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TA B L E O F C O N T E N T S
Shipping and Receiving- - - - - - - - - - - - - - - - - - - - - - - - - - - - ------20
Introduction Contacts- - - - - - - - - --------------------------------- ------ 3 Welcome- - - - - - - - - - -------------------------------- ------ 4
Donations-- - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - -- 21-22
Mission & Vision- - - -------------------------------------- 4
Inventory------------------------------------------ - - - - - 21
Leader List- - - - - - - --------------------------------------- 5
SWAP---------------------------------------------- - - - - 22 Storage-------------------------------------------- - - - - 22
Wisconsin Hoofers Annual Calendar- - - - - - - - - - - - - -- - - - - - 6 Development-- - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - -- 23-24 Hoofer Leader Expectations and Standards- - - - -- - - - 7-8
Raffles--------------------------------------------- - - - - - 23
Alcohol Policy- - - - - -------------------------------------- 8
Grants and Co-sponsorships---------------------- - - - - - 23 Merchandise and Gear Programs------------------ - - - - - 24
Wisconsin Union Student-Staff Partnership- - - - - - - - 9-11 Fleet/Trailer Training-- - - - - - - - - - - - - - - - - - - - - - - - - - - - - - -- 25-26 Access to Hoofer Facilities- - - - - - - - - - - - - - - - - - - - - - - - -- 12-13
Rules for Overnight Trip Travel- - -------------------- - - - - 26
Keywatcher-- - - - - - - -------------------------------- ----- 12
Trailer Training and Guidelines --------------------- - - - - 26
Andover (Wiscard ID)- ----------------------------- ----- 13 Marketing-- - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - ------27
Obtaining Keywatcher and Andover Access ------- ----- 13 After-hours Access- ------------------------------- ----- 13
Safety and Risk Management- - - - - - - - - - - - - - - - - - - - - ------28 Steps for Preventing an Accident/Incident--------- - - - - - 28
Room Reservations at the Wisconsin Union- - - - -- - - - -14 Food and Alcohol Policy-------------------------------- 14
Human Resources-- - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - ------29 Conducting Effective Meetings-- - - - - - - - - - - - - - - - - - -- 15-16
Official Volunteers--------------------------------- - - - - - 29
Meeting Agendas- ------------------------------------- 15
Hired Staff- - --------------------------------------- - - - - - 29
Meeting Minutes- --------------------------------- ----- 16
Stipends-- ------------------------------------------ - - - - 29
The Role of the Secretary- ------------------------- ----- 16
Hiring Process------------------------------------- - - - - - 29
Budgets-- ---------- - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - -- - - - -17 Purchasing-- ------- - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - 18-19 How it Works- - - - - - ------------------------------------- 18 Transactions- - - - - - - -------------------------------- ----- 18 Refunds- - - - - - - - - - -------------------------------------- 19 Tax Rules- - - - - - - - - - -------------------------------- ----- 19
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I M P O R TA N T C O N TA C T S
WISCONSIN HOOFERS AND OUTDOOR UW
RISK MANAGEMENT
Abby Douglas, Hoofer Council President president@hoofers.org
Ric Gibbs, Director of Risk Management Work: 608.262.8925; Cell: 262.278.2313 rgibbs@bussvc.wisc.edu
Jacob Hahn, Outdoor Recreation Director Advisor of Hoofer Council, Hoofer SCUBA, and Hoofer Sailing Club jphan@wisc.edu
Debbie Beich, Assistant Risk Manager Work: 608.262.8926 dbeich@bussvc.wisc.edu
Julie Brown, Outdoor Recreation Manager Advisor of the Hoofer Riding Club and Hoofer Outing Club jkbrown4@wisc.edu
UW-Madison Risk Management http://www.bussvc.wisc.edu/risk_mgt/risk_mgt.html 21 N. Park, Suite 6101 Property & Liability Claims: 608.262.0379 Auto Claims: 608.262.8926 FAX: 608.262.9082
Joe Webb, Outdoor Recreation Manager Advisor of the Hoofer Mountaineering Club, Hoofer Ski & Snowboard Club, and Hoofer Sailing Club jcwebb@wisc.edu
HUMAN RESOURCES
Brandon Conrad, Outdoor UW Service Desk Manager ouwmanager@union.wisc.edu
Tom Hogan, Human Resources Director tphogan@wisc.edu
Dave Elsmo, Sailing Program Manager elsmo@wisc.edu
Rod Rotar, Human Resources Assistant rrotar@wisc.edu
Kirbi Rogers, Equestrian Stable Manager Krogers6@wisc.edu
Tim Delaney, Payroll Manager tdelaney@wisc.edu
General Hoofers and Outdoor UW Questions outdooruw@union.wisc.edu
Human Resources Memorial Union, Room 4186 608.263.3939 8am – 4:30pm, Monday – Friday
OTHER CONTACTS FOR WISCONSIN HOOFERS Susan Dibbel, Assistant Director - Program & Leadership Work: 608.263.4009; Cell: 608.219.0295 smvandeh@wisc.edu Stephanie Webendorfer, Marketing Specialist Work: 608.890.3493 swebendorfer@wisc.edu Marc Kennedy, Communications Director Work: 608.262.5079; Cell: 608.347.8630 mhkenned@wisc.edu Andrea Berns Event Planner, Campus Events Service Office Work: 608.262.1870 aberns2@wisc.edu
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WELCOME – WISCONSIN HOOFERS MISSION & VISION the stable, thoughtful, and responsible administration of all Hoofer clubs and to ensure their long-term success. This often takes the form of educating on Union/University policy and procedure and also in coaching student leaders on management, leadership, communication, and process improvement practices within their respective clubs.
