Class Board Positions

What does it mean to be on the Class Board?

The Class Board is an executive board consisting of 14-20 members from the Class of 2010. Together, they are responsible, at minimum, for maintaining connections among classmates, planning reunions, and assisting in fundraising.

Class officers are elected for five-year terms and serve from one reunion until the next.

Elections for the 2020-20225 board are currently underway. Vote here or see the nominees here.  

Continue reading for descriptions of each role.

  • President
  • Vice President
  • Treasurer
  • Secretary
  • Communications Coordinator
  • Reunion Chair
  • Scribe
  • Head Class Agent
  • Nominating Committee (5 members, three elected and two appointed)

Any of these positions may be held by more than one person if desired, i.e. co-scribes or co-chairs.

Process for Nominations

    • All are encouraged to nominate classmates or themselves for a board position that runs from 2020 to 2025. 
    • To nominate, email mhc2010classboard@gmail.com with the name of nominee and position for which the individual is being nominated.
    • The nominating committee, consisting of three members, will compile nominations and confirm interest.
    • The nominating committee will then establish a slate.
    • The nominating deadline  is June 23rd, 2020 at 5pm EST/4pm CST/3pm MST/2pm PST

Process for Elections

    • A survey will be shared with the class via email on June 24th, 2020.
    • Every class member is encouraged to vote.
    • The survey will remain open until June 30th  to ensure everyone has the opportunity to vote, and reminders will be shared via social media.
    • Newly elected officers will be contacted and results will be posted via social media and emailed to the entire class on July 1. 
    • A meeting between the new officers and old officers will be scheduled to facilitate the transition.

 

 

Description of Officer Roles 

President

  • Oversees new officers and ensures continuity from previous officers
  • Leads development and implementation of five-year plan for the class
  • Maintains regular contact with the class board and makes decisions about class activities
  • Works with the communications coordinator on class outreach and communications plan
  • Approves budget and bills for payment
  • Leads class reunion planning
  • Writes at least one class letter and calls class board meetings
  • Attends a reunion planning workshop prior to Reunion
  • Presides over the reunion class meeting and presents the class history at the Association’s formal reunion meeting
  • Informs the Association of class honoraries and invites them to the class social hour and dinner
  • Works with head class agent and Advancement Office as needed and helps to foster a positive fundraising environment
  • Appoints Nominating Committee chair and selects two other members
  • Delivers final class officer slate to the Association by Sunday of Reunion, notifies all newly elected officers, and helps with the transition of records and the treasury
  • Writes a letter to the class after Reunion to thank reunion organizers and announce the new class board

Vice President

  • Fulfill duties as assigned by the president (duties should be outlined by class board prior to soliciting candidates for position or whenever there is a Presidential/Vice Presidential changeover)
  • Works closely with president and may assume presidential role as necessary
  • May chair Reunion, attend Reunion Planning Workshop, organize and promote mini-reunions, liaise with the Alumnae Association, update and manage class website, collaborate with other class board members on campaigns or social media, write class letters, and support or implement aspects of our five-year plan
  • Works closely with all class board officers to help facilitate communications between all board members and the class

Reunion Chair

  • Attends the Reunion Planning Workshop 8 months prior to Reunion
  • Organizes the class’s reunion, with assistance from the president and reunion committee
  • Appoints the reunion committee chairs, outlines their duties and responsibilities, consults with them frequently, follows up on plans, and makes deadlines clear
  • Serves as the primary contact to Alumnae Association staff.
  • Writes or co-writes two reunion class letters—due in October and February
  • Coordinates with the communications officer to advertise, promote and publicize reunion. 
  • Develops the reunion budget with the assistance of the treasurer, class board, and reunion committee

Secretary

  • Preserves class records, keeps minutes of board and class meetings, retains minutes and makes them accessible
  • Supervises the collection and storage of all permanent class records and memorabilia, except for the records kept by the scribe, class agent, and treasurer (contact Archives & Special Collections at the College for advice)
  • Assists the executive committee with the preparation of letters and publications.
  • Checks class email (mhc2010classboard@gmail.com) and answers inquiries. May update and manage class website, depending on skill and desire.
  • Occasionally assists the president and reunion chair, as requested, in preparing a letter to the class.
  • Coordinates with the communications officer to share and publicize class board meeting minutes. 
  • The secretary and scribe positions may be combined or split, depending on the class goals.

