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NCSSM Alumni Board Positions & Committees

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positions and committees on the NCSSM Alumni Association Board

positions and committees on the NCSSM Alumni Association Board

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  • 1. NORTH CAROLINA SCHOOL OF SCIENCE AND MATHEMATICS ALUMNI ASSOCIATION POSITIONS & COMMITTEES OCTOBER 2009
  • 2. North Carolina School of Science and Mathematics Alumni Association Board of Directors BOARD MEMBER CORE RESPONSIBILITIES We are privileged to serve on the Alumni Board of one of the nation’s premier educational institutions. Members of the Alumni Board, individually and as a whole, are dedicated to representing the interests of alumni to the school and to furthering the mission of NCSSM through alumni involvement. The Alumni Board can only be fully successful in meeting its goals if all members are fully engaged. In addition to the general responsibilities of the Alumni Board as set out in the NCSSM Alumni Association Constitution and By-Laws, our personal commitment is critical to the Board’s ability to function optimally. The core personal responsibilities of each Alumni Board member are to: • Make phone or in-person attendance to Alumni Board meetings a priority in your service commitments (three consecutive unexcused absences from full Alumni Board meetings is cause for removal from the Board); • Prepare for and participate in Board discussions and decisions; • Serve on at least one Board committee or participate in a leadership position if requested; • Stay informed about NCSSM programs and activities; • Serve as a goodwill ambassador for NCSSM; • Support Board actions and organizational policies once a majority decision is reached on an issue, even if the member disagreed during the decision-making process; • Lead by example through volunteer participation and financial contribution to the NCSSM Annual Fund Campaign each year of the member’s service, and help to generate volunteer and financial contributions from others for NCSSM; • Utilize the member’s professional expertise, contacts and resources to benefit NCSSM whenever appropriate and without a conflict of interest.
  • 3. North Carolina School of Science and Mathematics Alumni Association Board of Directors PRESIDENT POSITION DESCRIPTION Name of Position: President Responsibilities: The President serves as the Chair of the Association Board of Directors. Accordingly, the President: • Maintains knowledge of NCSSM and the Alumni Association and exemplifies a personal commitment to the goals and objectives of both; • Presides over and preserves order at all meetings of the Association, Board, and Executive Committee; • Enforces the Constitution and By-Laws of the Association; • Directs and appoints all committees and acts as a parliamentarian, and serves as an ex-officio member of these committees; • Submits a written report at the annual meeting of the Association; • Abstains from voting on matters except at the annual conference of the Association and for the election of officers, or as the deciding vote in matters where votes are equally divided. In addition, the President: • Represents the Alumni Association at NCSSM Board of Trustees and Foundation Board meetings; • Assists the Alumni/Development Office in matters related to alumni; • Works with the NCSSM Annual Fund Chair to promote fundraising among alumni. Knowledge/ Qualifications/ Skill Sets: • Understanding of sound business practices with significant management experience • Understanding of and commitment to upholding the mission of the NCSSM Alumni Association • Understanding of NCSSM governance practices and roles Primary Interfaces: • Alumni Association Board Members • NCSSM Foundation Annual Fund Chair • NCSSM Director of Annual Fund & Alumni Programs
  • 4. North Carolina School of Science and Mathematics Alumni Association Board of Directors VICE PRESIDENT POSITION DESCRIPTION Name of Position: Vice President Responsibilities: The Vice President serves as the Vice Chair of the Association Board of Directors. Accordingly, the Vice President: • Maintains knowledge of NCSSM and the Alumni Association and exemplifies a personal commitment to the goals and objectives of both; • Acts in the place of the President during his/her absence or disability, which may include:  Presiding over and preserving order at all meetings of the Association, Board, and Executive Committee;  Enforcing the Constitution and By-Laws of the Association;  Directing and appointing all committees and a parliamentarian, and serving as an ex-officio member of these committees;  Submitting a written report at the annual meeting of the Association;  Abstaining from voting on matters except at the annual conference of the Association and for the election of officers, or as the deciding vote in matters where votes are equally divided. In addition, the Vice President: • Represents the Alumni Association at NCSSM Board of Trustees and Foundation Board meetings; • Assists the Alumni/Development Office in matters related to alumni; • Works with the NCSSM Annual Fund Chair to promote fundraising among alumni. Knowledge/ Qualifications/ Skill Sets: • Understanding of sound business practices with significant management experience • Understanding of and commitment to upholding the mission of the NCSSM Alumni Association • Understanding of NCSSM governance practices and roles Primary Interfaces: • Alumni Association Board Members • NCSSM Foundation Annual Fund Chair • NCSSM Director of Annual Fund & Alumni Programs