Welcome to your leadership role with the Wisconsin Hoofers! This organization would not be what it is today without the countless hours student leaders and community member volunteers have dedicated to these clubs over the last 83 years. The Wisconsin Hoofers exists to provide recreational and educational opportunities in the outdoors to all club members and to provide meaningful social education and club leadership opportunities to students. We believe that the many outdoor activities each Hoofer club offers can be utilized as the pretext of lessons in social education and intra- and inter-personal development. The activity itself serves as the vehicle through which students can gain a better understanding of themselves, their relation to others, and how to best be of service to their club community.
The cooperation and goodwill of these three parties is paramount to the success of the Hoofer clubs—all else is secondary. That being said, the rest of this guide will provide valuable information that will greatly assist you in navigating your leadership role within the Hoofer clubs. Please take some time to acquaint yourself with the information in this guide as it will show you the basics on how to perform a number of critical responsibilities expected of Hoofer leaders. Here’s to a great year! Please be sure to introduce yourself to us and stop by often for assistance or just to say hi!
What makes the Wisconsin Hoofers unique among collegiate outdoor recreation programs is the involvement and cooperation of three critical parties: the student leaders, the community educators, and the professional advising staff. Understanding the interlocking roles of these three parties is a necessity for all Hoofer leaders and will aid in navigating the social complexity of this organization.
Jacob Hahn Hoofer Club Advisor Council, SCUBA, Sailing Julie Brown Hoofer Club Advisor Outing, Riding
Students are the reason the Wisconsin Union was brought into existence in 1907—due to the recognized need for the University to provide a place to enhance the communal life of students in work, play, and social relations. The student experience (especially the student leadership experience) is the centerpiece of Hoofers and as such, student leaders have full authority as club agendasetters and decision-makers. While they are the final say in the direction of their club, student leaders should rely on the advising staff and community members for support, advice, and information in decision-making and program execution processes.
Joe Webb Hoofer Club Advisor Sailing, Ski/Snowboarding, Mountaineering
Community members have served as the backbone of the Hoofer clubs since Hoofers was founded in 1931. It is rare for a collegiate outdoor program to include those from outside of the University, but in the case of Hoofers, our community members have shown their indispensability in supporting and bolstering the student leadership experience, educating club members with their knowledge of a safety and other practices related to specific activities, and providing vast institutional memory of past club practices and traditions. The role and purpose of the advising staff will be discussed in greater depth in this guide, but in short, we are here to ensure
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LEADER LIST
Hoofer Council President Abby Douglas – president@hoofers.org Hoofer Mountaineering President Erik Shepard – mountaineering@hoofers.org Hoofer Outing President Zoe Delain – outingpresident@gmail.com Hoofer Sailing President Kyle Harris-Smith – commodore@hoofersailing.org Wisconsin Sailing Team Captain Ian Walter – uwsailingcaptain@gmail.com Whitney Kent – uwsailingcaptain@gmail.com Hoofer Riding President Stephanie Hoker – hoker@wisc.edu Wisconsin Equestrian Team President Aislinn Koehler – akoehler2@wisc.edu Hoofer SCUBA President Darren Krause – dhkrause@wisc.edu Hoofer Ski & Snowboard President Bobby Stemper – rstemper@wisc.edu Wisconsin Alpine Team Directors Mike Schrager – mschrager@wisc.edu Katie Cooney – kcooney@wisc.edu Jeremy Price – jrprice4@wisc.edu Wisconsin Freestyle Team Director Rocky Liang – liang46@wisc.edu Wisconsin Nordic Team Directors Alex Kirschling – akirschling@wisc.edu Olivia Steinmetz – osteinmetz@wisc.edu
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WISCONSIN HOOFERS ANNUAL CALENDAR July 1 University of Wisconsin fiscal year starts. New Hoofer budgets take effect.
1st full December Weekend Annual Hoofer Ski & Snowboard Resale. January All Hoofer kick-off.
Mid-late July Sailing Club’s Commodore’s Cup Week.
February Hoofer Winter Carnival, including SnS Rail Jam. Annual Hoofer Ski & Snowboard Free Night of Skiing. Hoofer Winter Retreat. Clubs begin creating of next fiscal year budgets/notes.
Early-mid August Fall Hoofer leader elections/selections for Hoofer Sailing and SCUBA. Late August Wisconsin Union Directorate (WUD) Retreat. Attended by WUD Committee directors and the Hoofer Council President.
March – April Hoofer Budgets for next fiscal year finalized and approved by club, Hoofer Council, and Union Council. Hoofer leader elections for Council, Mountaineering, Riding, Outing, Ski & Snowboard clubs. Hoofer leaders begin to train successors and plan transition. New Hoofer boards begin to meet, presidents and officers meet with Hoofer advisors.
Late August Hoofer Retreat, designed by the Hoofer Council President and advisors, and mandatory for all presidents, vice-presidents, and Hoofer Council members.
Late April Wisconsin Union Directorate (WUD) Transition Dinner. At this annual spring banquet, WUD leaders and Hoofers officers have fun, eat, and are recognized for their contributions. Hoofers traditionally set their own theme for Hoofer club participants.
Late August/Early September Sunburst Festivals at both unions, Student Org Fair. September/October Hoofer Leader Training. Clubs, Council, and Hoofer subcommittees start regular meeting schedule. Hoofer Extravaganza.
May Union/WUD Awards Banquets – University, WUD, and Hoofer leaders and officers are recognized for outstanding service to the organization and campus through a formal awards ceremony and banquet.
October Pumpkin Regatta, Universe in the Pasture, Haunted Halloween, Buccaneer’s Ball.
