Checklist for AEs

 
 
Checklist for New Association Executives


This checklist includes general job functions and guidelines listed in chronological order but not necessarily in priority order. Please note that the time of year, the length of time the position was previously vacant, and specific expectations communicated at hiring may significantly impact the timing and order of these functions and duties.

Week 1 on the job

___ Have a financial audit conducted before you begin employment (if feasible).

___ Review the exit interview with your predecessor (if one exists); determine if there are any checklists you can reference, passwords you should know, specific issues you should be aware of, etc. If no exit interview, determine whether your leadership believes you should contact your predecessor for information.

___ Identify and review your association’s governing documents. Every association's documents are slightly different. Review NAR's model documents for an overview.

___ Review association financial documents, records, and past audits.

___ Review your MLS's rules and regulations and bylaws. Every MLS has slightly different rules.Access NAR's MLS policy/procedures.

___ Address computer security issues:
  • Change computer passwords.
  • Do immediate back up of all files for storage (do not overwrite existing files/tapes); then back-up data daily.

___ Meet with your volunteer leadership.
  • Meet with your president to review responsibilities, determine who does what, discuss expectations, identify an association spokesperson/spokespeople. For guidance on the roles and duties of association executives and association presidents refer to the Presidential Leadership Guide, where you'll find sample job descriptions. (Scroll down to the Contents list and see Chapter 2.) Also, read this REALTOR AE Magazine article:  Balanced Leadership: Staff and volunteers lead together.
  • Meet with your treasurer to review budget and accounts.


___ Meet with your entire staff, if applicable, to review job descriptions and responsibilities. Introduce yourself, express your leadership and management style, review your key goals, and set the tone for your relationship with them. Then meet individually with each of them. Listen to their thoughts, concerns, and ideas about the association and interoffice relations and structure.

___ Determine whether your association employs outside contractors or professionals such as accountants, lawyers, or educators, and arrange a meeting.

___ Meet with the association’s accountant/bookkeeper to address the following (if there is a cost for this meeting, ensure that you have the ability and the budget to proceed with such a meeting):
  • Accountant's responsibilities and fees
  • Sales tax and tax deposits
  • Property taxes (review)
  • Tax returns (review the last one) and filing requirements
  • Location of checkbook, CDs, safe deposit box, etc.


___ Identify who is authorized to sign checks and what the amount limits are; change signature cards.

___ Document all of the association’s fiscal and physical assets (have leadership sign-off):
  • Do you own a building?
  • What equipment do you own?
  • What savings accounts, investments, and bank accounts do you have?


___ Arrange a meeting with the association’s legal counsel to learn the following (if there is a cost for this meeting, ensure that you have the ability and the budget to proceed with such a meeting):
  • Legal counsel's responsibilities and fees
  • Basic understanding of antitrust concerns for real estate – no standard commissions, boycotting
  • Pending legal issues in which the association is involved


___ Locate your association's letter of incorporation; check with secretary of state or bureau of corporations to be sure corporate status is current.

___ Contact your state association:
  • Introduce yourself (they may not know your association has a new AE) and have them change their records to list you as the AE.
  • Ask about available resources and publications that you should be receiving from the state association.
  • Ask about involvement at the state level on committees and taskforces
  • Ask about the state meeting schedule so dates can be added to your association calendar
  • Ask for an AE mentor from among other local association AEs in your state
  • Begin a state staff contact list


___Become familiar with the commonly used real estate- and association-related definitions and acronyms

First 2 to 4 weeks on the job

___ Understand your association's membership policies
  • Dues policies (nonmember sales assessments)
  • Types of membership
  • Basic "Board of Choice" (secondary membership, MLS of choice, across state lines).
  • Proration of dues
  • National Association's Public Awareness Campaign assessment
  • Membership application form


___ Understand basic MLS policy, including the common terms below. Refer to NAR's  MLS Policy Handbook for definitions. Also, contact your MLS vendor and review contracts. Understand:
  • who is a "Participant"
  • who are "Subscribers"
  • what's your MLS billing policy
  • what's a "Lockbox"
  • is the MLS a wholly owned subsidiary corporation or a committee of the association
  • what are your MLS enforcement policies and fines  (Review MLS Policy Statements)

___ Know and understand NRDS – the National REALTORS Database System.

NRDS is a single database residing on the Internet to store the member and office records for the entire REALTOR organization. You'll need a password to access NRDS (call 800-868-3225 for a password) and once you're listed you'll be automatically added to the mailing list for all association executive information and materials. The data is maintained by Points of Entry (POEs) - who are most often staff at local associations and in some cases, the state association acting for the local association. Access the NRDS monthly news.

