H A N D B O O K
The University of Tennessee Retirees’ Association
THE UNIVERSITY OF TENNESSEEE RETIREES ASSOCIATION
H A N D B O O K
The University of Tennessee Retirees Association (UTRA) is an organization established to promote communication between the University and its retirees and their families, to assist the University in carrying out its objectives, to provide spokespersons for the retirees, to be an advocate for retirees to promote and enhance benefits, and to offer opportunities for retirees and their families to socialize with each other.
In January 1979, the UTK Faculty Fringe Benefits Committee suggested that a retirees association be formed. By February, the committee had prepared a resolution, which was adopted by the UTK Faculty Senate. In March proposed bylaws were submitted to Chancellor Jack Reese for approval. In October of 1979 Chancellor Reese hosted a luncheon for retirees and endorsed the association. In November the first formal meeting of the association was held.
In January of 1980 the retirees approved a proposed constitution for the organization to be known as The University of Tennessee Knoxville, Retirees Association, or UTKRA.
At the 1982 Spring meeting of the Retirees Association, a need for a campus headquarters was expressed. Subsequently, the Administration Liaison Committee met with Chancellor Jack Reese, and he and his staff offered to provide such a space. In response to a request to the Chancellor to suggest ways UTKRA might be helpful to UTK, the creation of a so-called "auxiliary" was mentioned. The UTKRA Board accepted the offer of a space in Tyson Alumni House and proceeded to survey the members to see if sufficient interest existed to establish some sort of service group composed of retired UT employees. Three areas were identified as possible projects: campus tours, assistance in international education, and small projects of human resources such as editing.
The UTKRA Board was asked to implement an "auxiliary." A small committee was selected to develop an organization to coordinate efforts. Among the first decisions of this committee was the selection of the name, "UTKRA Service Corps." At the same time, this committee agreed to expand its own membership sufficiently to provide sub-committees on the three initial areas of service.
In October 1986 headquarters were opened in Room 112 of Tyson Alumni House.
In September 1990 the retirees approved an amendment to the constitution changing the name of the organization to the University of Tennessee Retirees Association, or UTRA.
On February 27, 1996 the UTRA approved a revision (to omit ambiguities and to clarify sections of the document) of the bylaws and changed the title of the document to "Constitution."
In April 2001 headquarters office moved to Room 208-B of the Conference Center Building.
HISTORY OF FURNISHING IN THE UTRA OFFICES
The following table lists items used to furnish the UTRA offices and the source of those items.
PAST OFFICERS OF THE UNIVERSITY OF TENNESSEE RETIREES ASSOCIATION
LISTS OF OFFICERS, DIRECTORS, COMMITTEES
THE UNIVERSITY OF TENNESSEE
BOARD OF DIRECTORS
MAY 2004 THROUGH APRIL 2005*
7821 Ramsgate Rd.
Knoxville, TN 37919 email@example.com
1039 Southgate Rd.
Knoxville, TN 37919 firstname.lastname@example.org
5013 Rapids Rd.
Knoxville, TN 37914 email@example.com
3 yrs. Ms. Daisy Bolton 947-1766 Treasurer
1 yr. Ms. Dawn Von Weisenstein 690-3944 Board
608 Galveston Rd.
Knoxville, TN 37923 firstname.lastname@example.org
*Terms of office adjusted due to change in By-Laws
UT RETIREES ASSOCIATION
Committees 2004 - 2005
Lorayne Lester (website)
Betty Craig (website)
Administrative Liaison and Scholarship:
Membership and Social Services:
John Kirchenstein (Council on Aging)
Board of Directors
MEETINGS AND OTHER ACTIVITIES
The University of Tennessee Retirees Association holds three general meetings each year. The Spring meeting is designated as the Annual Meeting.
In addition, special events include:
The UTRA Board of Directors meets in the month of May for an organizational meeting and such other times as necessary to carry out the duties of the Board.
UTRA charges dues which may be paid annually or in one lifetime payment. Current dues are $5.00 per year or $40.00 for one lifetime dues payment.
