IOWA STATE UNIVERSITY
PROCEDURAL HANDBOOK
The Procedural Handbook for the Board of Directors (hereinafter referred to as Board) of the
Iowa State University (ISU) Retirees Association is intended as a source of information for
officers and committees in carrying out their duties and procedures. The Handbook will be
reviewed annually by the Governance Committee and changes approved by a two-thirds (2/3)
vote of the Board, except the Appendix which may be altered as needed.
OFFICER AND BOARD MEMBER JOB DESCRIPTIONS
Chair
Charge for this Office
The chair presides at all meetings of the Board of Directors and has general charge of and control
of the affairs of the Association. The chair is the spokesperson for the ISU Retirees Association
to other groups.
Routine Responsibilities
1. Sets meeting and other dates for academic year with Retirees Program Manager.
2. Chairs meetings of the Board of Directors and the Executive Committee.
3. Prepares and distributes agenda for Board meetings and minutes of the previous meeting
(as prepared by the Secretary) in advance of such meeting.
4. Solicits committee preferences from Board members and oversees committee
assignments.
5. Activates the Nominating Committee in February.
6. Monitors the replacement process of members whose terms will expire or as vacancies
occur.
7. Invites newly appointed members to attend the May Board meeting.
8. Sends letter of welcome to newly retired ISU employees.
9. Sends letters on behalf of retirees to individuals, groups, or the press as requested by the
Board.
10. Invites persons to attend the holiday dinner and spring picnic as Board guests.
11. Serves on the Memorial Day Committee. Helps lead the ISU Memorial Day ceremony.
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12. Represents and reports back to the Board following a request by the ISU Alumni
Association (ISUAA) or other group.
13. Prepares an annual report for submission to the ISUAA President by July 31 with copies
to all Board members who served during the chair’s term. The ISUAA President shall be
requested to forward the report to the ISU President, and the other colleges and
constituent groups
14. Sends an annual letter to the ISU President, other ISU officials (such as the Alumni
Association President and Chief Executive Officer), and sponsors to express appreciation
for financial support during the current program year.
15. Notifies Board secretary of approved absences from Board meetings.
16. Reviews Board responsibilities with new Board members and disseminates the handbook,
charter and other materials to the new Board members.
17. Arranges an orientation with the new Board members to review the items listed in 16.
Vice Chair
Charge for this Office
The vice chair serves as chair of the Program Committee, assumes the duties of the chair in the
chair’s absence, and performs others duties as prescribed by the chair.
Routine Responsibilities
1. Serves as chair of the Program Committee by setting committee meetings and overseeing
the plans for programs.
2. Ensures that programs are planned for January, February, March, and April of the current
program year and September and October of the subsequent program year.
3. Oversees the assignment of program details, e.g., contacting the speaker, introducing the
speaker, writing a thank you note to the speaker, and providing biographical and program
details at least three months in advance to the newsletter editor. Asks presenter’s
permission to record programs.
4. Serves on the Executive Committee
5. Serves as chair in the chair’s absence.
Immediate Past Chair
Charge for this Office
The immediate past chair provides guidance to the chair and other officers and serves as chair of
the Nominating, Memorial Day, and Governance Committees.
Routine Responsibilities
1. Assists incoming chair by sharing information.
2. Chairs the Nominating Committee.
3. Chairs the Memorial Day Committee.
4. Chairs the Governance Committee.
5. Serves on the Executive Committee.
6. Performs other duties as requested by the chair.
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Secretary
Charge for this Office
The secretary shall record and deliver a copy of the minutes of the Board and Executive
Committee to the chair in a timely manner.
Routine Responsibilities
1. Prepares minutes of the Board meeting and provides a copy in a timely manner to the
chair for distribution to Board members (at least one week prior to the next meeting).
2. Serves on and prepares minutes of the Executive Committee meeting and provides a copy
in a timely manner to the chair for distribution to Board members.
3. Works with the Program Manager to ensure that all copies of the minutes for the year are
sent to the University Archives and to the ISUAA following Board approval.
4. Records and monitors monthly attendance of board members.
5. Notifies the chair when a board member misses five or more meetings in any two-year
period or three meetings in one year, unless an absence notice has been sent to and
approved by the chair.
ISU Retirees Association Board of Director Members
Charge for this Office
A Board member participates in the decision making process at Board and committee meetings
and shall report at least annually to the constituent group or college the member represents or
serves as a liaison. Board members include the officers named above and the appointed ones as
per the ISU Retirees Charter, as named below in the next section.
