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ALUMNICLUB MANUAL

PHI KAPPA TAU FRATERNITY AND FOUNDATION WWW.PHIKAPPATAU.ORG

ALUMNI CLUB MANUAL

Phi Kappa Tau Fraternity and Foundation

Ewing T. Boles Executive Offices

5221 Morning Sun Road

Oxford, Ohio 45056

(800) PKT-1906

www.phikappatau.org

© Phi Kappa Tau Fraternity and Foundation, 2014

The Alumni Club Manual was developed by Phi Kappa Tau to assist members in creating, planning

and executing an alumni club in their area. This guide is intended for alumni leaders around the

country. Permission is granted to all Phi Kappa Tau members, undergraduate and alumni alike,

and any other parties planning a Phi Kappa Tau alumni event to copy all or parts of the Alumni

Club Manual for use in developing and executing an event within an alumni club.

TABLE OF CONTENTS Forward ..............................................................................................................................

Phi Kappa Tau Dictionary .................................................................................................... Page 4

Introduction to Alumni Clubs ............................................................................................... Page 5

Networking and Development ............................................................................................. Page 6

Social and Leisure ............................................................................................................... Page 7

Civic Minded Pursuits .......................................................................................................... Page 8

Supporting an Expansion .................................................................................................... Page 9

Starting an Alumni Club .................................................................................................... Page 10

Alumni Club Flow Diagram ............................................................................................... Page 11

Step One: Contact the Executive Offices ............................................................................ Page 13

Step Two: Survey Local Alumni .......................................................................................... Page 14

Step Three: See Out Alumni Leaders.................................................................................. Page 15

Step Four: Plan a Communication Strategy ........................................................................ Page 16

Step Five: Plan and Publicize First Meeting ......................................................................... Page 17

Step Six: Select Leadership Positions .................................................................................. Page 18

Step Seven: Submit Club Petition ....................................................................................... Page 19

Templates, Resources and Ideas ........................................................................................ Page 20

Membership Recruitment ................................................................................................... Page 21

Sample: Area Alumni Contact Spreadsheet ........................................................................ Page 22

Sample: Provided Survey ................................................................................................... Page 23

Sample: Louisville Golf Scramble Email ............................................................................. Page 24

Sample: Dallas/Fort-Worth Golf Outing Email ................................................................... Page 25

Sample: Big Dog Classic Social Media .............................................................................. Page 26

Sample: Southern California Club Website ........................................................................ Page 27

Sample: Dallas/Fort-Worth Alumni Club Website ............................................................... Page 28

Sample: Club Meeting Agenda .......................................................................................... Page 29

Sample: Dallas/Fort-Worth Meeting Agendas .................................................................... Page 30

Sample: Roles and Responsibilities .................................................................................... Page 31

Sample: Dallas/Fort-Worth Board Members and Roles ...................................................... Page 33

Sample: Alumni Club Petition ............................................................................................ Page 35

Sample: Alumni Club Bylaws ............................................................................................. Page 36

Proper Branding ............................................................................................................... Page 38

FORWARD

By reading this you are undoubtedly contemplating maintaining the spirit of youth by establishing

or re-establishing an alumni club in your area. There are many journeys you have made or are still

making throughout the course of your life, and we hope that continuing the Phi Kappa Tau

experience will be an exciting and fulfilling venture.

We believe alumni clubs are a fantastic vehicle to drive these desires, whether it is attendance at an

annual event or becoming a volunteer for a local chapter or colony.

After graduation, maintaining strong bonds of brotherhood happens consistently only when

dedicated members such as you are involved.

This guide will walk you through a step-by-step process that has been formed from many sources

and used successfully by our Dallas/Fort-Worth Alumni Club’s formation. At one time, this club was

at the same point you are at - wanting to involve the brotherhood and values of Phi, Kappa, and

Tau into their lives as a graduate member. Now, it is providing a range of activities for its diverse

and active membership, from networking events to golf, opera and philanthropic events.

On behalf of the membership of Phi Kappa Tau, the Executive Offices would like to thank you for

your interest in launching your club and hope that you will find the same experiences and

enjoyment that so many graduate members have found before you.

Fraternal Regards,

Wm. Tim Hudson, Truman State ’97

Chief Executive Officer

PHI KAPPA TAU DICTIONARY

The Phi Kappa Tau dictionary is a concept that was created to define various functions and areas

of the Fraternity to dispel confusion and give better clarification. The following terms will better

clarify the context of alumni clubs.

ALUMNI CLUBS An alumni club shall be composed of graduate members from all chapters in a specific geographic

area and shall have a key alumnus or alumni to coordinate its activities. Its four functions can

include providing career development and networking opportunities, philanthropic- or service-

oriented activities, social or leisure opportunities, or Resident Council-related activities (supporting

a chapter or colony).

