Approved by the Board of Directors onSeptember 6, 2017
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Table of Contents
INTRODUCTION
About Us
Non-Partisan and Non-Sectarian Policies
Certificate of Incorporation and By-Laws
Anniversary of the RMA
Banner
Logo
RMA Weekly Meetings & Board Meetings
Meeting Cancellation Policy
Officers
President
First Vice President
Second Vice President
Third Vice President
Treasurer
Secretary
Committee Operations - General
Website and OneDrive Archive
STANDING COMMITTEES
Audit Committee
Cigar Box Bulletin
Membership Committee
Program Committee
Publicity Committee
Special Events Committee
Volunteer Committee
APPOINTED COMMITTEES
Corresponding Secretary
Health Committee
Historian
Information Technology (IT)
Legislative
Meeting Safety & Emergency Response
Melody Men
Memorials
Music & Song
Policies & Procedures
Refreshments
Set Up & Property (Bulletin Board)
Television Production Team (The "Producers")
Visiting Committee
Webmaster
Activities: Sports & Recreation
ANNUAL EVENTS
RMA Dinner
Annual Picnic
OTHER RMA MATTERS
Nominating Council
Past Presidents Association
Past Presidents Award
Outstanding Service Award
ATTACHMENTS
A – Form of Agenda for Regular Meetings
B – President's Monthly Reminders; May 1 - April 30
C – Committees & Activities of the RMA
D - CBB Format
E – Membership Form
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INTRODUCTION
About Us
It would be difficult to find a more active group than the Retired Men's Association of Greenwich, Inc. (“RMA”). Although retired (or semi-retired) from careers in business, the professions, the arts and trades, the men who comprise the total membership actively enjoy the friendly associations and address their talents and interests to the needs of the community in the three-pronged approach of "Volunteerism, Fellowship and Service."
Informally organized in March, 1954 as the "Coffee Hour Club," the Association adopted its name "The Retired Men's Association of Greenwich" in October of that year.In February of 2011, the organization incorporated and changed its name to "The Retired Men's Association of Greenwich, Inc."
While dedicated to the triangle "Fellowship, Service and Volunteerism," it is in the concept of Volunteerism in which the RMA merges its purposes. The Greenwich community is in great need of volunteers in numerous areas, and the RMA has a proud history of energetically acting to fulfill these needs. Incoming members are strongly urged and encouraged to participate in volunteer activities. Volunteer service by RMA members provides very substantial assistance to our local communities and is much appreciated and recognized by community leaders. We have achieved levels in excess of 35,000 hours in a single year and encourage all members to volunteer and report their hours to the RMA.
The RMA is politically non-partisan, non-sectarian, committed to honoring flag and country, and supportive of volunteerism to profit and non-profit organizations serving the Greenwich community.
Meetings are held every Wednesday morning, currently at the First Presbyterian Church, 1 West Putnam Ave, Greenwich, CT. After a brief business meeting regarding the previous week's activity and coming events, there is a coffee and pastry break for fellowship and friendship renewal.
Immediately after the coffee-break, a member of the Program Committee introduces a speaker whom the Committee has carefully selected. Speakers may be prominent citizens, representatives of government, business leaders, educators, sports and entertainment personalities. The entire Greenwich community (male and female) is cordially invited, and encouraged to attend this portion of the meeting.
The Highlight of the Year is the RMA Annual Dinner. This major mid-day get-together for members, wives, sweethearts, and widows is held at a local club, and is an occasion for renewing friendships in a delightful setting, often with entertainment by The Melody Men, a review of the year's events, and a sumptuous meal. Awards are presented for service to the community and for service to the RMA. It is a well-remembered occasion.
The RMA operates under a Certificate of Incorporation and By-Laws, both of which have been approved by the Board of Directors and the Membership. These documents can be found on the RMA website under "Useful Links." This Policies and Procedures Manual is intended to manage the everyday business of the organization, and to serve as guidelines for the Officers and Committee Chairmen in carrying out their responsibilities. All material in this Manual must comply with the RMA Certificate of Incorporation and By-Laws.
The 1st, 2nd and 3rd Vice Presidents should see that each Chairman of a Committee under his jurisdiction is familiar with this Manual and receives a write-up of his area of responsibility. Later in the year, these Chairmen will be called upon to make any revisions that they feel are necessary and submit these changes to the Chairman of the Policy & Procedures Committee. Any recommendations for significant changes should also be submitted to the President for his consideration. The Second Vice President is responsible for reviewing the Manual annually to make sure that it is accurate and up-to-date.
Non-Partisan and Non-Sectarian Policies
The RMA shall be non-partisan, non-sectarian. Violations of this policy could occur at a regular meeting of the RMA or be stated publicly in the name of the RMA. Violations of this Policy should be bought to the attention of the President, who is responsible for initiating prompt corrective action.
