Procedures of CSRA - September 2014
(for Officers and Committee Chairs)
TABLE OF CONTENTS
Meetings of the Association
Meetings of the CSRA Executive Council
Clayton State Retirees Scholarship
Communication to CSRA Members
CSRA News (Email)
Responsibilities of the CSRA Officers
Scheduling an Event on Campus
Mailings by the Office of Development
Storage of CSRA Materials and Premiums
Planning Checklist for the Fall Meeting and Luncheon
Planning a Gourmet Dinner & Wine Pairing Fundraiser
Welcome Letter to New Members
According to the CSRA Bylaws, memberships are renewed in October and November for the fiscal year October 1 to September 30. However, retirees may join the CSRA at any time during the year by paying the $20 dues to the Foundation Office. If the dues are received after December 15, the individual’s name will not appear in the Membership Directory sent with the winter newsletter to members. If membership dues are received after July 1, the person is added to the current membership list and the dues are applied to the fiscal year beginning the following October.
In 2014, the CSRA membership voted to increase the dues from $15 to $20 annually and to change the disbursement of the $300 Lifetime Membership. The $20 dues is deposited in the Operating Account. Prior to 2014, all $300 of the Lifetime Membership contribution had gone to the Scholarship “holding” account. (See explanation of the account under “CSRA Funds.”) In the future, a minimum of $100 or 25% of the Lifetime Membership contribution, whichever is greater, will be allocated to the CSRA Operating account. The remainder will be allocated to the CSRA Scholarship “holding” account.
Meetings of the Association
The CSRA has three scheduled meetings each fiscal year—one in the fall (usually mid-October to early November), one in the winter (usually during the first two weeks of February) and one in the spring (usually during the first two weeks of May). The secretary will keep a record of attendance at each of these meetings. The President, with the approval of the Executive Council, may schedule meetings in addition to those specified in the bylaws
The CSRA also has informal outings from time to time that are scheduled by the Social Committee. These include movie outings, field trips, and other activities.
The fall meeting coincides with the University’s Human Resources Open Enrollment period so that retirees have an opportunity to receive an update from HR concerning insurance and other benefits and to ask related questions to the University HR representative. This is a separate Information Session conducted by the Office of Human Resources.
The CSRA business meeting either follows or precedes the HR Information Session in the same room. At that meeting we cover pertinent business matters, such as approval of any Bylaw changes, election of officers (in even numbered years), CSRA Scholarship information updates, and other pending matters of interest and concern.
Because this meeting usually has the largest attendance, another primary purpose of the fall meeting is to give members an opportunity to renew acquaintances and to visit with friends. To accommodate this, coffee and pastries are served prior to the meeting, and a catered lunch generally follows the meeting. All retirees are notified of the fall meeting by newsletter. In addition, members receive an email notification.
Winter and Spring Meetings
The winter and spring meetings are lunches with a speaker of interest to retirees. If necessary, business is conducted at these meetings, but their primary purpose is to socialize. Members are notified of these two meetings by email and the preceding newsletter.
Meetings of the CSRA Executive Council
The Executive Council (EC) consists of the officers of CSRA, the committee chairs, the immediate past President, and other individuals as needed. Normally, the Council has two “at large” members serving at the request of the President. During the EC meeting, reports and recommendations from committees are heard and acted upon, as well as plans are confirmed for the upcoming Association meeting.
The Executive Council has three scheduled meetings each year in order to plan Association meetings and to conduct most of the business of the Association. The winter and spring EC meetings are usually held four weeks prior to the Association meeting, while the fall EC meeting is usually held eight weeks prior to the Association meeting.
Other meetings can be called by the President or any two members of the Executive Council as needed to conduct interim business matters.
Clayton State Retirees Scholarship
The Clayton State Retirees Association voted to establish a scholarship fund at its Fall 2006 annual meeting. It was the first scholarship exclusively for graduate students. The goal was to reach the $25,000 endowment level within five years. Fundraising began in 2007 with an appeal to members of the CSRA and with the first fundraising event in October – a Gourmet Dinner and Wine Pairing. The five-year goal was reached in 2011. These monies have come from donations made to the scholarship fund (almost exclusively from retirees), proceeds from the Gourmet Dinners, and interest earned since the fund became endowed.