BOARD OF GOVERNORS The Board of Governors (BOG) is the general supervisory body of the chapter and is responsible to

the Domain Directors in all matters. The chapter is composed of the Resident Council and

Graduate Council, to which the Board is primarily responsible for overseeing the day-to-day

operations of the Resident Council and advising its officers.

GRADUATE COUNCILS A Graduate Council is composed of those members of the chapter who have graduated from their

respective institution, left school permanently, transferred schools, are married and/or have elected

to transfer to Graduate Council or Honorary Member status. Graduate Councils are designed

specifically for a chapter’s graduates, with the programming and activity of the council focusing on

its alumni and undergraduates alike. Each Graduate Council is allowed one voting delegate at the

biennial National Convention and can collaborate with the chapter’s Domain Director to fill its

Board of Governors.

HOUSING CORPORATIONS Housing Corporations (Housing Corp) are the groups of members that manage any and all

functions of chapter housing. They are responsible for tasks such as collecting rent and paying the

mortgage to handling house renovations and setting rent pricing.

INTRODUCTION TO ALUMNI CLUBS

Before going in-depth into what an alumnus can do to

cultivate an alumni club, we must first understand the

many reasons why alumni clubs exist. Many members

conceive an alumni club as an extension of an

undergraduate chapter or a place to raise more

money for local chapters, the Phi Kappa Tau Executive

Offices or the Phi Kappa Tau Foundation. This, of

course, can turn many potential members off because

often times the only thing our graduate members have

less of than money is time.

If an alumni club’s main purpose is not to recreate the Resident Council and it is not a fundraising

arm of the Foundation, then why do they form?

There are four main purposes that drive the inception of an alumni club:

1. Networking and development

2. Social and leisure

3. Civic minded pursuits

4. Supporting an expansion

While a mature, functioning alumni club will usually encompass all four of these cylinders, it takes

only one or two of these objectives to initiate an alumni club.

The goal of an alumni club is to create a number of events to attract members from all cross

sections of interest, not to force members into events they do not feel like attending.

There may be certain members who show up for monthly lunches, while you may see other

members at the annual golf outing or the quarterly trip to the opera. Some members may get

involved for philanthropic opportunities, while others may be interested in networking and career-

development events.

You have probably already figured out which function of an alumni club you would like to help

establish, but it is important to understand all of them to reach the most brothers in your area.

Below you will find overviews and descriptions for each of the above areas. This is not an all-

encompassing description, but rather a brief synopsis for each one as different areas and clubs

prefer to engage in different activities.

“Phi Kappa Tau, by admitting me to membership, has conferred upon me a mark

of distinction in which I take just pride.”

NETWORKING AND DEVELOPMENT

An alumni club of Phi Kappa Tau can provide frequent

and consistent opportunities for networking and career

development.

Networking is the lifeblood of business success.

Whether you are finding the right people for your

organization or looking for an organization to work

for, the best way to accomplish either is by working

through your personal network.

This component of an alumni club directly reflects our mission to champion a lifelong commitment

to learning and brotherhood, as well as our Cardinal Principles, Kappa and Phi.

Career networking and development activities could include, but are not limited to, the following:

“Welcome to town” activities

Mentoring by role, company or industry

Job shadowing

Résumé writing assistance

Interview preparation

Résumé circulation within the local group for job leads and ideas

Guest speakers regarding employment or professional development topics

Career speakers at networking lunches/meals

Social media engagement

Phi Kappa Tau has created a brotherhood of more than 90,000 members, all having taken the

same journey and sworn the same oath to uphold the Cardinal Principles. When you network with

Phi Kappa Tau brothers, you have a greater knowledge of that person’s values and experiences

than you might if you were talking to a random person off the street.

“I shall try always to discharge the

obligation to others which

arises from the fact that I am a fraternity man.”

SOCIAL AND LEISURE

This is the most widely considered use of an alumni

club, and is many times limited in implementation.

Social opportunities most commonly consist of a few

cocktails or beverages with fellow brothers at some

local establishment. If those are the only social

opportunities you plan for, you will only reach a

small portion of your potential alumni stakeholders.

Whether it’s relaxing after a long week of work,

catching up with a few brothers over a scheduled lunch, or listening to the old “war stories” from

some of the older brothers, social and leisure events can provide a valuable service and escape for

many local Phi Kappa Tau brothers.

Social or leisure events could include, but are not limited to, the following:

Meals (e.g., breakfasts, lunches, dinners)

Happy hours

Golf (or other sport) outings

Sporting events (e.g., NFL, MLB, college athletics, etc.)

Symphonies, operas, summer musicals

Family-friendly events (e.g., picnics, carnivals, fairs)

Founders Day activities

Social or leisure outings with our brothers can help us “retain the spirit of youth,” which is a key

concept in attaining our mission of a lifelong commitment to brotherhood, and our Cardinal

Principle Phi.

“I believe in the brotherhood for which it stands.”

