Attendance

• Nicolas Clarens - Secretary
• Gina Slesar- Asst Marketing Chair
• Martin Feehan- Scuba Rep
• Mike Witczak- VP-Admin
• Mary Collins - Outing Club President
• Mindy Cummings - VP-Programs
• Kyle Olsen - Renovations Chair
• Caroline Rose - Outing Rep
• Jen Limbach - VP-Finance
• Sarah Springborn - Riding Club Rep
• Drew Kozlak - Marketing Chair
• Austin Scieszinski- SnS Rep
• JJ Czoyolewski - Mountaineering President / Rep
• Andrew Lee - Education Chair
• Erica Dederich - Sailing Club Vice-Commodore / Acting Sailing Rep
• Justin Cherniak - Technology Chair
• Courtney Kruger - Development Chair
• Brittney Rathsack - Historian
• Paul Davidsaver - President
• Erin McLaughlin– Intern
• Jim Rogers – Hoofer Advisor

Opening Items

• Approve Minutes
• Minutes from 11/2 and 10/28
• APPROVED
• Approve Agenda
• APPROVED

Review To Do’s

• To Do’s

Club Updates

• SnS
• Rail Jam this Thursday
• Need volunteers-40,000lbs of ice!
• Resale December 5-6
• Mountaineering
• Clinic on Friday
• Scuba
• Boat out - all set, will fix in spring
• Getting ready for new inventory system
• Outing
• Getting ready for winter, no snow (skiing and snowshoeing then)
• Pool sessions right now (Sundays)
• Sailing
• Winter Kickoff this Wednesday
• First winter social last Friday (35-40 people) at Nitty Gritty
• General club meeting - went well (about 20 people) - really calm, no issues
• Club survey is out
• Riding
• Some personnel changes - busy cleaning stable
• A Few horses left and came

President’s Report

• Week of Trips
• I was able to establish connections with the University of Minnesota climbing program. I then went to UW River Falls and saw that the union type that we will have, they already have. Then I went to Whitewater to give a speech on student involvement at the new union.
• Projector Update
• We are working on mounting the projectors in the lounge and chart room. We would like to get mountings that will allow us to remove the projectors and use them elsewhere when we see fit. 
• Climbing Wall Update
• We have decided what company and what equipment to buy. Once the contract is signed we can announce more details. The Union gave us everything we asked for at this stage.All Hoofer Database
• We are currently up to date for every club except Riding for the current yar. We need to start getting older years put into the system. Justin hopes to have it usable by December first – with online sign ups after winter break

VP-Program Report

• Winter Carnival
• It’s going to be the 27-30th of January. It will give us a week to plan after winter break. We are trying to get an ice skating patch on the terrace for broomball and open skate.

VP-Admin Report

• Renovation Update/Interested People
• We want to get as many people interested in this project as possible, we are looking for somebody who has experience with Auto-Cad to give us an idea of how much space we need. We put together a rough guideline of when we want stuff done. So in the next few weeks we want to have all the clubs come up with a list of what they want in the space. This will be largely handled in our term, so we, as Council, cannot put this off to the next year.

VP-Finance Report

• Budget Process
• All Council members need to go through their respective budgets and make sure that all the revenue and expense lines are fair. This usually starts in February but we tend to do it sooner, so I need to know if you will go over or under by the end of the year, it doesn’t matter if it’s under or over, it just matters that all line items report a real, probable number. 
• Budget Season

Secretary Report

• Lower Office Update
• We will be doing the final moving of the lower office furniture this weekend. All of Council should come and help
• Work Party Sign Up
• When around for 1pm on Saturday and 1pm on Sunday

