Policies & Procedures Manual

The Policies & Procedures Committee is an ad hoc committee formally called into being by the Second Vice President.  As the RMA evolves, its Policies and Procedures Manual should evolve to reflect current RMA practices.

Each Officer and Committee Chairman should review the section of the Manual that relates to their area of responsibility and recommend revisions to the Manual to the Second Vice President.  If these changes appear to be reasonable, the Second Vice President should call a meeting of the President and Vice Presidents to consider them.  The Second Vice President is responsible for reviewing the Manual periodically to make sure that it is accurate and up-to-date.

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Approved July 2, 2025

The Purpose of the Policies & Procedures Manual

Overview

The Policies and Procedures Manual (P&PM) is a compendium of best practices 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. It is designed to implement, in a practical way, the Certificate of Incorporation and By Laws of the organization.  The Manual will provide details and descriptions implementing the activities of the RMA, and will be available to Officers, the Board and Committee Chairman as a guide in carrying out their duties. The Manual is an official document of the RMA to be voted on and approved by the Board of Directors.

Maintenance of the P&PM

The Manual will be brought up to date each year by the Committee, working in conjunction with the Officers. The Policies and Procedures Committee welcomes any suggestions to improve the functioning of the RMA, submitted in writing by any RMA member. 

Amending the P&PM

Pursuant to the approval granted by the Board at its meeting held on May 6, 1981, the Board of Directors has the authority to adopt policies, rules and procedures to govern the operations and activities of the RMA to the extent not provided in these By-Laws, which may be modified and amended from time to time at the sole discretion of the Board of Directors, by majority vote of those in attendance, and shall be published in a Policies and Procedures Manual.  The Policies and Procedures Manual shall be available on the RMA website or on request to the Membership Committee. Reference: By-Laws, Section 5 

Nominating Council (aka Committee)

Section 8 of the RMA By-Laws It is recommended that the Council fully utilize the many talents of the RMA membership in nominating members for positions. The Council will check with each prospective nominee to be certain he will serve in the designated capacity. If a negative response is received, or another candidate selected for the position, there will be no embarrassment as no commitment has been made. The Nominating Council’s proposed slate will be presented no later than mid-January.

RMA cultural traditions

History

Date of this section: 2017

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. After a brief member 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. 

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.  In addition, all members have signed the Privacy Agreement, see Appendix, the purpose of which is to ensure that members do not share the personal information of another member for marketing or any other reason without his permission.

Violations of these Policies and Agreements should be brought to the attention of the President, who is responsible for initiating prompt corrective action. 

Consider converting this to a By-Law.

Display of the Certificate of Incorporation and By-Laws 

A copy of the Certificate of Incorporation and By-Laws shall be displayed on the RMA website,  http://greenwichrma.org/ and preserved in the official archives.

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 logo may be used in a single color, dispensing with multiple colors when this is deemed acceptable by the President.

Past Presidents Association

The Past Presidents of the RMA have established an organization that meets once a year at a luncheon for the purpose of exchanging comments on events during their administration and on any other subjects of mutual interest.  The Association is not intended to serve as an advisory association to the current administration; such does not preclude the association chairman from passing on relevant "sense of the meeting" observations that have been discussed at the luncheon to the President of the RMA. The President of the RMA in turn is under no obligation to act on such comments or recommendations.

The luncheon is held at a local club or restaurant and is scheduled so as to maximize attendance. Since the Association is designed primarily around a social event it does not have to be listed with the other committees or report to an RMA officer. An internally selected Chairman and Vice Chairman handle the annual arrangements for the Association. 

Awards

Past Presidents Award

The Board of Directors has voted to approve a Past President Award.  The presentation of the award, including appropriate commentary, shall be made by the presiding officer at a regular meeting of the RMA as soon as possible following completion of the recipient's term as President. 

Outstanding Service Award 

The Outstanding Service Award was established by the RMA Board on September 4, 1985, for the purpose of recognizing any member or non-member who has made outstanding contributions to the well-being of the RMA over a number of years. This recognition will be initiated by a committee appointed by the President comprised of three recent active past Presidents who shall have sole responsibility for selecting the Awardees. This Committee shall also submit status reports to the President in September, prior to the RMA Dinner. The suggested procedure to present this award is as follows:

• The Committee, having selected an Awardee or Awardees, shall notify the President. The award(s), in the form of a certificate properly framed and signed by the President, will be presented to the Awardee(s) at the RMA Dinner by the President. . The President will also announce the Awardee(s) to the membership at the RMA regular meeting following the Dinner. 

• The Committee will develop a typed historical record of the recipient's accomplishments which shall be read as part of the ceremony. A copy shall be given to the Awardee(s) following the presentation.

•  A sample of such a certificate is attached hereto. If the recipient cannot be present at the RMA Dinner, the presentation will still be made, "in absentia," at both the RMA Dinner and at the next regular RMA meeting including a reading of the Awardee's accomplishments as referred to above. The Certificate and typed record will then be delivered to him.

Officers  - Roles and Responsibilities

President: The President is 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.  

Monthly Checklist for the President and the Board

The Vice Presidents

The Vice-Presidents shall perform such additional duties and perform such additional assignments as the President may wish to delegate.

The 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.

First Vice President: The First Vice President, under the direction of the President, shall be the Chairman of the Annual Dinner and as supporter and facilitator of the Standing and Appointed Committees and Activities listed here.

Lead: Annual Dinner - see detailed section

Second Vice President: The Second Vice President, under the direction of the President, shall serve as Vice-Chairman of the Annual Picnic Committee and as supporter and facilitator of the Standing and Appointed Committees and Activities listed here.

Lead: Annual Picnic - see detailed section

Third Vice President: The Third Vice President, under the direction of the President, shall endeavor to enhance new and existing member engagement. He shall work with the onboarding and other relevant committees, and develop best practices as needed.

Committee assignments: 

At the start of each term, the President and the three VPs shall divide committee oversight responsibilities and prioritize support for the key RMA committees.

