CLCA Leadership Manual - California Landscape Contractors Association 1491 River Park Drive, Suite 100 Sacramento, CA 95815 (916) 830-2780 ...
←
→
Page content transcription
If your browser does not render page correctly, please read the page content below
CLCA
Leadership
Manual
California Landscape Contractors Association
1491 River Park Drive, Suite 100 • Sacramento, CA 95815 • (916) 830-2780 • clca.org
California Landscape Contractors Association LEADERSHIP MANUAL 1CLCA CHAPTERS
CC Central Coast
CLCA
CI Channel Islands Leadership
EB
IE
East Bay
Inland Empire Manual
KC Kern County
LA/SGV Los Angeles/San Gabriel Valley
NC North Coast
NV North Valley (inactive) TABLE OF CONTENTS
OC Orange County
PC Pacific Coast (inactive) CLCA Mission and Vision������������������������������������������������������������������������3
SAC Sacramento Valley Member Benefits������������������������������������������������������������������������������������������3
SD San Diego
Chapter Office Position Descriptions�������������������������������������������4
SFV San Fernando Valley
SFBA San Francisco Bay Area Immediate Past President������������������������������������������������������������4
SJV San Joaquin Valley (inactive) President����������������������������������������������������������������������������������������������������4
SLO San Luis Obispo Vice President, Education�������������������������������������������������������������6
YC Yosemite
Vice President, Membership������������������������������������������������������6
Vice President, Events���������������������������������������������������������������������8
Secretary�������������������������������������������������������������������������������������������������10
NC Treasurer�������������������������������������������������������������������������������������������������11
NV Associate Member Representative������������������������������������12
Legislative Chair�������������������������������������������������������������������������������13
Sponsorship Program — Partners for Success������������������14
SAC
Chapter Board Event Ideas����������������������������������������������������������������15
YC Beautification Awards���������������������������������������������������������������������������15
EB
SFBA Golf�����������������������������������������������������������������������������������������������������������������������18
Holiday Party������������������������������������������������������������������������������������������������21
CC SJV
Other Event Ideas��������������������������������������������������������������������������������������22
SLO KC Tips on Taking Meeting Minutes���������������������������������������������������23
CI SFV Chapter Affiliation Agreement�������������������������������������������������������29
IE
LA/SGV
OC SD
California Landscape Contractors Association
1491 River Park Drive, Suite 100
Sacramento, CA 95815
clca.org
Updated Janurary 2021
2 LEADERSHIP MANUAL California Landscape Contractors AssociationMission & Vision
CLCA Mission
The California Landscape Contractors Association serves the interests of its members,
promotes professionalism and advances public awareness of the landscape industry.
Setting the CLCA Vision
scene for The California Landscape Contractors Association members will be recognized by the
public as the best qualified professionals of the landscape industry. CLCA accomplishes
a beautiful its mission through a program of work in the following areas:
California ...
Legislation • Education • Professional Development
Public Relations • Business “Products” • Industry Forum
Membership Benefits
Benefits of CLCA Membership Legal Contracts and Forms
CLCA members have access to 12 CLCA different, CLCA
CLCA Insurance Solutions exclusive landscape construction and maintenance con-
100% owned by CLCA, it’s the only endorsed program that tracts and legal forms that are reviewed by a construction
provides members competitive insurance placement while law attorney, and include terms and conditions specific to
providing support beyond the quoting and binding experi- the landscape industry.
ence. License #OI72721
Credit Card and Payroll Program
Why Choose CLCA Insurance Solutions? Through our partnership with Heartland Payment Systems
• Great value in the ease of requesting information on your as our endorsed credit/debit/prepaid card and payroll pro-
existing policy. cessor, members can count on competitive, customized
pricing including an easy-to-understand pricing structure
• Dedicated 24/7 service
that offers significant savings by reducing, and in many in-
• Customized coverage for CLCA members to help control stance, eliminating, traditional payment processor fees.
your bottom-line insurance costs.
Customizable Employee Handbook
Fuel Your Fleet With Flyers CLCA, along with the California Employers Association,
Partnering with CLCA, Flyers Energy offers CLCA mem- has compiled a new, first-of-its-kind employee handbook
bers a full service, premier commercial fuel discount and written specifically for employers in the landscape industry.
security program.
Staples Advantage Program
Expert Advice: Attorney On Retainer With Staples Advantage, CLCA members get the same great
Need general legal advice or have questions about construc- products and next day delivery on most items, but better
tion law? CLCA’s attorney on retainer continues to be one of pricing and more opportunity for discounts.
the most valuable resources for CLCA members.
And so much more!
Human Resource Hotline For more CLCA benefits and offerings, please visit our web-
Free HR Hotline to CLCA members, the California Employ- site often.
ers Association offers help on California laws and regulal-
tions about the employer/employee relations.
clca.org/benefits
3 LEADERSHIP MANUAL California Landscape Contractors AssociationChapter Officer Position Descriptions
• Assist in areas that need your expertise (i.e., community
t Immediate Past President projects, seminars, social events).
Basic Role: • Help welcome your chapter’s new members.
This is the “mentor” and “guidance counselor” position, • As part of your chapter’s member retention program, help
which is designed to give a lot of support to the chapter presi- with phone calls to your chapter’s existing members, ask-
dent. As the past president, you’re there to help the president ing them how things are going and offer to help them in
succeed in his/her position. You’re there to provide “tem- some way or help make calls to members whose member-
plates” of how things are done, based on your experience, ships are about to lapse or recently lapsed.
without interfering with the president’s style of leadership.
Depending on your chapter, past presidents are a great re-
Specific Responsibilities: source for chapter events, so ask for their help. They can of-
• Attend your chapter board meetings as well as general fer help and insight based on their previous experience.
membership meetings.
• Provide input to the chapter board based upon your expe-
rience as a chapter president.
