NMRA Special Interest Group (SIG) Policies & Guidelines

Seth Neumann – NMRA SIG Program Coordinator
October 2020

Introduction

This document defines the policies of the NMRA Special Interest Group (SIG) Program and provides guidelines to assist persons interested in creating or managing a SIG. The policies defined here are intended to clarify the goals of the NMRA SIG Program and define the relationship between a SIG and the NMRA.

Definitions

The NMRA SIG Program is managed by the NMRA SIG Program Coordinator, who is appointed by the NMRA President. The NMRA SIG Program Coordinator is responsible for maintaining a list of active SIGs, publicizing active SIGs on the NMRA Website, and managing relations with the various SIGs.
Each SIG shall have a SIG Coordinator who is responsible for ensuring that their SIG complies with the NMRA SIG policies. The SIG Coordinator must be recognized by the SIG as the Coordinator to the NMRA and be an NMRA member.
Since one of the policies defined in this document requires SIG Coordinators to provide proof of SIG activity to the NMRA SIG Program Coordinator, the definition of an active SIG is simply one which has complied with the NMRA SIG Program policies.
An NMRA Special Interest Group (SIG) is an independent, non-profit, membership group organized to provide a forum for the exchange of prototype or model railroad information. The NMRA recognizes three kinds of SIGs:

NMRA-only model railroad groups - To promote solidarity and community of interests in the hobby, the NMRA suggests that model railroad groups with SIG status should follow an NMRA-only policy. The NMRA-only group may however permit institutions such as libraries and manufacturers to subscribe to their newsletters.
Open model railroad groups - A SIG that may adopt a membership policy which permits anyone to join regardless of NMRA membership status. The SIG Coordinator for an open-membership group must be designated by the leader of the SIG and be an NMRA member.
Prototype railroad groups - Prototype railroad historical, technical, and restoration societies may associate with the NMRA SIG Program. Members of prototype railroad groups are not required to be members of the NMRA, however the SIG Coordinator must be an NMRA member. Finally, the leader of a prototype railroad group is not required to be the SIG Coordinator nor an NMRA member.

Policies

Since each SIG is an independent group. The NMRA does not evaluate decisions concerning the operation of a given SIG. The NMRA does not seek to determine what interests should be presented by a SIG, who should run them, or in what manner they serve the interests of their members. It is the policy of the NMRA SIG Program that persons actively engaged in a specialized interest area are the best qualified to decide how best to pursue that interest.
Any NMRA member may apply to the NMRA SIG Program Coordinator for recognition of a new group as long as that group has a defined interest area related to prototype or model railroading. The NMRA does not make judgments as to whether the idea is a good one or not.
NMRA will list the SIG on the NMRA Website and expects the SIG to encourage its membership to join the NMRA, promote their SIG by active participation in their local Divisions and Regions as well as participating in the SIG programs at the National Convention.

Lack of Reciprocity - The NMRA will promote each active SIG at least once per year in the NMRA Magazine and provide a summary of all active SIGs to all new members and existing members as requested. In turn, each SIG, with an open-membership policy, is required to, at least once per year, place a notice in its newsletter recommending to its members that they consider NMRA membership.
Inactivity - The NMRA cannot recommend to its members that they send dues to a group that shows no evidence of activity. If the group publishes a newsletter, it must send a copy of each newsletter produced to the NMRA SIG Program Coordinator as evidence that it is active. If the group is primarily on-line, it will extend an invitation to its email list and/or social media pages to the NMRA SIG Program Coordinator. The NMRA SIG Program Coordinator will forward newsletters to the NMRA Kalmbach Memorial Library.
Closed Membership - Any NMRA member must be allowed to join any SIG recognized by the NMRA.
Lack of Accessibility - The NMRA only recognizes groups that are available to all persons regardless of geographic location.
Hostility - The NMRA may withdraw recognition of any group that makes a practice of using their publication for negative comments towards the NMRA, it’s policies or its membership.
For-Profit Organizations - The NMRA SIG program only recognizes non-profit groups. It does not provide free advertising to businesses such as those engaged in routine selling of merchandise, travel services, or so called "buyers’ clubs." The NMRA accommodates them via commercial advertising service offered in the NMRA Magazine. SIGs may sell fund-raising items such as painted cars, tee shirts, hats, etc., so long as it is incidental to the purpose of the group. [For example, LDSIG Tour shirts and “OP-Swag” as well as publications.]

Standard Newsletter Disclaimer

In order to clearly define, to readers of SIG newsletters, the relationship of each SIG to the NMRA, each issue of a group's newsletter must contain one of the following notices:

The {GROUP NAME} and NMRA are independent, non-profit organizations who have chosen to affilliate for the mutual benefit of our membership, and each is not responsible for the publications, actions or omissions of the other.

The {GROUP NAME} is an independent, non-profit group affiliated with the National Model Railroad Association (NMRA). The NMRA is not responsible for the publications, actions or omissions of the {GROUP NAME}.

A group may use an alternate disclaimer if written-permission from the NMRA SIG Program Coordinator is obtained.