The scholarship has been awarded each year to a graduate student since 2007. Applicants must be enrolled in a graduate program at Clayton State, be enrolled in five or more credit hours within approved program, and must have a 3.5 or higher institutional GPA after one semester of graduate classes at Clayton State. The Office of Financial Aid identifies students who are eligible and notifies the Dean of Graduate Studies who oversees the selection of the recipient. Information about the process that the Financial Aid Office uses to determine students who are eligible for the scholarship are found on the scholarship web page http://adminservices.clayton.edu/financialaid/scholarships/scholarship.htm.
The scholarship will be used for two semesters during the upcoming academic year—fall, spring, and/or summer semesters. If more than a year passes and the scholarship has not been completely used by the recipient, the funds are withdrawn from the recipient. If a recipient does not use all the funds, he/she may re-apply in a future year for the scholarship.
CSRA money sits in either a checking account or the Endowed Scholarship Account, the latter account being managed by the CSU Office of Development. Within the checking account are three categories: the Operating account, the Fund Raising account, and the Scholarship “holding” account. Dues payments are placed in the Operating account, and that money is used to “run” our organization. Donations made for the CSRA Scholarship are sent to the Office of Development, which deposits the money in either the CSRA Fund Raising account or the CSRA Scholarship “holding” account. If the donor is attending a fund raising event, the donation goes into the Fund Raising account. If the donor specifies that the donation is only for the CSRA Scholarship and is not attending a fund raising event, the donation goes into the Scholarship “holding” account.
The Treasurer, with approval from the CSRA President, authorizes the transfer of money within the checking account as well as the transfer of money from the checking account to the Endowed Scholarship Account. Any money transferred to the Endowed Scholarship Account cannot be transferred back into the checking account; it must be used for the CSRA Endowed Graduate Scholarship.
The intent is to always maintain a minimum amount of $500 in the Fund Raising account for future start-up fund raising activities and $1,000 in the Scholarship “holding” account in the event money needs to be drawn from that account to pay for a scholarship.
In 2012, the goal of $25,000 was collected in the CSRA Endowed Scholarship Fund, which enabled the annual scholarship money to come from the Endowed Scholarship Fund (rather than the Scholarship “holding” account, as it had prior to 2013). If the Endowed Scholarship Fund has insufficient funds for the minimum amount of the scholarship--$1000—the money will be taken out of the Scholarship “holding” account. In the spring of 2014, the Executive Council agreed to increase the Scholarship to a maximum of $1500. If the “spend allocation” from the Endowed Scholarship Fund (the “spend allocation” being based on a formula administered by the Office of Development) is less than $1500 but more than $1000, the scholarship amount for that particular year will equal the “spend allocation” in the Endowed Scholarship Fund. If the “spend allocation” from the Endowed Scholarship Fund is more than $1500, the amount above $1500 will remain in the Endowed Scholarship Fund to continue earning interest for future uses.
When a CSRA member dies, a donation of $50 is made to the Clayton State Retirees Scholarship fund in memory of the deceased member. At the discretion of the Executive Council, exceptions can be made to this practice.
When the donation is made to the Scholarship Fund, the CSRA Secretary sends a request to the Office of Development for approval of a transfer of funds from the CSRA Operating Account to the Scholarship Account. The Secretary includes the amount of the donation, the name of the person in whose memory the donation is being made, and if available, the name and address of the person who should be notified of the donation.
The CSRA secretary sends a card to the deceased member’s family informing them of the CSRA donation. If the CSRA receives a thank you card from the family of the deceased member, the secretary informs the Communications Chair so that the members can be notified and then keeps the thank you card for future reference.
Communication to CSRA Members
The Newsletter is published three times a year – four weeks prior to the fall meeting and two weeks prior to the winter meeting and to the spring meeting. The purpose of the newsletter is to inform members of the upcoming meeting, to share pertinent information related to the business of the CSRA, and to share other items of interest to retirees. The fall newsletter is mailed to ALL Clayton State retirees. The other two newsletters are distributed to current CSRA members either as an electronic copy (letter size pdf) via email or as a hard copy via U.S. mail, depending upon the retiree’s preference. Copies of all newsletters are distributed to appropriate campus personnel.
The Communication Chair is responsible for gathering information for the Newsletter. The CSRA Council provides items for the newsletter at least two weeks prior to the printing and distribution of the newsletter. All newsletters include, among other news of interest, a list of officers and committee chairmen with contact information, information about the upcoming meeting, and dates of upcoming events.