Committee assignments should be based on a dynamic, needs-based approach and be reviewed annually for effectiveness

Currently committees are broken into three groups. However, the groupings should be established based on optimizing the talents of the VP in meeting the needs of the organization.

a) CBB Editorial & Production, Community Affairs and Publicity, Program Committee, Special Events, Outstanding Service Award, Volunteer, Web Site

b) Member Meeting Committees (Music & Song), Refreshments, Safety & Emergency, Set-up, A/V), Melody Men, Memorials, Policy & Procedures, President’s Book, Visiting, Widows

c) Newcomers, Card Games, Sports Activities, Wellness, Special Interest Groups, Raft-up, Retired Old Men Eating Out, Tax Counseling, Insurance

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 the RMA Business Checking Account (currently with CHASE Bank with Kirk Mullin as bank agent). The Treasurer will set up and maintain additional account(s) as directed by the Board of Directors (currently have a short term CD and a Medium term CD, both with CHASE Bank).  

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 (file by 15-Sept), and the annual registration and filing with the Connecticut Secretary of State (file and pay fee by 6-March). 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 a comparative fiscal year-to-date summary of results incorporating statistical comparisons relating current year results 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 email 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 in the Member Meeting hall or posted to the Bulletin Board online forum.

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. Prior to the start of each new fiscal year, 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 February and shall be acted on at the next Board meeting in March. 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 receipts and any cancelled checks received; Treasurer’s annual report; and financial summaries for the annual banquet, picnic and each major special event.

Secretary: 

The Secretary shall record and distribute the minutes of all Board of Directors meetings to all Board members. He shall keep on file in the approved Archives 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. 

Meetings

Board Meetings 

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.

Member 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: 

• 9:00 - 9:45: Coffee and Tea

• 9:45AM to 10:30 AM ----Member Meeting

• 10:30 AM to 11:00 AM ----Refreshments 

• 11:00 AM to 12:00 PM ---- Speaker Program presentation

Circumstances may, from time to time, require adjustment of the foregoing time frame and, should such be necessary, timely notice 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 noon, for closing remarks and dismissal of the members. 

Cancellation Process

Safety first. Members should always use their best judgement when considering hazardous conditions.

Members should assume the meeting is ON unless they receive an email from a greenwichrma.org email account notifying them of a cancellation of the in-person meeting or a switch over to a Zoom meeting. If there might be confusion, sending an email to confirm the meeting is on can be a good idea.

The President will handle or delegate this process of monitoring the inputs and approving a prepared notification of members and news channels, WGCH, GT, et al, on a timely basis. The latter will be notified by the Publicity Chair.

Cancellation of any meeting will be automatic on those days that the Greenwich Public School System closes because of inclement weather or the rental hall is closed. News may be broadcast over WGCH or listed on the Greenwich Times website. Cancellation will also occur should the meeting hall be unavailable. 

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.  

Meeting operations

Meeting Safety & Emergency Response

The Committee was formed to promote awareness of fire hazards and fire warden rules and to ensure safety during our meetings.

The Fire Warden must arrange to: 

• Have the Program Committee Presenter announce on a monthly basis the location of exits and passageways from the meeting room so that meeting attendees and guests are made aware of where to go in the event of an emergency requiring evacuation of the meeting room.

• Have fire extinguishers in our meeting room and instruct key members in their use.

• Periodically verify that the exit lights and alarm systems are in working order. This requires knowing the person at the facility responsible for their operation in our meeting room area. 

In addition, a Program Committee presenter shall, once a month, announce the locations of the exits and passageways from the meeting room so that meeting attendees and guests are made aware of where to go in the event of an emergency requiring evacuation of the meeting room.

Music & Song

The Music and Song Committee, appoints a song leader and an accompanist for each weekly meeting.

Refreshments 

The Refreshment Committee shall be responsible for arranging for refreshments at each regular meeting. No coffee or refreshments shall be served while the meeting is in session. 

Set Up & Property

This committee is responsible for the care, handling and maintenance of certain RMA properties. The Committee Chairman (“Property Chairman”) has custody of the RMA storage locker.

The Property Chairman will appoint a Committee member to be the Bulletin Board Monitor who will control all posted materials, including removal of outdated and potentially questionable items.

Only items of interest and information for RMA members are to be posted on the Bulletin Board.
No material that has not been specifically authorized by an Officer or a Committee Chairman should be posted.

The Monitor's judgment on items to be posted, length of time to stay posted, and removal shall be final with appeal only to the President.

Committee procedures at regular meetings are:

• Prior to the meeting get out and set up the following:

• The Bulletin Board

• Piano and bench

• American Flag and stand

• PA system

• Song Books

• Cigar boxes for collection

• Boxes for returned name badges

• President's bell

• Necessary tables

• Other equipment which may have been requested by the Program Committees.
  
  

• During the meeting:

• Control lighting as required for the Program, etc.

• Control air conditioning and/or ventilation.
  
  

• Following the meeting:

• Return all RMA equipment to storage and secure.

• It is suggested that the Property Chairman, upon leaving the premises, make a final survey of the meeting room to determine if anyone may have left any articles.

No RMA property may be borrowed by anyone unless it is requested through the Property Chairman, and then only if it has the specific approval of the President.

Audio/Visual Team

• Projectionist: Obtains slides, videos, songs, etc. from Members and Speakers that are to be shown on Meeting hall display screens. Shows them on the large displays at the appropriate time.

• ZOOM Monitor: Schedules, starts, monitors, and stops ZOOM sessions for remote viewers.

• Cameraman: Videos Meeting and Speakers for ZOOM transmission and records Speaker presentation for Speaker Videos on the website.

• Video Editor:  Cleans up raw Speaker recording, adds titles and logos.

• Soundman: In charge of microphones and audio mixer

Committees

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.

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 scribes shall comprise the CBB Committee with one of their number being Chairman and Editor and they shall follow in the guidelines listed in Appendix B, 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.

Membership Committee

Listed below is a description of the Membership Committee’s duties and responsibilities.

