FKT · Building men of character
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Alumni Club Handbook 2004-2005 Table of Contents Creed & Mission Page 4 Organization of Alumni Club 5-15 Organization How to get Started The First Meeting Programming Ideas Officers 6 7 8 9-10 11 Listing of Domains and Chapters 12-15 Communication 16-22 Newsletters 17-18 Sample Phone Tree Volunteer Organization Chart 19 20 Executive Offices Organization Chart 21 Building a Website 22 Elections 23-26 Philanthropy 27-34 Sample Bylaws 35-40 List of Chapter Anniversaries 41-46 Alumni Club Interest Groups 47-49 National Organization 50-53 Levels of Alumni Involvement Ways to Reduce Lost Alumni 51 52-53 2 Introduction 3 Creed and Mission of Phi Kappa Tau The Creed of Phi Kappa Tau Phi Kappa Tau, by admitting me to membership, has conferred upon me a mark of distinction in which I take just pride. I believe in the spirit of brotherhood for which it stands. I shall strive to attain its ideals and by so doing to bring to it honor and credit. 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. I shall be a good and loyal citizen. I shall try always to discharge the obligation to others which arises from the fact that I am a fraternity man. The Mission of Phi Kappa Tau The mission of Phi Kappa Tau is to champion a lifelong commitment to brotherhood, learning, ethical leadership and exemplary character. 4 Organization of Alumni Club 5 Organization of Alumni Club As alumni of Phi Kappa Tau, the responsibility of continuing the spirit of brotherhood after graduation rests upon your shoulders, and what better way to stay involved in the Fraternity than through an alumni club. Some important points to keep in mind when forming a club: ○ One of the purposes of an alumni club is to provide members of Phi Kappa Tau the opportunity to continue the bonds of brotherhood in a social setting ○ Have some idea of the various goals and objectives you hope to accomplish with the formation of a club, and determine reasons why brothers would want to be members ○ Use this manual as a reference guide to help you in the planning process. Remember, create the club with the structure you feel is best, and with what you feel will benefit the alumni as well as the Fraternity Membership in Phi Kappa Tau does not end at graduation. The continuance of the Fraternity’s legacy is due largely in part to its alumni involvement. With the beginning of an alumni club, members of the Fraternity are given the opportunity to be a part of an organized group of alumni in their geographic area, reunite with others from their chapter, form bonds with brothers from other chapters, and become a supportive force to undergraduates in one or more local chapters. Within this manual you will find the resources necessary for the formation of an alumni club, with information on how to contact brothers in the area, suggestions for meetings, how to maintain contact, and above all, ways to maintain an active and growing interest from the members of your club. 6 How to Get Started The initial formation of an alumni club may begin with one or several PKT alumni. But….the more members the better. Here are a few first steps to follow in finding alumni in your area and how to contact them: If no club currently exists in your area, fill out and submit an application for the alumni club president position. Applications available at www.phikappatau.org. Contact Phi Kappa Tau’s Executive Offices for a listing of alumni in your area or those nearby. The National Office will send a list of alumni along with an address, phone number, and email address (if available) for easier and quicker contact Phi Kappa Tau Executive Offices 5221 Morning Sun Road Oxford, OH 45056-4193 Phone: 513-523-4193 Fax: 513-523-9325 www.phikappatau.org The Executive Offices will also send, along with the listing of alumni, envelopes and stationary for correspondence between you and potential members Once you have received the listing of brothers in your area along with materials for correspondence, it is up to you to decide when and how to contact them. Send a letter with information on the organization of an alumni club in the area. Let the alumni know who you are, why you want to form an alumni club, and ask for a response back from those interested. Then, as far as the first meeting/event goes, you will have a better idea of the number attending and can plan accordingly. You may also decide to host an opening event right away, and send out invitations asking the alumni to get together at a certain time/date/place. Be sure to include the basic information of who you are and why you want to form a club. After receiving a response from those interested, follow up with a reminder for the event a few weeks in advance. For those who are unable to attend, a phone call thanking them for their interest, along with an idea of other times that fit well with their schedule will encourage attendance in the future. Another means of contacting alumni is through email. The staff at Executive Office will do their best to send an up-to-date listing of all email addresses. If the majority of the alumni have email, then this may be the most effective way of contact, and will also allow for a quicker response. Once you have contacted the alumni in your area and have established a solid base of those interested, it is now time to decide how to bring them together. The initial meeting of alumni should be somewhat informal and fun, and gives alumni the chance to get to know one another in a comfortable setting. Included in the manual is a list of suggestions of places to hold social events. 7 The First Meeting As mentioned before, the first scheduled meeting/event should be somewhat informal so brothers get a chance to know each other in a comfortable atmosphere. Since this may be the first time many of the alumni will be meeting, it is up to you to decide whether or not to conduct any type of formal business. It is probably in the better interest of the members to allow time in the first and even second meetings for everyone to not only have a chance to meet, but also to fill out a sheet or card with updated personal information, and any other information they feel is relevant to the club. This way you can create a master list of all members with correct information and then send it along to Executive Offices. During the first meeting you should take the time to explain to the alumni the basis of forming an alumni club. Describe your goals, objectives, and what you hope to accomplish by bringing these men together. The most important thing to remember is that an alumni club is not a one man job, so be sure to ask that every member actively participate in the club, and help with the organization of meetings, events and other activities. Here are some ideas for meetings and special events: ● Dinner and drinks at a local restaurant or pub. Reserve a private room or a secluded section if important matters are to be discussed. Prices are fairly reasonable and there is no large time commitment for alumni. ● Hold meetings or events at a member’s house, and invite others to bring food and drinks to share. This allows for a secluded and casual environment to either conduct business or socialize. ● BBQ at a local park or a member’s house ● Get members together for Sunday night football at a local restaurant or a member’s house ● Have brunch at a local country club ● Hold a meeting at a Phi Kappa Tau chapter house nearby. This will allow alumni and undergraduates the chance to get to know one another as well ● Hold a golf tournament with a local chapter 8 Programming Ideas The Luncheon Meeting The cornerstone of most alumni chapter programs is the periodic luncheon. It is inexpensive, fairly quick, and relatively convenient for many brothers. Luncheons should be held no more often than monthly – by scheduling them more frequently, members will get bored and interest will suffer. The following guidelines should help produce good results: 1. Fix a permanent date, time and place of the luncheon. (For example, the first Thursday of every month, 12:15 at the Pub.) Such regularity helps attendance because the event becomes a habit. 2. Avoid Mondays and Fridays 3. As with any event, a phone call a day or two ahead by the membership and attendance committee will produce increased attendance. 4. Naturally, the site of the luncheon is important. Easy access for the majority of members, a private room and a warm environment, are all important characteristics. 5. The cost of the luncheon should be kept reasonable to permit participation by younger and retired brothers. 6. Encourage attendance by representatives of nearby chapters and colonies. Reports and interaction from undergraduates will promote strong interest among members. 7. Sometimes, after officer reports and announcements, there will be little additional business to be considered during the luncheon. At such time, provide a short program of general interest or on agricultural topics- invite outside speakers such as investment counselor, travel consultant, extension agent, city manager, Chamber of Commerce representative, ag college or other school official, etc. 8. Finally, keep the luncheon and program short and on schedule. For example, start promptly at 12:15 and adjourn at 1:30. Alternatives to the Luncheon For a number of reasons, the luncheon may be inappropriate as a particular alumni chapter’s primary meeting. It this is the case; consider monthly meetings for breakfast or a light buffet in the early evening. The guidelines about pertain equally to either of these alternatives. Special Events Because only a limited number of members are usually able to attend the regular luncheons, several major evenings or weekend functions should be scheduled each year. Among these might be: 1. Founders’ Day Banquet—because this event is a national tradition in Phi Kappa Tau, it is an ideal function for an alumni chapter. Contacted far enough in advance, the National Headquarters can frequently provide a national officer, staff member, or Regional President as a speaker. 2. Valentine or Sweetheart Formals—particularly effective when co-sponsored with nearby chapters and colonies 3. Family Picnic or Beach Party—an ideal summer affair. 4. Christmas Cocktail Party—with wives. 5. State Day—an all day meeting with undergraduate chapters and colonies and other alumni chapters on topics of common interest and followed with a party. 6. Football or basketball—bus trips or group seating at nearby events. 9 7. Local Cultural Events—arrange for group seating for a play, symphony, etc., preceded or followed by light buffet. 