CIVIC MINDED PURSUITS

Part of Phi Kappa Tau’s nature is teaching young

men the importance of giving back to their

community. As our members age, they increasingly

become involved in endeavors that are service or

philanthropic in nature. It is only natural to want to

share in those endeavors with brothers as they did in

college.

A great way to begin these efforts is with Phi Kappa

Tau’s service initiative, the Founders Month of Service. To honor our Founders, during the month of

March all members (undergraduates and alumni) log their hours and projects to see how many

hours of service and dollars for charity we can raise. For more information, visit

www.phikappatau.org/fmos.

The club’s service or philanthropic projects can be local, regional, national, or even international.

In the past groups have built a wheelchair ramp for a local establishment, partnered with regional

chapters in service functions, raised money for Phi Kappa Tau’s national philanthropy—SeriousFun

Network (formerly known as the Association of Hole in the Wall Camps) for children with life-

threatening illnesses, and even funded a brother’s non-profit organization supporting education in

the Congo.

When our efforts are combined under the umbrella of Phi Kappa Tau, the sky is truly the limit for

positive change we can create in the world.

Service projects could include, but are not limited to:

Founders Month of Service events

Golf outings to raise money for local or national charity

Volunteering for a local organization such as First Tee

Sponsoring a local philanthropic event

Volunteering at a SeriousFun camp

Pairing with a local chapter for a service event

This section of an alumni club pays tribute to our mission to champion a lifelong commitment to

exemplary character, as well as our commitment to universal fellowship.

“I shall be a good and

loyal citizen.”

SUPPORTING AN EXPANSION

Sometimes an alumni club is formed to incite or

support an upcoming expansion of Phi Kappa Tau at

a local university or college. While this function is

more closely tied to the Executive Offices, this does

not mean that a club supporting an expansion will be

run by staff members.

The club can form to support the expansion effort, or

it might already be in operation and decide to help

the expansion in whatever capacity its members see fit.

While the effort may or may not be for your chapter, it may re-engage some members that would

like to work with undergraduates, but are too far from their own chapter to be able to do it. It may

also support the chapter as it re-engages some individuals and gets them interested in their own

ties to the chapter once more.

Expansions are important to the long-term growth and sustainability of Phi Kappa Tau. As we raise

our standards for young men through standards assessment and risk management policies, we

lose a few chapters each year that have forgotten their dedication to our Cardinal Principles and

the meaning of our mission.

Ways an alumni club can support an expansion are as follows, but are not limited to:

Providing potential volunteers (BOG members, Domain Directors, Housing Corp, etc.)

Providing mentoring to undergraduate colony members

Inviting older members to career development and networking events

Attending homecoming and other chapter-sponsored activities

Providing fundraisers or other events to help the expansion effort

Serving as a local/functional mentor

Through expansion, we can nurture and develop a chapter that has members with new ideas and

a better understanding of the purpose of Phi Kappa Tau. The alumni club can be an important

partner in the growth of these young men.

“I shall be loyal to my college and my chapter, and shall keep strong my ties to

them that I may ever retain the spirit of youth.”

STARTING AN ALUMNI CLUB

Now that we have explored the four major operational areas of an alumni club, the following

pages will reflect a seven-step process for beginning and growing an alumni club at a grassroots

level.

Keep in mind that these steps act as guidelines and a rough process for you to follow; do not think

you have to accomplish everything as outlined in this guide. This resource is just a way to guide

you on your quest of building a functional, successful alumni club.

SEVEN STEPS TO START AN ALUMNI CLUB

1. Contact the Development Coordinator at the Executive Offices

2. Survey local alumni and provide local alumni listings

3. Seek out alumni leaders

4. Plan communication strategy

5. Plan and publicize first meeting/create loose board of leaders

6. Slate positions

7. Send club petition to the Executive Offices

ALUMNI CLUB FLOW DIAGRAM

I want to start an alumni club!

Seek Out Alumni Leaders

Contact Executive Offices

Survey Local Alumni and Provide Local Alumni Listing

Career Networking and Development

Social, Leisure and Cultural Opportunities

Philanthropy and Service

Expansion/Chapter Support

Obtain Area Alumni Listing

Include Alumni Survey Linked in Email

Obtain Alumni Survey

Send Explanatory E-mail to Area Alumni

Send Explanatory E-mail/Set up 15 Minute Phone Calls

Gain Referrals/Advice

Plan and Publicize First Meeting

Send Petition to Executive Offices

Slate Officer Positions

Plan Communication Strategy

Create LinkedIn Group

Create Facebook Group

Create E-mail Communication

Get Website from Executive Offices

Recruit Potential New Members

Locate a Meeting Space

Pick a Date and Time

Publicize Using Communication Strategy

Hold Formal Meeting

Fill Out Petition

STEP ONE: CONTACT THE EXECUTIVE OFFICES

WHO DOES THIS? You or another interested alumnus.

