Chapter Officers

The President shall:

• Be the official contact between the chapter and CMAA National Headquarters;
  • Be privileged and empowered to attend all business and social functions and represent thechapter whenever and wherever such representation is required.
  • With the consent of the board, appoint a representative to attend conferences on his/her behalf, if necessary.
• Have authority to call special meetings; and
• Make sure the Managing Director and/or Chapter Secretary shares all information (e.g., Chapter Digest) with chapter members at each meeting. 

Chapter President Checklist

A Chapter affiliation agreement establishes the right of the Chapter to use the National organization’s name and receive specified assistance in exchange for agreeing to certain standards of conduct, oversight, and formal requirements, like the for-profit world’s franchise agreements. CMAA established an Affiliation Agreement with its Chapters in 2019. At this time, all Chapters reviewed and signed the original agreement document. If your Chapter would like a copy of its signed agreement, please reach out to Erica Benjamin.

The overarching goal of the Chapter Affiliation Agreement is the ensure that CMAA and its Chapters are in partnership, consistent with organizational goals; structurally and operationally linked according to applicable laws (federal and state); and sound business practices.

When you assume the role of Chapter President, please download the agreement, review it, and acknowledge that you have read and understand the agreement by completing the form below.

Download the Chapter Affiliation Agreement

Submit the Affiliation Agreement

The Vice President shall:

• Be acquainted with all the duties of the President and other officers;
• Familiarize himself/herself with the duties of the committees;
• Assist the President as requested;
• Serve as liaison between the committees and the board of directors;
• In cooperation with the Chapter Secretary and/or Certification Chairman, counsel Professional members and evaluate and encourage their progress toward the Certified Club Manager (CCM) designation;
• With the consent of the board, represent the chapter at the annual Leadership/Legislative Conference, provided funds are budgeted to pay for these expenses; and
• Upon termination of office, transfer all records, in current condition, to the successor.

The Secretary shall:

• Correspond with the board of directors and the National Headquarters;
• Send out meeting notices, agendas, and previous chapter meeting minutes informing members of all items of interest 15 days in advance of meetings and furnish a written report within 15 days after each meeting;
• Keep minutes of all meetings of the chapter and board of directors. Send copies to board members, chapter members, and the National Headquarters. Be responsible for reporting the subject, speakers, duration, and type of educational activities presented during the meeting to ensure proper credit;
• Submit attendance records online for chapter meetings, workshops, regional seminars/meetings, etc.;
• Review and approve membership applications;
• Keep the membership roster continuously up-to-date and provide the National Headquarters with any changes as necessary;
• Prepare and maintain a file of general correspondence;
• Forward all correspondence regarding prospective members to the Membership Committee Chairman for further action;
• Review Chapter Digest and share pertinent information with chapter members at all chapter meetings;
• With consent of the board, represent the chapter at the annual Leadership/Legislative Conference, provided funds are budgeted to pay for these expenses; and
• Upon termination of office, transfer all records, in current condition, to the successor as well as bank signature cards for trustees.

The Treasurer shall:

• Keep the accounts, collect the debts, make payments as authorized by the board of directors, and be responsible for all chapter funds, as outlined in the chapter bylaws;
• Mail dues invoices to chapter members;
• Maintain the chapter record system and collect dues and other debts; and
• Upon termination of office, transfer all records, in current condition, to the successor.

The Managing Director shall:

• Correspond with the board of directors, committee chairmen, and the National Headquarters;
• Establish procedures for the chapter’s administrative operations;
• Design and produce educational meeting announcements, board meeting notices, and meeting agendas and distribute to the board of directors and membership;
• Assist in accumulating prospective member information;
• Perform chapter accounts receivable/payable as directed - prepare financial statements monthly and furnish to Treasurer for confirmation;
• Maintain financial files for tax and audit purposes;
• Maintain all chapter records, equipment, etc., keeping all in excellent operating condition;
• Devote sufficient time to ensure the proper managing of chapter assets (i.e., members, prospective members, vendors, etc.);
• Ensure all policies established by the board of directors are implemented;
• Maintain active liaison with National Headquarters staff to ensure timely dissemination of information to members;
• Record minutes for all board, chapter, and committee meetings and forward copies to interested parties in a timely manner;
• Maintain a current roster of members across all categories;
• Ensure all members are members of both the chapter and National;
• Perform duties consistent with chapter and National bylaws;
• Perform all other duties as directed by the board of directors; and
• Upon termination of office, transfer all records, in current condition, to the successor.

