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ALUMNICLUB MANUAL
PHI KAPPA TAU FRATERNITY AND FOUNDATION WWW.PHIKAPPATAU.ORG
PAGE 1
ALUMNI CLUB MANUAL
Phi Kappa Tau Fraternity and Foundation
Ewing T. Boles Executive Offices
5221 Morning Sun Road
Oxford, Ohio 45056
(800) PKT-1906
www.phikappatau.org
© Phi Kappa Tau Fraternity and Foundation, 2014
The Alumni Club Manual was developed by Phi Kappa Tau to assist members in creating, planning
and executing an alumni club in their area. This guide is intended for alumni leaders around the
country. Permission is granted to all Phi Kappa Tau members, undergraduate and alumni alike,
and any other parties planning a Phi Kappa Tau alumni event to copy all or parts of the Alumni
Club Manual for use in developing and executing an event within an alumni club.
PAGE 2
TABLE OF CONTENTS Forward .............................................................................................................................. Page 3
Phi Kappa Tau Dictionary .................................................................................................... Page 4
Introduction to Alumni Clubs ............................................................................................... Page 5
Networking and Development ............................................................................................. Page 6
Social and Leisure ............................................................................................................... Page 7
Civic Minded Pursuits .......................................................................................................... Page 8
Supporting an Expansion .................................................................................................... Page 9
Starting an Alumni Club .................................................................................................... Page 10
Alumni Club Flow Diagram ............................................................................................... Page 11
Step One: Contact the Executive Offices ............................................................................ Page 13
Step Two: Survey Local Alumni .......................................................................................... Page 14
Step Three: See Out Alumni Leaders.................................................................................. Page 15
Step Four: Plan a Communication Strategy ........................................................................ Page 16
Step Five: Plan and Publicize First Meeting ......................................................................... Page 17
Step Six: Select Leadership Positions .................................................................................. Page 18
Step Seven: Submit Club Petition ....................................................................................... Page 19
Templates, Resources and Ideas ........................................................................................ Page 20
Membership Recruitment ................................................................................................... Page 21
Sample: Area Alumni Contact Spreadsheet ........................................................................ Page 22
Sample: Provided Survey ................................................................................................... Page 23
Sample: Louisville Golf Scramble Email ............................................................................. Page 24
Sample: Dallas/Fort-Worth Golf Outing Email ................................................................... Page 25
Sample: Big Dog Classic Social Media .............................................................................. Page 26
Sample: Southern California Club Website ........................................................................ Page 27
Sample: Dallas/Fort-Worth Alumni Club Website ............................................................... Page 28
Sample: Club Meeting Agenda .......................................................................................... Page 29
Sample: Dallas/Fort-Worth Meeting Agendas .................................................................... Page 30
Sample: Roles and Responsibilities .................................................................................... Page 31
Sample: Dallas/Fort-Worth Board Members and Roles ...................................................... Page 33
Sample: Alumni Club Petition ............................................................................................ Page 35
Sample: Alumni Club Bylaws ............................................................................................. Page 36
Proper Branding ............................................................................................................... Page 38
PAGE 3
FORWARD
By reading this you are undoubtedly contemplating maintaining the spirit of youth by establishing
or re-establishing an alumni club in your area. There are many journeys you have made or are still
making throughout the course of your life, and we hope that continuing the Phi Kappa Tau
experience will be an exciting and fulfilling venture.
We believe alumni clubs are a fantastic vehicle to drive these desires, whether it is attendance at an
annual event or becoming a volunteer for a local chapter or colony.
After graduation, maintaining strong bonds of brotherhood happens consistently only when
dedicated members such as you are involved.
This guide will walk you through a step-by-step process that has been formed from many sources
and used successfully by our Dallas/Fort-Worth Alumni Club’s formation. At one time, this club was
at the same point you are at - wanting to involve the brotherhood and values of Phi, Kappa, and
Tau into their lives as a graduate member. Now, it is providing a range of activities for its diverse
and active membership, from networking events to golf, opera and philanthropic events.
On behalf of the membership of Phi Kappa Tau, the Executive Offices would like to thank you for
your interest in launching your club and hope that you will find the same experiences and
enjoyment that so many graduate members have found before you.
Fraternal Regards,
Wm. Tim Hudson, Truman State ’97
Chief Executive Officer
PAGE 4
PHI KAPPA TAU DICTIONARY
The Phi Kappa Tau dictionary is a concept that was created to define various functions and areas
of the Fraternity to dispel confusion and give better clarification. The following terms will better
clarify the context of alumni clubs.
ALUMNI CLUBS An alumni club shall be composed of graduate members from all chapters in a specific geographic
area and shall have a key alumnus or alumni to coordinate its activities. Its four functions can
include providing career development and networking opportunities, philanthropic- or service-
oriented activities, social or leisure opportunities, or Resident Council-related activities (supporting
a chapter or colony).
