STANDARD OPERATING PROCEDURES
Association of Women in Agriculture. Inc.
The following procedures are the instructions for operating the Association of Women in Agriculture, Inc. They follow the Constitution and Bylaws and are meant to serve as an easy reference. They must be updated regularly as decisions are made at board meetings and as the association grows.
Section 1 - General Policies and Procedures
A. Board Meetings: There is no mandatory number of meetings in the constitution. Historically the board meets in July, September, November, January and April. Meetings should be called more often if there is a lot of business to discuss. A notice of meeting place and the agenda must be mailed to all board members at least seven days before a meeting. Two thirds of the board must be present for quorum.
B. Board of Director’s Composition: The board consists of five alumni members; two student member’s (president and alumni coordinator); the senior faculty advisor; four directors-at-large of which at least one must be from the faculty of CALS/or School of Veterinary Medicine and the five chairs of our standing committees. This totals 17 people on the board.
C. Standing Committee(s): According to the constitution the following standing committees must be held: House Management; Education; Financial Management and Marketing. The Board of Directors has the right to form any other standing or active committees.
D. Voting Procedure: The people allowed to vote at board meetings are the recognized members of the Board (see section B.)
E. Elections: Elections for Board members are held at the annual meeting. No board member (except the Senior Faculty Advisor) may hold more than two consecutive 2-year terms (four years total). No one can be president or vice-president for more than 2 consecutive years. The president must appoint a nomination committee with at least 3 corporation members. The principle officers of the Corporation may only be alumni members in good standing.
F. Annual Meeting: The annual meeting must be held on or near the Madison campus. Historically it is held in early spring with a banquet or lunch following. The annual meeting is usually held in conjunction with AWA Day. Corporation board member elections are held at the annual meeting.
G. Dues Structure & Pricing: Alumni and Associate members of AWA, Inc. have the following three dues payment plan options; an annual membership at $20; a lifetime membership for a onetime fee of $200; or a lifetime membership with four installments of $55 each. Student members of AWA, Inc. must pay $5 per semester. Our designated Friend of AWA members’ pay no membership dues.
H. AWA Newsletter: the newsletter editor who is an elected active officer position publishes The AWA Newsletter Happenings. The student will work with the alumni newsletter coordinator. Editions are published in October, November, February and April. Currently paid alumni, associates, friends of AWA, CALS Dept. Chairs, Deans and selected faculty receive the newsletter. All alumni (paid and unpaid) receive the April edition containing annual membership dues information.
I. Corporation Board Minutes: Minutes are to be recorded by the secretary or substitute if secretary is not present. Minutes must be distributed within one month of the meeting and should contain details about the next meeting date.
J. Award(s): The following awards are distributed in conjunction with the annual meeting: Outstanding Alumni; Friend of AWA; Distinguished Guest and the Outstanding Woman in Agriculture Award. The first three awards are selected by the active organization. The Marketing Committee coordinates the Outstanding Woman in Agriculture Award and the board should approve the recipient.
K. Budget Approval Timeline: At the January 2000 meeting of the Corporation Board of Directors the following budget timeline and approval process was approved. The board and all committees must operate under and carry out the duties specified in this timeline.
DateDate Action Action Responsible Responsible
August Internal Audit – after fiscal year, before September 1 Treasurer and at least two
financial committee members
August After audit, treasurer turns over if needed Treasurer
October 1 Committees turn in budgets to President Committee Chairs
October Financial Committee meets; plugs committee requests Financial Management Committee in budget, makes recommendation for board approval
November 1 Corp Board approval of final budget including rent Corporation President
December 1 Contracts with new rent released House Management Committee
February 15 House contracts due House Management Committee
L. Liquor Policy: As a student organization, AWA will follow the alcohol guidelines set up in the UW Student Organization Handbook.
M. Memorial/Donations: Upon the death of an AWA present or past corporation officer or a spouse or child of the same, AWA inc. will contribute up to $100 towards a memorial for a donation for the deceased. As a last resort, plants or flowers may be sent, but are not the first choice use of AWA funds. Corporation Treasurer or Secretary has the authority to issue a check without the board’s voting/approval. AWA members will be asked to submit this news to board President, Secretary or Treasurer.
Section 2 - Committee(s) Procedures and Activities
A. Financial Management Committee
1. Location of Bank Accounts: The corporation’s accounts are located at the Home Savings in Madison. Refer to the Quicken balance sheet for account locations and any maturity dates.
