Chapter Resources

Leader Checklist

President

Annually review the chapter bylaws and the GCSAA Affiliation Agreement to ensure the chapter’s bylaws are in compliance
Set a good example as the leader of the chapter (e.g. comply with the code of ethics, dress code, bylaws, etc.)
Keep chapter officers and directors apprised of association business
Communicate daily with the chapter executive
Lead the board in an (or hire a facilitator) annual strategic planning session. Review portions of the association plan at each board meeting. Evaluate the results as each portion of the plan is executed. Update the plan at each board meeting.
Ensure association policies are carried out
Supervise the chapter executive and support staff
Review the association’s policies and bring forward recommended amendments to the board for consideration
Serve as an ex-officio member of all committees (receive updates from the chairs)
Preside at all chapter and board meetings
Represent the chapter at allied, industry and community events
Appoint members to serve on standing and special committees
Ensure elections are held for all board positions, and that GCSAA is notified of these changes as well as updates to the certification attestor liaison, education liaison, First Tee Program liaison, government relations liaison, media/PR contact and newsletter editor. Complete this chapter leadership update form to submit changes. View a list of the chapter liaison positions.
Serve as spokesperson to the media
Maintain regular contact with GCSAA, communicating feedback from chapter leaders and members and sharing information from GCSAA
Actively participate on GCSAA’s chapter delegates listserve
Participate in GCSAA’s “Conversations with Chapter Presidents” webcast series
Prepare your successor (ideally the vice president) to assume the presidency when your term is complete
Attend (or ensure a chapter representative attends) the Chapter Delegates Meeting

Vice President

Preside over meetings in the absence of the president

Work with the education committee to plan education events and programs for the year
Work with the chapter executive or volunteers to secure speakers and meeting locations
Develop a calendar of events prior to the new year and distribute it to members (one idea is to print this information on the back of the membership cards)
Plan committee and new member orientation events
Chair committees as assigned by the president
Assume the role of president in the event the president resigns or is unable to complete the term of office
Attend GCSAA’s Chapter Leaders/Executives Symposium with the chapter executive or administrative volunteer – link to symposium page
Prepare your successor to assume the vice president’s role when your term is complete

Secretary

Chair committees as assigned by the president
Note: If your chapter has staff, the following responsibilities may be fulfilled by that position.

Take meeting minutes
Distribute meeting minutes and agendas for upcoming meetings to the board (no more than 30 days after the meeting and no less than two weeks prior to the next meeting)
Update the association’s event calendar with input from committees and the board
Ensure that annual affiliation reporting requirements are completed and submitted to GCSAA by March 31
Maintain the chapter’s bylaws, articles of incorporation, standing rules of membership and other governance documents
Record meeting attendance and information on chapter activities
Manage, or ensure, accurate membership recordkeeping (manage the membership database)
Notify GCSAA when a golf course superintendent joins the chapter to ensure compliance with the dual membership requirement.
Prepare your successor for the secretary’s position before your term ends

Treasurer

Work with the chapter executive or secretary to ensure that financial documents needed for the annual affiliation reporting requirements are submitted to GCSAA by March 31

Oversee the budget
Pay GCSAA insurance invoices in a timely manner
Report the chapter’s financial status on a monthly basis to the board and membership
Manage, or ensure, accurate recordkeeping of the chapter’s funds and accounting procedures
Oversee investment of chapter funds
Chair the finance committee
Work closely with an accountant and/or financial advisor
Hire a professional auditor
Prepare chapter financial records for an annual internal audit
Ensure the filing of the chapter’s annual tax return (if more than $25,000 in gross annual revenue) and ensures the chapter’s tax-exempt status is in good standing

Director

Carry out duties and responsibilities as assigned by the president

Attend all board meetings
Participate in board orientation and strategic planning sessions
Support the president in leading the association through decision-making and policy issues
Play an active role in membership recruitment, membership engagement, fundraising and other revenue generating activities
Represent the membership

Immediate Past President

Serve as an advisor/counsel when called upon by the president and board

Serve as nominating committee chair
Attend board meetings
Plan recognition of retiring members
Coordinate awards recognition event
Lead selection committee in establishing awards criteria, soliciting nominations and selecting award recipients

Newsletter Editor

Work with committee to develop editorial calendar and production schedule

Secure content from the board, members, allied associations and other contributors
Conduct interviews for newsletter articles
Work with designer and printer on publishing the newsletter
Write articles for allied and industry publications and collect articles from them

Membership Chair

Develop a membership campaign

Lead the membership committee, board and members in actively recruiting members
Work closely with the chapter executive or secretary to produce the membership directory

Education Chair

Work with the chapter executive to include educational events on the calendar

Work with the vice president on developing education programming and events
Conduct a member assessment to solicit education needs

Web Master or Web Manager

Manage content on website or oversee content management

Chair the website committee
Assign projects and tasks to web committee members
Work with the web designer on site enhancements and user needs

 

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Tel. 800-472-7878 or 785-841-2240