UTRA dues are used for the following:
BOARD OF DIRECTORS
The UTRA Board of Directors consists of seven persons, six elected by the membership and one appointed by the UT Executive Director of Human Resources. Each year at the Annual Meeting, the Nominating Committee proposes three nominees for the Board of Directors. Nominations also may be made from the floor provided the individual is a member of UTRA and has agreed to be nominated. The membership elects three directors to serve a three-year term.
A Director who has served a three-year term must rotate off the Board for one year before being eligible for another term of office as Director.
AND SUPPORT PROVIDED BY HUMAN RESOURCES
One member of the UTRA Board of Directors is appointed by the UTK Executive Director of Human Resources to serve until his/her replacement is appointed. This appointed member serves as liaison between the University and UTRA.
The Liaison Director attends all meetings of the Board of Directors and of the Association.
The Liaison Director and supporting staff provide assistance to the UTRA in the following:
At the first Board meeting of the year, usually in the month of May, the Board of Directors elects from its membership a president-elect, a vice president, a secretary, and a treasurer. The president-elect automatically moves up to president in the following year. Each officer serves a one-year term or until his/her successor has been elected. If a member of the Board is elected to office during the first year of his/her term of office, he or she may be elected for a second one-year term to the same office or to a different office. No director may hold more than one office at a time.
The remainder of this section lists the duties of the various officers.
The President-Elect becomes President following the term(s) of the sitting President.
The Vice President acts in the absence of the President and performs other duties that may be assigned to him/her.
The President may appoint the Vice President to serve as chair of the program committee.
In an ordinary society, unless the minutes are to be published, they should contain mainly a record of what was done at the meeting, not what was said by the members. The minutes should never reflect the secretary’s opinion, favorable or otherwise, on anything said or done.
CONTENT OF THE MINUTES
The first paragraph of the minutes should contain the following information (which need not, however, be divided into numbered or separated items directly corresponding to those below):
The body of the minutes should contain a separate paragraph for each subject matter, giving, in the case of all important motions, the name of the mover, and should show:
The last paragraph should state:
The UTRA secretary assures that the original of the approved minutes is placed in the minutes book, which is stored in the closet of the Retirees Office, and that a copy is sent to the Board Liaison Director.
UTRA will maintain three (3) standing committees which include finance, program, and nominating.
3. Nominating Committee
Administrative Liaison and Scholarship Committee
This two-member committee serves as the liaison between the University and the retirees and/or their families. The term of office is one year. Its purpose is to inform the Association as to how it may assist the University in carrying out its policies and objectives. University requests for assistance should be reported to the Board. Such requests may need to be included in mail-outs or newsletters, and/or announced at Association meetings. The committee might set regular quarterly or monthly meetings with the senior administrative officer or other appropriate person to determine how the Association can assist the University.
An academic scholarship awarded through the Financial Aid Office may be granted at the discretion of the board.
With the approval of the Board, the President may appoint an ad hoc Publications Committee of two or three persons for the purpose of the updating the UTRA brochure or for the purpose of recommending a candidate for the position of Newsletter Editor should a vacancy occur. The Committee presents its recommendation to the Board for approval.
Membership and Social Services
The Membership Committee consists of three members who serve for a one-year term. The President appoints the Chair who recruits the other two committee members. The purpose of the Committee is to assist the Human Resources Employee Benefits Office in identifying deceased retirees or their spouses, retirees who have moved out of the local area or who have no interest in UTRA, and to contact new retirees to invite them to join UTRA. Also, this Committee recommends any changes to be made in the composition of the membership list.
This Committee consists of two or three persons who serve a one-year renewable term. The President appoints the Chair who recruits the other committee member(s). The purpose of the Committee is work toward improving campus and/or state benefits for retirees and keeping UTRA members aware of local, state, and national benefits. A representative of the Committee meets with the Fringe Benefits Committee of the UTK Faculty Senate to discuss problems concerning the UT retirement program as viewed by retirees. In addition, the Committee members study and evaluate the health insurance program available to retirees or state retirement pay and work with state legislators and other officials on improving such benefits. The Chair of this committee is responsible for providing the Newsletter Editor information regarding fringe benefits and related topics for publications in the UTRA newsletter.
