LEGAL DOCUMENTS

Listed below are  By-Laws - Office Procedures - Charter








RETIRED EMPLOYEES ASSOCIATION
OF MLGW, INC.

BYLAWS


Table of Contents

ARTICLE I – NAME 

ARTICLE II – PURPOSE

ARTICLE III - MEMBERSHIP

ARTICLE IV – ASSOCIATE MEMBERSHIPS

ARTICLE V – GENERAL MEETING

ARTICLE VI – CONDUCT OF BUSINESS

ARTICLE VII –ORDER OF BUSINESS

ARTICLE VIII – EXECUTIVE BOARD AND OFFICERS

ARTICLE IX – DUTIES OF OFFICERS

ARTICLE X – VACANCY OF OFFICE

ARTICLE XI– COMMITTEES

ARTICLE XII – ELECTION FOR EXECUTIVE BOARD

ARTICLE XIII – AMENDMENTS



BY-LAWS OF THE RETIRED EMPLOYEES ASSOCIATION BY-LAWS:

ARTICLE I – NAME

The name of this organization is ‘The Retired Employees Association of MLGW’, Inc., herein referred to as REA-MLGW.

ARTICLE II – PURPOSE

REA-MLGW is established to protect and advance the rights and interests of the past, present and future retired employees (and their families) of Memphis Light, Gas and Water.

ARTICLE III - MEMBERSHIP

SECTION 1 – How Received
Membership, as described in our Mission Statement, is open to all retirees of Memphis Light, Gas and Water and spouses of deceased retirees, and shall be received through application for membership and verification of status by the Executive Board.

SECTION 2 – Members in Good Standing
Member in good standing is hereby defined to be a member who has paid all dues to REA-MLGW, or one who is not more than thirty (30) days in arrears of such payments as of the date specified for payment thereof or who has been declared exempt as defined in Section 5.

SECTION 3 – Dues
Dues for membership shall be based upon the figure of forty eight dollars ($48.00) per year due and payable by January 1st of each year, or four dollars ($4.00) per month paid by Credit Union draft. Members joining mid-year will be pro-rated on the monthly basis for the first year of membership.

Dues for surviving spouses shall be the same per year as for the retiree.

SECTION 4 – Delinquent Dues
Any member in arrears of payment of dues for more than thirty (30) days shall be deemed to be delinquent and not in good standing.

SECTION 5- Insurance
REA-MLGW shall carry adequate insurance to cover the various functions and meetings during the year. A maximum $10,000 for crime coverage shall be included.

SECTION 6 – Exempt Dues
Any member who is unable to pay dues will be exempt from annual dues subject to approval by the Executive Board. Member must petition the Board for exemption due to hardship, either verbally or written. If approved, waiver to be granted accepting any member’s statement as truthful. Members exempt from dues shall have the same responsibilities and privileges as a dues paying member.


ARTICLE IV – ASSOCIATE MEMBERSHIPS

SECTION 1 – There will be no Associate Members.


ARTICLE V – GENERAL MEETING

SECTION 1 – Date and Time
The general membership meeting is scheduled for 11:00 AM, the second Wednesday of each month. The President may call a special session as the need arises.

SECTION 2 
The Vice-President, in the absence of the President, may call a special session as the need arises.

SECTION 3
In the event both the President and Vice-President are absent, the Secretary will call the meeting to order as the need arises.  

SECTION 4
The President can designate the place of meetings with the approval of the Executive Board. An effort shall be made by the Executive Board to plan General membership meetings on a regular monthly basis at same location, as far into the future as possible. Cost of gathering place should be minimal and reasonable for acceptable facilities.


ARTICLE VI – CONDUCT OF BUSINESS

SECTION 1 – Officers Required
To hold a business meeting of REA-MLGW, no less than five (5) members of the Executive Board must be present. The meeting will be open to all with those wishing to speak gaining prior approval.

SECTION 2 – General Membership Business Meeting  
At any General Membership Business Meeting for action upon all motions, a majority vote of the members present shall prevail. At any General Meeting five (5) members of the Executive Board, must be present to constitute a quorum.