Membership Chairman

The Membership Chairman must see to it that accurate up-to-date records pertaining to the membership are properly prepared and maintained and that all designated procedures are followed. He is also responsible for initiating any action needed to ensure that a climate for encouraging prospective candidates to seek full membership is created.  

Prospective Member Procedures

He must attend two full business meetings as a candidate during a six-month period.  At meetings he attends, although they need not be in succession, he must register as a guest and be recognized during that day's membership report and ideally mentioned in that week's Cigar Box Bulletin.  Upon completing his obligation as a candidate, he becomes eligible for induction as an active member during his third meeting. 

A copy of the current forms relating to the Membership process is attached hereto as Attachment E.   The Membership Chairman shall be responsible for revising and updating such forms, as and when necessary. 

Induction to Membership

A Candidate must attend at least three meetings (not necessarily consecutive) as a Candidate before being considered for induction into the RMA. The Membership Chairman notifies the Candidate of his eligibility for membership and his proposed date of induction. It is the candidate's responsibility to see that his sponsors are notified and available for his planned induction date. Only one induction is planned for a given meeting unless special permission is given by the President. Any circumstances pertaining to the induction of a Candidate, other than those described above, must be referred to the Board of Directors for decision. Any Member whose membership has lapsed and requests reinstatement may renew his membership by paying his annual dues, and need not reapply to be a Member. 

Induction Procedures

• The Membership Chairman, acting as emcee, invites the Candidate and his sponsors to the podium and briefly introduces the Candidate.  He then invites the two Sponsors to speak in support of their endorsements of him.  Prior to the induction, the President has been provided with a copy of the Candidate’s Application Form, together with a Presentation Folder which contains a welcoming letter from the President and a Permission form which allows the Member to grant or deny his permission to have an illness or hospital stay announced in a meeting.

• The Candidate is voted on for membership.

• The Membership Chairman then calls upon the President (or Presiding Officer) to make appropriate remarks, deliver the Presentation Folder to the newly inducted Member, and see to it that he receives his White Name Tag. The President then invites the new Member to make brief acceptance remarks.

• The Membership Chairman will provide the editor of the Cigar Box Bulletin with and the Program Committee Chairman with a copy of the inductee’s e-mail address to ensure his inclusion on the CBB mailing List.

Procedure Governing Membership Status

There is only one type of membership, and that is "Active." All Active members are required to pay their dues by May 1st each year. Checks for dues (currently $90.00/ per annum) should be mailed to: Greenwich RMA, Inc. c/o Membership Chairman, 37 Lafayette Place, Greenwich, CT 06830. Alternatively, payment may be made by check, in person, to the Membership Chairman at any regular Wednesday meeting.

Newly inducted members are required to pay a prorated dues based on the month they are inducted. The Membership Chairman will update the President as to any member who has not paid his dues by June 1, and the President will refer the matter of non-payment to the Board for consideration and such action as the Board deems appropriate.

Membership Roster

The Membership Chairman is responsible for maintaining a current roster of Members, including name, nickname, spouse’s name, date of birth, phone number, home address and email address. He shall also notify the person responsible for distributing the weekly flyer and the person maintaining the CBB Mailing List of any changes to the Membership Roster and CBB lists. "Changes" include changes of address, telephone numbers, death of a spouse, additions of New Members and Candidates, and any change in membership status. Members are responsible for giving the Chairman applicable information about changes of address and any change in their email address.

The roster is available to members from the Member Only section of the website. Its distribution is governed by the Privacy Agreement. 

Identification Badges

The Membership Committee will prepare a White, computer-generated Identification Badge for every Member. A similar, hand-lettered badge in a color other than white is issued to Candidates, and a "stick-on" badge, also hand-lettered, is given to Prospective Candidates and other visitors. To help Candidates and Members identify and more easily approach current RMA officers and Past Presidents, their titles are included on color-coded Identification Badges as determined from time to time by the Membership Chairman. 

Members and Attendance

At the end of each meeting, designated Membership Committeemen collect and return Identification Badges. Before the start of each meeting, all ID badges are displayed in alphabetical order for Members to pick up.

The Membership Chairman shall make a weekly announcement of Members' birthdays

Reports-To-Membership: Procedures

Each week the Membership Chairman or his designee reports the following at the Membership meeting:

• Attendance count by membership status. This includes Members, Candidates and Guests. Candidates are acknowledged by name and Guests by "stand-up" recognition.

• A list of those having birthdays on the meeting date and in the week to come are reported and acknowledged by a membership rendition of "Happy Birthday." A birthday cake is presented to members (if present) celebrating their 90th, 95th, or 100th birthday. The Membership Chairman must: (a) notify the Refreshment Committee in time for the cake to be ordered; and (b) contact the honoree to ensure his presence at the appropriate meeting. Members, themselves, are responsible for notifying the Membership Committee of their 50th Wedding Anniversary if they wish it to be acknowledged.

• There will be a sign-up sheet for "Returnees" - those who have been away from the greater Greenwich area or who have been ill or hospitalized, so that the President may extend Welcome Back greetings.

Correspondence

The Membership Chairman is authorized to handle all correspondence specifically pertaining to the status of individual memberships.

• Greeter: greet Members, welcome and sign in guests, and introduce them to the Mentor.

• Mentor: promote the RMA the value of volunteering to guests and assist them with the process for becoming a member. Introduce the guest to the Volunteer Advocate. Help identify a Sponsor

• Sponsor: educate the candidate and assist the new member in finding a volunteer activity that meets his needs with the help of the Volunteer Advocate.

Memorial Committee

This Committee is responsible for noting the death of a member. Due recognition is given to the possibility that the death of a Member may not be known about if he resides at some distance from the Greenwich area.

The Memorials Committee shall consist of a Chairman and Vice-Chairman.