2. Yearly Audit: The Financial Committee schedules an audit after the corporation’s fiscal year ends on June 30. This must be done before September 1. The audit committee should consist of the treasurer and at least two financial management committee members. The treasurer is responsible for opening the books to the committee and answering various questions from committee members. In addition to making sure the records are being accurately kept and that the treasurer is documenting all transactions, committee
members also suggest new procedures to use in the future. The audit also constitutes an internal control process.
3. Taxes: Because of AWA’s income and net worth, we have been required to file a federal IRS form 990 for several years. However, because AWA is non-profit, we do not pay most income taxes, though failure to file can lead to fines. The form is due November 15 of each year to cover the fiscal year just ended. There are copies of this file and how to fill it out with treasure’s materials.
The active group is in charge of gathering their own tax information and getting it to the accountant. Also, they take care of paying their cook and the taxes associated with that.
4. Long Term Maintenance Fund: Rent from the 26th renter (if applicable) is to be deposited into the Long Term Maintenance Money Market Account annually.
B. House Management Committee
1. Contracts/Room Picks: House contracts will be available at the first meeting of the second semester and are due February 15. Room picks should be decided prior to May 1. Room picks are based on a point system:
Years in school 1 Point
Semesters in AWA 1 Point
Semesters living at the house 1 Point
Offices held 1 Point
Dairy breakfast chair ½ Point
Priority will be given based on points, then by the day the form was received. If there’s a tie, the house manager and two officers will draw names.
2. Rent: Rent will increase 2 percent each year. 2002/2003 rent is $785.50 per quarter or $348.57 per month. A security deposit of $162.50 is due with a signed contract. For previous house residents, the security deposit will carry over. Leases will run the fourth Monday in August through the third Monday in May.
Summer rent (five weeks or more) is $400 for AWA members and $500 for nonmembers. Rent for fewer than five weeks is $300. A security deposit of $67 is due with a signed contract. Summer leases will run the fourth Saturday in May through the third Saturday in August.
3. Parking Guidelines: Only six residents are allowed to park at the house. Parking is also based on the point system. Parking is $150 per semester and $25 per month during the summer. Additional parking is available on the street. The City of Madison determines the number of parking permits available.
4. Security deposits: Security deposits will be returned within 21 days following a resident’s removal from the premises. A room checkout form must be completed and room key turned into the house manager before any security deposit return will be issued.
5. Responsibilities of House Manager and House Steward: See the active organization’s bylaws for position descriptions.
6. House Manager/House Steward Rent Refund: The house manager and house steward will receive a $125 per month rent refund.
7. House Manager/House Steward Selection: The current house manager will make applications available the last week of February. Applications will be due the last week of March. The committee will conduct interviews and make selections the first week of April, prior to the actives’ elections.
8. House Clean Up: House clean up will be held the fourth Saturday in August.
9. Maintenance: The house management committee is responsible for the overall care and upkeep of AWA’s physical property. This includes selecting and working with the house manager and house steward to ensure the house operates smoothly, hiring outside maintenance service, as needed, and planning and meeting the long-term needs of the physical property.
10. Contracts/Rent: The committee is responsible for maintaining contracts that meet legal standards. The committee is also responsible for setting rent with student input via the house management committee and board approval.
11. Furnishings: The committee is responsible for maintaining the furnishings owned by AWA, Inc. It’s also responsible for determining the need for additional furniture based on input from actives on the committee.
12. House Steward Parking: House Steward will be guaranteed a parking spot whether it be at the house or on the street.
C. Education Committee
1. Fund Information: The AWA Education Fund is an account at the University of Wisconsin-Foundation. We have both a short-term account #12040442 and an endowment account #32040442. Incoming donations go first to the short-term account and then they are transferred to the endowment fund where they accumulate interest.
The “ending balance” on the endowment account is the income available to use for scholarships, etc. Endowment and short term account balance reports should be sent at least quarterly to the Education Chair and the Treasurer of AWA, Inc.
2. Fund-raising Procedure(s): The education committee coordinates fund-raisers to benefit our education fund. Historically an annual scholarship fund-raising drive (through letter solicitation) aimed at our alumni and friends is held in the fall of each year. In addition an education fund-raiser or silent auction benefiting the education fund has sometime been held in conjunction with AWA Day.
3. Distribution of scholarships: Annually the Education Committee Chair should propose the number of scholarships along with their amount for approval by the Board of Directors at their November meeting. Currently we give a Dr. Satter Scholarship ($300), a Delma Woodburn Scholarship ($300) and a Potential Pledge Class of ‘87 Scholarship ($300).
4. Recognizing donors: The committee should give an article to the newsletter editor to recognize donors along with sending a personal thank you note to all donors.
5. Scholarship Forms and Selection: The Education Chair in coordination with the Active Scholarship and Awards Coordinator should work to get the application form updated, promoted and distributed at an active meeting. The members of the education committee handle the selection process.