SECTION 3 – Rules of Order
Robert’s Rules of Order is the authority for conduct of all business for all meetings of REA-MLGW, except where modified by these By-Laws. The final authority will be those rules as shown on the Website, www.rulesonline.com.



ARTICLE VII –ORDER OF BUSINESS

SECTION 1 – Order of Business Sequence

Invocation 
Call to Order
Roll Call of Officers
Reading of Minutes of last Meeting
Official Reports
Committee Reports
Correspondence
Unfinished Business
New Business
Closing
Benediction

ARTICLE VIII – EXECUTIVE BOARD AND OFFICERS

SECTION 1 – Officers of the Retired Employees Association of MLGW, Inc.
A. The governing body of REA-MLGW shall be an Executive Board composed of nine (9) members in good standing, elected by the membership. (with one (1) ex-officio member of the REA Board (if the Pension Representative is not on the REA-MLGW Board). If the Retired Pension Board Representative is not an elected REA-MLGW Board member, he/she may be an ex-officio member of the REA-MLGW Board without voting rights. The Board shall serve a term of three (3) years and shall be eligible to serve consecutive terms. 

B. The officers of REA-MLGW shall be a President, a Vice-President, a Treasurer, and a Secretary, and shall be elected from within the Board by the Executive Board. The President elect must have served on the Board at least one year before becoming eligible for the position. These officers shall perform the duties prescribed by these bylaws and the parliamentary authority of the latest edition of Robert’s Rules of Order, or any other 
parliamentary authority adopted by REA-MLGW.

SECTION 2 – Administrative Powers of the Board
The Executive Board, as designated in Article VIII, Section 1, shall have and shall exercise all administrative powers of REA-MLGW. 

SECTION 3 – Executive Board Meetings
1.The Executive Board will meet monthly and may meet more often when required. The President will designate the date, time, and place of the meeting.
2.In the absence of the President and Vice-President, the Secretary will call the meeting with the approval of the majority of the Board.
3.Five (5) members shall constitute a quorum and members must attend at least six (6) Executive Board meetings per year, with January through December constituting a meeting year, unless the REA-MLGW Executive Board waives the attendance required.
4.Executive Board members must attend six (6) general membership meetings per year, unless the REA-MLGW Executive Board waives the attendance required.
5.Removal of Board members – Board members may be removed by majority vote of the Board for non-performance of duties, misconduct or inability to perform due to illness or other reasons.


ARTICLE IX – DUTIES OF OFFICERS

SECTION 1 – President
The President shall preside at all meetings and have general supervision of the meetings; open and close all meetings; be charged with coordinating, advising and assisting in all functions of the meetings; and insist upon proper conduct while the meetings are in session.

SECTION 2 – Vice-President
The Vice-President shall assist the President in all duties. In the absence of the President, the Vice-President shall act as President, assuming all duties and responsibilities of that office.

SECTION 3 – Secretary
The Secretary shall prepare all correspondence, as directed; record minutes of meetings; act as custodian of records; and discharge other duties as assigned by the President.  

SECTION 4 – Treasurer
The Treasurer shall be the custodian of the funds of REA-MLGW and shall be responsible for safeguarding all funds in a bank approved by the Executive Board. The Treasurer shall perform all other duties pertinent to finances, as directed by the President.

SECTION 5 – Executive Board Members
Executive Board members shall assist and support the President in the management of programs and services, which enhance the welfare of the membership.

SECTION 6 – Sergeant-at-Arms
The Sergeant-at-Arms shall be appointed by the President and approved by the REA-MLGW Executive Board. The Sergeant-at-Arms shall assist the President in maintaining order at the meetings and shall perform any other duties the President may request, but is not an official of the REA-MLGW Executive Board, unless an elected Board Member.

SECTION 7 – Chaplain
The Chaplain shall be appointed by the President and approved by the REA-MLGW Executive Board. The Chaplain is not an official of the REA-MLGW Executive Board and is appointed by the President for the term set by the President, unless an elected Board Member. When in attendance, the Chaplain shall open and close the meeting with prayer. The Chaplain will assist the President in other matters requested.

