1

2

Introduction

Contacts ---- - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - 3

Welcome -------- - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - 4

Mission & Vision ------- - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - 4

Leader List - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - 5

Wisconsin Hoofers Annual Calendar - - - - - - - - - - - - - - - - - - - 6

Hoofer Leader Expectations and Standards - - - - - - - - 7-8

Alcohol Policy ----- - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - 8

Wisconsin Union Student-Staff Partnership - - - - - - - 9-11

Access to Hoofer Facilities - - - - - - - - - - - - - - - - - - - - - - - - - 12-13

Keywatcher ----- - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - 12

Andover (Wiscard ID) - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - 13

Obtaining Keywatcher and Andover Access - - - - - - - - - - - 13

After-hours Access ------ - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - 13

Room Reservations at the Wisconsin Union - - - - - - - - -14

Food and Alcohol Policy ----- - - - - - - - - - - - - - - - - - - - - - - - - - - 14

Conducting Effective Meetings - - - - - - - - - - - - - - - - - - - - 15-16

Meeting Agendas ------ - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - 15

Meeting Minutes ------ - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - 16

The Role of the Secretary ----- - - - - - - - - - - - - - - - - - - - - - - - - - 16

Budgets - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - -17

Purchasing - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - 18-19

How it Works ------ - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - 18

Transactions ------ - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - 18

Refunds ------- - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - 19

Tax Rules ----- - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - 19

Shipping and Receiving - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - -20

Donations - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - 21-22

Inventory ----- - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - 21

SWAP -------- - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - 22

Storage ------- - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - 22

Development - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - 23-24

Raffles ------ - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - 23

Grants and Co-sponsorships ------ - - - - - - - - - - - - - - - - - - - - 23

Merchandise and Gear Programs ------- - - - - - - - - - - - - - - - 24

Fleet/Trailer Training - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - 25-26

Rules for Overnight Trip Travel - - - - - - - - - - - - - - - - - - - - - - - - - 26

Trailer Training and Guidelines - - - - - - - - - - - - - - - - - - - - - - - - 26

Marketing - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - -27

Safety and Risk Management - - - - - - - - - - - - - - - - - - - - - - - - - -28

Steps for Preventing an Accident/Incident ----- - - - - - - - - 28

Human Resources - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - -29

Official Volunteers ----- - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - 29

Hired Staff - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - 29

Stipends ------- - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - 29

Hiring Process ------ - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - 29

TA B L E O F C O N T E N T S

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WISCONSIN HOOFERS AND OUTDOOR UW Abby Douglas, Hoofer Council President president@hoofers.org

Jacob Hahn, Outdoor Recreation Director Advisor of Hoofer Council, Hoofer SCUBA, and Hoofer Sailing Club jphan@wisc.edu

Julie Brown, Outdoor Recreation Manager Advisor of the Hoofer Riding Club and Hoofer Outing Club jkbrown4@wisc.edu

Joe Webb, Outdoor Recreation Manager Advisor of the Hoofer Mountaineering Club, Hoofer Ski & Snowboard Club, and Hoofer Sailing Club jcwebb@wisc.edu

Brandon Conrad, Outdoor UW Service Desk Manager ouwmanager@union.wisc.edu

Dave Elsmo, Sailing Program Manager elsmo@wisc.edu

Kirbi Rogers, Equestrian Stable Manager Krogers6@wisc.edu

General Hoofers and Outdoor UW Questions outdooruw@union.wisc.edu

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 DirectorWork: 608.262.5079; Cell: 608.347.8630 mhkenned@wisc.edu

Andrea BernsEvent Planner, Campus Events Service OfficeWork: 608.262.1870 aberns2@wisc.edu

RISK MANAGEMENT Ric Gibbs, Director of Risk Management Work: 608.262.8925; Cell: 262.278.2313 rgibbs@bussvc.wisc.edu

Debbie Beich, Assistant Risk Manager Work: 608.262.8926 dbeich@bussvc.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

HUMAN RESOURCES

Tom Hogan, Human Resources Director tphogan@wisc.edu

Rod Rotar, Human Resources Assistant rrotar@wisc.edu

Tim Delaney, Payroll Manager tdelaney@wisc.edu Human Resources Memorial Union, Room 4186 608.263.3939 8am – 4:30pm, Monday – Friday

I M P O R TA N T C O N TA C T S

4

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. 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. 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 agenda-setters 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. 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

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. 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!

