Fillable Chapter-Club-Annual-Renewal-Packet Chapter and Club Annual Renewal Packet

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Chapter-Club-Annual-Renewal-Packet Chapter and Club Annual Renewal Packet

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Chapter and Club
Annual Renewal
Packet
2625 East Matoian Way
Fresno, CA 93740-8000
559.278.2586 main
559.278.6790 fax
Fresnostatealumni.com
1
TABLE OF CONTENTS
Annual Renewal Packet Timeline and Checklist .................................................................................... 2
Declaration and Indemnification Policy Agreement and Officer Renewal ............................................... 3
Authorized Account Signers ................................................................................................................... 9
Annual Officer Meetings and Planned Events ...................................................................................... 10
Campus Acknowledgement of Chapter or Club.................................................................................... 12
2
Annual Renewal Packet Timeline and Checklist
The Annual Renewal Packet must be completed in full and submitted to the FSAA by no later than mid-
April every year. In May, the FSAA Board of Directors votes to approve and recognize each Chapter
and Club on an annual basis.
Please see the Chapter and Club Policies and Resource Guide for additional guidance.
HOW TO COMPLETE THIS PACKET
1. This PDF is interactive, enabling you to type/enter in much of the required information.
2. Signed copies: The packet should be completed in its entirety first, typing in all of the required
information. Once that information is completed, print the packet and provide to each individual
so they sign where required. This is best accomplished during one of your Executive Committee
meetings, when all officers and board members are present.
3. Once completed, the document may be scanned and emailed to the Director of Engagement
(Matthew Schulz; mschulz@csufresno.edu
). The completed packet may also be mailed or
delivered in person (see address on coverpage).
TIMELINE
Activity
Complete by
1.
Renew/Elect new officers and or board members.
Mid-April
2.
Obtain all necessary original signatures.
Mid-April
3.
Submit to the FSAA for initial review.
Mid-April
4.
FSAA Engagement Committee – Reviews/Approves all completed packets.
Early May
5.
FSAA Board of Directors – Votes to approve and renew Chapters and Clubs
for the upcoming fiscal year.
Mid May
CHECKLIST
Document
Completed
1. Declaration and Indemnification Policy Agreement and Officer Renewal
□
2. Authorized Account Signers
□
3. Annual Officers Meetings and Planned Events
□
4. Chapter or Club Campus Acknowledgement
□
3
Declaration and Indemnification Policy Agreement and
Officer Renewal
Chapter/Club Name:
____________________________________________________________
Date Prepared:
____________________________________________________________
DECLARATION:
As the officers of the above referenced constituency alumni group (Organization), we, the undersigned,
understand and agree to abide by the following:
1. The Organization agrees to conduct itself in a manner consistent with the goals, objectives, and
standards of the Fresno State Alumni Association (FSAA) and California State University,
Fresno (Fresno State).
2. The Organization does not discriminate on the basis of race, color, national origin, religion, sex,
gender, sexual orientation, Veterans’ status, disability or political affiliation.
3. The Organization will abide by the policies and procedures set forth by the FSAA and Fresno
State.
4. The Organization recognizes that the pronouncements can be made only in the name of the
Organization, rather than in the name of the FSAA and/or Fresno State.
5. The Organization recognizes that the FSAA and Fresno State are not responsible for financial
commitments and obligations of the organization.
INDEMNIFICATION STATEMENT:
The Organization hereby agrees to indemnify, defend and hold harmless the FSAA; Fresno State;
California State University, Fresno Foundation; The Trustees of the California State University; and all
employees or agents of the foregoing from any damages incurred during an Organization event.
4
We, the officers (aka Executive Committee) of the Organization, have received and have reviewed all
relevant FSAA policies and procedures. We hereby attest, in the name of our Organization, that its
governing body, now and in the future, accepts responsibility for complying with these and other
pertinent policies and procedures of FSAA and California State University, Fresno.
In instances where our Organization has a board in addition to the Executive Committee, all board
members who names and signatures are included in this document also agree to the statement above.
Instructions:
1. Officers and/or board members are voted on and approved each spring. Their term does not
begin until the new fiscal year (July 1).