Scribe

  • Gathers, verifies, and prepares class news items, which are forwarded to the Alumnae Quarterly class notes editor four times a year. See the Scribe’s Guide.
  • Maintains a file of classmate correspondence and news
  • Coordinates with the communications coordinator to solicit news and accomplishments from classmates
  • Notifies Alumnae Information Services of classmate address changes
  • Notifies Alumnae Information Services of the death of a classmate and arranges for the publication of a tribute. News of a death must be verified by a dated newspaper clipping and/or a letter from a relative. A personal tribute by a classmate who knew the deceased is desirable, but the scribe may also opt to contact a family member for a tribute.
  • Appoints regional assistants, as necessary, to relay news from different regions.
  • The secretary and scribe positions may be combined or split, depending on the class.

Treasurer

  • Maintains permanent, accurate records of all class funds, and transfers them to her successor at the end of her term
  • Establishes and maintains bank account. See treasury guidelines.
  • Completes and submits an Annual Financial Report (Form C) to the Alumnae Association by July 31 each year
  • Collects dues authorized by the class. (A minimum of $35.00 for every five-year period is recommended, although many classes ask $35 to $75 for a five-year period.)
  • Records and promptly deposits all receipts
  • Promptly pays all bills approved by the class president (approval may be indicated via email, attached to the paid bill, and filed)
  • Reconciles bank statements on a monthly basis
  • Sends financial reports to the president at least every six months (format should match the Annual Financial Report)
  • Attends class board meetings or provides written accounting reports
  • Transfers the treasury and records to the new class treasurer by September 15 following Reunion
  • Schedules meeting with new treasurer to update her on the state of the class treasury
  • Has books reviewed by another class officer or someone appointed by the president at least once every five years. See treasury guidelines.
  • Arranges to have sufficient reserve funds available preceding Reunion, so that bills may be paid promptly for expenses incurred before reunion fees are paid
  • Deposits all checks for class fees and pays all reunion bills
  • Brings the class checkbook to Reunion to reimburse volunteers as needed
  • Settles balance due to the Alumnae Association immediately after receipt of bills
  • Reports on reunion finances to the class president and the incoming class treasurer by August following Reunion

Class Communications/Web Coordinator

This position requires considerable work as the social media channels are often how most people engage with the College and the class of 2010. It should have two coordinators to balance and divide the work, to manage multiple platforms and especially during reunion events and fundraising drives. 

  • Creates, maintains, and updates  class social media channels and the class website (as needed. The class website is not the Class of 2010’s main form of communication.)
  • Manages the MHC 2010 Facebook page, Instagram, closed Facebook group (to expand during the 2020-2025 term) and Twitter.
    • The next Communications Coordinator can modify how these platforms are used as they best see fit. 
  • Works to make sure class social media is a diverse and engaging representation of the class of 2010
  • Liaises with class members who reach out/DM on social media and direct them to the correct resources
  • Works with other class officers, and the Association as needed, to market upcoming events and activities to classmates
  • Aims to increase engagement and communication among class members
  • Creates unique graphics to promote events
  • Possesses intermediate to experienced knowledge of photography, photo editing, web design and maintenance, and social media management, as well as implementing communications strategies across  different platforms. 
  • Attends class board meetings

Head Class Agent

  • Reports to MHC Advancement Office
  • Responsible for class fundraising goal to The Mount Holyoke Fund each year
  • Motivates and manages team of class agents, Cornerstone callers, and reunion gift callers
  • Appoints planned giving chair in consultation with the Advancement Office after 20th reunion
  • Coordinates with the communications officer to promote fundraising events on social media/class communications. 

Nominating Committee

  • Nominating Committee consists of five members: three elected by the membership at Reunion and two appointed by the Board
  • The president appoints the chair (recommended to be one of the three elected members)
  • Coordinates with the communications officer to solicit calls for nominees. 
  • Nominating Committee selects candidates for elected class officers and submits official slate for class elections
  • Chair contacts all committee members, makes assignments of positions to be filled, sets up timeline, and prepares slate for distribution to class prior to Reunion
  • Chair sets up a conference call no later than early fall of the reunion cycle to start the process.