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.
Publishing a Chapter newsletter at least every ninety (90) days is a required function of every Chapter. The Newsletter Editor is responsible to ensure that every member receive this communication from the Chapter on-time. Note that it is not required that the Editor personally accomplish every facet of newsletter production or distribution. Many Chapters may contract for printing, labeling, mailing or layout services. The Newsletter Editor is the person who makes sure it all gets done. The Editor:
- Has primary responsibility for gathering and creating editorial content, laying out the newsletters, and preparing it for publication.
- Ensures that the newsletter is properly labeled, the final presentation is polished (layout, spelling, grammar), and is delivered to members.
- Ensures that the newsletter contains the minimum elements required by BMW CCA and is published within the required timeframes.
- Attends the National BMW CCA Newsletter Editor/Webmaster Conference. (Authorized travel expenses reimbursed by BMW CCA for one (1) Newsletter Editor per Chapter.)
- Communicates invalid (bounced) email addresses to Membership Chair follow up.
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.