The focus of the fall newsletter is the annual fall meeting. It provides the fall meeting date and location; open enrollment information; an update on and a request for contributions to the Clayton State Retirees Scholarship Endowment Fund; an encouragement to all retirees to join the CSRA; a brief description of the work of each committee with a request for members to sign up for a committee at the fall meeting or via email. The fall mailing includes the newsletter, a form with envelope to return payment for annual dues, luncheon reservations, and/or donations to the Scholarship Fund. A copy of the Membership Brochure is included for those retirees who are not members of the CSRA.
Since the January newsletter goes to members who are new to the Association, this newsletter contains, along with other news items,
- a list of and welcome to new members,
- an explanation of the purpose of the newsletter and the purpose of the emails sent to members from the Communications Committee chair,
- a reminder to members requesting them to send information to the Communication Committee Chair for periodic email distribution to members,
- information for members who wish to be added or removed from the email distribution list.
The information for the newsletter is collected by the Communication Chair, who plans the content and sends the digital information to the Newsletter Editor, who then formats the digital copy of the newsletter. The editor then connects with the Media Department on campus for printing the newsletter. The Communication Committee member responsible for newsletter distribution picks up the newsletter copies from the Media Department, obtains address labels from the Office of Development, prepares the newsletters, etc., for mailing, and delivers them to the campus post office. The newsletter distributor maintains a list of on-campus recipients and distributes the fall newsletter to them via campus mail.
NOTE: The fall newsletter is always distributed via U. S. mail because folks might be more likely to pay dues, make luncheon reservations, and/or make a donation if they receive a hard copy of the form and a return envelope for mailing.
Email Communication sent by the Communication Committee Chair (CSRA News)
The CSRA has an email account (CSRARetirees@clayton.edu) through the Clayton State email system. The Communication Committee Chair maintains an email list of all CSRA members who provide an email address and is responsible for monitoring this mailbox.
The Communication chair or other designated CSRA officers or committee chairs may use this email account to send emails to CSRA members. (The subject line will be CSRA News.) The emails provide a means of contact with members between newsletters. These emails will be limited and may contain time-sensitive items that are relevant to all or most of the members or personal news of interest related to retirees. Examples of such information are as follows:
- Reminders of upcoming meetings.
- Information pertaining to benefits and other items of interest related to retirees.
- Information from recent “Laker Lines” that might be of interest to CSRA members.
- Copy of current Campus Review.
- Information pertaining to members’ illnesses, deaths, happy occasions, etc., which are sent to the Communication Chair.
Members are encouraged to send personal news that they wish to share with other CSRA members or other items of interest to the Communication Chair.
The CSRA maintains a website, www.clayton.edu/CSRA, on the Clayton State website. It is the responsibility of the Communication Committee to monitor and see that the information is up-to-date. It is maintained through cooperative efforts with the Office of Image and Communications. The website contains information about the CSRA and resources for CSRA members and retirees.
The Communication Committee Chair is responsible for delegating a member of this committee to be the Website Liaison. This liaison has responsibility for getting new content placed on the website and for maintaining consistency in format. The following committees are responsible for providing the content of the indicated web pages to the Website Liaison.
Benefits Committee: Retiree Information
Communication Committee: CSRA Homepage, About the CSRA page, Bylaws, Officers
and Committee Chairs, Useful Resources
Membership Committee: Joining the CSRA
Program Committee: Programs and Events
Scholarship Committee: Clayton State Retirees Scholarship
Any changes to the CSRA website from any committee should be sent to the Website Liaison instead of directly to the Office of Image and Communications
When notified by the Communication Chair (via CSRA News email), the CSRA Secretary sends a “Thinking of You” card on behalf of CSRA members to another member who has had surgery or a serious illness. When an immediate relative of a CSRA member dies, the CSRA Secretary sends a sympathy card on behalf of CSRA members. In both situations, any member of CSRA is encouraged to send personal messages to a fellow member. The Secretary should request reimbursement from the CSRA for cards and postage.
Responsibilities of the CSRA Officers
The CSRA President is responsible for:
- presiding over all meetings (Association and Executive Council) of the CSRA.
- developing the agenda for Association meetings, with input from the Executive Council.
