Dec. 7, 2005, Revised: Spring 2016, Dec. 6, 2017, March 19, 2019
ARTICLE I — NAME
The name of this organization shall be the Dallas County Community College District Retirees Association.
ARTICLE II — PURPOSE
The purpose of this Association shall be to promote the welfare, social, and professional interests of its members; to participate and aid in the civil and educational advancement of our county; to provide support for the DCCCD; and to cooperate with units of retired individuals on all levels.
ARTICLE III — MEMBERSHIP
Section 1. Membership in this Association shall be open to persons designated as eligible for membership under the DCCCD Human Resources policies.
Section 2. Association dues shall be payable to the treasurer on an annual basis coinciding with the calendar year (January-December) or a lifetime membership may be purchased.
Section 3. The amount of annual dues or a lifetime membership shall be set by the Executive Board with the approval of the membership at any Business meeting by a two-thirds vote of members present and voting, provided the proposed amount of annual dues has been presented to the members at least one month before the voting date.
Section 4. Twenty-five percent of dues collected each year will be given to the DCCCD Foundation to be deposited in the DCCCD Retiree Association Scholarship fund.
ARTICLE IV — OFFICERS AND THEIR DUTIES
Section 1. The officers of this Association shall be a President, vice-president, secretary, and treasurer. The past president and the RET Newsletter editor shall both serve as ex-officio and voting members of the Executive Board.
Section 2. The President:
- acts as the spokesperson, representative, and leader for the Association,
- calls and conducts all association meetings,
- coordinates officer responsibilities,
- provides guidance and direction for the Association and works with the District designated Association liaison, District staff and Association membership in the achievement of Association goals and objectives.
The President shall also appoint the editor of the newsletter. The President shall have the power to appoint an official representative for meetings if unable to be the official representative. The President shall coordinate the printing and mailing of the summer RET Newsletter. All powers not otherwise delegated to other officers shall be reserved to the President.
Section 3. The vice-president:
- serves as assistant to the President,
- assumes duties of the President in case he/she is unable to serve,
- supports the President in the identification of membership needs and serves as Membership Chair
- coordinates the recruiting of new members,
- sending welcome letters to new retirees, a membership form, the policy and form for requesting business cards, and a current RET newsletter, and provides name badges for members and guests attending luncheons/business meetings.
Section 4. The secretary:
- keeps an accurate record of meetings and reports regularly to the membership through the RET newsletters,
- conveys such records to the District webmaster for publishing,
- submits Colleagues We Will Miss information for each RET newsletter,
- mails sympathy cards to families of deceased retirees who are members of the Association,
- sends thank you cards to businesses who provide door prizes at annual luncheons and business meetings,
- assists with DCCCD Retiree Directory updates,
- maintains a notebook with meeting minutes,
- copies of RET newsletters, DCCCD Retirees Directory, handouts provided with events information and other Association items.
The secretary presents proposed DCCCD Retiree Association By-Laws changes for approval by members present at business meetings.
Section 5. The treasurer:
- maintains financial records of the Association and reports regularly at meetings called by the President and to the membership at business meetings on the Association's financial standings;
- maintains records on all Association members,
- assists vice-present in supplying member and guest names for events,
- collects monies as appropriate,
- is responsible for the disbursement of all funds,
- submits records for an annual review by an ad-hoc committee, and
- informs his/her successor of responsibilities to facilitate an orderly transition of the financial affairs of the Association.
The treasurer will negotiate any dates and contracts needed between vendors and the Association and will forward information to the appropriate event coordinator. The treasurer and/or the President shall be authorized to sign Association checks.
Section 6. The RET newsletter editor:
- serves as a clearinghouse for the Association's news and information,
- organizes and edits articles for publication and creates the Association's newsletters,
- provides a checklist of newsletter contents to the Association's Leadership Group, prior to publication submits a copy of the RET newsletter to selected individuals for proofreading,
- upon completion of the fall and spring RET newsletters, conveys a grayscale copy to the District retiree liaison for printing and a copy to the District webmaster for web publishing and conveys a copy of the summer newsletter to the Association President for printing and distribution to paid members.
ARTICLE V — ELECTION OF OFFICERS
Section 1. The President, vice-president, secretary, and treasurer shall be elected in December.
Section 2. A nominating committee shall be appointed by the President. It shall present a slate of candidates in time for publication in the fall RET newsletter. The candidates should be in good standing and have agreed to serve if elected. The officers shall be elected and installed at the December business meeting and assume office at that time. The first meeting after the election should be attended by both new and former officers to facilitate an orderly transition.
Section 3. All officers of the Association shall serve a two-year term from the date of the election.
ARTICLE VI — EXECUTIVE BOARD
Section 1. The executive board shall consist of the elected officers, the immediate past president, and the RET newsletter editor.
Section 2. The executive board shall direct the programs and formulate the general policies concerning the business of the Association, fill by appointment all vacancies occurring in the executive board between elections, review the selection of the nominating committee chair, other committee chairs and event coordinators as needed and perform such other duties as designated by the membership.
ARTICLE VII — MEETINGS
Section 1. The business meetings of the Association shall be held bi-annually.
Section 2. Other meetings may be called as needed.
ARTICLE VIII — COMMITTEES
The president shall create special committees as the occasion demands. The Nominating and Scholarship committee shall be Standing Committees.
Coordinators shall be appointed from the membership by the President to oversee events, luncheons, and other activities, to recruit members to participate in these and provide details for the RET newsletter and handouts at the luncheons.
ARTICLE IX — QUORUM
For an executive board meeting, a majority of the executive board shall constitute a quorum. For business meetings, a majority of the Association members present shall constitute a quorum.
ARTICLE X — BY-LAW CHANGES
The By-Laws of this Association may be amended at any business meeting by a two-thirds vote of members present and voting, provided the proposed amendments have been presented to the members at least one month before the voting date.
Standing Rule 1. Annually an ad hoc committee, appointed by the President, will review and discuss the accounting records of the Association. During the calendar year, this Ad Hoc Committee will assess the accuracy of the DCCCD Retirees Association Treasurer's records.