Proposed Bylaws

• Discussion on Proposed Bylaw “Hoofer Open Meeting Requirements”
• Courtney: I move to approve proposed Article VIII to the Hoofers Council Bylaws of the Hoofers Open Meeting Requirements to say: “Hoofers is encouraged to loosely follow Wisconsin open meetings law; however, in accordance with the Wisconsin Attorney General Office, Hoofers is not required to follow Wisconsin open meetings law.”
• Friendly amendment (accepted):The approved bylaw will be attached to the bottom of the minutes.
• Drew: Second 
• Vote*
• Paul: There has been a motion to approve the proposed Hoofer Bylaw regarding the Hoofers open meeting requirements 
• Motion passes unanimously.
• Discussion on  Proposed Bylaw “Paid Hoofer Leaders”
• Brittney: I move to approve proposed Article IX of Hoofers Bylaws on “Paid Hoofer Leaders” to say: “In recognition of the fact that many Hoofer leaders also hold paid positions within their club, it is expressly allowed that paid Hoofer Leaders may serve on club governing boards and committees and enjoy full voting privileges, except if their specific paid position comes up for vote, in which case they must abstain. It is to be made known at the beginning of each new governing board term which Hoofer leaders hold paid positions in that club and as their position(s) change. Upon request of voting members, paid positions will be declared.”
• Drew: Second  
• Vote*
• Paul: There has been a motion to approve the Hoofer Bylaw regarding Paid hoofer leaders
• Motion Passes Unanimously
• Approved Bylaw is attached at the bottom
• Discussion on Proposed Bylaw “Electronic Votes”

Mike: I move to approve proposed  Article X to the Hoofers Bylaws to: “At the discretion of the chair, Hoofer voting bodies can vote electronically for all matters, excluding all Hoofer position matters and votes requiring 2/3rds, as long as:

• Equal effort is made to contact all voting members.
• The vote ends either after a time designated by the chair in the call to vote, with a minimum of 24 hours, or once the vote has reached a clear majority of voting members (whichever comes first).
• Quorum is the same as a regular meeting.
• Official minutes are kept, either as an addendum to subsequent meeting minutes or as separate minutes.”
• Drew: Second
• Vote*
• Paul: There has been a motion to approve the Hoofer Bylaw regarding Electronic Votes
• Motion passes unanimously
• Approved Bylaw is attached at the bottom

Proposed Constitutional Amendments

• Discussion
• Friendly amendment to article 5 section 4 to “All affiliated clubs are encouraged, but not required, to be registered student organizations”
• Justin: I move to approve Paul’s changes to the Hoofer Constitution
• Austin: Second
• Paul: Friendly amend the proposed motion to If the Social Education recommends a modification any section of changes, that that part is brought back to council before going to union council.      
•  
• Mike: Second
• Vote*
• Motion asked that we approve changes to the constitution:
• Motion passes unanimously – approved changes attached.
• Justin: I move to approve the entire Hoofers Constitution and Bylaws as revised.
• Mike: Second
• Motion passes unanimously 

Farm Painting

• Farm Transition
• New residents are moving into the house however the house is not currently ready to live in. So we have to paint and clean and get the house ready for the new groundskeeper.
• Work Party Sign Up
• A sign-up went around for the painting of the house on Saturday

Closing Items

• Council Dinner? – Jen if she gets a deer this weekend

To Do’s

• Drew: Continue working on the website, work with Mindy and Gina and help with Rail Jam
• Austin: Be at Rail Jam
• JJ: go rock-climbing
• Andrew: First aid course is this weekend
• Erica: have a successful kickoff on Wednesday
• Justin talk to clubs about webhosting
• Courtney: talk to mike this or next week and work on rail jam
• Brittney: Show up to rail jam
• Paul: Get constitution changes passed through social ed
• Erin: Clean, paint and move bags of ice
• Gina: Meet with drew and rail jam
• Martin: Rail jam stuff
• Mike: meet with chairs (Kyle and Courtney) and meet with drew and Justin
• Mindy: Meet with drew and get a winter carnival meeting together. And help with rail jam, and meet with Erika too
• Kyle: Meet with mike, go over list of what we want regarding space
• Caroline: Ask Justin about the database, and ask outing what they want for space, and send out an email to see if there are people who want to help with the renovation
• Jen: Send out an email to get estimates of end-of-year budget, also group pricing stuff and meet with sailing about budget revisions, and get a deer.
• Sarah: pack, clean and get stuff done regarding renovation.
• Nick: Send out minutes.

Meeting Adjourned.

Changes to Bylaws and Constitution as approved at tonight’s meeting

Bylaws:

Article VIII – Hoofer Open Meeting Requirements

Hoofers is encouraged to loosely follow Wisconsin open meetings law; however, in accordance with the Wisconsin Attorney General Office, Hoofers is not required to follow Wisconsin open meetings law.

Article IX – Paid Hoofer Leaders

In recognition of the fact that many Hoofer leaders also hold paid positions within their club, it is expressly allowed that paid Hoofer Leaders may serve on club governing boards and committees and enjoy full voting privileges, except if their specific paid position comes up for vote, in which case they must abstain. It is to be made known at the beginning of each new governing board term which Hoofer leaders hold paid positions in that club and as their position(s) change. Upon request of voting members, paid positions will be declared.

