How to start a retiree club

Here are a few things to think about if you are considering forming a club:

• What is the intended purpose and scope of the club? If you just want to gather socially now and then with a few of your HP/Agilent friends, then establishing a formal club may be overkill. If you will have a larger membership and want to sponsor group activities, publish a newsletter, collect funds for various projects, events, etc., then a formally organized club is probably worth considering. The key ingredient to a successful club is a set of common values of the membership and people who feel strongly about maintaining ties with the HP “Family” and will commit personal time and expertise in key activities to make it work.
  
• How large is the retiree base in your area? In today's world, privacy issues preclude obtaining lists of retirees from the company. Thus, you must rely on word of mouth referrals or some sort of advertising to locate and contact retirees in your area. In this regard, your local AAFCU branch may be willing to provide a place for you to advertise for others interested in forming a local club. Tapping into the experience and expertise of other established clubs can help smooth the path to establishing an active club.
  
• Will there be enough worker bees? Establishing and sustaining a club entails a lot of work. A successful club requires a sufficiently large membership to provide willing candidates for officers, board members, committee members, etc. Not all retirees who express interest in joining a club and participating in activities will be willing to commit to the required behind the scenes work. Determining if sufficient numbers of willing workers can be found at the outset and whether or not they are apt to continue to be committed to the operation of the club over the long term is key.
  
• Would it help to involve a high level company manager to get you started? Identify a "Champion" within the top management at the company local site. Usually, someone (a Retiree) on the informal club formation team has close contacts at the upper management level that often can be useful to support a start-up. They can provide key contacts within HP/Agilent if needed as the club matures and the purpose of the club changes over time. In return, the club membership can be a valuable source of feedback of retiree issues. A side benefit to HP is a data source for HP product use and reliability and as a focus group for beta testing through the contacts.
  
• Can the club be sustained over time? Finding people willing to assume the responsibility of leadership may be particularly difficult over time. What does the long-term pool for new members look like? In today's world of downsizing, many employees are pushed into retirement before they are mentally and financially ready. This means they don't really retire, but rather simply move on to another job or become involved in some personal business. Others focus on travel or volunteer work. These things represent significant competition for retiree clubs. Without an ongoing flow of new members willing to participate in club activities and take on leadership responsibilities, the club will atrophy. As employees continue to retire from both HP and Agilent (depending on your geographic location), this should provide you a source of new club members.

Benefits of the Retiree Advisory Board (RAB)

The Retiree Advisory Board (RAB) was established to facilitate communication among HP, Agilent, the retiree clubs and First Tech Federal Credit Union. The RAB is comprised of representation from each of the HP/Agilent retiree clubs, HP Communications, HP Employee Programs, Agilent U.S. Benefits and First Tech Federal Credit Union. Teleconference meetings, hosted by First Tech Federal Credit Union, are held bi-monthly. For more information, contact Brenda Jaimes at brenda.jaimes@firsttechfed.com or call 650-855-3629.

Topics include announcement of new/changing benefits, sharing best practices, www.hpretirees.com notices/enhancements, and other items.

Description of roles

• Board of Directors –
  The board shall be made up of a number of Directors that the respective club deems necessary to have an effective representation of duties. The board must consist of elected members, but can also include emeritus members (most likely represented by elected past presidents), and would include current officers of the club (corporation).
• President –
  The President is the general manager and chief executive officer of the Corporation, shall preside over the meetings of the members. The President is responsible for appointing officers such as Asst Secretary or Treasurer, appointing a nominating committee for the purpose of preparing a ballot for annual elections, shall be the official spokesperson for the Corporation, including fielding inquires to the board and/or delegating the action to a board member, shall be able to write checks if necessary, and shall appoint chairpersons for needed committees.
• Vice President –
  The Vice President shall preside over meetings in the absence of the President (or in the absence of both the President and Vice President, any other person chosen by a majority of the voting members present in person or by proxy). The Vice President shall perform the duties of the President in the President's absence, as agreed and approved by the board.
• Secretary –
  The Secretary of the Corporation shall act as the secretary of all meetings of members, taking and recording minutes and attendance, and reporting of those minutes at the next scheduled meeting; the President shall appoint another person to act as secretary in the secretary's absence. Duties can be split between a Recording Secretary responsible for above duties, and a Corresponding Secretary, responsible for external correspondence, and special invitations to events, such as company executives/managers, etc. The Secretary shall also certify and keep the original or copy of the Bylaws as amended or otherwise altered to date, as well as keeping a copy of Articles as amended to date.
• Treasurer –
  To perform any and all duties related to the management of funds and tax filing records, collection and banking of funds for events, and recording and reporting to the board a monthly reconciliation of monies associated with club business. Keep and maintain adequate and correct amounts of the Corporation's properties and business transactions, including accounts of its assets, liabilities, receipts, disbursements, gains, and losses. Exhibit at all reasonable times the books of accounts and financial records to any Director or elected officer of the Corporation or his/her agent or attorney on request thereof. Other duties or reasonable requests for information may be assigned or required.
• Directors –
  To perform any and all duties imposed on them collectively or individually by law, by the Articles of the Corporation, or by the Bylaws
  • to employ such officers, agents, and employees as may be deemed necessary by the Directors to fulfill the needs of the Corporation
  • to, when possible, serve as committee chairpersons or members of committees in conjunction with Corporation functions
  • to assist in the planning of Corporation functions
  • to supervise all officers, agents, and employees of the Corporation to assure that their duties are properly performed
  • to register their addresses with the Secretary of the Corporation, and notices of special meetings mailed to them at such addresses shall be valid notices thereof
• Ad Hoc and Standing Committees –
  Ad Hoc Committees for specific purposes or activities may be designated from time to time by the President. Standing Committees may also be designated at the discretion of the President. Chairpersons of such Committees shall be appointed by the President. Members of such
  Committees shall be appointed by their respective Chairpersons in such number as the Chairpersons deem advisable, unless otherwise provided by the President when designating any such Committee. Except as otherwise provided by the President, Committee Chairpersons and members shall be members of the Corporation. The Chairperson or any member may be removed from the committee by the person or persons authorized to appoint him/her whenever in his/her or their judgment, the best interests of the Corporation will be served by such removal.
• Committee Chairpersons –
  areas of specialty or focus can be established within the Board membership that can include:
  • Newsletter Editor
  • Membership
  • Systems/IT/hpretirees.com liaison
  • Legal / Liability
  • Major Social Events (luncheons, meetings, etc)
  • Trips
  • Hikes
  • Golf
  • Bridge
  • Bible (Religious) History Study
  • Bowling
  • Any other activity of interest to club members
• HP or Agilent Retiree Benefits liaison
• Retiree Advisory Board (RAB) liaison
• Historian