Jacob Hahn Hoofer Club Advisor Council, SCUBA, Sailing

Julie BrownHoofer Club AdvisorOuting, Riding

Joe WebbHoofer Club AdvisorSailing, Ski/Snowboarding, Mountaineering

W E L C O M E – W I S C O N S I N H O O F E R S M I S S I O N & V I S I O N

5

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.comWhitney 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.eduKatie Cooney – kcooney@wisc.eduJeremy Price – jrprice4@wisc.edu

Wisconsin Freestyle Team DirectorRocky Liang – liang46@wisc.edu

Wisconsin Nordic Team DirectorsAlex Kirschling – akirschling@wisc.eduOlivia Steinmetz – osteinmetz@wisc.edu

L E A D E R L I S T

6

July 1 University of Wisconsin fiscal year starts. New Hoofer budgets take effect.

Mid-late July Sailing Club’s Commodore’s Cup Week.

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.

Late August Hoofer Retreat, designed by the Hoofer Council President and advisors, and mandatory for all presidents, vice-presidents, and Hoofer Council members.

Late August/Early September Sunburst Festivals at both unions, Student Org Fair.

September/October Hoofer Leader Training. Clubs, Council, and Hoofer sub-committees start regular meeting schedule. Hoofer Extravaganza.

October Pumpkin Regatta, Universe in the Pasture, Haunted Halloween, Buccaneer’s Ball.

1st full December Weekend Annual Hoofer Ski & Snowboard Resale.

January All Hoofer kick-off.

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.

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 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.

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.

W I S C O N S I N H O O F E R S A N N U A L C A L E N D A R

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

SCUBA Thursdays @ 7:30pm

Mountaineering Thursdays @ 7:30pm

Most meeting locations are at Memorial Union. Check TITU for specific meeting rooms.

GENERAL CLUB MEETING TIMES

7

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 hard-learned lessons through your journey as a club leader.

Hoofer Leader ExpectationsHoofer 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.

Hoofer Behavioral StandardsThe 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 safe, friendly, and inclusive environment for all members. Members are expected to act in a considerate, respectful, and responsible manner at all times while participating in Hoofer activities. Any verbal or physical conduct that demeans or threatens others is absolutely unacceptable.

2. The Wisconsin Hoofers adheres to all policies and procedures of the Wisconsin Union and the University of Wisconsin-Madison in handling complaints of harassment and/or discrimination. Any inappropriate or unwanted comments, misconduct, touching, or bullying should be reported immediately to club advisor.

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.

4. The Wisconsin Hoofers forbids participation in any illegal activity (under Wisconsin or federal law) on any Hoofer-sponsored activity—regardless of location.

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.

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 arrested, being ticketed, damaging or losing property, having to find alternative transportation/lodging due to misconduct, etc.

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

LESSONS FORHOOFER 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

• Learn to navigate complex social and organizational

structures

• Understand interpersonal and community dynamics

EXPECTATIONS FOR HOOFER LEADERS

• 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.

• 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.

“...I really think I have gotten jobs based on

all the experiences I could talk about during

interviews.”

“...It’s an opportunity for me to lead a team and get experience working in a management

style position.”

8

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.

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.

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.

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 ActivitiesEffective 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.

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

9

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 PA 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.

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.

• 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.

Professional staff members advise the Hoofer clubs in:

• General club operations

• Safety and risk management issues

• Financial matters (purchasing, budgeting, etc.)

• Development, fundraising, and grant-writing

• Transportation logistics, resources, and rules

• Marketing strategy and execution

• Infrastructure maintenance

• Recruitment and retention

• Conflict management

• Personnel issues

• Goal setting and execution

• General morale support through trying times

• Wisconsin Hoofers, Wisconsin Union, and University of Wisconsin-Madison policies

• Connecting leaders with desired resources within and outside of the University

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.’

A successful student-staff partnership recognizes that students and staff work-ing together are far more productive and experience a much more rewarding relationship than the alter-native.