Routine Responsibilities
1.
2.
3.
4.
5.
Reviews the Procedure Handbook and Charter.
Attends and participates in Board meetings.
Notifies the chair prior to an absence from a Board meeting.
Attends programs and social activities planned by the Retirees Association.
Communicates with the constituency or college the Board member represents, or is a
liaison to a particular group
6. Assists Retirees Program Manager by reporting names of new retirees who are not
receiving the communications of the Retirees Association and the names of those for
retirees, spouses/domestic partners, and spouses/domestic partners who have died from
group they represent.
7. Assists in identifying possible replacements for the respective Board vacancies as terms
and resignations occur.
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OTHER DIRECTORS (APPOINTED AS PER THE ISU RETIREES CHARTER)
Newsletter Editor:
Charge for this Office
The newsletter editor creates newsletters containing dates, programs, and information relevant to
ISU retirees.
Routine Responsibilities
1. Sets newsletter deadlines for articles and information to be received.
2. Receives copy for the newsletter from the chair, Retirees Program Manager, committee
chairs, and other interested parties.
3. Creates four or five newsletter issues during each academic year; the newsletters are
circulated in electronic and/or paper form.
4. Works with ISU Printing Services for distribution of the newsletter.
Liaisons:
a. University Benefits Committee (two appointments)
b. Osher Lifelong Learning Institute (OLLI) (one appointee)
c. Faculty Senate Liaison (one appointee)
d. Cemetery Committee (one appointee)
Charge of Liaison Appointments
Individual liaison appointments have a responsibility to serve in a liaison communication and
reporting role with the above-listed ISU groups, as needed.
Routine Responsibilities
1. Contacts the assigned liaison group for updates in communication
2. Reports information to the Board from the liaison group, and vice versa
3. Participates in Board and committee meetings
4. Accepts assignments of the Board as needed
COMMITTEES
Executive Committee
Charge for the Committee
The Executive Committee advises the chair on actions or decisions for the Retirees Association.
Membership
The chair, vice chair, immediate past chair, and the secretary shall serve as voting members of
the Executive Committee. The Retirees Program Manager serves as an ex officio member.
Routine Responsibilities
1. Chaired by the Board chair.
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2. Acts on behalf of the Board when a timely decision is needed prior to the next Board
meeting.
3. Reviews and takes appropriate action on suggested revisions to the Charter and
Procedural Handbook submitted by the Governance Committee.
Governance Committee
Charge of the Committee
The Governance Committee annually reviews the Procedural Handbook and reviews the Charter
every five years. This Committee submits suggested revisions to the Executive Committee,
followed by Board action.
Routine Responsibilities
1. Chaired by the immediate past chair of the Board.
2. Reviews the activities associated with this committee at the first meeting.
3. Reviews the Charter every five years and submits revisions to the Executive Committee.
Subsequently, changes are approved as follows:
a. Executive Committee reviews changes, and, if approved, submits to Retirees
Association Board of Directors. Proposed changes are submitted one month and voted
upon in the subsequent month. A two-thirds vote of approval is needed by Board
Members to adopt the changes.
b. Proposed Charter revisions are submitted to the ISUAA President for approval and
subsequent approval by the ISUAA Board of Directors.
c. Following approval of the Retirees Association Board of Directors, the ISUAA
President, and the ISUAA Board of Directors, the charter changes can be
implemented.
4. Reviews the Procedural Handbook annually and submits revisions to the Executive
Committee. Subsequently, changes are approved as follows:
a. Executive Committee reviews changes, and, if approved, submits to Retirees
Association Board of Directors. Proposed changes are submitted one month and
voted upon in the subsequent month. A two-thirds vote of approval is needed by
Board members to adopt the changes.
b. Procedural changes are implemented following approval by the Retirees Association
Board of Directors.
Memorial Day Committee
Charge of the Committee
The Memorial Day Committee plans and implements the annual Memorial Day ceremony that
recognizes ISU employees, retirees, and spouses or partners who have died during the past year
as well as retired ISU employees and their spouses or partners or persons who passed away but
have not been acknowledged earlier.
Routine Responsibilities
1. Chaired by the immediate past chair of the Board.
2. Reviews the activities associated with this committee at the first meeting.
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3. Plans an annual program for the Memorial Day Ceremony in the ISUAA Center.
Specifics include: inviting a pastor, special music, the ISU President, and the ISUAA
President; and planning for food at the event.