Article X - Electronic Votes

At the discretion of the chair, Hoofer voting bodies can vote electronically for all matters, excluding all Hoofer position matters, and votes requiring 2/3rds, as long as:

• Equal effort is made to contact all voting members.
• The vote ends either after a time designated by the chair in the call to vote, with a minimum of 24 hours, or once the vote has reached a clear majority of voting members (whichever comes first).
• Quorum is the same as a regular meeting.
• Official minutes are kept, either as an addendum to subsequent meeting minutes or as separate minutes.

Constitution:

ARTICLE III - Membership

Section 1.            Any member of the Wisconsin Union, in good standing, may become a member with all rights and privileges.

ARTICLE IV- Hoofer Council

Section 2.            Council shall consist of Hoofer Council Execs, Hoofer Council Chairpersons, Club Representatives, and non-voting members.

Section 4.            Hoofer Council Chairpersons shall chair subcommittees to handle various aspects of Hoofers.  Hoofer Council Chairpersons shall be selected by the Hoofer Council Executives according to procedures established in the bylaws.  Standing subcommittees shall be established in the bylaws.  Hoofer Council Chairpersons shall be voting members of Hoofer Council.

ARTICLE V - Affiliated Clubs

Section 4.            All affiliated clubs are encouraged, but not required to be registered student organizations (RSOs) on file with the University’s Student Organization Office.  Other such requirements may be placed upon affiliated clubs within the bylaws.

Section 5.            Hoofers and all affiliated clubs have full use and benefits of the Wisconsin Union to at least the same extent offered to Wisconsin Union Directorate and UW-Madison Registered Student Organizations.

Constitution and Bylaws Reaffirmed & Approved as a whole

                  Approved by Hoofer Council 11/16/2009

Hoofers General Constitution and Bylaws

ARTICLE I - Name

The name of this organization shall be the Wisconsin Hoofers of the Wisconsin Union, herein referred to as Hoofers.  The address is c/o Memorial Union, 800 Langdon Street, Madison, Wisconsin 53706.

ARTICLE II - Purpose

Hoofers shall be a nonprofit educational organization to:

1.            Promote the education of members in outdoor activities; and

2.            Foster interest and participation in outdoor activities by providing and developing leadership, instruction, programs, services, and equipment; and

3.            Educate in planning, organizing and executing programs related to environmental concerns and community affairs.

                                                                              ARTICLE III - Membership

Section 1.            Any member of the Wisconsin Union, in good standing, may become a member with all rights and privileges.

Section 2.            Hoofer Council may grant honorary life memberships in all of Hoofers.

                                                                             ARTICLE IV- Hoofer Council

Section 1.            Hoofers shall be governed by an executive committee called the Hoofer Council, herein referred to as Council.

Section 2.            Council shall consist of Hoofer Council Execs, Hoofer Council Chairpersons, Club Representatives, and non-voting members.

Section 3.            Hoofer Council Execs shall include a President, a Vice President-Program, Vice President-Administration, Vice President-Finance, and a Secretary.  Hoofer Council Execs shall be elected by the membership of all affiliated clubs according to procedures established in the bylaws.  Hoofer Council execs shall be voting members of Hoofer Council.

Section 4.            Hoofer Council Chairpersons shall chair subcommittees to handle various aspects of Hoofers.  Hoofer Council Chairpersons shall be selected by the Hoofer Council Execs according to procedures established in the bylaws.  Standing subcommittees shall be established in the bylaws.  Hoofer Council Chairpersons shall be voting members of Hoofer Council.

Section 5.            Each affiliated club shall have one representative to Hoofer Council.  Club representatives shall be appointed according to procedures established by each individual club.  Club representatives shall be voting members of Hoofer Council.

Section 6.            Non-voting members of Hoofer Council shall include assistant chairpersons of some of the subcommittees mentioned in section 4.  Specific non-voting members shall be established in the bylaws.

Section 7.            The term of office for all members of Hoofer Council shall be one year.

Section 8.            Council shall be responsible for:

• Governance and coordination of the activities of Hoofers and its affiliated clubs.
• Programmatic and educational support of Hoofers, its affiliated clubs, and members.
• Assessment of fees sufficient to support the activities of Hoofers.
• Preparation of an operating budget for approval by Union Council and financial oversight of the entire organization.
• Other actions as deemed necessary.

