Constitution and By-laws
Washington County Retired Educational Personnel Association
ARTICLE I
Name
The name of this organization shall be THE WASHINGTON COUNTY RETIRED EDUCATIONAL PERSONNEL ASSOCIATION.
ARTICLE II
Purpose
To engage in social contact, commingling, and fellowship among members of the Association and their guests and to engage in social activities for pleasure, recreation and other non-profitable purposes.
To award scholarship(s) to graduates of Washington County, Maryland, public high schools upon such criteria as may, from time to time, be established by the Association.
To do or perform any act or activity in order to carry the purposes set forth hereinabove, provided that such act or activity is permitted by the association exempt from Federal income tax under Section 501 (c)(7) of the Internal Revenue Code of 1986, as amended from time to time, or the corresponding provision of any future United States Internal Revenue Law.
To keep members aware of issues important to their welfare.
To co-operate with the National and State Retired School Personnel Associations.
ARTICLE III
Membership
All teachers and other personnel who have been directly concerned with the educational program and who are receiving pensions from the Teachers Retirement/Pension Systems of the State of Maryland are eligible for active membership in the Association upon payment of annual dues.
Out-of-state retired teachers living in Maryland and Maryland retired teachers and other educational personnel not receiving retirement allowances from the Maryland State Teachers Retirement/Pension Systems are eligible for active membership in this Association upon payment of annual dues.
Emeritus membership shall be conferred upon those members who have reached the age of ninety. Emeritus members shall be exempt from payment of annual dues.
Honorary membership may be accorded to any person who has distinguished himself or herself in work related to the Association or to all retired personnel. Honorary members shall be entitled to participate in all activities of the Association except voting and holding elective office.
Associate membership may be accorded, upon payment of dues, to members’ spouses or surviving spouses who are supportive of goals and purposes of the Association. Associate members shall be entitled to participate in all activities of the Association and be eligible for benefits, except chairing a committee, voting and holding elective office.
ARTICLE IV
Officers
The elected officers of the Association shall be Co-Presidents, a Recording Secretary, an Assistant Recording Secretary, a Treasurer, and an Assistant Treasurer. A Parliamentarian shall be appointed by the Co-Presidents. A Corresponding Secretary may be appointed by the Co-Presidents.
All officers shall be elected for a one-year term beginning July 1 and may be re-elected for additional terms.
ARTICLE V
Dues and Finance
The fiscal year of this Association shall be July 1 to June 30.
The annual dues of this Association, payable July 1, shall be recommended by the Executive Committee subject to the approval of the majority vote of members present at the Annual Spring Meeting of the Association.
A budget shall be prepared and presented at the Annual Spring Luncheon Meeting.
An audit of the financial records of the Association shall be presented at the Fall Luncheon Meeting.
ARTICLE VI
Expense of Officers
The expenses of the Co-Presidents who represent the Association on regular or special business within the state shall be paid from the treasury of this Association on the basis of an established budget.
ARTICLE VII
Meetings
The Annual Meeting of the Association shall be held in the spring, the time and place to be decided by the Executive Committee.
Action on business at regularly called meetings of the Association shall be determined by a majority of votes cast by the members present.
Special meetings of the Association may be called by the Co-Presidents.
ARTICLE VIII
Elections
All officers shall be elected at the Annual Spring Meeting. Elections shall be determined by a plurality of votes cast by the members present.
ARTICLE IX
Liability
Liability coverage of officers and leaders of the organization shall be as defined in the Maryland Volunteer Services Act of the Annotated Code of Maryland, Courts & Judicial Proceedings, §5-407 (a-c) (2002) which provides coverage as stated below:
“The Maryland Volunteer Services Act (MVSA) covers all officers, directors, trustees or others who provide services or perform duties without compensation to tax exempt organizations. Under MVSA, volunteers are not liable beyond the limits of any personal insurance he or she may have for the conduct of others in the organization or for the volunteer’s own conduct on behalf of the organization. The protection with regard to the acts of others does not extend to conduct of which the volunteer knew or should have known and approves. In addition, the protection is not available if the volunteer engages in grossly negligent, reckless, willful, wanton or intentionally tortuous misconduct.” (Quoted from Volunteer Management in Maryland – Legal Liability and Insurance Issues by Teresa LaMaster, J.D. and Charles Shafer J.D., L.L.M. and published by the Governor’s Office on Service and Volunteerism, 2004)
ARTICLE X
Amendments
An amendment to or revision of the Constitution and/or Bylaws may be proposed by the Executive Committee or by any member of the Association by submitting the proposed amendment or revision, in writing, to the Executive Committee at least one month prior to the Annual Spring Meeting.