• Assist in guiding and monitoring your chapter’s various
committees.
• Represent the chapter at all CLCA state functions (leader-
t President ship conference, annual convention).
Basic Role: • If a CLCA state official visits your chapter, you are respon-
The chapter president is responsible for the overall adminis- sible for making all arrangements for the day’s activities.
tration of the chapter and is also the main contact and rep- • You’re responsible for updating your chapter about state
resentative for the chapter. events, programs, etc. As the liaison between the state and
your chapter, keep communication flowing to ensure your
Below are some of the duties of the president: members are informed.
• Attend the CLCA Leadership Conference.
• Write and submit your President’s Message for chapter
• Attend all Chapter Presidents Council meetings through- newsletters.
out the year and represent your chapter at these meetings.
• Represent your chapter at civic and community affairs
• You oversee everyone on your board, making them ac- within the chapter area, and frequently speak on behalf of
countable for reports and tasks. your chapter when authorized or requested by your board.
• Preside at all meetings of the board. Email a written agen- • Encourage new members to participate by welcoming
da before each meeting. Have committee chairs submit them to your chapter. Call them up, invite them to a din-
status reports at each board meeting on the progress of ner meeting, recognize them at dinner meetings and as-
their objectives for the year. Be sure that the secretary sign other board members to “buddy up” with them. Your
takes minutes, and that he/she sends a copy of the minutes welcome will make a difference whether or not they re-
to each board member (especially to the newsletter editor turn for the next meeting.
if minutes are published in the chapter newsletters) and to
CLCA headquarters. • Responsible for adhering to the Chapter Affiliation agree-
ment with CLCA, making sure your chapter is compliant.
• Guide and monitor chapter committees and their prog-
ress. • Don’t forget to have fun and enjoy your year as president.
It will go by too fast!
• Adhere to your chapter’s bylaws regarding all written con-
tracts, check writing, chapter obligations, etc.
• Co-sign (with the treasurer) all checks drawn on the chap-
ter’s treasury.
4 LEADERSHIP MANUAL California Landscape Contractors AssociationChapter Officer Position Descriptions
President — continued Chapter Meetings Protocol:
1. The President is responsible for inviting the CLCA State
Planning Session: President, State Board Members, and/or staff members
As the chapter president, you’re responsible for coordinating to chapter meetings as needed. Sample events include:
your chapter’s annual planning session, during which the • Chapter officers’ installation
outgoing and incoming board members discuss the chap-
• Any board meeting
ter’s upcoming year’s goals, how to achieve them and what
to include in your calendar of events. Planning sessions also • Any chapter meeting (general membership)
provide a structure, which facilitates the transition between • Special events such as holiday parties
boards.
• Presentation of life member plaques
You can consider asking a state board member or other • Beautification awards
chapter leaders to facilitate your planning session. 2. When a chapter invites the State President, other Board
Members, or staff to attend a meeting, their travel ex-
Timeline penses are budgeted at state level. However, it is the
Ideally, planning sessions should happen in August or Sep- chapter’s responsibility to take care of their dinner or
tember. lunch expenses.
3. Alcohol is not encouraged at any chapter board meet-
Participation
ings because of liability issues.
Outgoing and incoming board members should attend. This
meeting can also be open to the membership at large. In-
viting participation from your membership will help ensure
that the year’s events will meet their needs and be well at-
tended. Allow ample time for announcement and follow-up.
Venue and Format
• Select a venue, which is conveniently located and will ac-
commodate your group.
• Prepare an agenda.
• Convert your mission statement into specific goals.
• Set timelines for your goals.
• Assign board members to do tasks.
• Distribute copies of your planning session document to
board members and anyone assigned to a committee.
• Monitor progress and make members accountable.
5 LEADERSHIP MANUAL California Landscape Contractors AssociationChapter Officer Position Descriptions
• If there are any materials to be distributed, obtain them
t Vice President, Education from the speaker and provide for duplication and distri-
bution.
Basic Role:
This individual is responsible for planning and coordinating • As needed, coordinate seminars with staff at headquarters.
the education programs of the chapter. These are the formal • In your chapter newsletter, be sure to have an announce-
seminars that focus on specific topics. It may also include ment prior to the program date and a summary after
some responsibility for educational seminars sponsored by the presentation to share its success with the members.
the state’s Education Committee unless a separate person PROMOTE. PROMOTE. PROMOTE!
has been named. Build a strong committee by finding vol-
unteers who have the passion and expertise for this area. • Add educational events to your chapter’s online calendar
so that they can be promoted in CLCA’s monthly eblasts.
Specific Responsibilities: • Conduct an evaluation of the program at the end of the
• In conjunction with your board, determine the number meeting to determine its success and provide input for fu-
and types of educational programs that will be conducted. ture planning.
The schedule should reflect a balance of offerings based on • As needed, attend and report to the board on the success
both educational content and geographic location. of your programs.
• Closely work with your chapter’s VP of Events (if that’s
not you) in selecting meeting space, details of the meeting
including meals, AV, rooms, etc.
t Vice President, Membership Other Responsibilities:
• Review the attendance lists for your programs and iden-
Basic Role: tify less active members who may need personal encour-
The VP of Membership is one of the most important posi- agement to get involved.
tion on the board. This position’s responsibility is to manage • Welcome your new members and keep them engaged
the chapter’s recruitment and retention efforts, incorporat- right away. Bring them to your chapter events.
ing the state committee’s ongoing membership campaign • At dues renewal time, assist headquarters staff in calling
and marketing efforts. those who did not renew their dues.
Specific Responsibilities: • Use the C-27 lists from headquarters for your recruit-
• Set a membership goal for your chapter (both recruitment ment efforts. Have other board members to help you with
and retention) for the year. phone calls.
• Develop and implement a member recruitment and reten- • Work closely with your chapter’s VP of Events to ensure
tion campaign for your chapter. good attendance at chapter meetings.