2. Officers must be unique individuals. No one person may serve in more than one position.
3. Titles for officers are designated by the FSAA and are to remain unchanged.
4. Campus Liaison: This is a required officer position, to be filled by Fresno State faculty or staff.
5. All officer positions must be filled before any other position is created.
6. All sections below must be completed in full. So that other alumni and friends can easily find
and contact Chapters and Clubs, the names, email and phone numbers for officers and board
members are published on the FSAA website.
OFFICERS (Executive Committee)
PRESIDENT
Name: ____________________________________________________________
Affiliation:
Alum grad Alum non-grad Friend
Class year: ____________
Term:
1
st
2
nd
3
rd
Year in current term:
1
st
2
nd
Address: ________________________________ City: _______________ State: ____ Zip: ______
Phone 1: __________________________ Cell Home Work
Phone 2: __________________________ Cell Home Work
Email: _________________________________________________
VICE PRESIDENT
Name: ____________________________________________________________
Affiliation:
Alum grad Alum non-grad Friend
Class year: ____________
Term:
1
st
2
nd
3
rd
Year in current term:
1
st
2
nd
Address: ________________________________ City: _______________ State: ____ Zip: ______
Phone 1: __________________________ Cell Home Work
Phone 2: __________________________ Cell Home Work
Email: ________________________________________________
5
SECRETARY
Name: ____________________________________________________________
Affiliation:
Alum grad Alum non-grad Friend
Class year: ____________
Term:
1
st
2
nd
3
rd
Year in current term:
1
st
2
nd
Address: ________________________________ City: _______________ State: ____ Zip: ______
Phone 1: __________________________ Cell Home Work
Phone 2: __________________________ Cell Home Work
Email: ________________________________________________
TREASURER
Name: ____________________________________________________________
Affiliation:
Alum grad Alum non-grad Friend
Class year: ____________
Term:
1
st
2
nd
3
rd
Year in current term:
1
st
2
nd
Address: ________________________________ City: _______________ State: ____ Zip: ______
Phone 1: __________________________ Cell Home Work
Phone 2: __________________________ Cell Home Work
Email: _________________________________________________
CAMPUS LIAISON (note: this position must be filled by a Fresno State faculty or staff member)
Name: ____________________________________________________________
Department: _______________________________ Title: _________________________________________
Affiliation:
Alum grad Alum non-grad Friend
Class year: ____________
Term:
1
st
2
nd
3
rd
Year in current term:
1
st
2
nd
Address: _______________________________ City: _______________ State: ____ Zip: ______
Phone 1: __________________________ Cell Home Work
Phone 2: __________________________ Cell Home Work
Email: _______________________________
6
BOARD MEMBERS
Instructions:
1. If your organization has a formally designed board, use the following pages to list their titles and
provide all of their information.
2. If you do not have any board members, select the box below and skip to the next section.
3. Term limits apply to board members as well.
Our Organization does not have a board.
TITLE:
________________________________________________
Name: ________________________________________________________________
Affiliation:
Alum grad Alum non-grad Friend
Class year: ____________
Term:
1
st
2
nd
3
rd
Year in current term:
1
st
2
nd
Address: _______________________________ City: _______________ State: ____ Zip: ______
Phone 1: __________________________ Cell Home Work
Phone 2: __________________________ Cell Home Work
Email: _________________________________________________
TITLE:
________________________________________________
Name: ________________________________________________________________
Affiliation:
Alum grad Alum non-grad Friend
Class year: ____________
Term:
1
st
2
nd
3
rd
Year in current term:
1
st
2
nd
Address: _______________________________ City: _______________ State: ____ Zip: ______
Phone 1: __________________________ Cell Home Work
Phone 2: __________________________ Cell Home Work
Email: _________________________________________________
TITLE:
________________________________________________
Name: ________________________________________________________________
Affiliation:
Alum grad Alum non-grad Friend
Class year: ____________
Term:
1
st
2
nd
3
rd
Year in current term:
1
st
2
nd
Address: _______________________________ City: _______________ State: ____ Zip: ______
Phone 1: __________________________ Cell Home Work
Phone 2: __________________________ Cell Home Work
Email: _________________________________________________
7
TITLE:
________________________________________________
Name: ________________________________________________________________
Affiliation:
Alum grad Alum non-grad Friend
Class year: ____________
Term:
1
st
2
nd
3
rd
Year in current term:
1
st
2
nd
Address: _______________________________ City: _______________ State: ____ Zip: ______
Phone 1: __________________________ Cell Home Work
Phone 2: __________________________ Cell Home Work
Email: _________________________________________________
TITLE:
________________________________________________
Name: ________________________________________________________________
Affiliation:
Alum grad Alum non-grad Friend
Class year: ____________
Term:
1
st
2
nd
3
rd
Year in current term:
1
st
2
nd