8. Special Interest Events—golf and bowling tournaments, poker and other types of stag parties and similar events will appeal to segments of the membership. 9. Reception and speaker on important issues or other topics. 10. Sunday Brunch at a good hotel or country club—perhaps with golf later as an option. 11. Bowling parties, golf tournaments, other sports. These types of events can provide the most enjoyable fellowship the alumni chapter will experience, but they are deceptive in terms of the amount of time needed to successfully organize them. Start with no more than three or four events in a year and add others slowly if interest exists. Activities and Special Projects It is in the area of ongoing activities and special projects that the unique character of each alumni chapter will be manifested. Any number of factors will determine their number and nature—interest and values of members, number and proximity or undergraduate chapters and colonies, etc.—an unlimited number of opportunities exist. A few possibilities, sorted by the five common goals of all alumni chapters, are listed here. Providing Assistance to Undergraduate Chapters In spite of occasional undergraduate protest to the contrary, chapters of Phi Kappa Tau do need and want alumni involvement and support. Alumni can provide specific assistance in several important areas: A. Provide alumni advisors—to work with various officers and to supplement the work of the chapter and financial advisors. B. Initiation Involvement—participation by local alumni in a chapter’s initiations not only adds immensely to the effects and lessons of our Ritual, but also ensures that chapter officers will work hard to achieve the optimum exemplification of the ceremony. C. Recruitment Assistance—recruitment is the lifeblood of our Fraternity and the recruitment effort of a Phi Tau chapter is its most important annual activity. Alumni chapters can make two critically important contributions to nearby chapters. First, they can develop a program to identify attractive high school prospects and forward the names to recruitment chairmen. Second, alumni can lend assistance is summer rush activity, particularly by sponsoring a rush party in their locale. All chapters and colonies drawing members from the area should be invited to participate. With an appropriate program and good alumni turnout, the party can be a most impressive event. D. Vocational Assistance—every undergraduate, even freshmen, can benefit from the wisdom, experience, and advice of alumni as they plan professional goals and after graduation, begin the job search. A commitment from key alumni and a little planning can result in an informative and rewarding program. E. Academic Achievement—alumni chapters can contribute to academic awareness and scholastic achievement by offering modest scholarships; recognizing success by individual brothers and chapters as a whole through trophies, special dinners, etc.; contributing to chapter libraries through a book drive; and sponsoring and participating in learning skills and personal development programs 10 Officers When determining the structure of the alumni club, you may wish for members to hold certain positions. Some clubs already in existence find that what works best is to bring members together for purely social reasons until everyone gets the chance to know one another. Once that happens then members may decide they want to start conducting business on a regular basis, thus the need for officer positions to come into existence. Below are several examples of the basic officer positions and duties to be held by each. President: ● Serves as chair of the Board of Directors ● Reads all alumni club mailings and newsletters from Executive Offices and distributes them to appropriate officers and committees ● Maintains contact with Executive Offices as well as Domain Directors. ● Presides over all meetings Secretary: ● Serves on the Board of Directors ● Keeps all alumni club records ● Responsible for sending out a newsletter updating members of the activities of the club ● Keeps an accurate and updated membership database, synchronizes the database with the Executive Office. ● Distributes an alumni club membership directory with complete information on each member including chapter, initiation date, address, email address, home and work numbers, and cell phone numbers ● Responsible for all mailings to and from Executive Offices, alumni club members, other alumni clubs, and local chapters Treasurer: ● Serves on the Board of Directors ● Collects dues, issues receipts, and deposits all money received by the club in the alumni club bank account ● Keeps accurate records of all financial transactions ● Develops a budget which decides expenditures for a certain time period depending on the activities of the club Reporter/Historian: ● Submits a report to Executive Offices with updated information on the activities of the club ● Sends feature story ideas to the editor of The Laurel along with photos ● Photographs important alumni club events ● Publicizes alumni club activities in local media 11 Chapters and Alumni Groups Chapter Xi Omicron Eta Allentown-Bethlehem Interest Group Gamma Xi Beta Kappa Oklahoma City Interest Group Tulsa Interest Group Epsilon Xi Gamma Gamma Theta Delta Theta Delta Rho Lexington Interest Group Kappa Delta Beta Beta Louisville Interest Group Gamma Pi Epsilon Alpha Phi Canton Interest Group Gamma Delta Lambda Beta Columbus Old Gold Alumni Club Beta Omicron Shepherd College Colony Phi Kapitol Tau Alumni ClubWASHINGTON Epsilon Iota Beta Iota Alpha Eta Central Florida Alumni Club-ORLANDO Palm Beach Area Alumni Club Tampa/St. Petersburg Interest Group Delta Gamma Beta Epsilon Mississippi Gulf Coast Alumni Club Rho Epsilon Eta Alpha Upsilon Colony Alpha Tau Domain Allegheny Allegheny Allegheny Allegheny A-O.K. A-O.K. A-O.K. A-O.K. Big Apple Big Apple Bluegrass East Bluegrass East Bluegrass East Bluegrass East Bluegrass West Bluegrass West Bluegrass West Bluegrass West Buckeye North Buckeye North Buckeye North Buckeye North Buckeye South Buckeye South Buckeye South Buckeye South Chesapeake Chesapeake Region Mid-Atlantic Mid-Atlantic Mid-Atlantic Mid-Atlantic Midwest Midwest Midwest Midwest Northeast Northeast Southeast Southeast Southeast Southeast Southeast Southeast Southeast Southeast Northeast Northeast Northeast Northeast West Coast West Coast West Coast West Coast Mid-Atlantic Mid-Atlantic Chesapeake Citrus Citrus Citrus Citrus Citrus Citrus Deep South Deep South Deep South Empire Empire Empire Empire Mid-Atlantic Southeast Southeast Southeast Southeast Southeast Southeast Southeast Southeast Southeast Northeast Northeast Northeast Northeast 12 School Name Franklin & Marshall College Pennsylvania State University Muhlenberg College East Central University Oklahoma State University Pace University - Pleasantville St. John's University Transylvania University Georgetown College Eastern Kentucky University University of Kentucky Centre College University of Louisville Youngstown State University Mount Union College University of Akron Ohio State University Muskingum College Ohio University University of Maryland Shepherd College Barry University Florida State University University of Florida University of Mississippi University of Southern Mississippi Rensselaer Polytechnic Institute Oswego State University Colgate University Cornell University Beta Mu Alpha Omega Alpha Delta Epsilon Psi Phi Cleveland Tau Alumni Club Nu Epsilon Theta Beta Omega Sacramento Interest Group Bay Area Alumni Club Epsilon Sigma Gamma Omicron Delta Tau Beta Psi Los Angeles Interest Group Orange County Interest Group San Diego Alumni Club Gamma Lambda Beta Tau Alpha Alpha SW Michigan Interest GroupKALAMAZOO Gamma Alpha Omega Mu Delta Epsilon Upsilon Beta Theta Heart of America Alumni Club-KANSAS CITY Lincoln Interest Group Iota Delta Omega Epsilon Phi Lambda Delta Beta Beta Lambda Colony Indianapolis Interest Group Epsilon Upsilon Gamma Mu Chicago Alumni Club St. Louis Alumni Club Corpus Christi Interest Group Houston Interest Group Lone Star Alumni Club-DALLAS Longhorn Alumni Club-FT. WORTH Epsilon Kappa Epsilon Gamma Erie Erie Erie Erie Erie Golden Bear North Golden Bear North Golden Bear North Golden Bear North Golden Bear North Golden Bear South Golden Bear South Golden Bear South Golden Bear South Golden Bear South Golden Bear South Golden Bear South Great Lakes East Great Lakes East Great Lakes East Northeast Northeast Northeast Northeast Northeast West Coast West Coast West Coast West Coast West Coast West Coast West Coast West Coast West Coast West Coast West Coast West Coast Midwest Midwest Midwest Great Lakes East Great Lakes North Great Lakes West Great Lakes West Great Lakes West Great Plains Great Plains Midwest Midwest Midwest Midwest Midwest Midwest Midwest Great Plains Great Plains Hawkeye Hawkeye Hoosier Hoosier Hoosier Hoosier Hoosier Lincoln Lincoln Lincoln Lincoln Lone Star Lone Star Lone Star Lone Star Mid-Atlantic Mid-Atlantic Midwest Midwest Midwest Midwest Midwest Midwest Midwest Midwest Midwest Midwest Midwest Midwest Midwest Midwest Midwest Midwest Midwest Northeast Northeast 13 Kent State University Baldwin-Wallace College Case Western Reserve University John Carroll University University of California-Berkeley San Francisco State University California State University, Chico Chapman University California State University-Fullerton California State Polytechnic University California State University - Long Beach Central Michigan University Bowling Green State University Michigan State University Michigan Technological University University of Wisconsin - Madison Lawrence University St. Cloud State University Nebraska Wesleyan University University of Kansas Coe College Truman State University Indiana State University Purdue University University of Evansville Indiana University Saint Louis University Bradley University Rutgers University - New Brunswick The College of New Jersey Delta Psi Philadelphia Area Alumni Club Delta Pi Colony Memphis Interest Group Epsilon Pi Gamma Beta Delta Nu Alpha Queen City Alumni Club-CINCINNATI Gamma Beta Alumni Club Beta Gamma Alpha Pi Colony Alpha Kappa Boise Interest Group Portland Interest Group Evergreen Alumni Club-SEATTLE Delta Delta Beanpot Alumni Club-BOSTON Epsilon Tau Beta Zeta Valley of the Sun-PHOENIX Tucson Interest Group El Paso Interest Group Psi Alpha Sigma Denver Interest Group Epsilon Chi Epsilon Lambda Epsilon Beta Epsilon Nu Delta Kappa Beta Xi Alpha Rho Alpha Lambda Atlanta Interest Group Greenville/Spartanburg Interest Group Epsilon Mu Gamma Eta Chi Charlotte Interest Group Triangle Interest Group-RALEIGHDURHAM Epsilon Rho Phi Beta Phi Three Rivers and a Sub