BOARD OF GOVERNORS The Board of Governors (BOG) is the general supervisory body of the chapter and is responsible to
the Domain Directors in all matters. The chapter is composed of the Resident Council and
Graduate Council, to which the Board is primarily responsible for overseeing the day-to-day
operations of the Resident Council and advising its officers.
GRADUATE COUNCILS A Graduate Council is composed of those members of the chapter who have graduated from their
respective institution, left school permanently, transferred schools, are married and/or have elected
to transfer to Graduate Council or Honorary Member status. Graduate Councils are designed
specifically for a chapter’s graduates, with the programming and activity of the council focusing on
its alumni and undergraduates alike. Each Graduate Council is allowed one voting delegate at the
biennial National Convention and can collaborate with the chapter’s Domain Director to fill its
Board of Governors.
HOUSING CORPORATIONS Housing Corporations (Housing Corp) are the groups of members that manage any and all
functions of chapter housing. They are responsible for tasks such as collecting rent and paying the
mortgage to handling house renovations and setting rent pricing.
PAGE 5
INTRODUCTION TO ALUMNI CLUBS
Before going in-depth into what an alumnus can do to
cultivate an alumni club, we must first understand the
many reasons why alumni clubs exist. Many members
conceive an alumni club as an extension of an
undergraduate chapter or a place to raise more
money for local chapters, the Phi Kappa Tau Executive
Offices or the Phi Kappa Tau Foundation. This, of
course, can turn many potential members off because
often times the only thing our graduate members have
less of than money is time.
If an alumni club’s main purpose is not to recreate the Resident Council and it is not a fundraising
arm of the Foundation, then why do they form?
There are four main purposes that drive the inception of an alumni club:
1. Networking and development
2. Social and leisure
3. Civic minded pursuits
4. Supporting an expansion
While a mature, functioning alumni club will usually encompass all four of these cylinders, it takes
only one or two of these objectives to initiate an alumni club.
The goal of an alumni club is to create a number of events to attract members from all cross
sections of interest, not to force members into events they do not feel like attending.
There may be certain members who show up for monthly lunches, while you may see other
members at the annual golf outing or the quarterly trip to the opera. Some members may get
involved for philanthropic opportunities, while others may be interested in networking and career-
development events.
You have probably already figured out which function of an alumni club you would like to help
establish, but it is important to understand all of them to reach the most brothers in your area.
Below you will find overviews and descriptions for each of the above areas. This is not an all-
encompassing description, but rather a brief synopsis for each one as different areas and clubs
prefer to engage in different activities.
“Phi Kappa Tau, by admitting me to membership, has conferred upon me a mark
of distinction in which I take just pride.”
PAGE 6
NETWORKING AND DEVELOPMENT
An alumni club of Phi Kappa Tau can provide frequent
and consistent opportunities for networking and career
development.
Networking is the lifeblood of business success.
Whether you are finding the right people for your
organization or looking for an organization to work
for, the best way to accomplish either is by working
through your personal network.
This component of an alumni club directly reflects our mission to champion a lifelong commitment
to learning and brotherhood, as well as our Cardinal Principles, Kappa and Phi.
Career networking and development activities could include, but are not limited to, the following:
“Welcome to town” activities
Mentoring by role, company or industry
Job shadowing
Résumé writing assistance
Interview preparation
Résumé circulation within the local group for job leads and ideas
Guest speakers regarding employment or professional development topics
Career speakers at networking lunches/meals
Social media engagement
Phi Kappa Tau has created a brotherhood of more than 90,000 members, all having taken the
same journey and sworn the same oath to uphold the Cardinal Principles. When you network with
Phi Kappa Tau brothers, you have a greater knowledge of that person’s values and experiences
than you might if you were talking to a random person off the street.
“I shall try always to discharge the
obligation to others which
arises from the fact that I am a fraternity man.”
PAGE 7
SOCIAL AND LEISURE
This is the most widely considered use of an alumni
club, and is many times limited in implementation.
Social opportunities most commonly consist of a few
cocktails or beverages with fellow brothers at some
local establishment. If those are the only social
opportunities you plan for, you will only reach a
small portion of your potential alumni stakeholders.
Whether it’s relaxing after a long week of work,
catching up with a few brothers over a scheduled lunch, or listening to the old “war stories” from
some of the older brothers, social and leisure events can provide a valuable service and escape for
many local Phi Kappa Tau brothers.
Social or leisure events could include, but are not limited to, the following:
Meals (e.g., breakfasts, lunches, dinners)
Happy hours
Golf (or other sport) outings
Sporting events (e.g., NFL, MLB, college athletics, etc.)
Symphonies, operas, summer musicals
Family-friendly events (e.g., picnics, carnivals, fairs)
Founders Day activities
Social or leisure outings with our brothers can help us “retain the spirit of youth,” which is a key
concept in attaining our mission of a lifelong commitment to brotherhood, and our Cardinal
Principle Phi.
“I believe in the brotherhood for which it stands.”
