Alumni Council

MIAMI ALPHA DELTA PHI ALUMNI COUNCIL

This name represents an intentional change from the previous “Realty Board” nomenclature.  While “The Miami Realty Board of Alpha Delta Phi” remains our official legal name, in practice we want to adopt a larger name that signals the group’s participation beyond physical plant/property issues.

Responsibilities of all Alumni Council volunteers:

• Take part in a quarterly, one-hour meeting of the full Council (usually held on a Saturday a.m.; may attend in person or via phone)
• Review a one-page digest about chapter developments in advance of each Realty Board meeting
• Serve as liaison to one undergraduate officer, including:
  • Conduct a monthly 15-minute phone call with an assigned undergrad officer to check in, monitor progress, provide advice
  • Briefly report on the liaison conversation via the Council’s shared online workspace (bulleted highlights)
•  Join the chapter’s alumni Loyalty Society by pledging three years of annual support at a dollar level comfortable for you
•  Register with the Miami Chapter alumni social media sites on Facebook, Twitter, etc.
•  Forward occasional alumni communication emails (event announcements, newsletters, etc.) to your circle of Miami Chapter alumni contacts
•  Make five thank you calls to alumni donors per year, as assigned
•  Fulfill the requirements of serving on one of the four subcommittee divisions described below

 Alumni Council President -- additional responsibilities:

•  Develop agenda and chair Council meetings; before each, prepare a one-page digest about chapter developments
•  Liaison with subcommittee chairs to ensure follow through on the responsibilities of their positions

Alumni Council organization

The Council may organize itself into four subcommittees, each comprised of as many volunteers as needed to accomplish the following functions:

FINANCE Subcommittee

• Develop annual budget for alumni operations / interface with undergraduate budget
• Manage cash flow
• Relations with creditors
• Ensure tax and not-for-profit status filings
• Establish and manage rent collection process; liaison with undergraduate treasurer

PHYSICAL PLANT Subcommittee

• Develop and monitor ongoing facility plan
• Interactions with City of Oxford and other authorities for permits, codes, inspections, etc.
• Contractor/vendor relations
• Liaison with undergraduate house manager (with chapter advisor)

UNDERGRADUATE LIAISON Subcommittee

• Along with on-site chapter advisor, act as advisory resource for undergraduate chapter
• Ensure orientation of undergraduate officers re alumni interaction, rush, new member orientation, ritual and initiation, etc.
• Ensure compliance with University/International requirements
• Facilitate communications between alumni organization leaders and undergraduate officers
• Facilitate interaction between alumni visitors and undergraduate chapter

ALUMNI RELATIONS Subcommittee

Development Committee

• Fundraising strategy and annual development calendar
• Solicitations (“mass” and targeted)
• Donor relations / pledge reminders/ stewardship
• Gift acknowledgement / perk fulfillment
• Database management

Events Committee

• Promotion and on-site management of Homecoming, Alumni Weekend, etc.
• Recruit class agents and encourage programming
• Stimulate and track “3rd party” alumni gatherings
• Contribute alumni news/profiles for use in alumni communications

Communications Committee

Electronic media management:

• Chapter Web site
• Constant Contact email service
• Facebook/Twitter

Miami alumni association communications

• Newsletter production (annually: 2 electronic, 1 print)
• Schedule production
• Develop story ideas
• Gather info/photos and write articles
• Oversee layout/production/distribution