WHAT AM I DOING? You are looking for the development coordinator at the Phi Kappa Tau Executive Offices. Explain

that you are interested in starting an alumni group in your area, and provide your name and

contact information so that the Executive Offices staff can follow-up accordingly and provide you

all the resources and information you need to be successful.

The Executive Offices staff will provide you with a list of alumni in your area, along with contact

information.

WHERE CAN I GET HIS/HER PHONE NUMBER? You can find a staff member’s phone number, extension and email address on the “Contact” page

at www.phikappatau.org/contact.

WHEN SHOULD I DO THIS? Whenever you want to explore or take the first step of beginning an alumni club.

WHY AM I DOING THIS? To form an alumni club, you must let the National Fraternity know and keep them in the loop as it

is a formal subsidiary organization of the Fraternity. Additionally, the Executive Offices has a wide

range of information and can help you figure out who is in your area. Plus, it allows the Executive

Offices to keep more accurate records as well.

HOW DO I DO THIS? Pick up the phone and dial (800) PKT-1906.

STEP TWO: SURVEY LOCAL ALUMNI


WHAT AM I DOING? You are building a short 10- to 15-question survey to send to all area alumni in the spreadsheet

sent to you by the Executive Offices. Create a deadline (approximately a month) for members to

complete the survey and send several reminder emails throughout the month to ensure maximum

completion.

When the survey is completed, you can use the information to help form initial events, officers and

interest in the emerging club.

WHEN SHOULD I DO THIS? As soon as you have received the area alumni contact information spreadsheet and have built the

survey.

WHY AM I DOING THIS? This step furthers the alumni club building process in several ways. By providing a survey to area

alumni regarding activities or areas of participation they might be interested in (see four cylinders

of an alumni club), you are getting direct feedback for what may be feasible or desired for some

initial club events.

Another benefit of this survey is that you may be able to find some initial volunteers to help the club

get organized and hold events.

A final benefit is that area alumni may recognize friends or chapter brothers in the area and begin

building their own network, which may in turn lead to more participation in the club.

HOW DO I DO THIS?

1. Create a listserv of area alumni email addresses

2. Contact Executive Offices for access to Area Alumni Survey

3. Send survey link to area alumni contact information through alumni listserv

4. Compile and analyze survey data (the Executive Offices can help if desired)

STEP THREE: SEEK OUT ALUMNI LEADERS


WHAT AM I DOING? You are reaching out to leaders in all facets of the Phi Kappa Tau community to introduce yourself

and begin building relationships. These leaders could be past or present regional or local

volunteers, chapter officers, Hall of Fame members, National Council or staff members.

The Executive Offices can provide local and regional leaders’ names and contact information, plus

those leaders may also know of other leaders to contact in the area as well.

WHEN SHOULD I DO THIS? During or after the survey of area alumni.

WHY AM I DOING THIS? These leaders may want to get involved in some capacity with the upstart effort, or know some

members who would be interested in helping the effort. At the very least, they are a great resource

to connect and build relationships so that later these leaders may encourage participation and

communication in club activities.

HOW DO I DO THIS? Write a personal email or give a phone call to each leader to:

1. Introduce yourself

2. Describe your goals for the club

3. Discuss completion/results of area survey

4. Inquire as to level of interest of leader, if any

5. Ask for any questions/advice leaders have for events or progress

6. Thank them for their time

STEP FOUR: PLAN A COMMUNICATION STRATEGY

WHO DOES THIS? You and a few assorted volunteers or a committee.

WHAT AM I DOING? You are building a cross-platform way to communicate to area alumni and those who have

expressed interest in the alumni club. This would include, but is not limited to: template emails,

LinkedIn Group, Facebook Group and website.

WHEN SHOULD I DO THIS? The planning process should begin immediately after the survey has been analyzed and a core

group of two to four volunteers have been identified to help create the communication strategy.

Although there is no timetable for the creation of this strategy, a good goal is two to three months.

WHY AM I DOING THIS? This step is crucial because it is laying the groundwork for all future communication for the alumni

club. Not only will this help you with recruitment through various social media and electronic

outlets, it gives the club a structure to keep communication at a high level once it is officially

formed and holding events.

HOW DO I DO THIS? There is no required way to build this strategy; it is up to you and your fellow volunteers to decide

how and where to communicate with your area alumni.

During this process, you are first recruiting people to help you and then finding items they can

work on. This runs contrary to how many people want to recruit, which is to describe the job first

and then find the right person.

The Executive Offices can provide you with template emails and a website, if desired. The Executive

Offices can also connect you with other alumni clubs should you have questions about building

Facebook or LinkedIn groups.

STEP FIVE: PLAN AND PUBLICIZE FIRST MEETING

WHO DOES THIS? You and/or two to four other volunteers.