- scheduling and making arrangements for Executive Council meetings—developing the agenda, determining what committees should report, scheduling the meeting room, etc. (Requests for use of the Spivey Board Room should be made by completing a Facility Rental Request Form at the Continuing Education website.)
- appointing committees and committee chairs, as needed.
- appointing “at large” members of the Executive Council.
- making disbursements on behalf of the CSRA, along with the Treasurer, with the approval of the Executive Council.
- writing the President’s Message for the CSRA newsletter.
- maintaining the Programs & Events section of the CSRA website.
- acting as the official spokesperson of the CSRA.
The CSRA Vice President is responsible for:
- coordinating the program portion of all Association meetings, in collaboration with the Program Committee. This responsibility includes:
- inviting program speakers.
- writing a newsletter article regarding the program and sending the article to the Communications Chair.
- making arrangements with CE or Media Services for AV equipment requested by a program speaker.
- greeting program speakers at Association meetings.
- paying for program speakers’ lunches (CSRA pays for speakers’ lunches).
- introducing program speakers during Association meetings.
- presenting an appreciation gift (CSRA paperweight or $35 gift card) to speakers after the program.
- sending a thank you acknowledgement (email or CSRA note card) to the program speaker after the meeting.
- making the room and food arrangements for all Association meetings. This responsibility includes:
- coordinating with the President, Executive Council and Human Resources (fall meeting) to determine meeting dates.
- completing a Facility Rental Request form on the Continuing Education website to reserve rooms .
- completing a Catering Agreement with Halina Skrzypek, Sodexo’s Catering Manager.
- maintaining a luncheon RSVP list. The Office of Development will send this list to the Vice President for the fall meeting.
- inviting special guests, including individuals who provide special services to the CSRA, to Association meetings and sending a thank you acknowledgement (email or CSRA note card) to guests after the meeting.
- printing name tags for all Association meetings.
- typing and printing a program for the fall Association meeting.
- performing the duties of the president in the event of his or her absence, resignation, or inability to perform.
See Appendix for more details related to planning the fall meeting.
The CSRA Secretary is responsible for:
- taking minutes of the business part of the fall meeting (not details of the Human Resource presentation) and distributing them via email to all members. If there are corrections, members email them to the Secretary.
- keeping minutes for the winter and spring meetings if a significant item of business was conducted at the meeting. In this case, the Secretary emails a copy of the minutes to all members of CSRA.
- taking minutes for all Council meetings and distributing them to members of the CSRA Executive Council.
- handling all official CSRA correspondence. This includes thank you acknowledgements to financial donors (email acknowledgement to members and a written thank you note to non-members), get well/memorial notes to members’ families, and any other appropriate notes as the need arises. To be effective, the secretary shall send these notes in a timely manner. The officers of the CSRA should keep the Secretary informed as to “note occasions.”
- checking to confirm that the supply of needed mailing envelopes (#8 envelopes with CSRA return address and #9 return envelopes addressed to CSRA) and CSRA stationery is available to us for the newsletter and other mailings.
The CSRA Treasurer is responsible for:
- creating a budget, with input from the members of the Executive Council.
- maintaining and reconciling the financial records of the CSRA, including tracking membership dues, meal fees, contributions, and expenditures. When the members pay their dues in the fall, the dues form is sent to the Office of Development, who records the income and then sends a copy to the CSRA Treasurer, the CSRA Vice-President, and the Membership Chair. These three CSRA members collaborate to create a specific breakdown of income into the categories of dues, luncheon payments, and donations. They ensure that the records of the CSRA match the records provided by the Development Office.
- preparing an updated itemized financial report for each Executive Council meeting based on the monthly financial report received from the Office of Development and based on his/her own CSRA accounting records. This report shows the source of all the income and expenditures (including details for each disbursement). The Treasurer should distribute the report to members of the Executive Council via email at least one week prior to the meeting.
- contacting the Development Office to ask for a clarification if a deposit or expenditure indicated on a report from the Development Office is unaccompanied by an explanation of the source or purpose. Subsequently, the Treasurer records that information in the Treasurer’s report to the Executive Council.
- notifying the CSRA Secretary as to who should receive a thank you acknowledgement for a donation. Whenever a donation is made outside of the fall enrollment period, the Office of Development sends the CSRA Treasurer the names of the individuals making the donation and the dollar amount of the donation.