Address: _______________________________ City: _______________ State: ____ Zip: ______
Phone 1: __________________________ Cell Home Work
Phone 2: __________________________ Cell Home Work
Email: _________________________________________________
TITLE:
________________________________________________
Name: ________________________________________________________________
Affiliation:
Alum grad Alum non-grad Friend
Class year: ____________
Term:
1
st
2
nd
3
rd
Year in current term:
1
st
2
nd
Address: _______________________________ City: _______________ State: ____ Zip: ______
Phone 1: __________________________ Cell Home Work
Phone 2: __________________________ Cell Home Work
Email: _________________________________________________
TITLE:
________________________________________________
Name: ________________________________________________________________
Affiliation:
Alum grad Alum non-grad Friend
Class year: ____________
Term:
1
st
2
nd
3
rd
Year in current term:
1
st
2
nd
Address: _______________________________ City: _______________ State: ____ Zip: ______
Phone 1: __________________________ Cell Home Work
Phone 2: __________________________ Cell Home Work
Email: _________________________________________________
8
TITLE:
________________________________________________
Name: ________________________________________________________________
Affiliation:
Alum grad Alum non-grad Friend
Class year: ____________
Term:
1
st
2
nd
3
rd
Year in current term:
1
st
2
nd
Address: _______________________________ City: _______________ State: ____ Zip: ______
Phone 1: __________________________ Cell Home Work
Phone 2: __________________________ Cell Home Work
Email: _________________________________________________
TITLE:
________________________________________________
Name: ________________________________________________________________
Affiliation:
Alum grad Alum non-grad Friend
Class year: ____________
Term:
1
st
2
nd
3
rd
Year in current term:
1
st
2
nd
Address: _______________________________ City: _______________ State: ____ Zip: ______
Phone 1: __________________________ Cell Home Work
Phone 2: __________________________ Cell Home Work
Email: _________________________________________________
TITLE:
________________________________________________
Name: ________________________________________________________________
Affiliation:
Alum grad Alum non-grad Friend
Class year: ____________
Term:
1
st
2
nd
3
rd
Year in current term:
1
st
2
nd
Address: _______________________________ City: _______________ State: ____ Zip: ______
Phone 1: __________________________ Cell Home Work
Phone 2: __________________________ Cell Home Work
Email: _________________________________________________
TITLE:
________________________________________________
Name: ________________________________________________________________
Affiliation:
Alum grad Alum non-grad Friend
Class year: ____________
Term:
1
st
2
nd
3
rd
Year in current term:
1
st
2
nd
Address: _______________________________ City: _______________ State: ____ Zip: ______
Phone 1: __________________________ Cell Home Work
Phone 2: __________________________ Cell Home Work
Email: _________________________________________________
9
Authorized Account Signers
Chapter/Club Name:
___________________________________________________
Date Prepared:
____________________________
Effective Date:
New signers are effective as of the new fiscal year, July 1.
Incoming Chapter President:
___________________________________________________
Instructions:
1. A minimum of three (3) account holder/signers is required.
2. All individuals possessing account holder/signer privileges must complete the fields below.
3. An account holder/signer does not have to be an officer of the Chapter or Club.
AUTHORIZED SIGNER #1 (Must be the Treasurer)
Date: ___________________________________
Print name: _________________________________
Signed:
___________________________________
AUTHORIZED SIGNER #2
Date: ___________________________________
Print name: _________________________________
Signed:
___________________________________
If individual is not an officer, the information below must be completed:
Address: ________________________________ City: _______________ State: _____ Zip: ______
Phone: __________________________ Cell Home Work
Email: _________________________________________________
AUTHORIZED SIGNER #3
Date: ___________________________________
Print name: _________________________________
Signed:
___________________________________
If individual is not an officer, the information below must be completed:
Address: ________________________________ City: _______________ State: _____ Zip: ______
Phone: __________________________ Cell Home Work
Email: _________________________________________________
AUTHORIZED SIGNER #4
Date: ___________________________________
Print name: _________________________________
Signed:
___________________________________
If individual is not an officer, the information below must be completed:
Address: ________________________________ City: _______________ State: _____ Zip: ______
Phone: __________________________ Cell Home Work
Email: _________________________________________________
10
Annual Officer Meetings and Planned Events
Chapter/Club Name:
____________________________________________________________
As all Chapters/Clubs are provided liability insurance coverage under the FSAA’s insurance policy, and
so that the FSAA can provide logistical and marketing/promotional assistance for the events planned by
your Chapter/Club, please complete the two sections below and return to the FSAA.