Alumni ClubPITTSBURGH Epsilon Delta Mid-Atlantic Mid-Atlantic Mississippi Valley Mississippi Valley Ohio Valley Ohio Valley Ohio Valley Ohio Valley Ohio Valley Ohio Valley Pacific Northwest Pacific Northwest Pacific Northwest Pacific Northwest Pacific Northwest Pacific Northwest Patriot Patriot Rio Grande Rio Grande Rio Grande Rio Grande Rio Grande Rocky Mountain Rocky Mountain Rocky Mountain Shenandoah Shenandoah Shenandoah Southeast Southeast Southeast Southeast Southeast Southeast Southeast Tar Heel Tar Heel Tar Heel Tar Heel Northeast Northeast Southeast Southeast Mid-Atlantic Mid-Atlantic Mid-Atlantic Mid-Atlantic Mid-Atlantic Mid-Atlantic West Coast West Coast West Coast West Coast West Coast West Coast Northeast Northeast West Coast West Coast West Coast West Coast West Coast West Coast West Coast West Coast Mid-Atlantic Mid-Atlantic Mid-Atlantic Southeast Southeast Southeast Southeast Southeast Southeast Southeast Mid-Atlantic Mid-Atlantic Mid-Atlantic Mid-Atlantic Tar Heel Three Rivers Three Rivers Three Rivers Mid-Atlantic Mid-Atlantic Indiana University of Pennsylvania Mid-Atlantic Bethany College Mid-Atlantic Westminster College Three Rivers Tidewater Mid-Atlantic Mid-Atlantic Virginia Wesleyan 14 Rider University Murray State College Northern Kentucky University University of Cincinnati Wright State University Miami University University of Idaho University of Washington Washington State University Bryant College University of Arizona New Mexico State University University of Colorado Colorado State University Virginia Polytechnic Inst & St Univ Longwood University WV Institute of Technology Clemson University University of Tennessee-Knoxville University of Georgia Georgia Institute of Technology Auburn University University of North Carolina @ Pembroke East Carolina University North Carolina State University Alpha Theta Richmond Area Interest Group Tidewater Area Interest Group Gamma Nu Epsilon Zeta Rochester Interest Group Tidewater Tidewater Tidewater Upstate Upstate Upstate 15 Mid-Atlantic College of William & Mary Mid-Atlantic Mid-Atlantic Northeast Rochester Institute of Technology Northeast State University College - Buffalo Northeast Communication 16 Newsletters Guide for Newsletter Production 1. Establish publication frequency and set deadlines for articles to be submitted for publication and distribution. 2. Know the newsletter’s audience. Ask “Who is going to be reading this?” Recognize their obvious common bonds (Phi Tau brotherhood, region) and their slight differences (age, chapter, university, religion, interests) when planning newsletter goals and content. 3. Define and rank the newsletter’s goals. Ask “What does the audience want to know?” and “What does the alumni association want to tell them?” Some examples might include: A. B. C. D. E. F. G. Building and maintaining alumni loyalty and involvement. Informing alumni about the activities of the alumni association. Informing alumni about the business of the alumni association and the national organization. Informing alumni about he activities of other alumni or activities within the state or district. Introducing new programs to alumni. Promoting alumni and collegiate interaction and activities. Informing alumni about the activities of collegiate chapters. 4. Develop newsletter content by determining the following: A. Items that will appear in every issue. (Letter from the President, calendar of events, letters to the editor, listing of officers and committee chairs, etc.) B. Topics planned for future issues. (Introduction of new officer or alumni new to the area, reports on the alumni association’s activities/community involvement, letter from the President regarding National Convention activities, update on awards, notice of alumni association business. C. Fillers. Always keep a file of “fillers” on-hand in case you have extra room in the newsletter. Clip articles and quotes from other publications, but be sure to get permission before printing another person’s story. 5. Develop newsletter format: A. Number of pages B. Size C. Method of mailing (Will the newsletter be in tri-fold to be places in an envelope? Or will it be folded in half and sealed, without staples, with the return address printed on the outside?) D. Paper stock and color E. Number of ink colors F. Masthead (Located on the front page of the newsletter, incorporating the newsletter’s name, volume/issue number, date, and purpose.) G. Phi Tau clip art H. Clip or tear-off form for members to remit with dues payment, to indicate areas of volunteer interest and current contact information (it is suggested that the mailing label be on the back of this form.) Content of Newsletter Fall Issue 17 1. Fall Calendar of events 2. National Convention Report from Alumni Association President (National Convention years only). 3. Reminder to members to write Potential Member Profiles for men entering college. 4. Notice of recruitment help needed by local chapters. 5. Website information, and Executive Office information. Winter Issue 6. Winter/spring calendar of events 7. Solicit nominees for 25-year certificates, 50-year certificates, and alumni certificates of honor. 8. Notice of recruitment help needed by local chapters holding deferred recruitment. Spring Issue 9. Proposed slate 10. Proposed bylaw revisions 11. Proposed Budget 12. Notice of Business Meeting General Progress of committee work, including requests for assistance. Decisions or actions of the Board of Directors “Board Highlights” section giving personal histories about different Board members. Survey or members’ interests and areas in which they would like to help. Welcome to new members, listing name, address, telephone number, e-mail, and brief information about each person. Highlights from previous meetings, fund-raisers, etc. News from local collegiate chapters- awards, needs, requests for assistance, etc. Phi Kappa Tau national news- reports from National Conventions, Volunteer Leadership Seminars, State Days, Workshops, Policy Announcements, new national officer announcements, etc. Personal news about members’ community activities, weddings, births, illnesses, deaths, address changes, etc. Birthdays of members Dues information-clearly stating the Treasurer’s name, address, telephone number, date due, and dues amount. List of officers’ and committee chairs’ names, addresses, e-mails and phone numbers. Minutes of previous meetings Advance notice of meetings or activities, including date, time, place, map, directions, parking information, etc. Distribution At least one issue per year to all alumni in geographic area, if budget allows. Although this adds to expense, it educates brothers on the existence and activities of the alumni club. Bulk mailing permits are available in some areas. Check with your local post office business mailing services, or the Executive Office. 18 Sample Alumni Club Phone Tree Mike Camel calls: Jeff Smith 456-7824 Greg Jaffey 564-5893 Matt Miller 653-5967 Bryan Buck 650-5340 Blair Wormer calls: Justin Doshi 656-3487 Steve Lagnese 565-4444 Brian Reisecher 234-7944 Corey Trumen 325-6643 Justin Rindo 465-9876 Brennen Ranquist calls: Daniel Alvarez- 504-7823 Patrick O’Neil 342-8734 Matthew Puthoff 457-8896 Pat Davis 351-8863 Wesley Smith calls: Justin Smith 574-9982 Jon Hovan 367-4732 Bob Hammer 465-3333 Nick Domingo 303-6671 Ryan MacDonald calls: David Laffty 756-4231 Mike Casey 642-8956 Tim Sparks 354-9984 Ben Janeki 253-8616 Colin Culkin 467-8803 Matt Nelson calls: George Karmic 678-8943 Chad Kruty 739-7996 Kevin McCullough 356-7700 Ben Brown 753-6792 19 Phi Kappa Tau Volunteer Organizational Chart Coordinating Council Convention Fraternity Committees National Council Chief Executive Foundation Board Officer Domain Directors Alumni Clubs Graduate Councils House Corporations Executive Office Staff Board of Governors Foundation Exec. Director Foundation Staff Resident Councils 20 Phi Kappa Tau Executive Office Organizational Chart Chief Executive Officer Steve Hartman X239 shartman Centennial Coordinator Bill Jenkins X234 wdjenkins Communication Coordinator/ Laurel Editor Jeff Baird X223 jbaird Director of Finance & Personnel Barb Fabelo X237 bfabelo Director of Educational Programs Megan Vadnais X230 mvadnais Foundation Exec. Director John Green X228 jmgreen Director of Chapter Services Tim Hudson X231 thudson Director of Development Bethany Deines X236 badeines Asst. Director of Finance Lisa Adams X232 laadams Administrative Assistant Diane Rottinghaus X229 drottinghaus Administrative Assistant Carol Colwell X222 ccolwell Midwest Leadership Consultant Brandon Bisig X225 bbisig Southeast Leadership Consultant Jim Pickens X240 jpickens 21 Northeast Leadership Consultant Aaron Weakland X271 aweakland West Coast Leadership Consultant Brad Joutras X248 bjoutras Mid-Atlantic Leadership Consultant Nick DiMasi X233 ndimasi Building a Website When constructing a website, there are many sites that are beneficial in providing aid to your process. Tripod.com is an organization designed to help customers build and maintain a successful website. Visiting Tripod.com alone will start your building process. First step is to register an account with them. The charge is free as long as you check the correct box. After registration, the construction can begin. There is six main categories that contain drop down boxes to ease the construction process: Build and Edit, Tools, Host, Small Business, Member Sites, and My Account. These different categories enable the web designer to have a variety of options linked to their page. For example; the Build and Edit box provides different formats and frames that you can add to your page, graphics, javascript, site management advice, site builder and editor, and many tutorials to ease the process. The Tool drop down box provides different images and add-ins to make your website stand out from others. It is important that along with substantial content, each page appeals to the eye of the visitor. A presentable, easily navigated website is what makes people want to continue to visit. The drop down box titled Small Business gives insight to building a personal small business, promoting employees, and provides tutorials simply stating each suggestion, etc. The Member Sites drop down box provides interest categories to Tripod members. What appeals to each customer, entertainment, site building, career advice, and fun fact pages are available to each member. This is a way to explore personal interests. There are other organizations and pages that can be found that provide advice and outlines to website construction as well. Google, Yahoo, and other main search fields will ease the finding process. These