• Responsible for keeping track of your chapter’s member- • Work closely with your chapter’s Editor to make sure that
ship status by reviewing the monthly membership reports new members are recognized in your chapter newsletters.
sent by staff at headquarters. Also recommended is for you to write membership ar-
ticles in the newsletter to keep reminding members the
• Attend state membership committee meetings and/or benefits of CLCA membership.
conference calls.
• Always have membership applications and brochures Selecting A Membership Committee
available at chapter functions. Your chapter should have a membership committee consist-
• Try having a membership night inviting one or two in- ing of at least three people so you can divide up the tasks of
dividuals from each company you know in your area to recruitment and retention.
attend a general membership meeting at no cost.
6 LEADERSHIP MANUAL California Landscape Contractors AssociationChapter Officer Position Descriptions
Vice President, Membership — continued Membership Recruitment
Recruit Tips & Techniques
Taking the lead for your chapter’s recruitment efforts, you
should engage the entire board by asking each one to ac- 1. Invite a non-member to one or two meetings during
tively reach out to nonmembers. Membership recruitment the year.
is everyone’s responsibility. 2. Invite a number of non-members to a breakfast or
luncheon meeting to learn about CLCA.
• Divide the C-27 list from CLCA headquarters so each
3. Keep non-members on mailing list to keep them
board member can contact prospective members.
apprised of chapter activities.
• Invite prospective members to chapter events and intro-
4. Send/email non-members your chapter newsletter.
duce them to everyone.
5. Send non-members an annual survey of membership
• Welcome prospective members at the beginning of chap-
needs.
ter events. Assign board members to buddy with them so
they don’t feel left out. 6. Set up membership committee to handle both
recruitment and retention.
Retain 7. Stay on top of trends — declines, increases — in
Member retention is much easier and less expensive than membership numbers of your chapter.
new member recruitment. All it takes is nurturing. 8. Give members the educational programs they want
and need.
• Use your member lists and ask existing members to help
9. Vary types of programs, times, locations, and so forth
with small tasks. The number one reason why members
to meet needs of various constituents.
don’t participate is because board members/chapter lead-
ers don’t ask. 10. Try new creative programs that will interest non-
members.
• Figure out what makes members passionate about and ex-
pand on them. 11. Make sure your membership committee is well
versed in CLCA benefits and services at both state
• Like friendships and relationships, retaining members
and chapter levels.
take time. So take the time to get to know your members
and establish a strong foundation so they don’t leave. 12. Recognize those individuals who bring in new
members.
Tools You Can Use 13. Have a monthly membership committee progress
CLCA headquarters has the following membership tools report at board meetings. Involve all chapter board
that can help you with your recruitment efforts: members in the recruitment and retention process.
• Membership applications 14. Create roundtable forums for members. Share the
• Brochures that highlight CLCA member benefits feedback from forum attendees with prospective
members or have round table participants speak with
• CLCA decals
prospects directly.
• Give-aways for trade shows
Note: To request your supply, call headquarters at (800) 448-
2522.
7 LEADERSHIP MANUAL California Landscape Contractors AssociationChapter Officer Position Descriptions
peal to a majority of members. New regulations, hot topics
t Vice President, Events in the profession, and important local issues are popular.
Basic Role: • Speakers should be knowledgeable about the subject mat-
This individual is responsible for planning and coordinating ter and have excellent presentation skills with a large audi-
a series of high quality general membership meetings for the ence. An individual or a panel of presenters could present
chapter. the topic. Q & A periods are useful at the end of the meet-
ing to summarize the information.
Specific Responsibilities: • Handouts are preferable but they can be in outline format
• Determine with your board the number of events to be and be supplemented with relevant articles.
held during the year.
• Networking can take place before the meeting at a recep-
• Determine which meetings are to include a meal (break- tion or during the meal.
fast, lunch, dinner) and/or a reception.
• Decide which meetings will have a special focus such as Experiment with having breakfast, lunch, and dinner meet-
Membership night, Golf Tournaments, etc. ings to determine what is best for your chapter. Some chap-
• Based on any membership surveys that you may have con- ters have also been successful having the technical program
ducted and other input, select the topics that will be pre- first followed by a reception and hors d’oeuvres instead of a
sented at each meeting. full meal. This keeps the per person cost down and reduces
the time commitment.
• Secure speakers for each meeting and keep them informed
about the audience they will be addressing.
Another alternative is to set the registration fee to allow the
• If there are any materials to be distributed, obtain them individual to choose the combination that is best for them –
from the speaker and provide for duplication and distri- (i.e., technical program only at $15, or program and dinner
bution. at $35).
• Work closely with your treasurer to develop a budget for
the general membership meetings and monitor the related • Special Nights can be combined in the general member-
expenses. ship meeting format such as Past Presidents’ Night, Mem-
bership Night, etc.
• Select meeting space and work with the facility on the de-
tails of the meeting including meals, AV, setup, etc. • The general membership meeting should be your most
highly attended event. Meeting Notices should be sent
• Provide the person who will be coordinating the program
to all members well in advance of the meeting (at least 3
with all of the appropriate marketing information on the
weeks).
program. Ideally, this is six to eight weeks before the date
of the presentation. • A non-member mailing list should be maintained that in-
cludes prospects.
• In your chapter newsletter, be sure to plan an announce-
ment prior to the program and a summary after the pre- • Attendance at relevant programs, even at a slightly higher
sentation to share its success with the members. non-member fee, is the best way to interest them in CLCA
membership.
• As needed, attend and report to your chapter Board on the
status/success of your programs.
General Membership Meetings
General membership meetings are the most popular format
used by the chapters of CLCA. They combine a technical
or informational presentation of less than an hour with the
opportunity to network with others. The Events Committee
usually coordinates these meetings.