  • 5. North Carolina School of Science and Mathematics Alumni Association Board of Directors SECRETARY POSITION DESCRIPTION Name of Position: Secretary Responsibilities: The Secretary records all business proceedings of the Association, the Board, and the Executive Committee. Accordingly, the Secretary: • Maintains knowledge of NCSSM and the Alumni Association and exemplifies a personal commitment to the goals and objectives of both; • Serves as the custodian of all books, papers, documents, and records of the Association, except as specifically allocated to another custodian; • Records a true and accurate account of all Association meetings and distributes said accounts to the Association, Board, and Executive Committee, as appropriate. • Establishes, where necessary, processes and controls to ensure proper recording of Association proceedings Knowledge/ Qualifications/ Skill Sets: • Understanding of sound business practices with significant management experience • Understanding of and commitment to upholding the mission of the NCSSM Alumni Association • Understanding of NCSSM governance practices and roles Primary Interfaces: • Alumni Association Board Members • NCSSM Director of Annual Fund & Alumni Programs • NCSSM Director of Communications
  • 6. North Carolina School of Science and Mathematics Alumni Association Board of Directors TREASURER POSITION DESCRIPTION Name of Position: Treasurer Responsibilities: The Treasurer serves as the financial officer of the Association. Accordingly, the Treasurer: • Maintains knowledge of NCSSM and the Alumni Association and exemplifies a personal commitment to the goals and objectives of both; • Collects and disburses all funds of the Association; • Maintains custody of all properties of the Association except as specifically allocated to another custodian; • Maintains a true and exact account of all Association property, monies, and receipts for disbursements, and of the expenditure of Association money; • Maintains a book of accounts and submits a written report at the annual meeting of the Association. In addition, the Treasurer: • Works with the NCSSM Annual Fund Chair to promote fundraising among alumni; • Assists the Alumni/Development Office in preparing the annual budget; • Establishes, where necessary, processes and controls to ensure proper management of financial affairs, safeguard Association assets, and minimize financial risk. Knowledge/ Qualifications/ Skill Sets: • Significant background and understanding of financial and accounting principles and practices • Understanding of sound business practices with significant management experience • Understanding of and commitment to upholding the mission of the NCSSM Alumni Association • Understanding of NCSSM governance practices and roles Primary Interfaces: • Alumni Association Board Members • NCSSM Foundation Annual Fund Chair • NCSSM Director of Annual Fund & Alumni Programs
  • 7. North Carolina School of Science and Mathematics Alumni Association Board of Directors COMMUNICATIONS COMMITTEE CHARTER Name of Committee: Communications Committee Accountable to: Executive Committee Chaired by: Jeff Milbourne (Chair) Brian Mahoney, President (Vice-Chair) Composition: Ed Blackman, John Mathew, Valerie Parham-Thompson Background: A required Board standing committee Purpose/Mission of Committee: The mission of this committee is to promote the exchange of information about alumni and NCSSM community events in a bi-directional flow. We will work to encourage increased publication of alumni happenings to the association and NCSSM community. The team will help develop tools and capabilities for information exchange. Responsibilities/Deliverables: • Help guide the school in the management of the online tool Alumni Connections • Publicize alumni association involvement with the NCSSM community • Improve the incidence of the correct contact information in the school’s alumni database • Provide content for the alumni e-newsletter • Promote the Alumni Association brand • Increase the communications among alumni with social networking tools Immediate Goals: • Evaluate iModules Alumni Connections tool for usability • Evaluate 2-3 alternate social networking products • Make recommendations to modify iModules or migrate to viable alternatives Tactics: • All committee members test the iModules product for 2 weeks • Provide evaluation and recommendations to Lauren Everhart • Review Ning, Facebook, LinkedIn, Myspace, Yahoo Groups • Focus group on iModules usability with recent graduates Term Length: 1 year, renewable Frequency of Meetings/Time Commitment: 4-6 times per year / 15 hours per year Resources Available: • NCSSM Director of Communications
  • 8. North Carolina School of Science and Mathematics Alumni Association Board of Directors FUNDRAISING COMMITTEE CHARTER Name of Committee: Fundraising Committee Accountable to: Executive Committee Chaired by: Colin Law, Vice President Composition: Ed Blackman '91, Anna Shepherd '05, Peter Weld '96 Background: Established by the Executive Committee in 2007 Purpose/Mission of Committee: The mission of this committee is to assist the Development Office of NCSSM in meeting the Annual Fund and NCSSM Foundation yearly fundraising goals. The committee will work to promote and communicate to alumni the reasons it is important to give back the school. When possible, this committee will help facilitate programs in concordance with the Development Office to meet these goals. Responsibilities: • Help the Alumni Development Office and Office Of Institutional Advancement with yearly fundraising programs and goals • Participate in phone-a-thons and other mass-marketing programs to reach alumni for donations • Ensure the Alumni Board has 100% participation in Annual Fund giving • Guide Reunion classes in general donations and specific gifts to NCSSM Immediate Goals: • Establish an Annual Fund table at the Reunion Weekend promoting alumni donations • Communicate to alumni the reasons to give back to NCSSM • Brainstorm incentive ideas that will generate a buzz among all alumni to give back to NCSSM • Improve the percentage of all alumni that give annually to NCSSM • Coordinate with Communications to get information onto the Alumni Connections website Tactics: • Phone-a-thons, Direct mailings • Alumni Connections • Incentive programs (e.g. Slide Show image CDs) Term Length: 1 year, renewable Frequency of Meetings/Time Commitment: 4-6 times per year / 20 hours per year Resources Available: • NCSSM Development Office • NCSSM Director of Communications
