Below is list of committees and their functions. In each case, the responsibility of the chair is provided, for further information of other roles in each committee, click on the link below the description of the chair’s responsibilities to access the full description within The Leaders’ Manual.

The Annual Workshop Committee shall consist of five (5) members appointed by the President and the  Senior Vice President who shall be the chair. The functions  of this committee are to plan the Annual Workshop, to make  the necessary arrangements for it, to facilitate its progress, and to evaluate it as part of preparing for the next year’s  Annual Workshop.

The Committee shall consist of a Chair and five members appointed by the President, including a representative from the Host Zone for Convention that year. Committee members will be appointed from various Zones across the state. The Executive Office Manager of the Association is involved as a resource person.

The Annual Workshops will take place the day before the Annual Meeting at the Convention.

The Committee plans the workshops to be of general interest to all delegates. This includes finding presenters, recorders, and introducers. Entertainment and/or a Keynote speaker will be secured for the evenings of and preceding the workshops by the committee. Each presenter, speaker, and entertainer will receive a time schedule of the workshops and a written acknowledgement of their agreement to conduct a workshop, to speak, or to entertain. Special programs may be included in the plans, such as, but not limited to, a golf tournament, a bridge tournament, and a NYSRTA musical presentation.

The program will be evaluated by an evaluation sheet, developed in cooperation with the Executive Office Manager. The committee chair is responsible for preparing the workshop information for publication in YORK STATE. The Chair will also work with the Site Committee and the Executive Office Manager with information on rooms and equipment needed for presentations.

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The Bylaws Committee shall consist of a chair and four (4) members appointed by the President. This committee shall prepare and submit to the Executive Board  recommendations for amendments.

Chair – Appointed by the President

The chair of this committee is required to attend and to report at all Executive Board Meetings.

The chair of this committee is responsible for overseeing the maintenance and printing of the Bylaws booklet.

The chair of this committee serves on the Resolutions Committee in an advisory, non-voting role.

Proposed amendments to the Association Bylaws may be initiated by the Executive Board, or by the Bylaws Committee or through a petition to the Executive Board, signed by twenty-five (25) voting members. Proposed amendments created through the petition process will be referred to the Bylaws Committee for consideration and recommendation. The Bylaws Committee shall prepare and submit to the Executive Board its recommendations on these and on any proposed amendments initiated by the Bylaws Committee. The text of proposed amendments must be sent to the Executive Board at least one week prior to the meeting they will be voted upon.

If the Executive Board approves the proposed amendment, the Bylaws Committee Chair shall proceed to inform zone presidents of the proposed amendment and to request that the president or zone bylaws chair present the proposed amendment for approval by the Zone. Each Zone has the freedom to decide the method whereby proposed amendments will be addressed by the Zone; i.e. through its governing body or at a Zone meeting. The result of the Zone’s approval process is to be sent, as soon as possible, to the Association President with a copy to the NYSRTA Bylaws Chair.

At the Annual Meeting, the Chair shall present the proposed amendment(s) for a vote. Once two-thirds (2/3) of the Zones and two-thirds (2/3) of the delegates at an Annual Meeting have approved proposed amendment(s), the amendment(s) become part of the Association Bylaws.

Up-to-date Bylaws will be maintained on the NYSRTA website for the use of all members. In addition, printed copies will be made available to members of the Executive Board and the cabinet and to the Zone Bylaws Chairs as well as to delegates to the next Annual Meeting.

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The Certificate of Recognition Committee shall consist of a chair and two (2) members appointed by the President. The function of this committee shall be to  recognize living retired members who have shown outstanding leadership and accomplishments in the field of education and service in retirement.

Chair – Appointed by the President

The objective is to single out professionals who have contributed significantly to NYSRTA.
Nominees must be qualified living candidates who are members of NYSRTA and who have served at the Association, Zone, and Unit levels. “Nominations may be made by Zone Presidents or by individual NYSRTA members with Zone President’s approval”

To be considered for the current year’s award, nominations must be received by June 1st. NO LATE NOMINATIONS WILL BE CONSIDERED.

