UT Retirees' Association

UT Retirees'             Association

208-B Conference Center Building  Knoxville, TN 37996-4125  Phone: (865) 974-6506 (TDD/TTY Available)  Fax: (865) 974-6066

      H A N D B O O K

 

A. Purpose 1

B. History 2

History of Furnishing in UTRA Offices 3

Past Officers Listed by Year 4

List of Officers, Directors, Committees 5-7

Meetings and Other Activities 8

Dues 9

Board of Directors, Duties of Liaison Director and Staff Support 10-11

Officers, Duties of 12 -18

Committees 19-22

Staffing the UTRA Office 23-25

Constitution 26-29

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.

The following table lists items used to furnish the UTRA offices and the source of those items.

2 yrs. Dr. Don Byerly 693-6028 President

7821 Ramsgate Rd.

Knoxville, TN 37919 dbyerly@utk.edu

3 yrs. Dr. Eldredge Kennedy 693-3902 President-Elect

1101 Venice Rd.

Knoxville, TN 37923-2048 ejk@utk.edu

 

1 yr. Dr. Ed Buckner 524-8329 Vice-President

1039 Southgate Rd.

Knoxville, TN 37919 ebuckner@utk.edu

1 yr. Ms. Frances Houser CPS 546-0698 Secretary

5013 Rapids Rd.

Knoxville, TN 37914 flhouser@aol.com

3 yrs. Ms. Daisy Bolton 947-1766 Treasurer

7829 Jefferson Oaks Dr.

Knoxville, TN 37938 dmb@utk.edu

 

1 yr. Ms. Dawn Von Weisenstein 690-3944 Board

608 Galveston Rd.

Knoxville, TN 37923 dvonw@knology.net

Ms. Therese Leadbetter 674-6018 or Board/Advisor

Human Resources 974-2118 (direct)

Suite 232, CCB

Knoxville, TN 37996-44125 tleadbetter@utk.edu

 

*Terms of office adjusted due to change in By-Laws

Finance:

Jay Meredith

Joe Fornes

Program:

Ed Buckner

Communications:

Neel O'Steen

Lorayne Lester (website)

Betty Craig (website)

Administrative Liaison and Scholarship:

Don Byerly

Eldredge Kennedy

Membership and Social Services:

Becky Harper

John Kirchenstein (Council on Aging)

Service Corps:

Kaddie Barber

Edith Szathmary

Daisy Bolton

Fringe Benefits:

Dawn VonWeisenstein

Fred Young

Pete Gossett

Don Kleinfelter

Handbook:

Board of Directors

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:

Educational and social outings

The Annual UT Fall Festival

The Annual Holiday Open House

Trips to scenic and historical sites

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:

Grants as determined by the Board of Directors.

Travel expenses for Fringe Benefits Committee members who travel to Nashville to lobby legislators.

Honoraria for speakers for UTRA meetings, if appropriate.

Subsidies for UTRA sponsored events.

Office functions such as mailings and supplies.

 

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.

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:

Meetings

Schedules date and time

Reserves meeting place and makes room arrangements such as placement of tables and chairs, bulletin boards, microphones, slide projector, etc.

Arranges refreshments/luncheon

Arranges transportation for trips

Records reservation checks for trips

Provides copies of agenda, budget, minutes as needed

Provides nametags for attendees

Greets attendees

Assures that notice of all Association meetings is published in the Newsletter

Notifies Directors of date, time, and place of Board meetings

Provides the Treasurer a statement of any meeting expenses to be paid by UTRA

Records. Maintains files containing the following information.:

Minutes and related material from meetings of the Board and the Association

UTRA Constitution/Bylaws

UTRA Handbook

Membership data base

Other records of historical importance

Newsletter. The Liaison Director drafts information for the UTRA newsletter and submits it to the Newsletter Editor who puts the draft in final form for printing. The Liaison Director makes arrangements for printing and distribution of the newsletter.

