STARTING A WEST POINT SOCIETY

WHEN TO ORGANIZE A WEST POINT SOCIETY

More than one hundred West Point Societies have been organized in towns, cities, and at military installations throughout the United States. Additionally, several societies are active overseas. The number of societies is gradually increasing, but there are still geographical areas where no society convenient to alumni exists.

A graduate, former cadet, widow of a graduate, or friend of West Point who wishes to belong to a West Point Society should first determine if there is a society in his or her area. If so, and if that society’s rules permit that individual’s membership, it is best to join the existing society. West Point Societies are listed in the Register of Graduates, and on the AOG’s Society Homepage (http://www.aogusma.org/soc/). Currency of information may be verified with the Director, Organizational Support Program, AOG.

If no West Point Society exists within convenient traveling distance, any group of graduates may form a new Society and are encouraged to do so.

HOW TO ORGANIZE A WEST POINT SOCIETY

Although the procedures below have been developed for the convenience of people endeavoring to establish a society, they are not mandatory and need not be followed. However, the experience of those who have recently established societies indicates that the following facts, tips, and suggestions may be useful:

1. Graduates who wish to form a new West Point Society are urged to write or call the Director, Organizational Support Program, AOG, to identify currently existing West Point Societies and to discuss the possibility of forming a new society (845 446-1569/1612). The Director also will describe the support the AOG can provide.

2. It is not necessary to have a large group of alumni to start a West Point Society, but, because of the initial work involved, it is best to have 8 – 10 dedicated people.
3. Organizers should contact the presidents or secretaries of existing West Point Societies to learn how those societies are organized, what they do for their members, and what additional advice and assistance they may offer. The Director of the Organizational Support Program will be happy to provide contact information.
4. As mentioned previously, the AOG can assist societies in a number of ways, and if there is an expense involved, the AOG will provide the assistance in question at cost. However, the AOG recognizes that new societies rarely have operating accounts, so it will provide the following start-up services, information, and materials without charge:
   
   

   1. Definition of an “area of interest” comprised of zip code ranges.
   2. A roster of names and addresses of graduates within the society’s area of interest and, should the society desire to consider for membership persons other than graduates, the names and addresses of former cadets, widows of graduates, parents of cadets, and other friends of West Point.
   3. An “Organizing Packet” that consists of:

      1. A Start-up CD containing sample letters to solicit prospective members, a sample membership form tailored for new societies' needs, and digital versions of USMA crests.
      2. Rosters as described above.
      3. Mailing labels.
      4. Self-addressed, postage-paid return envelopes.
      5. A list of suggested duties of society officers. (See “OFFICER DUTIES.”)
      6. Example By-laws. (See “SAMPLE BY-LAWS.”)
      7. Instructions on how to obtain tax-exempt status for societies. (See “TAX-EXEMPT STATUS.”)
   4. Printing support: the AOG will reproduce materials that the new society desires to be sent to each prospective member, to include letters of introduction and tailored return forms.
   5. An initial mailing for the new society, with returns going to a person designated by the society.
   6. Any other advice or assistance that may be feasible during the society’s start-up.
5. Organizing Tips:

   1. Organizers should send out a letter and questionnaire aimed at discovering prospective members’ interests. When sending out a questionnaire of this type, the society should always include a self-addressed envelope for its return.

   2. From the start, the new society will need energetic, interested, and enthusiastic graduates to inspire and direct other members. Previous military rank or position in civilian life may not be the most relevant criteria for selecting these individuals. Experience, personality, interest, availability, and willingness to work are the most important things.

   3. Organizers will need a slate of officers to propose to the membership. Many West Point Societies appoint officers for one year only, with the election held at the annual Founders Day dinner. However, other societies, particularly new ones where continuity of programs is more critical, have found two-year terms more appropriate. In most cases, the minimum slate of officers includes a president, vice president, secretary, treasurer, admissions coordinator, and an information and community affairs coordinator. Some societies combine the positions of secretary and treasurer. An outline of suggested duties for these positions is provided in “OFFICER DUTIES.”

   4. The AOG hopes that the society’s leadership will view the society as having a supportive relationship with the Military Academy as well as serving as a fraternal organization.

CONSTITUTIONS AND BY-LAWS

Constitutions and by-laws governing West Point Societies vary with the purpose of the society and with the wishes of its members. Although a society may begin without a constitution and by-laws, experience shows that the successful society eventually needs the formal structure that an organizational document provides.

An example set of by-laws is provided (see “SAMPLE BY-LAWS”) that, with few additions or changes, may be used by any new West Point Society. The sample closely follows the wording and features of similar documents used by societies already in existence. Even if a society decides to go without formal by-laws, the sample serves as a reliable informal guide in matters of organization and activities.

Caution: Organizers should be aware that clubs and similiar organizations are often creatures of state law, and some states mandate specific requirements for organizational documents.

