Roles & Responsibilities
Chapters are more effective if board members have defined roles. A chapter must have at least three Berkeley Haas School alumni board members. Minimum required board roles include a president, vice president (president elect), treasurer and/or secretary. Chapters may also consider an event champion, web master, social media manager, and communications director. (Multiple roles can be filled by one volunteer.)
A succession plan is important to continuity of a chapter. Take time to recruit alumni for all key roles before the position is vacated.
If your board is small, everyone will have at least one job, maybe more. For example, an Event Champion often suggests the topic or activity, and may provide direction to other alumni involved in planning an event. The Event Champion is usually the point of contact with guest speakers, coordinates on-the-ground logistics, reconfirms deadlines and promotional messages.
A chapter president or co-president leads the chapter and its board meetings. These alumni leaders also typically:
- Serve as the point of contact with the Alumni Relations office;
- Attend annual Volunteer Leadership Conference held once a year in Berkeley;
- Share information from the Alumni Relations office at board meetings;
- Update your list of board members, including their titles and contact information, and share this with the Alumni Relations office;
- Submit documents and forms as required by the Alumni Relations office.
- Respond to inquiries about the BHAN and its chapters;
- Demonstrate passion for and knowledge about Berkeley Haas;
- Develop a schedule of board meetings, prepare an agenda and start meetings on time and run them efficiently;
- Promote chapter events and assure that they are always sufficiently promoted, staffed, and organized;
- Open or close events with a "call to action," such as "hire Haas," give to the Haas Fund, or update your profile in @cal.
Another important board role is that of the treasurer. The primary duties of the treasurer are to:
- Maintain the chapter's checking account;
- Deposit revenue into the account;
- Write checks, as needed;
- Reconcile the chapter's budget;
- Report on the chapter's finances at board meetings.
The Treasurer's Report
Most chapters use Excel or QuickBooks to track revenue and expenses, and to prepare their annual budgets. The reporting format may be a hybrid of a balance sheet and income statement. The treasurer may also include a running check register or design a system to compare actual results to what was budgeted.
While your "organization" is small and budgetary surprises are few, it is helpful to the entire board to understand the chapter's financial health. With input from the board, the treasurer determines an accounting system that is easy to use, read and maintain.
Prior to each major board meeting, the Treasurer's Report should be shared with all board members. At the board meeting, the treasurer provides a summary, in writing or orally.
The treasurer often works closely with the event champion to assure timely payment of vendors and to plan for easily-overlooked expenses, such as speaker gifts, a/v rental, or parking.