Update of Handbooks. Each year in the month of April, the Liaison Director requests the return of all Handbooks for updating. Each officer should be asked to provide suggestions for updating his/her duties. The President will appoint one or more persons to be responsible for updating the Handbook. The Liaison Director is responsible for the printing of updated pages/sections of the Handbook.

Other Duties: The Liaison Director may perform other duties related to the UTRA.

 

 

 

 

 

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 is the chief executive and represents or assists in presenting the Association as authorized by the board

The President presides at Board Meetings and at Association meetings

The President may call meetings of the UTRA Board of Directors.

The President may call meetings of the Association. (Special meetings of the Association also may be called by a majority of the Board or by the written petition of ten (10) percent of the members). A written notice of a special meeting stating the purpose of the meeting must be sent to all members not less than two weeks before the meeting.

The President shall appoint one or more individuals to update the handbook.

The President appoints the following committees (see individual committee listings for duties):

A Program Committee – at the first meeting of the fiscal year (May 1 to April 30).

A Finance Committee – at the Winter Association Meeting or at least one month prior to the Annual Meeting in April.

A Nominating Committee – at the Winter Association Meeting or at least one month prior to the Annual Meeting in April.

Other committees as needed, with the approval of the Board.

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

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.

The Secretary records the minutes of Board meetings and of Association meetings

The Secretary files a record of all meetings, announcements, letters, and other relevant information in the files of the UTRA and sends a copy to Human Resources.

The Secretary presides in the absence of the President and the Vice President

 

The following information contains excerpts from Robert Rules of Order Newly Revised, the book of parliamentary procedure used by the University of Tennessee Retirees Association (UTRA).

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 kind of meeting: regular, special…

the name of the society or assembly;

the date and time of the meeting, and the place…

the fact that the regular chairman and secretary were present or, in their absence, the names of the persons who substituted for them.

(UTRA Board minutes also lists members present, members absent, and visitors)

whether the minutes of the previous meeting were read and approved – as read, or as corrected…

 

all main motions…stating…the wording in which each motion was adopted or otherwise disposed of…

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 hour of adjournment.

 

 

 

 

 

 

Additional rules and practices relating to the content of the minutes are the following:

The name of the seconder of a motion should not be entered in the minutes unless ordered by the assembly (UTRA does not require the seconder to be named).

When a count has been ordered or the vote is by ballot, the number of votes on each side should be entered…

When a question is considered informally, the same information should be recorded as under the regular rules, since the only informality in the proceedings is in the debate.

When a committee report is of great importance or should be recorded to show the legislative history of a measure, the assembly can order it "to be entered in the minutes," in which case the secretary copies it in full in the minutes. (The UTRA secretary may refer to Attachment A or B etc., in the minutes and attach the report to the minutes).

The name of the subject of a guest speaker can be given, but no effort should be made to summarize his remarks.

The signature. Minutes should be signed by the secretary… The words Respectfully submitted— although occasionally used – represent an older practice that is not essential in signing the minutes.

READING AND APPROVAL OF MINUTES

 

The minutes of each meeting are normally read and approved at the beginning of the next regular meeting, immediately after the call to order and any opening ceremonies (In a UTRA Board meeting, the minutes may be read or printed and distributed. Minutes will be available at UTRA meetings for review.

A special meeting does not approve minutes; its minutes should be approved at the next regular meeting.

Corrections, if any, and approval of the minutes are normally done by unanimous consent. The chair calls for the reading of the minutes (UTRA: Usually copies of the minutes have been made available to the members), asks for any corrections, then declares the minutes approved…(NOTE: Minutes are not "received;" they are "approved.")

A draft of the minutes of preceding meeting can be sent to all members in advance, usually with the meeting notice. In such a case, it is presumed that the members have used this opportunity to review them, and they are not read unless this is requested. Corrections of them and approval, however, is handled in the usual way. It must be understood in such a case that formal copy placed in the minute book contains all corrections which were made and that none of the many copies circulated to members and marked by them is authoritative…

When the minutes are approved, the word Approved with the secretary’s initials and the date should be written below them (the minutes).