This Committee consists of four or five members who serve a one-year term. The President appoints the Chair who recruits the other committee members. The purpose of the Committee is to provide useful projects for retirees to do to assist the University in carrying our its objectives and policies. Specifically, the Committee works with University officials to determine how the UTRA can help the University and administers the performance of these projects. In addition, the Service Corps obtains staffing for the UTRA office from 9:00 a.m. to 12:00 noon, Monday through Friday (on days the University is open). Volunteers for staffing sign up on a calendar kept in the Retirees Office. The Service Corps seeks volunteers for vacant dates and for dates volunteers are unable to keep. Another purpose of the service corps may include recruiting volunteers to make telephone contacts to encourage membership participation in upcoming events and/or projects.
Committee on Committees
From time to time, the President may appoint an ad hoc Committee on Committees to review the structure and duties of each UTRA committee and recommend any changes to the Board of Directors. The Board then may grant approval for the President to disband any committee except the standing committees to include Finance, Program and Nominating which are ordered by the Constitution. Also, the Board may grant approval for new committees which the President may appoint.
WHAT YOU NEED TO KNOW TO STAFF THE UT RETIREES OFFICE
SNOW POLICY: Close the office on seeing the first snowflakes. Do not attempt to open the
office on the mornings when snow is falling.
THE UNIVERSITY OF TENNESSEE RETIREES ASSOCIATION
Name, Purpose, and Headquarters
Section 1. The organization shall be known as the University of Tennessee Retirees Association, or UTRA.
Section 2. The purpose of UTRA shall be to establish a formal vehicle of communication between The University of Tennessee (U.T.) and its retirees and their families, to assist the University's units at Knoxville in carrying out University of Tennessee approved objectives and policies, and to offer social and fellowship contacts and benefits for U.T. retirees and their families.
Section 3. The headquarters of UTRA shall be Knoxville, Tennessee, and mail shall be received through the U.T. Retirees Association Headquarters, 208-B Conference Center Building, 600 Henley Street, Knoxville, Tennessee, 37996.
Section 1. All retired employees of The University of Tennessee, their spouses (including surviving spouses), and spouses of employees eligible for retirement who died before being retired are eligible for membership. All retired employees, their spouses (including surviving spouses), and members of their families may attend UTRA meetings, but only members who have currently paid their dues may vote and hold office.
Section 2. When a retired employee and spouse who is not a UT retiree are both living, they shall be considered as one member for payment of dues and for voting. When both spouses are retired UT employees, both of the spouses pay dues and both may vote and hold office.
Section 1. Dues shall be fixed by the Board of Directors and approved by the membership.
Section 2. Annual dues, which are paid in advance, shall be for a membership year beginning May 1 and ending April 30.
Section 3. Life membership dues consist of a one-time payment, usually made upon joining the UTRA, which shall provide lifetime membership for the retiree and his/her surviving spouse, if the spouse is not a University retiree.
Section 1. The Officers shall consist of a President, a President-Elect, a Vice President, a Secretary, and a Treasurer chosen from the Board of Directors, by the Board of Directors, at its first meeting after the Association’s Annual Meeting in the Spring.
Section 2. No member shall hold more than one office at a time, and no member shall be eligible to serve more than three consecutive one-year terms in the same office.
Section 3. The President shall preside at Board and Association meetings, shall appoint committees as stated in Article VI, shall be the chief executive, and shall represent or assist in representing the Association as authorized by the Board.
Section 4. The President-Elect becomes President following the term(s) of the sitting President.
Section 5. The Vice President shall act in the absence of the President.
Section 6. The Secretary shall record the minutes of Board meetings and of Association meetings.
Section 7. The Treasurer shall receive and disburse funds of the Association, subject to Board direction and approval; shall make a detailed financial report at the Annual Meeting of the Association; and shall provide such other financial information as the Board may direct.
