Structuring Your Chapter

Regardless of which leadership structure your chapter adopts, it will be accountable to a board of directors who meet to determine the chapter’s program goals and make major decisions. The board should be large enough (nine to twelve members) to represent a cross-section of alumni by age, gender, geographic area, and interests. Elect only those who are genuinely interested and have the time to serve.

In order to retain the experience of a leader and at the same time prevent burnout, a three-year term is suggested for members of the board. An established length of service will bring about a definite period of commitment and allow leaders to serve without fear of a “for-life” reign. Staggered terms will foster continuity on the board. Elect chapter officers from the Board, with officer rotations occurring in July. The remaining directors then become your advisers and assist in formulating policies, stimulating events and carrying out the chapter’s programs.

With the help of committees and those with assigned positions, your chapter can become well run in no time! Below are positions and their definitions. These should be included in your chapter bylaws.

• Serve as chairperson of the board of directors.
• Serve as primary contact with WAA.
• Serve as an ex-officio member on all chapter committees.
• Preside over all chapter and board meetings.
• Assume responsibility for the success of each activity and project that the chapter sponsors.
• Adequately prepare and mentor a successor for the position of president.

• Perform the duties of the president when he or she is absent.
• Heads at least one major committee.
• Assist the president, secretary, and treasurer at chapter functions in order to become familiar with and promote all chapter operations.
• Succeed the president.

• The secretary is an important link between the chapter, its board of directors and membership, and WAA. The secretary may have the following duties:
• Keep the minutes of board and chapter meetings, and promptly supply copies to board members and WAA.
• Help prepare notices of meetings and events. Contact board members at least two weeks in advance of meetings.
• Remain informed about committee work, especially that of the program committee.
• Keep WAA informed of meetings, nominations, elections and changes in the board and membership.
• Help prepare meeting agendas.
• Provide WAA with an annual report on chapter activities.
• Submit, in conjunction with the treasurer, a financial report in June and January.
• The secretary may oversee the following on his or her own or in conjunction with the membership coordinator or committee:
• Maintain the chapter membership records and coordinate all address information and changes with WAA.
• Maintain mailing lists.
• Assume the responsibility for maintaining the ZIP code list for the chapter’s geographical area.
• Order an alumni roster annually from WAA.

• At the annual meeting of the chapter, a complete accounting of chapter funds should be made by the treasurer to the chapter membership. The report of receipts and disbursements should also be given to an auditing committee and the chapter secretary. In addition, the treasurer has the following duties:
• Serve as the custodian of all chapter funds.
• Be the principal disbursing agent for the chapter.
• Collect and record receipt of annual dues (if applicable).
• Insist on board authorization of expenditures.
• Handle banking operations.
• Report on chapter finances at every board meeting.
• Assume responsibility for complete accounting of funds.
• Initiate action for the chapter budget.
• File annual tax report.
• Prepare year-end financial statement.

Regardless of your chapter’s leadership structure, the following are examples of committees that have worked:

Arranges the content of the year’s meetings in cooperation with the officers and directors; is responsible for executing the plans for each meeting, including arranging a location, reservations, set-up, and registration.

Responsible for conducting an annual, multifaceted campaign to tell all area alumni about the chapter and to encourage their involvement.

Welcomes recent graduates to the area; organizes events geared to their interests, including job networking and social events; ensures their representation on the board and in committees.

Directs chapter activities that provide scholarship funds for students to attend UW-Madison, selects and awards scholarships to deserving area students who are or will be attending UW-Madison. The UW Foundation, through the Matching Dollar Scholarship Program, will match funds raised by the local chapter up to $10,000 per year.

Consists of chapter officers; leads the chapter on the local level, and communicates and interacts with the alumni association by sending delegates to meetings and nominating members for WAA offices.

Responsible for maintaining, handling and publicizing all chapter news; is familiar with local media resources.

Arranges a variety of events and programs throughout the year; may be divided into subcommittees for different types of events, such as sports outings, community service projects, cultural/ lifelong learning events, family events, etc.

Solicits and coordinates newsletter content, works with WAA to publish
newsletter (if hard copy).

Actively targets area alums to join WAA and works with other committee to get alumni to chapter events.

Responsible for updating the chapter Web page, sending out electronic announcements, and working with various other committees (e.g., with Executive Committee to submit annual report, or with the Membership and Scholarship committees to update individual member involvement information).

Serves as contact for individuals interested in volunteering, determines interest level and matches people to volunteer assignments, works with committees to determine volunteer needs for different events and services, and maintains volunteer interest inventory database.