WHAT AM I DOING? You are setting up a date, time and location for the first alumni club meeting. You are producing

an agenda for that meeting and using your communication strategy to publicize it.

WHEN SHOULD I DO THIS? After your communication strategy has been created, give at least one to two months of lead time

to mass market the first meeting to your alumni.

WHY AM I DOING THIS? The first meeting will be the springboard to future operations of the alumni club. Having already

surveyed alumni, created relationships with area leaders and developed a communication strategy,

it is now time to leverage all of those parts and relationships. If you can produce a fair to excellent

turnout at the first function/meeting, you can use that momentum to propel the club forward.

HOW DO I DO THIS? First, you must pick a date, time and location for the meeting. A key to this is to use a hook to

drum up attendance. This could be a Founders Day gathering, holidays such as Memorial Day or

the Fourth of July, or any other local or area event that you believe will pique the interest of our

alumni.

Once a date has been set, look for alumni who own or run restaurants, office space or are part of

a country club or other clubs (like the Eagles or Elks clubs) to which you can use the space for the

meeting.

Once the date, time and location have been cemented, create an agenda for the meeting and

invite a local speaker to attend.

After all that is done, talk to area leaders and use your communication strategy to begin mass

marketing the meeting to your area alumni. Make sure to include the agenda and speaker on your

communications.

STEP SIX: SELECT LEADERSHIP POSITIONS

WHO DOES THIS? The initial club members.

WHAT AM I DOING? Temporarily filling created positions to keep club function growing.

WHEN SHOULD I DO THIS? During the second meeting, which should occur within three months of the first meeting.

WHY AM I DOING THIS? To maintain long-term function, the alumni club has to have elected officers directing it. While

members may not yet be ready for the full commitment of a year-long office, by creating

temporary chairs you allow for the club to keep growing while giving the club six months to recruit

replacements for the chairs (if being replaced is desired).

HOW DO I DO THIS? At the meeting you fill seats by volunteering or a simple majority election, if necessary.

STEP SEVEN: SUBMIT CLUB PETITION

WHO DOES THIS? Club president, vice president or treasurer.

WHAT AM I DOING? Filling out the official alumni club petition and sending it electronically to the Executive Offices at

[email protected].

WHEN SHOULD I DO THIS? After the club has slated positions, held one formal meeting and filled out the official alumni club

petition.

WHY AM I DOING THIS? The Executive Offices can be a very useful resource in the creation and growth of your area alumni

club. To better help your alumni club, the Executive Offices asks to have the club’s leadership

contact information for its records and enough people to be able to successfully grow the club.

HOW DO I DO THIS? Email the petition to Angie Van Winkle, Administrative Assistant-Foundation, at [email protected].

TEMPLATES, RESOURCES AND IDEAS

MEMBERSHIP RECRUITMENT

The most important thing to remember when attempting to recruit alumni club members is that

alumni come in all ages and stages of life. What is appealing to the recent graduate will often not

appeal to the retirement-age alumnus. In order to recruit across all of the ages and stages of life,

groups must plan events and activities that will appeal to the different needs and desires of alumni.

A generalization of the different ages and stages of life, along with corresponding interests follows:

AGE STAGE/INTERESTS

25-30 Recent Graduate

May be new to area

Usually have no children

Unmarried or newlywed

Social and networking opportunities are selling points

30-40 Thirty-Somethings

Career advancement a top priority

Usually married with young children

Educational and professional development opportunities are important

40-50 Settled Mid-Lifers

Career track firm

Family-oriented events, educational and professional-development

opportunities and community service are selling points

50-60 Empty Nesters

Close to high point in career

Children leaving home

Professional development and community service are selling points

60-70 Retirement-Aged

May have more spare time

Children usually on their own; may have grandchildren

Vocational interest and personal expertise may appeal to these alumni

70+ Retired

Involvement may slow

Enjoy consistent contact

Social opportunities, helping younger alumni are appealing

These are generalizations and will not reflect the interests of all alumni in any category. The best

way to determine the interests of an alumnus is to ask him. Another important factor to consider in

recruitment is participation. Successful alumni clubs realize that only a small core group will be

very active and participate in the vast majority of club events. Most members will be moderately

active and attend only several events each year.

Clubs should keep this in mind and refuse to measure the success or failure of the club on the

number of members attending each event. Conversely, the measure of success for an alumni club

should be the number of total members and the quality of each event. All alumni should be

embraced and continuously contacted by the club.

The final aspect of recruitment is persistence. While most of the club’s or recruitment efforts should

be concentrated at the end and beginning of each fiscal year, regular updates from the club can

be successful in generating mid-year members. Clubs should send information through a

newsletter, postcard, email or by phone to all area alumni on a quarterly basis. Nothing sells the

benefits of membership more effectively than publicizing the great events non-members miss. Let

them know what they are missing by not being involved.