5. Notification: The awards are presented at the annual meeting in conjunction with AWA Day. Scott Johnson (firstname.lastname@example.org) at Ag Hall needs to be notified of the scholarship recipients. His address is 110 Ag Hall, 1450 Linden Dr., Madison, WI 53706-1562. Phone: 608-262-4618.
D. Marketing Committee
1. Dues are collected: Alumni dues are due July 1 of the year of membership. For December graduates a special notice is sent to them in January and their dues are to be paid by February 1 to receive the newsletter. These dues are for the 5 to 6 months until July 1 of the membership year.
2. Notices sent: The alumni membership coordinator (Barb Cooper Sherman) sends notices out the first week of June to all alumni who have not paid lifetime dues in full, May graduates and former alumni and former actives that there are addresses for. A reminder postcard is sent out the second week in August to those who have not paid their dues by the July 1 deadline.
3. Alumni Database & Directory: The database is stored and maintained by Barb Cooper Sherman, our alumni membership coordinator. The data includes a list of actives, alumni, associates, friends of AWA, faculty, former actives, and alumni.
4. Outstanding Woman in Agriculture: The Marketing Committee oversees the nomination and selection process for AWA’s Outstanding Woman in Agriculture Award. A nomination form will be updated yearly and nominations are open December 1 of each year with the close of nominations usually in early February.
The nominee need not be an AWA member, but an AWA member must make the nomination. The Marketing Committee Chair will appoint a five-person selection committee consisting of: marketing committee chair, two other marketing committee members (preferably 1 active & 1 alumni), and two at- large board of directors. The committee oversees recipient recognition, news releases, etc.
5. Activities & Events: The Marketing Committee allows alumni, associates and actives to come together and plan activities and events that will benefit and strengthen our relationships along with communicating the value of becoming a paid alumni.
Recent activities and events coordinated by the Marketing Committee include:
a. AWA Day - The active alumni coordinator (and marketing committee member) heads up this event which includes our annual meeting and board member elections. The alumni coordinator uses both the marketing committee and the active AWA Day committee to plan and organize this event. In conjunction with the annual meeting, historically this event also includes
professional workshops, a lunch or dinner and a speaker.
b. Summer Event - Any sort of activity can be planned during the summer as a social mixer of alumni, actives, associates, and friends of AWA. In the past this has been a farm picnic or an evening at American Players’ Theatre. Other ideas include a picnic at the Zoo or a Dells water park attraction. The event is under the direction of the marketing committee and is usually coordinated by a volunteer subcommittee.
c. Senior Brunch - This activity was held for the first time in November of ‘99 and was
considered a success by all. It is an activity designed to showcase the value of alumni
membership along with introducing and congratulating graduating seniors. In addition it is also a professional development opportunity for all attendees. This event is under the direction of the marketing committee and is usually coordinated by a volunteer subcommittee.
d. Coach Program - This mentoring program kicked off at AWA Day 2000. Its’ purpose is to develop stronger connections between alumni, associates and actives. Volunteer coaches and mentors are paired up with AWA pledges. A coach directory of interested alumni and
associates is also going to be developed. Special “coach” events may also be planned. The active membership coordinator heads up this program will the help of the marketing committee and a subcommittee of volunteers.
E. Development Committee (2003- the Board de-activated this committee until further notice)
1. Purpose: The purpose of this committee is to increase the financial resources of AWA, Inc. and to ensure that all fund raising efforts on behalf of AWA are coordinated so as to be professional and not duplicated.
2. Structure: The committee structure will include a representative from the financial management
committee, if possible, the active fund raising chair and other alumni and supporters from a variety of backgrounds.
3. Meetings: The Development Committee will try to have teleconferences three months prior to the annual meeting and again three months prior to November 15. The teleconferences will hopefully also include a representative from the education committee and any other chairs with fund raising responsibilities.
4. Solicitation & Activities: This committee will work with the alumni membership coordinator to maintain a list of donors and prospects for the purpose of receiving the newsletter and other special invitations. Tentative plans include solicitation drives around the spring annual meeting and at the year end tax time.
Other activities and committee roles may include:
a. Disseminate legacy (planned giving) information to encourage including AWA in the estate plans of members and friends.
b. Sell “bricks” or create similar programs to support the house principal payment.
c. Maintain a list of all AWA fund raising activities to ensure that all our committees are aware of each others efforts.
d. As requested, meet with individuals or organizations interested in supporting AWA with a major gift to appropriately handle the donation.
e. Explore other development opportunities, such as forming our own private foundation, for consideration by this or another committee.