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Wellesley Clubs: Who We Are and What We Do

Wellesley Clubs: Who We Are and What We Do. Karen Kerns ’97 Sr. Assistant Director of Alumnae Groups/Shared Interest Groups Jessica Johnston ’09 Assistant Director of Clubs. The Alumnae Network. Wellesley. Our Mission. To connect alumnae to the College and to each other.

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Wellesley Clubs: Who We Are and What We Do

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  1. Wellesley Clubs: Who We Are and What We Do Karen Kerns ’97 Sr. Assistant Director of Alumnae Groups/Shared Interest Groups Jessica Johnston ’09 Assistant Director of Clubs

  2. The Alumnae Network Wellesley

  3. Our Mission To connect alumnae to the College and to each other

  4. Why have a Wellesley Club? • Nurture friendships among alumnae • Provide a forum through which women can share career and life experiences • Promote lifelong learning through educational programs • Assist Admissions by inspiring and connecting with qualified high school students • Enhance Wellesley’s image through community involvement

  5. World Wide Wellesley • There are approx. 85 active clubs and 30 key alumnae contacts around the world • There are clubs or key contacts in 45 states and 32 international countries

  6. Club Models Model A: Small, geographically diverse, and/or in temporary hibernation, or just forming Model B: Medium, urban, suburban, or a growing club Model C: Urban or suburban, mature club Model D: Large, urban club

  7. BIG & small Largest Clubs Smallest Clubs Reading, PA – 20 Nebraska – 38 Memphis – 41 Arkansas – 60 Winchester, MA – 63 • Boston – 4573 • New York – 2623 • D.C. – 2138 • San Fran – 1228 • Los Angeles – 807 • Chicago – 796 • Philadelphia – 727

  8. Our Club Leaders

  9. Our Club Leaders

  10. Club Life Cycle Active! Active! Board building Board dissolution In need of strong leaders

  11. Leadership

  12. Characteristics of a Club Leader • Dedicated • Inspiring • Builds a strong board • Organized • Able to listen • Team player • Able to delegate • Warm and welcoming • Has an eye on the future

  13. Build a Strong Board • A strong board is key! • Leader without a strong board = burnout • A strong board will help with recruiting new volunteers • Board diversity – age, ethnicity, talents • Recognize efforts and accomplishments

  14. Delegate Responsibility • You don’t have to do it alone or do it all! • Try co-presidents • Delegation works best face-to-face • Encourage attendance at meetings

  15. Develop a Successor • Have a plan • Follow term limits • Develop a mentor/shadow program • Use a nominating committee

  16. Membership

  17. Definitions • All alumnae are members of WCAA • Member of club • All alumnae are members • Attended Wellesley? You’re a member! • Emotional component of membership • Some alumnae are dues-paying members • Paid your dues? You’re a member! • Financial component of membership

  18. Increasing Membership • Make the Wellesley connection! • Emotional component • Financial component • Promote the benefits of membership • “Why should I be a member of the club?”

  19. Increasing Membership • Establish a membership goal • Have a Membership Chair or Committee on your board to work towards that goal • Host quality and innovative programs • Target current students – they will be alumnae soon!

  20. Increasing Membership Reconnect Retain Recruit lapsed members currentmembers newmembers

  21. Soliciting Dues • Make the emotional connection • Explain financial benefit of membership • Make it easy to pay dues! • Newsletters and pre-printed envelopes • PayPal • List members • Target communications • Dues and donations are tax-deductible

  22. Programs

  23. Types of Programs • Social • Educational • Faculty Speaker • Book clubs • Admission • AAR • Book Awards • Networking/Career • CWS • Service • Fundraising

  24. Increasing Program Participation • Host fun, innovative programs • Keep costs low • Member vs. non-member rate • Young alum rate • Anchor events • Sub-clubs • Use decade and geographic chairs • Make it easy to RSVP and pay • Target young alums • Use all available communication tools

  25. Reporting Club Finances • WCAA and all clubs are 501(c)(3) non-profit organizations • All clubs must submit a financial report to the WCAA on a yearly basis • New IRS requirement: All clubs must file directly with the IRS using Form 990EZ

  26. Communications

  27. FAQs • How do I notify Wellesley of a change to an alum’s contact info? • How do I get a list, set of mailing labels, and a directory? • How do I send a broadcast email? • How can I use social networking sites to connect with alumnae? • What are my options for a club web site?