GENERAL CLUB MEETING TIMES Ski & Snowboarding (SNS) Mondays @ 7:00pm Council Mondays @ 8:00pm Outing Tuesdays @ 7:00pm
Sailing Wednesdays @ 7:30pm (subject to change during off-season) Riding 1st Wednesday of the month @ 6:00pm and 3rd Wednesday of the month @ 6:30pm at the riding stable
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SCUBA Thursdays @ 7:30pm Mountaineering Thursdays @ 7:30pm Most meeting locations are at Memorial Union. Check TITU for specific meeting rooms.
T H E H O O F E R L E A D E R E X P E C TAT I O N A N D S TA N D A R D S
Hoofer Behavioral Standards
The name Hoofers came into being because Hoofers “hoof it” – meaning to get somewhere under one’s own power. It may not be the easiest or most efficient way to get somewhere, but there is much value in the journey. As such, you will encounter many hardlearned lessons through your journey as a club leader.
The following standards were created by and voted into being by Hoofer Council. All Hoofer club and team members are expected to stringently adhere to the following standards: 1. The Wisconsin Hoofers is committed to providing a “...I really think I have safe, friendly, and inclusive gotten jobs based on environment for all members. all the experiences Members are expected to act I could talk about during in a considerate, respectful, interviews.” and responsible manner at all times while participating in Hoofer activities. Any verbal or physical conduct that demeans or threatens others is absolutely unacceptable.
LESSONS FOR HOOFER LEADERS • Learn to effectively connect and work with those different from you
• Improve your skills in inquiry, analysis, and execution, critical and creative thinking, conflict management, written and oral communication
2. The Wisconsin Hoofers adheres to all policies and procedures of the Wisconsin Union and the University of WisconsinMadison in handling complaints of harassment and/or discrimination. Any inappropriate or unwanted comments, misconduct, touching, or bullying should be reported immediately to club advisor.
• Learn to navigate complex social and organizational structures
• Understand interpersonal and community dynamics
3. The Wisconsin Hoofers maintains that consumption of alcohol by anyone under the age of 21 during a Hoofer-sponsored activity is illegal and is thus strictly prohibited. Responsible consumption of alcoholic beverages by members who are 21 and over is expected. Alcohol is not allowed in University vehicles at any time.
Hoofer Leader Expectations Hoofer leaders are part of a great diversity of language, culture, ability, age, sexual orientations, and a variety of ideas within the university community. You will be exposed to disparate challenges while being held to very high standards.
4. The Wisconsin Hoofers forbids participation in any illegal activity (under Wisconsin or federal law) on any Hoofersponsored activity—regardless of location.
EXPECTATIONS FOR HOOFER LEADERS
5. The Wisconsin Hoofers strictly prohibits consumption of alcohol and illegal drugs prior to or during participation in any inherently dangerous Hoofer activity, including but not exclusive to: sailing, riding, climbing, paddling, skiing/ snowboarding, and SCUBA diving.
• Act with integrity and responsibility, and respect the rights, dignity, and welfare of all individuals. • Represent the Wisconsin Hoofers, the Wisconsin Union, and the University of Wisconsin every moment you are working on a project, teaching a lesson, leading a trip, or executing an event.
6. The Wisconsin Hoofers holds members personally and financially responsible for charges incurred as a result of improper behavior, including but not exclusive to: being “...It’s an arrested, being ticketed, opportunity for me to lead damaging or losing property, a team and get experience having to find alternative working in a management transportation/lodging due to style position.” misconduct, etc.
• Conduct yourself in an approachable, helpful, respectful, and friendly manner in the work you do. • Always uphold standards and policies set by the Wisconsin Hoofers, the Wisconsin Union, and the University of Wisconsin.
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T H E H O O F E R L E A D E R E X P E C TAT I O N A N D S TA N D A R D S 7. The Wisconsin Hoofers requires that all Hoofer trip leaders follow all advisor expectations related to team and club sponsored trips—including trip plans, itineraries, reservations, and event posts in the Hoofer database. Varying expectations do exist depending on the length of the trip, activity risk, distance traveled, and fleet vehicle use and club advisor must be consulted and informed.
Hoofer club trip leaders and instructors retain the authority to immediately dismiss any participant in violation of this agreement or any University policies from a trip, program, or lesson at the participant’s expense.
Alcohol Use during Hoofer Events, Trips, and Activities
8. The Wisconsin Hoofers requires that all Hoofer activities follow prudent and reasonable safety/risk management practices which are in line with industry and University specific guidelines, including but not exclusive to manufacturer recommendations and national governing bodies.
Effective January 21, 2014, UW-Madison Administration enacted the “UW-Madison Specific Alcohol Beverage Regulations”, which apply to the possession or consumption of alcohol beverages by any individual on university lands, at university facilities, and at all university events. This policy is applicable to Hoofer events held both on and off campus. All Hoofer leaders are expected to follow this policy and any Hoofer member who fails to comply with these regulations will be subject to disciplinary action. Any Hoofer leader who has questions about alcohol at a Hoofer event or activity or on a Hoofer trip should discuss with their advisor.
9. The Wisconsin Hoofers asks that all members grant permission to use their photograph in print or online promotional materials related to the Wisconsin Hoofers and the Wisconsin Union. Any individual violating the above standards will be required to meet with club/team leadership and the club advisor to determine disciplinary outcomes from the incident/activity in question. Outcomes may include suspension or expulsion from Hoofer and Wisconsin Union membership without refund.