- collecting luncheon money for the winter and spring meetings and getting this money to the Office of Development.
The CSRA currently has the following committees:
Ideally, the committees should do the “nitty gritty” work of the Association, rather than the Executive Council. Committees should meet as needed, and the chair of the committee reports their activity at the next Council meeting. This gets more members involved in the work of the CSRA. The Chair of each of these committees sits on the CSRA Executive Council.
The Committee Chairs are appointed by the CSRA President on a volunteer basis; if more than one individual desires to be the Chair, the President decides, based on the makeup of the current Council. Chairs should be changed periodically. Below is a brief description of the responsibilities of the committee chairs.
The chair of this committee is the CSRA liaison with the Office of Human Resources in representing the interests of CSRA members. As needed, he/she will also meet with other offices of the college regarding retiree benefits. This chair also works to keep CSRA members informed of the benefits available to them as retirees of Clayton State University.
- This committee periodically reviews the Retirement Guide published by HR, and, if appropriate, make suggestions to HR whenever the Guide is updated. This committee is responsible for the content on the “Retiree Benefits” web page.
- Prior to the fall meeting, this committee solicits questions from CSRA members related to the information on changes in benefits contained in the Open Enrollment Packets distributed via mail or email by HR. These questions are sent to HR so that they will have answers for retirees at the Information Session. If possible, questions/answers will be distributed via email after the meeting.
- The chair of this committee is responsible for the newsletter, the website, and emails to CSRA members. Specifically, the Communication Chair
- Determines the content for each newsletter, gathers the information for the newsletter, sends it to the newsletter editor, and proofs the copy before it goes to printing.
- Maintains an email list of all CSRA members who provide an email address.
- Maintains (and distributes via email) the list of members who wish to receive electronic copies of the winter newsletter, the CSRA Directory, and the spring newsletter.
- Maintains (and distributes via email) a list of on-campus personnel who receive electronic copies of the winter and spring newsletters.
- Sends “CSRA News” emails to the CSRA membership using the email address CSRARetirees@clayton.edu.
- Sends an email (containing contact information) to CSRA members when someone joins the CSRA after the CSRA directory is published.
Sends an email reminder to CSRA members one week prior to an upcoming meeting.
- Monitors the CSRA mail box at least weekly.
- Checks the content of the following pages of the CSRA Website: CSRA Homepage, About the CSRA page, Officers and Committee Chairs, Association Bylaws, Useful Resources.
The chair may request additional assistance from the CSRA Executive Council and from other committees with the website and the newsletter.
Members of the Communication Committee will perform the tasks listed below.
- serve as the CSRA Newsletter Editor to do the digital layout
- serve as the Website Liaison with the Office of Image and Communications
- handle mailings (via U.S. mail and/or campus mail) of all CSRA newsletters
- check Laker Lines and the Campus Review for items of interest to retirees
- check the TRS website occasionally for relevant information for TRS retirees
- check the BOR website occasionally for relevant information pertaining to USG retiree benefits
The chair of this committee is responsible for working with the Office of Development in maintaining a current membership list-- inviting newly retired employees to join, recruiting new members, welcoming new members, and reminding past members who have not yet renewed their membership. The Membership Chair sends a letter to new retirees at the time of retirement encouraging them to join the CSRA. Retirees may join the CSRA at any time during the year by paying their dues to the Development Office.
The Membership Chair should use the fall dues form to ensure that we have accurate and updated contact information—address, phone number, and email.
The specific duties of the CSRA Membership Committee are as follows:
- Maintain and update a current membership list and share any changes and new information with Communication Committee chair. (As retirees send in their yearly dues and forms to the Office of Development, or when a NEW retiree pays his/her dues, the liaison in the Office of Development notifies the Membership Chair and Treasurer via email and sends a copy of the form by mail to the Membership Chair and the Treasurer in order to update the previous year’s list.) These forms should be retained for future references.
- Read “Laker Lines” and “Campus Review” throughout the year to catch names of CSU employees contemplating retirement so an invitation can be extended to them to join the CSRA
- Contact the HR Benefits Director in June and October for a list of employees who have retired during the year. Then send those retirees a letter inviting them to join the CSRA if you have not already done so during the year. (Request mailing addresses from the Department of Human Resources.)
