CFMA Chapter Administration

Helping you Effectively Manage the Chapter/Headquarters Relationship

Cathy WasnerDirector, Chapter Services

CFMA – The Beginning

•CFMA was started in 1981▫New Jersey Chapter was the first chapter

•111 members joined CFMA in 1982

•By the end of 1985, CFMA had 12 chapters

•By the end of 1991, CFMA had 49 chapters

CFMA – Today

•88 Chapters in the United States and Canada

•Over 7,000 members for the first time in CFMA’s history!

•16 CFMA national committees

Why Have a Chapter Administrator?•Vast majority of chapters do not have a

chapter administrator

•CFMA believes a chapter administrator will improve effectiveness and efficiency of chapter

•Allows chapter leadership to focus on strategy rather than operations

Why Have a Chapter Administrator?

•Historically, some chapters have relied on staff of associate members to perform the chapter’s administrative tasks

•What happens when the associate member leaves the board? Retires? Changes jobs?

Why Have a Chapter Administrator?“This position is an essential function within our chapter. I don't know if we could manage without one.”

“Having an administrator has proven to be an extremely valuable add for our members.”

“Our administrator has been employed for a long period of time. This is a great asset when it comes to needing historical information and someone who is dependable and can foresee what is coming up on the schedule based on past experience.”

CFMA Executive Committee Discussions•Encourage financially the use of chapter

administrators

•End result was the STAR Program with chapter administrators as 1 of the 5 items for fund usage

•To further improve chapter administrator effectiveness, the Executive Committee recommended we conduct today’s webinar

CFMA’s Executive Committee

•Chairman▫Steve Tenney - Iowa Chapter

•Vice-Chairman▫Brad Robinson, CPA, CCIFP – Charlotte

Chapter•Treasurer▫Ken Chiccotella, CCIFP – Triangle Chapter

•Secretary▫David Wightman, CPCU – Houston Chapter

• Immediate Past Chairman▫Pat Cebelak, CPA, CCIFP – Lansing Chapter

CFMA Staff

Chapter Operations

•CFMA’s fiscal year is April 1 – March 31•Chapter officer terms vary by chapter▫1 year▫2 year

•Chapter membership should be 60% general members and 40% associate members

•Chapter bylaws▫Should be re-visited annually▫Sample available on CFMA’s website▫Chapter operations should follow bylaws

Member Classifications

•General member▫General members represent all types of

contractors, including generals and subcontractors as well as developers, construction managers, architects, engineers, principals and material and equipment suppliers.

•Associate member▫Associate members are those serving the

construction industry, such as public accountants, sureties, bankers, insurance agents/brokers and carrier’s consultants and other service providers.

Chapter Officers

•Each chapter should have 4 officers:▫President▫Vice President▫Treasurer▫Secretary

•Roles should be defined in writing•CFMA can provide sample position

descriptions

Chapter Committees

•At a minimum, each chapter should have a Membership Committee and Program Committee

•Chapter decides which committees to have

•Committee Chair positions should be defined in writing

• If possible, Committee Chair should not be a member of Board of Directors

•CFMA can provide samples of position descriptions

Chapter Meetings and Events

•Types of Events▫Educational▫Networking▫Roundtables▫Social

•Chapter Meeting Topics▫The most common question from chapters!

•Meeting Frequency

Chapter Meetings and Events

•Speakers▫Local speaker▫National speaker

•Special Events▫Golf outing▫Executive of the Year

• Joint Events▫Other CFMA Chapters▫Other Associations

CFMA National Speaker Program

Why Have a National Speaker?“We invited Anirban Basu to speak at an event in February. Our attendance was double what we usually get for a speaker. There is no better speaker for a CFMA event, at least in my experience.”

“We are very appreciative of this subsidy as it allowed the Chapter to stretch ourselves to bring in Davidson as a speaker and serve those throughout the Pacific Northwest. We are expecting over 70 to attend which far exceeds our normal attendance for a speaker.”

“We have Anirban speak at our signature meeting each year. He is very well received and it is definitely worth having him at least once if this chapter has never hosted him before.”

Chapter Meetings and Events

•Members and Non-Members▫Chapters determine pricing for

meetings/events▫CFMA recommends a meaningful pricing

differential for members vs. non-members▫Tracking non-member attendance▫Chapter vs. Headquarters interests

Scholarships

•Local College/University▫Construction Management Program▫Accounting Program

•Chapter Members▫Children of chapter members▫Children from members’ companies▫Member furthering education

•CFMA’s Annual Conference & Exhibition• Internship Program•CCIFP Exam

Sponsorships

•Special Events▫Golf outing▫Special dinner

•Chapter Events▫Monthly meeting▫Annual sponsor

CPE

•Who is Issuing Your CPE?▫Chapter?▫CFMA?

