The ongoing success of a Chapter depends on the desire and willingness of the Officers to contribute their time and effort. It is absolutely necessary that the Club officers be as capable and as dedicated as can be found. This has been the single most important factor in Chapter success. Positions of this magnitude should not be awarded to persons as an honor or in gratitude for some service to the group. The criteria must be capability to perform and willingness to serve. The duties and responsibilities of Chapter officers have been listed below.
Presides over all meetings, prepares the agenda, and directs the discussion.
Acts as an ex-officio member of all standing committees and temporary committees except the nominating committee.
Executes all documents and correspondence in the name of the Chapter as authorized by the membership or the Chapter Board.
Signs or co-signs Chapter checks.
Responsible to ensure that all required reports be submitted to the National Office within the required timeframes.
Maintains the Chapter’s copy of the BMW CCA Operations Manual.
Responsible to ensure that corporation reports are filed on time.
Acts in the place of the President during his or her absence, or when so required by the President.
Assists the President and/or the Chapter Board in any manner that they may direct.
Keeps and preserves the records and books of accounts reflecting the financial condition and operation of the Chapter and any corporate documents that obligate the Chapter financially.
Prepares the annual financial report for submission to the National Office.
Prepares the report of financial condition to be provided to the Chapter membership each year.
Ensure required fees and taxes are paid on time.
Monitors and maintains the Chapter bank account; monitors account to ensure it remains in balance and that all funds received from the National Office have been received and properly credited.
Records and preserves the minutes of Chapter business and Board meetings; presents and reads such minutes at the request of the President.
Prepares necessary correspondence for the Chapter when required.
Manages club mailbox and routes correspondence to appropriate Officers and Appointed Staff.
Publishes various club correspondence and publications to membership.
Ensure that decisions of the Chapter Officers are implemented.
Other Key Leadership and Appointed Staff
Chapters, through their bylaws, may take different approaches to the composition of the Chapter Board, and which positions may vote on official Chapter matters and policies. The following positions may be voting Board members in some Chapters, and in other Chapters, may be essential volunteers, but not necessarily on the Chapter Board. The functions they perform, however, are usually critical to the success of the Chapter.
In the absence of a dedicated membership position, the Chapter President usually performs these functions. Each month, a membership report is sent to the Chapter from the National Office. It can be a paper printout or electronic file, or both. In many chapters, the Membership Chairperson is a dedicated evangelist who will go out of the way to recruit new members, leave membership brochures on BMW windshields, and keep dealers and shops supplied with brochures. Some of the more routine, but still vitally important duties of this position include:
Monitor Chapter membership activity, renewals rates, and reasons why members don’t renew.
Develop and supervise programs and activities to increase membership.
Assess the satisfaction of members with the Chapter.
Contact members who are about to lapse to ensure that they realize their membership is due to expire.
Call or send a Welcome letter to new members, inviting them to upcoming events.
Activities Director/Event Coordinator
This could be a single position or multiple positions each responsible for one or more types of events. For example, the Chapter could have different members serving as social event coordinator, driving events coordinator, autocross director, community service activity director, annual dinner coordinator, etc. The most common Chapter activities include tours and rallies, driving schools, autocrosses, picnics, parties, tech sessions, trips, go-karting, and charity fundraisers, but BMW CCA chapters are known for inventing new and different ways to enjoy their vehicles, their club, and their friends.
Primary responsibility is for planning, organizing, and supervising the staging of Chapter events and activities.
Appoints members or recruits volunteers to take care of portions of each event. Keeps records of these events and how well they succeed.
Responsible for financially structuring the entry fees for events in such a way that the Chapter costs (including insurance and any plaques or trophies) are covered with a small profit. (Growth of the Chapter rather than profit is the goal.)
All costs for an activity must be included in computing the final entry fees. These include insurance, postage, telephone calls, publicity, supplies and any rental of equipment.
Arranges to receive merchandise, trophies or awards as donations from local merchants or car shops, the cost of the event should still be structured as though they were paid for. This will provide continuity from one event to another as well as reward the Chapter financially for their efforts.
Advertising can also be sold during the event in the form of sponsorship or the placing of manufacturer’s decals or posters.
Submits insurance rebate request within seven (7) days of completion of an event.
Identifies and communicates potential member attendees, at each event, to Membership Chair follow up.
Provides Treasurer with all necessary documentation (event attendance list, insurance certificates, liability release forms, etc.) prior to the event, in electronic form.
Maintaining a Chapter website is a requirement for BMW CCA chapters. The website allows instantaneous transmission of information and also provides an easy access to Chapter reference materials. The Chapter Webmaster is responsible for the creation and maintenance of the Chapter website. Designing a new website from scratch and thoroughly testing it on all platforms with different browsers until it’s just right can be a lot of work. The Chapter’s Web designer or Webmaster must have not just the skills, but also the time for these tasks. Once the site is designed and fielded, it usually takes less time to maintain it. However, since current and accurate information is what Chapter members will be looking for, the Chapter Webmaster needs not just the skills to update the site, but also the willingness and time to make changes as they occur, in real-time. The Webmaster:
Has primary responsibility for gathering and creating editorial content, designing the site, selecting the hosting service, registering and renewing the domain name, and uploading the website content.
Ensures that the information contained on the website is current.
Strives for a website that is easy to navigate, meets the informational needs of the Chapter members, and can also serve as a recruiting tool for new members.
Attends the National BMW CCA Newsletter Editor/Webmaster Conference. (Authorized travel expenses reimbursed by BMW CCA for one (1) webmaster per Chapter.)
In the event the Chapter cannot maintain its own website, the Chapter Webmaster or another individual designated by the Chapter must ensure that accurate and timely information is provided to the BMW CCA National Office so that the substitute Chapter Web page can be maintained by the National Office.
These may be elected or appointed based on the Chapter bylaws. As members of the Chapter governing body, they:
Attend Board meetings.
Help to develop policy and make decisions.
Undertake any duties the President or Board may assign.
In addition to the above-named positions, the Chapter will recruit as many enthusiastic volunteers as possible and utilize them on committees for various activities, events and programs. Chapter leaders frequently assess the participation of officers and other volunteers to distribute resources where they are most needed, and to identify and develop future Chapter officers and leaders.