The proposed change(s) shall be presented to the membership at the Annual Spring Meeting. A majority vote of the members present shall determine acceptance or rejection of any change in the Constitution and/or Bylaws.
ARTICLE XI
Dissolution
In the event of dissolution, all of the remaining assets and property of the Association shall, after necessary expenses, be distributed IN TRUST to The Washington County (Maryland) Board of Education (BOE), to be placed by the BOE into a certificate or certificates of deposit, all of the interest from which shall be distributed annually in equal shares to Washington County (Maryland) high schools under the jurisdiction of the BOE, to be used by each respective high school to award a scholarship each year to a graduating student from that high school, to be named the “Nellie and Lake Lytton Scholarship” at each high school, or, if said BOE shall not qualify as tax exempt under the Internal Revenue Code of 1986, as amended, or shall decline to accept said distribution, then to such other organization or organizations as shall qualify under Section 501 (c) of the Internal Revenue Code of 1986, as amended for the trust purposes herein stated.
BYLAW I
Duties of Officers
Co-Presidents – A Co-President shall preside at the meetings of the Association and the Executive Committee. The Co-Presidents shall call special meetings and shall take steps necessary to promote the interests of the members of the Association. The Co-Presidents shall present the proposed budget for the ensuing year at the Annual Spring Meeting.
Recording Secretary – The Recording Secretary shall take minutes of meetings and keep records. In the absence of the Recording Secretary, the Assistant Recording Secretary shall take minutes of meetings.
Corresponding Secretary – The Corresponding Secretary (if one is appointed) shall take care of the correspondence of the Association as assigned by the Co-Presidents.
Treasurer – The Treasurer shall receive the annual State and County dues. The Treasurer shall pay all bills of the Association that have been approved by the Co-Presidents.
The Treasurer shall reimburse the officers for organizational and other expenses necessary to promote the objectives of the Association, after these expenses have been approved by the Co-Presidents.
The Treasurer shall keep accurate accounts of all receipts and disbursements and submit a detailed financial statement to the Executive Committee at each quarterly Executive Committee Meeting.
Assistant Treasurer – The Assistant Treasurer shall aid the Treasurer in the performance of duties.
If a vacancy occurs in the office of Recording Secretary, Assistant Recording Secretary, Treasurer, or Assistant Treasurer, the Executive Committee shall appoint a member of the Association to fill the unexpired term.
BYLAW II
Committees
The Executive Committee shall be composed of the officers of the Association and Committee Chairmen and shall conduct the business of the Association between regular meetings.
The Auditing Committee shall be appointed by the Co-Presidents. This Committee shall audit books annually, after June 30 of the fiscal year.
The Nominating Committee shall be appointed by the Co-Presidents to prepare a list of nominees for offices in the Association, the names to be presented at the Spring Meeting of the election year.
The Budget and Finance Committee shall consist of the Elected Officers who will prepare an annual proposed budget.
Standing committees appointed by the Co-Presidents shall be: Membership, Legislation, Educational and Protective Services, Necrology, Nominating, Auditing, Budget and Finance, Pre-Retirement Planning, Scholarship, Awards, Social, Telephone Tree, Welfare, Newsletter.
Special Committees may be appointed by the Co-Presidents as the need arises.
BYLAW III
Parliamentary Procedure
The total number of members present at the Annual Spring Meeting shall constitute a quorum for the transaction of business. At all other meetings a quorum of six members is required.
Except where specified in this Constitution and Bylaws, the latest edition of Robert’s Rules of Order shall be the parliamentary guide for this Association.