Section 9.            The President or one-third of the members of the entire Council may call a meeting of Council.   Council shall meet at least once every month.  A reasonable attempt shall be made to notify all members of each meeting.

Section 10.          At all times, a majority of the members of Hoofer Council shall be current UW-Madison students.

                                                                             ARTICLE V - Affiliated Clubs

Section 1.            Hoofer Council shall have the authority to invite and/or create affiliated clubs to carry out the goals of Hoofers.  A club once created shall be permanent and subject to disbandment only by its members.  However, Council shall have the power to disband a club that has had no members for three consecutive years.

Section 2.            Each affiliated club shall be empowered to assess its members a fee on a regular basis.  At the discretion of Council, clubs may be funded by Hoofers.

Section 3.            Each club shall have its own constitution.  Nothing contained in the clubs’ constitutions or in the bylaws adopted thereafter may limit in any way the authority of the Union Council, the University of Wisconsin-Madison, or the State of Wisconsin, to govern the Union buildings and/or the activities carried on by Hoofers.

Section 4.            All affiliated clubs are encouraged, but not required to be registered student organizations (RSOs) on file with the University’s Student Organization Office.  Other such requirements may be placed upon affiliated clubs within the bylaws.

Section 5.            Hoofers and all affiliated clubs have full use and benefits of the Wisconsin Union to at least the same extent offered to Wisconsin Union Directorate and UW-Madison Registered Student Organizations.

ARTICLE VI - Meetings

Meetings of Hoofers shall be called by the president, or one-third of the voting members of the entire Council, or upon petition by five members of Hoofers.  Time and place of the meeting shall be posted via all commonly used channels of announcing Hoofer meetings, as designated in the bylaws, at least six days prior to the meeting.

                                                                             ARTICLE VII - Amendments

Section 1.            Amendments to this constitution may be proposed to the Hoofer membership by:

a.            two-thirds of the voting members of the entire Council, or

b.            a majority of the affiliated clubs, one vote to a club.  Each club's vote shall be determined by the governing body of that club.

Section 2.            The proposed amendment must be posted on all Hoofer and affiliated club bulletin boards for at least the six days prior to the meeting of Hoofers at which it is to be voted on.

Section 3.            The proposed amendment shall become effective when it has been approved by two-thirds of the current members present at the meeting of Hoofers called for this purpose, and Union Council.

                                                                                   ARTICLE VIII - Bylaws

Section 1.            Bylaws not inconsistent with this constitution may be proposed to Council by any member of the Hoofers.

Section 2.            A proposed bylaw must be posted on all Hoofer affiliated club bulletin boards for at least the six days prior to the open Council meeting at which it is to be voted on.

Section 3.            The bylaw shall become effective when it has been approved by two-thirds of the voting members of the entire Council.

                                                                                ARTICLE IX - Restrictions

Nothing contained in this constitution or in the bylaws adopted hereafter may limit in any way the authority of the Union Council, the University of Wisconsin-Madison, or the State of Wisconsin, to govern the Union buildings and the activities carried on by Hoofers.

***********************************************************************

Policy Authority (suggested amendments should go through these bodies):

Hoofer Council

Social Education Committee of Union Council

Union Council

Date(s) of Action:

Constitution Committee final draft: passed by Hoofer Council on April 18, 1977.Approved by Union Council October 5, 1977; Revised version proposed by Hoofer Council April 14, 2003; Further revised version proposed by Hoofer Council March 2, 2004; Revised version approved by General Membership March 8, 2004; Revised version approved by Union Council April 20, 2004; Approved by Hoofer Council April 27, 2009; Union Council May 5, 2009

BYLAWS TO THE CONSTITUTION OF THE WISCONSIN HOOFERS

Approved by Hoofer Council November 16, 2009

Article I

The emblem of the Wisconsin Hoofers of the Wisconsin Union herein referred to as Hoofers, shall be a black horseshoe superimposed upon a red W.

Section 1.            All voting members of Hoofer Council, herein referred to as Council, shall by virtue of their office be entitled to join all of the affiliated clubs each for the price of the general activity fee.

Section 2.            The Hoofer advisor(s) shall be ex-officio non-voting member(s) of Hoofers and its affiliated clubs.

Section 3.            By a vote of the majority of the voting members of the entire Council, any person may be granted an honorary life membership in Hoofers.  Persons so honored will be so informed in writing by the Council President.