Please send nominations to the Chair of The Certificate of Recognition Committee (Name and address may be found in the Directory online at www.nysrta.org or published in the winter edition of YORK STATE.)

No nominee is to be informed of his or her name having been presented.

Information may be obtained from records or from families. Names of those chosen to receive the honor will not be divulged until certificates are presented at the Annual Convention.

Suggested qualities that may be considered:
1. Viewed as well above the average – significant, outstanding
2. Unusual experiences – out of the ordinary
3. Evidence of affecting change
4. Contributions – effective – range
5. Recognition
6. Accomplishments – success – variety
7. Breadth of involvement – world, nation, State, local, community

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The Community Service Committee shall consist of a Chair appointed by the President and one (1) member of each zone as designated by that zone. The functions of the Community Service Committee shall be:
(a) To assist the zone Community Service chairs in compiling a list of community programs, organizations and services in all zone communities.
(b) To increase NYSRTA visibility and showcase community service on NYSRTA’s website.
(c) To integrate community service activities and events which are sponsored by national community service organizations.

Chair – Appointed by the President

The committee consists of a Chair and ten Zone Community Service Chairs.

THE ASSOCIATION COMMUNITY SERVICE CHAIR
a. Compile Zone Community Service reports and present the results to the
Executive Board once a year.
b. Work with the zone chairs to enhance the visibility and mission of “helping others”.
c. Work with the NYSRTA Public Relations Committee to publicize volunteer activities.
d. When possible or desirable to suit NYSRTA goals, Integrate service activities and events with AARP and NRTA.
e. Convene a Community Service meeting of zone chairs once a year to report on and share community activities occurring throughout the year.
f. Insure that every community service project/event includes membership materials and information for potential new member recruits that are met at a public event.

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The Credentials Committee shall consist of a 587 chair and two (2) members appointed by the President.
(a) The President of each zone, not later than forty-five (45) days prior to the date of the Annual Meeting, shall send to the Association office a list of accredited delegates to the Annual Meeting for publication in the program for the Annual Convention.
(b) These lists shall be consolidated by the Association Office and shall be the official list for use by the Credentials Committee. The official list shall be subject to amendment by the President of each zone at the time of the Annual  Meeting so that it will be correct at the beginning of the first business session. 599
(c) This committee shall report at the Annual Meeting the number of accredited delegates present at each business 601 session and the total attending each meeting; shall see that only accredited delegates are seated in the section reserved 603 for delegates; and shall perform such other duties as the President may direct.

Chair – Appointed by the President

The Committee consists of a chair and two members appointed by the President.

The Committee is primarily an instrument of the Annual Meeting. Committee members are seated at registration to assist in the distribution of delegates folders and to oversee the proper procedure takes place if alternate delegates are chosen by a Zone President to take place of absent delegates from their Zone.

The day before the first business meeting of the Annual Meeting, the Committee arranges the meeting room.
1. The chairs are set up in three sections with nine chairs in each row. The Zones delegates are assigned to each section in accordance with a ten-year rotation plan. The plan insures that no Zone will sit in the same area in two consecutive years.
(Provided the meeting room can be so arranged)
2. A speaker’s table with at least five chairs and a portable microphone is placed on a platform at the front of the room.
3. A microphone on a speaker’s stand adjoins the head table to the left.
4. A small table with three chairs to accommodate the Committee members is to the left of the speaker’s stand.
5. Another small table is placed to the right of the speaker’s table for the person who acts as the official timer and recorder.
6. Two stand-up microphones are provided for each aisle located at the third points of the aisle. Microphones are numbered front and back for the Chair’s convenience in identifying the speaker.
At the beginning of each morning session of the Annual Meeting, the Committee must report the number of accredited delegates present and the total attendance including non-delegates and guests. The Committee must insure that only accredited delegates are seated in their assigned sections.

The Committee Chair shall furnish reports as requested by the President. The Committee will perform such other duties as the President may direct.

