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!