pages are an enormous asset for making a successful website. www.tripod.com 22 Elections 23 Elections Scheduling Elections In order to preserve structure and viability, alumni clubs that have officers are encouraged to schedule annual, formal elections. A. Elections must be scheduled by the Board of Directors and placed on the alumni club calendar. B. Elections should be held in the spring of each year. C. Installation of new officers should take place by May 15. Eligibility of Election D. To be eligible to hold any office a member must have financial obligations paid in full at both the time of nomination and the time of election. E. To be eligible for the office of President, a member must have previously served as an officer on the Board of Directors. F. The Nominating Committee prior to approaching a candidate and placing his name on the slate should determine eligibility. Eligibility for Maintaining Office G. In order to remain in office, an officer must: i. Keep all accounts paid in full ii. Fulfill his responsibilities and duties. Eligibility for Voting H. To be eligible to vote, a member must attend meetings fairly regularly. Nominating Committee I. The Nominating Committee shall consist of three or five members and shall be elected by the membership. One of the members should preferably be the Immediate Past President, or should be appointed by the current President. J. The Nominating Committee is responsible for soliciting names of members interested in offices and obtaining the members’ consent to run for office, and verify their eligibility for election. K. The Nominating Committee for the following fiscal year is elected by the membership during officer elections. L. Refer to Section IV of this handbook for specific duties of the Nominating Committee. Election Schedule & Calendar M. By Dec. 15: i. Nominating Committee begins seeking candidates for offices. N. By February 15: i. Nominating Committee submits a slate of officers to the Board of Directors for approval. At least one person must be slated for each office. In preparing the slate, the Nominating Committee should consider the composition of the slate and the ability of these members to work together as a group in common interest of the alumni association. 24 O. By March 15: i. The slate of the Nominating Committee is submitted to the membership. (This can be incorporated into the spring newsletter.) P. April: Elections are held at a Business Meeting i. All voting shall be by written ballot unless there is only one candidate for office, in which case the voting is by voice. (The President only votes in case of a tie.) ii. Nominations from the floor may be accepted and voted upon, provided the consent of the nominee has been obtained. iii. Each office must be voted upon separately, beginning with the President. (Voting an entire slate might eliminate many good candidates who otherwise could be considered for other offices.) Q. By May 1: i. The Officer Transition Workshop is held. It is a time of review and planning 1. All outgoing and incoming officers should attend. 2. All notebooks are officially exchanged and new officers are trained in their duties and responsibilities. 3. Committees are appointed. 4. Goals are set for the upcoming fiscal year. R. By May 15: i. Officers are installed. ii. The final meeting of the alumni club for the year is run as a joint meeting, with both incoming and outgoing officers presiding. Replacing an Officer Occasionally it is necessary to replace an officer because he voluntarily resigned or failed to accomplish his duties. The following procedures should be used: A. Announce the opening at the next meeting or activity, and inform interested candidates of nominating procedures. B. If more than two candidates file, the Nominating Committee should meet and recommend a slate. The Board of Directors should then approve the slate. C. A special election should be held when new business is conducted during the next meeting or activity. D. The Board of Directors should determine the best method for assisting the new officer to understand and begin his duties. Officer Transition Workshop The purpose of an officer workshop is to provide a smooth transition between officers, evaluate strengths and weaknesses of the alumni club and set goals for future accomplishments. The workshop also provides a time for officers to review Phi Kappa Tau alumni club procedures. At the conclusion of the day, the new Board of Directors should have a sense of direction and a plan of action for the coming year. The workshop should be held by May 1 of each year.Prior to the workshop, incoming and outgoing officers should meet one on the review the specific duties of the office. The following should be accomplished at the workshop: iii. Highlight the past year’s accomplishments, Officer Notebook Exchange, and Review procedures. 1. The outgoing President should give an overview of the past year. The entire group may discuss the best accomplishments of the past year. 2. The outgoing officers give officer notebooks and files to the incoming officers. 25 3. Review procedures of the alumni association. Be sure that incoming officers understand the structure, officer and committee duties, time line, etc. iv. Appointment of all Committee Chairs v. Goal Setting for Incoming Board of Directors 1. Have the group compile a list of strengths and weaknesses. Use blank transparencies, flip chart or blackboard for recording and displaying suggestions and ideas as they are made. 2. Set and define realistic and worthy goals. 3. Each officer sets goals for his office. 4. Each officer shares his individual office goals with the group. 5. Additional Guidelines for Setting Goals: a. Start each goal statement with the word “To,” followed by the action or accomplishment verb. b. Use each goal to specify a single key result, and specify a target date for its accomplishment. c. Relate all your goals to the alumni club’s mission and objectives. S. Additional Ideas for the Workshop i. Guest Speaker on topics such as: 1. Time Management 2. Communication Skills 3. Delegating 4. Leadership Skills ii. Explanation of the National Organization 1. Executive Office—What is its function? 2. National Council—Who are they and what are their roles? iii. Alumni Awards—both for alumni clubs and for individuals 1. What are they? 2. How are they obtained? iv. Leadership and Personality Tests or Questionnaires 1. Myers-Briggs Personality Profiles or other profiling tools to learn leadership styles and ways to work together. 2. Have alumni members who may have special skills or training conduct leadership training v. Make the Day Special 1. Convey that leadership roles within the alumni club are a privilege and honor. 2. Depending on time of day, serve a continental breakfast or plan for lunch or dinner. 3. Give certificates of appreciation, or a small gift (if budget allows) to all officers. 26 Philanthropy 27 Holding a Philanthropy Event The Starting Point Having been elected your responsibility is to oversee and manage the club’s philanthropic efforts. Your first step is the creation of a committee composed of diverse group of club members. An effective committee will be at the core of good philanthropic programming. It is important that you surround yourself with men who have a variety of talents. Do not stand up at a club meeting and announce, “I am forming a philanthropy committee and if you are interested sign up or talk to me.” Creating a quality committee takes some work on your part. Things to keep in mind when selecting your members are: who is interested in the purpose of this committee, who has the knowledge and skills, access to information and resources needed by the committee, and who will be compatible and work well together. As you approach the men you would like to have on the committee, tell them why their talents are needed on this committee. Make them feel important (because their service will be important to the alumni club) and give them a sense of obligation to play an active role in the Philanthropy committee. Work together with your club’s Vice President in creating this committee. You might also want to consider adding a Resident Council philanthropy chair for coordination purposes. In Search Of An Idea With all of your talent assembled we now need to give them some quality work to accomplish. The committee’s first step will be to have a brainstorming session. To prepare for this meeting you will need to have access to a larger marker board, chalkboard or a tablet of large sheets of paper. The purpose of course is to have a group discussion about any philanthropy idea that comes to mind. Stage 1 - Generating the ideas With a marker, write Philanthropy at the top of the board and have the group begin throwing out ideas for events at your club. Think big and use your imagination. Write every idea mentioned and number each one as you go. Keep the ideas going but keep it positive and relevant. Make sure you list things that interest the club and/or community. Do this until the ideas for philanthropy events are exhausted. To get you started or for additional ideas reference the “List” following this section. Remember in this stage there are no bad ideas. Do not discuss any of the ideas; there will be a time for that later. Stage 2 – Focusing In At this point you should have a long list of idea that we will begin to evaluate and eliminate. Have the committee members call out ideas they feel wouldn’t work and are bad ideas. If a good percentage of the committee wants to keep the goal, keep it. With the unwanted ideas gone, focus on combining similar ideas and continuing to narrow the possibilities. Stage 3 – Choosing Priorities As a committee you need to decide on the ideas the club will focus on this year. There are several factors that need to be considered when choosing event/s. Don’t let these questions discourage you from your ideas but let them help you to gain a greater understanding of what will be required of you and the club. Factors to Consider: Why do we want to organize or sponsor this event? What will be the benefit of this event to the fraternity, campus, and community when completed? Will the campus and community support the event? Who do we wish to serve/reach with this event? Will it be for the HITWG or local? Will the chapter support the event? Is this something they will be excited about doing? Does the chapter have sufficient time/energy and manpower to support the event? 