4. Enlists the help of the Program Manager in obtaining names of ISU employees, ISU
retirees and spouses or partners of either group who have died since the last ceremony or
have not been acknowledged earlier.
5. Invite family members and/or colleagues to give a brief (up to two minutes) tribute about
the person who died. Place written tributes in a notebook, and add to the ISU Retirees
website, www.isualum.org/retirees/
6. Publicize the event in the newsletter, local media, the ISU Retirees Association website,
and through communication with family members or colleagues of the deceased.
Nominating Committee
Charge of the Committee
The Nominating Committee prepares a slate of officers for the Board of Directors.
Membership
Members consist of the immediate past chair and all outgoing Board members; the immediate
past chair serves as the committee chair. The Nominating Committee is activated in February.
Routine Responsibilities
1. Chaired by the immediate past chair of the Board.
2. Reviews the activities associated with this committee with members at the first meeting.
3. Develops a slate for the following offices: chair, vice chair, and secretary.
4. Presents a slate of officers by April 1 to the Board Chair. The Board votes upon officers
at the April meeting. Additional nominations may be made from the floor.
Outreach Committee
Charge for the Committee
The Outreach Committee will identify meaningful activities outside of the usual activities to
extend the opportunities available for Retirees Association members.
Routine Responsibilities
1. Selects a chair of the committee.
2. Reviews the activities associated with this committee at the first meeting.
3. Makes recommendations to update and improve information on the ISU Retirees’ website
and submits to the Program Manager.
4. Identifies and publicizes one or two volunteer opportunities that may be of interest to ISU
retirees.
5. Develops and implements one electronic survey per year to identify pertinent
projects/topics/events to obtain feedback from ISU retirees.
6. Works with the Program Manager to publicize ISU research projects in which retirees
could participate.
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7. Collects and distributes information on special topics which may include wellness and
other items of interest to ISU retirees. Maintains contacts with the Human Resources
Department and ISU Wellness Projects.
Program Committee
Charge for the Committee
The Program Committee plans, implements, and assesses programs of interest to ISU retirees.
Routine Responsibilities
1. Chaired by the vice chair of the Board.
2. Reviews the activities associated with this committee at the first meeting.
3. Plans programs January, February, March, and April of the current program year and
September and October of the subsequent program year.
4. Carries out program plans for September and October using information from the
previous Program Committee.
5. When responsible for a program, an assigned committee member contacts speaker;
requests permission to live stream the presentation; writes a newsletter article describing
key content information and includes the speaker’s biography at least three months in
advance of the meeting; informs the Program Manager of the technology needs; responds
to the speaker’s needs; introduces the speaker; and writes a timely thank you letter to the
presenter after the program.
Social Committee
Charge of the Committee
The Social Committee plans, implements, and assesses two social activities for Retirees
Association members each academic year.
Routine Responsibilities
1. Selects a chair of the committee.
2. Reviews the activities associated with this committee at the first meeting.
3. Determines a location and caterer for the holiday dinner, held in November or December.
Plans table decorations and entertainment. Provides information to newsletter editor at
least three months in advance, including reservation information.
4. Determines a location for the spring picnic, held in April or May. Plans table decorations
and entertainment. Provides information to newsletter editor at least three months in
advance, including reservation information.
Symposium Committee
Charge of the Committee
The Symposium Committee plans, organizes, and presents a symposium in October or
November focusing on a topic or topics of interest to ISU retirees and senior citizens of the
community.
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Routine responsibilities
1. Elects a chair (must be a Board member).
2. Composition of this committee shall include but is not limited to the following:
a. A member of the Program Committee
b. A member of the Social Committee
c. A member of the Outreach Committee
d. May include non-members of the Board.
3. Reviews the Committee activities during the first meeting.
4. Selects theme, date and contacts and selects appropriate speakers.
5. Contacts speaker; writes a newsletter article describing key content information and
includes the speaker’s biography; informs the Program Manager of the technology needs;
responds to the speaker’s needs; introduces the speaker; and writes a timely thank you
letter to the presenter after the program.
6. Plans other details of the event, as required.
Ad hoc Committee(s)
Charge of the Committee
Ad hoc committees are appointed to complete a specific task or tasks as identified by the Board.
Routine Responsibilities
1. Reviews the activities associated with this committee at the first meeting.
2. The Board Chair appoints an ad hoc committee and chair in consultation with the Board
to complete a specific task or tasks.
