NCSSM Alumni Board Positions & Committees

NORTH CAROLINA SCHOOL
OF SCIENCE AND MATHEMATICS

ALUMNI ASSOCIATION
POSITIONS & COMMITTEES

OCTOBER 2009

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.


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


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:

• 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.



Primary Interfaces:



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:

• 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



Primary Interfaces:

• NCSSM Director of Communications


TREASURER POSITION DESCRIPTION

Name of Position: Treasurer

Responsibilities:

The Treasurer serves as the financial officer of the Association. Accordingly, the Treasurer:

• 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.


• Significant background and understanding of financial and accounting principles and practices

Primary Interfaces:



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:


FUNDRAISING COMMITTEE CHARTER

Name of Committee: Fundraising 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

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)


• NCSSM Development Office


SOCIAL COMMITTEE CHARTER

Name of Committee: Social 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

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.





VOLUNTEERISM COMMITTEE CHARTER

Name of Committee: Volunteerism 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

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.


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


NCSSM Director of Alumni and Parent Programs

NCSSM Alumni Board Positions & Committees

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