28 Is the timing right? (Consider midterms, finals, holidays, amount of planning time) Weigh the competition. Is someone else already holding a similar event? Should we co-sponsor it? What are the financial costs? Does it violate University or Phi Kappa Tau Risk Management policies? It is very important you consider all the factors that will contribute to or limit your success. Some members have more time and will be willing to dedicate it to your event; some may be very busy and would rather contribute with their money. Through this process the committee should have come up with at least one viable philanthropy idea. Remember it is better to have one really good event than a lot of poor events. Don’t spread the club too thin but obviously do as much as you can. Making It a Reality Once we have the idea, the club must be sold on it. Ideally a very enthusiastic member who is already bought-in to the event can give the initial introduction to the whole chapter. Following the introduction the entire club should be involved in developing the plan for implementing the event. Philanthropy is not solely your responsibility nor is it that of your committee. Delegation will be crucial to your success. Tasks and responsibilities should be divided and you should involve as many members as possible. Be sure the men doing the work are appreciated and thanked for their contributions. The club needs to understand the “big picture” of our philanthropic efforts and how they affect the community. Help them to understand the public relation implications. 29 Philanthropy Ideas _____-A-Thons The Key: The variety of “thons” makes for fun and solid fund-raising, though a bit worn out. However, donors do not mind signing up for a certain portion of a “thon” if they know the money is going to a worthy cause. Each sponsor must feel it is an affordable donation. The Secret: Getting brothers behind signing up sponsors. If someone signs up for a nickel an hour for a jump-a-thon which goes 100 hours, the target organization gets $5.00. If 50 brothers get ten such people each, the yield is $2500. Collecting must be clean and complete. 5K & 10K Walks or Runs The Key: With suitable prizes and adequate area publicity, the walk or run can be an easy fund-raiser, provided the police agree to the course and the time. The Secret: Publicity and registration as well as route-planning, security, etc. Some sort of prize for each entrant can attract many people. With donated t-shirts and a $10 entry fee, a race of 50 people yields $500. Auctions The Key: Imagine your club collaborates with an undergrad chapter that combines Homecoming and Parents Weekend and you do AWESOME pre-publicity, asking alumni and parents to bring useful or unwanted items to auction. The auction is combined with festivities after a game. This is a good way to raise money for the house since all participants are involved with the chapter. Or, the money could be donated. The Secret: Parents and alumni enjoy the opportunity to have something going on other than a buffet/mingling deal. The auctioneer, a chapter member, must be tuned in to “upping the ante” all the time. Fun way to raise money. Can be done as an annual “event.” The public can be invited. Combine the auction with a Specialty Food Sale! Raffles The Key: Sponsor-donated prizes in exchange for advertising on the tickets. The Secret: Solid chapter participation! Printed raffle tickets are inexpensive. Getting someone to donate prize(s) is the way to go. Combine the raffle drawing with a Specialty Food Sale! Holiday Collections The Key: A coat drive, canned food drive or toy drive could really help community members. Many Beta chapters do this, often hooking up with another service organization. The Secret: Make a connection to a local agency and begin early and deep publicity. Include another fraternity or sorority for wider coverage. Flower or Plant Sales The Key: People buy flowers and plants all year. Spring sales are the biggest, but the following offer opportunities: Fall-Mums, homecoming corsages, perennial plants Christmas-Poinsettias Valentine’s Day-Roses, carnations Easter-Lilies Spring-Annuals, perennials, herbs, hanging baskets The Secret: In September, find a plant or flower wholesaler through a local garden center or greenhouse. Order early. Publicize widely. Take orders. Benefit Concert for HITWG - Attendees pay a $5 cover charge to hear a band. 30 Haunted House - Chapter house is converted into a haunted house. Local businesses pay for ad space on posters, flyers, newspaper ads, and t-shirts promoting the event. A licensed raffle is held in conjunction with the event for donated prizes (i.e. weekend at a hotel, restaurant gift certificates, etc.). Entrance fee is charged. Wal-Mart provided a $2,000 matching gift. Chapter raised over $10,000 for the HITWG program. The Miracle Mile of Dollar Bills for the Gang- The basic idea: A dollar bill is 6 inches long, so if you laid 10,560 one dollar bills together, end on end, they would reach one mile. You will need access to a busy roadway on or near your university. Be sure to get any local government and/or university approval. Once you have secured the sidewalk space, you can concentrate on the event. You should make two large billboards, one for the start that displays the fundraiser concept, the Hole in the Wall Gang logo and ideally a good picture of a camper. The other billboard should have a chart that shows progress towards your goal and thanks donors for support. To mark the progression of the fundraiser, you could extend some green caution-style tape 50 feet every time you raise an additional $100 bucks. You could also make a smaller billboard with adjustable numbers to mark the actual distance reached so far with the fundraiser. Once you get to the end and are within the last few feet, you could see if there are any campers or camp staff in the area who would volunteer to carry the sign to the end of the mile. Either that or some high ranking university or community official. You raise money from the traffic that passes by. Have brothers stand near an intersection in the road during peak travel times and solicit donations from passer-bys. You could also solicit donations from other campus organizations, corporate sponsors or have your members solicit pledges from fellow students in their dorms. You can also do the Miracle Mile event in conjunction with other campus fundraisers. The event could be finished in a week or it might take over a month depending on your area, effort and event promotions. Haunted Dormitory - Residence hall floor/lobby is decorated as a haunted house. Hold for 2-3 days charging a $3 for admission. Car Show - Classic cars are on display. Sponsors pay for advertising. Car Wash - Members each sell 20 tickets on campus for $1 each. Chapter also washes cars of people stopping by. Carnival Water Balloon Toss - Chapter hosts a booth during the spring carnival. They recruit faculty and staff to be on the receiving end of the student-thrown water balloon, in a 30-minute increment. Faculty members have the option of providing a donation in lieu of participating. Students can purchase a ticket to throw a water balloon. Advertise what time faculty members will be at the booth. Comedy Show - Three professional comedians agreed to come to the campus at no charge. Community sponsors donated door prizes. Chapter members sell tickets for the event and advertising is essential to attract a large crowd. Paint Ball Tournament - Three-man teams pay a $60 entrance fee. Each person receives 50 balls per game. The field and equipment are used free of charge. Prizes are presented to winners. Advertisement is key and members need to know the rules of the game so no disputes arise. PhiTauoberfest - Hold a non-alcoholic costume party with prizes for the best costume. People not wearing a costume pay $2 each. Include a pumpkin-carving contest. Pie a Phi Tau - Put whipped cream on a paper plate and sell for $1 for anybody to put a pie in any brother’s face. Consider asking an administrator or professor to participate to draw a larger crowd. Survivor - Sell tickets on campus for the opportunity to compete in a Survivor philanthropy tournament. Draw 24 tickets and compose two teams. Each team competes in various competitions (tug of war, dizzy 31 bat, etc.). After each competition, the losing team votes one member off until there is only one survivor. The winner receives a monetary prize. Phi Tau Garage Sale - Hold a garage sale and let buyers set the prices. Knowing it is a fundraiser for a good cause can prompt buyers to offer than they would if you priced items. "Say What Karaoke" - Participants pay a fee to enter a Karaoke contest. Pageants - Sorority members compete in a beauty pageant after paying an entry fee. Prizes are awarded for best talent, etc. (Ed. Note: This could potentially be harmful if done without input from the sororities on how it should be run). Food Events - The Key: Publicity and invitations for signups. Suppose you want to sponsor a chili Cookoff with nice prizes for first, second and third places. Publicize on the radio and in the newspaper, seeking registrants who are to make a pot of chili for a $5 entry fee. The Secret: Get noted university, community or Greek leaders to judge; combine the judging with the sale of the chili to the public, donated by the Cooks, who know this ahead of time. It’s a combination contest and chili sale. If 40 people enter and you sell 10 bowls/pot @ $2.50/bowl, the Cook-off grosses $1200. Specialty Food Sales - The Key: Brothers can develop: International Food Night, Surf ’n Turf Night, Fried Chicken Dinner, Mexican Night, Pizza Night, Barbecued Ribs Night, All-You-Can-Eat Spaghetti Night. The Secret: The chapter can sell tickets or sell at the door. The chapter dining room makes an ideal place. Offer music, live or recorded, free drinks, door prizes, drawings, raffles. Make it an annual event! Do it once a month! Cook Out for Kids - Chapter members sell lunch orders in advance and then cook BB-Q sandwiches, pork loin sandwiches, etc. Brothers deliver lunches to community businesses and university offices. "Double Dip Day" - Attendees pay $5 for an all-you-can-eat ice cream social. Sell Root Beer Floats - Sell floats on campus for $2 each. Keep ice cream in cooled chests using dry ice. Hold on hot days. Luau - Sell Luau tickets for $8-$10. Event includes pig roast, live bands, DJ, contests with prizes, door prizes from sponsors, etc. Sell T-shirts to earn extra cash and be sure to give sponsors credit in all advertisements. All-You-Can-Eat Spaghetti Dinner - Pre-sell tickets for $5 each. Hold at a banquet/dining hall (or in fraternity house if you have a kitchen). Need to factor in expenses for food or catering, drinks, plates and utensils (try to get donations). Use chapter members to prepare and serve food and invite VIP's to serve