Determining Eligibility for Membership

Approving Online Membership Applications

Chapter Transfers

Decoding Membership Types

Continuation Status

Reinstatement of Membership

Managing Directors' Connect Community

Chapter Leader FAQs

The Certification Chairman shall:

• Keep abreast of any changes in CMAA’s certification and member recognition programs;
• Answer chapter member questions regarding requirements for certification, Certification Maintenance Requirement, Honor Society membership, the Certified Chief Executive and the Master Club Manager program;
• Request certification credit information from the National Headquarters to identify which members should be encouraged to proceed to the next level of recognition;
• Work with the Education Chairman to develop a chapter education program explaining CMAA’s member recognition programs;
• Work with the Chapter Secretary to ensure timely and accurate submission of chapter meeting minutes and workshop records for proper recording of certification credits;
• Work with the Chapter President to ensure that awards to members are presented appropriately; and
• Hold the position for at least seven months. The Certification Chairman will report directly to the Chapter President. The fulfillment of responsibilities will be verified by the Chapter President.

CMAA Certification Program

CCM Eligibility Requirements

Education Credits

Guidelines for Presenting CCM, CCE, CMR, and Honor Society Awards

The Education Chairman shall:

• Plan and arrange the year’s chapter education meetings that address the 11 competency areas covered by the CCM exam;
• Arrange a minimum of four chapter education programs each year;
• Inform the National Headquarters of the education schedule;
• Arrange for a site to host each meeting;
• Stay abreast of current educational offerings at the national level (BMI, World Conference, MMC, LLC, Summits, etc.);
• Work with the Public Relations Chairman to inform chapter members of chapter programs well in advance;
• Work with the Chapter Secretary to ensure accurate attendance record-keeping for certification;
  and;
• Hold the position for at least seven months.
• The Education Chairman will report directly to the Chapter President. The fulfillment of responsibilities will be verified by the Chapter President.

Chapter Education

Find a Speaker

Add a Speaker

Club Management Competency Areas

The Advocacy/Legislative Chairman* shall:

• Monitor state and local legislation and regulation using clubindustryvotes.org, your state legislative website, and other local sources;
• Alert CMAA National Headquarters of all pressing legislative and regulatory issues affecting your state and utilize CMAA resources to activate Chapter members when appropriate;
• Participate in CMAA’s Action Alerts and share information with your Chapter
• Communicate with Advocacy/Legislative Chairmen in other Chapters representing the same state;
• Develop and maintain contact with state and local representatives;
• Prepare a legislative report for every Chapter meeting Review and share pertinent information from the Legislative Report, clubindustryvotes.org, and CMAA’s Legislative website;
• Work with the Managing Director and/or Public Relations Chairman to inform chapter members of important legislative activity in chapter communications;
• Conduct at least one Chapter governmental affairs education program per year;
• Develop relationships with and regularly communicate with allied associations within your respective states, including but not limited to the PGA, GCSAA, NGCOA, USPTA, state restaurant association, and/or Chamber of Commerce;
• Send a copy of all chapter newsletters and reports on governmental affairs to the National Headquarters;
• With the consent of the board, represent the Chapter at the Leadership/Legislative Conference and National Golf Day, provided funds are budgeted to pay for these expenses; and
• Hold the position for at least seven months. The Advocacy/Legislative Chairman will report directly to the Chapter President. The fulfillment of responsibilities will be verified by the Chapter President.

Legislative Report Blog

ClubIndustryVotes.org

The Communications/Public Relations Chairman shall:

• Develop and/or maintain a chapter newsletter and/or communications strategy which promotes all chapter meetings, education sessions, achievements, events, etc., to chapter members;
• Maintain a chapter list of local media for use in promoting chapter achievements and events;
• Distribute press releases to local media promoting chapter events and achievements (minimum of four to twelve annually);
• Assist the Advocacy/Legislative and Education Chairmen in promoting their respective information/programs to the membership;
• Communicate with allied associations within their respective states;
• Send a copy of all chapter newsletters/communications to CMAA National Headquarters;
• Organize at least one chapter special event (public relations, charity or other) annually;
• Maintain public relations and chapter photo archives and files;
• Keep abreast of current hospitality industry and club-specific trends, legislation, and news so you can be an effective chapter spokesperson; and
• Hold the position for at least seven months. The Communications/Public Relations Chairman will report directly to the Chapter President. The fulfillment of responsibilities will be verified by the Chapter President.

