Club Leader 201

Alumni Association/Club Relationship Alumni Association of the University of Michigan is a 501c3 organization affiliated with the University of Michigan The Association is self-funded and receives no financial support from U-M Alumni club charters are granted by the Alumni Association president

How does the Alumni Association support alumni clubs? Communication tools: website, club listserv Club leader training: club leader training, webinars, templates and club leader website at leaders leaders

Support for clubs (continued) Club funding Association staff dedicated to helping club leaders Assistance when planning and hosting events o eWeb sales Taking club event registrations Processing payments Insurance and non-profit status

How are clubs organized by region? Regional alumni clubs are organized into nine major alumni population centers (metro areas) and five categories of clubs grouped by the size of their alumni populations (virtual regions). Several metro areas contain more than one alumni club.

What is Clubs Council?  15 representatives, including 9 from metro regions, 5 from virtual regions and one at-large position  Help guide the development and delivery of programs, policies and services that affect clubs  Represent not only their club, but also the interests of the members of their entire region and the Alumni Association as a whole

Clubs Council (continued)  Serve as a resource for clubs in their region  Actively communicate the Alumni Association vision to clubs in their region  Bring concerns of clubs in their region to Clubs Council and/or appropriate Alumni Association staff

How are clubs funded? Operating funds are provided to clubs from the AAUM budget on an annual basis Funding is based on the number of paid Alumni Association members living in a club’s area, typically a 50-mile radius around the city in which the club is centered Some clubs receive a minimum or maximum funding check Clubs are not permitted to charge their own dues

Is their additional funding available to clubs? Strategic Priority Funding What types of events get funded? How do I apply for funding How much funding can the club get? Clubs can add revenue by charging for their events Sponsors for club events

Types of club funds Operating Funds –Used to cover expenses related to club events and club operations –Should be held in separate checking account – never co- mingled with an officer’s individual funds –Consider requiring two signors for larger amounts Scholarship Funds –Generally held at U-M – to maximize earnings and minimize risk –Should not use AAUM annual funding to club for scholarships. Club funding is to underwrite alumni engagement activities

Club annual & financial reports Reflects the club’s activity from July 1, 2012 through June 30, 2013 Usually, completed by club president, secretary or by board What is the report used for? –Determine club award winners –Determine if club is active and should receive funding –Club leader contact information is entered into Alumni Association database –General accounting of how club used funding from the Alumni Association

What is included in club annual reports? Programming – dates of events and number of participants Athletics Community Service Lifelong Learning/Cultural Social Organizational meetings

Included in club annual reports? (continued) Student Relations Student related activities/events, i.e., send-offs hosting U-M students, etc. Alumni Student Recruitment program Membership Does club promote Association membership in communications and at events Member/non-member pricing at events Events for different demographics

Included in club annual reports? (continued) Public Relations and Promotion Regular use of club listserv, event calendar, eTrueBlue Club website up-to-date and contains important information Use of social media

Included in club annual reports? (continued) Business Matters & Leadership Development Meets regularly, meeting minutes, treasurer’s report Committees to divide work Uses eWeb sales for events

What is included in club annual reports? (continued) Leadership Development and Continuity Promotes volunteer opportunities in club communications Uses volunteer sign-up sheets at club events Solicits for new officers and board members Succession plan in club bylaws Representation at club leader workshops, webinars, etc.

Included in club annual reports? (continued) Innovation Clubs highest priorities for past year Activities or programs that addressed or capitalized on the special needs of alumni in your area Club leader contact information

Club Articles of Association and Bylaws Articles of Association – the instrument under which the club is organized Bylaws – the regulations that provide the basic rules for the conduct of the club’s business and affairs

Why have club bylaws? Conveys to volunteers what their responsibilities are and the length of their terms Legitimizes that volunteers are working in an official capacity for the club (for insurance and other purposes) Provides clubs with a road map for conducting business AAUM has developed a set of model bylaws –Used existing club bylaws –Input from Clubs Council –Input from Regional Relations staff

What does the Alumni Association expect of clubs? Club board meets regularly, i.e., a minimum of four meetings per year Annual budget approved by board Treasurer’s report (in writing) presented at every board meeting Minutes prepared for every board meeting

Expectations of clubs (continued) Completes and submits annual report and financial reports in a timely manner Hosts a diverse calendar of events Regular communications with alumni using club communication tools in a way that is consistent with Association and University brand guidelines Current club bylaws

Who do I contact if I need help or have questions? General Regional Alumni Relations assistance: Will Dorchak or Website, e-web Sales, e-TrueBlue, alumni data and club listserv issues: Cindy Zimmerman or Liability issues, sponsorship, club board issues, Clubs Council Brenda Mokris Senior Director of Regional Alumni Relations or Resource list with other Alumni Association contacts including scholarship, marketing, membership and career staff will be in your workshop packet.

Questions?