10

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 PA R T N E R S H I P

UNION COUNCIL

WUD(Wisconsin Union Directorate)

PublicationsArt FilmMusicGlobalConnections

DLS SOPO

Hoofer Council

PerformingArts

AlternativeBreaks

Ski & Snowboard

Outing Mountaineering Riding Sailing SCUBA

11

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 PA R T N E R S H I P

Jacob Hahn Outdoor UW Wisconsin Union Directorate Committees

Wisconsin Union Theater

Wheelhouse Studios

Outdoor Rentals

Basecamp Outdoor

Education

Hoofers

Mary Kay DadismanAssistant Director

External Relations & Marketing

Paul BroadheadAssistant Director

Facilities

Carl KorzAssistant Director Dining Services

Jane Oberdorf

Assistant Director Administration

Susan DibbellAssistant Director

Program & Leadership

Mark GuthierUnion Director

Hank WalterAssociate Director

Julie Brown

Joe Webb

Dave Elsmo

Kirbi Rogers

12

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).

A C C E S S T O H O O F E R FA C I L I T I E S

Rooms and Spaces Accessed through Keywatcher:

• 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

Rooms Accessed through Andover (Wiscard ID) Swipe:

• Hoofer leader offices• Hoofer galley• Boathouse• Sailing life jacket and sail storage• Exterior doors facing Lake Mendota• Hoofer shop

Mendota Lodge

Hoofers Sailing Shop

Boathouse

Lock

ers

Sail StorageLifejacket Storage

Galley

Outdoor UWOutdoor Programs OfficePublic RestroomsChart Room

Outing Club

Storage

Mountaineering Club Storage

SNS Team Storage

SNS Club Storage

Outing Storage

Sailing Storage

Cleaning Room

Hallway

B 121

Lake

Fro

nt

Key Watcher

13

Obtaining Andover (Wiscard ID) Swipe and Keywatcher Access

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.

• Students/Faculty/Staff members will need to enter the 6 digits on the back of their Wiscard.

• 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.

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.

Building Managers Building Managers are the liaisons between full time staff and the operating units in Wisconsin Union facilities. Building Managers are:

• available at all times when the building is open;

• happy to assist employees and customers who have questions or concerns;

• and trained to address issues with problem patrons or other challenging situations.

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.

A C C E S S T O H O O F E R FA C I L I T I E S

14

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.

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.

Food and Alcohol at Hoofer EventsAll 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.

R O O M R E S E R VAT I O N S AT T H E W I S C O N S I N U N I O N

RESERVE YOUR SPACE • Email Andrea Berns, the Hoofer CESO rep, at

aberns2@wisc.edu with:

• 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

15

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.

C O N D U C T I N G E F F E C T I V E M E E T I N G S

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

Sample AgendaClub/Team NameMeeting Date and TimeMeeting Location

1. Call to Order2. Introductions3. Approval of Minutes (from prior meeting)4. New Business a. Topic 1 b. Topic 25. Old Business6. Announcements7. Next meeting (and possible topics)8. Adjournment

16

Meeting Minutes and the Role of the SecretaryThe 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.

C O N D U C T I N G E F F E C T I V E M E E T I N G S

1. Take minutes in every executive and general club meeting.

• Type of meeting

• Date, time, and place of meeting

• 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

• Summary of debates, agreements, and disagreements with a succinct explanation of each

• Names of the people proposing any action, stating an opinion, or making/seconding a motion

• Motions, resolutions, amendments, decisions, or conclusions verbatim

• Whether or not a motion was withdrawn

• 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.

TAKING EXCELLENT MINUTES

Ensure that meeting minutes are posted to club websites, printed

and filed, and available to general club membership.

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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.

B U D G E T S

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As a Hoofer leader, you will often have to make purchases for your clubs.

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.

1. Know 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.

2. Get 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. Ask questions if you don’t know or are unsure.

4. Plan 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.

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

EXAMPLES OF PURCHASES

• Gear or equipment

• Vendor services

• Food

• Hotel or campsite reservations

METHODS OF PURCHASING

• Pro-card (University Credit Card – Cannot exceed $5,000 for a single purchase)

• Check (Allow for several weeks of processing time)

• P.O. (Purchase Order – Multiple orders from same vendor throughout year)

• Contract (Must be signed by UW-PURCHASING)

• Membership purchase

• Trip payment

• Pro-card checkouts

• Receiving reports

• Team dues

• Merchandise sales

• Donations

• Refunds

THE SERVICE DESK CAN HELP

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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.

