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How Alumni Clubs Benefit the Association University/Annual Reporting. Alumni Club Leadership Training September 12, 2008. Expectations – What should clubs be doing?.
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How Alumni Clubs Benefit the Association University/Annual Reporting Alumni Club Leadership Training September 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 Club • Club Administrative Information • Updated list of officers • Association fiscal year (July 1 – June 30) • Club Activity Report • Complete the online form • E-mail Jill or Megan with follow-up details of the event • Financial 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 Differential • Membership Script • Membership Business Cards
Club Officers and Duties • President • Adhere to constitution/by-laws of club • Liaison to UKAA staff • Chair club steering committee or board of directors • Serve as ex-officio members of all committees • President-Elect • Perform duties of president in his/her absence • Prepare to serve as club president during next term
Club Officers and Duties, cont. • Secretary • Take minutes of all club meetings • Send notices of all meetings • Track attendance if necessary • Treasurer • Maintain club funds, pay club obligations, keep record of financial transactions • Prepare/maintain club budget • Send annual treasury report to UKAA • Serve 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 • Mailings • Membership 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 Speakers • Will 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 Events • Trinkets and trash provided upon request • Broadcast E-mail • Online request form • 72 business hours to process • 1 per season for game watch parties • Calendar postings • Alumni events calendar
Club Financial Information • Clubs are self supporting • Should have club bank account • Nonprofit status • UKAA – 501(c)3 non-profit, tax-exempt organization • Local clubs, not tax exempt • Keep financials up to date • Treasurer • Designee to sign checks
How to Maintain and Grow Current Club • Conduct regular officer meetings • At least quarterly • Hold a variety of activities • Suggestion: 2 annual events planned early in the year • Utilize special talents & abilities of club members • Evaluate each event, noting strengths and weaknesses • Assist the university with student recruitment in your area • Advise UKAA of alumni information changes in your area
How to Maintain and Grow Current Club, cont. • Keep club financially sound • Consider a local club scholarship or establishing an endowment fund • Recognize and reward hard work • Promote membership at all club events
Electing New Officers • Determine length of service prior to election • Define each officer’s role/duties • Publicize need for new officers • Take nominations and make sure candidate accepts nomination (officers must be members) • Follow club by-laws • Pass along names/contact information of new club officers to UKAA
Things that have changed • No speaker requirement • No ticket distribution/drawing at club events • Required to attend club leadership training to be eligible for club tickets • Derby glasses/memorabilia must be ordered directly from company • Annual report has been replaced by club event log
Expectations of Club Leaders • Deadlines are important!!! • Carefully read information mailed/e-mailed from UKAA staff • Submit information in most completed form – will save time in long run • Support the university in everything! ULTIMATE GOAL OF CLUBS: BE UK IN YOUR AREA!