Best Practices for Regional Chapters
Membership Program Plans
During 2010, briefings were made by chapters to the CMAA Membership Committee about the successful ways in which members are recruited and retained. Notes from these briefings on Membership Best Practices are available here.
Chapter Visitation Program
In order to properly schedule and then track visits to chapters, a Visitation Request Form must be submitted 60-90 days prior to the date of the requested visit. The form is to be accompanied by a summary, an agenda, or a promotional piece for the event/program the guest is being invited to attend; the form is emailed to Martha Montague. Visits to chapters by CMAA guests are an important aspect of the service provided by CMAA to the chapters.
When scheduling a visit, a good rule of thumb is to avoid the two-three weeks before and after the National events. It's important to get the most value possible from a visiting CMAA guest. Be sure to also schedule one-on-one meetings with prospective corporate or owner members with the visiting guest either before or after the chapter event. Without these meetings, it is likely the chapter visit will not be approved.
Officer Transition & Job Descriptions
Chapters should always provide a transition between the incoming and outgoing chapter administrations. Even in the event a chapter uses a succession ladder, it's helpful for the incoming officers to learn the challenges and successes of their predecessors. A sample transition document by officer is available for chapters to use in setting up a transition/succession briefing session. In addition, it's helpful to incoming officers and chairs to have job descriptions to guide them as they begin their year. Courtesy of the Southern California Chapter, job description samples are available. Additional samples of roles and responsibilities are also available.
Alliance Between CMAA Chapters and SAME Posts
The CMAA Northern California Chapter and the SAME Sacramento Post formed a strategic alliance to facilitate collaboration and information sharing at the local level. Arising from this alliance is a template other chapters and posts can use to facilitate an agreement of this type. CMAA thanks Northern California Chapter Past President Ron Price and SAME Sacramento Post Director Larry Smith for allowing this template to be offered as a guideline. The template for forming an alliance is available here.
Reckless Antitrust Conduct
It's important to remember that improper member conversation can be construed as a violation of antitrust statutes. There is to be no talk about pricing, bidding, or dividing territories at any CMAA meeting or on any conference call. CMAA's legal counsel has provided CMAA with a memorandum regarding a recent FTC case addressing association meetings. These antitrust issues are very important and attention must be paid to how conversation is conducted.
Paid Executive/Consultant Guidelines
The AMC Institute is comprised of companies in the business of supporting chapters. Its website has a RFP component allowing you to submit your requirements and receive responses from AMCs that assist in your areas of need. No hard and fast rules exist on when to hire a paid individual. To start, look at the skill set of your members and ask what skills are missing that could be outsourced to enhance the chapter’s operations. Another question to ask is what is the key revenue source? For many chapters, the answer is meeting revenue; you may find a paid executive can build this revenue. Also ask if the chapter can afford a paid executive/consultant and whether that person or company would be paid a flat fee or be commission-based from income they generate; both means of payment are valid ways to manage these wages. A caution to be considered before hiring an individual is how to maintain quality control and handle evaluation of the support services provided.
Several of CMAA’s chapters already have or did have paid executives/consultants: Southern California,
Broadcast Email Opt-Out Requirements
The Federal CAN-SPAM Act requires chapter broadcast emails to allow non-member recipients and sometimes member recipients to unsubscribe/opt-out. The unsubscribe/opt-out can be as simple as a line at the bottom of the email stating, “Unsubscribe from this list – click here.” and link the “here” to the person in the chapter who’s responsible for sending the emails out.
Continuing Education Credit
Contact Ms. Alex Cortez (703-677-3378) for instructions to provide PDH/LU/CEU credit for education events. Informational meetings and social events do not qualify for credits. PDHs (Professional Development Hours) are for PEs, with one instructional contact hour equaling one (1) PDH. LUs (Learning Units)are for AIA members, with one instructional contact hour equaling one (1) LU. CEUs (Continuing Education Units) are a nationally recognized method of granting non-degree credit and offering professional development opportunities. One instructional contact hour typically equals 0.1 CEU. Members should always contact their professional organization to determine its CEU requirements.
AIA Continuing Education Credit
Chapters can apply for AIA continuing education credit to be granted for educational seminars. This form is to be completed for review and consideration by AIA and must be submitted to CMAA a minimum of three weeks in advance of the course. Your staff contact for this form is Ms. Alex Cortez (703-677-3378).
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