Election form templates:

• HP REC Bay Area Ballot (MS Word Format)

Information Coming Soon.

• Inform HP of your intent to start a club
• Understand minimum HP requirements
• Request approval for using company name in club title
• Get Corporate Legal approval for bylaws
  • Sample Corp Legal letter
• Get tax identification number from federal government
• File tax forms annually with feds and your state
• Contacts for asking questions

Samples will help: (All documents are in MS Word format)

• Bay Area
• Colorado Springs
• Massachusetts
• No Colorado
• Oregon
• San Diego

This is an excerpt from the bylaws document that addresses this subject. Adjust for your specific needs.

ARTICLE VIII   Hold Harmless Agreement

SECTION 8.01.  General Conditions. All tours and other activities arranged by or for the Hewlett-Packard Retirees Club of Southern California (the Club) are for the convenience and pleasure of the members and their guests who desire to participate.  However, the Club does not assume any responsibility for the well-being or safety of the participants or passengers or their property in any matters pertaining to said tours and other activities.  Members and their guests participate at their own risk and shall not hold The Club or its “agents” responsible in any way.

SECTION 8.02.  Definitions “Agent” means any person who is or was a director, officer, committee chair or other member performing in a volunteer capacity at events arranged by or for The Club.  Arrange means to plan and prepare an event or activity that may be administered by Club volunteers or by an independent third party organization.  

SECTION 8.03.  Terms and Conditions.  As a condition of acceptance of a membership application by the Board of Directors, and participation in the events and activities of The Club, each member shall affirm in writing that she/he; (I) assumes all risks associated with events or activities arranged for or by The Club, including property loss or damage, personal injury, or death, and (ii) agrees to hold harmless and indemnify The Club's “agents” from any loss or claim in connection with arranged events and activities, and; (iii) understands this agreement is binding upon their heirs, assigns, legal representatives and others, and that none of them will make any claim against or sue The Club or its “agents”.  

SECTION 8.04.  Guests.   Guests of members desiring to participate in Club-arranged events or activities shall be required to sign and event specific hold harmless agreement before being permitted to participate.  

SECTION 8.05.  Third Party Agreements and Responsibility.  Third party Organizations, such as travel agents and tour operators, may or may not provide protection against loss or damage to personal property, or other financial hardship due to delays, cancellations, or other acts of significant disruption.  Each participating member is responsible for determining the adequacy of any loss protection provided by the third party organization(s), as well as any special accommodations the member may require.

Waiver templates:

• HPREC - Bay Area Sample Waiver (MS Word Format)
  This form can be part of your club enrollment form or on a separate form submitted as part of the enrollment packet. Adjust for your specific needs.
• HPREC - So. Cal Sample Waiver (MS Word Format)
  This form can be part of your club enrollment form or on a separate form submitted as part of the enrollment packet. Adjust for your specific needs.
• HPREC - Oregon Waiver (MS Word Format)
  This form is the full club enrollment form that shows membership benefits, the application, and the waiver information, as part of the enrollment packet. Adjust for your specific needs.

Liability Insurance policy elements / tips:

• HPREC-Bay Area Sample (MS Word Format)

Create a Web site and report Web site URL to hp.retireeprograms@hp.com

Treasurer's spreadsheet samples:

• HP Rec - Oregon

Club accounts available at First Tech Federal Credit Union

HP Retiree Clubs may join First Tech’s field of membership. This will allow Retiree Club members and their family members to join the credit union. First Tech has been serving HP employees and their families for over 50 years. Since then, we have increased our membership, added new products and services, and introduced the technology needed to simplify the lives of our members.