3. The committee will meet until the assigned task is completed and reported to the Board.
AMENDMENTS
Amendments to the Charter and this Procedural Handbook are prescribed in accordance with
procedures outlined under the Governance Committee.
SPONSORSHIP AND ADVERTISING
1. We welcome support of various retiree-related organizations and businesses.
2. All sponsorship and advertising must be approved by the Iowa State University Alumni
Association.
3. Each approval is done on a case-by-case basis with a signed contract detailing the
responsibilities of both parties.
Approved: ISU Retirees Association Board of Directors meeting, September 19, 2012
Revised and Approved: ISU Retirees Association Board of Directors meeting, May 8, 2013
Revised and Approved: ISU Retirees Association Board of Directors meeting, May 20, 2015
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APPENDIX - ANTICIPATED YEARLY CALENDAR
June, July
 Chair and program manager review dates and room reservations for Board meetings for
subsequent academic year and add dates to calendar of events. Room reservations are
submitted a year in advance.
 Chair and program manager review and update list of Board officers and their contact
information.
 Chair writes annual report for the president of the ISUAA and the president of ISU by
July 31.
 Chair distributes the annual report to each Board member. Individual Board members
distribute annual report to constituent group.
 Chair signs letter of welcome for the new ISU retirees.
August
 The Board holds a regular meeting; the chair sends Board the agenda and minutes of the
previous meeting before the meeting.
 Directors volunteer to serve on committees
 Social committee finalizes plans for the fall/holiday lunch and begin planning the spring
picnic social.
 Chair signs letter of welcome for the new ISU retirees.
September
 The Board holds a regular meeting; the chair sends Board the agenda and minutes of the
previous meeting before the meeting.
 If needed, committees select chairs and then an updated contact sheet is distributed.
 The Program Committee is responsible for a program.
 The September-October newsletter is distributed.
 Chair signs letter of welcome for the new ISU retirees.
October
 The Board holds a regular meeting; the chair sends Board the agenda and minutes of the
previous meeting before the meeting.
 The Program Committee is responsible for a program.
 Chair signs letter of welcome for the new ISU retirees.
November, December
 The Board holds a regular meeting in November with no meeting in December; the chair
sends Board the agenda and minutes of the previous meeting before the meeting.
 The Social Committee conducts a social event for November or December.
 The November-December newsletter is distributed.
 The Memorial Day committee begins planning the ceremony.
 Chair signs letter of welcome for the new ISU retirees.
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January
 The Board holds a regular meeting; the chair sends Board the agenda and minutes of the
previous meeting before the meeting.
 The Program Committee is responsible for a program.
 The January-February newsletter is distributed.
 Chair signs letter of welcome for the new ISU retirees.
February
 The Board holds a regular meeting; the chair sends Board the agenda and minutes of the
previous meeting before the meeting.
 The Program Committee is responsible for a member program.
 The Nominating Committee develops a slate of officers and identifies which Board terms
end, necessitating a new Board member be appointed to represent the constituent group.
 Requests ISU administrators appoint person to fill Board vacancy from their respective
group.
 Social committee finalizes plans for spring picnic.
 The Governance Committee reviews the Charter every five years and the Procedural
Handbook every year and submits any suggested changes to the Executive Committee.
 Chair signs letter of welcome for the new ISU retirees.
March
 The Board holds a regular meeting; the chair sends Board the agenda and minutes of the
previous meeting before the meeting.
 The Program Committee is responsible for a program.
 The March-April newsletter is distributed.
 Social committee begins planning the fall/holiday lunch
 Chair signs letter of welcome for the new ISU retirees.
April
 The Board holds a regular meeting; the chair sends Board the agenda and minutes of the
previous meeting before the meeting.
 The Program Committee is responsible for a program.
 The Social Committee conducts a picnic social event for April or May.
 The Nominating Committee presents a slate to the chair by April 1.
 The Board votes on the slate of officers at the regular meeting.
 Chair signs letter of welcome for the new ISU retirees.
May
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The Symposium Committee begins planning the Fall Symposium
Chair signs letter of welcome for the new ISU retirees.
The May-August newsletter is distributed
Plans an annual program for the Memorial Day Ceremony in the ISUAA Center.
Specifics include: inviting a pastor, special music, the ISU President, and the ISUAA
President; and planning for food at the event.
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
The Board holds a regular meeting; the chair sends Board the agenda and minutes of the
previous meeting before the meeting.
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