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The Finance and Budget Committee shall consist of seven (7) members: a chair and four (4) members appointed by the President; the President; and the  Treasurer. No appointed member may be an elected officer of the Association. One (1), and only one (1), of the members shall be selected from the zone Presidents. The  Senior Vice President and the Assistant Treasurer shall be 612 ex-officio members without vote. The functions of this committee are:
(a) To recommend to the Executive Board the investments of Association funds.
(b) To coordinate and supervise the financial operations of the Association.
(c) To recommend to the Executive Board the annual membership dues required for a balanced budget.
(d) To prepare a budget showing estimated receipts and expenditures for the ensuing year and present it at the Annual Meeting for action. Such budget shall include a  comparison with previous year’s income and expenditures of 624 budgeted items.
(e) To recommend to the Executive Board changes of approved budget items during the fiscal year.
(f) To review the auditor’s report and present a summary to the Executive Board.

Chair – Appointed by the President
The Committee consists of seven members; a chair and four members appointed by the President; the President and the Treasurer. No appointed member may be an elected officer of the Association. One member shall be selected from the Zone Presidents. The Senior Vice President and the Assistant Treasurer shall be additional members without vote.

1. The function of the Committee is as follows:
a. To recommend to the Executive Board the investments of the Association funds.
b. To coordinate and supervise the financial operations of the Association.
c. To recommend to the Executive Board the annual membership dues required for a balance budget.
d. To prepare a budget showing estimated receipts and expenditures for the ensuing year and present it at the Annual Meeting for action.
e. To recommend to the Executive Board changes of approved budget items during the fiscal year.
f. To review the auditor’s report and present a summary to the Executive Board.

2. The Committee and the Executive Office Manager meet in July to discuss and recommend salary adjustments prior to the Executive Board meeting being held at that time. Review of the past year’s expenditures and the present budget adopted at the previous Annual Meeting is done. If necessary revisions are made, they will be included in the report to the Executive Board for action.

3. The Committee and the Executive Office Manager meet in August. The next year’s budget is formulated at this time, using information from the annual audit and the needs of the Association committees, officers, and office staff. This budget is presented at the Annual Meeting for adoption.

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The Friendly Service Committee shall consist
of one member from each zone designated by the zone and the Vice President for Friendly Service who shall be the chair. The function of this committee shall be to promote the well-being of the members of the Association.

Elected Officer
Chair of the Friendly Service Committee which consists of the zone Friendly Service chairs.
1. Convene and conduct all meetings of the Friendly Service Committee and provide leadership and guidance for all zones Friendly Service chairs.
2. Distribute forms and disseminate pertinent and / or new information regarding practices, procedures, and responsibilities.
3. Attend all meetings of the Association’s Executive Board to report pertinent Friendly Service information.
4. Report back to the zone Friendly Service chairs pertinent information from the Executive Board.
5. Assist zone Friendly Service chairs and others with problem solving.
6. Update responsibilities and procedures for dissemination to zone Friendly Service chairs, who will then distribute the guidelines to unit Friendly Service chairs.
7. Establish deadline date for completion of annual reports.
8. Compile data received from zone Friendly Service chairs’ annual reports.
9. Present an oral and a written report of Friendly Service activities and
accomplishments for the year at the Association’s Annual Meeting.
10. Prepare newsworthy items related to Friendly Service activities for publication in YORK STATE.

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The Health Care Committee shall consist of at least one (1) member from each zone designated by the zone and a chair appointed by the President. The function  of this committee shall be to provide members of the Association with information and assistance so they may make informed choices on health care.

Coordinator – Appointed by the President

The committee shall consist of a Coordinator and ten Zone Health Care Coordinators.
RESPONSIBILITIES OF THE ASSOCIATION HEALTH CARE COORDINATOR
The Association Health Care Coordinator will provide overall leadership to the Health Care Committee as follows:
a. Maintain regular contact with the Zone Chairs.
b. Supply health and related legislation as well as ongoing programs to Zone Coordinators.
c. Report periodically to the NYSRTA Executive Board and annually to the Annual Convention.
d. Write health reports for YORK STATE.
e. Establish and maintain contact with health and social service agencies with the aging network, social agencies, and AARP to identify mutual areas of cooperation and collaboration.
f. Attend meetings, conferences, and workshops as requested by the Executive Board.

