NAME AND DEFINITION: The name of this association shall be the Louisiana Association of Public Employees’ Retirement Systems (LAPERS). It is a politically non-partisan, voluntary, non-profit association interested in bringing together individuals employed by state, statewide, and local public employees’ pension plans to provide a forum for the exchange of information, ideas, and experiences related to public retirement issues.
OBJECTIVES AND PURPOSES: The purposes of LAPERS are educational and informational. This association shall (but is not limited to):
- encourage the exchanging of information and ideas among its members;
- discuss and offer solutions to retirement system administration and other related problems;
- review and discuss current and future legislation and legislative proposals;
- disseminate unbiased information regarding current issues of interest;
- educate its members relative to the various functions of retirement systems administration;
- sponsor an annual conference on topics of interest to public employees’ retirement systems;
- conduct, in an impartial manner, other informational activities or seminars as deemed necessary by the association;
- promote retirement system continuity;
- engage in any other lawful activity for which non-profit corporations may be formed under the laws of the State of Louisiana.
BOARD OF DIRECTORS: The activities of this association shall be managed by a Board of Directors consisting of four members, all of whom must be employed by a public retirement system, fund, or plan located within the State of Louisiana, which is an active member of this association. The Board of Directors shall consist of the President, Vice President, Secretary, and Treasurer. Their terms of office shall be for two years, from February 1 through January 31, or until their successors are chosen. Election shall be by majority vote (plurality) and shall occur at the annual meeting or any duly called special meeting. The Board of Directors shall meet at the call of the President or on written request of three members of the Board. A majority of the members of the Board of Directors constitutes a quorum. The directors shall serve at no compensation.
OFFICERS: The officers of the association shall be a President, a Vice President, a Secretary, and a Treasurer. All officers shall be elected from the active membership of the association. Their terms of office shall be for two years, from February 1 through January 31, or until their successors are chosen. The election of officers shall occur at the annual meeting or any duly called special meeting. Election shall be by majority vote (plurality). In the event any office is vacated, it shall be filled by appointment by the Board of Directors, with the appointee serving until the next regular election. The officers shall serve at no compensation.
- President-The president shall preside at all meetings of the association, designate and fill any committees necessary to fulfill the activities of the association, and shall be an ex-officio member of all committees. The president shall have the authority to enter into contracts on behalf of LAPERS. The president shall perform such duties as may be prescribed by the Articles of Incorporation and the By-Laws.
- Vice President-The Vice President shall perform the duties of the president in his absence, failure or inability to act, and shall perform such other duties as may be prescribed by the Articles of Incorporation and the By-Laws.
- Secretary-The secretary shall keep the minutes of the meetings of the association, mail all proper notices to the members of the association, and shall perform such other duties as may be prescribed by the Articles of the Incorporation and the By-Laws.
- Treasurer-The treasurer shall receive and hold all dues and other funds of the association. All major expenses of the association ($500 or more) shall be paid by the treasurer, but only after approval by the president. Minor expenses of the association (less than $500) shall be paid by the treasurer. The treasurer shall maintain membership records and shall keep an accounting of all funds received and disbursed by the association. He shall distribute annually, prior to the annual meeting, a statement of dues payable for the following year. He shall submit a current accounting of all revenues and expenses to the members of the association at each business meeting. The treasurer shall serve as a member of the Conference Committee. The treasurer shall perform such other duties as may be prescribed by the Articles of Incorporation and By-Laws.
MEETINGS: There shall be an annual meeting of the membership of the association in the first quarter of each year, the day to be set by the President. The election of officers and any amendments to the Articles of Incorporation and/or By-Laws shall be at the annual meeting, but if necessary may be done at any special meeting duly called for that purpose. The President of the association may call special meetings as are deemed necessary to carry out the purposes of the association. Each active member of the association attending a meeting will be entitled to one vote. If a member cannot attend, he may send a designee. A member or designee may only vote when present at a meeting. All meetings of the association shall be governed by Robert’s Rules of Order, except when in conflict with a statute, the Articles of Incorporation, or the By-Laws.
QUORUM: A majority of the members present at a meeting shall be necessary for the approval of
MEMBERSHIP: The membership of the association shall consist of representatives from the state, statewide, and local public employees’ retirement systems and pension plans in the State of Louisiana. There shall be four types of membership: active, associate, inactive, and non-member attendee. Members of boards of trustees of the systems are excluded from the membership unless they are also the head of the system.
