Officer Duties:
UNIVERSITY OF ILLINOIS
 ALUMNI CLUB OF HOUSTON

 

President:

  1. Lead the club in a variety of ways: 1) Periodically hold board meetings; 2) Grow a feeling of ownership within the club by increased diversity and frequency of club activities
  2. Lead coordination with the UIAA throughout the year, and particularly at the end of year to assure a prompt mailing occurs.  Approximately two months prior to end-of-membership year (i.e. end of April) supply UIAA a letter inviting members to renew.  See example.
  3. Assure that the club complies with the Bylaws.   Consistent with same lead the end-of-year Board of Directors meeting to elect new officers.
  4. Provide support to other officers on executive committee, helping with events, phoning members, etc.
  5. Whenever possible attend meetings and events and participate as an active alumni.

Treasurer:

  1. Maintain accurate financial records.
  2. Periodically update the signature card at the bank to reflect changes in club leadership.
  3. Process membership checks upon receipt: a) Reflect on the Treasurer's official "Paid" Excel list (one sheet per calendar year); b) Send it, along with a scanned image of the membership form to the Membership Officer for processing; c) Deposit such checks;
  4. Supply the Club Secretary an end-of-fiscal year financial statement  (used for the end-of-year annual report.)
  5. Provide support to other officers on executive committee, helping with events, phoning members, etc.
  6. Whenever possible attend meetings and events and participate as an active alumni.

Communications/Web:

  1. Assure that the website is kept up-to date.  This involves: Assuring that the "Upcoming Events" page reflects all forthcoming club activities; Copying the event to the prior events page after the event is complete; and Listing the current officers.
  2. E-Mail to the club announcements of coming events.  Note that the event organizer should provide an event description suitable for immediate posting and sending (see examples.)
  3. Subsequent to sending any e-mails to the club note any rejections and instruct the Membership Officer to permit the member to be contacted for their updated email address (see Membership Officer.).
  4. On behalf of the Membership Chair periodically post the current membership list and the membership database.
  5. Provide support to other officers on executive committee, helping with events, phoning members, etc.
  6. Whenever possible attend meetings and events and participate as an active alumni.

Membership:

  1. Grow the club's membership base.
  2. Periodically contact club members whose email address is no longer valid.  This typically results from club members changing email address and neglecting to notify the club.  Reflect all updates in the Membership database.  Update the Yahoo Group with the updated database, and email.
  3. Update the membership form approximately 2-months prior to the end of the membership year (i.e. end of April.)  E-mail to the Webmaster for posting.
  4. Provide support to other officers on executive committee, helping with events, phoning members, etc.
  5. Whenever possible attend meetings and events and participate as an active alumni.
  6. Maintain the official club Excel membership database, which is retained in the files section of the Houston Illini Club Officers Yahoo Group (at http://groups.yahoo.com/group/HoustonIlliniClub/files/.) 
  1. Open the scanned application file with a PDF viewer.
  2. Open The Treasurer's Excel summary table.  Look for bolded entries.   These represent membership checks received subsequent to the prior update, which must be reflected in the Membership database.
  3. As noted this database is available at http://groups.yahoo.com/group/HoustonIlliniClub/files/, as filename "UIAC_of_Houston.xls".
  4. Unfilter the database (typically I leave column P, i.e. 2006-2007 member, selected to "Yes."  Do this by clicking the pull-down in cell P3 and selecting "All.")
  5. For each of the bolded entries in step 6b look to determine if this is a prior member who simply needs to have his correct membership status reflected and paid dues noted.  In ~80% of cases the individual will already exist, and your work is minimal.  
  6. In this case change column Q (i.e. 2007-8 membership status) to "Yes."  Go to column AN and input the amount of dues received from the member.  Column AO should be updated to reflect the amount of optional scholarship contribution provided (note that members with three or fewer years since graduation, i.e. 2005-2007 alums are exempt from dues, as are alums who graduated 50 or more years ago.  Thus "dues" received from these exempt individuals are treated as optional scholarship contributions and are reflected in column AO.   Add the check number in column AP.
  7. In the ~20% of cases where you do NOT find the individual listed you should first position your cursor in the row which alphabetically would fall immediately below the new person.  Click the Macro button "Add New Member" in cell A3.  This will automatically create a blank row and copy generic information into the blank row to guide you.  You should then populate the row using the information found both on Larry's Excel summary spreadsheet and on the scanned membership application form.
  8. As an additional ease-of-use feature the spreadsheet uses Excel's conditional formatting feature to automatically shade red any 2007-2008 member, who is non-exempt from dues AND has not paid dues.  As such, upon inputting monies from such an individual you'll immediately note that the shading change from red to light blue. 
  9. When finished save the Excel membership database which reflects your changes temporarily to your local drive (I use a c:\temp\ directory), being sure to use a slightly different file name (suggest you use the  date, i.e. UIAC_of_Houston_20070801. 
  10. Next, from http://groups.yahoo.com/group/HoustonIlliniClub/files/ click "Add file" then upload your modified file to the Yahoo group. 

Secretary:
  1. Prepare annual report to the alumni association (due by the end of July, covering the previous year, July 1 to June 30.) This requires keeping up with the events and attendance.
  2. Prepare minutes when necessary (recently for the bank signatory changes.)
  3. As Secretary participate as member of the Board and Executive Committee. As such, should participate in event planning, happy hours, etc.
  4. Provide support to other officers on executive committee, helping with events, phoning members, etc.
  5. Whenever possible attend meetings and events and participate as an active alumni.

Scholarship Chairperson:

  1. Discuss with fellow club officers how large a scholarship the club can afford. The Alumni Association in Urbana-Champaign kicks in $1 for every $2 the club awards, so if the total scholarship amount is $1,000, the club pays $666 and the UIAA pays $333 (currently the Club budgets a $2,000 annual scholarship which includes the UIAA contribution of $666.  Thus the club's allocated annual scholarship cost is $1,333.   Note that per UIAA's policies (as of 8/07) their maximum match per awarded club scholarship is $333.

  2. Request a list of accepted students in early February through the Alumni Association. Typically, new students are accepted by February 1 (our UIAA contact is Sue Pruitt, 800-355-2586.)

  3. The Alumni Association will mail you the list of accepted students and their addresses (either to your home or the club address.)

  4. When you receive the list, mail the applications. The most recent letter to applicants and application form are available from the website at http://www.houstonilliniclub.com/scholarship_forms.htm.  This should be updated to reflect your contact information and with your provided due date for return (ideally allow a month.)  The applicants should either be permitted to mail the forms to the club P.O. box, and/or to email same to yourself.  Keep track of your minor mailing expenses and contact the club's treasurer for reimbursement.

  5. After the due date, retrieve all the applications and call a meeting of the scholarship committee to pick a winner. The criteria for selecting a winner is at the discretion of the committee. This process can be facilitated by email, fax or phone.

  6. Call and inform the winner. Make sure they will indeed be attending Illinois. Invite them and their immediate family to the scholarship banquet (coordinating with the scholarship banquet coordinator.)

  7. Ask the Alumni Association in Urbana to provide a congratulatory certificate to the scholarship winner. This is generally presented at the scholarship banquet.

  8. Ask the club's treasurer to send a check to Urbana for the appropriate amount. Rather than presenting a check to the student, the amount will be deducted from the student’s bill in the fall.

  9. Provide support to other officers on executive committee, helping with events, phoning members, etc.
  10. Whenever possible attend meetings and events and participate as an active alumni.

Copyright © 2000-2008 UIAC of Houston.  All rights reserved.
Revised: April 06, 2008