University of Michigan Alumni Association

Board Leadership

Club Officer, Director, and Committee Position Descriptions

Officer and Director Positions

 Officers and Directors are expected to be current dues paying member of the Alumni Association of the University of Michigan. 

Executive Committee/Officers

Club Officer, Director, and Committee Position Descriptions

Officer and Director Positions

Officers and Directors are expected to be current dues paying member of the Alumni Association of the University of Michigan. 

Executive Committee/Officers

The Executive Committee is comprised of all officers of the UMCFC.  The responsibilities of this Committee shall include but not be limited to the following:·        

  • Set overall strategy for the UMCFC
  • Lead efforts to revise Articles of Association and By-Laws as needed

President

The President’s responsibilities include:

  • Supervising and coordinatingUMCFC activities
  • Calling and presiding over regular and special meetings of the Board and the Executive Committee
  • Ensuring the holding of the Annual Meeting as called for by club’s Articles of Association
  • Ensuring the completion of the UMCFC Annual Report for the AAUM 
  • Serving, if interested, as a member of any standing or ad hoc committee, with the right to vote 
  • Appointing, with a majority vote of the Board, standing or ad hoc committees for the UMCFC and their respective chairpersons 
  • Serving as principal liaison with the University, the Alumni Association and other organizations 

Vice President

The Vice President’s responsibilities include: 

  • Presiding over the UMCFCmeetings in the absence of the President
  • Chairing the Nominating Committee
  • Ensuring that the term limits described in the UMCFC bylaws are adhered to by the Officers and Directors of the Board
  • Serving as a resource for the Chairs of the sub- and standing committees and participating in associated activities as needed
  • Assuming the duties of the President on an interim basis if the President is unable to complete his/her term

Secretary

The Secretary’s responsibilities include:

  • Giving notice of the UMCFC Board meetings 
  • Taking and distributing meeting minutes at Board and special meetings
  • Maintaining a permanent record of all UMCFC proceedings
  • Tallying votes from the Board and general membership
  • Maintaining and circulating the current Articles of Association and Bylaws of the UMCFC
  • Taking attendance at UMCFC Board meetings 

Treasurer

The Treasurer’s responsibilities include: 

  • Receiving all funds paid to theUMCFC
  • Disbursing money on properly authorized orders/invoices 
  • Maintaining the permanent record of all financial matters
  • Preparing a Treasurer’s Report on the status of the operating and scholarship funds for all meetings of the Board, including the Annual Meeting
  • Preparing a final report for the prior fiscal year and submitting such report to the Board
  • ransferring funds to the Office of Financial Aid of the University of Michigan 
  • Transferring financial records to the current treasurer no later than the (April) Board Meeting
  • Assisting in preparation of event-based budgets and related record keeping  
  • erving as a resource for the Director(s) of (1) Scholarship Awards & Student Relations and (2) Fundraising, participating in associated activities as needed  

Immediate Past President

The Immediate Past President responsibilities include:

  • Serving as a member of the Executive Committee with voting privileges
  • Advising club officers and participating with the Board as needed.  

Directors (a.k.a. Governors)

Directors’ responsibilities include:·

  • Serving as liaisons among the UMCFCleadership, the membership, and the community at large
  • Representing the diverse interests of the general membership
  • Assisting the Officers in the administration of the UMCFC and in volunteer identification and recruitment
  • Attending Board members on a regular basis.  â€œRegular” means attending at least two consecutive board meetings during a calendar year.
  • Attending club events on a regular basis. “Regular” means attending at least three club events during a calendar year.
  • Contributing to the work of at least one standing or ad hoc committee.  (The club needs to define its standing committees.  For example: Fundraising, Membership, Programs, Scholarship Awards & Student Relations, Contributing Editor, MAC Administration, Web site Administration, and Young Alumni.)  Many clubs require that a Director actually serve as chairperson for a committee and give a committee report at board meetings. The Chair(s) for each committee is responsible for submitting financial goals, including budgets, for the committee in writing to the Treasurer throughout each fiscal year.    