These programs are designed for all experience and func-
tional levels of membership. The topic can certainly be fo-
cused on a single area of landscaping but generally will ap-
8 LEADERSHIP MANUAL California Landscape Contractors AssociationChapter Officer Position Descriptions
Vice President, Events — continued 3. Venue Selection������������������������������������������������� 3 months
Selecting the right venue can make the difference be-
Kick-Off Meeting (1st Meeting of the Year) tween having a successful event or not. Remember,
The Kick Off Meeting is a social event intended to ‘kick-off ’ this is meant to be a light, fun meeting. Things to think
the new year for the Chapter. Keep this meeting fun and about are:
light. • What do your members like to do? Can you include
an activity in the event, i.e.: a sport, play, a comedy
Timeline act?
Item When/Weeks-Months Before Event
• What meal will you be serving? Lunch, dinner, appe-
1. Budget Approval Before January 1 tizers? Will it be a sit down meal, buffet or will you
2. Date Selection/PR 3 months have a happy hour?
3. Venue Selection 3 months
• Will there be opportunity and room for members to
4. Recruit Sponsors 3 months network? If you’re having a sit down dinner, consider
5. Design/Approve Invitations/PR 2 months having a no-host bar for at least an hour prior to be-
6. Invitations Mailed 4 weeks ginning your event.
7. Review RSVPs 2 weeks • Buffets provide ample opportunities for networking.
8. THE EVENT An evening of appetizers and drinks also works well.
• Will you have music? Dancing? Can your venue ac-
1. Budget Approval������������������������������������Before January 1 commodate the entertainment?
The budget for this event should be reviewed and ten- • Is there ample parking? Do you need valet parking?
tatively approved by the outgoing board’s last monthly IDEA: If you have a small chapter, consider joining efforts
meeting. At that time the board will: with an adjacent chapter to create a larger group.
• Decide if event is to make money or break even. 4. Recruit Sponsors����������������������������������������������� 3 months
• Review sponsorship opportunities (please see Spon- The Committee Member in charge of sponsorships
sorship section). writes letters to potential sponsors. Letters should clear-
• Review budget for previous year’s holiday party, if ly state sponsorship levels and what they include. (See
available. Sponsorship section for more information.)
• Establish an estimated expenses for current year’s 5. Design/Approve Invitations/PR�������������������� 3 months
event. • Consider using a template for your invitations that
• Establish projected revenues for current year’s event can be reused every year.
and sponsorships. • Consider giving discounts to early bird RSVPs.
• Determine pricing for tickets. • State clearly on the invitation your policy for late
• Determine who will get comp tickets (i.e., CLCA State RSVPs and drop ins and cancellations.
Board Members, Chapter President, etc.). • Have an article announcing the event in your chapter
Note: If you have a sponsorship program (please see Spon- newsletter including date, time and venue.
sorship section) you may have money available to under- 6. Invitations Mailed������������������������������������������������4 weeks
write a portion of your costs.
2. Date Selection/PR��������������������������������������������� 3 months IDEA: Given enough notice, many State board members
The Kick Off Meeting is usually scheduled for sometime or other chapter board members will attend other chap-
early in the calendar year: mid to late January or Feb- ter events and lend support. Invite them early (and comp
ruary. them, of course!). Board members: at the event, introduce
State representatives to local members.
9 LEADERSHIP MANUAL California Landscape Contractors AssociationChapter Officer Position Descriptions
Vice President, Events — continued fet, when everyone is seated), the Chapter President
welcomes guests, acknowledges sponsors and spe-
7. Review RSVPs��������������������������������������������������������3 weeks cial guests. This is a good time to acknowledge any
The committee member receiving RSVPs cre- past Presidents in attendance. It’s also a great venue
ates a form to be used at the event to check peo- to acknowledge any recent CLTs or newly certified
ple in. It should include: name, company, how CLCA Water Managers. The Chapter President then
much is owed or has been paid. This form and the gives a preview of what’s to come during the year.
checks can then be turned over to the Treasurer.
Debriefing:
IDEA: If you haven’t received an adequate num- Committee members should hold a debriefing meeting
ber of responses, send an email to the member- no later than two weeks after the event to evaluate the
ship reminding them to respond or ask Board mem- success of the program and to discuss areas needing im-
bers to call members who have not responded. provement.
8. THE EVENT At Every Event
Registration: • Have name badges (pre-printed if possible).
The registration table has at least two people • Hang your sponsorship banner and/or acknowledge them
to check guests in and collect any money due. in your printed material and at the event (see Sponsorship
IDEA: Have Board members help at the registration section for more details).
desk and bar. Use the time to pay special attention
• Acknowledge state representatives and special guests.
to new members, potential members and sponsors.
Program:
The evening begins with at least one hour of drinks
and networking. When the meal is served (or if a buf-
• Become familiar with state and your chapter’s bylaws as
t Secretary well as membership policies at both state and chapter lev-
els.
Basic Role:
This position is responsible for maintaining an accurate list- • Be responsible for getting your chapter’s letterhead print-
ing of the chapter’s official records: chapter bylaws, minutes, ed as needed. Chapter letterhead includes the current
copies of monthly newsletter, chapter’s correspondence, ap- chapter officers and their addresses and phone numbers.
proved financial records, etc. • Work closely with your chapter’s VP of Membership in
keeping your chapter’s membership list accurate. On a
You’re also responsible for maintaining effective communi- monthly basis, headquarters sends your chapter’s VP of
cation between your chapter and its membership and be- Membership a current list of your members; you should
tween your chapter and state. make sure that you have the same information at all times.