•NASBA Compliance

•CPE Guidelines

CFMA Dues

•April 1 – March 31•General Member dues $340•Associate Member dues $440•CFMA memberships belong to the

individual not their company•Memberships are not transferrable

CFMA Dues

•Chapter determines local chapter dues▫All inclusive▫Pay if you attend

•Cannot join just the local chapter – must be a member of CFMA National

CFMA Dues

•All dues are collected by CFMA▫Transferred to the chapter quarterly▫Treasurer is notified when the transfer has

been processed•Dues checks received by the chapter

should NOT be cashed, send the check to CFMA

•Paperless Invoices▫Bad e-mail addresses▫Outstanding invoices will be mailed

Chapter Awards

Chapter Awards

•Awarded at CFMA’s Annual Conference & Exhibition

•Simplified form for 2015▫Submit online▫No more backup material

•Excel worksheet has been sent to all chapter officers

•Online form available in mid March•5 tiers based upon chapter size•Due April 10

Chapter Awards

•Chapter of the Year▫Awarded to 1 Chapter in Each of the 5 Tiers▫Chapter with the Most Points per Tier will be

Chapter of the Year

Chapter Showcases

•Chapter event to be shared at CFMA’s Annual Conference & Exhibition in June

•Submission due April 10▫12-20 Photos▫Write-up of the event▫Each Showcase will be about 90 seconds

•Share via Dropbox – cwasner@cfma.org

Chapter Websites

Chapter Websites

• If someone went to your website would they think your chapter is active?▫Is your officer list current?▫Are upcoming events listed?▫Are you directing members and potential

members to your website?

•Use your website to show how active the chapter is

Chapter Websites

•Let CFMA Headquarters know who your chapter’s website administrators should be, your website administrators can:▫Add chapter events to the chapter calendar

Events will also appear on the main CFMA calendar

▫Update officer lists and chapter contacts▫Add relevant content for your chapter

Chapter Websites

•E-blast to your members through your chapter website

•Event registration

Connection Cafe

Membership Builder

•Chapter demographic data

•Member renewal information

• Information on past chapter members

•Storing prospect lists▫Input notes on contact▫Export to Excel to sort or e-mail

STAR Program2014-15•$3,000 subsidy available to all

chapters•Chapter Affiliation Agreement

is the only requirement▫Signed agreement▫Balance sheet▫Proof of tax filing

•April 1, 2014- March 31, 2015

STAR Program2014-15

•$3,000 subsidy to be used for:▫Chapter administrator▫Spring Creek registration and/or travel expenses▫National Speaker Program▫National education programs▫Chapter strategic planning by a third-party

•Funds must be used by 3/31/15 or the chapter must notify CFMA Headquarters of your intended use to carry funds forward

•STAR Program 2015-16

STAR Program

Spring Creek

•Annual Leadership Retreatfor Chapter Leaders

•October 7-10 or October 10-13

•Carefree Resort and Conference Center – Carefree, AZ

•Subject to final approval, Spring Creek will be free in 2015

Affinity Programs

Annual Conference & Exhibition

• June 27-July 1

•Sheraton Chicago Hotel and Towers

•Non-members receive a CFMA membership

•Register early to save money!▫March 31▫May 15▫After May 15

256 havealready

registered!

Regional Conferences

•11 Regional Conferences in 2015▫ Joint Louisiana – New Orleans, LA▫Southwest – Long Beach, CA▫Heartland – Council Bluffs, IA▫Mid-Atlantic – Baltimore, MD▫Buckeye – Cincinnati, OH▫Ohio Valley – Elizabeth, IN▫Carolinas – Greensboro, NC▫Colorado – Golden, CO▫Pacific Northwest – Seattle, WA▫Lone Star – Location TBD▫New York/New Jersey – Location TBD

Chapter Connection Program

•Each Chapter President has a member of CFMA’s Executive Committee as a connection

•Additional resource for your chapter

•Chapter Connection Program Mixer at the annual conference

Hahn and Quigley Awards

•Debra Hahn Memorial Award▫Outstanding CFMA participation and activity

at both the chapter and national levels

• Joe Quigley Memorial Award▫Outstanding chapter participation and

activity

•Nominations due March 16

•Awards given at CFMA’s Annual Conference & Exhibition in June

CFMA Logo Usage

•Logo usage guidelines recently updated

Chapter Logos

•Effective October 15, 2014 no NEW chapter logos

•Chapter logo must be added to exception list or use should be discontinued

What Headquarters needs from your Chapter . . .

•Officer, Board and Committee Chair lists

•Chapter Affiliation Agreement

•Current contact information on your

members

What Headquarters can provide for your Chapter . . .•Strategic planning

•Meeting topics

•Speaker information

•Help with your chapter’s website

• Flyers to promote membership

•Custom flyers/brochures for chapter events

•E-blasts to surrounding chapters

•Extra copies of Building Profits

•Senior staff and officer speakers

Questions?

Thank you for your time!