 As soon as the death of a member becomes known, the Chairman and the President shall discuss the actions to be taken to inform the RMA membership of the death and the plans for funeral or memorial services. The Chairman or Vice-Chairman shall be responsible for disseminating this information.  The Chairman shall provide the President with a proposed announcement of the death, and arrange for the delivery of a eulogy for the deceased member at the earliest possible RMA meeting.

The Chairman shall maintain the necrology files. At the RMA meeting closest to Memorial Day, he shall memorialize all members who have died during the past year. 

Program Committee

The Program Committee shall be responsible for providing the Program for the second hour at all regular meetings. The Program Committee usually meets at 9 AM on the second Wednesday of each month to review program dates planned, discuss possible future programs, and assign to a committee member the responsibility for each program. RMA Programs are typically a single speaker. Usually the Committee member who suggests a speaker, or the member who knows the speaker best, will invite the speaker and handle the program for the day.  The Committee Member responsible for a particular program (the “Presenter”) shall arrange for an appropriate substitution should the scheduled speaker cancel or otherwise not appear.

An hour program is planned for every Wednesday meeting in the year except for the one on which the Annual Dinner is scheduled. 

The Program Committee Chairman shall provide copies of program schedules for each Committee member to keep current on upcoming programs and dates thereof. An announcement is made by the Program Chairman, or his designated representative, at each RMA meeting describing the program for that day and for the next meeting.

The Program Committee is encouraged to reach out to other senior men’s Clubs in Fairfield County and thereby expand the pool of outside speakers to the benefit of the RMA. 

A Vice Chairman shall be appointed by the Chairman to act in the latter’s absence or alternatively there may be co-Chairmen of the Committee.

Publicity Committee

The Publicity Committee plays a vital role in promoting the mission and activities of the Retired Men’s Association of Greenwich (RMA) to the press, the community, and beyond. Its primary responsibilities include:

• Promoting RMA’s Core Mission: The committee highlights the RMA’s core values of fellowship, community service, and volunteerism. Through external outreach efforts, it seeks to attract new members while showcasing the positive impact of RMA’s contributions to the community.

• Fostering Service and Community Involvement: By establishing and maintaining relationships with local organizations, government bodies, and community groups, the committee works to secure RMA’s active participation in community life. This effort aims to strengthen ties between the RMA and the Greenwich community.

• Encouraging Volunteerism: Working closely with other committees, such as Membership and Volunteer Committees, the Publicity Committee helps to identify opportunities for members to engage in volunteer activities that benefit both the RMA and the Greenwich community.

• Publicizing RMA Activities: The committee is tasked with ensuring that the various events, programs, and community initiatives of the RMA—are effectively communicated to members, media, and the broader community.

By fulfilling these responsibilities, the Publicity Committee helps enhance awareness of RMA’s initiatives and fosters greater interaction between its members and the wider community. To this end, it will:

• Develop positive relationships with the press and other media outlets to publicize RMA events including, but not limited to, the RMA Speaker Series, the Melody Men, and other service/volunteer achievements of the RMA and its members.

• Maintaining relationships with other community service organizations to identify activities of mutual interest and benefit.

• Use its publicity efforts to bring the benefits of RMA membership to the attention of interested senior men in Greenwich to encourage new members to join.

• Maintaining contact with community groups to identify volunteer opportunities for RMA members.

Special Events Committee

This Committee provides the Membership with an opportunity to participate in a wide range of events on a periodic basis. Daytime events are preferred, and at least 40 participants are needed for each event to minimize the transportation portion of the overall event cost for each individual.

The major responsibilities include securing group ticketing, restaurant accommodations, charter bus transportation, establishing event costs and notification of the status of each event, by means of a weekly announcement at the meeting, posting on the Bulletin Board, and a listing in the CBB.

Once an event has been scheduled and individually priced, the event is announced, and a list of committed and paid participants is made. When all of the tickets have been sold, a Wait List will be announced and established to replace committed and paid participants who notify that they are unable to attend the event.  Refunds will be made only for expenses that are not incurred..

On the financial side, check requests for purchases, meals, transportation expenses, including appropriate tip for the bus driver, are made to the RMA Treasurer, as needed. The checks are then distributed to the individual vendors as required or as expenses are incurred. Conversely, the RMA member ticket purchases are recorded on deposit slips, totaled and given to the RMA Treasurer for subsequent bank deposit.

On the day of the event, a trip coordinator facilitates the overall event arrangements.

Volunteer Committee

Purpose

This Committee matches volunteer opportunities with member ability, interest, and availability in order to benefit RMA operations and the local community, especially by fellow seniors.  Most of all, volunteering benefits the members themselves. It makes it easier for members to engage and make friends with other members - a core reason for joining the organization.

Individual vs. Team Volunteering

Volunteering at the RMA has evolved into two modalities - individual and team volunteering.  The classic mode of volunteering is to sign up for assisting a community organization such as Call-A-Ride. The member has a good social time with the client, but not with other members. Team volunteering has come about as a result of seeing that it is a lot of fun to be a part of a group that volunteers together to help. For instance, every month a group of three or four members prepare and serve lunches at the New Covenant Center. Each person has a role organized by the Chef, and they get it done together.

Building a culture of Volunteering

In the past, members would record 30,000 or more hours a year. Now the number is 15,000. Now we have to engage members actively to encourage volunteering to new and long time members.  The engagement process involved these four roles working together.

Volunteer Advocate:  gently sell internal and external opportunities to members and guests during the Member Meeting refreshment breaks.

Volunteer Activities Bulletin Board

At greenwichrma.org/opportunities, members can find the list of open RMA roles and the external non-profits that are asking for help.

Recognition

In order to quantify the level of volunteering internal and external consumption, as well as to recognize publicly the generosity of individual members, the committee facilitates the recording of members’ volunteer hours. At the same time it is well known that many serious volunteers understate or do not report their hours.

Before November 1st in each year, the Chairman of the Volunteer Committee shall provide the President with the names and total volunteer hours for approved organizations reported by the three RMA members or candidates with the greatest number of such hours for the preceding Volunteer Hours Year. Suitable certificates shall be prepared for these three persons and formally presented to them at the Annual Dinner.

