Officer Duties:
UNIVERSITY OF ILLINOIS
ALUMNI CLUB OF HOUSTON

President:

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.
3. 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.
4. Assure that the club complies with the Bylaws.   Consistent with same lead the end-of-year Board of Directors meeting to elect new officers.
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.

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. 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.

1. Discuss with fellow club officers how large a scholarship the club can afford. Currently the Club budgets a $1,000 annual scholarship, which unfortunately no longer includes a partial matching contribution from UIAA.

2. Request a list of accepted students in early February through the Alumni Association. Typically, new students are accepted by February 1

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 © 2000-2010 UIAC of Houston.  All rights reserved.
Revised: January 09, 2010