Section 4.            Yearly honorary memberships in Hoofers may be granted by a majority of Council.

Article II – Composition and Governance of Hoofer Council

Section 1.            A quorum of Council shall consist of a majority of the voting members of the entire Council.

Section 2.            Council shall consist of Hoofer Council Execs, Hoofer Council Officers, Club Representatives, and non-voting members.

Section 3.            Hoofer Council Execs, consisting of the president, the vice-president of program, the vice-president of administration, the vice-president of finance, and the secretary, shall meet on a weekly basis with the Hoofer advisor(s) to discuss current issues, coordinate the current projects of Council, and to set the agenda for upcoming Council meetings.

Section 4.            Hoofer Council Officers shall be the chairs of Council subcommittees responsible for various areas of Hoofers.  These subcommittees shall not be of predetermined size and shall meet at least once a month.  The current subcommittees of Hoofer Council are:

a.            Alumni

b.            Education

c.             Events

d.            Fundraising

e.            Marketing

f.             Technology/Web

Section 5.            Each affiliated club shall appoint a permanent representative to Council.  The president of each affiliated club shall submit to the Council President a list of alternate representatives, or she/he may authorize a substitute with voting power by notifying the Council president prior to the meeting at which the substitute will sit on Council.

Section 6.            Non-voting members of Council are required to attend at least two council meetings per semester.  Current non-voting members of Council are:

a.            Assistant Education Chair

b.            Assistant Events Chair

c.             Assistant Marketing Chair

Section 7.            Duties of Council members shall be listed and described in the current position description of each position.  Current position descriptions for all Hoofer Council positions shall be filed with the Outdoor Programs Office at the Wisconsin Union and shall be available on the Hoofer website.  Position descriptions may only be adopted or changed by a majority vote of the voting members of the entire council.

Section 8.            Hoofers shall be governed by common etiquette and respect as well as any rules adopted by Council.  If the need arises the rules contained in the current edition of Robert’s Rules of Order may be used to govern Hoofers for any one meeting or any portion of one meeting if agreed upon by a majority of the voting members present.  Robert’s Rules of Order shall only be used in cases to which they are applicable and in which they are not inconsistent with these bylaws and any special rules Hoofers may adopt.

Section 9.            Proxy voting is prohibited, but Council members are permitted to vote on specific issues by a written absentee ballot submitted to the president prior to the vote.

Article III – Selection and Turnover of Hoofer Council

Section 1.            No later than the last week of February, the Hoofer Council Vice President of Administration, who shall act as the council elections commissioner, shall make known to the general membership of Hoofers the availability of Hoofer Council positions for the coming year and the selection procedure for obtaining those positions.

Section 2.            Selection procedure for new Hoofer Council Execs

a.            No later than the first Hoofer Council meeting of February, current Hoofer Council Execs shall set up a timetable for election procedures that shall provide for the following:

1)            The new Hoofer Council Execs shall be named no later than the end of the 1st week of April.

2)            Nominations shall open at least one week after the notification of the general membership of Hoofers of the availability of Hoofer Council positions for the coming year.

3)            Nominations shall remain open for at least one full week.

4)            The elections shall run for at least one full business week.

b.            All nominations must be accepted by the nominee by submitting a written platform to the commissioner of elections.  No nomination that has not been accepted shall be considered.

c.             All valid nominations that accept their nomination shall appear on the election ballots.