Specific Responsibilities: • Handle all chapter mailings if they’re not handled by edi-
• Take minutes of all chapter board meetings and distribute tor or someone else.
them to board members, CLCA headquarters and other • Support and monitor those committees assigned to you.
chapter editors. • Unless someone else in your chapter is responsible for it,
• Prepare and distribute to chapter board and state a ros- you’re the person to maintain the chapter roster with ad-
ter of officers and board members with their addresses, dress changes, phone numbers, etc.
phone and fax numbers and e-mail addresses as well as • Maintain and keep approved chapter bylaws.
update the list as needed.
10 LEADERSHIP MANUAL California Landscape Contractors AssociationChapter Officer Position Descriptions
reviewed and approved at the chapter monthly board of
t Treasurer directors’ meeting. The chapter president should appoint
someone to conduct a complete audit of chapter financial
Basic Role:
records prior to the beginning of a new year and to help
This office is responsible for keeping financial records in
train the new treasurer. All financial records are required to
good order and meeting any regulatory requirements of the
be kept on file for a period of seven years. Chapter treasur-
chapter.
ers should keep a copy of the prior and current year records
on hand and forward all original financial records to CLCA
Specific Responsibilities:
headquarters for storage. Beware of online scams asking for
• Obtain checking and savings account records, files and le-
funds transfer. Remember, individual board members can-
gal documents from your predecessor.
not authorize expenditures of chapter funds – only approved
• See that bank signature cards are filed promptly to avoid written board minutes can do that!
any delay in bank processes.
• Note CLCA’s tax exempt EIN number: 94-1295004. Recordkeeping Guidelines/Definitions:
• Treasurer’s Report — consists of chapter monthly finan-
• You and your chapter board should prepare and approve
cial statement, copies of bank statements, receipts and
the chapter’s annual budget prior to January 1. Funds for
vouchers, board minutes (when pertaining to chapter
expenses should be allocated in accordance with the chap-
funds and board approval of treasurer’s report and bud-
ter’s yearly plan.
get overrides) and budget reconciliation. The treasurer’s
• Recommend a two-signature policy for financial trans- report must be approved at monthly board meetings by
actions. Online transfers should be avoided at all times. the board and approval recorded by chapter secretary in
Chapters should never have debit or credit cards. the written minutes of the board meeting. A copy of this
• The treasurer and chapter board of directors are liable for report is to be filed with state headquarters monthly by the
all chapter funds. Insist on maintaining an accurate record 15th of the following month.
of chapter assets at all times. • Chapter Monthly Financial Statement — a list of all fi-
• Prepare monthly financial statements and provide reports nancial accounts pertaining to chapter funds. Refer to
to your chapter board at every board meeting, or as need- Chapter Monthly Financial Statement Template supplied
ed. by CLCA headquarters. Recommended - This statement
is typically maintained as an excel spreadsheet (or spread-
• Collect revenues from all chapter activities, make related
sheet software equivalent).
disbursements, and make your chapter board members
aware of any concerns. • Annual Budget — Chapter boards plan monthly income
and expenses for anticipated chapter events up to a year in
advance. The Chapter Monthly Financial Statement typi-
Monthly Responsibilities:
cally contains columns/cells for listing these entries. The
Include the following in a report to your chapter board and
budget is reconciled and additions or changes recorded
state headquarters:
monthly in the minutes of the board’s meetings. Budget
• The chapter’s monthly financial statement (bank reconcil-
overages must be approved by the chapter board.
iation, P&L, balance sheet)
• Board Minutes — A written record of monthly board ac-
• Bank statements
tions, motions, votes and members’ (including treasurer’s)
• Canceled checks reports.
• Copies of invoices • Bank Statements — A printed statement supplied by the
• Deposits institution in which the chapters funds are kept, including
checking, savings and CDs. Each statement is to be recon-
• CD statements, if any
ciled monthly with the chapter checkbook ledger.
Legal Liability:
Treasurer’s Report Compilation:
The treasurer and chapter board of directors are liable for all
• Build or download the Chapter Monthly Financial State-
chapter funds, insist on maintaining an accurate record of
ment Template, including formulas, onto a digital spread-
chapter assets at all times. All chapter board members share
sheet workbook. Set a separate sheet within the workbook
in this responsibility by ensuring the treasurer’s reports are
for each month of the year. (hint: easiest to copy and paste
11 LEADERSHIP MANUAL California Landscape Contractors AssociationChapter Officer Position Descriptions
Treasurer — continued • Receipts for every chapter income or expense (including
cash income or expense transactions) must be obtained
entire sheet from previous month to new month, then en- and kept by the treasurer for at least seven years. Copies
ter the applicable data for the current month.) The state- of these receipts are required to be filed with CLCA state
ment can be customized for chapters by adding or deleting headquarters by the 15th of the following month as part
line item rows. Make sure there are corresponding income of the treasurer’s report to CLCA headquarters. Receipts
and expenditure line item rows. for cash transactions should be noted as such along with
a log of what the receipt is for and to whom it was paid or
• Record financial data at least monthly on the Chapter
received.
Monthly Financial Statement spreadsheet. Enter any in-
come received by the chapter in the current month. En- • All receipts may be scanned, kept digitally and sent elec-
ter any expense paid by the chapter in the current month. tronically to CLCA state headquarters.
Yearly to-date income and expense data can be updated • All reports are due to CLCA Headquarters by Febru-
automatically utilizing the correct cell formulas within the ary 15th the following year. December year-end reports
year to date columns on the spreadsheet. should include the following year’s approved budget.
• Budget reconciliation can be reported within the chapter • By January 15th, you must turn in a list of vendors that
monthly financial statement spreadsheet. Yearly budget require 1099s to CLCA Headquarters.
data can be updated automatically utilizing the correct
cell formulas within the year-to-date budget columns on
the spreadsheet.
t Associate Member Representative AM Functions (State Level):
• Annual Convention: Golf tournament — proceeds go to a
Basic Role: named AM Scholarship Fund for LEAF (Landscape Edu-
The Associate Member Representative is an integral part of cational Advancement Foundation); hospitality events
CLCA. His/Her role is to work with CLCA on both state • Annual Convention: Trophy Awards sponsorships, hospi-
and local levels as a liaison between them and all the as- tality events
sociate members. The Associate Member Representative’s • Encourage and support the Partners for Success Program
responsibility is to lend support for CLCA and its projects
for the improvement of the landscape industry and educate
contractors on new methods and technologies. AM Functions (Chapter Level):
• Participate in Suppliers’ Nights: Mini Trade Show
Specific Responsibilities: • Attend and assist in Beautification Awards.