Benefits of Membership:

First Tech offers a wide range of financial services and products for all stages of life. From comprehensive checking accounts to fee-free IRA accounts, we have products and services aimed at simplifying one’s life.

First Tech members have the flexibility of arranging credit union loan payments through their checking or savings account, eliminating the hassle of writing checks and licking stamps. Or they can consider the advantages of our Savings Plus account. With an additional two tiers available in our rate structure, members can earn even more competitive yields on their savings while keeping assets liquid.

First Tech also has a host of products to help one plan for the future, both the immediate and distant. For example, we have fee-free educational IRAs to help plan for the educational future of members' children and grandchildren. And if looking for a short-term savings goal for a special occasion, the Holiday Club can help set aside money each month, so there won't be any surprises when the holidays come around.

For more information about the range of products and services we provide visit https://www.firsttechfed.com.

Insurance Protection Offerings:

First Tech offers various insurance and protection programs to meet members’ needs. Here's a comprehensive overview of what we can offer through its wholly-owned subsidiary, First Tech Financial Partners, LLC.

Insurance & Protection Programs:

• Property & Casualty:
• Auto
• Homeowners
• Condo
• Renters
• Valuable Articles
• Excess Liability (Umbrella)
• Boat/Yacht
• Flood
• Mechanical Breakdown Protection
• Guaranteed Auto Protection
• Identity Theft Solutions Program
• Accident Protection Program
• Term Life Insurance
• Guaranteed Issue Term Life
• Long-Term Care
• Dental Plans
• Health Discount Plan
• Short-Term Medical
• Major Medical
• DebtSafe® Debt Protection
• Pet Insurance

We can assist you in every stage of life. For more information on the many protection programs available, visit the Insure & Protect section of https://www.firsttechfed.com/ or call us at 877-233-4766.

Financial Planning:

In addition to a host of traditional banking products and services, members may also take advantage of the services First Tech Investment Services provides, through its broker dealer, Essex National Securities, Inc., member FINRA/SIPC.

Investment Services Offerings for Pre- and Post Retirees

CA Agency License #0D34067

**Services offered through First Tech Financial Partners, LLC (Financial Partners), which is owned by First Tech Federal Credit Union, is an SEC registered investment advisor. This communication is limited to the dissemination of general information pertaining to Financial Partners’ investment advisory/management services. For additional information about Financial Partners, including fees and services, send for our disclosure statement as set forth on Form ADV using the contact information herein. Please read the disclosure statement carefully before you invest or send money.

How to add your club:

To add your club to First Tech's field of membership, contact Brenda Jaimes at brenda.jaimes@firsttechfed.com or call 650-855-3629.

Membership packet:

• Membership Welcome Letter - Bay Area

Newsletters:

Many of the U.S. clubs post their newsletters to this website. You can locate them by going to the www.hpretirees.com home page, clicking on the respective clubs, then clicking on their Newsletter link.

Dues notice:

• HPREC - Bay Area
  (This form can be part of your club enrollment form for the initial year of membership and on a separate form submitted each year as part of the board of directors ballot process. Adjust for your specific needs).

Membership directory contents:
Typical contents of annual directories for all members can include:

• Club Officers and Board members for the current year
• Change of Address Quick Reference for Retirees
• Retiree contacts for Agilent and Hewlett-Packard benefits & services
• Club Membership Directory for the current year
• Copy of www.hpretirees.com Site Map (to assist in navigating to find contents)

Calendars:

Meeting dates/locations – Bay Area

Tracking newsletter production – Bay Area

Meeting planning tips:

Meeting Agenda Sample - Bay Area

Board of Directors Meetings each month:

• Have each officer and chairperson report on the status of their responsibility regularly. Reports should be made by the recording secretary for the approval of last month minutes, by the membership secretary about the status of new members, by the treasurer about the expenses and income during the last month, by the webmaster chairperson about the updates posted on the web page, by the newsletter chairperson on the need for articles for the next scheduled newsletter, by the activities chairperson(s) about the activities planned for the next two months, by the vice-president about the program for the next general membership meeting, by committee chairperson(s) on special committees that are assigned, such as, publicity and nominations for election of new directors.
• Old Business should have an update or final resolution on issues from previous months. The recording secretary should keep the items in the minutes until resolved.
• New Business should have an advocate for the new item to be resolved. Generally the president will guide the new business for lack of another advocate on the item.
• Keep Board of Directors meetings on schedule and in short duration (1 to 1 ½ hours max)
• Meet at the same place and same time each month
• Keep each director of the board involved and made to feel wanted and needed for the success of the club.

• Keep it informational and not a business meeting as much as possible.
• Inform the membership about upcoming events and the status of the issues that they should be aware of, if any.
• Inform the membership about recruiting new members and urge them to bring a prospective member as a guest to each meeting.
• Have a program speaker or entertainment for the general membership meeting.
• Allow time prior to or after the meeting for social time.
• Hold the meeting at a centrally located place, such as a restaurant, church hall, or other location that will not cost anything to rent. This keeps the cost of the meal reasonable for members and encourages higher attendance.