meeting.
iii.) During the subsequent year, the Nominating Committee may be asked to reconvene at the call of the President. The purpose would be to submit a recommendation of an active member to fill a vacancy that may occur, for any reason, among the officers or at-large Board members. A person appointed to such a vacant position will serve until the next election.
c.) Programs/Events Committee
i.) The committee is responsible for the creation and delivery of programs that will be of interest and service to the RFA membership and others in the university community. This includes development of a variety of joint programs with the SRA and in cooperation with the EmeritiCenter, EmeritiCenterCollege and the Membership Committee. The purpose of these programs is to increase the engagement of RFA members with each other and the RFA and to enhance intellectual and social wellbeing of RFA members and the entire USC retirement
ii.) The Chair will assist the President Elect in making arrangements for the Provost’s Luncheon.
d.) Scholarship Committee
i.) This committee is charged with developing and enhancing scholarly and cultural opportunities for undergraduate and graduate students, including those in which they relate to RFA members, such as intergenerational programs and activities.
ii.) The committee will interact with Admissions and Financial Aid in implementing the MOU that governs the Russell Caldwell Neighborhood Scholarship Program and shall actively support and promote the Program and its scholars.
e.) Communications Committee
i.) The Past President and the Webmaster of the RFA will be the Co-chairs.
ii.) The committee is responsible for expanding the means and ease of connectivity and communication among RFA members through electronic and print media, including specific matters as decided by the Board. This includes the generation, oversight, and nurture of the quality, reach, and usefulness of the RFA website, the creation of message boards and other ways of creating special interest venues that would be of interest to members, the potential for an RFA directory and other such ideas as might be beneficially explored. The committee will work in close collaboration with the Webmaster and provide guidance to the Webmaster regarding website policy and procedures.
iii.) The committee is responsible for ensuring the generation of timely and accurate information for the RFA website and the USC Retiree Community Newsletter. It also has oversight for the development of any surveys of RFA members and any grant applications to the university or external sources.
f.) Membership Committee
i.) The committee is charged with increasing the number of contributing members and of encouraging greater participation of all retired faculty in the work and activities of the RFA. Participation is perhaps best garnered through one-on-one personal contact. In particular, the committee will seek the active participation of surviving spouses or partners of deceased retired faculty.
ii.) The committee will coordinate, through liaison or shared membership, with others who are conducting programs of interest to the retired faculty, such as the EmeritiCenter and the Program/Events Committee of the RFA.
iii.) The committee should be representative of the various geographical regions, academic specialties and ages of the university’s retired faculty.
iv.) The at-large Member of the RFA Board who is the surviving spouse or partner of a faculty retiree shall be a member of the committee.
v.) The committee will send letters of congratulation and condolence as needed.
g.) Finance Committee
i.) The committee, chaired by the Treasurer, shall develop with the Treasurer the annual budget for consideration at the May meeting and adoption at the June meeting of the Board.
ii.) The committee will consider the long term financial needs of the RFA.
iii.) The committee shall function as an Audit Committee and report at the Annual Meeting of the Board in March.
h.) Ombudsman/Advocacy Committee.
i.) The committee will assist individual members of the retired faculty to find solutions to problems that relate to university policies and procedures.
ii.) The committee will find solutions for problems or issues that are being experienced by all or many faculty retirees.
iii.) The committee will advance proposals that the Board has identified as being of significant interest to faculty retirees.
iv.) In these activities, the committee will work in close cooperation with the Emeriti Center.
Section 3. Ad Hoc Committees
a.) The President may, with the concurrence of the Board, appoint such ad hoc committees as may be appropriate to further the purposes of the RFA.
b.) The chair and members shall be appointed for a period to be decided by the President in consultation with the Board.
c.) The duration and function of an ad hoc committee shall be at the discretion of the Board.
d.) The charge to an ad hoc committee will be specified in the Minutes of the Board of the RFA.
e.) A list of current ad hoc committees will be posted on the Website of the RFA.
Article 9: Responsibilities of Board Members
Section 1. All Board Members
a.) A regularly-elected Board member has a responsibility to attend the monthly Board meeting and to participate actively in the functions of the Board. This includes service on and/or chairing Board committees as well as active participation in the work of the RFA. A Board member who has missed three consecutive regularly scheduled meetings of the Board shall have his/her Board membership reviewed by the Executive Committee.
b.) Before or after regular Board meetings, all Board members will personalize letters soliciting contributions to the RFA. These letters should acknowledge greater than usual contributions. Contribution letters should be mailed in early March and follow-up letters sentin July and September.