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The History Committee shall consist of one (1) Association Historian appointed by the President and one (1) member of each zone as designated by the zone.
The function of this committee is to collect, file and preserve any and all data and records which pertain to the establishment, growth, and development of the zones and 646 the Association. The Association Historian shall work in cooperation with zone historians in assembling historical materials.

Chair – Appointed by the President

The committee consists of a Chair and the ten zone Historians.
RESPONSIBILITIES OF THE ASSOCIATION HISTORIAN
(a) Collect, file and preserve any and all data and records which pertain to the establishment, growth and development of the Association.
(b) Work with the Zone Chairs in assembling historical material.
(c) Make reports to the Executive Board.
(d) Encourage Zone Historians to keep accurate records and instruct them in the updating of Zone histories.
(e) Report at the Annual Meeting.
(f) Invite Zone Historians to participate in a two-day exhibit of materials at the Annual Conference.
(g) Send communiqués to Zone Historians as needed.
(h) Prepare a Historian’s Book annually with information gathered in the files.
(i) Take pictures and record oral history.
(j) Send newsworthy material to the YORK STATE editor for publication.

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The Legislative Action Committee shall consist of one (1) member from each zone designated by the zone and the Vice President for Legislative Action, who 652 shall be the chair.
(a) To further legislation for the benefit of active and retired educators.
(b) To work with other organizations of retirees to further legislation for the benefit of all retirees.
(c) To keep the membership informed of current legislation 658 and concerns.

Elected Officer
Chair of the Legislative Action Committee which consists of one (1) voting member from each Zone designated by the Zone.
The Vice President for Legislative Action shall:
1. Call and conduct all meetings of the Legislative Action Committee necessary to carry out the development and preparation of the Association’s legislative goals.
2. Organize and direct the activities of the members of the Legislative Action Committee to the end that all zones of the Association will be fully informed for effective and appropriate action.
3. Review congressional and state legislation programs, noting the measures which
Merit support or opposition by the Association.
4. Have direct charge of any action to promote and to support any favorable federal and state legislation and any effort to oppose or to amend any legislation that is unfavorable to the welfare of the Association’s membership.
5. Assist the ten Zone Chairs in disseminating legislative materials and information to all local units in each zone so that the entire membership is informed.
6. Report legislative matters to the Executive Board as well as other relevant items that reflect the majority opinion of the Legislative Action Committee concerning actions deemed necessary to fulfill the Association’s goals.
7. Keep the entire membership informed through articles in YORK STATE and other bulletins necessary in carrying out legislative goals of the Association.
8. Report the year’s Legislative Action Committee activities at the Association’s Annual Meeting.
9. Contact legislators to inform them of our bills, to answer their question, and to ask for their positions on pending legislation and for their support for our legislative proposals.
10. Recruit local Legislative Advocates and May Lobby Day Legislative Advocates.
11. Coordinate political action, i.e. respond to “Alerts.”
12. Coalesce with other organizations whose goals are similar to those of the Association.
13. Keep a file of materials, i.e. letters, fact sheets, Committee meetings, etc., to pass on to the next Vice President for Legislative Action.
14. See to it that each Zone President and Legislative Action Zone Chair is provided with a DIRECTORY of all legislators early in February of each year.
15. Report to the delegates at the Association’s Annual Meeting and report to the membership at large through articles prepared for YORK STATE.
16. Attend meetings of the Resolutions Committee, serving as a non-voting advisor on proposed resolutions that affect Legislative Action.
17. Prepare a report to the President of the Association, when attending conventions on behalf of the Association
18. Provide training materials for Zone chairs.
19. Maintain regular e-mail and phone contact with the Albany office.
20. Update the President on activities of the Legislative Action Committee.
21. Encourage Zone chairs to do training sessions for Legislative Advocates.
22. Recognize the outstanding Zone chairs and Legislative Advocates.
23. Perform other duties as the President may direct.