PAGE 8
CIVIC MINDED PURSUITS
Part of Phi Kappa Tau’s nature is teaching young
men the importance of giving back to their
community. As our members age, they increasingly
become involved in endeavors that are service or
philanthropic in nature. It is only natural to want to
share in those endeavors with brothers as they did in
college.
A great way to begin these efforts is with Phi Kappa
Tau’s service initiative, the Founders Month of Service. To honor our Founders, during the month of
March all members (undergraduates and alumni) log their hours and projects to see how many
hours of service and dollars for charity we can raise. For more information, visit
www.phikappatau.org/fmos.
The club’s service or philanthropic projects can be local, regional, national, or even international.
In the past groups have built a wheelchair ramp for a local establishment, partnered with regional
chapters in service functions, raised money for Phi Kappa Tau’s national philanthropy—SeriousFun
Network (formerly known as the Association of Hole in the Wall Camps) for children with life-
threatening illnesses, and even funded a brother’s non-profit organization supporting education in
the Congo.
When our efforts are combined under the umbrella of Phi Kappa Tau, the sky is truly the limit for
positive change we can create in the world.
Service projects could include, but are not limited to:
Founders Month of Service events
Golf outings to raise money for local or national charity
Volunteering for a local organization such as First Tee
Sponsoring a local philanthropic event
Volunteering at a SeriousFun camp
Pairing with a local chapter for a service event
This section of an alumni club pays tribute to our mission to champion a lifelong commitment to
exemplary character, as well as our commitment to universal fellowship.
“I shall be a good and
loyal citizen.”
PAGE 9
SUPPORTING AN EXPANSION
Sometimes an alumni club is formed to incite or
support an upcoming expansion of Phi Kappa Tau at
a local university or college. While this function is
more closely tied to the Executive Offices, this does
not mean that a club supporting an expansion will be
run by staff members.
The club can form to support the expansion effort, or
it might already be in operation and decide to help
the expansion in whatever capacity its members see fit.
While the effort may or may not be for your chapter, it may re-engage some members that would
like to work with undergraduates, but are too far from their own chapter to be able to do it. It may
also support the chapter as it re-engages some individuals and gets them interested in their own
ties to the chapter once more.
Expansions are important to the long-term growth and sustainability of Phi Kappa Tau. As we raise
our standards for young men through standards assessment and risk management policies, we
lose a few chapters each year that have forgotten their dedication to our Cardinal Principles and
the meaning of our mission.
Ways an alumni club can support an expansion are as follows, but are not limited to:
Providing potential volunteers (BOG members, Domain Directors, Housing Corp, etc.)
Providing mentoring to undergraduate colony members
Inviting older members to career development and networking events
Attending homecoming and other chapter-sponsored activities
Providing fundraisers or other events to help the expansion effort
Serving as a local/functional mentor
Through expansion, we can nurture and develop a chapter that has members with new ideas and
a better understanding of the purpose of Phi Kappa Tau. The alumni club can be an important
partner in the growth of these young men.
“I shall be loyal to my college and my chapter, and shall keep strong my ties to
them that I may ever retain the spirit of youth.”
PAGE 10
STARTING AN ALUMNI CLUB
Now that we have explored the four major operational areas of an alumni club, the following
pages will reflect a seven-step process for beginning and growing an alumni club at a grassroots
level.
Keep in mind that these steps act as guidelines and a rough process for you to follow; do not think
you have to accomplish everything as outlined in this guide. This resource is just a way to guide
you on your quest of building a functional, successful alumni club.
SEVEN STEPS TO START AN ALUMNI CLUB
1. Contact the Development Coordinator at the Executive Offices
2. Survey local alumni and provide local alumni listings
3. Seek out alumni leaders
4. Plan communication strategy
5. Plan and publicize first meeting/create loose board of leaders
6. Slate positions
7. Send club petition to the Executive Offices
PAGE 11
ALUMNI CLUB FLOW DIAGRAM
I want to start an alumni club!
Seek Out Alumni Leaders
Contact Executive Offices
Survey Local Alumni and Provide Local Alumni Listing
Career Networking and Development
Social, Leisure and Cultural Opportunities
Philanthropy and Service
Expansion/Chapter Support
Obtain Area Alumni Listing
Include Alumni Survey Linked in Email
Obtain Alumni Survey
Send Explanatory E-mail to Area Alumni
Send Explanatory E-mail/Set up 15 Minute Phone Calls
Gain Referrals/Advice
PAGE 12
Plan and Publicize First Meeting
Send Petition to Executive Offices
Slate Officer Positions
Plan Communication Strategy
Create LinkedIn Group
Create Facebook Group
Create E-mail Communication
Get Website from Executive Offices
Recruit Potential New Members
Locate a Meeting Space
Pick a Date and Time
Publicize Using Communication Strategy
Hold Formal Meeting
Fill Out Petition
PAGE 13
STEP ONE: CONTACT THE EXECUTIVE OFFICES
WHO DOES THIS? You or another interested alumnus.