(UTRA: The person recording the minutes signs his/her name.)

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.

TREASURER

The Treasurer receives and disburses funds of the Association, subject to Board direction and approval.

The Treasurer makes a detailed financial report at the Annual Meeting of the Association.

The Treasurer provides other financial information as the Board may direct.

Receives, records, and deposits funds from dues and sponsored events.

Disburses funds for operating expenses, sponsored events, and special projects.

Sends life membership cards to new life members.

Provides updates for membership records kept in the offices of the UTRA and Human Resources.

Verifies (balance/check) all financial accounts.

Provides a financial statement at least once a year at the Annual (Spring) Meeting and on request by the Board at other times.

Serves on the Finance Committee.

 

 

 

UTRA will maintain three (3) standing committees which include finance, program, and nominating.

1. Finance Committee. The President appoints this Committee at least one month prior to the Annual Meeting, usually at the Winter Meeting. The Committee consists of two auditors and the Treasurer. The purpose of this committee is to prepare a budget, recommend the fixing of the amount of dues, and to audit the financial records at the end of the fiscal year. This committee’s work begins in January or February and ends in May or whenever the audit has been completed.

January-February:

The President appoints the chair and at least one additional member to serve with the Treasurer on the Finance Committee.

The chair contacts chairs of the other committees to request their budget items by a set date, e.g., March 1.

March:

The Committee meets to plan the budget, which is submitted to the Board for approval.

April:

The recommended budget is submitted to the Association for approval at the Annual (Spring) Meeting.

 

May:

The Committee’s auditors, with the help of the Treasurer, audit the Association’s financial records for the past year. A notation should be made on the financial records that the audit has been performed, and the auditors should sign and date the notation.

2. Program Committee. The President appoints the committee in the month of May to serve for one year. The President may appoint the Vice President to chair the program committee. The purpose of this committee is to recommend a program for the Association and to assist in carrying out the program. It is further indicated that the program shall consist of activities deemed suitable by the Board, subject to the direction of the membership. Thus, this Committee has a rather broad and open charge. While it is expected to provide programs for the regular membership meetings, it also has the opportunity to develop many innovative and/or social activities. Trips to places of local interest have been suggested, as have bridge and other types of card parties, golf tournaments, studies on legal problems for the elderly, investment opportunities, gardening information, and how to grow show-type roses. Such interest programs should be developed without special relation to the regular meetings. Any required budget for such programs should be submitted to the Finance Committee four weeks prior to the spring meeting. This committee should inform the Publications Committee of committee activities and actions of interest to retirees and their families.

 

 

 

3. Nominating Committee

The purpose of the Nominating Committee is to recommend three members for election to the Board of Directors.

This committee consists of three members appointed by the President at least one month prior to the Annual Meeting. (Spring)

The President may recommend the outgoing board members to serve on the nominating committee.

The recommendation should include people whom they believe to be capable of serving as Directors of UTRA and who have indicated a willingness to serve as leaders and officers of the organization.

 

At the Annual Meeting, the Nominating Committee recommends the names of three members. A Director serves a two-year term and is not eligible to succeed him/herself. The Nominating Committee’s work is completed when three Directors have been voted to the Board.

4. The President, with the approval of the Board, appoints such other committees as are necessary to carry on the functions of the Association. The following list describes various committees that have been appointed and which may, or may not, be needed for a particular year.

 

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.

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.

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.

STAFF: The UT Retirees Office is staffed by UT retirees who volunteer to serve in this capacity. A list is kept in the UTRA office of retirees willing to perform this service. When an employee retires, he/she is given the opportunity to be placed on this list. The Service Corps contacts retirees to establish and maintain a group sufficient to staff the office. The Chair of the Service Crops makes the initial contact with the retiree regarding the date the retiree might be able to serve. Each volunteer while staffing the office will place his/her name on the calendar for the date(s) he/she would like to work during the next month. If a volunteer must cancel his/her day of service, that volunteer should seek a replacement.