SAMPLE: AREA ALUMNI CONTACT SPREADSHEET

CHAPTER FIRST LAST E-MAIL HOMEPHONE WORKPHONE CELLPHONE ADDRESS CITY ST ZIP

Beta

Chi Ray Sophie [email protected]

334-564-

7465

334-564-

7465

334-564-

7465

123

Main

Street

Oxford OH 45056

Delta

Theta Tyler Wash [email protected]

213-756-

4654

213-756-

4654

213-756-

4654

543

West

Street

Hamilton OH 45065

Epsilon Alex Koehler [email protected] 213-756-

5643

213-756-

5643

213-756-

5643

745

Rose

Lane

Hamilton OH 45065

Zeta

Beta Jason Sweet [email protected]

556-563-

0098

556-563-

0098

556-563-

0098

68

Fourth

Street

Oxford OH 45056

Beta

Iota Matt Marone [email protected]

213-756-

1001

213-756-

1001

213-756-

1001

PO Box

112

Oxford OH 45056

Kappa Marty Dunning [email protected] 422-387-

3948

422-387-

3948

422-387-

3948

23

Cherry

Lane

Oxford OH 45056

SAMPLE: PROVIDED SURVEY

To view this sample online, visit http://www.surveymonkey.com/s/WZ9YD8F.

SAMPLE: LOUISVILLE ALUMNI CLUB GOLF SCRAMBLE EMAIL

SAMPLE: DALLAS/FORT-WORTH ALUMNI CLUB GOLF OUTING EMAIL

SAMPLE: ALUMNI CLUB EVENT SOCIAL MEDIA

SAMPLE: SOUTHERN CALIFORNIA ALUMNI CLUB WEBSITE

SAMPLE: DFW ALUMNI CLUB WEBSITE

SAMPLE: ALUMNI CLUB MEETING AGENDA

SAMPLE: DFW CLUB MEETING AGENDAS

OXFORD ALUMNI CLUB FALL 2024 MEETING AGENDA

Noon, Skyline Chili

Jan. 1, 2024

I. Opening of Meeting (This could be a speaker or other type of activity or event)

II. Officer Reports a. Chairman b. Vice Chairman c. Finance Chairman d. Networking Chairman e. Social/Cultural Chairman f. Athletic Events Chairman g. Public Relations Chairman h. Technology Chairman

III. Old Business

IV. New Business

V. Open Discussion

VI. Closing of Meeting

(Could end with creed or other Phi Kappa Tau purpose statement)

SAMPLE: ROLES AND RESPONSIBILITIES

PRESIDENT Time commitment: 3-4 hours per month

Preside at quarterly meetings; report on strategy and direction, goals and

accomplishments.

Develop and lead initiatives to increase alumni interaction and participation.

Build and maintain relationship with National Fraternity and Foundation.

Build and maintain relationships with outside stakeholders in the community.

VICE PRESIDENT Time commitment: 3-4 hours per month

Schedule quarterly meetings, making all arrangements with site personnel.

Develop programming (speakers, presentations, etc.) for at least two of the four quarterly

meetings.

Assist chairman in driving completion of action items.

Formulate meeting agenda with each officer’s report prior to quarterly meeting.

Take minutes of each meeting.

FINANCE CHAIRMAN Time commitment: 2 hours per month

Keep financial records of all club activities, earnings and savings.

Report on financial outlook of club.

Develop method of accumulating funds for operations/communications (collecting money

via credit card, establishing pseudo-dues, etc.)

Assist officers with collection, payment, and financial needs for events or other approved

items.

NETWORKING CHAIRMAN Time commitment: 3-4 hours per month

Recruit alumni to networking committee.

Set up at least two networking events per year for alumni and graduating seniors in area.

Develop strategies to recruit area alumni and graduating seniors from nearby chapters to

alumni club.

SOCIAL/CULTURAL CHAIRMAN Time commitment: 2-3 hours per month

Set up at least one social/cultural event per year for members and their spouses or

significant others.

Set up at least one social/cultural event per year that is family-oriented.

Set up at least one event per year that is philanthropic or service-oriented in nature.

Set up at least one additional social or cultural event for members to attend.

ATHLETICS CHAIRMAN Time commitment: 1-2 hours per month

Set up at least three annual sporting event outings for members and their families.

PUBLIC RELATIONS CHAIRMAN Time commitment: 3-4 hours per month

Provide public relations support to local undergraduate chapter and national and

Foundation audiences.

Serve as group's historian.

Provide articles for website with news and member information.

Manage club’s social media outlets.

Assist networking chairman with recruitment of area alumni to events and meetings.

TECHNOLOGY CHAIRMAN Time commitment: 1-2 hours per month

Maintain website, member database and email list.

Send out member emails/other content distribution.

Assist with updating content to website.

Keep website current and look for new applications to help engage overall group.

SAMPLE: DFW ALUMNI CLUB BOARD MEMBERS AND ROLES

POSITION: PRESIDENT

Develop and lead initiatives to increase alumni interaction and participation.