The Volunteer Chairman shall also provide the President with the names of the seven RMA members with the next highest totals of volunteer hours for approved organizations for the preceding Volunteer Hours Year together with their respective hours. These seven men will be recognized and presented with their certificates for their achievements at the next regular RMA meeting following the Annual Dinner.

Volunteer hours collection and reporting

Hours must be volunteered without compensation to any charitable, educational, scientific or governmental organizations to promote the common good. The Committee Chairman will be in charge of recording volunteer hours worked and reported by members and candidates at each weekly meeting. Hours accumulated but not reported at a previous meeting should be reported at the next meeting attended. 

Committee members will take turns acting as a Recorder, as assigned by the Chairman. The Recorder will list reported hours on a "member log sheet," and then report the totals. Members can log their hours online at greenwichrma.org/log and see their total hours to date. They can also see the list of local communities and projects that are being supported and to what degree. 

• Outside Agency hours by all men reporting. 

• RMA Service hours by all men reporting. 

• Melody Men hours, if any. 

Quarterly reports of volunteer hours by all members reporting will be calculated by the Chairman and posted on the Bulletin Board. Total hours for the "Volunteer Hours Year," will also be reported on by the Chairman.

Members and Candidates are eligible to be credited with volunteer hours.

The Volunteer Hours Year shall be the twelve month period starting October 1 of each year and ending September 30 of the next year. The retiring Chairman must deliver to the incoming Chairman the complete record of each member's volunteer hours for the previous partial Volunteer Hours Year, October 1 through April 30.

Appointed Committees

Corresponding Secretary

The Corresponding Secretary shall receive all correspondence and, where appropriate, forward it to the responsible parties. He shall also acknowledge all gifts and contributions received by RMA. Ordinarily, however, Committee Chairmen will handle correspondence pertaining to their respective activities directly. In accordance with long-standing custom, it is the assignment of the Corresponding Secretary, in addition to reporting on correspondence at the weekly meetings, to relate some appropriate anecdotes, poetry, jokes and other related items of enlightenment of the Membership.

Wellness Committee

The Health Committee's responsibility is to advise the general membership concerning the various health services available from the many local as well as other providers.

These services include blood pressure readings by the Greenwich Health Nurses, providing 'Vial of Life' information sheets from GEMS, dates when the Town offers influenza and other inoculations and whatever other services become available that may be medically useful to our members. 

Archivist & Historian 

The Historian  is responsible  for maintaining such documents, pictures and other memorabilia pertaining to the activities of the RMA, worth saving as being of  historical interest to the association. These records shall include, but not be limited to the following (the “Required Categories”):

• Legal Documents: The Certificate of Incorporation and the Internal Revenue Service Determination letter and related IRS documents.

• Minutes of meetings of the Board of Directors.  

• The Cigar Box Bulletin  

• The Association’s annual financial statements, the Treasurer’s Annual Report, and Audit Reports.

• Completed Membership Application forms for those members inducted during the year, and   the annual roster. 

• A list of members who have died during the year and who were recognized at the Memorial Service. Newspaper articles in which the RMA is featured.

• Significant RMA events, e.g. 60^th Anniversary celebration. 

• List of Officers, Directors, and Chairs of Standing Committees. 

• Recipients of Outstanding Service Awards. 

• Summary of Annual Volunteer Hours and list of those who have provided the most volunteer hours. Annual Dinner Program.  

The Historian shall maintain an Index of documents archived, so that they can be readily accessed as needed.

In addition to the Required Categories, the Historian shall consult with the Third Vice President and the President to determine such other materials (the “Optional Materials’) as being of sufficient historical interest to retain.  Such may include photographs of the Annual Picnic and Annual Dinner, and such other materials that they, in their discretion, determine as worthwhile keeping.

Information Technology Committee

The IT (information Technology) Committee will evaluate all activities of the RMA to:

• Manage the online RMA records repository, a google drive. Members would continue to utilize their computers as desired by them, but would be requested to send backup copies of all significant and useful documents to the person designated to maintain the RMA's Institutional Memory.

• Evaluate how IT might improve quality, efficiency, function and information backup of any RMA activities.

• Establish priorities among the various IT projects.

• Assign a member to write detailed project proposals.

• Implement IT support as individual project plans are finalized.

As approved by the Board of Directors, the RMA-owned laptops are used and maintained by the A/V team in service of the Member Meetings. 

At a minimum, the IT Committee will document current practices and back up the information useful to that function so that our knowledge and expertise are not lost when a new person takes on a given function. With appropriate IT support and backup records, it should be easier for new volunteers to undertake a volunteer function without a hitch, thus encouraging volunteering inside the RMA without limiting those jobs only to those with IT knowledge.

Membership on or involvement with the IT Committee is not restricted to those who have IT experience or expertise since it requires detailed knowledge of how various RMA activities are performed.  That combination of different types of knowledge is critical to identifying and planning projects so that IT supports RMA's activities and is not disruptive or too technical.  We want to make jobs easier and provide appropriate support for all RMA activities.  In other words, we need to bring experience with RMA functions together with IT knowledge so that, together, we create a more efficient and sustainable organization.

The Website and Online Member Engagement Committee

The website greenwichrma.org/ serves as a calling card to promote our speakers program, attract new members, process their admission applications, and the means to facilitate the development of friendships amongst members. Additionally it provides the means to promote events, collect and track fees, and onboard new members. It now facilitates processes that were handled entirely on personal laptops to be accomplished for the most part within the community enablement platform called Wild Apricot.

The Roles: 

• The Webmaster is responsible for the technical operations of the platform and supporting services such as DNS management, email accounts, and website analytics

• The Content Manager leads the effort to keep the public facing and Members Only pages appealing, up-to-date, and easy to use.

• The Engagement Manager develops, tests, and introduces new online / offline activities that bring members together.

• Committee Chair users such as Membership, Treasurer, Special Event, Historian, and others use the platform provided features to advance their areas.