Set Objectives
The first step of your job is to work with other Chapter officers to develop a communications plan. Determine what your Chapter wants to accomplish by setting short- and long-term goals. Keep in mind that your plan should encompass four main areas: press relations, community relations, allied relations and member relations.

Set Measurable Goals
Whether you are recruiting members or increasing knowledge of programs, benefits and services, consider how to achieve these goals and how to measure your progress.

Set Priorities
Work on priorities in order of importance and timeliness.

Serve As Spokesperson
As the Communications/Public Relations Chairman, you are the liaison to the press. You and the Chapter President must be prepared to serve as the official spokesperson for the Chapter. Make this known to Chapter members and discourage them from talking “off the cuff” with the media about Chapter policies, industry issues, etc.

Know Your Chapter and National Association
Get familiar with the structure and benefits of your Chapter and the National Association. Have the biographical information of your Chapter Officers and Chairmen on hand as well as the Association’s Board of Directors. Keep up to date on your Chapter’s and the Association’s calendars.

Know Your Current Events and Issues
By keeping up with current events on the local, state, and national levels, you can inform members on how these events and issues affect the club management industry. Information on new bills, the economy, social trends, etc., can all affect the industry; work closely with your Legislative Chairman and keep Chapter members informed through regularly published newsletters.

Promote Association Programs
Develop promotions within your Chapter to advance Chapter and Association programs such as the annual, nationwide Chapters Collecting for Communities and the various CMAA award programs.

Foster Excellent Member Relations
Communication is the key to fostering good relations with the members of your Chapter. Not only do you need to communicate information to members in a manner that they will remember, but you also need to make them feel good about being involved in the Chapter. If they are happy, they will share their positive Chapter experiences with prospective members.

Communicate With Members
One of the best ways to keep your Chapter members informed is through a Chapter newsletter. The newsletter is also an excellent way to keep key supporters and the media up to date about Chapter activities. Newsletters can contain meeting notices, information on projects for charity or community programs and information from National Headquarters. Keep the information timely and distribute the newsletter regularly.

Communicate With the National Headquarters
Don’t forget, we’re in public relations, too. We want to promote the great activities you are doing. Let the National Headquarters know what you are up to so that CMAA can help spread the word.

Promote Industry Relations
Fostering good industry relations is essential in today’s business climate. Strong industry relations can strengthen public opinion and affect government legislation. As the Communications/Public Relations Chairman, it is your responsibility to help your Chapter work with other associations to increase public awareness about the club industry and help influence government legislation regarding any branch of the hospitality industry, including golfing, restaurant, wine, fitness, and hotel/motel sectors.

Who We Are Fact Sheet

Request Media Kits/Information Packets

Chapter Booth Request

Crisis Communications

Sample Press Releases

About CMAA Boilerplate for Press Releases
Founded in 1927, the Club Management Association of America (CMAA) is the largest professional association for managers of membership clubs with more than 7,800 members throughout the US and internationally. Our members contribute to the success of more than 2,600 country, golf, athletic, city, faculty, military, town, and yacht clubs. The objectives of the Association are to promote relationships between club management professionals and other similar professions; to encourage the education and advancement of members; and to provide the resources needed for efficient and successful club operations. Under the covenants of professionalism, education, leadership, and community, CMAA continues to extend its reach as the leader in the club management practice. CMAA is headquartered in Alexandria, VA, with 40 professional chapters and more than 38 student chapters and colonies. Learn more at cmaa.org.

The Corporate Relations Liaison shall:

• Provide brief updates regarding what’s happening within the Business Development Department at monthly chapter meetings, to include information about the Club Resource Center, CMAA Corporate Partner Program, and CMAA Club Resource Partners;
• Submit any questions that chapter members have to CMAA staff. This enables CMAA staff to provide answers to these questions in a timely manner;
• Work with your CMAA Staff Liaison to ensure that your chapter newsletter contains current information regarding the topics listed above;
• Hold the position for at least seven months. The Corporate Relations Liaison will report directly to the Chapter President. The fulfillment of responsibilities will be verified by the Chapter President.