  • 9. North Carolina School of Science and Mathematics Alumni Association Board of Directors SOCIAL COMMITTEE CHARTER Name of Committee: Social Committee Accountable to: Executive Committee Chaired by: Michael Martine, immediate past president Amanda Hodges (vice chair) Composition: Josh Hardison, Emily Martine, Anna Shepherd, Eric Roush, Prerana Patel Background: Established by the Executive Committee in 2006 Purpose/Mission of Committee: Fellowship among NCSSM Alumni helps to foster teamwork and more effective volunteerism. While we come together for the purpose of serving the School and its students, keeping the alumni board fresh and vibrant with new ideas means taking the time to get to know one another and discover the connections that lie beneath the surface. Social events are a useful recruiting mechanism for the board and are just plain fun to do something that is out of the ordinary. Responsibilities/Deliverables: The volunteers who participate in the Social Committee are responsible for planning several get- togethers and events over the course of the year whose primary goal is to have fun in a social setting. Given the diverse age groups of alumni, there may be some events that are better suited to one cohort over another, and while it is advantageous to have settings where all alumni might gather, targeting specific events for key age groups, geographic regions, etc are also desirable in order to maintain and increase contact among the alumni. The goals of the Social Committee will be set by those volunteers on this committee. At a minimum, there should be one event planned over the course of the year to bring alumni together to have fun and better get to know one another. This can provide for a relaxed atmosphere for prospective volunteers to get to know other members of the alumni board and get a sense for what they might be signing up for as they consider if they want to make a difference for the School and the students. Term Length: 1 year, renewable Frequency of Meetings/Time Commitment: 4-6 times per year / 15 hours per year Resources Available:
  • 10. North Carolina School of Science and Mathematics Alumni Association Board of Directors VOLUNTEERISM COMMITTEE CHARTER Name of Committee: Volunteerism Committee Accountable to: Executive Committee Chaired by: Eugene Murray ‘82 Darcie Smith ‘93 Composition: Josh Hardison ’90, John Mathew ‘91, Prerana Patel ‘92, Stephen Roberts ‘87, Eric Roush ‘82, Kimberly Turk ‘90 Background: Established in 2006 by the Board of Directors Purpose/Mission of Committee: The purpose of this committee is to facilitate alumni involvement with NCSSM and its Alumni Association through volunteer opportunities. The committee will work with the NCSSM Development Office to identify opportunities for alumni volunteers. The committee will help to recruit and encourage alumni to participate in these opportunities. Through its efforts, the committee will provide valuable assistance to NCSSM student and alumni program activities in support of the Alumni Association mission. Responsibilities: • Review annually scheduled events and activities of NCSSM and the Association to identify those where alumni volunteers will be needed. • Prioritize these events/activities to determine where volunteer needs are greatest for that year; consult with NCSSM Director of Alumni and Parent Programs to help determine priorities. • Develop strategies and expectations for recruiting alumni to fill as many volunteer needs as possible each year. • Recruit alumni to serve as volunteers; also recruit alumni to work with the Committee in its recruiting efforts. • Maintain diversity among alumni classes when recruiting to expose as many alumni as possible to volunteerism opportunities. • Assist NCSSM Development Office in keeping up to date its database of alumni who are available to serve as volunteers • Conduct follow-up assessments with alumni volunteers and NCSSM contacts to evaluate the volunteer experience and identify areas for improvement. • Assist NCSSM Director of Alumni and Parent Programs in identifying outstanding alumni volunteers each year to receive recognition for their service. • Ensure that all alumni volunteers receive notice of appreciation for the value of their service and commitment of their time.
  • 11. North Carolina School of Science and Mathematics Alumni Association Board of Directors 2008-09 Goals and Timeline: • Revise and improve volunteer opportunities handout form used as data collection tool during Reunion weekend (by October 2008). • Create volunteer contact database, to be maintained by the Committee in parallel with the NCSSM database (by December 2008). • Develop online volunteer recruiting form for NCSSM Alumni Connections website (by June 2009). Membership Term Length: 1 year, renewable Frequency of Meetings/Time Commitment: 4-6 times per year / 15 hours per year Resources Available: NCSSM Director of Alumni and Parent Programs