SECTION 8 - Ex-Officio Member
The Pension Board Retiree Representative may be an ex-officio member of REA-MLGW Executive Board without voting rights.

SECTION 9 – Photographer
The Photographer shall be appointed by the President and approved by the REA-MLGW Executive Board. The Photographer is not an official of the REA-MLGW Executive Board and is appointed by the President for the term set by the President, unless an elected Board Member. The duties will consist documenting a visual record of the various REA-MLGW functions and maintaining the REA-MLGW Website.

ARTICLE X – VACANCY OF OFFICE

SECTION 1 – Procedure
Should a vacancy occur in any REA-MLGW office, the following procedure will prevail:
1. The Vice-President shall assume the President’s vacancy automatically.
2. Any other vacancy, the Executive Board shall appoint an interim replacement to complete remaining term of said Board member from members in good standing having all the necessary qualifications to run for the vacated office as described in Article 12, Section 4 – Qualifications for Office.  

ARTICLE XI– COMMITTEES

SECTION 1 – Appointments
The President shall appoint all committees and chairpersons from the Board Members for each committee, with the exception of the nominating committee. A majority of the Executive Board must approve the appointments. 

SECTION 2 – Ex-Officio Member
The President shall be an Ex-Officio member of all committees.

ARTICLE XII – ELECTION FOR EXECUTIVE BOARD

SECTION 1 – Nominating Committee
The Executive Board will appoint a nominating committee chairperson from Executive Board who shall form a nominating committee of at least three (3) members in good standing. This committee will be responsible for recommending a slate of qualified candidates to fill all Board vacancies. Nominations for Executive Board members will also be accepted from the floor in the September General Meeting. These nominations will be presented to the Nominating Committee for consideration.

SECTION 2 – Ballot
The ballot will be mailed to each member who is in good standing at the time of the mailing.
The ballot will have a candidate write-in space for each office, subject to qualifications in Article XII, Section 4.
All ballots must be original ballots. No photocopies will be accepted.

SECTION 3 – Election Committee
The President will appoint at least three (3) members to an election committee. Voting shall be conducted by a mail-in vote, restricted to members in good standing. The Election Committee will conduct the election and upon completion of the voting, tabulate the votes and report the results to the President, after which the Candidates and the Board will be notified.

SECTION 4 – Qualifications for REA-MLGW Board
Any candidate nominated for elective office shall have been a member in good standing for not less than six (6) months and attended at least four (4) general membership meetings. 

5 – Length of Office
Term of elective office is three (3) years to be served. One-third of the members of the Executive Board shall be elected by the membership annually.

SECTION 6 – Installation
The newly elected officers shall be officially installed within fifteen (15) days of the election. The outgoing President or his representative may conduct the installation of new officers.

SECTION 7 – Votes Required
The candidates receiving the highest number of votes cast shall be declared elected.

SECTION 8 – Election of Executive Board Officers
See Procedures


ARTICLE XIII – AMENDMENTS

SECTION 1 – Procedure
Any and all amendments to the By-Laws shall be submitted in writing by any member in good standing to the Executive Board.

SECTION 2 – Votes Required
The By-Laws may be amended by a majority vote of the Executive Board. 

By-Laws were officially accepted on July 20, 2004 by the below listed officers and Executive Board members present:
Rubin Campbell, Sr., President
Mary Walters, Vice-President
Susan Carter, Secretary
Joe Curtis, Treasurer
Harry Jones, Chaplain
Cary Ward
Vernon Morris

Amended by the REA-MLGW EXECUTIVE BOARD on February 4, 2009:
Sandra Kinsey, President
Barbara Vandemark, Vice-President
Pat Howard, Secretary
Doris Hillhouse, Treasurer
Dick Gardiner
Willis McKinney
Dee Sheats 
Mary Walters
Marvin Winston 