Approved May 4, 2007
Name
The name of this organization shall be THE WASHINGTON COUNTY RETIRED EDUCATIONAL PERSONNEL ASSOCIATION.
ARTICLE II
Purpose
To engage in social contact, commingling, and fellowship among members of the Association and their guests and to engage in social activities for pleasure, recreation and other non-profitable purposes.
To award scholarship(s) to graduates of Washington County, Maryland, public high schools upon such criteria as may, from time to time, be established by the Association.
To do or perform any act or activity in order to carry the purposes set forth hereinabove, provided that such act or activity is permitted by the association exempt from Federal income tax under Section 501 (c)(7) of the Internal Revenue Code of 1986, as amended from time to time, or the corresponding provision of any future United States Internal Revenue Law.
To keep members aware of issues important to their welfare.
To co-operate with the National and State Retired School Personnel Associations.
ARTICLE III
Membership
All teachers and other personnel who have been directly concerned with the educational program and who are receiving pensions from the Teachers Retirement/Pension Systems of the State of Maryland are eligible for active membership in the Association upon payment of annual dues.
Out-of-state retired teachers living in Maryland and Maryland retired teachers and other educational personnel not receiving retirement allowances from the Maryland State Teachers Retirement/Pension Systems are eligible for active membership in this Association upon payment of annual dues.
Emeritus membership shall be conferred upon those members who have reached the age of ninety. Emeritus members shall be exempt from payment of annual dues.
Honorary membership may be accorded to any person who has distinguished himself or herself in work related to the Association or to all retired personnel. Honorary members shall be entitled to participate in all activities of the Association except voting and holding elective office.
Associate membership may be accorded, upon payment of dues, to members’ spouses or surviving spouses who are supportive of goals and purposes of the Association. Associate members shall be entitled to participate in all activities of the Association and be eligible for benefits, except chairing a committee, voting and holding elective office.
ARTICLE IV
Officers
The elected officers of the Association shall be Co-Presidents, a Recording Secretary, an Assistant Recording Secretary, a Treasurer, and an Assistant Treasurer. A Parliamentarian shall be appointed by the Co-Presidents. A Corresponding Secretary may be appointed by the Co-Presidents.
All officers shall be elected for a one-year term beginning July 1 and may be re-elected for additional terms.
ARTICLE V
Dues and Finance
The fiscal year of this Association shall be July 1 to June 30.
The annual dues of this Association, payable July 1, shall be recommended by the Executive Committee subject to the approval of the majority vote of members present at the Annual Spring Meeting of the Association.
A budget shall be prepared and presented at the Annual Spring Luncheon Meeting.
An audit of the financial records of the Association shall be presented at the Fall Luncheon Meeting.
ARTICLE VI
Expense of Officers
The expenses of the Co-Presidents who represent the Association on regular or special business within the state shall be paid from the treasury of this Association on the basis of an established budget.
ARTICLE VII
Meetings
The Annual Meeting of the Association shall be held in the spring, the time and place to be decided by the Executive Committee.
Action on business at regularly called meetings of the Association shall be determined by a majority of votes cast by the members present.
Special meetings of the Association may be called by the Co-Presidents.
ARTICLE VIII
Elections
All officers shall be elected at the Annual Spring Meeting. Elections shall be determined by a plurality of votes cast by the members present.
ARTICLE IX
Liability
Liability coverage of officers and leaders of the organization shall be as defined in the Maryland Volunteer Services Act of the Annotated Code of Maryland, Courts & Judicial Proceedings, §5-407 (a-c) (2002) which provides coverage as stated below:
“The Maryland Volunteer Services Act (MVSA) covers all officers, directors, trustees or others who provide services or perform duties without compensation to tax exempt organizations. Under MVSA, volunteers are not liable beyond the limits of any personal insurance he or she may have for the conduct of others in the organization or for the volunteer’s own conduct on behalf of the organization. The protection with regard to the acts of others does not extend to conduct of which the volunteer knew or should have known and approves. In addition, the protection is not available if the volunteer engages in grossly negligent, reckless, willful, wanton or intentionally tortuous misconduct.” (Quoted from Volunteer Management in Maryland – Legal Liability and Insurance Issues by Teresa LaMaster, J.D. and Charles Shafer J.D., L.L.M. and published by the Governor’s Office on Service and Volunteerism, 2004)
ARTICLE X
Amendments
An amendment to or revision of the Constitution and/or Bylaws may be proposed by the Executive Committee or by any member of the Association by submitting the proposed amendment or revision, in writing, to the Executive Committee at least one month prior to the Annual Spring Meeting.