___ Review the NRDS Manual online for more about the following topics.
  • Know what a POE (Point of Entry) is, what your responsibility is with NRDS, and how to get to NRDS
  • Add yourself to NRDS as a new member (member type – staff); once you have added your member record, update the association record with your new NRDS ID
  • Begin to understand the functionality and limitations of your association’s own membership system or operation and how it interfaces with NRDS
  • Keep NRDS helpline number and e-mail handy: 1-800-868-3225 or e-mail nrdshelp@realtors.org


___ Know and understand RPAC – the REALTORS Political Action Committee. Access a list of frequently asked questions about RPAC for an overview. (For more information call, 202/383-1072)


___ Review and reference your association’s annual calendar
  • Determine if one already exists. If one does not exist, create one
  • Consult with the board of directors and president as you compile the new calendar
  • Be sure to include the following: membership, board, and committee meetings (check bylaws for required frequency); social events; annual installation; officer elections; state and national meetings; community service events; holiday and office closings.
  • Access NAR's REALTOR® Association Online Calendar for a list of national events.


___ Contact NAR’s AE and Leadership Development Department and introduce yourself.
Let NAR know you're new by sending an e-mail to Krystal Allen (kallen@realtors.org) in the AE and Leadership Development department and to Carolyn Schwaar (cschwaar@realtors.org) in the Communications Department. A simple note with your association, title, start date, and the AE your replacing is sufficient.
  • Ask about available resources and publications that you should be receiving from NAR including the weekly Internal News Service for AEs e-mail and the quarterly magazine for AEs, REALTOR Association Executive
  • Ask about involvement at the national level on committees and taskforces
  • Ask about the NAR meeting schedule, so dates can be added to your association calendar (access NAR’s REALTOR® Association Online Calendar)
  • Begin a national staff contact list; add AE and Leadership Development staff to your contact list -  click here for a list

    ___ Contact neighboring associations for advice and guidance
  • Introduce yourself
  • Begin to develop a contact list of other association executives

    ___ Contact an AE mentor, as identified by your state association

    1 to 3 months on the job

    ___ Locate and review your association’s internal policies, procedures, and employee manual
  • Find out if any have been written. If written policies do not exist, start writing them as you go along and be sure the items below are included. Access association internal policies from other associations at the REALTOR Association Resources Exchange.
  • Annual dues – bylaws
  • Election of officers – bylaws
  • Installation and new member induction
  • REALTOR of the Year (ROTY) selection
  • Human resources issues
  • Harassment policy

  • Consult with current and past leaders that are familiar with how things have been done
  • Know what your association’s policy is regarding distribution of membership rosters and e-mail addresses
  • Determine whether emergency procedures are in place – unplanned staff vacancies, weather emergencies, other crisis
  • Find out when employment reviews and appraisals are conducted
  • Check holidays and other office closings

    ___  Understand dues collection policies and procedures
  • Determine when dues are collected and develop schedule so invoices are sent far enough in advance to meet deadlines
  • Contact your state association for dues disclosures
  • Work with the state association to make sure you collect state and NAR dues and transmit them properly
  • Know member and nonmember dues policies
  • Collect new member dues throughout the year
  • Identify procedures so you can be consistent year to year
  • Determine whether your association uses e-Commerce

    ___ Locate and review the contracts and agreements listed below. Know the terms and renewal dates of all contracts.
  • Lease agreements for office equipment; note time frames and expirations
  • Rental agreement on building space
  • Maintenance agreements
  • Tenant contracts, if you own the building and are the property manager
  • MLS and all vendor contracts
  • Web site domain registrations

    ___ Know the association’s revenue sources, such as dues, product sales, classes, or
    marketing alliances.

    ___ Locate the letter of tax determination status from the IRS. Read this REALTOR AE
    Magazine article:  To Profit or Not to Profit? Is the Realtor® association tax status a help or
    a hurdle in today's business model?

    ___  Know and understand NAR’s E&O insurance
  • Find out what E&O insurance covers and what the requirements are for maintaining coverage, including responsibilities with governing documents
  • Find out what policies can affect E&O insurance– employee policies, antitrust
  • Learn the procedure for filing a claim
  • Add NAR Legal staff to your NAR staff contact list.  Click here for a list.