DUTIES: Staffing duties include the following:

Answer the phone, retrieve from and respond to telephone messages from the answering machine.

Greet people who visit the office.

Open the mail and decide on the disposition. Place membership dues and applications in the closet and notify the Treasurer.

Provide information. If you don’t have the answer to an inquiry try to find someone who does. Some information, such as schedule of UTRA meetings and a list of officers, is kept on the desk.

Make or cancel reservations for one of the UTRA rooms. The reservation should be for a UTRA group. If someone other than a retiree wishes to reserve one of the rooms, refer the call to in the Human Resources Employees Benefits office, 4-6018.

Water the plants if you are the Friday volunteer.

Before leaving the office contact the person who follows you on the next calendar day. Volunteer names and telephone numbers appear on the staffing calendar.

Telephone new retirees (list provided monthly by Human Resources) to encourage retirees to join the association and to attend meetings and trips. Record all contacts on the daily calendar.

Record your work experiences on the daily calendar.

Lock the office, return the key to the place where you picked it up.

HOURS: 9:00 a.m. to 12:00 noon, Monday through Friday, when UT is open. On the desk are sign-up sheets where volunteers may designate the days they wish to work in the 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.

PARKING: Courtesy Parking available at Locust Street Garage (corner of Locust and Clinch). Bring parking ticket to Employee Relations, Room 232 CCB, where the receptionist will have it stamped for you.

KEYS: Obtain the Office key from the receptionist in Room 232. Please be sure doors are locked when you leave.

TELEPHONE: Answer the telephone by saying "Retirees Association." Instructions on the use of the telephone are located on the first few pages of the Faculty/Staff Directory.

RESTROOM: The restrooms are located around the corner beside the elevators. Turn right upon exiting the Retirees’ Office, the left at the intersecting hallway.

VENTILATION: If the ventilation/heating/cooling is uncomfortable, try closing doors of rooms not in use, covering the vents, or call the receptionist at 4-6018 to request assistance.

SUPPLIES: Supplies are located in the desk. Please leave a note for Therese Leadbetter to request office supplies which will be provided on request to Human Resources Employee Benefits.

FILES: Please feel free to read anything you find in/on the desk or tables. However, please do not remove anything from the office without first checking with the Liaison director.

COPY MACHINE: Bring anything needing copying to the receptionist in Room 232. No charge is made to UTRA for making a few copies.

CONF. ROOM: If someone contacts the UTRA Office to reserve the UTRA Conference Room which is only available during normal business hours (8:00 a.m. – 5:00 p.m.), you can make the reservation by noting the following information on the daily calendar: Date and time for which the conference room is reserved, name and telephone number of the person requesting the reservation and your name.

SECURITY: The Conference Center Building has an alarm system which is activated by any attempted entry after hours when the system is turned on, approximately 5:15 p.m. to 7:15 a.m.

FIRE: An alarm panel is located in the hallway, to the left of the UTRA office door and about 15 feet down on the right wall. The alarm sound is a buzzing tone, not a bell. If the alarm sounds, immediately leave the building. A fire extinguisher is located in the hallway directly to the left of the UTRA office door. Extinguishers will be active for about 20 seconds.

EVACUATIONS: If evacuations of the building should become necessary, go to the designated meeting place, the small park-sitting area outside the main doors on Locust Street. Remain there until determination has been made that everyone has been evacuated from the building. The evacuation route will be posted in the hallway beside the fire extinguisher.

MAIL: Leave outgoing mail with the receptionist in Room 232. Mail pick-up and delivery time: 1:00 p.m.

ASSISTANCE: If you need assistance in answering questions from callers, or if you need information related to working in the UTRA office, call Human Resources Employee Benefits, 4-6018.

 

CHECK LIST FOR CLOSING THE OFFICE

 

Enter your name and experience in the calendar.

Turn off and cover the typewriter.

Turn off the computer.

Lock the supply closet.

Turn off the lights

Return the key to where you picked it up.

 

 

 

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 4. When both spouses are retirees of the University, both pay dues.

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.

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.

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.