The proposed change(s) shall be presented to the membership at the Annual Spring Meeting. A majority vote of the members present shall determine acceptance or rejection of any change in the Constitution and/or Bylaws.
ARTICLE XI
Dissolution
In the event of dissolution, all of the remaining assets and property of the Association shall, after necessary expenses, be distributed IN TRUST to The Washington County (Maryland) Board of Education (BOE), to be placed by the BOE into a certificate or certificates of deposit, all of the interest from which shall be distributed annually in equal shares to Washington County (Maryland) high schools under the jurisdiction of the BOE, to be used by each respective high school to award a scholarship each year to a graduating student from that high school, to be named the “Nellie and Lake Lytton Scholarship” at each high school, or, if said BOE shall not qualify as tax exempt under the Internal Revenue Code of 1986, as amended, or shall decline to accept said distribution, then to such other organization or organizations as shall qualify under Section 501 (c) of the Internal Revenue Code of 1986, as amended for the trust purposes herein stated.
BYLAW I
Duties of Officers
Co-Presidents – A Co-President shall preside at the meetings of the Association and the Executive Committee. The Co-Presidents shall call special meetings and shall take steps necessary to promote the interests of the members of the Association. The Co-Presidents shall present the proposed budget for the ensuing year at the Annual Spring Meeting.
Recording Secretary – The Recording Secretary shall take minutes of meetings and keep records. In the absence of the Recording Secretary, the Assistant Recording Secretary shall take minutes of meetings.
Corresponding Secretary – The Corresponding Secretary (if one is appointed) shall take care of the correspondence of the Association as assigned by the Co-Presidents.
Treasurer – The Treasurer shall receive the annual State and County dues. The Treasurer shall pay all bills of the Association that have been approved by the Co-Presidents.
The Treasurer shall reimburse the officers for organizational and other expenses necessary to promote the objectives of the Association, after these expenses have been approved by the Co-Presidents.
The Treasurer shall keep accurate accounts of all receipts and disbursements and submit a detailed financial statement to the Executive Committee at each quarterly Executive Committee Meeting.
Assistant Treasurer – The Assistant Treasurer shall aid the Treasurer in the performance of duties.
If a vacancy occurs in the office of Recording Secretary, Assistant Recording Secretary, Treasurer, or Assistant Treasurer, the Executive Committee shall appoint a member of the Association to fill the unexpired term.
BYLAW II
Committees
The Executive Committee shall be composed of the officers of the Association and Committee Chairmen and shall conduct the business of the Association between regular meetings.
The Auditing Committee shall be appointed by the Co-Presidents. This Committee shall audit books annually, after June 30 of the fiscal year.
The Nominating Committee shall be appointed by the Co-Presidents to prepare a list of nominees for offices in the Association, the names to be presented at the Spring Meeting of the election year.
The Budget and Finance Committee shall consist of the Elected Officers who will prepare an annual proposed budget.
Standing committees appointed by the Co-Presidents shall be: Membership, Legislation, Educational and Protective Services, Necrology, Nominating, Auditing, Budget and Finance, Pre-Retirement Planning, Scholarship, Awards, Social, Telephone Tree, Welfare, Newsletter.
Special Committees may be appointed by the Co-Presidents as the need arises.
BYLAW III
Parliamentary Procedure
The total number of members present at the Annual Spring Meeting shall constitute a quorum for the transaction of business. At all other meetings a quorum of six members is required.
Except where specified in this Constitution and Bylaws, the latest edition of Robert’s Rules of Order shall be the parliamentary guide for this Association.
Approved May 4, 2007