Financial Rules

Funds collected on behalf of a SIG belong to the members of that group. The NMRA assumes no responsibility for SIG financial matters.
In order to ensure that the NMRA is not promoting for-profit groups each SIG is required to demonstrate that it is a non-profit group. Acceptable documentation includes government documentation of non-profit status or an informal profit and loss statement. Such documentation must be provided when a group associates with the NMRA and when requested by the NMRA SIG Program Coordinator.
Many of the larger SIGs and Historical and Technical Societies are organized as 501c(3) non-profit corporations, and while there is no requirement that they do so, the members handle funds may find it advantageous to become a 501c(3) if the funds are substantial.

Benefits of the NMRA SIG Program

While the primary goal of the NMRA SIG program is to provide a useful service for NMRA members, several more immediate benefits arise from this goal. The NMRA benefits SIGs by providing meeting and display space at NMRA conventions, by publicizing SIGs on the NMRA Website and in the monthly NMRA Magazine. In turn, the SIGs benefits the NMRA by encouraging NMRA membership and by providing specialized groups to NMRA members.

Use of NMRA Trademarks

NMRA will grant, to an NMRA-only SIG, a non-exclusive, worldwide, revocable, paid-up and royalty-free license to use the trademarks NMRA and the NMRA logo, during the period in which the SIG is a recognized SIG of NMRA under this policy. Each SIG should request the General Counsel of NMRA to provide a written copy of a license. Licenses are granted subject to the terms and conditions of NMRA’s Trademark Use Guidelines as posted on the NMRA website, which may be updated from time to time without notice. Groups which have an open-membership policy may not use any NMRA trademarks.

National and Regional Convention Participation

All SIGs are encouraged to participate in NMRA National Convention as well as Regional Conventions. Suggested areas of participation include displays, clinics, and tours. NMRA-only SIGs will receive preferential treatment at conventions for space assignments at the discretion of the convention chairman for that convention.

In order to ensure that display space is available for your SIG at a National Convention, you must contact the NMRA SIG Program Coordinator 2 years prior to the National Convention date. The NMRA cannot guarantee display space for your group if this requirement is not met.

Insurance

The NMRA carries liability insurance having limited scope and primarily for the purpose of covering losses that may occur in connection with NMRA-sponsored events. SIG members who are not NMRA members are covered for certain losses when attending NMRA-sponsored events. NMRA insurance does not cover losses occurring in connection with any form of use of a motor vehicle, and does not cover non-NMRA sponsored events, meetings or tours. A complete statement of coverage is outside the scope of this document. NMRA’s website contains detailed information on insurance, including a set of Frequently Asked Questions. Any issues not covered in the website should be addressed to NMRA’s Chief Financial Officer.

How to Get Started

Consult the list of active SIGs. If there is no group already formed that is of your interest, you are willing to lead a group, and can publish a newsletter on a regular basis send the following information to the NMRA SIG Program Coordinator:

Application - Must be filled-out completely and truthfully.
Your most recent newsletter - Hard copy or electronic is acceptable.
Information on the SIG - The Group’s SIG Coordinator will provide a brief description of its purpose for the NMRA website.
New member letter - Provide a copy of the letter that you mail to member applicants.

Suggestions for a Successful SIG

Leading a SIG is an important task and can be difficult. The past experience of numerous NMRA SIG Program Coordinators and SIG Coordinators has been collected in this section in an effort to reduce the difficulty often encountered when creating or managing a SIG. A few important suggestions include:

Carefully design an application form. An application form provides a concise way to define the purpose of your group and to gather information about an applicant. Your application to form a SIG is a good guide to what information you may wish to have from prospective members.
Answer all mail (paper and email) promptly. This is one of the most important, and difficult, aspects of leading a SIG. Failure to answer mail in a timely manner will lead people to believe that the group is inactive.
Keep your newsletter (if applicable) on schedule. Nothing will lose interest in your SIG like tardy or late newsletters. Stay on schedule!
Keep your web presence fresh.
Solicit material from your membership. Most of your material will come from your membership, so solicit material. Some groups have been successful in requiring a minimal level of participation. For example, some groups require that members write to the SIG Coordinator annually, or contribute material for the newsletter.

Membership Recruitment

The best way to recruit members is to provide services that model railroaders want. A good newsletter is probably the most important element.
Publicity for your SIG can be achieved by word-of-mouth, keeping your information on the NMRA SIG page current, developing your own website, and using newsletters (electronic and paper). Displays at NMRA National Conventions are also useful in the designated SIG Room.

Conventions

Your SIG will evolve to the point where members want to meet face-to-face and show off some models or research results. National Conventions are great way to do gain contact with members and prospective members. Conventions may be held independently for larger SIGs or combined with other NMRA Conventions for the smaller SIGs. As was mentioned earlier in this document, the NMRA encourages SIGs to participate in NMRA national and regional conventions.

Communications

Maintaining good communications with SIG members is essential to a successful SIG. The main communications medium will be the SIG newsletter either paper or electronic, but do not overlook other mediums such as individual letters, and telephone.

Updated 10/12/2020