Preside at meetings; report on strategy, direction, goals and accomplishments.

Receive reports from committee chairmen at meetings.

Maintain contact with National Fraternity and Foundation.

Maintain contact/awareness of inter-fraternity organizations throughout your area.

Appoint additional committee chairman; coordinate committee overlap.

POSITION: VICE PRESIDENT

Schedule monthly meetings, making all arrangements with site personnel.

Develop programming (speakers, presentations, etc.) for at least two upcoming meetings.

Recruit at least two active committee members, change as needed.

Assist chairman in driving completion of action items.

POSITION: FINANCE CHAIRMAN

Manage money, keep bank account, report.

Develop method of accumulating funds for operations/communications (collecting money

via credit card, establishing pseudo-dues, etc.).

Assist golf, events and social board members with collection, payment and financial needs.

POSITION: COLONY EXPANSION CHAIRMAN

Coordinate efforts to support local colonization efforts.

Serve as point of contact for regional leadership programming, etc.

Manage specific programs and activities to obtain success.

Provide monthly updates for the website and meetings.

Produce and manage a “What it is Going to Take?” action item list to start a new colony.

Recruit committee members to assist.

POSITION: GOLF CHAIRMAN

Schedule and lead two golf outings per year with a focus to bring members together, raise

money for the alumni club’s charity, and provide a potential vehicle for recruiting potential

undergraduate students.

POSITION: EVENTS/ACTIVITIES CHAIRMAN

Schedule and lead at least one event per year with a focus to bring members together

(including their spouses); raise money for the alumni club’s charity/colony expansion.

Assist social chairman with Homecoming event(s).

POSITION: SOCIAL CHAIRMAN

Coordinate at least two non-luncheon events (nights, weekends) per year involving

members and spouses/families.

Lead Homecoming event(s).

POSITION: PUBLIC RELATIONS CHAIRMAN

Provide public relations support to local undergraduate, chapter, national and Foundation

audiences.

Serve as alumni club’s secretary/historian.

Provide member and news stories for website.

Assist vice chairman with luncheon speakers.

POSITION: TECHNOLOGY CHAIRMAN

Maintain website, member database and email list.

Send out member emails/other content distribution.

Assist with updating website content.

Keep website current and look for new applications to help engage overall group.

SAMPLE: ALUMNI CLUB PETITION

Whereas, the undersigned Graduate Council members in good standing with the Phi Kappa Tau

Fraternity desire to encourage all alumni of the _____________ area to take an active role in

advancing the interests and Cardinal Principles of their Fraternity; and

Whereas, the undersigned alumni believe in the virtue and commitment of championing a lifelong

commitment to learning, brotherhood, ethical leadership and exemplary character; and

Whereas, the undersigned Graduate Council members affirm their belief that the mark of

distinction and spirit of brotherhood for which Phi Kappa Tau promotes ever maintains the spirit of

youth; and

Whereas, the undersigned Graduate Council members desire to form an alumni club in

accordance with the Constitution and Statutes of Phi Kappa Tau Fraternity to achieve these ends in

their lives as well as their brothers.

Therefore, Be It Resolved, that the undersigned alumnus members of the Phi Kappa Tau Fraternity,

do hereby petition the Phi Kappa Tau Executive Offices, pursuant to Constitution and Statutes of Phi

Kappa Tau Fraternity, to charter to the _____________________________ Alumni Club of Phi Kappa

Tau; and

Be It Further Resolved that the aforesaid club will obey the Constitution, Statutes, policies, laws and

regulations of Phi Kappa Tau Fraternity and Foundation and conform to all requirements thereof.

Signed this _______ day of ___________________, Two thousand and ______.

Name: Signed:

Name: Signed:

Name: Signed:

Name: Signed:

Name: Signed:

Name: Signed:

Name: Signed:

Name: Signed:

Name: Signed:

Name: Signed:

SAMPLE: ALUMNI CLUB BYLAWS

_______ Alumni Club of Phi Kappa Tau Bylaws

ARTICLE I—PURPOSE The purpose of the _____ Alumni Club of Phi Kappa Tau, hereafter referred to as the club, is to

provide social, recreational, community service, involvement, educational and professional

development opportunities for all Phi Kappa Tau alumni living in the _____ area.

ARTICLE II—MEMBERSHIP Membership of the club shall be open to any alumnus of Phi Kappa Tau Fraternity living in the

_____ area and in good standing with the Fraternity.

ARTICLE III—FINANCES The fiscal year of the club shall be January 1 through December 31.

ARTICLE IV—MEETINGS

SECTION 1. REGULARITY OF BUSINESS MEETINGS

Business meetings shall be held on a bi-monthly basis during the fiscal year. A minimum of four

business meetings shall be held during each fiscal year.