    ___ Know and understand your responsibilities regarding bylaws and MLS rules
  • Determine when your association bylaws and MLS rules were last reviewed by NAR
  • Send bylaws and MLS rules to NAR for review (required annually), and whenever you make changes
  • If your bylaws revision or approval date is more than a year old, contact NAR’s Member Policy Department to find out if there are any changes to model bylaws that you need to incorporate. Call 312-329-8399.
  • Add NAR Member Policy staff to your NAR staff contact list. http://lnchip1/infoexp.nsf/StaffDeptNmORP?OpenView&Start=1&Count=30&Expand=3.2&Login#3.2 for a list.

    ___ Learn about the following aspects of your association travel policy (possible sources for information: written financial policies, bylaws, budget, treasurer, bookkeeper/accountant, office manager):
  • Who is covered in the budget to travel to which state and national meetings
  • What travel expenses are covered in the budget; what are the IRS travel requirements
  • What are the mileage reimbursement rates
  • Is there a policy about sharing hotel rooms
  • Does the president get a credit card
  • Is there a travel expense form

    ___ Talk to leadership to clarify and identify who makes travel reservations and what travel events the AE is responsible for planning and organizing

    ___ Identify means of communicating with members and leadership
  • List the vehicles of communication – Web site, newsletter, message board, e-mail, snail mail, listserv, fax
  • Be sure members are kept apprised (in several ways) of what is going on at your association. Read this REALTOR AE Magazine article:  What Have You Done For Me Lately? Six places to market the value of membership
  • Market classes, meetings, and special events

    ___ Review the Code of Ethics and review NAR’s Code of Ethics and Arbitration Manual

    ___ Know the new member orientation requirements, which must include Code of Ethics training
  • How often are orientations scheduled and when was the last one
  • Is there a program agenda in place
  • Does it meet NAR requirements – antitrust, fair housing, and ethics
  • Who teaches the orientation – assign speakers or instructors
  • When and how many times a year is your orientation required – review the bylaws
  • What AV equipment is needed to deliver orientation materials

    ___ Know how to prepare for and coordinate committee meetings. Read this article from a
    fellow AE on Managing Meetings.
  • Read past agendas and minutes
  • Identify which committees need to meet
  • Know how and who sets meetings, creates agenda, and prepares minutes
  • Communicate with committee chairs and the president to implement goals; determine whether goals are stated in the strategic plan

    ___ Know how to schedule and coordinate events
  • Know what events are on the association’s annual calendar
  • Review the budget for events
  • Plan ahead to reserve dates and space for each event
  • Reference past plans, so you don’t reinvent the wheel
  • Talk to past volunteers to identify protocol and traditions
  • Understand basics of meeting planning and management (event planning checklist)

    ___ Identify Web sites and other online resources you should reference
  • Local association Web site
  • State association Web site
  • NAR’s REALTOR.org (with AE Center)
  • NAR’s Road Map for New REALTOR® Association Chief Staff Executives at REALTOR.org
  • Internet Crusade (e-Pro)
  • AE online programs from Internet Crusade
  • Your MLS vendor site

    6 months on the job

    ___ Become familiar with  professional standards procedures and policies
  • Determine if the association currently has a certified professional standards administrator; if it is you, determine when and how you will receive mandatory training (state, regional, or NAR training) -- http://lnchip1/mempolweb.nsf/6dcbb4f4d211783186256e7b0057d988/fa29ef18d57d681e86256e2a00562c76?OpenDocument
  • Learn the cooperative agreement requirements from NARhttp://lnchip1/mempolweb.nsf/6dcbb4f4d211783186256e7b0057d988/fa29ef18d57d681e86256e2a00562c76?OpenDocument

    ___ Develop or update financial policies; review the association’s system of checks and balances. Read this REALTOR AE Magazine article:  Better Budgets: 10 steps to initiating a zero-based program budget

    ___ Assess the association’s minimum IT requirements (software and hardware) and office equipment needs. Read this REALTOR AE Magazine article:  10 Ways to Save On Technology.
  • Determine whether equipment is leased or owned; identify pros and cons of each option
  • Conduct needs assessment for replacement/addition needs
  • Prepare, as needed, a capital budget request plan

    ___ Identify NAR resources for HR and employment laws at the state and federal levels.
    Read this REALTOR AE Magazine article: How to Hire the Best -- where to look, what to
    look for, what to ask

    ___ Locate and review your association's insurance plans
  • D&O
  • E&O
  • Workmen’s comp
  • Business policy
  • Indemnification clause for D&O
  • Indemnification for building
  • Bonding

    ___Learn and understand the three-way agreement between the local, state, and national REALTOR organizations. Click here to access the agreement.