WHAT AM I DOING? You are looking for the development coordinator at the Phi Kappa Tau Executive Offices. Explain
that you are interested in starting an alumni group in your area, and provide your name and
contact information so that the Executive Offices staff can follow-up accordingly and provide you
all the resources and information you need to be successful.
The Executive Offices staff will provide you with a list of alumni in your area, along with contact
information.
WHERE CAN I GET HIS/HER PHONE NUMBER? You can find a staff member’s phone number, extension and email address on the “Contact” page
at www.phikappatau.org/contact.
WHEN SHOULD I DO THIS? Whenever you want to explore or take the first step of beginning an alumni club.
WHY AM I DOING THIS? To form an alumni club, you must let the National Fraternity know and keep them in the loop as it
is a formal subsidiary organization of the Fraternity. Additionally, the Executive Offices has a wide
range of information and can help you figure out who is in your area. Plus, it allows the Executive
Offices to keep more accurate records as well.
HOW DO I DO THIS? Pick up the phone and dial (800) PKT-1906.
PAGE 14
STEP TWO: SURVEY LOCAL ALUMNI
WHO DOES THIS? You or another interested alumnus.
WHAT AM I DOING? You are building a short 10- to 15-question survey to send to all area alumni in the spreadsheet
sent to you by the Executive Offices. Create a deadline (approximately a month) for members to
complete the survey and send several reminder emails throughout the month to ensure maximum
completion.
When the survey is completed, you can use the information to help form initial events, officers and
interest in the emerging club.
WHEN SHOULD I DO THIS? As soon as you have received the area alumni contact information spreadsheet and have built the
survey.
WHY AM I DOING THIS? This step furthers the alumni club building process in several ways. By providing a survey to area
alumni regarding activities or areas of participation they might be interested in (see four cylinders
of an alumni club), you are getting direct feedback for what may be feasible or desired for some
initial club events.
Another benefit of this survey is that you may be able to find some initial volunteers to help the club
get organized and hold events.
A final benefit is that area alumni may recognize friends or chapter brothers in the area and begin
building their own network, which may in turn lead to more participation in the club.
HOW DO I DO THIS?
1. Create a listserv of area alumni email addresses
2. Contact Executive Offices for access to Area Alumni Survey
3. Send survey link to area alumni contact information through alumni listserv
4. Compile and analyze survey data (the Executive Offices can help if desired)
PAGE 15
STEP THREE: SEEK OUT ALUMNI LEADERS
WHO DOES THIS? You or another interested alumnus.
WHAT AM I DOING? You are reaching out to leaders in all facets of the Phi Kappa Tau community to introduce yourself
and begin building relationships. These leaders could be past or present regional or local
volunteers, chapter officers, Hall of Fame members, National Council or staff members.
The Executive Offices can provide local and regional leaders’ names and contact information, plus
those leaders may also know of other leaders to contact in the area as well.
WHEN SHOULD I DO THIS? During or after the survey of area alumni.
WHY AM I DOING THIS? These leaders may want to get involved in some capacity with the upstart effort, or know some
members who would be interested in helping the effort. At the very least, they are a great resource
to connect and build relationships so that later these leaders may encourage participation and
communication in club activities.
HOW DO I DO THIS? Write a personal email or give a phone call to each leader to:
1. Introduce yourself
2. Describe your goals for the club
3. Discuss completion/results of area survey
4. Inquire as to level of interest of leader, if any
5. Ask for any questions/advice leaders have for events or progress
6. Thank them for their time
PAGE 16
STEP FOUR: PLAN A COMMUNICATION STRATEGY
WHO DOES THIS? You and a few assorted volunteers or a committee.
WHAT AM I DOING? You are building a cross-platform way to communicate to area alumni and those who have
expressed interest in the alumni club. This would include, but is not limited to: template emails,
LinkedIn Group, Facebook Group and website.
WHEN SHOULD I DO THIS? The planning process should begin immediately after the survey has been analyzed and a core
group of two to four volunteers have been identified to help create the communication strategy.
Although there is no timetable for the creation of this strategy, a good goal is two to three months.
WHY AM I DOING THIS? This step is crucial because it is laying the groundwork for all future communication for the alumni
club. Not only will this help you with recruitment through various social media and electronic
outlets, it gives the club a structure to keep communication at a high level once it is officially
formed and holding events.
HOW DO I DO THIS? There is no required way to build this strategy; it is up to you and your fellow volunteers to decide
how and where to communicate with your area alumni.
During this process, you are first recruiting people to help you and then finding items they can
work on. This runs contrary to how many people want to recruit, which is to describe the job first
and then find the right person.
The Executive Offices can provide you with template emails and a website, if desired. The Executive
Offices can also connect you with other alumni clubs should you have questions about building
Facebook or LinkedIn groups.
PAGE 17
STEP FIVE: PLAN AND PUBLICIZE FIRST MEETING
WHO DOES THIS? You and/or two to four other volunteers.