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T H E W I S C O N S I N U N I O N S T U D E N T- S TA F F P A R T N E R S H I P At its core, the student-staff partnership is the guiding principle upon which the College Union ideal was initially founded—and is a large reason why Hoofers has evolved the way it has over the years.
A successful student-staff partnership recognizes that students and staff working together are far more productive and experience a much more rewarding relationship than the alternative.
Hoofer leaders are encouraged embrace the following tenets to foster a healthy working relationship for the betterment of not only themselves, but also the club and community they serve. • Student and staff life experiences contribute to the planning process. Each are equally valued and acknowledged as necessary to the creation of high quality programs and services. • Creativity, insight, and new ideas are expected to come from everyone. All of us have the potential to breathe new life into the programs and services we offer. • Student leaders have their finger on the pulse of our main constituents – students. As such, student leaders will be expected to ensure programming meets other students’ needs. • Advisors and staff are the first step in removing roadblocks and providing encouragement for student leaders, thereby increasing their chance for success.
• Connecting leaders with desired resources within and outside of the University
• Student leaders may ultimately make the final decisions with respect to the programs and services of the Wisconsin Hoofers – either through their representative voice or by the choices they make for how they spend their time, money, and talents. The challenge and support students receive from their advisors is meant to enhance the effectiveness of those decisions.
Hoofer leaders should not hesitate to contact the professional staff with any questions or concerns that arise. Club leaders are encouraged to meet with advisors regularly to share ideas, stay informed, and get advice. While professional staff will do everything in their power to help a student leader’s idea succeed, circumstances do exist that will not allow an idea to be executed on. In these circumstances, leaders must recognize and trust the imperative of an advisor having to say ‘no.’
Professional staff members advise the Hoofer clubs in: •G eneral club operations •S afety and risk management issues •F inancial matters (purchasing, budgeting, etc.) •D evelopment, fundraising, and grant-writing •T ransportation logistics, resources, and rules •M arketing strategy and execution • I nfrastructure maintenance •R ecruitment and retention •C onflict management •P ersonnel issues •G oal setting and execution •G eneral morale support through trying times •W isconsin Hoofers, Wisconsin Union, and University of Wisconsin-Madison policies
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T H E W I S C O N S I N U N I O N S T U D E N T- S TA F F P A R T N E R S H I P
UNION COUNCIL
WUD
(Wisconsin Union Directorate)
DLS
Global Connections
Music
Film
Art
SOPO
Performing Alternative Arts Breaks
Hoofer Council
Ski & Snowboard
Outing Mountaineering Riding
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Sailing
SCUBA
Publications
T H E W I S C O N S I N U N I O N S T U D E N T- S TA F F P A R T N E R S H I P
Mark Guthier Union Director
Hank Walter Associate Director
Mary Kay Dadisman
Assistant Director External Relations & Marketing
Jacob Hahn
Paul Broadhead Assistant Director Facilities
Outdoor UW
Susan Dibbell
Assistant Director Program & Leadership
Wisconsin Union Directorate Committees
Julie Joe Dave Kirbi Brown Webb Elsmo Rogers Outdoor Rentals
Basecamp Outdoor Education
Hoofers
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Jane Oberdorf
Assistant Director Administration
Wisconsin Union Theater
Carl Korz
Assistant Director Dining Services
Wheelhouse Studios
A C C E S S T O H O O F E R FA C I L I T I E S New Hoofer club spaces were finished and open for use in August 2013, providing greater visibility to the public and increasing the necessary space to store gear and conduct meetings and programming. Most Hoofer club spaces require either a key (accessed through the Keywatcher box) or a swipe of Wiscard ID (on the Andover system).
Cleaning Room
SNS Club Storage
Hoofers Sailing Shop
Sailing Storage
SNS Team Storage
Boathouse
Key Watcher
Galley B 121
Lifejacket Storage
Mendota Lodge Sail Storage
Lake Front
Outing Club Storage
Mountaineering Club Storage
Lockers
Outing Storage
Hallway
Chart Room
Public Restrooms
Outdoor Programs Office
Outdoor UW
Rooms and Spaces Accessed through Keywatcher:
Rooms Accessed through Andover (Wiscard ID) Swipe:
• Mountaineering Club storage • Sailing Team cage • Outing Club storage and cage • Sailing Youth storage • SCUBA Club storage • Ski & Snowboard Club storage • SNS Team storage • Cleaning room
• Hoofer leader offices • Hoofer galley • Boathouse • Sailing life jacket and sail storage • Exterior doors facing Lake Mendota • Hoofer shop
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A C C E S S T O H O O F E R FA C I L I T I E S
Obtaining Andover (Wiscard ID) Swipe and Keywatcher Access
Building Managers Building Managers are the liaisons between full time staff and the operating units in Wisconsin Union facilities. Building Managers are:
Three times a year, club presidents will determine the individuals who need access to their club spaces. They will send an online form to those leaders.
• available at all times when the building is open; • happy to assist employees and customers who have questions or concerns;
• Students/Faculty/Staff members will need to enter the 6 digits on the back of their Wiscard.
• and trained to address issues with problem patrons or other challenging situations.
• Individuals without a Wiscard will need to obtain an access card from the UWPD. A form with directions can be retrieved at the Outdoor UW service desk.
If you see something suspicious, confusing, or that makes you feel uncomfortable, always feel free to call a Building Manager. Building Managers can be contacted by calling the Memorial Union building radio at 608.265.3338.
The Hoofer Council VP of Administration compiles, organizes, and sends the form to the Outdoor UW Director who reviews and submits the final request to Wisconsin Union facilities staff. This process should take approximately 1–2 weeks. Requests for access will be deferred until the next date for gathering access requests.