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

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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 ItemsWisconsin Hoofers <insert club name here>ATTN: <insert name here>1308 West Dayton St. Madison, WI 53715

Standard Mail/EnvelopesWisconsin 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 EnvelopesEnvelopes 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 ItemsPackaging a box or large item is your responsibility – 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.

M A I L , S H I P P I N G , A N D R E C E I V I N G

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The Donation Procedure1. Donation requests should be directed to the appropriate

donations chair and gear chair/fleet captain

2. Accept the donation and document in meeting minutes

a. If donation is not accepted, correspond with donor and thank them for interest

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

b. Wisconsin Hoofers cannot sell donated equipment for profit within 3 years of accepting item

D O N AT I O N S / E Q U I P M E N T

TYPES OF DONATIONS

• Item – acceptance is voted on and approved by the donation chair and executive board

• 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

• 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.)

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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SWAPSWAP (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.

StorageMemorial 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.

D O N AT I O N S / E Q U I P M E N T

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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:

• 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.

D E V E L O P M E N T & F U N D R A I S I N G

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

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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!

D E V E L O P M E N T & F U N D R A I S I N G

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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.

F L E E T A N D T R A I L E R T R A I N I N G

STEPS TO RESERVE A FLEET VEHICLE

1. Become fleet authorized by watching fleet videos and taking the quiz

a. Ensure 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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Vehicle Rates

UW Madison Fleet: https://www2.fpm.wisc.edu/ppnew/docs/pdf/Fleet/UW_CAR_FLEET_RATES_FY_15.pdfDOA Central Fleet: https://www2.fpm.wisc.edu/ppnew/docs/pdf/Fleet/FY12_Central_Fleet_Rates.pdf

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.

Trailer Training and Guidelines

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 club-owned trailer assumes all liability for any damages. Consult with the Riding Club advisor for horse trailer guidelines.

F L E E T A N D T R A I L E R T R A I N I N G

EXAMPLE TRIP PLAN OUTLINE

Sunday, May 25, 2014Madison to Pittsburgh, PA (10 hours driving) 8:00 AM – 12:00 PM: Joe Webb12:00 PM – 4:00 PM: Jacob Hahn4:00 PM – 6:00 PM: Julie Brown

Arriving at:Doubletree by Hilton – Green Tree500 Mansfield Ave.Pittsburgh, PA 15205

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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.

1. Plan your campaign

a. Be able to answer who, where, what, why, how, when, etc.

2. Check your budget

3. Have a design idea or example

4. Fill out a graphic order and share with Hoofer Council VP Marketing and the Hoofer marketing rep for the Wisconsin Union

5. Follow-up with Hoofer marketing rep for execution

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.

M A R K E T I N G W I T H H O O F E R S

WHEN TO USE MARKETING

1. Promote events2. Grow your membership3. Promote available leadership positions and elections

COMMON OUTLETS AND MEDIUMS

1. Social media (Facebook, Instagram, YouTube, Twitter, etc.)

2. Flyers (for UW buildings and dorms)

3. Banners (for large, tabled events and hanging outside of Union buildings)

4. Website ad

5. Digital graphics for sporting events, ATM screens, other visual outlets

6. Press release and newspaper ads

GoPRO

GoPRO’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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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.

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.

• 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.

Documentation for all Incidents or Accidents

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.

S A F E T Y A N D R I S K M A N A G E M E N T

STEPS TO PREVENTING AN ACCIDENT/INCIDENT:1. Know 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.

2. Preplan 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. Confirm the level of training needed for leaders and/or participants in regards to technical skills, communication, first aid training, and overall group management.

4. File 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.

COMMUNICATIONS FLOW

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).

3. Notify the Outdoor UW (office number is 608.262.1630) or see Hoofer Emergency Contact Card for other numbers.

4. Outdoor UW Manager/Director notifies Risk Management, Union Director, Marketing, and emergency contacts for each participant if necessary.

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.

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.

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Official VolunteersOfficial 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.

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.

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.

Hiring ProcessNew 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.

• Voided check or account information for direct deposit.

• Online background check.

• Mandatory trainings based on position.

H U M A N R E S O U R C E S

HOOFER LEADER CLASSIFICATIONS

• Member only

• Official volunteers

• Paid staff, limited term employees (LTE), or student staff

• Stipend staff