• The Porter High School Alumni Association needs YOUR HELP!!

     
     
    We are looking for individuals who are willing to start an Alumni Association, if you are interested, please contact:
    Jonathan Dutton
    Porter High School
    Student Council Sponsor
    Senior Sponsor
    281-577-5900  ext. 5656 or 5655 (1:30 - 4:00)
     
     
    Roles of an Alumni Association:
    1. We are dedicated to working with PHS and the local community to build rapport & enthusiasm.
    2. We are ready to motivate & engage alumni.
    3. We support our current senior class with events. 
    4. We build relationships with local businesses and PHS.
    5. We create, promote, and lead our class reunions. 
     
     
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    Steps to Creating an Alumni Association

    Step 1 – Form an Interest Group
    • Meet informally with alums to obtain names
    • Obtain a geographic listing of members from your headquarters office
    • Telephone and personally meet with alums
    • Directly ask for their participation in starting the association

    Step 2 – 1st Communication

    • A letter should be mailed (or a message sent) to all alumni, introducing them to the leader, requesting them to update their contact information, and inquiring if there are any interested volunteers for the committee
    • Write a letter to the alumni who make up your interest group

    Step 3 – Getting Organized

    A meeting should be convened of interested alumni to agree upon the association’s objectives and form a committee. A sample agenda might include:

    • Call to order
    • Introductions
    • Review general concepts and goals of the Alumni/Alumnae Association
    • Outline Alumni/Alumnae Association functions
      • A. Communication (newsletters, mailings, directories, etc.)
      • B. Activities
      • C. Fund raising
      • D. Scholarships and fellowships
      • E. Assistance in Alumni/Alumnae coordinator programming
    • Identify short and long term needs
    • Establish projected expenditures and dues structure
    • Solicit areas of interest and capabilities
    • Nomination and election of Alumni/Alumnae Association officers
    • Appointment of a committee to draw up the by-laws or organizational outline
    • Appointment of other committees and delegation of responsibilities (communications, recognition, events, recruiting, etc.)
    • Set date, time and location for follow-up meeting
    • Adjourn

    Step 4 – Prepare By-Laws

    Have a committee prepare by-laws for adoption at the next meeting. The adopted by-laws need to be sent to the fraternity/sorority headquarters for the chapter-alumni/alumnae files.

    Sample Outline of Alumni/Alumnae Association By-Laws:

    • Objectives
    • Membership
    • Officers; duties and powers of officers
    • Regular committees; duties and functions of committees
    • Meetings and programs; general timing of meetings
    • Members to association, control of funds
    • Scholarship and fellowship funds, control and operation
    • Communication – regular; content and timing of newsletters
    • Major activities and work projects; chapter assistance, social functions, traditionally-sponsored events

    Step 5 – The Follow-Up Meeting or Event

    A launch event should be organized with broad appeal to attract as many alumni as possible, preferably when a senior administrator of the organization is available to attend.

    • This meeting is crucial. If the alumni can see results, they will continue to serve on the Alumni Association.
    • Other alums and new contacts who could not attend the first meeting should receive invitations through the mail.
    • The Association by-laws should be adopted at this meeting as well. It is also important that the chapter officers attend this meeting.
    • The meeting should serve to orientate first-time alumni attendees.

    Step 6 – Financing an Alumni/Alumnae Association

    The question of financing can be a major obstacle for a new Alumni/Alumnae Association.

    Generally, finances for an Alumni/Alumnae Association can be provided in three different ways:

    • By an annual dues program for Association members
    • By contributions received by alums for a specific Association program
    • By a combination of the above methods

    Other financial considerations:

    • Capital Fund Raising Campaigns
    • Association-Sponsored Scholarships

    And Don’t Forget . . .

    Communications:

    • Newsletters
    • Postcards/Flyers (to promote special events – ballgames, golf outings, etc.)
    • Association Directory
    • Telephone
    • Web:  social networks (e.g. Facebook, Twitter), e-mail blasting

    Recordkeeping:

    • Keep accurate records
    • Maintain a database of alumni names, addresses, contact details, and more
    • Take photos of key events and milestones

    Events:

    • Association Meetings
    • Monthly Luncheons/Dinners
    • Special occasions (Homecoming, Founders Day, etc.)
    • Other outings (chapter work day, philanthropies, holiday receptions, etc.)

    Eliminate Misconceptions

    • “I used to be a _______.” (membership doesn’t expire when you graduate – it’s designed to last a lifetime)
    • “I don’t have time.” (we’re all volunteers)
    • “I won’t know anybody.” (members from other eras can help by welcoming newcomers)
    • “All they want is my money.” (the main effort needs to show that money’s not the primary concern)