• Promote CLCA on a statewide basis: assist CLCA on a lo- • Participate in chapter projects and Supplier of the Month
cal and state basis. (dinner meetings).
• Promote membership programs and increase Associate • Develop a Partners for Success program for your chapter
member and contractor member participation in CLCA. (see following pages).
• Communicate to all Associate members. • Assist the chapter as needed.
• Improve and generate education and information about • Help develop chapter dinner meeting topics.
CLCA for all Associate members.
• Write a monthly column in the local chapter newsletter
• Participate on state committees. introducing members to Associate Members and their
• Promote CLCA activities — both on state and local levels. products and services.
• Associate members may be elected onto the Board of Di- • Be a resource for chapter’s various speakers on new and
rectors as well as chapter leadership. existing products, as well as technology in the industry.
12 LEADERSHIP MANUAL California Landscape Contractors AssociationChapter Officer Position Descriptions
c. Oppose 3 = Lobbyist will write a letter in our
t Legislative Chair objection to the bill and why.
Basic Role: d. Watch = Committee will continue to monitor
the bill to see if any changes may be made to
The Chapter Legislative Chair plays an important part in
make the bill less or more objectionable. No
the legislative process and dissemination of material for the
action taken.
general population. During the monthly calls with our lob-
byist, bills are discussed which may affect your profession- e. Support 1 = Lobbyist will connect with the
al licensure and businesses. The Committee is educated on bill’s author and let them know of our sup-
the State Capitol representatives who are authoring bills and port.
in charge of committees who can determine a bill’s surviv- f. Support 2 = Lobbyist will connect with sup-
al. During the monthly conference calls, which tend to last porting affiliate organizations in support of
about an hour, each bill is discussed with call attendees and the bill.
all views are heard prior to adopting a support or oppose
position. It is important for the Legislative Chair to report at g. Support 3 = Lobbyist will write a letter in our
the chapter board meetings and at chapter general meetings. support of a bill to its author.
Chapter Legislative Chairs who regularly attend CLCA’s leg- 3. Share the CLCA legislative committee information at
islative phone conference meetings are invited to take part chapter general/ board meetings at of least three top
in the Legislative Action Conference. The Legislative Action bills of concern and in newsletter.
Conference is held in Sacramento where Legislative Com- 4. Coordinate with your board and programs director
mittee members, CLCA leaders and our Executive Direc- to have at least one meeting per year where a state or
tor meet with legislators and their staff as we educate them local political representative attends and/or speaks.
about CLCA, the industry and positions of concern on the Remember to take pictures for Facebook, chapter
legislative bills we are tracking. website, chapter newsletter and social media.
Every Chapter Legislative Chair is encouraged to invite your 5. Seek out board members and general members that
local representatives to attend a local meeting. This allows show interest in legislation for active phone/email
your representative to get to know your chapter. It is very tree for communication of bills.
powerful to know your legislator, look them in the eye and 6. When needed, contact representatives locally with
shake their hands. interested members on a specific bill.
Lastly, we look to help CLCA’s LandPac to generate funds for 7. If invited, attend the Legislative Conference in Sacra-
candidates who we can begin important relationships with mento.
State Legislators who are on committees who may hear bills
that affect CLCA. 8. Be active in helping raise funds for LandPAC.
Specific Responsibilities:
1. Attend monthly phone conference CLCA Legislative
Committee meetings. Expect at least 1 to 1 ½ hours
per call. Keep Sandra updated on contact informa-
tion like phone and email.
2. Participate in committee discussions regarding bills
with the lobbyist to assist him in how we want to pro-
ceed.
a. Oppose 1 = Lobbyist will connect with the
bill’s author and get better understanding of
the bills stance and depicting our objections.
b. Oppose 2 = Lobbyist will connect with other
affiliate organizations that share our view.
13 LEADERSHIP MANUAL California Landscape Contractors AssociationChapter Board Sponsor Program Partners for Success
Partners for Success Renewing Sponsors
Sponsorship Program/Calendar Sponsors The Chapter President should write a personal letter (no
Throughout this manual you will see references to contact- form letters) to past sponsors who may renew. This letter
ing sponsors to help underwrite an event. As your chapter should:
and your calendar of events grows, this can prove to be an • Thank them for their support in the past.
exhausting process. One way to focus your energy and col- • Remind them how their funds were used during the past
lect most of your underwriting dollars in one short block of year.
time is to have a sponsorship program.
• Encourage them to renew their support and nurture their
relationship with CLCA.
Note: Sponsors create attendance. A sponsor will attend every
event they sponsor and, in most cases, bring a guest or guests. • Include a preview of the upcoming calendar of events and
clearly state the benefits and levels of sponsorship avail-
A Sponsorship program: able.
• Is a great way to pre-plan your revenues from sponsors • Highlight any new benefits with which this sponsor is un-
• Is a great way for your sponsors to pre-plan their invest- familiar.
ment in CLCA for the year
Sponsorship Levels and Benefits
• Creates close, long term relationships between CLCA and Once you’ve determined your goal, identify what sponsor-
sponsors ship levels you’ll be offering and what benefits the sponsor
• Facilitates advanced planning of your annual calendar of receives. One popular way to identify sponsorship levels is
events and determining how you will cover expenses to give them gem names or metals, (i.e., Emerald, Diamond,
Ruby or Platinum, Gold, Silver, etc.). Each level contributes
Timing and Method a different amount and receives a different level of exposure.
