The Alumni Connection

of the Landscape Architecture Program UCLA Extension

Executive Board Roles & Responsibilities

 

President

The President is responsible for providing leadership by setting the vision and strategic plan needed for a smoothly functioning Alumni Connection. The President’s basic responsibilities are to:

  • Establish a local plan of direct participation to achieve the ALUMNI CONNECTION’s objectives and goals;
  • Chair meetings of the ALUMNI CONNECTION Executive Board to plan Board meetings, programs and activities;
  • Preside at ALUMNI CONNECTION Executive Board meetings;
  • Serve as principal liaison between the UCLA Extension’s Landscape Architect Program office, SCC ASLA, and the students and instructors for the dissemination of information, issues and implementation of Support ALUMNI CONNECTION programs;
  • Encourage and support the training of other ALUMNI CONNECTION Executive Board officers in their duties and responsibilities;
  • Appoint appropriate committees, as provided in the ALUMNI CONNECTION Executive Board’s bylaws, for the conduct of ALUMNI CONNECTION Executive Board activities and programs;
  • Foster membership growth through both the retention and recruitment of active and retired members;
  • Identify, motivate and develop replacements for future ALUMNI CONNECTION Executive Board leadership positions;
  • Ensure that each officer and committee chair is familiar with his/her duties and responsibilities.
  • Be available to represent the ALUMNI CONNECTION Executive Board at official events and meetings; and
  • Provide mutual assistance and support to solve problems that an individual member may be unable to solve alone.
  • Non-voting member of the UCLA Extension Landscape Architecture Program Guidance Committee.

 

Member-At-Large

The Member-At-Large works with the President and assists the President as needed. In addition, the Member-At-Large shall act as the student liaison and mentoring coordinator.

 

Vice-President Membership

The Vice-President Membership is responsible for overseeing and supporting all new membership. This includes:

  • Selecting a Membership Committee Serve as the primary contact for members joining and/or continuing in the ALUMNI CONNECTION, including member notifications, etc.
  • Encourage and facilitate membership participation in all ALUMNI CONNECTION activities
  • Maintain a regularly updated membership list with type, interests, etc.
  • Maintain a regularly updated volunteer mentor list of professionals who have agreed to help members learn the skills needed for performing the roles of the profession
  • Contact each new member (by email whenever possible). Send a standard welcome letter describing the ALUMNI CONNECTION’s structure, activities, and the availability of mentors
  • Facilitate contact between a new member and a mentor, if a new member requests help
  • Communicating with the Executive Board by completing bi-monthly reports on membership, including new members that sign up
  • Defining and providing updates to the Membership Handbook and Mentor Guide

 

Vice-President Programs

The Vice-President Programs is responsible for overseeing and supporting all program events. This includes:

  • Selecting a Program Committee
  • Organizing the Program Committee Meetings
  • Overseeing the selection/planning of events
  • Overseeing the selected invited speakers
  • Oversee the Point of Contact (POC) for each event
  • Identify and work with Vice-President Membership on selecting events
  • Locating and maintaining lists for optional venues for future event programs
  • Communicating with the Executive Board by completing bi-monthly reports on events, including attendees, new members that sign up, money brought in, money spent, profit, evaluations
  • Defining and providing updates to the Program Chair Handbook and Event Planning Guides

 

Corresponding Secretary

The Corresponding Secretary is responsible for supporting the Vice-President Programs for all program events. Duties include:

  • Send notices of meetings to executive board members and/or ALUMNI CONNECTION members as directed.
  • Read correspondence at executive board meetings as requested by the president.
  • Communicate with the Executive Board by completing bi-monthly reports on correspondence received and sent the ALUMNI CONNECTION
    • for information only
    • action items
  • Maintain the official records of the ALUMNI CONNECTION and a file of all correspondence sent and received with dates (looking at electronically storing data online)
  • Work with the Vice-President Membership to maintain membership list
  • Keep the official logo for the ALUMNI CONNECTION
  • Check with the president about letters to be written immediately after the meeting.
    • Some letters will be written for the President to sign and will contain specific wording as directed by executive board or Alumni Connection action.
    • Other letters will be written and signed by the Corresponding Secretary following general instructions.
  • Write authorized letters promptly.
    • Be accurate – check names and titles carefully.
    • Give precise information, with exact copy of recommendations, resolutions or motions and reasons for action taken.
    • Refer to any one of many reference books on writing business letters for suggestions as to form and style.
  • Keep file of all letters received and copies of replies written.
  • Important correspondence should be passed along to your successor or placed with the official records of the unit.
  • Write correspondence for the ALUMNI CONNECTION from the President
    • Send thank you cards, letters, etc.
    • Other letters as directed by the president
  • Send all email correspondence to the membership
  • Define and provide updates to the Corresponding Secretary’s Handbooks
  • File a term end report

 

Recording Secretary

The Recording Secretary shall keep accurate minutes of all Board and General Meetings and report said minutes at the appropriate meetings. The responsibilities of the Recording Secretary are:

