Traditional Smith clubs are self-funded organizations chartered through a set of bylaws and governed by an elected set of officers.
The Executive Committee
The governing body of the organization, comprising the president (or co-presidents), vice president/program chair, treasurer, alumnae admission coordinator and other positions, such as secretary, as indicated by the organization bylaws, is considered the executive committee. These officers demonstrate an enthusiasm for Smith, a strong interest in their club or group and a desire to connect alumnae to one another and the college. They typically serve a two-year term, elected in accordance with the bylaws. To change the configuration of the executive committee, a vote must be taken by the club to amend the bylaws. Please alert the OAR to any changes in your committee structure or bylaws.
- The president is empowered to appoint an individual or committee to serve on a temporary basis to assist with specific projects.
- Appointments/committee members are not considered club officers and therefore do not serve on the executive committee.
- Appointments/committee members report to the executive committee or to a specific officer.
- Appointments of admission volunteers are made in consultation with the admissions office.
The organization president, in conjunction with the executive committee and the AASC, is empowered to make appointments, relieve an officer of her responsibilities, accept the resignation of an officer and appoint any interim officers.
- Presides at all official meetings
- Maintains regular contact with other executive committee members to receive updates
- Sends out at least one newsletter per year to club members, which could include news from the AASC and a report or letter from the organization’s executive committee
- In case of a resignation or vacancy, the president, in consultation with the executive committee, is empowered to appoint someone to fill the unexpired term. If an officer cannot or does not fulfill her responsibilities, it is the responsibility of the president, in cooperation with the AASC, to determine a course of action including resignation and replacement.
- Keeps records of important publications and communications with officers, members and the AASC, passing these on to the succeeding president
- Helps the treasurer file the annual report with the AASC by July 31
- Attends the club leadership conference and mentors new and prospective volunteers
Vice President/Program Chair
The principal duty of the vice president is to act as program chair. She appoints volunteers to committees and maintains involvement with all committee work.
- Acts for the president if the president is unable to fulfill her responsibilities
- Acts as program chair and organizes, plans and schedules events, including serving as the primary source for event information
- Submits a list of events for inclusion in the newsletter
- Oversees events budget
- Selects committees to help organize various events as needed
- Coordinates with alumnae admissions coordinator to plan events for prospective students
- Attends the club leadership conference in the absence of the president or president-elect
The vice president makes the following appointments:
- Program co-chair
- Event chair
- Event committee member
The treasurer is responsible for the fiscal management of the treasury, including the collection of dues and maintenance of all financial records.
- Sets financial guidelines for management of funds and ensures that the guidelines are ratified by the officers
- Assists the vice president/program chair in developing a program budget for the year
- Sets the dues rate for the organization, in conjunction with other officers, and solicits dues on a regular schedule
- Pays all authorized bills and volunteer reimbursements efficiently and ensures that the club has a firm financial base to launch annual programs
- Submits an itemized financial statement to members at the annual meeting and maintains records of all financial reports
- Submits an annual financial report to the president and the AASC by July 31
- Maintains a list of members and donation amounts to the organization’s scholarship fund (if applicable) for those who want credit, and submits it with the annual donation to the college
- Follows rules regarding disclosure of the group’s financial status, in accordance with laws governing tax-exempt status
Alumnae Admissions Coordinator (AAC)
The AAC is appointed by the executive committee in consultation with the admission office. An AAC organizes contact with students, high schools and parents to acquaint them with Smith College and assist the Office of Admission with applicants. The AAC may work alone or supervise a committee of as many as 30 alumnae.
- Contacts students whose names appear on inquiry and search cards
- Offers interviews to all applicants and encourages acceptances
- Conducts special recruiting programs for prospective applicants
- Attends college fairs and high school programs
- Develops a rapport with secondary schools
- Assists an admissions traveler visiting her area
The secretary is responsible for the administrative record keeping for the organization.
- Keeps a permanent record of minutes of all organization and executive committee meetings
- Keeps a complete, up-to-date membership list (if no membership chair is elected)
- Notifies members (or all area alumnae) of the year’s programs and meetings
- Reports all changes of address to the records department
- Forwards appropriate materials to the OAR and/or Nanci Young, college archivist, at the Smith College Archives, Northampton, MA 01063, 413-585-2970, email@example.com.
The nominating chair/committee presents a slate of officers to the organization. These officers will continue the business of the club for the next term. The committee should seek to broadly represent all club/affinity group constituencies and choose individuals who are able to meet the responsibilities of the given office. The current officer team should inform the nominating chair of the organization’s priorities for the upcoming term. Applicants’ confidentiality and clarity regarding their potential responsibilities are the committee’s primary concerns. Once appointed, the chair may select two or three members to serve on the nominating committee.
- Calls for nominations
- Determines the slate. Depending on organization bylaws, a single or double slate election process is required.
- Contacts nominees and sends position descriptions
- Submits the slate to the organization’s president and the assistant director for clubs at the OAR. The slate should be published in the final newsletter.
- Ensures that the slate is voted on at the annual meeting or by mail-in ballot