TO:CCIM 2012-2013 Chapter Officers, Chapter Administrators, and Regional Vice Presidents

FROM:Barbara Jani, Manager, Region and Chapter Services

DATE:September 25, 2012

SUBJECT:2013 Unified Dues Billing Program
Thank you for your interest in the 2013 Unified Dues Billing program. Preparations are underway for the 2013 program. Please confirm if your Chapter intends to participate in the program in 2013 byWednesday, October 3, 2012.

2013 Unified Dues Billing

  • All Chapters have the opportunity to participate
  • There will not be an administration fee – chapters will receive the full amount of the member’s dues.
  • Increased Chapter Administrator access to various reports. The Chapter Administrator will now have access to run the following reports on the Chapter website:

all paid national members in Chapter area

all non-paid national members

paid Chapter and national members

Search Chapter Members Directory

  • Add new Chapter members to Chapter directory on the website (training will be provided)

If your Chapter chooses to participate, you will need to review the responsibilities of the Institute and the participating Chapters. Chapters must complete the participation form (see below)by Wednesday, October 3, 2012 and adhere to the program deadlines, in order to be eligible. Each party having a clear understanding of their responsibilities, the program timeline, and the deadlines associated with each, will ensure the program’s success.

Please complete the participation formbelow by Wednesday, October 3, 2012. If you have any questions, please contact me at

Chapter requirements:

  • Completion of the 2011 Annual Activity Report – Submitted in March of 2012
  • Meets the Minimum Chapter Charter Requirements - including Legal Entity
  • Actively communicate Chapter benefits to members
  • Actively communicate membership renewal plan to members
  • Utilization of the Institute member database (Personify)
  • Solid Chapter Administration in place
  • Agree to prorated Chapter membership dues for new Candidates
  • Agree to not prorate Chapter membership dues for Designees
  • Currently offer annual January 1st to December 31st membership
  • To use web administration tool on CCIM website to pull Chapter and national paid reports monthly or as needed.

Institute responsibilities:

  • Provide the ability for Institute members to pay their Chapter dues in conjunction with their Institute dues via online and through a paper invoice. Process member’s chapter dues payments and provide the funds to the chapters.
  • Invoice Chapter-only members/Chapter affiliates provided by the chapter.
  • Invoice all Institute members for Chapter dues within the geographical area of the participating chapter.
  • Make a direct deposit of the monthly distribution of collected dues payments by the 2nd week of each month.

Chapter Responsibilities

  • Agree to the Chapter requirements.
  • Provide billing information to confirm the membership categories to bill and the annual dues fees associated with each membership category.
  • The Chapter will have access to review a list of the Institute’s Candidate and Designees that will be invoiced for Chapter dues. If a Chapter has participated in the past, the list will also include Chapter-only members/Chapter Affiliates. The Chapter will need to cross-reference the list with their Chapter member database and supply to the Institute any names and contact information that need to be added to the invoice list. The Chapter must submit the additional names using a web form provided by the Institute on the Chapter website. (Instructions will be provided)
  • Keep a Chapter database of paid members.
  • Determine and develop a membership renewal communication plan to follow-up with Institute members and Chapter-only members/Chapter Affiliatesthat have not paid Chapter dues. Coordinate the timing of your Chapter’s membership renewal communications with the Institute’s membership renewal schedule (see below).
  • Communicate Chapter member benefits to new Chapter members.
  • Notify the Institute immediately when a member pays dues directly to the Chapter. Add the member’s information to the Chapter website by completing a web form on the Chapter website. This process will also notify the Institute and will allow for the Institute to update the database and ensure the member is listed on the Chapter website member directory without any delay. It is best to provide the contact information to the Institute at the time of payment. Please be aware, the Chapter will be responsible keeping track of the members that pay the Chapter directly and add them to their membership list.
  • Process Chapter dues refunds. In the event a member would like a refund, the member will be directed to contact the Chapter to receive the funds.
  • Communicate member address changes to the Institute. Send an e-mail to for the Institute to update the database and the Chapter website member directory.
  • Commit to invoicing Chapter sponsors/vendors through your Chapter administration and not through the Unified Dues Billing program.