Board of Directors
Section 1. The Board of Directors shall consist of seven members: six members to be
elected by the general membership and the seventh member, who shall act as liaison between the University and UTRA, to be appointed by the University of Tennessee, Knoxville (UTK) Executive Director of Human Resources.Section 2. Nominations for the elected Board members shall be made by the Nominating Committee and presented at the Annual Meeting. Nominations may also be made from the floor. Election shall be by a majority vote of those present and voting at the Annual Meeting.
Section 3. The elected Board members shall serve three year terms, or until their successors are elected, with two members being elected each year. In the event of a vacancy, the remaining members of the Board shall appoint a person to the unexpired term.
Section 4. An elected Board member may serve no more than two successive three-year terms on the Board.
Section 5. The Board member appointed by the UTK Executive Director of Human Resources shall serve until a new member is appointed.
Section 6. The Board of Directors shall administer the affairs of the Association, represent the Association and carry out the activities and services of the Association, including the approval of expenditures as authorized by annual budgets and the making of contracts for the Association. It shall meet as often as is necessary to perform its function, or on call by the President. Four members shall constitute a quorum.
Section 1. A Finance Committee shall be appointed by the President at the Winter Meeting of the Association, or at least one month prior to the Annual Meeting, to prepare a proposed budget and to recommend to the Board of Directors the fixing of the amount of dues. The budget shall be submitted for membership approval at the Annual Meeting.
Section 2. The President shall appoint a Program Committee to recommend a program for the ensuing year. Members of the Board and the Association will be invited to make suggestions to this committee. After approval by the Board, the committee shall carry out the program.
Section 3. At the Winter Meeting of the Association, or no later than one month prior to the Annual Meeting, the President shall appoint a Nominating Committee of three members. It shall be the duty of this committee to nominate three candidates for the Board of Directors to be presented at the Annual Meeting.
Section 4. The President, with the approval of the Board, shall appoint such other committees as are necessary to carry on the functions of the Association.
Section 1. The Association shall hold regular meetings at least twice a year (Spring and Winter) at a time and place decided upon by the Board. Notice of all Association meetings shall be published in the Association's Newsletter or mailed to members.
Section 2. The Spring meeting of the Association shall be designated the Annual Meeting and shall be for the purpose of electing new Board members, voting on the budget and dues, presenting reports to the membership, and soliciting views of the members.
Section 3. Special meetings may be called by the President, a majority of the Board, or on the written petition of ten (10) percent of the members. A written notice of a special meeting stating the purpose of the meeting shall be sent to all members not less than two weeks before the meeting.
Section 4. A quorum shall be the number of dues-paying members present at a meeting.
The rules contained in the current edition of Robert's Rules of Order Newly Revised shall govern the Association in all cases to which they are applicable and in which they are not inconsistent with the Constitution, any special rules of order that the Association adopts, and any statutes applicable to this organization.
Amendment or Revision of the Constitution
Section 1. This Constitution shall be effective upon adoption and shall supersede the Constitution and/or Bylaws, any amendments, and any revision heretofore adopted by the Association.
Section 2. Amendment to or revision of the Constitution may be made by a two-thirds (2/3) vote of the members present and voting at any regular or called meeting, provided that at least two weeks advance notice of the proposed amendment or revision has been published in the Association's Newsletter or mailed to members.
Upon the dissolution of the Association and the discharge of its debts and the settlement of its affairs, any funds and property of the Association remaining thereafter shall be conveyed to The University of Tennessee.
To the extent permitted by law, the Association shall indemnify and hold harmless the officers of the Association. Any person made a party to any action, suit, or proceeding by reason of the fact that such person, their testator or intestate, is or was an officer or employee of the Association or any organization in which the person served as such at the request of the Association, shall be indemnified by the Association to the full extent permitted by law. Such right of indemnification shall not be deemed exclusive of any other rights to which such officer or employee may be entitled.
No person in whatever relationship with the Association shall be subject to discrimination on the basis of race, ethnic background, national origin, religion, color, age, sex, or condition of handicap.
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