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
http://alumni.umich.edu/connect/clubsleaders
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 comingled 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
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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
800.847.4764 or 734.615.4329
wdorchak@umich.edu
Website, e-web Sales, e-TrueBlue, alumni data and club listserv
issues:
Cindy Zimmerman
800.847.4764 or 734.763.9742
zimmerc@umich.edu
Liability issues, sponsorship, club board issues, Clubs Council
Brenda Mokris
Senior Director of Regional Alumni Relations
800.847.4764 or 734.763.9737
bherman@umich.edu
Resource list with other Alumni Association contacts including scholarship,
marketing, membership and career staff will be in your workshop packet.
Questions?