Amended by the REA-MLGW EXECUTIVE BOARD on April 6, 2011:
Sandra Kinsey, President
Willis McKinney, Vice - President
Dee Sheats, Secretary
Doris Hillhouse, Treasurer
Bill Crawford
Dick Gardiner
Dot Milford
Jerry Olds
Barbara Vandemark

Amended by the REA-MLGW EXECUTIVE BOARD on July 30, 2012:
 Sandra Kinsey, President
 Dick Gardiner, Vice-President
 Dee Sheats, Secretary
 Doris Hillhouse, Treasurer
 Bill Crawford
 Jerry Harwell
 Jerry Olds
 Betty Rome
 Barbara Vandemark 



Amended by the REA-MLGW EXECUTIVE BOARD on July 11, 2016:
Duncan Sheats, President
Bill Crawford, Vice-President
Wanza Alberson, Secretary
Doris Hillhouse, Treasurer
Caroline Bone
Susan Carter
Dick Gardiner
Sandra Kinsey
Sam Tune

Amended by the REA-MLGW EXECUTIVE BOARD on April 10, 2017:
  Duncan Sheats, President
  Caroline Bone, Secretary
  Doris Hillhouse, Treasurer
  Susan Carter 
  Sam Tune 
  Frances Brewer
  Larry Papasan
  Bill Moss 
Sandra Kinsey (not in attendance


​________________________________________________________________________________________________________________________





REA-MLGW PROCEDURES MANUAL





Table of Contents


Duties of Officers

Committee Duties


Project Procedures


Samples









Duties of Officers


President Duties

The President shall preside at all meetings.

Have general supervision of the meetings; open and close all meetings

Be charged with coordinating, advising and assisting in all functions of the meetings

Maintain proper conduct while the meetings are in session.

The President shall appoint all committees, chairpersons of each committee and be an Ex-Officio member

On an annual basis call for a Board review of the By-Laws and Procedures.




Secretary Duties:

The Secretary shall prepare all correspondence, as directed; record minutes of meetings; act as custodian of records; and discharge other duties as assigned by the President.  

1. Set the agendas for both the REA Board Meeting and the General Membership Meeting.

2. Have copies of the current General Meeting Agenda with previous month’s minutes on the back of said agenda to pass out at the meeting.

At the General Meeting the Secretary will be called upon to address the minutes. Unless there was a motion and vote at the last meeting, the minutes (unless corrected) would stand approved. If a motion and vote took place, then the Secretary will bring that to the membership’s attention once again.

4. The Secretary shall prepare an agenda for the REA Executive Board meeting and forward via email for additions prior to the meeting day. The minutes of the previous meeting will also be forward for review at the same time.
  If someone adds an item to the agenda, then the Secretary will make the adjustment for the final agenda. Any corrections or additions to the minutes will be made and the minutes would be presented as approved.

5. The Secretary shall prepare and maintain in the REA office a binder for all the previous Board and General meetings and a binder for all other historical information presented to the Board or Membership. (esp.: Committee Listings, Retiree Digest, Division Newsletter, etc.)

The Secretary shall prepare yearly certificates for Board members leaving the Board for presentation with information provided by the Treasurer detailing the years served and positions held.



Treasurer Duties:

The Treasurer shall be the custodian of the funds of REAMLGW and shall be responsible for safeguarding all funds in a bank approved by the Executive Board. The Treasurer shall perform all other duties pertinent to finances, as directed by the President. 

1. Retrieve all mail from the Post Office 

2. Post all checks to their proper accounts.

3. Make all Deposits

4. Keep Up with any updates on members such as:
A. Name, address, phone or Email address changes
B. Dues 
C. Delinquencies
D. Deaths & spousal name changes

5. Pay all bills

6. Reconcile bank statements

7. Do prep work for the accountant for IRS filing

8. Prepare monthly Treasurer’s Report for Board and Membership Meetings.

9. Prepare Yearly Budget and assist all Projects in Financial matters.

10. Keep up with and purchase most office supplies 

11. Attend any MLGW Board and City Council meetings regarding issues on Pension and/or Insurance the Board deems necessary to attend.