  • Attend all meetings of the Alumni Connection: Executive Committee, Board, and General Membership meetings of the Alumni Connection to record the minutes.
  • Record all business transacted at each meeting of the Alumni Connection and of the Executive Committee/Board, and present the minutes for approval at the next meeting.
  • Keep a current list of the elected officers and the complete Executive Committee/Board, and record their attendance at the meetings.
  • Receive written reports from all officers and committees. Record the date received and any action taken. The report can be attached to the official minutes.
  • Maintain the official records of the Alumni Connection. Maintain a file for all of the important records of the Alumni Connection: charter, incorporation papers, insurance papers, etc.
  • Prepare report of the executive board for instructor and general membership meetings.
  • Work with the Vice-President Membership in maintaining the membership list.
  • Defining and providing updates to the Recording Secretary’s Handbooks
  • File a term end report

Meeting Minutes

The recording secretary shall keep minutes of all meetings as outlined below, and distribute copies to the appropriate recipients within two weeks of each meeting.

Process:  the Recording Secretary will send a draft of the meeting minutes to the reviewers, who would then make any corrections or clarifications that are needed. The reviewers will send the corrections and clarifications back to the Recording Secretary. When the modifications are complete, the Recording Secretary will send the meeting minutes to the President for review/accuracy. The Recording Secretary will send the minutes to the Board of Directors for review after approved by the President for release. Once complete, the Recording Secretary send the meeting minutes to the voting membership to read before approval at the next appropriate meeting.

Outline generally used for recording minutes
Minutes are the permanent, legal, official records of the proceedings of the Alumni Connection Board Meetings. They should be recorded in the order in which the business was presented at a meeting.

  • Kind of meeting – Executive Committee, Executive Board, General Membership, And Special.
  • Date, time, and place of the meeting
  • Name of the officer who calls the meeting to order.
  • Members in attendance (at executive committee, board meetings, or general membership meetings).
  • Whether minutes of previous meeting were approved as read or mailed, or as corrected, or whether reading them was dispensed with and why (only if members have copies). Corrections and approval of minutes are usually handled by general (unanimous) consent.
  • Minutes of a special meeting are approved at the next general meeting. A special meeting does not approve minutes.
  • Treasurer’s report.
  • Correspondence.
  • Reports of officers, the executive committee, standing, and special committees.
  • A separate paragraph for each subject matter.
  • Minutes should contain mainly a record of what was done, not what was said, and should never reflect the secretary’s opinion.
  • Exact wording of all motions or recommendations made and seconded should be put on motion slips. See example below.
    • Record the name of the member who made the motion but not the one who seconded the motion.
    • The results of the vote – whether carried or lost.
    • Motions that have been withdrawn do not appear in minutes.
  • All points of order and appeals, whether sustained or not, together with reasons given by the chair for his or her ruling.
  • When a count is taken or a vote is by ballot, the number of votes on each side is recorded.
  • Program topic, type of presentation, names of participants, important points covered.
  • Further business – announcements – good of the order.
  • Action items
  • Time of adjournment.
  • Should be signed by the secretary and dated. Do not use “Respectfully submitted”. This is an outdated practice.
  • When minutes are approved, the word “approved” with the secretary’s initials and date should be written below them.

 

Treasurer

The treasurer is the financial voice of the Alumni Connection and is responsible for safeguarding the Alumni Connection’s funds. This includes:

  • Attend all meetings of the Alumni Connection: executive committee, board, and general membership meetings of the Alumni Connection
  • Keeps the Alumni Connection’s financial accounting in order. *See Below
  • Reports to the board and Alumni Connection the status of the Alumni Connection’s finances, including actual expenditures and income compared to budgeted amounts. *See Below
  • Provides a consistent voice for fiscal conservatism and analytical decision making within the board.

Responsibilites*

  • Manage bank accounts.
  • Bookkeeping system to record Alumni Connection’s income and expenses. **This could be standardized or just use the Bank Statements for review by the Board or Board member.
  • Documentation for every bookkeeping transaction. This includes keeping original receipts for expenses, deposit receipts from the bank and/or paper copies of the bank statements.
  • An expense reimbursement policy, which is submitting original receipts.
  • An expense reporting form. As we have very few transactions maybe this could be published once a quarter on the website/blog or once yearly as stated below.
  • An annual budget if needed. This would need to be set by the Board and be flexible.
  • Defining and providing updates to the Treasurer’s Handbook.
  • File a term end report.
  • Renew Fictitious Business Name Statement every Five years.

Yearly audit – For the yearly audit the treasurer should save and record the following materials:

  • Checkbook
  • Bank Statements.
  • Paid bills
  • Deposit slips
  • Copy of monthly Bank Statements ** This can all be done by reviewing the bank statements and noting all of the checks, withdrawal and deposits listed.
  • Ledger cards of members.
  • Any other material requested by the committee