SECTION 2. QUORUM

Quorum shall be defined as the number of members present at a regular business meeting.

SECTION 3. VOTING

Only current members present at a regular business meeting may vote on business matters of the

club. No vote may be cast by proxy.

SECTION 4. PROCEDURE

All procedural matters will be determined by generally accepted rules of parliamentary procedure.

ARTICLE V—OFFICERS

SECTION 1. ELECTED OFFICERS

The elected officers of the Club shall include the president, vice president, secretary, and treasurer.

Officers shall be elected to the last meeting of the fiscal year.

SECTION 2. APPOINTED OFFICERS

Appointed officers of the club shall include vice president for membership, vice

president for service, vice president for social and vice president for programs. The

president shall appoint these officers within two weeks of election.

SECTION 3. OTHER OFFICERS

The president may appoint other officers from time to time as the need arises.

SECTION 4. TERM OF OFFICE

The term of each office shall correspond to the fiscal year as defined in Article III, Section 1.

ARTICLE VI—DUTIES OF OFFICERS

SECTION 1. GENERAL DUTIES

It shall be the general responsibility of the officers to act as and for the club in the advisement and

direction of the financial, organizational and programmatic affairs of the club. In addition, it is the

duty of each officer to strive toward the purpose of the club as outlined in Article I.

SECTION 2. PRESIDENT

The president shall preside over all regular and special meetings of the club, direct and carry out

the policies of the club, and oversee the general workings of the club. He shall act on behalf of the

club in all appropriate activities and provide written agendas for all business meetings.

SECTION 3. VICE PRESIDENT

The vice president shall serve in absence of the president. In addition, he shall direct and

coordinate any of the appointed officers of the club.

SECTION 4. SECRETARY

The secretary shall maintain a roster of all current club members as well as a file of all ______ area

alumni. In addition, the secretary shall record and report the minutes of all regular and special

meetings. Finally, the secretary shall coordinate notices, invitations, and other correspondence to

club members and the Executive Offices.

SECTION 5. TREASURER

The Treasurer shall administer all revenues and disbursements of the club. He shall prepare a

yearly budget and report on the financial status of the club at each business meeting. Finally, he

shall complete and file all appropriate tax forms with the government.

SECTION 6. APPOINTED OFFICERS

Appointed officers are responsible for planning, directing, and implementing the specific

program areas delegated to them and their committee by the president.

ARTICLE VII—AMENDMENTS This document shall be amended by a two-thirds affirmative vote of current members present at a

regular business meeting.

PROPER BRANDING

The purpose of Phi Kappa Tau’s brand update is to provide a consistent look and coherent

communication for all constituents. Some of the basic elements of the new Phi Kappa Tau style

guide are listed below. For more information on the Phi Kappa Tau brand and for the actual

downloads of the coat of arms, lockups and more, please visit www.phikappatau.org.

SYMBOLS, LOGOS AND LOCKUPS

Phi Kappa Tau has a variety of ways to represent the organization. In this section, various pieces

that you can utilize are illustrated and briefly explained in regard of use and guidelines. To

download the artwork in some of these designs, visit www.phikappatau.org/brand.

With all of the elements depicted below, there is a certain level of clearspace that needs to be kept

around the element. This space is reflected by a capital “K” in the artwork below, and in all

instances needs at least one capital “K” worth of space (only exception is the half “K” used in the

secondary tags of the “Informal Lockup.”

THE COAT OF ARMS The Coat of Arms has been updated with a more modern treatment.

OFFICIAL LETTERS The official letters are used to represent the informal expression of our organization.

http://www.phikappatau.org/brand

WORD MARK The word mark quickly identified the organization using the Greek letters expressed in words.

NATIONAL BRAND LOCKUP

The National Brand lockup is used for all external communication and for any formal

correspondence (for instance, letters, envelopes, pamphlets, flyers, business cards, etc.).

INTERNAL LOCKUP AND SECONDARY TAGS The internal lockup is geared towards accommodating various internal groups. The group who the

lockup is being used for should be represented on the right side of the vertical line. Secondary tags

can be used to further identify the group, and should be typed in all caps using Futura (see section

on typography).

COLORS When using Phi Kappa Tau’s colors of Harvard Red and Old Gold, please refer to the table below

to ensure proper color match. The color Gray is also included and is used in some of the branding

elements of Phi Kappa Tau.

TYPOGRAPHY With all communication of Phi Kappa Tau, consistency is key. With regard to this, there have been

a few fonts identified to for use in all aspects of communication for the organization.

In the below chart are the preferred, alternate and web texts that have been identified for use by

Phi Kappa Tau. Please take note that there are different fonts to be used for headlines and for the

body of your text.

For headlines, use one of the bold fonts in headline at 15-20pt, and a regular font in headline at

12-14pt for subheads.

For body text, please use the regular fonts in body text at 10-12pt, and an italicized font in body

text at 7-9pt for captions.

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