  28. Answers to FAQs Club Resources web page:

  29. Data on Demand • New self-service tool • Create and download your own club lists and labels

  30. The Club Newsletter • cheerful letter from president • board member list with contact info • club email and website • board bios • inspiring articles – build the network! • membership information • upcoming events • photos and reports from past events • admission info • custom logo • how to update one’s info with Wellesley

  31. Broadcast Emails

  32. Social Networking Find guidelines and tips on VConnect

  33. Club Web Site Options Single web page Chapter Pages Build it yourself, host it yourself

  34. E-Communications • Save some green by going green! • Environmentally-friendly • Budget-friendly • Considerations • Is this the right decision for my club?

  35. Club Surveys

  36. Does Size Really Matter?A Comparison of Small and Large Clubs Desiree Urquhart DS’99 President, Washington Wellesley Club Catherine Merrill ’88 President, Merrimack Valley Wellesley Club

  37. Merrimack Valley Wellesley Club? Catherine Merrill ’88,President WCMerrimackValley@alum.wellesley.edu

  38. Washington Wellesley Club? Desiree Urquhart DS’99, President wcwashingtondc@alum.wellesley.edu wwc.president@gmail.com

  39. Clubs by the Numbers MVWC 240 37 $850 $0 $20 WWC 2,100 421 $25,000 $2,500 Tiered: $45 Sustaining $25 Regular $15 Young Alums Free Recent Grads Alumnae in Area Dues Paying Members Annual Budget Average Gift to College Annual Dues

  40. Clubs by the Numbers MVWC WWC 4 Newsletters, 20 Emails 1 club-sponsored event per month, often more events with interest groups Events usually $15-$45, discount for young alums 84 Book Awards 13 Members of the Executive Board • 1 Newsletter, 2 Postcard Mailings, 5-ish Emails • 3 Events:  Faculty Speaker, CARE Packages, Museum Visit • All events are free • 18 Book Awards • 1 President, 1 Treasurer, 1 Book Award Chair

  41. MVWC: Take Care of Those Who Take Care of You • Dues Payers:  handwritten thank you notes, calls before every meeting • Eventers:  notes at every event for those who can't attend, follow-up email with some attachment to extend the event • MVWC Officers:  loads of lead time • Area Presidents:  Include their events in my emails/newsletter, email them when I get their mailings • Clubs Office:  Paperwork on time • Madame La Presidente:  One Goal at a Time • For 2009, get the newsletter, postcard and email processes documented and easy for others to follow.  Teach Mea Lea & Amy how to do it.

  42. WWC: Leading Powerful,Busy Wonder Women Try This For: • Club Officers – Be cognizant of schedules • Communication – Do it often via multiple media • Events – Plan variety to attract different interests • Recognition – Always thank alumnae volunteers • Mentors – Seek advice from past presidents • Meetings – Incorporate new technology • Young Alums – Embrace their energy

  43. MVWC: Getting Helpful Help is Biggest Challenge • They say 'yes' then disappear. ARRRRRGH • What I Am Doing About This: • Everyone who offers to help gets a teeny, tiny task.  If they don't do it, I have the data I need • Prioritizing what officers I really need and trying to fill only one slot.  2009:  Vice President • I'm building a pool of helpers.  I can email 15 people to help with a mailing and get 3 pairs of hands.  Folks are extremely reluctant to commit to more. • Using the by-laws to move officers who aren't helping out of office (see Clubs Handbook for text) • Considering extending the office term from 2 years to 3 because recruiting is such a bear 

  44. WWC: Time Commitment & SpaceTwo Big Challenges • When Work Trumps Club Responsibilities: • Try a little bit of something old and something new!  • Establish Co-VP positions to share the load • Have former presidents serve at-large on board • Encourage team approach to train future leaders • Create electronic protocols for easy handoffs • Reach out to retired and young alums for help • Try virtual meetings • Create Gmail accounts • Take care of you, stay positive, come to ALC!!!

  45. Any Questions?  Just Ask! Catherine Merrill '88 Catherine.Merrill@alum.wellesley.edu wcMerrimackValley@alum.wellesley.edu (978) 470-2306 Desiree Urquhart DS’99 urquha8@aol.com WCWashingtonDC@alum.wellesley.edu wwc.president@gmail.com (202) 425-8865 (Cell) (804) 224-1915 (Home)

  46. What’s Next: Today • 4:45 pm: Student Panel (JAC), Tour the Chapel, or Campus Construction Presentation (Collins Cinema) • 6:00 pm: Reception and Dinner (Campus Center) Sunday • 9:00 am: Admissions and CWS (FND 120) • 10:15 am: Conversation Cafes (FND 126 & 128) • 11:30 am: Debrief and Q&A; Tech Demos (FND 120; PNE 139) • 12:30 pm: Lunch (Campus Center)

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