The best time to solicit annual or calendar sponsors is in the
fall. Ideally, you will have commitments by January and can For example: “Platinum Sponsor contributes $1,000 and re-
start planning your events with sponsorship money in the ceives recognition at and one complimentary admittance to:
budget. Kickoff Dinner, Golf Tournament, Beautification Awards,
Holiday Dinner.”
The Treasurer and the Sponsorship Committee should es-
tablish a goal amount to be collected. If this is your first year, The budget with this sponsorship level in mind could be:
look at your calendar of events and determine how much Event Amount Allocated Expenses
you can realistically expect your sponsors to underwrite. In Kickoff Dinner $100.00 $50.00 (Comp)
subsequent years your sponsorship program will gain mo- Golf Tournament $200.00 $75.00 (Comp)
mentum since your sponsors will have a track record to look Awards $400.00 $60.00 (Comp)
at and evaluate the exposure they received. Holiday Dinner $100.00 $60.00 (Comp)
Administrative Costs $50.00 $50.00
Note: You will still recruit more sponsors throughout the year Education/Scholarships $50.00 $50.00
and some calendar sponsors may also donate door prizes and PR $50.00$50.00
other products throughout the year. See information about in- Totals $1,000.00$415.00
dividual events for more information.
In the above example you’ve allocated the full amount of spon-
New Sponsors sorship dollars and your estimated expenses. Here, you’ll ac-
The Chapter President should write a personal letter (no tually ‘net’ $585.00. It’s okay to make a profit; just don’t be exces-
form letters) to potential sponsors which includes: sive about it. In a sponsorship program your maximum goal
• A preview of the upcoming calendar of events should be to break even — this is not a profit-making venture.
• Benefits of sponsorship - ability to pre-plan sponsorship
dollars and exposure, consistent exposure throughout Note: It has been the experience of the chapters who utilize
the year, complimentary tickets, advertising in your local this system that sponsors happily renew their commitment
newsletter, etc. year after year because they can easily project their annual
• Levels of sponsorship available - what each level is called, expenses and sponsorship benefit.
the cost and what benefits come with it.
14 LEADERSHIP MANUAL California Landscape Contractors AssociationBeautification Awards Chapter Board Event Ideas
Partners for Success — continued • Give your sponsors verbal acknowledgment at every
event.
Recognition and Support of Your Sponsors • Have a ‘Thank You Sponsors’ listing in your Chapter
• Print a banner listing all of your sponsors and display it newsletter.
at every event. (If you’ve started your sponsorship drive
• Recommend your sponsors to your members and encour-
in the fall, you can have a banner printed by the Kickoff
age them to use their products and services.
Meeting in February. If you continue to collect sponsor-
ships you can reprint your banner once more mid-year.)
Beautification Awards 1. Budget Approval���������������������������������� Before January 1
The Beautification Awards is one of the most important The budget for this event should be reviewed and ten-
events of the year for it recognizes and honors individual tatively approved by the incoming board’s first monthly
member’s creativity and quality workmanship. It is a lively, meeting. At that time the board will:
fun event which promotes camaraderie, membership reten- • Decide if event is to make money or break even.
tion and attracts sponsors.
• Review sponsorship opportunities (please see Spon-
sorship section).
Timeline
Item When/Weeks-Months Before Event • Review budget for previous year’s awards event, if
available (include invitations, venue fee, food and en-
1. Budget Approval Before January 1
tertainment, plaques, photos, judges’ expenses, MC,
2. Date Selection/PR 6 months parking, planning lunch and/or meetings).
3. Committee Selection 6 months • Establish an estimated expenses for current year’s
4. Venue Selection 4 months event.
5. Master of Ceremonies Selection 4 months • Establish projected revenues for current year’s event
and sponsorships.
6. Plaque Selection 4 months
• Determine pricing for entries and tickets.
7. Send Letters Soliciting Entries 3.5 months
• Determine who will get comp tickets (i.e., Judges,
8. Recruit Sponsors 3 months
Chapter President, etc.).
9. Site Arrangements 3 months
10. Recruit Judges 3 months Note: If you have a sponsorship program (please see
11. Entries Deadline 2 months Sponsorship section) you may have money available to
underwrite a portion of your costs.
12. Design/Approve Invitations/PR 2 months
13. Judging Begins 6 weeks
2. Date Selection/PR��������������������������������������������� 6 months
14. Invitations Mailed 4 weeks
Consider sending a ‘Save the Date’ postcard or email to
15. Review RSVPs 3 weeks the membership as soon as a date of your event is deter-
16. Complete Plaques 3 weeks mined. Subsequent notice can be sent closer to the date of
the event. Your calendar of events in your chapter news-
17. Send Letters Encouraging Attendance 2 weeks
letter should reference this event as soon as possible.
18. The Event
Note: When selecting the date of the event, allow ample
time for your members to prepare their projects for pho-
tography, judging and entry submissions.
15 LEADERSHIP MANUAL California Landscape Contractors AssociationChapter Board Event Ideas Beautification Awards
Beautification Awards — continued 5. Plaque Selection������������������������������������������������ 4 months
Keep the plaque design simple: a nice, basic frame with a
3. Committee Selection���������������������������������������� 6 months photo of the award-winning project (you will have photos
The following tasks/elements need to be assigned to taken for the judges). All information should be printed
committee members: clearly, be easy to read and highlight the winning project
and member company’s name. You may want to print
a. Site/Logistics: catering, music, AV, seating, parking,
the name of the landscape architect or designer as well.
presentation of awards at event, hire photography/
video company and coordinate.