as guest cooks/servers for added promotion. Bake Sales - Done with cookies, brownies, or other things. Possibly pair up with a sorority to increase credibility of food. Candy Sales - Contract with companies that offer opportunity to sell M&M's, Kit Kats, Reese's, etc for group sales. Pizza Sales - Pair up with a local pizzeria and ask them to donate $1-2 for every pizza they sell on a certain day between certain times. Phi Tau’s encourage friends, fellow Greeks, etc to buy pizzas during that time. Sub/Hoagie Sales - Pair up with a local sandwich shop and ask them to donate $1 for every sandwich they sell on a certain day between certain times. Phi Taus encourage friends, fellow greeks, etc to buy during that time. 32 Parents Breakfast - Members host a Parents Breakfast using a Hole in the Wall Gang Camp theme. They share the HITWG video, brochures, and information about the philanthropy and invite parents to make a donation. An alternative to outright donations is a free will donation to benefit the philanthropy. Similar events could be held for alumni Homecoming events. Sporting Events - The Key: Create an annual sports tournament that can only get better with time. Golf, bowling, Frisbee, softball, shooting 3s, 3-on-3 basketball, flag football or volleyball can be turned into annual events which invite promotion and great competition every year! The Secret: Offer a prize or trophy valuable enough for an adequate entry fee. Wide and deep publicity make it attractive. Send invitations! Strong Man Competition - Establish the following five events for athletes to compete in: truck pull for 100 ft., "farmers walk" where each man carries a log weighing 160 lbs. and walk/run for 100 ft., tire flip for 100 ft., 405 lb. straight bar hold where athletes hold the bar for as long as possible, "iron cross" where contestants hold 16 lb. mauls out in a cross position for as long as possible). Establish a set entrance fee and allow anyone from university or community to enter the competition. Soccer Tournament - Teams pay an entry fee; chapter collects additional donations and sponsorships, pair up with local youth soccer associations. Golf Tournament - Entry fee is $75/person and includes prizes, food, and beverages. Holes can have sponsors. "Closest to the Pin Contest" - In conjunction with a golf tournament. Softball Tournament - One day, 16 team double elimination tournament. Teams pay an entry fee. Midnight Madness Fraternity All Star Game - Charge a registration fee and conduct prior to the beginning of basketball season. Basketball Marathon - Brothers collect $15 in pledges. Local businesses either donate money for sponsorships or provide something that can be auctioned off. Chapter also holds a 50/50 raffle. The marathon lasts 24 hours and is conducted at a field house. Chapter sends flyers to alumni; advertise in local papers, etc. explaining the money will go towards the HITWG program. 3 on 3 basketball tournament- include campus, community and other Phi Tau chapters Volleyball Tournament - Businesses donate money or gift certificates. Teams of four pay a $20 entry fee. Marathon Golf 100 Holes Tournament - Golfers show up for breakfast and hit the course. Each golfer has his own cart and the goal is to golf as many holes as possible until it is too dark to see the ball. Lunch is brought to the golfer so he doesn't have to stop. Each golfer raises $1,500 through pledges and sponsors. Mud-Tug Tournament - Fraternity vs. fraternity, sorority vs. sorority, and if you are smart, include other major campus organizations to compete as well. Phi Tau " Games” - Members of fraternities and sororities pay an entrance fee to participate in an Olympics of various games played in bars such as darts, pool, pinball, etc. Be careful on how this is promoted to ensure that it is an alcohol-free event. Wal-Mart Wish List Drive - Members stand outside Wal-Mart from 10:00 a.m. to 3:30 p.m. on a Saturday with copies of the HITWG Wish List and informational brochures, asking shoppers to select something off the list for the collection drive or give a donation to benefit the camps. 33 Pumpkin Sales - In October, near Halloween, sell pumpkins outside the chapter house. This can be expanded to a pumpkin carving table, face decorating for children, etc. T-Shirt Sales - Sell t-shirts promoting a particular campus event, big game, holiday, etc. Water Cooler Collection - Chapter places an empty water cooler in a prominent location in the chapter house all year. Members drop loose change in whenever they have it. Money is collected throughout the year for distribution. Concession Stands - Members work concession stands for stadiums/sports arenas. Carnation Sale - Buy red carnations at low cost and sell on campus for $2 each. Members can deliver them on campus to residence halls, offices, sorority houses, etc. Game Ball Relay - Chapter runs the football game ball from one University to another before a home game, homecoming or rival. The game ball is presented to the head coach before the game. Local police along the route should be contacted and a vehicle should go along side the runner. Local businesses provide sponsorships. Local news and radio stations are contacted to provide publicity. Movie Sales - Pair up with a local movie theater and ask them to donate $1 for every ticket they sell on a certain day between certain times. Phi Tau’s encourage friends, fellow Greeks, etc to attend a movie during that time. Try to find a time when the movie theater is not usually crowded - this is then a win-win situation for everyone. Penny Wars - Each fraternity and sorority on campus have a cup and a sponsored member. Each penny is worth one point for that member. Most points wins. Silver coins are worth negative points. Assign another value for dollar bills. Stadium Clean-up - Some universities and professional stadiums will pay people/community groups to clean after games and major events. Check into this. Chapter Fines - If the chapter charges fines for any violations, collect all the money and donate to the HITWG. Bag Groceries - Bag groceries at a store that does not provide this service and collect tips for the charity. Gift Exchange - Instead of the traditional gift exchange at the holidays, each member contributes what he would normally spend on a present to a charity "pot" to benefit the HITWG. Things to Sell - Plants, Christmas Trees, candy, flowers, pizzas, baked goods, t-shirts, services (i.e. leaf raking, dog walking or snow shoveling services), magazines, etc. Gift Wrapping - Wrap gifts at the holidays. Find a store that wants to sponsor this service to their customers. The chapter supplies the paper and the store provides the space. Include a tip jar. 34 Sample Bylaws 35 Sample By-laws Contents Preamble Name and Purpose Membership Meetings and Elections Officers Committees Amendments These bylaws were created to allow your chapter, if it so desires, to adopt them verbatim as its own working bylaws. They also may be used for reference if your chapter desires to rewrite its existing bylaws to any degree. Of course, if your chapter officially adopts these bylaws, you may amend them using the processed outlined within. However, be aware that no bylaw may take precedence over or conflict with any provision of Governing Laws, which include the Constitution, Statutes, Executive Committee Regulations, Ritual, and other enactments of the Fraternity. Relevant Governing Laws are noted in boxes within the text; a copy of the entire Fraternity Constitution, and Statues, can be found the website www.phikappatau.org, or through the Executive Offices. A note about the text. The existence of committees at both the alumni and National Fraternity level can be confusing. For the sake of clarity, National Fraternity committees are capitalized. Thus, “Executive Committee” refers to the National Fraternity’s governing board, while “executive committee” signifies the counterpart at the alumni chapter level. Preamble Believing that where there is law there is liberty, we the members of the _______________ Alumni Club of the Phi Kappa Tau Fraternity do hereby establish and solemnly promise to obey these bylaws to supplement and support the Ritual, Constitution, Statutes of the Phi Kappa Tau Fraternity for the government of our chapter. Article I Name and Purpose Section 1 Name A. The name of this organization shall be the __________________ Alumni Club of the Phi Kappa Tau Fraternity. Section 2 Purpose A. The purpose of this alumni club shall be: 1. To cultivate and maintain the high ideals of brotherhood, learning, ethical leadership and to exemplify character. 2. To maintain and promote true friendship amongst the brothers of Phi Tau. 3. To further the interests of Phi Tau in the community and individual lives of brothers. 4. To assist undergraduate brothers and chapters. 36 Article II Membership Section 1 Membership A. Any member of the Phi Kappa Tau Fraternity in good standing and who is no longer enrolled as an undergraduate is eligible for membership in this organization through payment of dues and by abiding by all other local requirements and expectations. Section 2 Dues A. The dues for the members of alumni club shall be $__ per year. Should any member fail to pay his dues, he will give up his voting rights and may be dropped from the membership roles of this organization. Section 3 Fiscal Year A. The fiscal year of this alumni club shall commence on January 1. Article III Meetings and Elections Section 1 Regular Meetings A. Regular meetings of this alumni club will occur ___________ at the ________________ located at ________________. Section 2 Special Meetings A. Special meetings of this alumni club may be called at any time by: 1. The president 2. Vote of the executive committee 3. By the Secretary upon the writing request of any ten members in good standing Section 3 Elections 1. Elections shall be held annually at the _________meeting. 2. In case of there being more than one nominee for any office the ballot shall be in writing. Section 4 Quorum 1. Quorum shall consist of at least 50 % of the active club membership and is required for all voting and elections. Section 5 Voting 1. All alumni club members shall have a vote except as here in after provided. 2. Voting shall be by acclamation and a majority vote of the active alumni chapter members present shall decide all questions unless otherwise provided by these bylaws. Any member may demand a secret ballot. The president shall vote only to break a tie. 3. There shall be no voting by proxy. 4. Any member of the alumni chapter whose dues payments are not current will automatically lose his right to vote. 5. Any decision of a committee may be overruled by a majority vote of the active chapter. 