12. Keep up with interest on all CD’s and savings accounts

13. Monitoring and maintaining the Incorporation Status of the Association for the State of Tennessee. The bill is currently being mailed to Sandra Kinsey since she was President when we completed the form and it costs to make any changes to who it is sent to. 

14. Provide CPA and Audit Committee with yearly financial information for IRS compliance and submittal of tax return.

15.To Chair the Audit Committee in forming and presenting to the Executive Board for approval, Guidelines and scheduling of internal audits for the REA-MLGW. The Committee will consist of the Treasurer and two members of the General Membership.








Chaplin Duties:

The Chaplain shall be appointed by the President and approved by the REA-MLGW Executive Board. The Chaplain is not an official of the REA-MLGW Executive Board and is appointed by the President for the term set by the President. When in attendance, the Chaplain shall open and close the meeting with prayer. The Chaplain will assist the President in other matters requested.



Sergeant-at-Arms Duties:

1. Assist the President in maintaining order at meetings.

2. Make sure meeting room is set up as needed. (Tables and chairs in proper place)

3. Check with Security Guard at Board of Education to unlock doors on meeting days. (Make request at front desk at 2597 Avery)

4. Make sure we have a microphone. (Contact building engineer)

5. Assist with picnic activities.

Responsible for assisting President in maintaining order at meetings, distributing documents and materials during meetings. He also arranges for the meeting room, prepares the meeting room for assembly and puts the room in the order that is required after the meeting. He usually has help if this is a huge meeting room. He assists with voting in elections and all matters requiring secret ballots, and serves as teller in the event of counted votes during meetings. The Sergeant-at-Arms serves in any capacity as directed by the President and assists in conducting all meetings according to parliamentary procedure as set forth by Robert's 
Rule of Orders. 



Photographer Duties:

The Photographer shall be appointed by the President and approved by the REA-MLGW Executive Board. The Photographer is not an official of the REA-MLGW Executive Board and is appointed by the President for the term set by the President, unless an elected Board Member. The duties will consist documenting a visual record of the various REA-MLGW functions and maintaining the REA-MLGW Website.



COMMITTEE DUTIES:

COMMUNICATION
In order to facilitate the flow of information to the Executive Board to the Membership the Chair shall:
1. Maintain the Email Group listing 
2. As directed, send by Email to the membership any information
3. Prepare the REA-MLGW Newsletter, with assistance of the Membership Committee
4. Maintain and modify the REA Website
5. Monitor REA-MLGW phone

INSURANCE 
Duties – To maintain contact with the MLGW Insurance Department and any management personnel, as would provide help and assistance; Attend any Governmental meetings that would impact the MLGW Insurance Plan.

PENSION 
Duties – To maintain contact with the MLGW Pension Department and any management personnel, as would provide help and assistance; Attend any Governmental meetings that would impact the Pension Fund.

MEMBERSHIP 
Duties – To contact and provide information to recent and past retirees for:
1. Increasing the membership of the REA
2. Setup and coordinate volunteer members for a Calling group to assistance to the Communication committee in event information should need to be passed to the members
3. Setup and coordinate volunteer members in order to send out mailings for all of the different committees.
4. Coordination of the handling of the Member Name Tags


PROGRAMS 
Duties – To contact and schedule speakers for those meetings for which there 
are no Social events planned.

SOCIAL
Duties – To coordinate the preparation of the open house buffet, Christmas Party and any other functions.

PICNIC 
Duties – To coordinate the preparation of the Fall Picnic


Project Procedures:


Christmas Project

Donations will be accepted starting in October for the Christmas project. The Donations will be accepted by a general Member and counted and sealed by another Member, as designated by the Treasurer, then presented to the Treasurer for deposit. Donations may be mailed in to the Treasurer for deposit.

Retirees in nursing homes will be identified and any retiree that may have had to retire due to a disability.

Cards will also be given to any retiree that is identified as being in an economic hardship. 

Retirees will be screened to make sure that all fall within one of these categories.

Total amount of donations will be divided by number of recipients to determine amount of card that will be obtained from Wal-Mart or an equivalent for those in a nursing home and from Kroger or an equivalent for the other retirees.

