Committee Purposes and Responsibilities

Charges to the Committees

Under the leadership of the chairperson, each of the committees listed below is charged with fulfilling their responsibilities as described. 

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Archives

This committee is charged with the collection and preservation of materials which are reflective of our past.  This committee is responsible for:

• Collecting and preserving memorabilia related to the St. Mary’s County Public Schools Retirees Association, Inc. (SMCPSRA)

• Gathering items to be displayed at a meeting

• Placing all materials obtained in appropriate storage cabinets

• Submitting articles of interest to the editor of the organization’s newsletter

 

Bylaws/Legislative

This committee is charged with ensuring our bylaws are updated and relevant.  The committee also is charged with keeping our membership informed of relevant legislation.  This committee is responsible for:

• Reviewing the bylaws annually and making proposed revisions

• Informing the president and/or Board of Directors (BOD) of proposed Maryland state legislation and/or bylaw changes by the Maryland Retired School Personnel Association (MRSPA)

• Submitting articles of interest to the editor of the organization’s newsletter

 

Communications/Publicity

This committee is charged with keeping our membership informed of all information which is in the best interest of our membership.  The committee is also charged with placing information in local media that promotes our organization. This committee is responsible for:

• Receiving information and articles to be published in the SMCPSRA newsletter

• Creating, publishing and distributing the organization’s newsletter

• Submitting approved articles to the newspaper(s)

• Publishing and distributing the membership directory as received from the membership committee

• Maintaining the photo gallery

• Providing the chairperson of the Archives committee a paper copy of newsletters and published articles for preservation

• Maintaining the organization’s website and other communication tools

• Distributing information to members as necessary

• Submitting articles of interest to the editor of the organization’s newsletter

 

Community Services

This committee is charged with keeping our members informed of volunteer opportunities.  This committee is responsible for:

• Providing information about volunteer opportunities

• Collecting and reporting volunteer hours as needed

• Recognizing volunteerism as appropriate

• Organizing, purchasing needed items and directing the August birthday party and bingo at St. Mary’s County Rehabilitation and Nursing Center

• Exploring other  avenues of community service and/or donations

• Submitting articles of interest to the editor of the organization’s newsletter

 

Consumer Education/Health

This committee is charged with informing our membership of relevant consumer and health information. This committee is responsible for:

• Informing the membership about health and medical issues

• Working with St. Mary’s County Public Schools ( SMCPS) in matters concerning retired personnel

• Submitting articles of interest to the editor of the organization’s newsletter

 

Finance

This committee is charged with overseeing all the financial matters of the organization.  This committee is responsible for:

• Providing direction for fiscal responsibility

• Creating an annual budget to be presented to the BOD for approval

• Presenting the annual budget to the general membership for approval

• Reviewing regularly the revenues and expenditures of the organization

• Developing and reviewing an investment strategy

• Arranging an annual audit

• Completing and filing all tax forms to the IRS

• Submitting articles of interest to the editor of the organization newsletter

 

Membership

This committee is charged with conducting all aspects of membership for and in the organization. This committee is responsible for:

• Obtaining a list of yearly retirees from SMCPS Human Resources Department  prior to the annual Retirement Reception

• Working with the SMCPS in matters concerning retiring personnel and the pre-retirement seminar(s)

• Contacting  new retirees and inviting them to attend the September general membership meeting

• Obtaining boutonnieres for new retirees who are attending the September general membership meeting

• Sending welcome letters to new members

• Receiving dues from members who only join locally and depositing them with the deposit slips forwarded to the treasurer

• Maintaining an up-to-date membership roster of fully paid members with both state and local members identified

• Contacting those members who have not paid their dues for the current year

• Removing nonpaying members from our roster after November 1

• Creating and maintain an up-to-date directory containing the pertinent information to be distributed as appropriate

• Checking the state database for updates

• Coordinating the membership information with the chairpersons of both the telephone tree and communications committee

• Informing the state organization when a member passes away

• Submitting articles of interest to the editor of the organization’s newsletter

 

Nominating

This committee is charged with compiling a slate of members who are interested in running for an office.  This committee is responsible for:

