A Message from President Rebecca S. Chopp - Alumni

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Finances Income, payment and reimbursements, tax-exempt status Each club should be financially self-sufficient. Events should be planned on a break-even basis or subsidized by an existing treasury. THE ALUMNI OFFICE CANNOT SUBSIDIZE EVENTS. When planning an event, keep the following costs in mind: room fee, tickets, audio/visual equipment, set-up and clean-up charges, refreshments (food, bartenders, liquor license). Also, ask if a deposit is required. A member of the Office of Alumni Affairs can put the deposit on his/her corporate credit card, and then the club will reimburse the office after the event is over and fees have been collected from the attendees. Contact the Office of Alumni Affairs to set up an account on campus or check a current balance. If you are interested in starting a club scholarship fund, please contact the Stewardship Office at 315-228-6009. Income The club is responsible for establishing and maintaining a treasury which is available to support club functions. This may be accomplished by adding a small per-person charge over cost or through the collection of voluntary dues (often $13 per alumnus/a, although some clubs have reduced rates for young alums, retirees and Colgate couples). ALL CLUB ACCOUNTS MUST BE HELD ON CAMPUS. This reduces the confusion that results from volunteer turnover. It also allows clubs to take advantage of Colgate as a non-profit organization. All checks should be made out to the club, not to an individual. Any cash or checks collected for an event or dues should be sent to the Office of Alumni Affairs for deposit in your club account. Alumni may ask why they should pay dues to the club when they already make a gift to the university. Colgate appreciates the generosity of its alumni and invests these contributions in the university, including financial aid, faculty and curriculum development, information technology, libraries, study groups, student research, and facilities. Voluntary dues to the alumni club help defray the cost of local events, which give alumni an opportunity to stay in contact with each other and spread Colgate’s message. Payment and Reimbursements There are a few options available to help pay for an event: • Dutch-treat – Each person pays their own way for food, beverages, tickets, etc. • Pay for the event personally, save the receipts, and mail them to the Alumni Office for reimbursement. The money will be taken from the club account held at Colgate. NO RECEIPT, NO CASH. Tax-Exempt Status The following states are tax-exempt: Florida, Massachusetts (food only), Michigan, New Jersey, New York, and Pennsylvania (food only). Please contact the Office of Alumni Affairs every time a tax exempt form is needed. Please allow at least one week to process the request. 22 Colgate University’s fiscal year June 1 – May 31
Annual Planning Process Looking ahead and preserving club history Each spring, club presidents fill out an annual club report that list club officers, documents past successes and challenges, and outlines potential events for the coming year. This document is the first step in the annual planning process in which volunteers meet with the staff contact in the Office of Alumni Affairs to discuss a calendar of events for the coming year, brainstorm ideas for recruiting new volunteers, and consider a succession plan if necessary. Since many club records are kept at the local level and there is a great deal of volunteer turnover, this document provides the Office of Alumni Affairs with a consistent history of the clubs over time. In addition, the District Clubs Committee of the Alumni Council will meet in April and will use these reports to recognize clubs and volunteers for their achievements over the past year. Club Awards Recognizing clubs and volunteers Each April, the District Clubs Committee of the Alumni Council recognizes clubs and volunteers for their achievements with the local alumni clubs based on the submitted annual report. While the committee cannot award everyone, it is hoped that these awards will generate excitement, energy, and support for all clubs. The Carlton O. Miller ’14 Memorial Cup for Outstanding District Club Achievement This award is named in honor of Carlton O. Miller ’14, who served as the executive secretary to the Alumni Council from 1942 – 1960. This award was created in 1966 and first presented by the Class of 1950 to the Colgate Club of Central New York (Syracuse) in memory of Carlton O. Miller. The award honors the club that has been the “most effective” during the year. The first Adam and Eve swans were given to Colgate in 1929 The Harold S. Merrell ’42 Memorial Award for Most Improved District Club Achievement This award was created in 1980 in memory of Harold S. Merrell ’42, who served as the executive secretary to the Alumni Council from 1967 – 1974. This award honors the club that has demonstrated the “greatest improvement” during the year. The District Clubs Committee may select up to five awards, one each in the ’Gateway (1-150 alumni), Small (151-300 alumni), Medium (301-600 alumni), Large (601-1000 alumni), and Metropolitan (1001+ alumni) categories for both the awards listed above. It should be noted that an award will only be presented if there is a worthy recipient. Special Recognition Awards These awards were created in 1986 to honor outstanding individual club programs or projects. There is no limit on the number of special recognition awards that can be presented each year. Awards have been presented for the following: Leadership in Community Service, Sustained Excellence, Innovative Programming, Revitalization Efforts, Scholarship Achievement, Admissions, and other areas. Colgate University’s fiscal year June 1 – May 31 23
Page 1 and 2: A Message from President Rebecca S.
Page 3 and 4: Table of Contents Colgate Today Adm
Page 5 and 6: Admissions Statistics Profile of Cl
Page 7 and 8: Extended Study Programs A number of
Page 9 and 10: Alumni Corporation The Alumni Corpo
Page 11 and 12: Broad Street Community (Junior and
Page 13 and 14: Endowment Information 2007 Endowmen
Page 15 and 16: The Campaign For Colgate Leadership
Page 17 and 18: Web Links Volunteer Log In Page •
Page 19 and 20: Office of Alumni Affairs Welcome to
Page 21 and 22: Alumni Club Mission Statement Why a
Page 23 and 24: Meetings and Attendance How to run
Page 25: Club leaders should create a workin
Page 29 and 30: How will you promote it Printed inv
Page 31 and 32: Medium (301-600 alumni) 6 events wi
Page 33 and 34: Social Events Suggested events and
Page 35 and 36: • The Club President or event coo
Page 37 and 38: Annual Fund The Annual Fund is a pa
Page 39 and 40: Gift Chair & Class Agent Job Descri
Page 41 and 42: Instructions For Class Gift Committ
Page 43 and 44: Presidents’ Club Members of the P
Page 45 and 46: Presidents’ Club Class Chair Job
Page 47 and 48: Presidents’ Club Volunteer Web Pa
Page 49 and 50: Parents’ and Grandparents’ Fund
Page 51 and 52: The Global Leaders Lecture Series C
Page 53 and 54: Making the Call Each call is unique
Page 55 and 56: Parents’ Fund Website Information

A Message from President Rebecca S. Chopp - Alumni

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