Cards will be mailed in a card to the designated retirees.

Final report will be given to the General Membership.




Retiree Picnic

MLGW will be responsible for reimbursing REA-MLGW the rental fee for the AgriCenter as well as providing the chairs and tables for this event which are also paid for by MLGW.

The chair or assistant will be responsible for the following: (REA-MLGW President or committee members can assist in these duties)

Coordinating the agreement between the AgriCenter and REA-MLGW; the AgriCenter sends the Chairperson the contract for processing by the treasurer and the treasurer processes the contract and rental fee due at that time to the AgriCenter. REA-MLGW signs the contract and returns to AgriCenter with the $500 deposit. 

  Within the contract a deadline is stated for the rental fee to be paid. REA-MLGW sends AgriCenter a check by the deadline. This rental fee is what is reimbursed by MLGW to REA-MLGW. After the picnic the Communication emails Manager of Central Support 
Services, Kim Paisley with an invoice from REA-MLGW for the rental fee. (sample invoice included)

Chairperson contacts the MLGW liaison in order to start organizing for the picnic.

Chairperson contacts the caterer for this event. (Caterer to furnish food, drinks, plates, napkins, forks and knives as well) 

Chairperson contacts volunteers to man the membership table, sign-in table, the cookie table and some to float the area in order to help in any way that is needed. All Board members will be available to assist in these areas.  

Has name tags made.

Attend any meetings with rental site and caterer prior to the event.

Reservation form will be updated by the Communications Chair and sent to the Pension Dept. who in turn will include this form with the July pay statement. Only original reservation forms will be accepted. Additional copies will be obtained from the Pension Dept. by the REA-MLGW to have available for retirees that might need another form.

Registrations and money will be directed to the REA-MLGW post office box.  

The treasurer will pick up the mail. She will then meet with her committee members to log in attendees. Each registration form will be noted with check number. The registration information along with checks will be put into a record.  

The treasurer will deposit the checks and advise the chairperson or assistant of the count who will then communicate with the Agricenter, caterer and MLGW liaison. 

Each retiree will be allowed to bring one guest along with their spouse to the picnic if they so choose or a physical need requires an additional person to assist them. 

The Communications Chairperson will issue invitations to the MLGW Board, MLGW Executive Officers and Pension/Insurance Dept., notifying the Chairperson for the attendee counts and name tags.

The caterer will submit an invoice to the chairperson or assistant at the close of the picnic. The Chairperson or Assistant gives the invoice to the treasurer for processing and REA-MLGW issues a check to Leonard's for the amount owed for the food along with a service tip.

Chairperson or Assistant communicates to Building Services, Supervisor Building Services Grounds, the date and how many are going to be attending. MLGW issues a purchase order to Hicks Event and Convention Center Rentals and Service to cover rental of tables and chairs based on attendance figures. Hicks Event and Convention Center Rentals and Service should send an invoice directly to MLGW's Accounting Department referencing the purchase order and a check is processed. 

After the picnic REA-MLGW will be reimbursed receiving all or partial refund from the AgriCenter in connection with the deposit that has been paid.

Chairperson or Assistant also gives any receipts for items purchased for the picnic to the treasurer and a check is issued by REA-MLGW reimbursing them for same.





Newsletter 

The Chair of the Communications Committee or appointed committee member will compose the Newsletter with information that might have been emailed out to those on the email list, from issues discussed at the General Membership meeting or any issue that has been addressed with meetings with MLGW Management, etc.  

Points of interest can be inserted in the Newsletter as well. After the Newsletter has been developed, the Chairperson will have copies produced and obtain necessary stamps, envelopes and mailing labels. Address labels, are prepared by the Chair or committee member using current roster list provided by the Treasurer and provided to the Membership committee. 

The chairperson of the Membership Committee will coordinate the mailing of said newsletter. Volunteers are recruited by the Membership Committee to assist in the mailing of the newsletter. 





Notification of Retirees

The Communications Chair, Secretary or President is responsible for emailing information out to members and maintaining the email address database. This is through Yahoo mail program.