Institute Membership Renewal Schedule (Preliminary)

Membership Renewal Activity / Scheduled Date
Invoice Online Communication / 10/23/2012
Paper Invoice Sent / 11/12/2012
2nd Invoice Online Communication / 10/30/2012
3rd Invoice Online Communication / TBD
2nd Paper Invoice Sent / 12/12/2012
4th Invoice Online Communication / TBD
Last Chance before $50.00 Late fee Communication / 1/10/2013
Last Chance before Cancel Communication / 1/17/2013

On-going communication will be sent to the Unified Dues Billing Contacts regarding renewal activities.

Institute Invoice:

  • Annual dues for the 2013membership year will be to $595. The invoice will include the Institute’s dues of $595, the National Association of REALTORS® affiliate dues of $75 (if applicable), and your Chapter dues for the year.
  • The Institute will be offering members the option to pay their dues through a payment plan. Members will not have the option to pay their Chapter dues through the payment plan. If a member would like to participate in the payment plan, they will need to pay their Chapter dues first and then they will pay their Institute dues within 5 monthly payments. This allows for the Chapters to receive the membership dues upfront and at the time of the first payment.

Timeline:

Activity / Deadline
Participation and chapter billing information due to the Institute. / Wednesday, October 3
Chapter review membership list of Candidates, Designees and if applicable, Chapter Affiliates who will be billed / Wednesday, October 10
Chapters to complete the web form to provide any additional contacts to bill. / Monday, October 15
Membership renewal notices to begin / Monday, October 23
October Unified Dues Billing reports sent / Week of November 19
November Unified Dues Billing reports sent / Week of December 17

If your Chapter agrees to the above requirements and responsibilities, please complete the participation form below by Wednesday, October 3, 2012.

2013Unified Dues Billing Participation Form

The ______CCIM Chapter is hereby submitting a participation form for inclusion in the 2013 Unified Dues Billing Program. We understand that we must meet and agree to all the guidelines listed below in order to participate. The Chapters that complete the below requirements and submit the form by the deadline of Monday, September 26th will be eligible to participate in the program. Please submit the form to Kelly Cook, Chapter Services Assistant at by Wednesday, October 3, 2012.

Chapter Requirements:
(Please indicate your Chapter’s acknowledgement and acceptance of each of the following requirements by marketing an “X” next to each requirement.)

____Our Chapter submitted a complete 2011 Annual Activity Report.

____Our Chapter has met the minimum chapter charter requirements - including legal entities

____We agree to utilize the Institute member database (Personify).

____Our Chapter has experienced chapter administration in place.

____We agree to prorate new candidate chapter membership dues. We further agree to make this information available in Chapter membership information, including the Chapter website.

____We agree to not prorate Designee chapter membership dues.

____We agree to currently offer annual January 1st to December 31st membership.

____We agree to submit a new application and supporting documentation each year.

____We agree that CCIM Institute will remit payment and provide member payment reports by end of the month for the previous month.

____We agree to submit all Chapter member updates and information to CCIM Institute in a timely manner.

2013 Unified Dues Billing Information:

  1. Please indicate below which membership categories should be included in your chapter’s billing and the amount the Institute needs to bill for each of your Chapter’s membership categories. Please be sure to list any complimentary and/or reduce membership categories (past presidents, life members, etc.)

Membership Category / Invoice - Yes or No / Dues Amount
CCIM Designees
Institute Candidate Members
Chapter-Only Members/Chapter Affiliates
Students
Other Categories:

**Please note: If you have selected “no” for any of the categories above, the Institute will not include the category in the invoicing and it will be the responsibility of the Chapter to invoice the category. In addition, the Institute will not invoice any sponsors or vendors; Chapters are responsible for this category.

  1. Please provide the contact for all Unified Dues Billing questions and list verifications.

Chapter Name: ______

Chapter Position: ______

Contact Name: ______

Phone: ______E-mail:______

  1. Please provide the primary contact for the Unified Dues Billing payments.

Name: ______

Phone: ______E- Mail: ______

  1. CCIM Institute main contact for questions regarding, reports, list verifications and fund disbursements:

Kelly Cook

Chapter Services Assistant

CCIM Institute

312-321-4524

Please submit the form to Kelly Cook at by Wednesday, October 3, 2012. Thank you.