• Soliciting active, fully paid members of  MRSPA to run for offices

• Presenting the BOD the names of those willing to run for office

• Submitting articles of interest to the editor of the organization’s newsletter

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Program

This committee is charged with arranging the logistics for our general membership meetings and securing relevant presenters.  This committee is responsible for:

• Securing locations for meetings and completing any necessary paperwork

• Confirming the location for thel meetings 15 days prior to notification being sent to the general membership

• Determining the menus for meetings  prior to notifications being sent to the general membership

• Obtaining speakers and/or entertainment that addresses the interests and needs of the membership

• Creating a flyer to inform thel membership of general meetings

• Forwarding the information and flyer to the telephone tree chairperson electronically

• Submitting articles of interest to the editor of the organization’s newsletter

 

Remembrance

This committee is charged with identifying, recognizing, andmaintaining all aspects of honoring the passing of a member and offering well wishes to members in need. This committee is responsible for:

• Informing the president, treasurer and the chairpersons of the telephone tree and membership committees of a member’s passing

• Monitoring the obituaries on local websites weekly regarding the passing of members and informing the president

• Sharing the obituary information for use in the newsletter and at the remembrance ceremony

• Organizing and directing the remembrance ceremony at the June meeting

• Sending get well cards to members

• Sending condolence cards in memory of members and/or member’s immediate family

• Sending a representative to the MRSPA Remembrance Service

• Submitting articles of interest to the editor of the organization’s  newsletter

 

Scholarship

This committee is charged with promoting and maintaining our scholarship efforts. This committee is responsible for:

• Raising funds for scholarship(s)

• Accepting checks, accounting for donations, and forwarding all monies to the contact person with the Lexington Park Rotary Foundation

• Writing thank you notes to donors

• Attending Business Education and Community Alliance (BECA) Scholarship Fair providing information about our scholarship

• Accepting applications and determining those that meet the criteria

• Reviewing applications, determining the winning candidate(s) and arranging for the receipt of the scholarship funds

• Arranging the presentation of the scholarship winner(s) at the June general membership meeting

• Attending the BECA Awards Ceremony and presenting the scholarship winner(s)

• Submitting and receiving maintenance scholarship forms and arranging for the scholarship funds when the criteria have been met

• Contacting  St. Mary’s County Public Schools (SMCPS) Human Resources Department with the names of the recipient(s) graduating so that an interview can be arranged

• Tracking scholarship recipients to determine employment with SMCPS and reimbursement of scholarship if necessary

• Providing a financial report annually to the SMCPSRA Board of Directors and the general membership

• Purchasing supplies as needed

• Submitting articles to the editor of the organization’s newsletter

 

Telephone Tree

This committee is charged with communicating relevant information about general meetings to our members.  This committee is responsible for:

• Recruiting members as callers

• Maintaining an up-to-date list of members for all callers

• Sending the callers a copy of  the general meeting flyer with the pertinent information either electronically and/or hard copy

• Receiving and compiling the reservations from all callers

• Informing the venue and/or vendor of the number of attendees for the luncheon or brunch in a timely manner

• Generating lists of the attendees for use at the general meeting and making name tags

• Collecting and reconciling of money of the general meeting

• Submitting articles of interest to the editor of the organization’s newsletter

 

Travel/Activities

This committee is charged with all aspects of the organization’s approved trips and activities for our members. This committee is responsible for:

• Evaluating possible travel and activities for the organization based on the input from the general membership and committee members

• Arranging  activities pertaining to all travel

• Planning daytime activities

• Researching travel agencies to obtain the best deal through competitive bidding whenever possible

• Providing information regarding all proposed travel including a budget to the BOD for approval

• Obtaining transportation, tickets, and/or lodging as needed for approved trips

• Providing flyers for distribution, and inclusion in the newsletter,  to members detailing the trips , their costs, the itinerary, and registration information

• Maintaining an up-to-date list of trip participants, an accurate accounting of all money collected, and a list of all expenses

• Assuring there is a group leader on all trips to handle all details while traveling

• Submitting all money collected and reimbursement forms to the treasurer

• Providing all pertinent information subsequent to the trip to the Board of Directors

• Submitting articles of interest to the editor of the organization’s newsletter

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