alumni club leadership training september 12, 2008
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Alumni Club Leadership TrainingSeptember 12, 2008
Expectations – What should clubs be doing?
Demonstrate that the club is formed to promote the interests of the University of Kentucky and its alumni by maintaining a mutually beneficial relationship.
Conduct itself a manner consistent with the goals and objectives of the UK Alumni Association and high standards of the university.
Extend membership to include all alumni and friends of the university and hold all events in facilities where all alumni and friends are welcome on an equal basis.
Expectations, cont.Sponsor activities as outlined in the Club
Annual Report (Club Event Log) – Membership, Friendraising, Scholarship, Student Recruitment, and Athletics/Diversity/Community Service.
Submit club activities annually.Ensure that all officers and committee chairs
are members of the UK Alumni Association. (We are a membership-based organization).
Send at least one delegate to the annual Club Leadership Training Conference.
Expectations, cont.Explore ways to actively serve the university
on the local level.Explore ways to provide service to the local
community in the name of the university.
Responsibilities of the ClubClub Administrative Information
Updated list of officersAssociation fiscal year (July 1 – June 30)
Club Activity ReportComplete the online formE-mail Jill or Megan with follow-up details of
the eventFinancial Report
Annual bank statement
Responsibilities, etc.Annual Report/Club Event Log
Association staff maintains club event log based on information provided by the clubs
Be sure to periodically check the club event log throughout the year
Club presidents will receive a notice each May that all updates be made by May 31 in time for club award voting at Summer Workshop
Responsibilities, etc.Support of the UK Alumni Association
PROMOTE MEMBERSHIP!Price DifferentialMembership ScriptMembership Business Cards
Club Officers and DutiesPresident
Adhere to constitution/by-laws of club Liaison to UKAA staffChair club steering committee or board of
directorsServe as ex-officio members of all committees
President-ElectPerform duties of president in his/her absencePrepare to serve as club president during next
term
Club Officers and Duties, cont.Secretary
Take minutes of all club meetingsSend notices of all meetingsTrack attendance if necessary
TreasurerMaintain club funds, pay club obligations, keep
record of financial transactionsPrepare/maintain club budgetSend annual treasury report to UKAAServe as ex-officio member of all committees
Club Officers and Duties, cont.Board of Directors
Suggested make-up: officers, immediate past president, 6 members elected at large (3 year terms)
Chairperson – president Fill officer vacancies Arrange business for each meeting Construct annual club activity schedule Transact club leaders between meetings
Club officers and Duties, etc.Board of Directors, cont.
Committees (Suggestions) Membership Publicity Young Alumni Scholarship Activities Student Recruitment Temporary Committees (as needed)
Services Provided by the UK Alumni Association
MailingsMembership based budget ($1.75 x # of members)Cost = approx. $.40 per piece (4 color postcard, 3rd
class)Alumni List
UKAA can provide a pdf file of members and nonmembers in the club area (sorry no excel files!)
Program SpeakersWill provide campus speakers as schedules and
funds allow.Please request 10 weeks in advance.
Services Provided by the UK Alumni Association, cont.
Items for Club EventsTrinkets and trash provided upon request
Broadcast E-mailOnline request form 72 business hours to process1 per season for game watch parties
Calendar postingsAlumni events calendar
Club Financial InformationClubs are self supporting
Should have club bank accountNonprofit status
UKAA – 501(c)3 non-profit, tax-exempt organization
Local clubs, not tax exemptKeep financials up to dateTreasurer
Designee to sign checks
How to Maintain and Grow Current Club
Conduct regular officer meetingsAt least quarterly
Hold a variety of activitiesSuggestion: 2 annual events planned early in the
yearUtilize special talents & abilities of club membersEvaluate each event, noting strengths and
weaknessesAssist the university with student recruitment in
your areaAdvise UKAA of alumni information changes in
your area
How to Maintain and Grow Current Club, cont.
Keep club financially soundConsider a local club scholarship or
establishing an endowment fundRecognize and reward hard workPromote membership at all club events
Electing New OfficersDetermine length of service prior to electionDefine each officer’s role/dutiesPublicize need for new officersTake nominations and make sure candidate
accepts nomination (officers must be members)
Follow club by-lawsPass along names/contact information of new
club officers to UKAA
Things that have changedNo speaker requirementNo ticket distribution/drawing at club eventsRequired to attend club leadership training to
be eligible for club ticketsDerby glasses/memorabilia must be ordered
directly from companyAnnual report has been replaced by club
event log
Expectations of Club LeadersDeadlines are important!!!Carefully read information mailed/e-mailed
from UKAA staffSubmit information in most completed form –
will save time in long runSupport the university in everything!
ULTIMATE GOAL OF CLUBS: BE UK IN YOUR AREA!
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