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The Membership Committee shall consist of one (1) member from each zone designated by the zone and the Vice President for Membership who shall be the chair. The function of this committee shall be to promote and coordinate all activities at both the state and zone levels to retain and increase the membership of the Association.

Chair of the Membership Committee which consists of the ten zone membership chairs.
Elected Officer
1. Shall call and conduct all meetings of the Membership Committee and provide leadership and guidance for all zone chairs.
2. Shall lead the Committee in developing plans, goals, and objectives for recruiting new members, retaining current members, and reducing the number of non-paid members.
3. Shall provide training for zone chairs in the latest techniques necessary to attain the goals and objectives set forth by the Committee.
4. Shall maintain a good working relationship with the zone chairs in order to exchange ideas and methods for increasing membership and improving the Association in general.
5. Shall attend zone meetings, when requested by the zone president, to promote and encourage membership activities.
6. Shall present a written and oral report at each Executive Board Meeting.
7. Shall provide an annual written and oral membership report to the delegates at the
Annual Meeting.
8. Shall write a membership article for each issue of YORK STATE.
9. Shall perform other duties as may be assigned by the President.

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The Nominations Committee shall consist of one (1) member from each zone designated by the zone and a chair appointed by the President.
The functions of this committee are to nominate a slate of officers of the Association for the ensuing year and to present this slate at the Annual Meeting. A member of this committee whose name is to be considered for nomination shall not attend any meeting during which names are to be considered. His/her zone President may appoint an alternate for those particular meetings. The alternate shall have the same voting rights as the other members.

Chair – Appointed by the President
The Committee consists of a chair and the ten zone Nominations Chairs.

The function of this Committee is to nominate the slate of officers of the Association for the ensuing year and to present this slate to the Association’s Annual Meeting.

The Chair shall have a slate of officers for the July meeting of the Executive Board. Present officers eligible to continue in office shall be surveyed no later than February 28th to ascertain their willingness or unwillingness to continue in office. Members of the Nominations Committee will be informed of the results of this survey and be reminded of any vacancies due to expiring terms of present officers.

The Chair shall write an article for the spring issue of YORK STATE informing the membership of the positions that need to be filled. The procedure for applying for an office shall be included in the article.

Although the activity of the Nominating Committee extends throughout the year, only one Nominations Committee meeting will be held at the time of the July meeting of the Executive Board Meeting. The Zone Nominations Chairs shall represent their Zones at the Nominations Committee meeting. If said person is unable to attend, the Zone President should appoint a substitute.

There is no adopted form of application for an office. An Association member seeking an elected office shall submit a complete resume along with a letter of intent. Each nominated candidate must have given approval for his/her name to be presented and be endorsed by his/her Zone Executive Board. Association members may submit supporting letters for the candidates. All materials including brochures, letters, awards, etc and any other documents in support of candidates applying, to be reviewed by the Committee, must be sent to the Chair on or before the published date established in June in order to be considered. No materials will be accepted after this date or at the time of the interview in July.

The Chair, in advance of the Nominations Committee meeting, will supply a resume of each nominee’s qualifications and pertinent information to each member of the committee. Candidates shall be interviewed at the Nominations Committee meeting except those candidates who are eligible to continue in the office they currently hold. All decisions on nominees will be made by secret ballot at the time of the Nominations Committee meeting. Proceedings of all meetings of the Committee are confidential. Only the Nominations Committee Chair shall speak for the Committee.

Many Zones’ Bylaws have in place the method of selecting their Zone Nominations Chair while others do not. Zone Presidents should consider when making their appointments that the Zone Nominations Chair has an important role in determining who will be selected as nominees for officers of the Association.

Zone and unit Nominating Committee members should be alert to Association members who exhibit leadership qualities. The search for new, enthusiastic, capable leaders is essential to the progress of the Association.

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The Personnel Committee shall consist of five (5) members. They shall be the President, Senior Vice President, Treasurer and two (2) members appointed by the President. The President shall be the chair.