WHAT AM I DOING? You are setting up a date, time and location for the first alumni club meeting. You are producing
an agenda for that meeting and using your communication strategy to publicize it.
WHEN SHOULD I DO THIS? After your communication strategy has been created, give at least one to two months of lead time
to mass market the first meeting to your alumni.
WHY AM I DOING THIS? The first meeting will be the springboard to future operations of the alumni club. Having already
surveyed alumni, created relationships with area leaders and developed a communication strategy,
it is now time to leverage all of those parts and relationships. If you can produce a fair to excellent
turnout at the first function/meeting, you can use that momentum to propel the club forward.
HOW DO I DO THIS? First, you must pick a date, time and location for the meeting. A key to this is to use a hook to
drum up attendance. This could be a Founders Day gathering, holidays such as Memorial Day or
the Fourth of July, or any other local or area event that you believe will pique the interest of our
alumni.
Once a date has been set, look for alumni who own or run restaurants, office space or are part of
a country club or other clubs (like the Eagles or Elks clubs) to which you can use the space for the
meeting.
Once the date, time and location have been cemented, create an agenda for the meeting and
invite a local speaker to attend.
After all that is done, talk to area leaders and use your communication strategy to begin mass
marketing the meeting to your area alumni. Make sure to include the agenda and speaker on your
communications.
PAGE 18
STEP SIX: SELECT LEADERSHIP POSITIONS
WHO DOES THIS? The initial club members.
WHAT AM I DOING? Temporarily filling created positions to keep club function growing.
WHEN SHOULD I DO THIS? During the second meeting, which should occur within three months of the first meeting.
WHY AM I DOING THIS? To maintain long-term function, the alumni club has to have elected officers directing it. While
members may not yet be ready for the full commitment of a year-long office, by creating
temporary chairs you allow for the club to keep growing while giving the club six months to recruit
replacements for the chairs (if being replaced is desired).
HOW DO I DO THIS? At the meeting you fill seats by volunteering or a simple majority election, if necessary.
PAGE 19
STEP SEVEN: SUBMIT CLUB PETITION
WHO DOES THIS? Club president, vice president or treasurer.
WHAT AM I DOING? Filling out the official alumni club petition and sending it electronically to the Executive Offices at
WHEN SHOULD I DO THIS? After the club has slated positions, held one formal meeting and filled out the official alumni club
petition.
WHY AM I DOING THIS? The Executive Offices can be a very useful resource in the creation and growth of your area alumni
club. To better help your alumni club, the Executive Offices asks to have the club’s leadership
contact information for its records and enough people to be able to successfully grow the club.
HOW DO I DO THIS? Email the petition to Angie Van Winkle, Administrative Assistant-Foundation, at [email protected].
PAGE 20
TEMPLATES, RESOURCES AND IDEAS
PAGE 21
MEMBERSHIP RECRUITMENT
The most important thing to remember when attempting to recruit alumni club members is that
alumni come in all ages and stages of life. What is appealing to the recent graduate will often not
appeal to the retirement-age alumnus. In order to recruit across all of the ages and stages of life,
groups must plan events and activities that will appeal to the different needs and desires of alumni.
A generalization of the different ages and stages of life, along with corresponding interests follows:
AGE STAGE/INTERESTS
25-30 Recent Graduate
May be new to area
Usually have no children
Unmarried or newlywed
Social and networking opportunities are selling points
30-40 Thirty-Somethings
Career advancement a top priority
Usually married with young children
Educational and professional development opportunities are important
40-50 Settled Mid-Lifers
Career track firm
Family-oriented events, educational and professional-development
opportunities and community service are selling points
50-60 Empty Nesters
Close to high point in career
Children leaving home
Professional development and community service are selling points
60-70 Retirement-Aged
May have more spare time
Children usually on their own; may have grandchildren
Vocational interest and personal expertise may appeal to these alumni
70+ Retired
Involvement may slow
Enjoy consistent contact
Social opportunities, helping younger alumni are appealing
These are generalizations and will not reflect the interests of all alumni in any category. The best
way to determine the interests of an alumnus is to ask him. Another important factor to consider in
recruitment is participation. Successful alumni clubs realize that only a small core group will be
very active and participate in the vast majority of club events. Most members will be moderately
active and attend only several events each year.
Clubs should keep this in mind and refuse to measure the success or failure of the club on the
number of members attending each event. Conversely, the measure of success for an alumni club
should be the number of total members and the quality of each event. All alumni should be
embraced and continuously contacted by the club.
The final aspect of recruitment is persistence. While most of the club’s or recruitment efforts should
be concentrated at the end and beginning of each fiscal year, regular updates from the club can
be successful in generating mid-year members. Clubs should send information through a
newsletter, postcard, email or by phone to all area alumni on a quarterly basis. Nothing sells the
benefits of membership more effectively than publicizing the great events non-members miss. Let
them know what they are missing by not being involved.