Certificate of Incorporation and By-Laws
A copy of the Certificate of Incorporation and By-Laws shall be maintained on the RMA website,
The Certificate of Incorporation and By-Laws Committee, to be established from time to time by the President and who reports directly to him, shall be on call to review any changes to these documents. Any Member may propose an amendment by submitting it in writing to the President for consideration by the Board of Directors and the Membership. The President shall submit such amendment to this Committee, who shall make a recommendation to the Board of Directors. If approved by the Board of Directors, the proposed amendment shall be submitted to a vote by the Membership.
Anniversary of the RMA
The RMA was formally organized on October 13, 1954. Therefore, this date will be recognized each year on the 2nd Wednesday in October, or as near thereto as practicable, in a manner decided by the President.
Banner
Below on the left is the official Banner of the RMA. The Banner is to be displayed at every meeting.
Logo
The logo above on the right was approved by the Board of Directors on August 7, 1996 and subsequently by the Membership. The logo will be used on RMA stationery, programs, certificates and other official documents as authorized by the Board.
The logo does not replace the RMA banner. The logomay be used in a single color, dispensing with multiple colors when this is deemed acceptable by the President.
RMA Weekly Meetings & Board Meetings
All meetings are conducted in accordance with Robert’s Rules of Order. A suggested agenda for conducting regular meetings is set forth on Attachment A, “Form of Agenda for Regular Meeting.”
The suggested time frame for the regular meetings is:
- 10:00 AM to 10:40 AM ----Business
- 10:40 AM to 11:00 AM ----Refreshments
- 11:00 AM to 11:55 AM ---- Speaker programs
- 11:55 AM to 12:00 Noon --Closing remarks by the Program Committee member in charge of the Program for that day.
Circumstances may, from time to time, require adjustment of the foregoing time frame and, should such be necessary, timely notice of same shall be given by the President to the Membership.
Ending of the regular meeting shall be no later than 12:00 Noon. The Program Chairman, or the person in charge of the program for that day, is responsible for controlling the timing, such as: leaving time for questions, limiting the questions in length, and ending the program, no later than 11:55 AM, for closing remarks and dismissal of the members. The time for the closing remarks must also allow time for presentation of the Certificate of Appreciation.
A meeting of the RMA Board of Directors will be held once a month, on the first Wednesday of each month, one hour before the regularly scheduled RMA meeting.
The Board meeting schedule will be established and announced to Board members at the first meeting of the newly elected Board. A summer schedule may exclude certain months, and the President may call special meetings of the Board, as and when necessary.
Meeting Cancellation Policy
Cancellation of any meeting will be automatic on those days that the Greenwich Public School System closes because of inclement weather. School closing announcements and the RMA meeting cancellation notice are broadcast over radio station WGCH and the Greenwich Time web site, greenwichtime.com.
The President or his designee will contact the meeting room provider, WGCH, key members of the RMA, and those who maintain the RMA’s email distribution list, to advise them that the scheduled meeting for that day has been canceled.
If the Greenwich schools announce a delayed start, as opposed to cancellation, the RMA meeting will occur at the usual time and place. In the event that the schools are not in session on a day that requires a decision as to whether or not to cancel the meeting because of inclement weather, then the President, or his designee, will make the decision based on his best judgment. If the meeting is to be canceled, the procedure outlined above should be followed.
Officers
President: The Presidentis the Chief Executive Officer of the RMA and shall preside at all Membership and Board meetings and perform such other duties usually pertaining to his office. He shall designate the Chairmen of Appointed and Ad Hoc Committees. In case the President is not available, the ranking Vice-President shall assume the duties of President. A list of the President’s Monthly Reminders is annexed hereto as Attachment B.
First Vice President: The First Vice President, under the direction of the President, shall be the Chairman of the Annual Dinner and as Coordinator of the Standing and Appointed Committees and Activities listed under his jurisdiction on AttachmentC, “Committees and Activities of the RMA.”
Second Vice President: The Second Vice President, under the direction of the President, shall serve as Vice-Chairman of the Annual Dinner Committee and as Coordinator of the Standing and Appointed Committees and Activities listed under his jurisdiction on Attachment C, “Committees and Activities of the RMA.”
Third Vice President: The Third Vice President, under the direction of the President, shall serve as Chairman of the Annual Picnic, and as Coordinator of the Standing and Appointed Committees and Activities listed under his jurisdiction on Attachment C, “Committees and Activities of the RMA.”
All Vice-Presidents shall perform such additional duties and perform such additional assignments as the President may wish to delegate.
Treasurer: The Treasurer has the responsibility for receipt and disbursement of all funds pertaining to RMA activities. General purpose RMA funds are collected weekly at meetings through the Cigar Box and other receipts and donations to the RMA. Custodial funds are collected for specific events such as the Annual Dinner, recreational outings controlled by the Special Events Chairman, and periodic events sponsored by ROMEO, Golf, and other RMA special interest groups. Funds are deposited by the Treasurer into two bank accounts designated “Operating Account” and “Special Events Account”, which are maintained to service the varying nature of these respective fund categories.