The website (www.rea-mlgw.org) will also be a means of communication.

The Membership Chair is responsible for setting up and maintaining the Voice Mail Notification system for members through Calling Post. Calling Post is a communication method utilizing either landline or cell phones by sharing a (brief) recorded voice message for our Members and Executive Board in urgent situations. The Chair will forward any Accounting notifications to the Treasurer. 






Meeting Location 

The Secretary, President or Communication Chair schedules the meeting dates with the Board of Education (416-5519). 
They are 2nd Wednesday of each month; all months, except September.

As of 2016 we have to complete an application form for a Permit to use the Board which covers 3 months. So in second month we need to reapply.





Nominating Committee Procedures

The Executive Board will appoint a nominating committee chairperson from the Board who will form a nominating committee of at least three (3) members in good standing.

This committee will be responsible for recommending a slate of qualified candidates. Nominations from the retiree membership will be solicited at the general meeting as well as from present Board members. After all nominations have been received, or if no nominations are received, the nominating committee will request a list of the present membership in good standing. The definition of "membership in good standing" as stated in the Bylaws will be used.

Taking into consideration all nominations, the nominating committee will then go through the membership list provided by the Treasurer that meet the attendance requirement and discuss the merits of individual members that might be eligible to serve on the Board, bearing in mind they must live within a reasonable driving distance to Memphis. A list of as many candidates as possible is then drawn up. The process of elimination (or inclusion) then begins by the discussion of the known qualities that person possesses that makes/does not make him/her a good candidate. The nominating committee then divides the list among the committee members to call each person and discuss their willingness/ability to serve on the Executive Board for a three-year term until candidates are chosen.




Questions asked of nominees:

Are you willing to serve as an uncompensated volunteer on the Executive Board for the best interest of all MLGW retirees and their spouses? A copy of the mission statement may be provided to all candidates, or if they are unfamiliar with the mission statement it may be read to them before providing them a copy.

Are you willing to serve a three-year term? During this time you will probably be required to serve as an officer. Are you able and willing to serve in any capacity if elected to the Board?

Will you commit to attend meetings? (REA-MLGW Executive Board meetings, once per month or more if required (12 or more) with a minimum of six (6) required per year; REA-MLGW General Membership meetings, once per month (12), with a minimum of six (6) required per year; MLGW Pension Board (as many as possible with special emphasis on attendance when anything pertaining to retirees is on the agenda); City Council meetings as needed.

Internet communication. Do you have email or are you willing to obtain email access? Are you computer literate and/or willing to learn? Board members are required to have computer skills due to the necessity of officers to fulfill their duties. All officers are required to have email to better facilitate communication.  

Provide a picture and short bio and statement of what you can contribute to the Executive Board and the membership if elected, as well as where you like to see more emphasis placed.

A copy of the above information is provided to each candidate and they are asked to please sign and return to the committee.


Election Procedures

After candidates have been chosen and pictures and bios have been provided to the Communications Chairperson, a ballot is prepared to be mailed with the outgoing newsletter. The ballot will include pictures and bios of each candidate. (Refer to previous year mail-out.) The ballot will provide only the names of the candidates with a place to mark the members' choice. A place may be provided at the bottom for a write-in candidate.

A mail-out date and a return-by date is decided upon, allowing enough time get the votes returned and counted so that the new Board members may be announced at the December meeting or no later than the January General Membership meeting. This process takes several weeks and should be begun by late September or early October at the latest.


Election Committee

After the return-by date, the Election Committee which is appointed by the President will open and count the votes. The ballots are counted twice. If any discrepancies are noted, switch ballots with another group and recount. The counting continues until there are no discrepancies.

The Election Committee chair will then call each Board member and each candidate to advise them of the election outcome. Only the Chairperson of the Election Committee will share this information; helpers, counters and/or others should hold the election results in utmost secrecy until all parties have been contacted and the results are announced at the General Membership meeting.

New Board members are recognized at the January Executive Board meeting, at which time new officers are elected by the Executive Board.