PAGE 22
SAMPLE: AREA ALUMNI CONTACT SPREADSHEET
CHAPTER FIRST LAST E-MAIL HOMEPHONE WORKPHONE CELLPHONE ADDRESS CITY ST ZIP
Beta
Chi Ray Sophie [email protected]
334-564-
7465
334-564-
7465
334-564-
7465
123
Main
Street
Oxford OH 45056
Delta
Theta Tyler Wash [email protected]
213-756-
4654
213-756-
4654
213-756-
4654
543
West
Street
Hamilton OH 45065
Epsilon Alex Koehler [email protected] 213-756-
5643
213-756-
5643
213-756-
5643
745
Rose
Lane
Hamilton OH 45065
Zeta
Beta Jason Sweet [email protected]
556-563-
0098
556-563-
0098
556-563-
0098
68
Fourth
Street
Oxford OH 45056
Beta
Iota Matt Marone [email protected]
213-756-
1001
213-756-
1001
213-756-
1001
PO Box
112
Oxford OH 45056
Kappa Marty Dunning [email protected] 422-387-
3948
422-387-
3948
422-387-
3948
23
Cherry
Lane
Oxford OH 45056
PAGE 23
SAMPLE: PROVIDED SURVEY
To view this sample online, visit http://www.surveymonkey.com/s/WZ9YD8F.
PAGE 24
SAMPLE: LOUISVILLE ALUMNI CLUB GOLF SCRAMBLE EMAIL
PAGE 25
SAMPLE: DALLAS/FORT-WORTH ALUMNI CLUB GOLF OUTING EMAIL
PAGE 26
SAMPLE: ALUMNI CLUB EVENT SOCIAL MEDIA
PAGE 27
SAMPLE: SOUTHERN CALIFORNIA ALUMNI CLUB WEBSITE
PAGE 28
SAMPLE: DFW ALUMNI CLUB WEBSITE
PAGE 29
SAMPLE: ALUMNI CLUB MEETING AGENDA
PAGE 30
SAMPLE: DFW CLUB MEETING AGENDAS
OXFORD ALUMNI CLUB FALL 2024 MEETING AGENDA
Noon, Skyline Chili
Jan. 1, 2024
I. Opening of Meeting (This could be a speaker or other type of activity or event)
II. Officer Reports a. Chairman b. Vice Chairman c. Finance Chairman d. Networking Chairman e. Social/Cultural Chairman f. Athletic Events Chairman g. Public Relations Chairman h. Technology Chairman
III. Old Business
IV. New Business
V. Open Discussion
VI. Closing of Meeting
(Could end with creed or other Phi Kappa Tau purpose statement)
PAGE 31
SAMPLE: ROLES AND RESPONSIBILITIES
PRESIDENT Time commitment: 3-4 hours per month
Preside at quarterly meetings; report on strategy and direction, goals and
accomplishments.
Develop and lead initiatives to increase alumni interaction and participation.
Build and maintain relationship with National Fraternity and Foundation.
Build and maintain relationships with outside stakeholders in the community.
VICE PRESIDENT Time commitment: 3-4 hours per month
Schedule quarterly meetings, making all arrangements with site personnel.
Develop programming (speakers, presentations, etc.) for at least two of the four quarterly
meetings.
Assist chairman in driving completion of action items.
Formulate meeting agenda with each officer’s report prior to quarterly meeting.
Take minutes of each meeting.
FINANCE CHAIRMAN Time commitment: 2 hours per month
Keep financial records of all club activities, earnings and savings.
Report on financial outlook of club.
Develop method of accumulating funds for operations/communications (collecting money
via credit card, establishing pseudo-dues, etc.)
Assist officers with collection, payment, and financial needs for events or other approved
items.
NETWORKING CHAIRMAN Time commitment: 3-4 hours per month
Recruit alumni to networking committee.
Set up at least two networking events per year for alumni and graduating seniors in area.
Develop strategies to recruit area alumni and graduating seniors from nearby chapters to
alumni club.
PAGE 32
SOCIAL/CULTURAL CHAIRMAN Time commitment: 2-3 hours per month
Set up at least one social/cultural event per year for members and their spouses or
significant others.
Set up at least one social/cultural event per year that is family-oriented.
Set up at least one event per year that is philanthropic or service-oriented in nature.
Set up at least one additional social or cultural event for members to attend.
ATHLETICS CHAIRMAN Time commitment: 1-2 hours per month
Set up at least three annual sporting event outings for members and their families.
PUBLIC RELATIONS CHAIRMAN Time commitment: 3-4 hours per month
Provide public relations support to local undergraduate chapter and national and
Foundation audiences.
Serve as group's historian.
Provide articles for website with news and member information.
Manage club’s social media outlets.
Assist networking chairman with recruitment of area alumni to events and meetings.
TECHNOLOGY CHAIRMAN Time commitment: 1-2 hours per month
Maintain website, member database and email list.
Send out member emails/other content distribution.
