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Penn Club of Beijing
Annual General Meeting & Officer Elections
Election Guidelines and Officer Descriptions

The Penn Club of Beijing held its first Annual General Meeting the evening of September 23, 2009. It was an evening of fun and excitement as the club had its first election of officers. Click here to learn more about the new officers
Below are a few pictures from the event. Click the PowerPoint presentation link to see more pictures.

  AGM 09-23-09 for web.ppt

Send your nomination for officer elections to by Tuesday, September, 22.
Read below the pictures for Election Guidelines and Open Officer Positions.

Annual General Meeting & Dinner
Date: Wednesday, September 23, 2009
Time: 6:30
Location: TaiYue Suites 5F/1 No 16 Sanlitun South Road, Located along the Sanlitun Bar Street. About a 5-10 minute walk from the Village. Entrance on the right side of SPR COFFEE
Cost: Free to alumni who become paid 2010 members at the meeting, 75 RMB to non-members, 60 RMB to 2009 members
RSVP: by Monday, September 21, 2009
Buffet Dinner (Chinese and American) and Soft Drinks (Gourmet Chef that formerly worked at Shangri La) ¨C Cash Bar Available

Annual Meeting Agenda

6:30 Networking and Dining (Dining available at buffet all evening)
7:00 Comments from President and Current Board Members
7:10 Recognition of 2009 Penn Alumni Club Contributors
7:15 Introduction of Nominated 2010 Officers
8:00 Counting of Votes for 2010 Officers - Announcement of New Officers

Calling all Quakers! HereĄ¯s a chance to get involved and help steer the direction of the Penn Club of Beijing or just hang out with alumni for the evening. The Club has made great progress and looks forward to doing more with greater participation and new ideas. Continue reading for election guidelines and open positions.

Election Guidelines

  • Any Penn alumni can be nominated by a fellow Penn alumni or the alum can nominate him/her self. Nominations must be submitted by Tuesday, September 22. Nominations can be made by e-mail to or by simply telling a board member.

  • After nomination, the alumni must provide a photo and a short paragraph or bio for introduction to the club. Photos and bios must be submitted by Tuesday, September 22, 2009.

  • At the meeting held, September 23, members that have paid dues this year can cast a ballot. Members who pay at the September 23 meeting for 2010 can also vote. Paid members unable to attend can submit their vote by e-mail ( prior to the meeting.

  • An election coordinator will oversee the results. The coordinator will be a person not interested in running for office and a paid member of the club.

  • Alumni can pay their dues (300 RMB) and vote at the annual meeting on September 23. Dues will be for the 2009/2010 year.

There are ten officer positions open for election.

  • President
  • Treasurer
  • Secretary
  • Communications Director
  • Historian
  • Events Coordinator
  • Young Alumni Leader
  • Officers at Large (3) positions

Following are the responsibilities of each officer.

Open Officer Positions


Preside over all Club meetings or assign a board member to preside when absent
Guide the overall direction of the clubs' activities
Ensure the active participation of Club's Officers and membership
Draft an propose amendments to the Club's by-laws
Maintain regular communication to the University of Pennsylvania's Office of Alumni Relations and Wharton External Affairs (if President is not a Wharton alumnus/a, can assign responsibility to another Board member)
Inform the Office of Alumni Relations of changes in the Club's Board
Monitor the Club's e-mail account ( and reply to e-mails in a timely fashion (this responsibility is shared with the Secretary)


Collect and disburse the Club's funds, e.g., collect dues and reimburse
Maintain the Club's bank account
Keep record of all transactions and publish bi-monthly reports (to be made public to the ClubĄ¯s membership online via the Penn Club of Beijing website or other means)


Take minutes of all meetings
Keep and update contact information of Club members
Monitor the ClubĄ¯s e-mail account (,,, etc.) and reply to e-mails in a timely fashion (this responsibility is shared with the President)

Communications Director:

Compile updates and upcoming events in a regular newsletter, send to the members of the Club and make available for posting on the ClubĄ¯s website
Send out reminder e-mails about events one week ahead of time
Update upcoming events on facebook group or other social networking tools
Welcome new members


Keep records of Club events in the form of pictures, accounts and make those findings available for posting on the ClubĄ¯s website
Send summaries to University of Pennsylvania Alumni Relations when appropriate or prepare for the President to send
Research history of Penn alumni and Penn-affiliated persons in China, publish on the Penn Club of Beijing website

Events Coordinator:

  • Set events calendar and coordinate planning of execution of events
  • Recruit support from other officers and Club members

Young Alumni Leader:

  • Represent the interests of recent grads (past five years and members under 30 years old)
  • Reach out to recent grads coming to Beijing or living in Beijing
  • Reach out to current Penn students studying in Beijing

Officer(s) at Large: Responsibility can include, but are not limited to

  • Maintain Club website
  • Organize events
  • Maintain corporate relations/coordinate sponsorships
  • Fundraising for the University of Pennsylvania

See our Current Officers at Large at

See the Club By-Laws for more information about the Penn Club of Beijing at