After-hours Access After-hours access is a privilege granted to Hoofer club leaders for late night/early morning workspace and late night/early morning equipment retrieval or drop off. Wisconsin Union facilities makes the decision as to what positions will receive after-hours access and those individuals will be contacted to ascertain if after-hours access is needed. Leaders who request after-hours access will need to fill out a separate form and a background check will be performed. If approved, the request will be filed and processed to get you access to certain spaces after hours. This process should take approximately 3 weeks.
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R O O M R E S E R V AT I O N S AT T H E W I S C O N S I N U N I O N Campus Events Services Office (CESO) helps you plan successful events and meetings by reserving space in Memorial Union, Union South, and the Red Gym, as well as in other buildings and outdoor spaces on campus, and coordinating your room set-up, equipment requests, and food needs.
RESERVE YOUR SPACE • Email Andrea Berns, the Hoofer CESO rep, at aberns2@wisc.edu with:
It is recommended that reservations be made as far in advance as possible. You may reserve space for series and regular programs up to 18 months in advance. Directorate committees and Hoofer clubs may reserve space for your large, annual, one-time events up to three years in advance. PLEASE NOTE: Reservations for all weekly or bi-weekly club executive board meetings are coordinated through the Hoofer Council VP for Administration. Each club/team must contact the Council Admin VP prior to the start of each semester with their request for meeting space between the Mendota Lodge and the Chart Room. The Council Administration VP will then send that schedule on to CESO.
• Your Hoofer club/team name
• Event name, date and time, approximate attendance, and type of event set up
• Food and/or A/V equipment needs
• Keep your reservation confirmation email to reference when making changes • Instruct your group to check the “Today in the Union” (TITU) for room location • Email Andrea Berns if your meeting is canceled
Food and Alcohol at Hoofer Events All Hoofer clubs are expected to adhere to Union Food policies relating to food and beverages on Union premises. Please refer to Wisconsin Union Policies FR1-4, FR1-4b, FR1-5, FR1-5b, FR1-5c, the UW campus alcohol policy, and talk to your advisor for more information.
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CONDUCTING EFFECTIVE MEETINGS As a Hoofer leader, you will have the opportunity to both participate in and conduct meetings. Running effective meetings is an incredibly useful skill set to develop. What actually happens during a meeting is as dependent on careful planning as it is on meeting management techniques. Remember, the primary purpose of holding a meeting is to make decisions. All else is secondary to that. Hoofers uses Robert’s Rules of Order to keep meetings orderly mannerly, effective, and participatory.
Sample Agenda Club/Team Name Meeting Date and Time Meeting Location 1. 2. 3. 4. 5. 6. 7. 8.
CONDUCT A GREAT MEETING 1. Set a precedent: Start on time 2. Review the agenda and set priorities 3. Stick to the agenda by tabling new topics as new business 4. Assign responsibilities and establish target deadlines for tasks 5. Summarize agreements, decisions, and outcomes 6. Close the meeting on time
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Call to Order Introductions Approval of Minutes (from prior meeting) New Business a. Topic 1 b. Topic 2 Old Business Announcements Next meeting (and possible topics) Adjournment
CONDUCTING EFFECTIVE MEETINGS
Meeting Minutes and the Role of the Secretary The secretary’s responsibility to take minutes is an organizational imperative. Those notes tell the story of your club or team and help you remember important details from what was discussed or decided upon.
TAKING EXCELLENT MINUTES 1. Take minutes in every executive and general club meeting.
• Names of the people proposing any action, stating an opinion, or making/seconding a motion
• Type of meeting
• Motions, resolutions, amendments, decisions, or conclusions verbatim
• Date, time, and place of meeting
• Whether or not a motion was withdrawn
• Name of minute-taker • Full names and positions of attendees and those absent • Approval and/or amendments to previous meeting minutes • Record of reports from standing and special committees, general matters, record of proposals, resolutions, motions, seconding, record of the vote, and a summary of the discussion
• Assignments made and to whom 2. Distribute an electronic draft of the minutes to the club president and board for corrections. 3. Make corrections, ask for approval at the next meeting, and distribute the copy marked “final” by email. 4. Send approved minutes to the Hoofer Council VP of Administration for posting and historical record.
• Summary of debates, agreements, and disagreements with a succinct explanation of each
Ensure that meeting minutes are posted to club websites, printed and filed, and available to general club membership.
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BUDGETS Every July, each club starts with a new budget. Hoofers is required to prepare and follow a budget—one that should balance zero (or come close) each year. Each club treasurer will be responsible for communicating budgeted numbers to club leaders and help answer questions about the budget. Here’s an example of a monthly budget report:
Hoofer clubs also have an internal reserve called retained earnings. This number reflects how much we have saved within the Wisconsin Union accounting for a large purchase or event. Each club or team may also have additional money from fundraising efforts in their foundation account. Ask your treasurer to see how much is in your account. Use of the foundation account should be communicated and approved by your advisor.
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P U R C H A S I N G AT W I S C O N S I N H O O F E R S As a Hoofer leader, you will often have to make purchases for your clubs.
EXAMPLES OF PURCHASES
METHODS OF PURCHASING
• Gear or equipment
• Pro-card (University Credit Card – Cannot exceed $5,000 for a single purchase)
• Vendor services
• Check (Allow for several weeks of processing time)
• Food
• P.O. (Purchase Order – Multiple orders from same vendor throughout year)
• Hotel or campsite reservations
• Contract (Must be signed by UW-PURCHASING)
How it Works Our finances operate within the state purchasing program. We are subject to a set of rules that are very different from what you might be used to. We operate within a budget that has to be approved, are tax exempt for all purchases within the state of Wisconsin, and must itemize all receipts, invoices, and contracts.