- Prepare CSRA Dues form which is included in the fall mailing.
- Send a “Welcome” letter/email to the NEW members (see Appendix for suggested template).
- In November and December, follow up with any members who have not yet paid their dues. This can be done by email, telephone, or letter. In early November the Membership Committee Chair sends out reminders to past members who have not paid their dues and encourages them to re-join. In December, the Membership Chair should contact those members who still did not pay their dues to remind them to renew membership. This should help encourage members to be prompt in renewing.
- Report on the updated membership list at the January Executive Council meeting. This list is the designated Membership Directory and is distributed to the membership with the January newsletter. If the dues are received after December 15, the individual’s name will not appear in the Membership Directory sent with the winter newsletter to members. If membership dues are received after April 1, the person is added to the current membership list and the dues are applied to the fiscal year beginning the following October.
- Plan a CSRA display table for the Fall Benefits Fair for the purpose of recruiting new members and to “advertise” our services. Contact HR for the application form and assemble a committee to organize our participation.
- Update Membership Brochure every two years after the election of new officers.
- Update as needed the content on the “Join the CSRA” section of the CSRA webpage. Copies of this Membership Brochure should be given to the HR Office for distribution to new retirees and to the Communication Committee for the fall newsletter mailing to nonmembers.
The chair of this committee is the CSRA Vice-President. This committee is responsible for:
- planning the fall luncheon.
- assisting the chair with the implementation details of the fall luncheon.
- assisting the chair with program ideas for the winter and spring programs.
The chair of this committee works with the CSRA Executive Council in overseeing the Clayton State Retirees Scholarship—communicating with the campus Financial Aid Office as to the criteria for selection, with the Graduate School as to who was selected, with the Office of Development as to the funding of the scholarship, and with the designated annual scholarship recipient to assure the individual is invited to the fall luncheon.
This committee is responsible for
- preparing the Scholarship Brochure,
- updating the content on the “Clayton State Retirees Scholarship” web page
- writing the article introducing the new scholarship recipient in the fall CSRA newsletter.
If the CSRA membership desire any additional fund raising events, the Scholarship Committee will work with the CSRA President and Executive Council to appoint an Ad hoc Scholarship Fund Raising Committee to plan fund raising strategies.
Fund raising drives may be held as a separate event or in conjunction with a planned retirees meeting. Either way, an Ad hoc Scholarship Fund Raising Committee is responsible for keeping track of the donations and incurred expenses. It has been an accepted practice to present the opportunity for members to make a scholarship donation on the fall membership dues form, even though the fall meeting is not considered a fund raising drive.
The Ad hoc Scholarship Fund Raising Chair records all expenses incurred/associated with a fund raising activity and notifies the Treasurer of these expenses. The CSRA Treasurer then either reimburses the person who paid for the expenses or authorizes the Office of Development to make a direct payment to the vendor. The Treasurer insures that all expenses are disbursed from the Fund Raising account (not the Operating Account) and are accurately recorded in either the CSRA Fund Raising account and/or in the Scholarship “holding” account. The Office of Development makes all payments; the Treasurer authorizes the payments.
After all expenses have been deducted, the CSRA Treasurer, in collaboration with the CSRA President, authorizes the remaining proceeds in excess of $500 to be transferred from the Fund Raising account to the Scholarship “holding” account.
The History committee is responsible for:
- Collecting documents relative to the Clayton State Retirees Association. These documents are turned over to the CSU Archives for permanent storage. They include documents such as Membership Rosters, Bylaws, minutes of Executive Council meetings, minutes of general membership meetings, newsletters, photographs, and information about various programs and events. These documents are collected in chronological order in yearly folders for easy reference.
- Maintaining a timeline of meetings and events of the CSRA. A copy of each year’s timeline is to be put in the yearly folder.
The Social Committee is responsible for:
- selecting and planning informal social events (movie outings, trips, etc.) for CSRA members.
- sending email announcements or newsletter articles about scheduled social events to the Communication Chair.
- reporting about social events at Executive Council and Association meetings.