SECTION 1: Officer/Board Meetings
Chapters/Clubs should hold a minimum of four meetings per year. Below please indicate the
dates/times/locations you are currently anticipating holding your officer/board meetings.
Date
Time
Location
SECTION 2: Events/Activities Planned
EVENT #1
Date: _________________________ Time: _____________ # of Guests (estimate): ___________
Event name: ________________________________________________ Alcohol present?
Yes No
Location: ________________________________________________ Fee to attend?
Yes No
Description: ________________________________________________ If yes to fee, amount: $__________
_________________________________________________________________________________
_________________________________________________________________________________
Event type:
Social/Mixer – Alumni/Friends only Fundraiser – General
(check all that apply)
Social/Mixer – Alumni/Friends & students Fundraiser – Scholarship endowment
Educational event Other: __________________________________
Do you plan on including a silent auction at your event?
Yes No
Do you plan on including a raffle (opportunity drawing prize) at your event?
Yes No
Budget:
Expected Income: $_______________
Expected Expenses: $_______________
Expected Net profit: $_______________
11
EVENT #2
Date: _________________________ Time: _____________ # of Guests (estimate): ___________
Event name: ________________________________________________ Alcohol present?
Yes No
Location: ________________________________________________ Fee to attend?
Yes No
Description: ________________________________________________ If yes to fee, amount: $__________
_________________________________________________________________________________
_________________________________________________________________________________
Event type:
Social/Mixer – Alumni/Friends only Fundraiser – General
(check all that apply)
Social/Mixer – Alumni/Friends & students Fundraiser – Scholarship endowment
Educational event Other: __________________________________
Do you plan on including a silent auction at your event?
Yes No
Do you plan on including a raffle (opportunity drawing prize) at your event?
Yes No
Budget:
Expected Income: $_______________
Expected Expenses: $_______________
Expected Net profit: $_______________
EVENT #3
Date: _________________________ Time: _____________ # of Guests (estimate): ___________
Event name: ________________________________________________ Alcohol present?
Yes No
Location: ________________________________________________ Fee to attend?
Yes No
Description: ________________________________________________ If yes to fee, amount: $__________
_________________________________________________________________________________
_________________________________________________________________________________
Event type:
Social/Mixer – Alumni/Friends only Fundraiser – General
(check all that apply)
Social/Mixer – Alumni/Friends & students Fundraiser – Scholarship endowment
Educational event Other: __________________________________
Do you plan on including a silent auction at your event?
Yes No
Do you plan on including a raffle (opportunity drawing prize) at your event?
Yes No
Budget:
Expected Income: $_______________
Expected Expenses: $_______________
Expected Net profit: $_______________
12
Campus Acknowledgement of Chapter or Club
Instructions:
1. In order for the FSAA Board of Directors to officially recognize the Organization for the
upcoming fiscal year, this Statement of Acknowledgement form must be signed by a campus
representative.
2. By signing, the campus representative is acknowledging that the Organization represents an
alumni constituency group that the campus representative is involved with on campus.
3. For Chapters: This form must be signed by the Dean, Associate Dean, or their designee, of the
college under which the Chapter’s major is issued.
4. For Clubs: This form must be signed by a relevant and appropriate Fresno State faculty or staff
member who is actively involved with the constituency group the alumni club represents.
Chapter/Club Name:
____________________________________________________________
Date Prepared:
____________________________________________________________
The efforts of this Fresno State Alumni Association constituency group are officially recognized, as they
seek to further the interests of California State University, Fresno.
Print name:
_______________________________________________
Title:
_______________________________________________
College/School:
_______________________________________________
Department:
_______________________________________________
Signature:
_______________________________________________
Date:
_______________________________________________
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Chapter-Club-Annual-Renewal-Packet Chapter and Club Annual Renewal Packet

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Completed 2 May 2020

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