THE SERVICE DESK CAN HELP
1. K now your line. Each club has a set of budget lines with specific account numbers. There should be a line or set of lines that you have approval to make purchases from. Your club treasurer and president can help define those for you.
• Membership purchase
• Merchandise sales
• Trip payment
• Donations
• Pro-card checkouts
• Refunds
• Receiving reports • Team dues
2. G et pro-card approved. If your president approves your use of a pro-card, attend the training, take the quiz, and follow the procedures for using the pro-card to make purchases. 3. A sk questions if you don’t know or are unsure. 4. P lan ahead if you are planning to use a check as payment. If you need additional information, talk to your club treasurer or advisor.
Transactions Because Hoofers would rather spend time outside, the service desk in Outdoor UW can take payments for just about everything related to club business. Although Wisconsin Hoofers is a tax-exempt organization, fees that are not instructional are required to include sales tax. It is important to account for this when planning a trip so you can add the tax to the advertised total trip price.
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P U R C H A S I N G AT W I S C O N S I N H O O F E R S
Refunds Refunds are at the discretion of each club. When a refund is accepted or issued, the club president or VP needs to approve before the service desk can process a refund. An example of the refund form at the information needed to process the refund (info highlighted in yellow is info needed from club president or VP) is shown at right.
Tax Rules The University of Wisconsin System, a body corporate and an agency of the State of Wisconsin established under Chapter 36, Wisconsin Statutes, which has the State Treasurer as its treasurer, as an agency of the State of Wisconsin, is exempt from payment of: 1. Wisconsin sales or use tax on its purchases under s.77.54 (9a) (a), Wisconsin Statutes. Wisconsin Department of Revenue Tax Exempt ES40706. 2. Personal property tax on property owned, including beneficial ownership under lease/purchase agreements, under s.70.11 (1), Wisconsin Statutes. 3. Federal tax imposed under Ch. 32, I.R.C. Registration No. 39-73-1021-K was issued to the State of Wisconsin by the Internal Revenue Service. This number is on file with the District Director, U.S. Treasury Department, Internal Revenue Service, Milwaukee, Wisconsin.
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MAIL, SHIPPING, AND RECEIVING All packages too big for standard mail should be sent to the Union South loading dock to be sorted. Use the following receiving address templates:
Receiving Packages and Mail Boxes/Large Items Wisconsin Hoofers <insert club name here> ATTN: <insert name here> 1308 West Dayton St. Madison, WI 53715 Standard Mail/Envelopes Wisconsin Hoofers <insert club name here> ATTN: <insert name here> 800 Langdon St. Madison, WI 53706 The Outdoor UW office staff will notify individuals when mail or packages have arrived and will hold them until the addressee picks them up.
Sending Mail and Packages Mail or Envelopes Envelopes and letterhead are available in the Hoofer leader office. Any standard size mail requires a leader to fill out a green postage card with information and an account number to charge. Each club has a postage account for this reason. Outgoing mail can be left with the Outdoor UW staff. Boxes or Large Items Packaging a box or large item is your responsibility â&#x20AC;&#x201C; Outdoor UW and Hoofers does not have boxes or packing materials. Check out a pro-card and take your package to the nearest post office to be weighed and posted.
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D O N AT I O N S / E Q U I P M E N T
The Donation Procedure TYPES OF DONATIONS
1. Donation requests should be directed to the appropriate donations chair and gear chair/fleet captain
• Item – acceptance is voted on and approved by the donation chair and executive board
2. Accept the donation and document in meeting minutes a. If donation is not accepted, correspond with donor and thank them for interest
• Cash – directed to financial specialist with clearly identified intention or fund (found at givetohoofers org); checks made out to Wisconsin Union with a memo identifying the fund
3. Provide donor with the Hoofer Donor Form and return to advisor with meeting minutes a. If the donation exceeds $5,000 in value, the item may have to be appraised at the donor’s expense—ask your advisor
• Item with purchase – stands alone from the purchase (Example: Sailing Club purchased a boat; the sails and outboard motor are donated. The sails and motor can be separated from the hull and used in other scenarios without affecting value of the hull.)
b. Wisconsin Hoofers cannot sell donated equipment for profit within 3 years of accepting item
Inventory It is the responsibility of the club gear chairs or fleet captains to update their inventory as items are added/subtracted. The easiest way to keep track of your equipment and its usage is entering it into the Club Manager Software.
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D O N AT I O N S / E Q U I P M E N T
SWAP SWAP (Surplus With A Purpose) provides an avenue to sell used equipment. It functions like an online auction, providing a fair process for anyone who wants to bid on the equipment. Items can remain on site or location throughout the auction, however if you are looking to sell equipment you should discuss the process with your advisor. Items that have no value or are broken should be properly disposed of. UW-Madison has resources available for properly disposing of chemicals. If you have a broken item that has value in its composition, contact your advisor for next steps.
Storage Memorial Union and the Outdoor UW location, including all Hoofer club spaces, is for Memorial Union/Outdoor UW/Hoofer owned property only. Any individual storage of equipment or property should be short-term with approval from club president if a Hoofer space, and advisor if it is a general space.
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DEVELOPMENT & FUNDRAISING With a very engaged and passionate alumni and community base, Hoofer clubs and teams are well-poised to create and execute successful development drives to raise money for a designated purpose. A number of options exists for leveraging potential donors in support of a Hoofer club or team initiative. If your club or team is interested in exploring a development campaign, recognize that a number of moving parts and individuals will need to be properly coordinated to ensure your development initiative is successful, including Union External Relations, the UW Foundation, and Union Marketing/Graphics. Ample time is necessary in the planning phases of a development campaign so be sure to contact the Council VP of Development and Jacob Hahn early on to discuss your needs and potential options.