Includes details of the various committees
Scheduling an Event on Campus
In the fall of 2008, Facilities Management (formerly Plant Ops) changed their procedure for submission of requirements/layouts for events. Event requirements can no longer be done by phone or email, but must be submitted online through the SchoolDude.com program, which requires a login ID and password. Facilities Management requested that someone in the Development Office (liaison in the Office of Development currently) submit the event requirements for the CSRA Annual Meeting and Luncheon (or another event) online through the new program. Therefore, the President, Vice-President, or Program Chair should submit to the liaison in the Office of Development via email in a Word document the layout description being requested, and the liaison will then complete the request procedure via the online program, after confirming with us exactly what the CSRA wants for this event.
Podium, microphone, and sound system requests will continue to be done via email through Media & Print Services. The Office of Continuing Education also helps us plan for meeting room requests in the Continuing Education building. Food orders are made through Food Services, who negotiates for CSRA with the chef. The Vice-President is responsible for making these arrangements.
If a member pays out of pocket for Council-approved CSRA expenses, that individual submits the receipt and request for reimbursement to the Office of Development, who then gets approval for payment from the CSRA Treasurer, cuts a check, and distributes the check to the individual requesting reimbursement.
The easiest way to accomplish this is as follows: 1) Send an email to both the CSRA treasurer and to the liaison in the Office of Development requesting reimbursement for the expense. Be sure to describe what the expense is for, the account to deduct the expenditure (operating or fundraising), and the amount. 2) Send/take the receipt(s) to the liaison in the Office of Development. 3) Obtain from the liaison a “yellow reimbursement form” to complete and return to the liaison. Once the CSRA treasurer has approved the expenditure, the liaison gives both the approval email and the yellow reimbursement form to the appropriate person in the Office of Development to cut the reimbursement check. Both the Office of Development and the Treasurer keep a copy of the transaction.
The Treasurer keeps a copy of all approved expenditures in a notebook with copies of the quarterly financial statement. This allows the Treasurer to keep up with expenses and catch any expenses that should not be charged to the CSRA.
Mailings by the Office of Development
Because the CSRA does not have a University account mailing code, the Office of Development coordinates a process to pay for CSRA mailings, newsletters, etc. In other words, postage for CSRA mailings is applied to the Office of Development Code 93. After the mail out is prepared and taken to the Mail Center, the Development liaison sends an email to the clerk in the Mail Center to confirm by reply email the postage amount used. Upon receipt of his confirmation, the Development liaison completes a Foundation reimbursement form and emails the Treasurer for payment approval. Upon Treasurer approval by reply email, it is submitted to the Constituent Relations Manager in the Office of Development for processing.
A check is cut from the Retirees Foundation Account (from the Operating Budget). A deposit form is submitted to the Bursar’s Office with the check and backup detail to reimburse the Office of Development Account. The Development liaison receives a confirmation receipt, keeps a copy, and provides the original to the Constituent Relations Manager in the Office of Development.
Storage of CSRA Materials and Premiums
The CSRA stationery is kept in the Office of Development and is available to any of the officers conducting official business of the Association. Other items stored in Office of Development include the envelopes used for newsletter mailings and the return envelopes for the Dues Forms.
All other CSRA items, including leftover premium gifts, luncheon decorations, etc. are stored at the home of officers and committee chairs. Our goal is to acquire on-campus filing cabinet for storage.
Planning the Fall Meeting and Luncheon.
What needs to be done?
- At least three months prior to the fall meeting, contact HR to determine when Open Enrollment is scheduled. Inquire about potential dates for the HR presentation. Check potential dates with the President and CE. Select a date for the fall meeting. (Vice President)
- Get rooms reserved. For the fall meeting, reserve CE 203 for HR Presentation & Business Meeting and CE 101 for the luncheon. For winter and spring meetings, reserve CE 101 for meeting & luncheon. (Vice President)
- Order food from Halina Skrzypek (email@example.com) (678-466-4210) for early bird snack and luncheon. (Vice President & Program Co-Chair)
- Give liaison in the Office of Development the room arrangement requests to forward to Facilities Management. (Vice President)
- Plan agenda for business meeting. Decide what business needs to be discussed. (President)
- Invite campus guests to luncheon via email. They respond to the liaison in the Office of Development. Get this list from the liaison and remind those who don’t RSVP. (Vice President)
- Invite the new scholarship recipient via email. Arrange for that individual to say a few words of appreciation at the beginning of the meeting. (Scholarship Chair)
- List in the program the names of those who have retired since October of previous year. (Membership Chair - list & Vice President –program)
- Arrange with HR to attend and give update for open enrollment. Remind HR about a week or two before the meeting. (Vice President)
- Get write up about fall meeting and luncheon in the newsletter going out in September. (Vice President)
- Arrange with liaison in the Office of Development to accept membership checks and credit card payments and to keep track of members’ dues and lunch registrations. (Membership Chair & Vice President)
- Type up program and make copies. (Vice President)
- Make nametags for those who pay for the luncheon and for guests of the CSRA. (These are the people who have confirmed that they are coming.) (Vice President)
- Buy our own orange juice, cups, and pastries to supplement the coffee and pastries ordered from Food Services. (Program Committee)
- Send out thank you notes to those who provided special help. (Vice President)
Planning a Gourmet Dinner and Wine Pairing (for adhoc Scholarship Fund-Raising Committee)
The Chair plans an annual fund-raising event with the help of the Scholarship Fund Raising Committee. The procedures for planning a Gourmet Dinner and Wine Pairing are listed below.
