Alumni Support Society Support Society Startup Officer Duties Sample By-Laws Tax-Exempt Status Society Administration Resources Mailing Services Printing Services
2004 Societies HandbookUnited States Military Academy, West Point, NY
West Point Speakers
Founders Day
Admissions Info
Club/Team Visits
Society News
Football Tailgates
Thayer and Distinguished Graduate Award
Friends of West Point
Distinguished Society Award
 
Annexes
Contact Us
Society News Deadlines
Forms/Applications

SUGGESTED DUTIES OF WEST POINT SOCIETY OFFICERS

PRESIDENT

The President normally shall preside at meetings and dinners of the society and shall be a member of its Board of Directors. He shall sign written contracts and obligations of the society. He shall nominate the chairmen of the committees established by the Board and shall provide for the appointment of other committee members. He shall maintain liaison with the Director, Organizational Support Program, and with the chairmen of working committees as required. He shall attend the annual West Point Society Presidents’ and Class Leaders’ Conference or appoint a representative if unable to attend. He shall perform such other duties as the Board of Directors may prescribe.

VICE PRESIDENT

The Vice President shall perform the duties of the President during the latter’s absence. He shall have such other powers and duties as the President may prescribe.

SECRETARY

The Secretary shall:

  1. Keep the minutes of the society and of meetings of the Board of Directors.

  2. In coordination with committee chairmen, notify members of the affairs of the society.

  3. Notify members of the Board of Directors of their election and, as directed by the President, notify committee chairmen and committee members of their committee appointments.

  4. Conduct the society’s correspondence; keep the records; prepare necessary reports, including annual reports; and keep the seal of the society if the society is incorporated.

  5. Annually publish — and provide copies to members and to the Director, Organizational Support Program, AOG — rosters of current society officers, its Board of Governors, committee chairmen and committee members, amendments to the society’s By-laws, and similar information.

  6. Encourage society members to check their entries in the Register of Graduates and report omissions and necessary corrections to the AOG.

  7. Perform such other duties as the President may direct.

TREASURER

The Treasurer shall be the custodian of the society’s funds and shall:

  1. Collect dues from members as prescribed by the Board of Directors.

  2. Raise sufficient funds for the society’s foreseen needs.

  3. Coordinate special fund-raising programs for such society special activities as supporting cadet extracurricular trips, athletic pre- and post-game receptions, or special admissions programs.

  4. Assist the Vice President of Development, AOG, when requested, in arranging contacts with corporations or foundations in their geographical area for soliciting funding for USMA programs.

  5. Encourage individual society members to support the AOG’s annual fund-raising appeal and the Bicentennial Campaign.

  6. Disburse funds to defray expenses authorized by the society or by the Board of Directors.

  7. Report the status of the funds at each meeting of the society or its Board of Directors.

  8. Have the accounts audited under the direction of the Board of Directors before the Annual Business Meeting and at such other times as the Board may direct.

  9. Present an annual financial report to the Board for incorporation in the report of the Annual Business Meeting.

ADMISSIONS COORDINATOR

The Admissions Coordinator, as Chairman of the Admissions Committee, shall:

  1. Develop and administer the society’s admissions program in consonance with and in support of the USMA admissions program.

  2. Maintain admissions liaison with the Director of Admissions, USMA; with the Director of Intercollegiate Athletics, USMA; with appropriate members of the U.S. Senate and the Congress; and with local Military Academy Liaison Officers (MALOs).

INFORMATION AND COMMUNITY AFFAIRS COORDINATOR

The Information and Community Affairs Coordinator shall:

  1. Develop and administer the society’s information and community affairs program in consonance with and in support of similar AOG and USMA programs.

  2. Maintain liaison with the Director, Organizational Support Program, AOG, to ensure that the society remains currently informed on matters related to the Military Academy and disseminate that information as appropriate to society members and to the general public through the society’s community affairs program.

  3. Maintain a current membership roster and provide a copy to the Director, Organizational Support Program, AOG, showing all names and addresses of members of the Society. (In turn, the Director shall provide to the Society President a roster of graduates, ex-cadets, widows, and friends of West Point residing in the society’s area of interest whenever requested. Further, each month, the Director shall provide to the President a roster of graduates recently moved into and out of the society’s area of interest.)

  4. Maintain a library of current information about West Point for use by the society and its members.

  5. Prepare and submit to the Director, Organizational Support Program, AOG, information concerning society programs and other activities for further distribution as may be appropriate.

  6. Serve as the society computer communications coordinator or secure the services of such a person. The function of the coordinator is to oversee the operation of list servers, web pages, and other such media.