The Treasurer will also maintain a copy of the Certificate of Incorporation and Bylaws, and custodial control over any contracts (i.e., insurance, rental or space agreements), and keep Board members apprised of payments and due-dates of all such agreements. The Treasurer will be responsible for the preparation and filing of any reports required by Federal and State Authorities including, but not limited to, Form 990 EZ, Report of Organization Exempt from Income Tax, and the annual registration and filing with the Connecticut Secretary of State. Expenditure of RMA funds is made by check upon receipt of invoices or other adequate evidence submitted to the Treasurer after approval by the responsible Committee Chairman or Officer. The Treasurer maintains records needed to ensure that proper accountability and control is maintained for each function.
At each monthly meeting of the Board of Directors, the Treasurer will submit a financial report, typically one page, detailing comparative fiscal year-to-date summary result incorporating statistical comparisons relating current year result to the previous year and the year-to-date budget. The Treasurer shall provide copies to the members of the Board either by email prior to the monthly meeting, or hard copies at the meeting. Sufficient copies should be prepared to supply all attendees at the Monthly Board Meeting. Alternatively, the Treasurer, at his option, may e-mail the report directly to Board members who shall make a copy and bring it to the meeting. A copy is to be displayed on the Bulletin Board and furnished to any RMA member upon request.
As soon as practicable after May 1, the Treasurer shall make a report to the Board comparing the current RMA financial status with that of the previous year, and shall subsequently make such annual report available to the membership. The Treasurer shall prepare an annual budget based upon previous history of income and expenditures and anticipated ones for the coming year. This budget shall be presented to the Board of Directors for review in June and shall be acted on at the next Board meeting in July. After such action, the proposed budget shall be presented to a regular meeting of the Members for approval by vote. The following records shall be retained by the Treasurer: completed cash books; all cancelled checks; Treasurer’s annual report.
Secretary: The Secretary shall record and distribute the minutes of all Board of Directors meetings to all Board members. He shall keep on file an official copy, either hard or digital, of the Certificate of Incorporation and By-Laws and this Manual. He is also responsible for preparing, publishing and distributing the official list of Officers and, Directors, and any other correspondence or documents as requested by the President.
Committee Operations - General
The activities of the RMA are carried out by its committees, namely its Standing Committees and its Appointed Committees. Special ad hoc committees may also be appointed from time to time by the President for a specific purpose.
The basic duties of the Committees are covered in the By-Laws (Articles 14 and 15) and in this Manual.
The general operations of all committees shall be as follows:
- Each committee must consist of at least two members.
- The Chairman shall provide the names of Committee members to the responsible Coordinator by the first Wednesday in May.
- Reports to the membership should be made by the Chairman or his designee.
- All Vice Presidents must present an Annual Report to the membership, at the last meeting in April for those Committees for which they act as Coordinator.
- All Chairmen are expected to keep records of their activities. These should be turned over to their successors at the last meeting in April. Some Chairmen may wish to prepare a special policies and procedures memo on how certain activities are to be conducted by their committee.
- Controversial matters of any nature should be referred to the Board of Directors.
Each Committee (Standing, Appointed, or Special) shall be under the direct supervision of either the President or one of the Vice Presidents, as more specifically listed on Attachment C. Furthermore, the President is assigned direct responsibility for the following committees: Recruitment of New Members; Contractual Matters—Meeting room and Facilities, Insurance. The chairman of each Standing Committee shall be nominated by the Nominating Council and elected by the Membership. The chairman of each Appointed Committee shall be selected by the President in consultation with the First, Second, and Third Vice Presidents. Each of the vice presidents is responsible for assuring the efficient and effective functioning of their respective committees.
The chairman of a committee should consult on a regular basis with and report any material changes to the appropriate Coordinator, and he in turn to the President. Each chairman should also see that an appropriate succession is in place in each committee. The list below shows the committees and the responsible officer.
Website and OneDrive Archive
Kindly note that many instructions, forms, Activity lists, volunteer names and similar types of information may now be found on the RMA website or in the OneDrive Archive. Formerly much of this information was contained within this Manual but with technological advances Members in search of information pertaining to the RMA are now directed to either or both of these sources which should yield the information sought.
STANDING COMMITTEES
The RMA currently has seven Standing Committees.
Audit Committee
The Audit Committee shall audit the financial records at the end of each fiscal year and report its findings to the Membership as soon as possible. The Audit Committee will report its findings to the Board of Directors and the Membership not later than July 1 following its audit.
Cigar Box Bulletin
The CIGAR BOX BULLETIN (“CBB”) is the official record of all matters covered at each regular meeting. It includes official notices, announcements, matters voted on (or to be voted on) by the Membership, committee reports, scores of games and sports and a summary of the program speaker's talk as well as a listing of forthcoming trips and special events. The CBB Weekly editors shall comprise the CBB Committee with one of their number being Chairman and they shall follow in outline the format annexed hereto as Attachment D, but shall have the flexibility in the preparation of all copy to more accurately reflect what occurs at the meeting and the activities of the RMA. The CBB shall be distributed by email and in hard copy as determined from time to time by the CBB Chairman who shall likewise arrange for proofreading of the particular week’s edition as he deems appropriatein order to maximize its accuracy.