Section 2. The President
The President shall
a.) prepare and send by email a draft agenda in advance of each monthly RFA Board meeting. Agendas should be sent to each Board member and others who express an interest in receiving it. When appropriate, the agenda will indicate whether all Board members should be available before and /or after the meeting to personalize solicitation letters and should announce any RFA committee meetings scheduled before and/or after the regular Board meeting.
b.) chair monthly meetings of the Board of Directors, General Meetings and meetings of the Executive Committee.
c.) maintain contact with and be available to RFA members and others within the university who are important to the work of the RFA.
d.) with the approval of the Board, and consent of the member, appoint chairs and members to Standing and Ad Hoc Committees for a period to be recommended by the president. When appropriate, in initially appointing members of a committee for several years, terms should be staggered with initial appointment for one year for one third of members, two years for a second third and three years for the remainder.
e.) may appoint an Assistant Secretary and/or Assistant Treasurer.
f.) recommend one or more members of the RFA, one of whom shall be a member of the Board of the RFA, to serve on the Benefits and Resource Committee of the EmeritiCenter.
g.) initiate long-range planning, goal setting, assessment and other such actions as may be useful to the health and success of the RFA.
h.) serve as a member of the Emeriti Center Executive Committee and an ex officio member of the Board of Directors of the Staff Retirement Association.
i.) communicate with the members through a “President’s Message” in each USC Retiree Community Newsletter.
j.) be an ex officio member of all committees.
Section 3. Vice President/President Elect
The Vice President/President elect shall
a.) assist the President in any way possible and understudy the President’s job in preparation for assuming that responsibility.
b.) preside at any Board or Executive Committee meeting when the President is unable to do so.
c.) have primary responsibility for arranging the Provost’s Luncheon.
Section 4. Past President
The Past President shall
a.) serve as advisor to the President and to the Board.
b.) serve as the RFA representative to the Academic Senate with the option to designate another Board member as an alternate.
c.) serve as Co Chair of the Communications Committee.
d.) shall, in coordination with the Membership Committee, prepare the letter(s) that solicit annual contributions to the RFA and arrange with the Emeriti Center Staff to prepare and mail the letters.
Section 5. Secretary
The Secretary shall
a.) in the case of the Annual or General Meetings, arrange to post the agenda as required by Article 5, Section 1 of these Rules and Procedures.
b) take minutes at all Board and general meetings and submit draft minutes prior to and for approval at the following Board Meeting.
c.) take minutes at meetings of the Executive Committee and circulate to Committee members.
d.) be responsible for the program of birthday cards by regular mail or email.
e). be a member of the Communications Committee.
Section 6. Treasurer
The Treasurer shall
a.) chair the Finance Committee.
b.) oversee all financial operations of the RFA in collaboration with the Staff of the EmeritiCenter.
c.) maintain appropriate financial records and provide a monthly summary ofthe Association’s financial accounts for the RFA Board meeting. This written reportshould include the receipt of all dues and other income, and expenditures in the payment of bills and any necessary transfers or reinvestment actions. Copies of these reports are to be sent by email to all Board members, prior to the Board meeting.
d.) work with the Finance Committee to prepare the annual budget proposal for review at the May meeting and adoption at the June meeting of the Board. He/she shall report on the prior year’s financial operations by the end of the first quarter of the following fiscal year.
e.) interact, as appropriate, with the EmeritiCenter, the USC Credit Union and elements of the University’s financial organizations in the transfer of funds for such purposes as the support of the EmeritiCenter, the Caldwell Scholarship Program and the USC RFA Endowment.
Section 7. Webmaster
The Webmaster manages both the content and the design of the Retired Faculty Association’s website. He/she seeks guidance from the RFA Communications Committee about policy and procedures, and closely coordinates the RFA Website with that of the EmeritiCenter. The Webmaster interacts with the University’s Information Technology Services (ITS) about technical and website development issues. The Webmaster co-chairs the Communications Committee with the Past President of the RFA.
Article 10: Amendment to Rules and Procedures
Proposed amendments to these Rules and Procedures will be submitted to the Executive Committee in writing or may be initiated by the Executive Committee. A recommendation from the Executive Committee will be submitted to a duly called meeting of the Board of Directors and voted upon by the Board of Directors after a lapse of one month.