Legislative Committee

The Legislative Committee advises the RMA with respect to tax and other legislation and regulations relating to the RMA’s tax-exempt status and with respect to the RMA’s operations generally.  The Legislative Committee shall consist of a knowledgeable member and a Vice-President.

Visiting Committee

The Visiting Committee shall arrange for visits and other communications with members who are unable to attend meetings because of ill health.  The Committee shall provide fellowship, and coordinate how the RMA may assist the Member and support his well being.

This Committee shall provide a weekly report to the membership concerning:

• The hospital confinement of a fellow member if permission to release the member's name from the hospital to RMA has been obtained.

• Recovery progress of a member ill at home.

Since this Committee member may be the first to know of the death of a member, he should immediately notify the President and/or the Memorial Committee Chairman. For members hospitalized out of town - The Committee members shall seek information from family members if the hospitalized member wishes to have the information announced.

Member Activities: 

Melody Men 

The Melody Men is the RMA’s a choral group of about 15-25 RMA members that performs popular music for local nursing and convalescent homes and senior organizations. It has been in continuous existence since 1975. There are two concert seasons, spring and fall, each of which comprises four to six -rehearsals, followed by 14-18 performances in a three month  period.

The group is under the leadership of a director, business manager and a production manager. The business manager handles physical arrangements and schedules dates and times of rehearsals and performances. The production manager controls rehearsals and performances and maintains a history of attendance at rehearsal and performances  and a library of musical numbers. Normally, the director accompanies the group on piano and may provide original lyrics or songs for the group. 

Special Interest Groups (SIGs)

The formation and leadership of SIGs enables members to organize around a common interest. Recently Book Club and Genealogy SIGs have enabled members to learn together as they follow their curiosities. The formation and participation in SIGs is a core benefit of RMA membership.

Sports & Recreation 

The RMA provides  the opportunity to advance fellowship among its membership by organizing athletic and recreational activities, and matters of interest to  the Membership generally,  such as Bowling, Bridge, Golf,  Investment Club, Opera Raft-Up , RMA Walkers, ROMEO ( Retired Old Men Eating Out).Each of these Activities is chaired by an appointed member of the Association. The Chairman is responsible for all aspects of the activity.

All members and Candidates may join in the activities. Non-RMA people may be called upon to fill openings to complete schedules or for other reasons.

All expenses of any Activity will be paid by those participating in that activity.

The ROMEO luncheon group is an informal gathering of RMA members who enjoy good fellowship and good food at several of the clubs in the vicinity a number of times a year. The chairman, or his designate          (typically an RMA member who is also a member of the host club) selects a club (golf, yacht, or country club) and makes all arrangements such as time, number attending, costs, etc. The place, date and cost are announced several meetings in advance, and the money is collected by the chairman or his committee who arrange all payments. The cost to the members traditionally includes tax and tips.  All RMA members and their guests, and all candidates are welcome to attend. 

Annual Events

RMA Banquet

The Annual Banquet is RMA's traditional social event of the year. It is attended by members, candidates, and their wives, wives of deceased members and guests. The Banquet is customarily held the Wednesday of the week prior to Thanksgiving.

At the Banquet, the Chairman (First Vice-President) will be the Master of Ceremonies, introducing the leaders for the Invocation, Pledge of Allegiance and the patriotic song. He also will introduce officers and wives at the Head Table, and Past Presidents who are present at the dinner. The Dinner Committee member who had contacted the wives of former members at this time should introduce all who are present. The Volunteer Chairman will present the Volunteer Awards. The President should then be introduced for his message, followed by the music of the Melody Men. The closing remarks of the Master of Ceremonies should thank all for the success of the Dinner.

Banquet Committee Chairman:  According to Section 13 of the RMA By-Laws, the First Vice-President is the Chairman of the Banquet Committee. He is the Chairman for the Banquet which takes place during his term of office as Vice President, and is responsible for the preliminary arrangements for the succeeding Dinner.The Second Vice-President serves as Vice-Chairman of the Dinner Committee.

Banquet Committee Chairman’s duties: The Banquet Committee Chairman is the one person completely responsible for all the planning and organizing of all the Dinner details. As such, he and the Vice-Chairman are the sole liaisons between the RMA and the provider of the Dinner. The Chairman will make periodic reports to the Board of Directors and Membership on the progress and details of the Banquet in accordance with this schedule.

Milestones

• January - Final report to the Board of Directors and the Membership on the Banquet – held the past November. For the next Dinner, obtain Board approval for site, present cost estimates, and approval for contract signing and deposit.

• June - Presentation to Board of tentative Banquet budget.

• July - Obtain budget approval from the Board and Banquet Dinner Committee.

• September and October-- In early September a designated member of the Dinner Committee should start lining up dinner Table Hosts first approaching and getting commitments from Table Hosts of the previous year and then proceed to find additional Table Hosts as needed.  The first announcement of the Banquet should be at the first RMA meeting following the Annual Picnic so as not to blur the distinction between the two.  The effort to obtain Table Hosts should continue until the maximum needed (in recent times approximately 25) has been reached.  In the balance of September and through October Table Hosts will: (1) fill their tables of 10 or as near thereto as possible; and (2) collect payment/meal selections from those seated at their tables.  When a Table Host has reached the maximum number of people at his table (10 or somewhat fewer) and has full payment in hand, he can then approach the appropriate Banquet Committee Representative with his Table Host form listing guests Banquet Committee. The Table Host will follow up with members assigned to their tables regarding meal selections should such not be on the Table Host form when initially submitted.  Table assignments shall be made on a first-come first-served basis, and will not be made in the absence of full payment.  Tables of less than 10 persons will be filled by those who have indicated they need a table assignment (see paragraph 2 C. below). 

• November: 2 weeks after Banquet: Final wrap-up Committee meeting.

• December: Preliminary Banquet report to the Board and to the Membership. Recommend site to the Board for next dinner.