37 Article IV Officers Section 1 Chapter Officers The officers of this alumni chapter shall be: 1. President 2. Vice-President 3. Secretary 4. Treasurer 5. Chapter Editor 6. Undergraduate Liaison 7. Webmaster Section 2 President A. The president shall oversee all chapter operations and programs. Section 3 Vice President A. The vice president shall serve as chairman of the executive committee and perform duties as directed by the president. B. The vice president shall perform the duties of the president in his absence. Section 4 Secretary A. A .The secretary shall maintain accurate records of the chapter’s current members B. The secretary shall direct the Membership and Recruitment Committee in recruiting new members. Section 5 Treasurer A. The treasurer is responsible for the collection of dues and allocation of alumni chapter funds. Section 6 Chapter Editor A. The chapter editor is responsible for the distribution of alumni chapter communications including the chapter newsletter, “thank you” notes and invitations. Section 7 Undergraduate Liaison A. The undergraduate liaison shall maintain communication with undergraduate chapters in the area. An ideal member would be the chapter’s advisor, grand praetor, of university official. B. The undergraduate liaison shall direct the Undergraduate Relations Committee in organizing and providing assistance and programs with the undergraduate chapters. Section 8 Webmaster A. The webmaster is responsible for creating an updating the alumni club web page. Section 9 Appointed Officers A. The executive committee shall appoint other such officers as they deem necessary, subject to the approval of the chapter. Section 10 Term of Office A. The term of office for officers, both appointed and elected, shall be for one year beginning the first regular meeting of _________ following their election and appointment. 38 Section 11 Impeachment A. Any officer of this alumni chapter may be impeached for non-exemplary conduct of conduct unbecoming of a Phi Tau. B. A two-thirds vote of the alumni chapter shall impeach any officer, provided charges have been openly preferred against the officer by a member of the chapter one week prior to the meeting at which the impeachment vote is to be taken. Upon an officer’s impeachment, his office shall be declared vacant. Section 12 Vacancies A. All vacancies in the executive committee or any office in the alumni chapter, from any cause, other than the expiration of the term of office, shall be filled by a majority vote of the remaining members of the committee, and the one so elected shall hold office for the expired term of the member of the committee or officer whom he succeeds. Article V Committees Section 1 Committees There shall be the following standing committees: 1. Executive Committee 2. Membership and Recruitment Committee 3. Social Committee 4. Undergraduate Relations Committee Section 2 The Executive Committee A. The executive committee shall be composed of the president, vice president, treasurer, secretary, and chapter editor. B. The executive committee shall meet at least _______________ for the purpose of assisting in the planning and fulfillment of a well-rounded active alumni chapter program. In addition, the executive committee shall ensure that all of the officers and committees have set proper goals for their term of office; shall establish long-range goals; and shall conduct an adequate and regular evaluation of all chapter operations and programs. Section 3 Membership and Recruitment Committee A. The secretary shall serve as chairman of the membership and recruitment committee and the president shall appoint two additional members. B. This committee shall secure the names, postal addresses, e-mail addresses, and phone numbers of all members of the alumni chapter. C. This committee will endeavor to encourage active participation of all Phi Tau alumni members living in the immediate area. D. This committee will actively recruit brothers who are new to the area to join the alumni chapter. Section 3 Social Committee A. The president shall appoint the chairman of the social committees with an additional two members who will oversee the planning and execution of all social events hosted by the alumni chapter. B. The committee shall plan events that are of interest to the members of the chapter and will help promote responsible brotherhood and friendship. Section 4 Undergraduate Relations Committee A. The Undergraduate Liaison shall serve, as chairman and the president will appoint two additional members to oversee relations with all local undergraduate chapters. B. The committee should plan to assist nearby undergraduate chapters with recruitment, initiation, the development of career skills, and honoring and preparing graduating seniors for alumni status. 39 Section 5 Special Committees A. The president is empowered to appoint other committees as he may see fit. Article VI Amendments Section 1 Amendments A. To amend these bylaws, a proposal must be presented to the executive committee in writing, after which the proposal shall be presented at the next regular alumni chapter meeting. B. A two-thirds affirmative vote of the alumni chapter present shall constitute approval of said amendment, provided quorum is met in the chapter meeting as prescribed in these bylaws. The amendment shall go into effect immediately, unless otherwise stated in the amendment if it is approved. 40 List of Chapter Anniversaries 41 Chapter Anniversaries Chapter Installed Date School Name City State Alpha 3/17/06 Miami University Oxford OH Beta 10/27/11 Ohio University Athens OH Ohio State University Columbus OH Centre College Mount Union College University of Illinois Muhlenberg College Transylvania University Coe College University of Kentucky Purdue University Lawrence University University of California-Berkeley Danville Alliance Champaign Allentown Lexington Cedar Rapids Lexington West Lafayette Appleton Berkeley KY OH IL PA KY IA KY IN WI CA Lancaster PA State College PA Los Angeles CA Syracuse Troy Ann Arbor Lincoln NY NY MI NE Gamma 5/9/12 Delta Epsilon Zeta Eta Theta Iota Kappa Lambda Mu Nu 2/6/14 4/17/15 4/10/16 3/22/18 9/17/19 1/15/20 11/6/20 11/20/20 12/4/20 3/18/21 Xi 11/24/21 Franklin & Marshall College Omicron 5/6/22 Pennsylvania State University Pi 5/26/22 University of Southern California Sigma Rho Tau Upsilon 11/24/22 11/28/22 2/16/23 4/21/23 Phi 10/27/23 Bethany College Bethany WV Chi 12/7/23 North Carolina State University Raleigh NC Psi 2/23/24 University of Colorado Boulder CO Omega 4/26/24 University of Wisconsin - Madison Madison WI Alpha Alpha 5/17/24 Michigan State University East Lansing MI Alpha Beta Alpha Gamma Alpha Delta Alpha Epsilon 11/26/24 12/24/24 1/30/25 5/23/25 New York Newark Cleveland Manhattan NY DE OH KS Alpha Zeta Alpha Eta 10/15/25 Oregon State University 3/9/26 University of Florida Corvallis Gainesville OR FL Alpha Theta 11/12/26 College of William & Mary Williamsburg VA Alpha Iota 11/19/26 University of Pennsylvania Philadelphia PA Pullman WA Auburn AL Syracuse University Rensselaer Polytechnic Institute University of Michigan Nebraska Wesleyan University New York University University of Delaware Case Western Reserve University Kansas State University Alpha Kappa 6/6/27 Washington State University Alpha Lambda 12/3/27 Auburn University 42 Alpha Mu Alpha Nu Alpha Xi 3/16/28 Ohio Wesleyan 5/19/28 Iowa State University 11/10/28 West Virginia University Delaware Ames Morgantown OH IA WV Alpha Omicron 12/8/28 Lafayette College Easton PA Alpha Pi Alpha Rho Alpha Sigma Seattle Atlanta Fort Collins WA GA CO Alpha Tau 4/6/29 University of Washington 4/27/29 Georgia Institute of Technology 11/16/29 Colorado State University 10/24/30 Cornell University Ithaca NY Alpha Upsilon Colony Alpha Phi Alpha Chi 5/22/37 Colgate University 2/20/38 University of Akron 4/30/38 Mississippi State University Hamilton NY Akron OH Mississippi State MS Alpha Psi 5/10/41 University of Texas - El Paso El Paso TX Alpha Omega 5/10/42 Baldwin-Wallace College Berea OH Beta Alpha Beta Beta 2/6/43 University of Texas - Austin 5/30/47 University of Louisville Austin Louisville TX KY Beta Gamma 12/5/47 University of Idaho Moscow ID Beta Delta Beta Epsilon Beta Zeta Beta Eta 2/29/48 10/15/48 11/15/48 11/16/48 University of Miami University of Southern Mississippi New Mexico State University University of New Mexico Miami Hattiesburg Las Cruces Albuquerque FL MS NM NM Florida State University Tallahassee FL Beta Iota Colony 3/5/49 Beta Kappa Beta Lambda Colony Beta Mu 5/16/49 Oklahoma State University Stillwater OK 5/18/49 Indiana University 5/20/49 Kent State University Bloomington Kent IN OH Beta Theta 11/18/49 University of Kansas Lawrence KS Beta Nu Beta Xi 2/24/50 San Diego State University 3/10/50 University of Georgia San Diego Athens CA GA Beta Omicron 3/14/50 University of Maryland College Park MD Beta Pi 3/16/50 Middlebury College Middlebury VT Beta Rho Beta Sigma Beta Tau 5/12/50 University of California - Los Angeles 5/20/50 Idaho State College 11/17/50 Bowling Green State University Los Angeles Pocatello Bowling Green CA ID OH Beta Upsilon 5/17/52 Hobart - William Smith Colleges Geneva NY Beta Phi 5/19/52 Westminster College New Wilmington PA Beta Chi 11/24/53 Southern Illinois University Carbondale 43 IL Beta Psi 3/17/56 California State University - Long Beach Long Beach Beta Omega 4/1/58 California State University, Chico CA Chico CA Hancock Cincinnati Jamaica MI OH NY Marquette Stockton Storrs Greenville MI CA CT NC Kalamazoo MI Gamma Alpha Gamma Beta Gamma Gamma Gamma Delta Colony Gamma Epsilon Gamma Zeta Gamma Eta 4/24/59 Michigan Technological University 11/8/59 University of Cincinnati 12/10/60 St. John's University Gamma Theta 5/13/62 Western Michigan University Gamma Iota 3/23/63 California State University - Sacramento Fair Oaks Gamma Kappa Gamma Lambda Gamma Mu Gamma Nu Gamma Xi 2/29/64 5/9/65 5/16/65 4/2/66 4/15/66 Long Island University at C.W. Post Central Michigan University Bradley University Rochester Institute of Technology East Central University Brookville Mt. Pleasant Peoria Rochester Ada NY MI IL NY OK Gamma Omicron Gamma Pi 9/18/66 California State University-Fullerton 1/29/67 Youngstown State University Fullerton Youngstown CA OH Gamma Rho 4/1/67 Kearney NE Gamma Sigma 4/29/67 University of California - Davis Davis CA Gamma Tau Gamma Upsilon Gamma Phi Colony 12/2/67 Old Dominion University 12/3/67 Spring Hill College 1/27/68 Northeastern University Mobile Boston AL MA Gamma Chi Gamma Psi 2/25/68 Delta State University 4/20/68 Southwest Texas State University Cleveland San Marcos