WESTERN WASHINGTON UNIVERSITY RETIREMENT ASSOCIATION BYLAWS
Amended April 6, 1999
BY-LAW I Membership Meetings
(1) Annual Meeting
There shall be an Annual Meeting of the membership of the Association in each fiscal year, which shall be held in the spring, at a time and place designated by the Board of Directors. During the Annual Meeting, the Association shall transact business as may properly be presented for action. When business is transacted at a meeting of the Association, Robert’s Rules of Order shall be followed. The Board of Directors may be referenced as ‘the Board’ in this document.
(2) Other Meetings
There shall be other meetings of the Association as the Board directs.
Ten percent of the membership shall constitute a quorum at any meeting of the Association.
(4) Notice of Meetings
The secretary shall give notice of the time, place, and purpose of all meetings of the Association.
BY-LAW II Meetings of the Board
(1) Robert’s Rules of Order shall be followed at all meetings of the Board. All Board meetings shall be open to the membership of the Association.
(2) Election of Officers
The Board, including the newly-elected Directors who have not yet been seated, shall meet to elect officers during the week before the Annual Meeting of the Association.
(3) Planning Meeting
The Board shall hold a planning meeting within one month following the Annual Membership Meeting to approve the chairpersons of the standing and other committees and to consider the work of the Association for the coming year. The President shall designate the meeting time and place.
(4) Regular Meetings
The Board shall meet monthly, unless otherwise agreed to. The meeting time and place shall be established by the Board.
(5) Special Meetings
Special meetings of the Board may be held upon the call of the President or upon request of any three members of the Board.
Notice of Meetings
The Secretary shall give notice of each meeting of the Board to each Director.
A majority of the Directors shall constitute a quorum.
BY-LAW III Dues
For the purposes of the dues, there shall be seven categories of
1. Benefactor $100.00 to 500.00
2. Contributing Membership 50.00 to 99.00
3. Sustaining Membership 25.00 to 49.00
4. Regular Membership 12.50
5. Pre-Retirement Membership 12.50
6. Surviving Spouse 6.00
7. Limited Income 6.00
Dues shall be for a fiscal year beginning July 1 of each calendar year.
(3) Time of Payment
Annual dues are payable on or before the fifteenth day of September of each year.
BY-LAW IV Duties of Officers and Others
(1) A Director of WWURA is one of nine governors of the Association. With the exception of the election of Directors and approving amendments of the Constitution (which are responsibilities of the Association membership), the Directors elect or appoint the officers of the Association, approve all committee appointments, and make or approve all decisions (fiscal and otherwise) that affect the Association.
The duties of a Director include:
1. Be a voting member of the Board.
2. Serve on (or chair) at least one standing committee of WWURA.
The President of WWURA is the chief executive officer of the Association. The President may not serve consecutive terms nor serve as President-elect following a year as President. The office of President includes general supervision of the activities of the Association. The president may be a Director of WWURA.
In addition, the President:
l. Presides at meetings of the Board, Executive Committee, and the Annual and Quarterly meetings of the Association.
2. Communicates the decisions of the Board and the status of the Association to the membership through newsletters, and,
3. Writes, after consultation with the Executive Committee, the agenda for meetings of the Board.
4. Serves as an Association representative to CRHEE (Coalition of Retired Higher Education Employees).
(3) President-elect/Vice President
A President-elect of WWURA is elected annually for a three-year term by the Directors from among themselves or former Directors. In the first year of the term, the President-elect is the Vice President of WWURA. In addition to the duties of a Director, if appropriate, the Vice President’s duties include:
1. Be prepared to assume the duties of the President should the President be unable to serve.
2. If not a Director, serve as an ex-officio non-voting member of the Board of Directors.
3. Be a member of the Executive Committee.
4. Serve as manager of the office of WWURA, arranging for staffing as needed.
5. Serve as an Association representative to CRHEE (Coalition of Retired Higher Education Employees).
The President-elect becomes the President of WWURA in the second year of the term and Past President in the third year of the term.
(4) Past President (Ex-President)
During the year following the Presidency, the former President is the Past President of WWURA. The duties of the Past President include:
1. Assume the duties of the Presidency should both the President and Vice President be unable to serve.
2. Serve on the Executive Committee of WWURA.
3. Serve as an ex-officio, non-voting member of the Board if not an active Director
The Secretary of WWURA is elected annually by the Board from the membership of the Association and may serve consecutive terms. The Secretary is a member of the Executive Committee and, if not a Director, an ex-officio non-voting member of the Board of Directors. The duties of the Secretary include:
1. Write minutes of all meetings of the Board, notes of the Executive Committee meetings, and notes of the Annual and Quarterly meetings for permanent files in the WWURA office.
2. Send notices of all meetings to Directors, Executive Committee, and Association members as appropriate. This responsibility is satisfied by annual notice of dates and places of meetings if dates are firm.
3. Be responsible for Board correspondence other than that relating to fiscal matters.
The Treasurer of WWURA is elected annually by the Board from the membership of the Association and may serve consecutive terms. The Treasurer is a member of the Executive Committee and, if not a Director, an ex-officio, non-voting member of the Board of Directors. The duties of the Treasurer include:
1. Manage the financial affairs of WWURA, including keeping all fiscal records and paying all bills.
2. Report to the Board and Membership Committee the status of membership dues paid by members.
3 File financial records in a permanent file in WWURA office.
4. Provide a monthly financial report of bank balance, receipts, and expenditures to Board.
(7) Committee Chairperson
The chairs of standing and other committees of WWURA are responsible to the Board for fulfilling the committee charge approved by the Board. In addition, standing committee chairs shall recommend to the Board appointments of members to assist in committee responsibilities. Committee chairs shall make brief monthly reports to the Board. Since each committee shall have a member who is a Director, this task may be assigned. Committee chairs and members may be reappointed to consecutive terms.
The Historian of WWURA is appointed by the Board and may serve consecutive terms. The Historian shall maintain files of brief biographies of members of WWURA and a record of events and accomplishments worthy of note. The Historian shall report to the membership at the Annual Meeting.
The President will appoint annually a member of the Board to be Parliamentarian. The Parliamentarian shall be the arbitrator of all disputes regarding procedures and protocol.
(10) Newsletter Editor
The President will appoint or reappoint annually a member of the Association to serve as Newsletter Editor. The Newsletter Editor, working with the other officers of the Association, shall:
1.Edit and prepare a minimum of six newsletters a year.
2. Serve as an ex-officio, non-voting member of the Board, if not an active Director.
BY-LAW V Committees
(1) Standing Committees
Standing Committees will vary from time to time but shall include such committees as the Board determines to be essential or desirable to carry out the purposes of the Association as outlined in Article II of the Constitution.
The standing committees may appoint sub-committees, which shall report to them.
(3) Term of Office
Members of the Standing Committees shall serve a one-year term and are eligible for successive reappointment.
(4) Ad Hoc Committees
The Board may appoint ad hoc committees for the study of special problems. These committees shall report to the Board and shall serve at its pleasure.
(5) Executive Committee
The Executive Committee of the Board is composed of the Officers of the Association. The Executive Committee does the fact-finding and preliminary work for the Board of Directors and proposes policy for the Board’s consideration.
By-law VI Amendments
The Board may, by a two-thirds vote, amend the By-Laws at any regular meeting provided that the amendment or amendments have been circulated to the Board at least one week before the meeting at which they are to be voted upon.