Raffles Raffles can be useful as a fundraiser for your club. Wisconsin Hoofers must follow State of Wisconsin gaming rules. There are 2 types of licenses. Contact your advisor to set up a raffle. • “A” License – Tickets are sold in advance and the day of the raffle. Tickets are pre-printed with all raffle information on them. A winner need not be present to win. • “B” License – Tickets are only sold the day of the raffle. Generic raffle tickets may be used. A winner must be present to win.
Grants and Co-sponsorships (Hoofer, Wisconsin Union, and ASM) On a yearly basis, there are a number of grants available for your club or team. To learn more about opportunities for grants, see the following:
ADDITIONAL INFORMATION NEEDED FOR RAFFLES • Dates • Contest set-up • Prizes (include values; no prize may be more than $200 unless approved, third party donations that have a value of $200 or over are ok) • Basic reason for contest (to promote X, to get people to join our clubs, etc.) • Any exclusions
• Hoofers – Contact the Hoofer VP Admin for the latest scholarship and grant offerings • Wisconsin Union – Contact the WUD VP Admin for available grants • ASM – Go to http://www.asm.wisc.edu/travel-event-and-operations-grants.html for:
o Operations Grants (RSO’s only)
o Event Grants (RSO’s only)
o Travel Grants (RSO’s only)
o Open Fund (RSO’s only)
There are also a number of endowment and scholarship funds available for Hoofer clubs and individuals specifically. Ask your advisor about the following: • Peter Antaramian Hoofer Endowment Fund • Peter Antaramian Recruitment and Involvement Fund • Leonard Bessman Memorial Scholarship • Horace Wilkie and Marian Lecture Fund Another option for offsetting event costs is to co-sponsor. Splitting costs and resources for promotion of an event with a common purpose or outcome can be very effective. This involves a bit of networking and research to understand if another club or group may have interest in co-sponsoring. Consult your advisor if you have specific questions.
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DEVELOPMENT & FUNDRAISING
Merchandise and Gear Programs Being a non-profit outdoor recreation organization has its perks. The business of outdoor apparel and gear is very large and competitive, with many vendors looking to get their product in the hands of those who fit the Wisconsin Hoofers demographic. Whether you are looking to make a gear purchase for your club or to give your members the gear they need for their activities at a discount price, contact your advisor for more information. Pro-deals, college programs, and discounts are ever changing and may have strict parameters so plan ahead!
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FLEET AND TRAILER TRAINING As a member of Wisconsin Hoofers, you have access to a pool of vehicles to be used for Hoofer trips, Hoofer events, and errands for Hoofer related activities and business. Because this pool of vehicles is available to all UW employees and leaders, it requires pre-booking and planning months in advance. While vehicles may be available on short notice, you should not rely on having access to a vehicle whenever you need it. It is recommended that fleet vehicles be used for all Hoofer activities. Only in the case where a vehicle is not available through UW-Madison Fleet, DOA, or Enterprise Rent-A-Car can an individual be reimbursed for personal vehicle gas usage. Any individual who uses a personal vehicle for Hoofer activities assumes all liability for equipment and passengers in the vehicle. Once a fleet vehicle is reserved, a reservation number will be sent to your email. Please remember this number as you will need it when you go to pick up the vehicle at UW Madison Fleet, 27 N. Charter Street or DOA Central Fleet, 1704 S. Park St.
STEPS TO RESERVE A FLEET VEHICLE 1. Become fleet authorized by watching fleet videos and taking the quiz
a. E nsure that you have a clean driving record and have read the policies here:
http://www.bussvc.wisc.edu/risk_mgt/drivetable.html#Students
b. Have approval and a budget line to use when reserving vehicles
2. Plan your trip (roundtrip mileage, account to be charged, approximate costs) 3. Reserve your fleet vehicle(s) with the Outdoor UW office manager (ouwmanager@union.wisc.edu)
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FLEET AND TRAILER TRAINING
Vehicle Rates
Trailer Training and Guidelines
UW Madison Fleet: https://www2.fpm.wisc.edu/ppnew/docs/pdf/Fleet/UW_CAR_ FLEET_RATES_FY_15.pdf DOA Central Fleet: https://www2.fpm.wisc.edu/ppnew/docs/pdf/Fleet/FY12_Central_ Fleet_Rates.pdf
Trailer training held by staff must be completed in order to pull a club-owned trailer with a fleet vehicle. A fleet vehicle may not pull a personal trailer. The owner of any personal vehicle pulling a clubowned trailer assumes all liability for any damages. Consult with the Riding Club advisor for horse trailer guidelines.
Travel Rules for Overnight Trips • < 12 hours = One authorized driver per four hours of travel. One driver may not drive more than six hours. • 12 < 18 hours = A minimum of four authorized drivers is required with drivers changing shifts every four hours. If the group is leaving after an activity or late in the day, a minimum six-hour break is required so all participants can rest their bodies. Hotel rooms are suggested, however rest stops, campgrounds, and the like are sufficient. • 18+ hours = Trip should meet all other requirements but additionally occur over the period of two days with a minimum eight-hour layover.
Trip Plan Any overnight trip should include a trip plan or be in the Hoofer Club Manager software. This way, if there is an accident, the office staff has an idea of who is on the trip, where you are, and a list of emergency contacts.