- Active membership: (1) each state and statewide retirement system will have two members in the association who shall be the head of the system and his assistant. If the head of the system does not have an assistant, he will be allowed to name a member from his staff; (2) each local retirement system that is not a state or statewide system will have one member in the association who shall be the head of the system. Dues must be paid in a timely manner in order to maintain active membership status.
- Associate membership: each retirement system in the association may designate its attorney and actuary to be associate members of the association. Associate members shall not have voting rights but shall be eligible to chair and serve on committees.
- Inactive membership: An active member from a local retirement system will be allowed to bring one other staff member to an annual or special meeting; however, that individual shall not have any membership privileges.
- Non-member attendee: A guest of any active/associate member will be allowed to accompany the active/associate member to an annual or special meeting; however, that individual shall not have any membership privileges.
Only active members of the association shall be allowed to hold office, and each active member shall be entitled to one vote. Decisions will be by majority vote (plurality).
DUES: The membership dues for each state and statewide retirement system shall be two hundred dollars ($200.00) annually. The dues for each local retirement system shall be one hundred dollars ($100.00) annually. Dues shall be paid before or within thirty (30) days after the annual meeting of each year. All rights and privileges of membership shall be suspended if dues are not timely paid and shall remain suspended until paid.
ANNUAL CONFERENCE: An annual conference shall be held in the fall of each year to provide education and information for the staff and trustees of the member retirement systems. The president shall appoint a Conference Committee who will set the time and place of the annual conference. The Conference Committee shall be responsible for the organization of the conference and for developing a budget for the conference. The committee shall be composed of the following:
- President, ex officio.
- Program Chair. Responsibilities include developing the meeting agenda and scheduling speakers.
- Business Events Coordinator. Responsibilities include making arrangements for the hotel, meeting rooms, video equipment, door prizes, etc.
- Social Events Coordinator. Responsibilities include making arrangements for group meals, receptions, etc.
- Treasurer, ex officio. Responsibilities include developing the conference budget, paying all expenses, and providing an annual accounting of revenues and expenses to the membership at the annual meeting.
- Registration Coordinator. Responsibilities include developing the program booklet and other written material, mailing registration forms to members and corporate attendees, maintaining registration list, and making arrangements for the registration of attendees at the conference site.
- Members-at-large. To be assigned by the president as needed.
The president and the event coordinators shall have the authority to enter into contracts on behalf of LAPERS for conference activities. The Conference Committee shall establish registration fees for all attendance categories, establish the number of corporate sponsors, and make all other arrangements as necessary for each annual conference.
Corporate sponsors shall be recognized at the conference.
The registration fee for all Conference Committee members, conference workers, and conference speakers will be waived. Expenses to be paid for speakers will be determined by the Program Chair and President.
ASSOCIATION ACCOUNTS: The Treasurer shall maintain two accounts for the association. One account, to be known as the Administrative Account, will contain all revenue collected by the assessment of membership dues and any other revenue that may be collected from the assessment of membership fees. Funds on deposits in the Administrative Account will be used solely for the purpose of defraying the costs of the association’s operations.
The second account, to be known as the Seminar Account, will contain all deposits of seminar registration fees and any other revenue that may be generated by seminar activities. Funds on deposit in the Seminar Account will be used solely to provide for the expenses of the annual seminar.
After all obligations of the annual seminar have been met, the Treasurer shall transfer any amount in the Seminar Account that exceeds $20,000 to the Administrative Account. In the event that sufficient funds are not available in the Seminar Account to meet annual seminar obligations, the Treasurer, with approval from the President, may transfer up to $5,000 from the Administrative Account to the Seminar Account to cover those obligations. Any amount to be transferred that exceeds $5,000 must be approved by a majority vote of the membership prior to transfer. Amounts transferred from the Administrative Account to the Seminar Account must be replaced by an increase in seminar registration fees the following year.
ADMINISTRATIVE STAFF: The Board of Directors may hire an Executive Director and/or other staff as needed for the operation of the association and the annual conference. The salary and duties for the Executive Director and other staff shall be established by the Board of Directors and ratified by the membership. A contract shall be entered into with each staff person with the duties and responsibilities clearly stated. Travel and other expenses for staff shall be approved by the President.
AUDIT: An annual audit of the association shall be performed by an independent Certified Public Accountant selected by the Board of Directors and presented at the annual meeting.
AMENDMENTS: The By-Laws of LAPERS may be amended at the annual meeting or any special meeting of the active membership, by a two-thirds vote of the members present. Any active member may request a review of any of the By-Laws. This request must be submitted in writing to the secretary one month prior to a scheduled business meeting.