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Club Roles & Responsibilities

» President
» Vice President
» Secretary
» Treasurer
» Membership Chair
» Communications Chair
» Program Chair
» Young Alumnae Representative
» ALANA Representative
» Regional Alumnae Council
» Succession Planning

President

  • Resides in the club’s region
  • Leads the club/group and acts as liaison among club/group members, the Alumnae Association, the College’s administrative offices, and the Clubs Committee
  • Presides at all club/group meetings and over the executive committee, when one exists
  • Mentors new club/group volunteers and ensures continuity by providing opportunities for new leaders
  • Exercises overall financial responsibility for the club/group; co-signs bank accounts with club/group treasurer
  • Oversees the schedule of events and appoints others as needed
  • Approves all club/group communications
  • Sends out at least one newsletter per year
  • Informs the Alumnae Association and the regional Clubs Committee liaison about club/group activities
  • Submits, annually, the Summary of Meetings and Activities report (Form A) and the Slate of Officers report (Form B)
  • If there is no treasurer, files an annual financial report (Form C) to the Alumnae Association (for clubs/groups with an EIN, the Alumnae Association must file Form 990 on their behalf with the IRS each year)
  • When completing term as president or stepping down before term is over:
    • Helps transition new president to office and makes sure all official records are transferred
    • Updates her status with the bank so that she is no longer co-signer of the account
    • Notifies the Alumnae Association

Vice President

  • Acts for the president upon request or in her absence
  • Serves as chair of programs, ways and means, or any other committee as needed

Secretary

  • Keeps a permanent record of minutes of all club/group and executive committee meetings
  • Keeps a complete, up-to-date membership list, if no membership chair is elected
  • Notifies members (or alumnae in area) of the year’s programs and meetings
  • Reports all changes of address promptly to Alumnae Information Services
  • Sends copies of all club/group mailings to the director of international and domestic clubs and the regional Clubs Committee liaison

Treasurer

  • Receives all club/group money, including dues, gifts, and receipts from fundraising projects, and maintains appropriate bank accounts in the name of the club/group
  • Pays all bills after approval by the president or the executive committee
  • Keeps an accurate record of all financial transactions
  • Files an annual financial report (Form C) to the Alumnae Association (for clubs/groups with an EIN, the Alumnae Association must file Form 990 on their behalf with the IRS each year)
  • When completing term as treasurer or stepping down before term is over:
    • Helps transition new treasurer to office and makes sure all official records are transferred
    • Updates her status with the bank so that she is no longer co-signer of the account
    • Notifies the Alumnae Association

Membership Chair

  • Welcomes new members and invites them to club/group activities
  • Maintains a membership list
  • Encourages members to update their contact information online or with Alumnae Information Services or sends updates on their behalf
  • May solicit new members by requesting payment of club/group membership dues

Communications Chair

  • Writes/edits communications including enewsletters, invitations, and broadcast emails
  • May also serve as the website coordinator or oversee web coordinator

Program Chair

  • Plans and organizes events
  • May create ad hoc committees for the planning and execution of events
  • Serves as the primary source for event information
  • Serves as the primary source for event information
  • When needed, provides a list of events for inclusion in a newsletter and in the annual Form A—the Alumnae Association’s annual club activities report
  • Coordinates with the alumnae admission representative(s) to plan events for prospective students

Young Alumnae Representative

  • Serves as contact for all young alumnae
  • Designs programming that would be of interest to young alumnae
  • Acts as liaison between young alumnae and the club/group’s board/officers
  • Works to increase membership and attendance of young alumnae at events

ALANA Representative

  • Fosters outreach to African American, Latina, Asian American, and Native American (ALANA) constituents
  • Determines programming needs and interests of ALANA constituents
  • Works with the president and program chair to incorporate the interests of area ALANA alumnae

Regional Alumnae Council

Spearheaded by the Clubs Committee, the Regional Alumnae Council began in 2010 and is the primary means of training alumnae club volunteers. The council is held each year in a different region of the country with the objective of promoting and maintaining effective communications among the alumnae leadership of clubs and groups. Clubs Committee members facilitate training and discussion sessions. When possible, the College president and/or the Alumnae Association president address the delegates.

Clubs/groups from the region where council is being held are invited to participate. The president of each selected club determines which members of the board should attend the training conference. Each club is allotted two participants paid for by the Alumnae Association and may elect to include up to two more at the club’s expense.

Succession Planning

Recruiting and training new leaders is one of the most important duties of a club/group’s leadership. There are many ways to ensure a smooth succession:

  • Soon after the slate for the coming year has been filled, a new nominating committee should be in place and working on the next year’s slate.
  • If the club/group is too small to have a nominating committee, the current officers should identify leaders for the next year as soon as they take office.
  • Send new volunteers to Regional Alumnae Council for training.
  • Review the volunteer histories of members in the area for potential candidates.
  • Present volunteer positions as an opportunity to gain skills, meet new people, and support the College and the Alumnae Association.
  • Host a mid-year event to meet members and encourage them to volunteer for a small project.
  • Be creative with titles and positions. (e.g., co-presidents, co-editors, etc.)
  • Provide clear job descriptions to potential leaders.
  • Have a board-turnover event so that records are transferred and positions are discussed.