The Student Chapter Liaison shall:

• Provide updates regarding local student chapter activities, programs, and membership issues at monthly senior chapter meetings, on chapter websites, and in newsletters;
• Maintain monthly contact with Faculty Advisors and Student Chapter Officers by attending student chapter meetings/activities when possible and through phone and email communications;
• Meet with university faculty/dean to advocate for the importance of the club industry and club classes for hospitality students;
• Represent senior chapter at Career Day programs at universities;
• Serve as a mentor to students interested in pursuing a career in club management;
• Establish a working relationship between student and senior chapters for networking, internships, and club tour opportunities; and
• Explore additional collegiate hospitality programs to further CMAA’s presence among students and report this information to CMAA.
• The Student Chapter Liaison will report directly to the Chapter President. The fulfillment of responsibilities will be verified by the Chapter President.

As a Student Chapter Liaison, it is your responsibility to both the senior and student chapter to maintain an active role in your senior chapter meetings. As the link between the students and local managers, educate your board and chapter members on the activities and membership status of the student chapter(s) in your vicinity. Share details of their fundraisers, community events, newsletters, website information, etc. Highlight club managers that hosted club tours and encourage chapter members to participate in mentor and internship programs. If the senior chapter subsidizes dues or conference registration for students, report back to the board regarding the appropriation of funds. The better informed a senior chapter, the more involved they will be in the planning and support of your local students.

Very often, a small number of students are invited to senior chapter events. Allow the student chapter president to speak on behalf of the chapter to announce their different activities and programs. Act as their ambassador and help them network with fellow chapter members. This is an ideal time for students to share their knowledge as well as that of the student chapter with managers in an informal arena. Recognize students at the meeting so chapter members are aware that there is a student chapter presence. To help keep chapter members better informed of student duties, consider adding a section to your chapter’s website or newsletter that lists the student chapter officer’s names and contact information. A listing of events and opportunities to volunteer (hosting the chapter for a club tour, donating items for annual auctions, etc.) should be listed here as well. Promote our students as the future generation of club managers. Some chapters have even developed a student mentor program that is headed by the Student Chapter Liaison to link students and managers for an advanced hands-on learning experience. Following senior chapter meetings, the Student Chapter Liaison should also keep the faculty and student chapter officers informed of how the student chapter is perceived by chapter members. Transmit information regarding senior chapter activities as it relates to student chapters on a regular basis. You are the link and whether you choose to communicate this information in person at student meetings or through email, remember that a student chapter can only thrive when the support of the senior chapter is evident.

Students can recruit new members to join the association at any time throughout the year however we generally see our largest number of new members during the fall semester. Students hold membership drives and contests on campus throughout this period and may ask your assistance in speaking with students who are interested in learning about club management as a prospective career choice. You will find that many students are not aware of the meaning of clubs and will turn to you for insight on what the club industry is.

Student Chapter Liaisons are often asked to represent your chapter at career fairs and hospitality days at local high schools as well as universities. Many students are not familiar with club management as a field of study, so this is an ideal forum for you to educate and inform students and parents about the industry. Contact area school administrators or campus Career Centers for information regarding booth/table space. If interested, CMAA has a table-top display; to request the booth or to find out more information on its use, please contact National Headquarters.

Student Chapter Liaisons are asked to assist in appropriating funds for student chapters. While each chapter differs in their support both physically and financially, all suggested grants should come through a request from the Student Chapter Liaison. Many senior chapters choose to invite a certain number of students to their monthly meetings and events. Some chapters also help students by subsidizing partial dues or conference fees to get students further involved. Various chapters also “employ” student chapters. A special project (wage survey, staffing reports, etc.) that impacts a particular region or chapter, chapter website maintenance, serving/bartending for chapter events–these are ideal situations where your chapter can help the student members with fundraising as well as creating additional recognition and credibility.

Regardless of your chapter’s stance on financial support, Student Chapter Liaisons and senior chapters should note that your main reason for affiliation is the support and guidance that you provide our student members as industry leaders.

Student Chapter Officers

Faculty Advisor

World Conference

Student Chapter and Faculty Idea Fair

The Wine Society Liaison shall:

• Serve as the liaison between the chapter and the CMAA Wine Society;
• Assist the chapter in furthering their wine education;
• Plan and implement one wine-related education program each year;
• Recruit interested members for the Wine Society;
• Organize the chapter’s drive to collect wine and wine-related items for the Wine Society’s Annual Wine Auctions;
• Manage wine education for the chapter; and
• Hold the position for at least seven months.
• The Wine Society Chapter Liaison must be a current Wine Society Member. The Wine Society Liaison will report directly to their supervising officer on the Wine Society Board of Managers. The fulfillment of responsibilities will be verified by the Chapter President.

The Wine Society