The responsibility of this committee is to provide a written personnel policy and job description for the employees in the association office. Working with the Executive Office Manager, this committee will ensure that there are current written personnel policies and job descriptions in place  covering all aspects of employment. The committee shall meet at the July Executive Board meeting date and whenever the need arises. The committee shall provide  report(s) to the Executive Board when necessary.

Chair – President

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The Public Relations Committee shall consist of one (1) member from each zone designated by the zone and a chair appointed by the President. The function of this committee shall be to promote good understanding among retired groups, active educators, and the general public.

Chair – Appointed by the President

The Committee consists of a chair and the ten Zone Public Relations Chairs.

RESPONSIBILITIES OF THE ASSOCIATION
PUBLIC RELATIONS CHAIR
1. Required to attend all Executive Board meetings.
2. Prepare written reports for Executive Board meetings, Annual Meeting, and YORK STATE.
3. Report activities, changes, and new directions to the Zone Chairs.
4. Create press releases reflecting the Association activities (and purpose) and distribute them to the Zone Public Relations Chairs and to the news media.
5. Be available to work with Association officers and committees on special projects including; membership renewal forms, brochures, and other printed material.
6. Schedule and organize Public Relations Committee meetings.
7. Chair the committee for awarding the NYSRTA permanent/professional Grant Award.
8. Supervise and assist zone chairs in the distribution, compilation and scoring of grant materials.
9. Participate in activities that promote the Association to active educators.

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The Resolutions Committee shall consist of one (1) member from each zone designated by the zone and a chair appointed by the President.

The functions of this committee are to solicit, prepare, and present resolutions at the Annual Meeting. Only resolutions that pertain to the objectives of the Association, as listed in ARTICLE II, shall be considered.

Chair – Appointed by the President

The Committee consists of a chair and the ten zone Resolutions Committee Chairs. The Chair of the Bylaws Committee and the Vice President for Legislative Action serve as non-voting advisors.

The function of the committee is to solicit, check for compliance and to recommend or not recommend the resolutions which have been submitted for consideration. The chair will then present resolutions which have been recommended for adoption at the Annual Meeting. According to Webster’s New World College Dictionary, 4th ed., a “resolution is a formal statement or determination adopted by an assembly or other formal group.”

The committee meets prior to the July Executive Board Meeting. An additional meeting may be held between the July meeting and the Annual Meeting if an emergency resolution comes before the committee.

Any member of NYSRTA may submit a resolution to his or her zone for consideration. The resolution should be practical, reasonable, and financially feasible. The Zone Approval Statement and the name and address of the person submitting the resolution must be affixed. The correct format for a resolution appears below.

After the proposed resolution has been prepared by the zone Resolutions Committee and approved by the zone governing body, a signed hard copy and an e-mail formatted copy shall be sent to the NYSRTA Resolutions Committee Chair. To ensure proper review of resolutions, copies must be mailed at least thirty (30) days prior to the July Executive Board meeting. (Required by NYSRTA Bylaws Art XV, Sect 1.)

When the committee meets in July, all resolutions are reviewed and classified as recommended or not recommended. All submitted resolutions shall be printed in the fall issue of YORK STATE along with the recommendations of the committee.

The recommended resolutions are presented at the Annual Meeting for acceptance or rejection by the delegates to the Annual Meeting. Resolutions not recommended by the committee may be brought up for action by a 2/3 vote of the delegates.

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Chair – Appointed by the President

The Committee shall consist of a chair, the Senior Vice President, the Treasurer and two (2) members appointed by the President. The Executive Office Manager shall be invited to attend all meetings.
1. The function of this Committee is as follows:
a. To recommend a selected site for the Annual Workshop and the Annual Convention of the Association to the Executive Board.
b. To investigate and consider potential site suggested by the Executive Board.
c. To review all contracts, item by item, prior to any approval of same.
d. To act as the liaison between the selected site management and the Association.
e. The Chair shall attend meetings as requested by the Association President
2. The President of the Association shall notify the management of the site chosen by the Executive Board.

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