Organization of the Banquet Committee: The organizing and planning is carried out by a Committee appointed by the Chairman. The Committee normally consists of 4-5 members in addition to the Chairman and Vice-Chairman. Delegation of the major responsibilities by the Chairman has generally been along the following lines: 

Invitation to the wives of deceased members:  It has long been customary to invite all the wives of deceased members who are still in the area, plus those outside the area who have maintained contact with the RMA. Widows do not attend at RMA expense. They normally pay only half price. These ladies will be contacted, invited and, when an acceptance is received, they will receive a timely confirmation letter. This letter will list the time, place and date of the Dinner, along with entree selection, Table Host and Table Number.

Co-ordinator: In order to support the orderly running of the Annual Banquet, a Coordinator appointed by the Chairman will be designated, who will keep track, on an RMA spreadsheet, a list of Table Hosts and  names of people at each Host’s table. This will also track payments and food choices.This document will be made “Shareable” with Annual Dinner committee members and table hosts.

Printed program: The Banquet Program has followed essentially the same format for a number of years. The Printed Program committeeman should compile the information and select the printer for the Program can be finalized one to two weeks before the Dinner. At the Dinner, a Printed Program is placed at each diner's place.

Ticket sales:  While the Treasurer of the RMA, or his assigned Assistant, is responsible for the actual handling of all monies, the The Table Host must collect the money for all those at his table. The Table Assignment committee will confirm with Table Hosts regarding those people who do not have a Table Host, and assign them to a Table Host accordingly. When tickets are purchased, the buyer will indicate how many tickets, the first name, last name and the selected entree for each ticket. The Table Host will record this information and pass it on to the Computer Specialist.

Name tags: It is an RMA tradition for everyone at the Dinner to wear a name tag. A "stick-on" type has been used and found to be most effective. These name tags are printed during the week before the Dinner. On the morning of the Dinner, the name tags are spread out alphabetically on tables by the door to the Reception, and the Name Tag Committeeman assists the diners by providing and affixing their name tags.

Greeters: the Greeters will welcome diners at the front door, in the lobby, and at the entrance to the Reception. A familiar face is a helpful face to answer questions and to guide.

Music and entertainment: Customarily, the music and entertainment is provided by the Melody Men. At the beginning of the Dinner, a Melody Man leads the group singing of a patriotic song. At the end of the Dinner, the Melody Men entertain for about 20 minutes.

Records for the next Chairman: The Dinner Committee Chairman must retain all written information that is generated before, during and after the Dinner. This file will be given to the next Dinner Committee Chairman for his guidance.As the Chairman of the Dinner Committee sees fit, letters, email, other notes and correspondence may be generated that not only serve the purposes of ensuring the success of the event but also serve to provide insights helpful to the next First Vice President with accomplishing the task the following year.  In this regard, computer generated information is encouraged.

Annual Picnic

The RMA Annual Picnic is a great social event and customarily is very well attended.  The objective of the Picnic is to give the members, candidates and guests, an opportunity to get together for a good time. 

It is customarily held on the second Thursday in September at the Clambake Area of Greenwich Point, from 11:00 AM to 2:00 PM. The Third Vice-President is the Chairman for the Annual Picnic and is completely responsible for the planning and management of this event. Additionally, he acts as Master of Ceremonies and awards any prizes. He should appoint the number of committees necessary to assist him in making this very popular annual outdoor activity a real success. A rain date is optional.

The scheduling of a number of popular games and guessing contests permits everyone to mingle and get to know each other in an atmosphere of friendly fellowship. 

Milestones

• January: 

• The Picnic date is to be approved at the January Board Meeting.

• The outgoing Third Vice-President is responsible for reserving the Clambake Area and the keg permit. This is done at the Parks and Recreation Office at the Town Hall, usually in mid-January.

• February: The Picnic permit should be received by mail from the Town by the end of February; and follow up, if not.

• May: the Third Vice-President should develop in May an appropriate Budget.

• October: A full report, including all costs, should be made to the Board and the membership as soon as possible after the Picnic.

Appendix

A – Sample Agenda for Member Meetings

Retired Men’s Association of Greenwich, Inc., 37 Lafayette Place, Greenwich, CT 06830

http://greenwichrma.org/

MEETING AGENDA

RMA Meeting Date: _____________ __________ __Time started: _______________ ______________

Pledge Leader: ________________ _         ___ _____Song Leader: _____________________________ 

Pianist: ________________ _____________ ______Treasurer: ________________________________

CBB Scribe: ____________ ____________________Corresp, Sectr.: ____________________________ 

ANNOUNCEMENTS

____________________________________________________________________________________

____________________________________________________________________________________

____________________________________________________________________________________

____________________________________________________________________________________

____________________________________________________________________________________

____________________________________________________________________________________

____________________________________________________________________________________

Visiting__________________________Membership/Guests/Birthdays: __________________________

NEW MEMBERS 

Inductee: _________________ Sponsor: ___________________ Sponsor: ______________________

_

PROGRAM

Today’s Program Speaker ___________ ____________Introducer: ____________________________ 

Next Week’s Speaker____________________________Introducer: ____________________________ 

ACTIVITY

Volunteer Hours: ______________________________________________________________________

Special Events: ________________________________________________________________________

Bridge:              _____________              ________  _Golf: _________________________________ ____

Tennis:_____________________________________Walkers:___________________________________ 

The above form is offered for guidance only. Each President may elect to format his own form.

B - CBB Format

Guidelines for the CBB Scribes as of March 31, 2025

1) As scribes recording the 70-year history of RMA, week by week, we are committed to “strive for accuracy.” In addition to accuracy of content, accuracy of spelling, grammar, punctuation, and spelling members’ names correctly are important.

2) The CBB has grown from 2-4 pages ten years ago to 12-14 pages today. We’ve also added many more pictures. Most members seem to appreciate these changes. Almost all members say they read the CBB, at least occasionally, and don’t want it any shorter (or longer). Moreover, some sections, like the speaker report, are reprinted to even wider circulation, e.g. in the Greenwich Sentinel. So, a lot of people will read what you write. That said, we don’t want long-winded reports just for their own sake. Try to be concise and to the point. Keep it moving. I would like to keep the CBB to 10-12 pages maximum.