At the fall meeting of the CSRA Council, select a date in mid March, a location, a time, and the cost for the Annual Gourmet Dinner and Wine Pairing.
- Immediately notify the Clayton State University Office of Development of the date, location, and time of the dinner. The CSU Office of Development will reserve the space and add the event to the CSU campus calendar.
- In January, prepare an invitation, a response form, and a return envelope. Six weeks before the event the invitations are mailed to CSRA members, CSU retirees who are not CSRA members, CSU President’s Council and Trustees. The current CSRA scholarship recipient is invited as our guest.
The invitation is published in the CSRA Newsletter, CSU Campus Review and Laker Lines. The CSU Office of Alumni Relations will email the invitation to their database of alumni. The CSRA Communication Committee will email a reminder to CSRA members two weeks before the event.
The CSU Office of Development will handle the response forms, payments, and name tags.
- In January, select and order a gift for attendees. If you need assistance, the CSU Office of Development has contacts for marketing items.
- In January, schedule an appointment with CSU Food Service and plan the menu.
- In January, compose a donation request letter and start soliciting for door prizes.
In the past, the CSU Office of Development has requested the donation of wine. Arrangements must be made for the pick-up of the wine.
AirTran Airways has a web site to request a donation of airline tickets:
The CSU Office of Development supplies door prize tickets.
- In February, prepare a Word document of the room set-up. Submit the document to the CSU Office of Development for on-line submission to CSU Facilities Management. An updated room set-up may be re-submitted after the RSVP deadline arrives.
- In February, receive recipes from CSU Food Service and begin designing the dinner program. Past programs have included the menu, recipes, and recognition of sponsors.
- In February, arrange for a CSU photographer to make pictures at the event.
- In March, after the RSVP deadline, the CSU Office of Development will supply a list of attendees. Use this list for check-in at the event. Also at check-in, have a supply of Dinner Programs and CSRA brochures.
- After the event, send a “thank you” email to attendees and others who donated. Mail “thank you” letters to sponsors.
- After the event, prepare an article, including pictures, for the CSRA Newsletter and the CSU Campus Review.
Welcome Letter to New Members
Welcome to Clayton State Retirees Association! We’re glad that you joined our group as a small part of your retirement plans. You will enjoy the fellowship at our three meetings a year, the knowledge through newsletters and emails of what’s happening in the lives of former colleagues as they take their separate paths, and the confidence that you are part of a liaison group to represent our continuing connections with Clayton State Human Resources Department.
We make every attempt to stay informed about new developments affecting Clayton State retirees and to pass this information on to Association members for whom we have contact information. We want you to become an active member of the group, joining a committee or perhaps even serving as an officer. We encourage you to send our communications chair, Peggy Capell (pegcap4@bellsouth) any news about you and your family that you would like to let others in our group know about—travels, new grandchildren, honors, new employment, illnesses, whatever. We have an active email distribution list.
Of course we also encourage you to support our latest endeavor, the annual $1,000 CSRA scholarship for a selected graduate student. So far we have had three enjoyable fundraising dinners, one in October of 2007, another in March of 2009, and our third in March of 2010, and plan to have other annual events.
Again, thanks for sending your $20 dues to join our group. Your membership is good until October 31, ______. Please encourage other retired CSU colleagues to do the same. We look forward to seeing you at our next meeting.
Gene Hatfield, President
Row Anderson, Membership Chairman