Note: Be sure to select these early to avoid any unforeseen
b. Sponsorships: recruit sponsors. delays. The award plaque is the ‘prize’ that the winners
c. Judging: judge selection/recruiting, judging forms will take away from this event.
and format, transportation of judges to projects en- Note: If this is your first awards event, take time to de-
tered. fine the category parameters (i.e., residential, commercial,
d. Entries: send out letters to members soliciting en- maintenance, construction, under/over$100,000, etc.)
tries, receive and review entries for accuracy, select and names (i.e., special awards, Presidential awards, Spe-
and coordinate trophies, review and tabulate judging cial Mention, etc.)
forms, review videos and photos to determine pre-
sentation arrangement at the event, determine spon-
6. Master of Ceremonies Selection�������������������� 4 months
sors for each award.
When selecting your Master of Ceremonies, keep the
e. Public Relations: send out at least two (2) press re- following in mind:
leases announcing event and announcing winners to
• Is he/she well known in your community?
local newspapers; select and coordinate invitations
and RSVPs. • Will his/her presence help sell tickets?
f. Miscellaneous: establish policy regarding late en- • Can he/she provide you with additional PR by virtue
tries, late RSVPs and drop-ins at the event. of his/her job (i.e. newscaster, radio announcer or
newspaper reporter).
4. Venue Selection������������������������������������������������� 4 months
Selecting the right venue can make the difference be- 7. Letters Soliciting Entries Go Out��������������� 3.5 months
tween having a successful event or not. Things to think Letters and entry packages to the membership will go
about are: out at least 3.5 months prior to the event and contains:
• Are there any members or associate members who • Clear descriptions of the award types
have a site they might offer for free in exchange for • Amount of entry fee
some publicity?
• Guidelines for entry package contents
• What meal will you be serving? Lunch, dinner, appe-
• Entry deadline
tizers? Will it be a sit down meal or will you have a
happy hour and then separate seating for the actual
award presentation? 8. Recruit Sponsors����������������������������������������������� 3 months
• Will there be opportunity and room for members to The committee member in charge of sponsorships
network? If you’re having a sit down dinner, consider writes letters to potential sponsors. Sponsorship oppor-
having a no-host bar for at least an hour prior to be- tunities include:
ginning your event. • Recognition in all printed material (i.e., invitations,
• Buffets provide ample opportunities for networking. announcements, posted signs at the event.)
An evening of appetizers and drinks also works well. • Sponsorship of each award and sponsor name an-
• Is there ample parking? Do you need valet parking? nounced by MC as each award is given to winner (See
Sponsorhip section for more information.)
IDEA: If you have a small chapter, consider joining ef-
forts with an adjacent chapter to create a larger group.
16 LEADERSHIP MANUAL California Landscape Contractors AssociationBeautification Awards Chapter Board Event Ideas
Beautification Awards — continued to be returned to the committee member in charge
of entries. After judging is complete and evaluations
9. Site Arrangements�������������������������������������������� 3 months are tabulated, the committee member will coordinate
The committee member responsible for site arrange- a lunch meeting with the judges to review their find-
ment will have arrangements made for the food, music, ings and photographs/video to be shown at the event.
AV and video/photography presentation finalized three
months before the event. The Site committee member Note: Include maps/directions and extra scoring sheets in
is also in charge of coordinating the program for the the judge’s packets.
event. (See no. 17 below).
14. Invitations Mailed������������������������������������������������4 weeks
10. Recruit Judges���������������������������������������������������� 3 months IDEA: Given enough notice, State representatives will at-
The committee member in charge of judges recruits tend other chapter events and lend support. Invite them
judges and coordinates the schedule for judging day. early (and comp them, of course!).
Note: All Judges may not be available on the same day. 15. Review RSVPs��������������������������������������������������������3 weeks
Keep this in mind when scheduling site visits. We recom- The committee member receiving RSVPs cre-
mend no more than 20 site visits per judge group per day. ates a form to be used at the event to check peo-
ple in. It should include: name, company, how
much is owed or has been paid. This form and the
11. Entries Deadline������������������������������������������������ 2 months
checks can then be turned over to the Treasurer.
The committee member in charge of entries tracks the
receipt of completed entries, reviews them for accuracy,
IDEA: If you haven’t received an adequate number of re-
and sends a complete record of monies collected to the
sponses, send out a broadcast email to the membership
Treasurer. He/she will also prepare evaluation forms to
reminding them to respond or set up a phone tree and ask
be given to the judges.
Board members to call members who have not responded.
IDEA: If you find that there are not enough entries com-
ing in, consider sending out a broadcast email encourag- 16. Complete Plaques�������������������������������������������������3 weeks
ing submissions. The committee member in charge of plaques coordi-
nates their completion. He/she will supply the names,
photos, etc. to the company preparing the plaques.
12. Design/Approve Invitations/PR�������������������� 2 months
• Consider using a template for your invitations that
17. Letters Encouraging Attendance�����������������������2 weeks
can be reused every year.
The committee member in charge of entries coordinates
• Be sure to include a map to the event location. with the person in charge of RSVPs and verifies that
• Consider giving discounts to early bird RSVPs. winning companies are sending representatives to the
event. If not, consider sending a letter to the winning
• State clearly on the invitation your policy for late companies encouraging attendance.
RSVPs and drop ins.
• Have an article announcing the event in your chapter
newsletter including date, time and venue. 18. The Event
• Add the event to your chapter’s online calendar. • Staffing: All committee members arrive at the site
early enough to coordinate with caterers, musicians,
seating, AV and parking.
13. Judging Begins�������������������������������������������������������6 weeks • Registration: The registration table has at least two
The committee member in charge of judges coordi- people to check guests in and collect any money due.
nates the logistics for judging day. He/she is respon-
sible for: transporting judges and the photographer/ • Sponsors: The committee member in charge of en-
videographer to each project, retrieving judging forms tries determines which sponsors will sponsor which
awards.
17 LEADERSHIP MANUAL California Landscape Contractors AssociationYou can also read