    ___ Learn services available through the state and national associations

    ___ Learn what types of product and service discounts you and your members can receive through NAR's VIP Program of partnership and affinity program

    ___ Learn what education resources are avaialble to your and your members – professional designations, publications, Web sites, technology hotline. Visit Realtor.org's Education Page for an overview.

    ___  Liability issues – antitrust, fair housing, legal hotline, E&O insurance policy, legal action committee, MLS (REALTOR requirement, nonmember MLS). Read this REALTOR AE Magazine article:  Responsibilities and protections for your association and its volunteers under the law

    ___ Know and understand legislative issues; determine your associations role in the local legislative and political arena

    ___ Review or develop an RPAC fundraising plan . Read this REALTOR AE Magazine article:
    Fresh RPAC Tips for Political Fundraising

    ___ If you are also the acting Government Affairs Director for your organization, please contact
    NAR's GAD Representative, Gerry Allen, 202/383-1119, and join the GADs Listserv.

    ___ Request a copy of the Government Affairs CD – an educational tool that provides an
    overview of the programs and services offered by NAR’s Government Affairs Division.

    ___ Register in the NARactioncenter. The NARactioncenter is a grassrools online
    communications system which allows REALTORS® to say informed about NAR's
    lobbying agenda and be involved in public policy issues critical to the real estate industry.
    The NARactioncenter enables NAR to communicate with REALTORS® and advocate
    critical issues before Members of Congress and the Administration.

    ___ Subscribe to Legislative/Regulatory Issues Update (Listserv)


    1 year on the job

    ___ Know and understand basic real estate practices. To learn the business of your members, start reading the NAR member magazine, REALTOR Magazine, regularly and search the following topics at REALTOR Magazine Online.
  • Different types of listings
  • Business relationship between broker/agent
  • Independent contractor
  • Personal assistants
  • Business climate
  • Consolidations and mergers
  • Agency relationships
  • Financing (Fannie Mae, etc.)
  • Risk management
  • MLS issues (including IDX, VOWs, REALTOR.com)
  • Technology tools (PDA, wireless MLS, etc.)
  • Data security issues
  • Member personal safety and security
  • Real estate terminology

    ___ Know your professional development opportunities. Enroll in NAR's REALTORS® Association Management Self-Study Courses to help you increase their awareness and understanding of REALTOR association management. This course is only available online. Students review or download the questions and submit their answer electronically; thus receiving instant results. Click here for more information on AE Education.
  • Attend state and national meetings, including the annual AE Institute
  • Basic computer training
  • REALTOR Certified Association Executive (RCE) designation. Click Here.
  • Spokesperson training
  • Parliamentary procedures
  • Check on scholarships available from state association and NAR
  • NAR’s REALTOR Association ManagementSelf-Study Course
  • e-Pro Course
  • RPAC Fundraising Seminar

    ___ Develop relationships with volunteer leaders
  • Conduct a preference checklist with president-elect
  • Develop a strategic planning process involving volunteer leaders. Read this REALTOR AE Magazine article: Business or Strategic, What's the Plan?
  • Resources directed to short- and long-term planning
  • Understand proper roles of staff versus volunteer leadership
  • Recognize models for associations – specifically, the REALTOR Association Models Online Planning Tool available from NAR.
  • Understand political dynamics and relationships between current and former leadership

    ___ Know your role in NAR’s Organizational Standards for Associations (certification materials are automatically transmitted electronically to local associations from NAR)


    To print this list, Click on the PRINT FORMAT button below.


    GUIDE CONTENTS:

     New AE Guide Home Page
     Checklist for New Chief Staff Executives
    Advice From Your Peers
    Important Definitions and Acronyms
    Essential NAR Policies and Procedures
     Get to Know the NAR Staff
     References and Resources
    What Is NAR?
    How to Get Involved in NAR Committees
    Enhance Your Career With AE Education
    Association Human Resources and Staffing
    Updated: 10/4/04
 
 

 




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