Section 3.            Election procedures for Hoofer Council Execs

• Election shall be by secret ballot.  To prevent duplicate voting, voters may be required to write their name on the ballot, but this information shall remain secret.  If a vote wishes to have an anonymous ballot, they may do so by registering their name with the Hoofer office.  Each member will be permitted one anonymous ballot per election.  As soon as that member has received his/her anonymous ballot, he/she shall be marked as having voted regardless of whether or not they turn in that ballot.
• The ballot box shall at all times be under the supervision of individuals approved by Hoofer Council.  Election security shall be the responsibility of the Hoofer Council elections commissioner.
• The ballot box shall be open no later than 9 a.m. and close no sooner than 4:30 p.m. Monday through Thursday of the week of elections.  Additionally, the ballot box shall be open no later than 9 a.m. and close no sooner than noon on Friday of the week of elections.  The ballot box shall also be available for an appropriate amount of time during that week at any scheduled meeting of Hoofers or an affiliated club.
• Write-in votes are permitted.
• Votes may be submitted via email to a person designated by Hoofer Council.  The designee shall print the email and place it in the ballot box.  By voting via email, the voter forfeits his/her right to an anonymous ballot.
• Each current member of Hoofers shall be allowed one vote regardless of how many affiliated clubs of which he/she is a member.
• A ranking system shall be used for voting.  Each voter shall rank the candidates in the order of preference (a ranking of 1 indicating the greatest preference).  Upon counting the votes, if no one candidate has a majority of the votes, an instant run-off system shall be used:  The candidate with the fewest votes shall be dropped and all votes that had been given to that candidate shall be given to the voter’s next choice.  This shall be repeated until one candidate has a majority of the vote.
• At least three (3) designees of Hoofer Council shall count the ballots in the presence of at least one of the Hoofer advisors.  The person receiving the most votes for each office shall succeed to that office.  The names of the winners shall be posted within three days after the ballot box closes.  However, in case of a tie Hoofer Council shall decide how the winner will be chosen and post his/her name within three days after the meeting of Hoofer Council.

Section 4.            Selection procedures for Hoofer Council Officers

a.            The Hoofer Council officers (as defined in Article II Section 4 of these bylaws) shall be selected by the newly elected Hoofer Council Execs.

b.            Applications for Hoofer Council Officer positions shall be due no later than one week after the announcement of the new Hoofer Council Execs.

c.             The newly elected Hoofer Council Execs shall select the Hoofer Council officers with the following criteria included in their considerations:

1)            Qualifications to perform the duties of the position

2)            Status as a UW-Madison student (Hoofer Council must maintain a majority membership of students)

3)            Balance of representation of affiliated clubs

d.            Selections shall be decided upon no later than the first Hoofer Council meeting in April.

e.            Each of the selections for Hoofer Council Officers shall be approved by a majority vote of the voting members of the entire sitting council.

Section 5.            Implementation procedures

• The outgoing members of Council shall train their successors prior to the date of Hoofer Council changeover which shall take place on May 1.
• A position guide shall be maintained for each position on Hoofer Council to help facilitate the transition process.
• The new Council shall convene no later than the last week of classes in the spring term.

Section 6.            Vacancies

• If the presidency is vacant, Hoofer Council shall select one (1) of the three (3) vice presidents to become president by a majority vote of the voting members of the entire Council excluding any vacant positions.
• If the president and all three (3) vice president positions are vacant, a new president shall be appointed by a two-thirds vote of the voting members of the entire Council excluding any vacant positions.
• All other administrative vacancies shall be filled by a presidential appointment subject to approval by a majority vote of the voting members of the entire Council excluding any vacant positions.
• A vacancy of the representative of an affiliated club shall be filled in accordance with the constitution and/or bylaws of that club.

Section 7.            Recall

• The representative of an affiliated club may be removed only in accordance with the provisions set forth in the constitution of that club.
• Any other voting member of Council may be removed by a three-fourths vote of the voting members of the entire Council, exclusive of the member whose removal is being voted on and any vacancies.
• Non-voting members of Council may be removed by a two-thirds vote of the voting members present.
• No recall vote of a member of Council is valid unless the member has been notified and a recall notice has been posted via all commonly used channels of announcing Hoofer meetings for at least the six days prior to the meeting at which the recall vote is being taken.  The recall notice shall specify the council member sought to be recalled, and the time, date, and place of the hearing and recall.
• Any member of a committee appointed by Council may be removed by a majority vote of Council

Article IV – Tasks and Powers of Hoofer Council

Section 1.            Hoofer Council shall have the authority to make any decision regarding Hoofers that is not expressly denied by the Hoofer Constitution, these bylaws, the policies of Hoofers, or any superceding organization.

Section 2.            The Hoofer Council Execs shall, in the absence of Council, have the authority to take actions, by majority vote, they deem necessary to protect Hoofers, any of the affiliated clubs, or any individual members.  Any such action shall be subject to review by Hoofer Council.

Section 3.            Hoofer Council shall maintain a record of its rules in the Hoofer Standing Rules maintained by the Council Secretary and filed in the Outdoor Programs Office.

Article V – Affiliated Clubs

Section 1.            An affiliated club shall come into existence upon presentation of a constitution and/or bylaws to Council, a public hearing on the proposal by Council, and acceptance by a two-thirds vote of Council and approval by Union Council.