MS TX Gamma Omega 4/27/68 La Salle College Philadelphia PA Delta Alpha Delta Beta 5/19/68 Iowa Wesleyan College 5/26/68 University of Evansville Mt. Pleasant Evansville IA IN Delta Gamma 3/23/69 University of Mississippi University MS Delta Delta 5/10/69 Bryant College Smithfield RI Delta Epsilon 5/17/69 St. Cloud State University St. Cloud MN Delta Zeta Delta Eta Delta Theta 3/14/70 Emporia State University 4/18/70 Marshall University 4/25/70 Georgetown College Emporia Huntington Georgetown KS WV KY 5/13/61 11/18/61 12/3/61 2/4/62 Northern Michigan University University of the Pacific University of Connecticut East Carolina University University of Nebraska at Kearney 44 CA Delta Iota Delta Kappa Delta Lambda Delta Mu Delta Nu Delta Xi 5/2/70 1/23/71 4/17/71 11/13/71 3/1/75 4/5/75 New Mexico Highlands University University of Tennessee-Knoxville Muskingum College College of Santa Fe Wright State University Cleveland State University Las Vegas Knoxville New Concord Sante Fe Fairborn Cleveland NM TN OH NM OH OH Delta Omicron Delta Pi Colony Delta Rho Delta Sigma Delta Tau Delta Upsilon 4/12/75 4/17/82 4/18/82 5/1/82 5/5/84 5/26/84 University of Texas - Pan American Murray State College Eastern Kentucky University Webber International University California State Polytechnic University University of Tennessee - Martin Edinburg Murray Richmond Babson Park Pomona Martin TX KY KY FL CA TN Delta Phi Delta Chi 1/19/85 University of Arkansas 2/23/85 University of Rochester Rochester NY Delta Psi 3/15/86 Rider University Lawrenceville NJ Delta Omega 5/2/87 Truman State University Kirksville MO Epsilon Alpha 5/3/87 Texas A & M College Station TX Montgomery WV Ewing Norfolk Wayne Buffalo NJ VA NJ NY NY CA FL Epsilon Beta 11/21/87 WV Institute of Technology Epsilon Gamma Epsilon Delta Epsilon Epsilon Epsilon Zeta 1/30/88 12/10/88 4/15/89 10/14/89 Epsilon Eta Epsilon Theta Epsilon Iota 11/11/89 Oswego State University 5/10/90 San Francisco State University 4/17/93 Barry University Oswego San Francisco Miami Shores Epsilon Kappa 9/18/93 Rutgers University - New Brunswick New Brunswick NJ Epsilon Lambda Farmville VA Epsilon Mu Longwood College University of North Carolina @ 4/22/94 Pembroke Pembroke NC Epsilon Nu Epsilon Xi 4/1/95 5/5/95 Clemson Pleasantville SC NY MD The College of New Jersey Virginia Wesleyan William Paterson University State University College - Buffalo 4/9/94 Clemson University Pace University - Pleasantville Epsilon Omicron 11/16/96 Frostburg State University Epsilon Pi 4/19/97 Northern Kentucky University Frostburg Highland Heights Epsilon Rho Epsilon Sigma 4/26/97 Indiana University of Pennsylvania 3/21/98 Chapman University Indiana Orange PA CA Epsilon Tau 4/4/98 Tucson AZ Saint Louis Terre Haute MO IN Epsilon Upsilon Epsilon Phi University of Arizona 11/20/98 Saint Louis University 1/16/99 Indiana State University 45 KY Epsilon Chi Shepherd College Colony Epsilon Psi Virginia Polytechnic Inst & St 2/17/01 University 2/23/02 Shepherd University 5/11/02 John Carroll University 46 Blacksburg VA Shepherdstown University Heights WV OH Alumni Club Interest Groups 47 Alumni Club Interest Groups Alumni Club Interest Groups ABP Allentown-Bethlehem Interest Group ATL Atlanta Interest Group BOI Boise Interest Group BOS Bean pot Alumni Club-BOSTON CAN Canton Interest Group CCT Corpus Christi Interest Group CHA Charlotte Interest Group CHI Chicago Alumni Club CIN Queen City Alumni Club-CINCINNATI CLE Phi Cleveland Tau Alumni Club COL Columbus Old Gold Alumni Club DAL Lone Star Alumni Club-DALLAS DEN Denver Interest Group EPT El Paso Interest Group FTW Longhorn Alumni Club-FT. WORTH GBA Gamma Beta Alumni Club GSC Greenville/Spartanburg Interest Group HOU Houston Interest Group IND Indianapolis Interest Group KCM Heart of America Alumni Club-KANSAS CITY LAC Los Angeles Interest Group LEX Lexington Interest Group LIN Lincoln Interest Group LOU Louisville Interest Group MEM Memphis Interest Group MGC Mississippi Gulf Coast Alumni Club OCC Orange County Interest Group OKC Oklahoma City Interest Group ORL Central Florida Alumni Club-ORLANDO PBF Palm Beach Area Alumni Club PHI Philadelphia Area Alumni Club PHX Valley of the Sun-PHOENIX PIT Three Rivers and a Sub Alumni Club-PITTSBURGH POR Portland Interest Group RCH Richmond Area Interest Group ROC Rochester Interest Group SAC Sacramento Interest Group SDC San Diego Alumni Club SEA Evergreen Alumni Club-SEATTLE SFC Bay Area Alumni Club STL St. Louis Alumni Club 48 SWM SW Michigan Interest Group-KALAMAZOO TDW Tidewater Area Interest Group TRI Triangle Interest Group-RALEIGH-DURHAM TSP Tampa/St. Petersburg Interest Group TUC Tucson Interest Group TUL Tulsa Interest Group WDC Phi Kappa Tau Alumni Club-WASHINGTON 49 General Information 50 Levels of Alumni Involvement Attend Homecoming or Other Alumni Weekends: Every year, your college will host an event to bring alumni back to campus to share in the campus experience once again. This is a great time to go back and visit your chapter. Your chapter probably already holds a reception for returning alumni on homecoming weekend but if not maybe it’s something that should be considered. In addition, you will undoubtedly be offered the opportunity on different occasions to come back and revisit your days as an undergraduate chapter brother. Alumni events held by the chapter are a great way to stay in touch with old friends and make new friends with Phi Tau’s from different generations. The highlight of the alumni weekends, however, is coming back and meeting the undergraduate brothers. You will indeed be retaining the spirit of youth. Board of Governors: The Board of Governors is made up of at least three graduate brothers, the chapter President and one other member of the Resident Council. This board is intended to help the chapter in all areas of chapter operations with an added focus on matters pertaining to scholarship, finance and discipline. The authority of the Board of Governors shall be absolute. Chapter Advisor: This is typically an alumnus who establishes and maintains a close advisory relationship with a chapter and serves as a teacher, counselor, mentor and friend. This person may also act as a liaison between the Board of Governors and the college. Domain Directors: Domain Directors are volunteer alumni appointed by the Chief Operating Officer to work with chapters in a specific geographical region. Domain Directors supervise the chapters in their domain, CEOrdinate domain conferences, supplement the work of the chapter leadership consultants, assist chapter alumni advisors and Board of Governors and work for the betterment of the general fraternity. These men are considered extensions of the National Officers. Leadership Consultant: Leadership Consultants are on the full-time staff of the National Fraternity. Consultants are fully trained in all aspects of Fraternity operations and travel throughout the year, visiting a region of Phi Tau chapters, offering guidance in chapter management techniques and giving leadership seminars. The leadership consultant is an integral part of the chapter services department and reports to the Director of Chapter Services. Alumni Clubs: An alumni club is a group of Phi Kappa Tau alumni from different chapters who meet together in an informal setting on a schedule established by the association. An alumni organization is one way to continue the Phi Tau Experience beyond graduation. Alumni groups especially in areas where chapters are located, are very helpful resources to our undergraduates. Men from many different chapters assist the undergraduates by serving as advisors, Board of Governors members, and House Corporation officers. A chapter with a strong group of alumni supporting it will be a strong, successful chapter. House Corporation: House Corporations are a legal entity incorporated to purchase, hold, and maintain a chapter house. Each House Corporation is governed by a board of trustees or directors who are elected by the Graduate Council to oversee property management issues. 51 Suggestions to Reduce Number of Lost Alumni 1. Print "Return Service Requested" close to the address on each hardcopy newsletter. This will inform the Post Office that the Club will pay a nominal fee to receive any change of address. 2. Consider sending one piece of information each year using First Class mail. If an address is unknown, the piece will be returned without charge. 3. Publish names and addresses of all lost alumni in your Newsletters. 4. Assign a brother to visit the town and the last known address of a brother. Checking with neighbors or last employer could lead to a current address. 5. Locate the parents of the lost alumnus (using his initiation form) to request his most recent address. (Call the Executive Office to get a copy of his initiation form if you do not have it.) 6. Call the telephone directory assistance in the town you might suspect the lost brother currently resides. Request a current telephone number and/or address. Be sure to call them to verify that you get the correct person, not just same name. 7. If a lost brother has a "last known address" check with the local Post Office to see if he left a forwarding address. They can provide addresses even after a forwarding order expires for a nominal charge. 8. Contact brothers in the lost brother's graduation class to inquire if they can be of assistance in locating the lost alumnus. 9. Work closely with your University Alumni Office. They often have extensive files on alumni and have personnel to help locate lost graduates. The Executive Office frequently does not have access to this information and will welcome your assistance with research. 10. Use Alumni Association Officers as a source of address corrections. Have the lost list at all club meetings and functions. 11. Set a goal to reduce the number of lost alumni each semester. 12. Establish an alumni re-recruitment program. 13. Have a sign in and address table at all events. 14. Mail newsletters or e-mails frequently (6-10) times a year to avoid losing addresses. 52 Finding Lost Alumni on the Internet 1. Connect to Internet Service Provider. Go to location to enter web address. 2. Enter Web address: 3. http://www.switchboard.com 4. Hit “Enter” or click “Go to Web” 5. Click on “Find People” 6. Be sure screen is maximized or scroll down to get to information blocks 7. Enter person’s first and last name. You can narrow search to city and/or state, but if person is lost, you may not want to do that. 8. Scroll through possible names. (Only eight names will be on the screen. To get additional names, hit “More Listings.” To Modify your search, hit “Modify Search.” To do a new search, hit “New Search.” 53