Assist with updating content to website.
Keep website current and look for new applications to help engage overall group.
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SAMPLE: DFW ALUMNI CLUB BOARD MEMBERS AND ROLES
POSITION: PRESIDENT
Develop and lead initiatives to increase alumni interaction and participation.
Preside at meetings; report on strategy, direction, goals and accomplishments.
Receive reports from committee chairmen at meetings.
Maintain contact with National Fraternity and Foundation.
Maintain contact/awareness of inter-fraternity organizations throughout your area.
Appoint additional committee chairman; coordinate committee overlap.
POSITION: VICE PRESIDENT
Schedule monthly meetings, making all arrangements with site personnel.
Develop programming (speakers, presentations, etc.) for at least two upcoming meetings.
Recruit at least two active committee members, change as needed.
Assist chairman in driving completion of action items.
POSITION: FINANCE CHAIRMAN
Manage money, keep bank account, report.
Develop method of accumulating funds for operations/communications (collecting money
via credit card, establishing pseudo-dues, etc.).
Assist golf, events and social board members with collection, payment and financial needs.
POSITION: COLONY EXPANSION CHAIRMAN
Coordinate efforts to support local colonization efforts.
Serve as point of contact for regional leadership programming, etc.
Manage specific programs and activities to obtain success.
Provide monthly updates for the website and meetings.
Produce and manage a “What it is Going to Take?” action item list to start a new colony.
Recruit committee members to assist.
POSITION: GOLF CHAIRMAN
Schedule and lead two golf outings per year with a focus to bring members together, raise
money for the alumni club’s charity, and provide a potential vehicle for recruiting potential
undergraduate students.
POSITION: EVENTS/ACTIVITIES CHAIRMAN
Schedule and lead at least one event per year with a focus to bring members together
(including their spouses); raise money for the alumni club’s charity/colony expansion.
Assist social chairman with Homecoming event(s).
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POSITION: SOCIAL CHAIRMAN
Coordinate at least two non-luncheon events (nights, weekends) per year involving
members and spouses/families.
Lead Homecoming event(s).
POSITION: PUBLIC RELATIONS CHAIRMAN
Provide public relations support to local undergraduate, chapter, national and Foundation
audiences.
Serve as alumni club’s secretary/historian.
Provide member and news stories for website.
Assist vice chairman with luncheon speakers.
POSITION: TECHNOLOGY CHAIRMAN
Maintain website, member database and email list.
Send out member emails/other content distribution.
Assist with updating website content.
Keep website current and look for new applications to help engage overall group.
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SAMPLE: ALUMNI CLUB PETITION
Whereas, the undersigned Graduate Council members in good standing with the Phi Kappa Tau
Fraternity desire to encourage all alumni of the _____________ area to take an active role in
advancing the interests and Cardinal Principles of their Fraternity; and
Whereas, the undersigned alumni believe in the virtue and commitment of championing a lifelong
commitment to learning, brotherhood, ethical leadership and exemplary character; and
Whereas, the undersigned Graduate Council members affirm their belief that the mark of
distinction and spirit of brotherhood for which Phi Kappa Tau promotes ever maintains the spirit of
youth; and
Whereas, the undersigned Graduate Council members desire to form an alumni club in
accordance with the Constitution and Statutes of Phi Kappa Tau Fraternity to achieve these ends in
their lives as well as their brothers.
Therefore, Be It Resolved, that the undersigned alumnus members of the Phi Kappa Tau Fraternity,
do hereby petition the Phi Kappa Tau Executive Offices, pursuant to Constitution and Statutes of Phi
Kappa Tau Fraternity, to charter to the _____________________________ Alumni Club of Phi Kappa
Tau; and
Be It Further Resolved that the aforesaid club will obey the Constitution, Statutes, policies, laws and
regulations of Phi Kappa Tau Fraternity and Foundation and conform to all requirements thereof.
Signed this _______ day of ___________________, Two thousand and ______.
Name: Signed:
Name: Signed:
Name: Signed:
Name: Signed:
Name: Signed:
Name: Signed:
Name: Signed:
Name: Signed:
Name: Signed:
Name: Signed:
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SAMPLE: ALUMNI CLUB BYLAWS
_______ Alumni Club of Phi Kappa Tau Bylaws
ARTICLE I—PURPOSE The purpose of the _____ Alumni Club of Phi Kappa Tau, hereafter referred to as the club, is to
provide social, recreational, community service, involvement, educational and professional
development opportunities for all Phi Kappa Tau alumni living in the _____ area.
ARTICLE II—MEMBERSHIP Membership of the club shall be open to any alumnus of Phi Kappa Tau Fraternity living in the
_____ area and in good standing with the Fraternity.
ARTICLE III—FINANCES The fiscal year of the club shall be January 1 through December 31.
ARTICLE IV—MEETINGS
SECTION 1. REGULARITY OF BUSINESS MEETINGS
Business meetings shall be held on a bi-monthly basis during the fiscal year. A minimum of four
business meetings shall be held during each fiscal year.