Section 2.            The affiliated clubs shall consist of Scuba, Mountaineers, Outing, Riding, Sailing, Ski & Snowboard clubs and any other club officially accepted by Hoofer Council and Union Council.

Article VI – Finance Committee and Financial Procedures

Section 1.            There shall be a subcommittee of Hoofer Council to be referred to as the Finance Committee.  This subcommittee shall be responsible for financial oversight of Hoofers and its affiliated clubs.

Section 2.            The membership of the Finance Committee shall consist of the financial officer of each of the affiliated clubs and shall be chaired by the Hoofer Council Vice President of Finance.

Section 3.            Each February, the Hoofer Council Finance Committee shall review the Hoofer Council budget and the budgets of the affiliated clubs before submitting them to Union Directorate.  Each budget review shall include:

a.            The submission of a written document listing the following information for the three previous years:

1)  actual incomes

2)  budgeted incomes

3)  actual expenses

4)  budgeted expenses

5)  actual retained earnings

6)  actual reserves

7)  financial difficulties and reversals

8)  other important financial situations

b.            The submission of a written document listing incomes, expenses, preclosing retained earnings, postclosing retained earnings:

1)  for the previous fiscal year

2)  as projected for the current fiscal year

3)  as incurred through the end of February of the current fiscal year. 

4)  as projected from March 1 through May 31 of the current fiscal year.

5)  as estimated for the current fiscal year

6)  as projected for the coming fiscal year.

Appended will be a sheet describing significant changes in amounts or procedures from the previous fiscal year.  This complete document will be known as the budget.

c.             The written budget as submitted the previous year.

d.            A verbal report by an officer of the club whose budget is being reviewed demonstrating knowledge of his/her club's budgetary terminology, his/her club's budgetary policy, and all anticipated occasions during the coming fiscal year when the sum of his/her club's retained earnings, incomes, and reserves could be less than the sum of the expenses, financial obligations, and financial liabilities and commitments.

Section 4.            No club may make a commitment whose potential liability exceeds the retained earnings, income, and reserves of that club at that time without the approval of a majority of the voting members of the entire Council.

Section 5.            All actions of the Hoofer Council Finance Committee may be appealed to or be reviewed by the Hoofer Council.             



Article VII – Hoofer Leadership Position Requirements

Section 1:     When considering eligibility for leadership positions, Hoofers shall define a student as any person pursuing a degree whom also meets one of the following criteria during the Fall and Spring Scholastic Semesters (except in his/her final semester before degree completion):

- Enrolled in six of more undergraduate credits, or

• Enrolled in three or more graduate credits, or
• Enrolled in two or more credits and dissertating

Section 2:     All presidents and vice-presidents (or their equivalents) shall be students during their term, as defined in Bylaw Article VII, Section 1.

Section 3:     At least two-thirds of each clubs’ governing board voting positions shall be held by students, as defined in Bylaw Article VII, Section 1.

Section 4:        In the event that an adequate number of students cannot be recruited for governing board positions, the duties of certain positions may be delegated to a non-student volunteer until a qualified student is recruited to fill the open voting position, per each club’s constitution or bylaws. The non-student volunteer will not have a vote, and will be encouraged to act as a mentor/trainer once a student is recruited.

Article VIII – Hoofer Open Meeting Requirements

Hoofers is encouraged to loosely follow Wisconsin open meetings law; however, in accordance with the Wisconsin Attorney General Office, Hoofers is not required to follow Wisconsin open meetings law.

Article IX – Paid Hoofer Leaders

In recognition of the fact that many Hoofer leaders also hold paid positions within their club, it is expressly allowed that paid Hoofer Leaders may serve on club governing boards and committees and enjoy full voting privileges, except if their specific paid position comes up for vote, in which case they must abstain. It is to be made known at the beginning of each new governing board term which Hoofer leaders hold paid positions in that club and as their position(s) change. Upon request of voting members, paid positions will be declared.

Article X - Electronic Votes

At the discretion of the chair, Hoofer voting bodies can vote electronically for all matters, excluding all Hoofer position matters, and votes requiring 2/3rds, as long as:

• Equal effort is made to contact all voting members.
• The vote ends either after a time designated by the chair in the call to vote, with a minimum of 24 hours, or once the vote has reached a clear majority of voting members (whichever comes first).
• Quorum is the same as a regular meeting.
• Official minutes are kept, either as an addendum to subsequent meeting minutes or as separate minutes.