EXAMPLE TRIP PLAN OUTLINE Sunday, May 25, 2014 Madison to Pittsburgh, PA (10 hours driving) 8:00 AM – 12:00 PM: Joe Webb 12:00 PM – 4:00 PM: Jacob Hahn 4:00 PM – 6:00 PM: Julie Brown Arriving at: Doubletree by Hilton – Green Tree 500 Mansfield Ave. Pittsburgh, PA 15205
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MARKETING WITH HOOFERS One of the most important aspects of programming within Wisconsin Hoofers is marketing. Good marketing requires a bit of forethought and is much more than just announcing an event by email or throwing up a flyer. Stephanie Webendorfer (swebendorfer@wisc.edu) is your marketing resource within the Wisconsin Union.
WHEN TO USE MARKETING 1. Promote events 2. Grow your membership 3. Promote available leadership positions and elections
Creating a Marketing Campaign Make sure you know when your events and membership drives are scheduled for. Then, create a marketing calendar to make sure you stay on deadline.
COMMON OUTLETS AND MEDIUMS
1. Plan your campaign
2. Flyers (for UW buildings and dorms)
a. Be able to answer who, where, what, why, how, when, etc.
3. Banners (for large, tabled events and hanging outside of Union buildings)
2. Check your budget
4. Website ad
3. Have a design idea or example
5. Digital graphics for sporting events, ATM screens, other visual outlets
4. Fill out a graphic order and share with Hoofer Council VP Marketing and the Hoofer marketing rep for the Wisconsin Union
1. Social media (Facebook, Instagram, YouTube, Twitter, etc.)
6. Press release and newspaper ads
5. Follow-up with Hoofer marketing rep for execution
GoPRO GoPROâ&#x20AC;&#x2122;s are available at the Outdoor UW service desk for checkout. These are used to capture picture and videos during activities. These are available for Hoofer club use only and all media captured should be downloaded to the shared drive in the Hoofer leader lounge.
For additional information specific to marketing, please see go.wisc.edu/WUDMarketing.
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SAFETY AND RISK MANAGEMENT
Documentation for all Incidents or Accidents
We want to maintain a high level of risk management during all club activities. We strongly recommend leaders to be trained in Wilderness First Aid or Wilderness First Responder. Ask Outdoor UW about class offerings.
Please complete the Outdoor UW Accident/Injury Report. (See index.) These need to be completed and turned into Outdoor UW at the end of your trip.
STEPS TO PREVENTING AN ACCIDENT/INCIDENT:
COMMUNICATIONS FLOW
1. K now your club’s rules and procedures for going on trips. Be familiar with ratings and approvals needed per your club’s guidelines. (Example: Outings ratings for water related activities.) Ask your club president or advisor for rules and procedures.
1. Have phone access wherever possible, and a list of important phone numbers. 2. Call 911 as needed. Notify the appropriate emergency medical personnel to help respond to the emergency (i.e. sheriff, emergency medical service).
2. P replan your trip. Know where you are going, weather/terrain considerations, proper equipment needed, food/water needs, contingency plans, and communicate goals and purpose of the trip. Do you need a pre-trip meeting for logistics, gear, and communication clarity?
3. Notify the Outdoor UW (office number is 608.262.1630) or see Hoofer Emergency Contact Card for other numbers.
3. C onfirm the level of training needed for leaders and/or participants in regards to technical skills, communication, first aid training, and overall group management.
4. Outdoor UW Manager/Director notifies Risk Management, Union Director, Marketing, and emergency contacts for each participant if necessary.
4. F ile a trip plan with the Outdoor UW Office (see index). A trip plan will help the office assist you in an emergency and contact you in case they need to.
All leaders involved in the emergency response need to do the following: 1. Communicate information promptly, accurately, and completely at each communication link. 2. Have all involved participants write down important information and details of the incident. It is unlikely you will remember details later and a written record will be helpful.
Accident/Incident in Urban Environment • Union Property incidents: Follow first aid and CPR guidelines. Call 911 if needed. Contact a Building Manager at 608.228.1183.
3. Restrict communication about the emergency to those directly involved or vital to the emergency response (e.g. sheriff, medical personnel). Refer all outside inquiries (e.g. media) to Marc Kennedy, Communications Director, at 608.262.5079.
• Lakefront incidents: Call Lifesavings (direct line on red phone in Outdoor UW or 608.262.3505).
Accident/Incident in a Remote Environment Complete a full patient assessment. See index for Emergency Procedures for Remote Environments.
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HUMAN RESOURCES
HOOFER LEADER CLASSIFICATIONS • Member only
• Paid staff, limited term employees (LTE), or student staff
• Official volunteers
• Stipend staff
Official Volunteers
Hiring Process
Official volunteers are active Hoofer leaders who currently comply with all Hoofer procedures and have completed and read the Official Volunteer form. As an official volunteer, you are covered under our liability insurance. If you aren’t an official volunteer, please talk to your club officers.
New hires must complete all HR paperwork prior to working, including: • The Wisconsin Union Application, signed by the applicant and the hiring supervisor. • A current passport, or a valid driver’s license/current state ID/ student ID and social security card or certified copy of birth certificate. International students need to bring in their I-20 or DS2019 form and I-94 number.
Hired Staff If you are interested in Hoofer paid positions, like instruction, shop, or stable staff, etc., please visit http://www.union.wisc.edu/ jobs-studentjobs.asp. We have a range of wages for students and LTE’s. HR sets pay rates. We have very little flexibility with these. Employees are eligible for raises and can be terminated.
• Voided check or account information for direct deposit. • Online background check. • Mandatory trainings based on position.
Stipends Certain positions are paid for their total job and not dependent upon hours. This is a pre-determined amount that gets paid. Talk to your advisor about how to set up a stipend position.
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