Election of Executive Board Officers

At the January meeting, offices of President, Vice President, Secretary and Treasurer will be up for election. The sitting Board may make nominations for said offices from the floor then vote by secret ballot to elect each position. The sitting Board can also make any changes to the process in the future if majority agrees to make said changes to how the officers are elected for that year.

A written ballot will be taken. The Winner in each position will be the one who receives the majority of the Board members’ votes.
Each Office will be for a term of one Year.  
The office of VP will be strongly considered as President for election at the following election.


(See Sample Ballot)

Election of the REA Officials for 2017
Please Check one ‘Clear’ Box per Row and Column:
                                     President        Vice-President       Secretary     Treasurer
Caroline Bone
Frances Brewer
Susan Carter
Doris Hillhouse
Sandra Kinsey
Bill Moss
Larry Papasan
Duncan Sheats
Sam Tune

Current Officers:
President – Duncan Sheats
Vice President – Bill Crawford
Secretary – Wanza Alberson
Treasurer – Doris Hillhouse

Note: The Yellow coded Boxes are ineligible (boxes and color do not appear but 1st year Board members unless waived) for the Position.



Sample of Picnic Registration Form:

A N N U A L    R E T I R E E     LUNCHEON (P I C N I C)
SPONSORED BY MLGWCO-ORDINATED BY REA-MLGW
WHEN:WEDNESDAY – SEPTEMBER 28, 2016

WHERE:THE AGRICENTER, 777 WALNUT GROVE, BLDG #D (WHEELCHAIR ACCESSIBLE
TIME:DOOR OPENS AT 11:00 A.M. – NOT BEFORE
                                                                             LUNCH WILL BE SERVED BEGINNING AT NO CARRY-OUT OF FOOD IS NOT ALLOWED UNDER ANY CIRCUMSTANCES (HEALTH DEPT RULING)

                                                    COST: $7.50 PER PERSON PRIOR TO & ON  (date)                                                    
                                                                                           $8.50 PER PERSON AFTER (date)

                                                            PRE-REGISTRATION IS REQUIRED
                                                            REGISTRATIONS WILL NOT BE ACCEPTED AFTER (date)
                                                            THERE WILL BE NO WALK-INS ACCEPTED

CHAIRPERSON (name)  ----   TREASURER (name)
FOR ADDITIONAL INFORMATION CALL: (name-phone number)


TO MAKE A RESERVATION, MAIL THE BOTTOM PORTION OF THIS FORM ALONG WITH YOUR CHECK MADE PAYABLE TO:
REA-MLGW
P O BOX 3696
MEMPHIS TN 38173
Please Print: (only retiree and two guests are allowed due to space limitations – please, no children)
* * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * ** * * * * *  
Retire                                                                                                               Guest
Name: _______________________________________________________Name:________________________________________
(Phone no.)___________________________________________________Guest
                                                                                                                         Name:________________________________________
I am registering EARLY, enclosed is my check for $_____________($7.50 per person)
I am registering AFTER October 6th, enclosed is my check for $____________($8.50 per person)

DATE: ______________SIGNATURE:________________________________________________
This form will be used for Retiree prize drawings–husband & wife retirees please send in individual forms

THERE WILL BE DOOR PRIZES!!! REGISTER NOW!!!




Sample of invoice for rental fee:

INVOICE #1014

RETIRED EMPLOYEES ASSN. OF MLGW
 (REA-MLGW)
Mailing Address: P O Box 3696, Memphis TN 38176
Office Location: 1616 Whitten Road
Memphis, TN 38133
Phone: 901-826-7511
Website: www.rea-mlgw.org Email: reamlgw@yahoo.com




QTY                                           DESCRIPTION                                           AMOUNT

  1                          REIMBURSEMENT FOR RENTAL CHARGE OF                 $1500.00

                              CENTER FOR (year) MLGW RETIREE’S PICNIC         _________

                                                                                                               Total $1500.00




MAKE CHECK PAYABLE TO:
REA-MLGW
P O BOX 3696
MEMPHIS TN 38176


___________________________________________________________________________________________________________________________
REA-MLGW CHARTER