3) Sit up front at the member meeting and speaker session so you know who spoke, and what they spoke about. Many find it helpful to keep notes, but afterwards you will get a video of the meeting plus a transcript to refer to if necessary. (It is also possible to scribe by watching on Zoom from a remote location, if necessary.)

4) Collect the reports that are sent to you. All speakers in the member meeting are strongly urged to submit the report to you in electronic form, e.g. by email. The deadline for submitting reports is 12 noon on Thursday. Anything received after that is only included at your discretion. Do not feel you have to “chase” people.

5) Arrange the reports in roughly the order they were given in the meeting, as outlined in the agenda that you will receive. Be aware there may be deviations from the agenda, and last minute additions. There will also be misspellings. Report what happened, not what was supposed to happen.

6) Cut-and-paste the reports into a master document (most scribes use Word, but any electronic form is OK), making sure it flows as a narrative. This may require some editing and addition of connecting sentences.

7) The CBB is a narrative report, not a series of charts or disconnected notices. If someone gives you a chart of scores, for example, try to turn it into a narrative—sentences. Use of charts should be limited.

8) Pictures are added last, by the editor (for formatting reasons). If you have a picture you want to include, indicate where to place it, and send it separately to the editor. The editor will also add (and update) the header on page one, and some backmatter on the last page (“Reminders”).

9) Send your narrative text (everything between the header and end matter) to the editor in electronic form. Most scribes use Word, but any software that can be copied or saved as Word such as Apple’s Pages, Google Docs or even email is OK.

10) The editor will send the edited version back to you for your final approval, usually later the same day. Please check your email frequently so that you don’t miss it.

11) Following are some of the conventions we use. (These are based on accepted practices in the two major style guides, The Chicago Manual of Style and the The Associated Press Stylebook.) The basic rule of all style guides is to be consistent throughout your document, in spelling, punctuation, fonts, etc.

- Scribes are encouraged to include a quote they like at the top of the first page. It’s not required, but most scribes enjoy doing this.

- Use lower casebold whenever you mention the name of a member. Do not bold the names of guests or candidates. (We no longer use ALL CAPS. That is the equivalent of shouting!)

- Use the current roster of RMA members to determine the correct spelling of a member’s name, and his preferred first name. This roster is maintained by the membership chair, and is available on the website atgreenwichrma.org/Directory.

- Try to refrain from excessive capitalization. Some people seem to capitalize Every Other Word because they think it Adds Emphasis! According to style guides capitalization should be limited to the first word in a sentence and to proper nouns. Try not to overdo it.

- We routinely list the pledge leader, song leader and pianist at the start of each meeting, along with anyone given “special recognition” by the president. Members who put in the time to make these meetings happen deserve the recognition. Also list the titles of the songs sung.

- When it comes to memorials and new inductee biographies, try to keep them brief—no more than a paragraph or two. If there is something longer that you (or the speaker) want to include, send it separately to the editor and indicate where it should go. It will be included as an attachment which the reader can click to see. This is important to keep the CBB from ballooning in length with lengthy entries that some readers don’t care about.

- Regarding the featured speaker at 11 am, we are now using artificial intelligence to generate a draft summary of each week’s presentation for your use. You may use all of it, some of it, or none of it as you see fit, it is entirely up to you. If you do choose to use it, read it carefully! Do not just skim or scan it. AI-produced summaries can look very authoritative, and the grammar is almost always perfect. But they are notorious for subtle mistakes (or “hallucinations”) and misspellings. Rely on what you heard, and check the video of the speaker if necessary. You are responsible for the final product.

Tim Brooks, Editor

March 30, 2025

C – Sample Membership Form

Candidate members fill out a form online.

RETIRED MEN’S ASSOCIATION OF GREENWICH, INC.

MEMBERSHIP APPLICATION FORM

NAME: _______________________________________ NICKNAME (IF ANY); ___________________

ADDRESS: ___________________________________ TEL: _________________________________

TOWN: _________________________________ ZIP: __________ YEARS IN GREENWICH; ______

DATE OF BIRTH: ____________ PLACE OF BIRTH: ________________ DATE RETIRED: ________

EMAIL ADDRESS: _____________________________________________________________________

SINGLE: [ ]; WIDOWED: [ ]; MARRIED [ ]; WIFE NAME/NICKNAME: ________________________

SPONSORS: (1): ______________________________2) ___________________________________

How many years have you known Sponsor #1:___________________Sponsor #2____________________

COLLEGE/HIGH SCHOOL ATTENDED: _____________________________________________________

OTHER SCHOOLING/TRAINING: _________________________________________________________

FORMER PROFESSION/OCCUPATION: _____________________________________________________

COMPANY AFFILIATION OR SELF-EMPLOYED: _____________________________________________

LAST OR PRINCIPAL POSITION HELD IN COMPANY: _______________________________________

COUNTRIES AND/OR UNUSUAL PLACES VISITED: __________________________________________

___________________________________________________________________________________

AVOCATIONS/SPORTS/HOBBIES: ________________________________________________________

___________________________________________________________________________________

ORGANIZATION YOU BELONG TO (PROFESSIONAL) ________________________________________

__________________________________________________________________________________

NON-PROFESSIONAL/CIVIC/OTHER: _____________________________________________________

___________________________________________________________________________________

FRATERNAL: ________________________________________________________________________

HOW DO YOU THINK YOU CAN MAKE A CONTRIBUTION TO THE RMA? 

___________________________________________________________________________________

___________________________________________________________________________________

SIGNATURE OF APPLICANT: ________________________________________DATE:______________

______________________________________________________________________________________

Spaces below are for the Membership Committee:

DATE FIRST ATTENDED: ________________   DATE BECAME ELIGIBLE: _____________________

DATE APPLICANT INDUCTED:  _______________________________________