Now that you are the leader of an alumnae club or group, we want to help you implement a smooth leadership transition. We’ve put together a checklist that both the incoming and outgoing leaders should review.
Checklist for Incoming Club Leader
- Set up a meeting with the outgoing leader to go over questions and topics
- Collect club documents from the previous leader
- Schedule a meeting of new and old board/leadership committee members
- Review the available resources on the OAR Club Resources page
- Schedule a call with the assistant director for alumnae engagement
- Send a list of current club leaders so that the OAR has accurate records
- Introduce yourself to alumnae via a newsletter, broadcast email and/or Facebook post
List of Questions & Topics
The following questions and topics are a guide to help you think about your new role. They may also help guide your discussion with your predecessor.
Overview of the Local Club
- What is the club mission?
- How do your describe your club?
- How would you describe the alumnae in your area?
- When was the last time alumnae were asked for programming ideas or to complete a survey?
- Does the club have a flagship program, such as an annual event, a regular fundraiser or book club?
- What are some of the club’s fundraising programs?
- What are your goals as club leader?
- What are the aspects of club leadership that you like? What aspects are more challenging?
Leadership & Governance
- What is the structure of the board or leadership committee? What support is in place for you?
- What do you think would be the ideal leadership structure?
- What is the process for board or leadership development?
- Check club bylaws. Is an all-club meeting required annually?
- What is the most effective form of communication with club members?
- When do you send club news?
- What kind of information do you send in broadcast emails?
- Who keeps the club’s website up-to-date?
- Does the club have an email account and Facebook page? Who responds to emails and posts messages?
- What are the biggest hurdles (communication, volunteers, venues) you have?
- What ideas do you have to overcome challenges?
- What is your annual club timeline?
- What are some best practices for money management?
- Who can sign checks and access accounts?
- How do you handle revenue, dues and expenses?
- Does the club have a tax-exempt status?
- Is your club a 501©(3)?
- Does the club have any scholarship funds?
- What are the resources and support from the OAR?
- Where can you get a list of club leaders in your region?
- Are there any past club leaders who could be a resource for you?
- Are there any college trustees or AASC board members (current or past) in your area?
Important Club Documents
- Bylaws (if any) and amendments
- Determination letter, Tax ID documents, EIN
- Copy of past annual and financial reports (should be on file at the OAR)
- Board/leadership meeting minutes
- Club files history, newsletters, etc.
- List of current board/leadership committee members with contact information and term dates
- Electronic files and folders, with passwords if applicable
Schedule Meeting of New & Old
- Send the agenda and assignments prior to the meeting
- Review leaders’ and volunteers’ responsibilities
- Review nominating/election process
- Strategize for the coming year and set goals
- Develop yearly budget