SECTION 2. QUORUM
Quorum shall be defined as the number of members present at a regular business meeting.
SECTION 3. VOTING
Only current members present at a regular business meeting may vote on business matters of the
club. No vote may be cast by proxy.
SECTION 4. PROCEDURE
All procedural matters will be determined by generally accepted rules of parliamentary procedure.
ARTICLE V—OFFICERS
SECTION 1. ELECTED OFFICERS
The elected officers of the Club shall include the president, vice president, secretary, and treasurer.
Officers shall be elected to the last meeting of the fiscal year.
SECTION 2. APPOINTED OFFICERS
Appointed officers of the club shall include vice president for membership, vice
president for service, vice president for social and vice president for programs. The
president shall appoint these officers within two weeks of election.
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SECTION 3. OTHER OFFICERS
The president may appoint other officers from time to time as the need arises.
SECTION 4. TERM OF OFFICE
The term of each office shall correspond to the fiscal year as defined in Article III, Section 1.
ARTICLE VI—DUTIES OF OFFICERS
SECTION 1. GENERAL DUTIES
It shall be the general responsibility of the officers to act as and for the club in the advisement and
direction of the financial, organizational and programmatic affairs of the club. In addition, it is the
duty of each officer to strive toward the purpose of the club as outlined in Article I.
SECTION 2. PRESIDENT
The president shall preside over all regular and special meetings of the club, direct and carry out
the policies of the club, and oversee the general workings of the club. He shall act on behalf of the
club in all appropriate activities and provide written agendas for all business meetings.
SECTION 3. VICE PRESIDENT
The vice president shall serve in absence of the president. In addition, he shall direct and
coordinate any of the appointed officers of the club.
SECTION 4. SECRETARY
The secretary shall maintain a roster of all current club members as well as a file of all ______ area
alumni. In addition, the secretary shall record and report the minutes of all regular and special
meetings. Finally, the secretary shall coordinate notices, invitations, and other correspondence to
club members and the Executive Offices.
SECTION 5. TREASURER
The Treasurer shall administer all revenues and disbursements of the club. He shall prepare a
yearly budget and report on the financial status of the club at each business meeting. Finally, he
shall complete and file all appropriate tax forms with the government.
SECTION 6. APPOINTED OFFICERS
Appointed officers are responsible for planning, directing, and implementing the specific
program areas delegated to them and their committee by the president.
ARTICLE VII—AMENDMENTS This document shall be amended by a two-thirds affirmative vote of current members present at a
regular business meeting.
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PROPER BRANDING
The purpose of Phi Kappa Tau’s brand update is to provide a consistent look and coherent
communication for all constituents. Some of the basic elements of the new Phi Kappa Tau style
guide are listed below. For more information on the Phi Kappa Tau brand and for the actual
downloads of the coat of arms, lockups and more, please visit www.phikappatau.org.
SYMBOLS, LOGOS AND LOCKUPS
Phi Kappa Tau has a variety of ways to represent the organization. In this section, various pieces
that you can utilize are illustrated and briefly explained in regard of use and guidelines. To
download the artwork in some of these designs, visit www.phikappatau.org/brand.
With all of the elements depicted below, there is a certain level of clearspace that needs to be kept
around the element. This space is reflected by a capital “K” in the artwork below, and in all
instances needs at least one capital “K” worth of space (only exception is the half “K” used in the
secondary tags of the “Informal Lockup.”
THE COAT OF ARMS The Coat of Arms has been updated with a more modern treatment.
OFFICIAL LETTERS The official letters are used to represent the informal expression of our organization.
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WORD MARK The word mark quickly identified the organization using the Greek letters expressed in words.
NATIONAL BRAND LOCKUP
The National Brand lockup is used for all external communication and for any formal
correspondence (for instance, letters, envelopes, pamphlets, flyers, business cards, etc.).
INTERNAL LOCKUP AND SECONDARY TAGS The internal lockup is geared towards accommodating various internal groups. The group who the
lockup is being used for should be represented on the right side of the vertical line. Secondary tags
can be used to further identify the group, and should be typed in all caps using Futura (see section
on typography).
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COLORS When using Phi Kappa Tau’s colors of Harvard Red and Old Gold, please refer to the table below
to ensure proper color match. The color Gray is also included and is used in some of the branding
elements of Phi Kappa Tau.
TYPOGRAPHY With all communication of Phi Kappa Tau, consistency is key. With regard to this, there have been
a few fonts identified to for use in all aspects of communication for the organization.
In the below chart are the preferred, alternate and web texts that have been identified for use by
Phi Kappa Tau. Please take note that there are different fonts to be used for headlines and for the
body of your text.
For headlines, use one of the bold fonts in headline at 15-20pt, and a regular font in headline at
12-14pt for subheads.
For body text, please use the regular fonts in body text at 10-12pt, and an italicized font in body
text at 7-9pt for captions.