Committee Descriptions

Marketing and Communications Committee

Members of this committee include the MAC Database Administrator, Website Administrator, and Contributing Editor.  The responsibilities of the Marketing and Communications Committee include coordinating the communication and marketing strategies for the UMCFC and assisting other committees with creation and execution of flyers, postcards, and other mailers. 

Website Administrator responsibilities include:

Managing and updating the content of the website as requested by the Board and the Contributing Editor

Contributing Editor responsibilities include:

  • Writing text for the UMCFC website, listserv messages and Regional e-TrueBlue
  • Submitting UMCFC monthly submissions to Regional e-TrueBlue
  • Submitting information for the AAUM website event calendar
  • Writing text for and coordinating supplemental and other AAUM sponsored paper mailings 

Michigan Alumni Connections (MAC) Database Administrator responsibilities include:

  • Updating alumni information for the UMCFC on a regular basis
  • Running queries to download alumni information
  • Updating and maintaining the club’s listserv 

Membership Committee

The responsibilities of the Programming Committee include:

  • Creating and executing strategies to welcome new graduates moving to the UMCFC area
  • Planning, with the Programming Committee, an annual welcoming event each August or September for new alumni
  • Creating and executing strategies to welcome relocating alumni to UMCFC area
  • Creating strategies, with the Alumni Association, to market the value proposition of membership to current members
  • Leading Board recruitment efforts to identify volunteers to serve on committees and to join the Board
  • Insuring that at least one representative on the committee attends events that are planned by the committee
  • Insuring that AAUM membership materials and volunteer sign-up sheets are available atUMCFC events  

Nominating Committee

The responsibilities of the Nominating Committee include:

  • Soliciting nominees for Officer and Director positions by canvassing current board members and collaborating with the Marketing and Communications Committee to develop a strategy to make opportunities for leadership known to the general membership
  • Presenting a slate of nominees for Officer and Director positions to the Board of Directors

Programming Committee

The responsibilities of the Programming Committee include:

  • Leading the UMCFC Programs Planning meeting, scheduled annually in (insert month), where a diverse calendar of events for the fiscal year (July 1 – June 30) are identified
  • Presenting the proposed calendar of events to the Board for approval at the (February) Board meeting
  • Planning, arranging and coordinating events for the UMCFC
  • Establishing financial and operational objectives for UMCFC events
  • Determining subcommittees and elect subcommittee chairs that best fulfill the annual programming goals of theUMCFC
  • Ensuring that the Communications Committee is informed of all events with sufficient time to make sure members are notified of events and encouraged to attend
  • Collecting informal feedback from event attendees and informing the Board of “lessons learned” from each event
  • Insuring that at least one representative on the committee attends events that are planned by the committee

Scholarship & Student Relations Committee

The responsibilities of the Scholarship and Student Relations Committee include:

  • Assisting in the recruiting of students for the University of Michigan
  • Attending college nights at local high schools
  • Recruiting volunteers for the Alumni Association's adopt-a-school program
  • Contacting high school guidance counselors within the UMCFC area
  • Developing and coordinating a student send-off reception for newly admitted students, information sessions, and a “conversion” party for accepted students
  • Disseminating scholarship information and materials to UM students in theUMCFC
  • Awarding scholarships to students from the UMCFC area
  • Serving as liaison to the UM Office of Financial Aid 

Young Alumni Committee

The responsibilities of the Young Alumni Committee include:

  • Advising the Board when necessary to amend the definition of “young alumni”, which is currently defined by year of graduation
  • Serving as the single point of contact for initiating and responding to young alumni communications
  • Assisting the Programming Committee in developing programs and events focused on engaging young alumni in UMCFC, including identifying young alumni to serve as volunteers for young alumni events and events involving local high school student

Miscellaneous

Some clubs have the following positions:

  • Honorary Director A designation voted on by the majority of the Board of Directors to recognize individuals who have served the club and earned lifetime status.  Honorary Directors are not considered to be voting members of the Board of Directors.
  • Historian A club member who takes photographs at club related events, maintains a photo album for the club, and maintains the club’s history.

The Executive Committee is comprised of all officers of the UMCFC.  The responsibilities of this Committee shall include but not be limited to the following:

  • Set overall strategy for the UMCFC
  • Lead efforts to revise Articles of Association and By-Laws as needed