At some time a new West Point Society may wish to establish itself as a tax-exempt organization. See “TAX-EXEMPT STATUS” for a discussion of how to go about achieving that status. For information on societies that have become tax-exempt entities, contact the Director, Organizational Support Program, AOG.

USMA SUPPORT PROGRAMS

If a society wishes to develop programs supporting the Military Academy, the AOG recommends that it do so in the following areas:

1. In order to help the Academy identify and recruit talented young men and women to join the Corps of Cadets, the new West Point Society should have an Admissions Committee. The society’s Admissions Coordinator should contact the Director, Organizational Support Program, AOG, for a current supply of USMA Admissions Program material. He or she may also wish to contact the USMA Director of Admissions, the Director of Intercollegiate Athletics, and the Military Academy Liaison Officer (MALO) responsible for USMA Admissions Programs in the society’s area. The Director, Organizational Support Program, AOG, or the USMA Director of Admissions can provide the name of the appropriate MALO. The Admissions Coordinator should also establish liaison with Congressional district offices in the society’s area. The society’s admissions program has a simple aim: to see that the best young men and women in its region go to West Point. In its procedures, however, it must be consistent with the official USMA Admissions Program, lest misplaced zeal or unintentional mistakes, particularly in athletic recruiting, result in embarrassment and penalties to the Military Academy, harm to its overall Admissions Program, or the loss of well-qualified West Point applicants.

   Typical society admissions programs may include:

   1. Hosting by-invitation luncheons or dinners for prospective candidates who have been identified by USMA Admissions officials.

   2. Making West Point leadership awards to high school juniors.

   3. Providing USMA representation at college nights in local secondary schools.

   4. Publicizing the achievements of local cadets in the news media.

   5. Sponsoring and/or encouraging public service announcements on the availability of appointments to the Military Academy.

   6. Supporting the local USMA Admissions Field Force representative (usually a reserve Army officer responsible for candidate recruiting within an assigned area). This support should follow the guidelines laid down by the USMA Director of Admissions and as requested by the local representative. Many West Point Societies invite this local admissions representative to join the society, and in some cases, to serve on the society’s Board of Directors.

For further information on Admissions activities, see “ADMISSIONS INFO.”

2. Each society should have an Information and Community Affairs Coordinator to work with the Director, Organizational Support Program, in receiving and disseminating to society members and the public current and accurate information on the aims, activities, achievements, and challenges of the Military Academy. West Point Societies are not intended to speak for the Military Academy, nor are they encouraged to do so in cases that obviously fall under the jurisdiction of the USMA Public Affairs Office. They are encouraged, however, to provide publicity and support for USMA activities as a whole, for local cadets, and for visits by West Point teams and clubs to the local area. West Point Societies should have a clearly defined procedure for handling local questions about the Military Academy. And each society should consider programs through which its members reach out to project the West Point image in their local communities. Possible society information and community affairs programs include:

   1. Seeking out opportunities for graduates to address audiences in local schools, clubs (e.g., Rotary, Kiwanis, and Lions), and other organizations.

   2. Providing awards associated with West Point to outstanding local students, leaders, and athletes.

   3. Providing awards associated with West Point to local community leaders — local “Thayer Awards.”
3. SPECIAL OPPORTUNITIES. West Point Societies can help alumni, cadets, and the Military Academy as a whole in a variety of other ways, such as the following:

   1. Sponsoring or otherwise supporting visits by USMA athletic teams, clubs, or other groups. Such support might entail an array of things, ranging from simply cheering for cadets, to hosting an away-game football tailgate, to sponsoring a visit by the Cadet Glee Club.
   2. Encouraging outstanding local young people to seek appointments to the Military Academy and, during their cadet years, encouraging them to take full advantage of Academy programs.
   3. Encouraging society members to support the AOG’s annual fund-raising appeal and its Bicentennial Campaign.
   4. Assisting the Director of the Organizational Support Program by providing possible points of contact that the Vice President of Development, AOG, can use in soliciting grants from corporations or foundations for USMA programs and projects.

COORDINATING WITH THE AOG

Because West Point Societies sponsor many fine programs, and ideas for these programs should be shared with other West Point Societies, please let the AOG know what you are doing. Also tell us what we can do to better aid and support your efforts. Although the AOG is taking a more proactive role in its support to societies than ever before, it cannot maximize assistance to societies without their input. Help us help your society.

Societies presidents are encouraged to attend the annual West Point Society Presidents’ and Class Leaders’ Conference, hosted by the Office of Alumni Support and held each year at the Academy during the summer. The Conference provides a forum for the exchange of ideas among societies and with the staffs of both USMA and the Association of Graduates. Furthermore, presidents of societies or their representatives are briefed first-hand on the Academy’s current plans, programs, and problems. As one society president stated, “The Presidents’ Conference is the best support the AOG provides.”