Missed an ICO Renaming Listening Session?

Check out the ICO Renaming Page to read notes from and recordings of the three listening sessions. 

Do reach out to the members of your group to discuss the renaming of ICO and make sure your voice is heard!

ICO E-News: May 30, 2013

• ICO Name Change “listening sessions” 
• IQ Informational Call – June 12 – with Todd Duncan, Program Safety Manager
• What’s new for 2013 Annual Reports; Online Financial Reports
• the importance of using LEADERS; and Q2 Insurance Deadline – July 5

To read more: http://clubhouse.sierraclub.org/outings/ico/publicity/e-news

ICO Renaming Listening Sessions!

May 30, June 4 and June 6!

We'll be hosting  a series of conference call "listening sessions" to listen to and discuss all sides of the ICO Name Change issue.  Please let everyone in your ICO world know about these calls so they can get their voices heard or listen to others - both inside and outside the organization - discuss their views on the proposal to change the name of our  Inner City Outings program.

Visit the ICO Renaming Page to learn more and get your call-in Information

Joint Subcommittee Meeting Agenda and More

Check out the Meeting Page to learn more about the shuttle & lodging information, WFA and weekend agenda, handouts and more for the 2013 Joint Subcommittee Meeting in Estes Park, CA May 16-19, 2013.

Leader News: Issue 56

New Pro Deals are here! | Call for Young Participant Trips! | Thermarest Promotion | Free Day Activities | Post-trip Paperwork | 2014 Trip Submission Deadlines | Leader Discounts 

Visit the Leader News page to learn more!

Pro-Deals For National Outings Leaders

One of the many benefits of being a National Outings leader is access to near-wholesale prices on equipment with certain vendors.

We're currently offering the opportunities via Sierra Magazine with Ex Officio, Grammicci, Lowa and NikWax.  Additionally, National Leaders also have access to close to 200 additional vendors via ProMotive. 

Visit the National Outings Pro-Deals Page to learn more.

OLT Workshops & Other Training in Illinois and California!

Check out the following on the training calendar: 

• OLT Workshop in Manteno, IL May 3-5, 2013 
• Wilderness First Responder Recertification course in Norden, CA May 4-6, 2013. 
• Wilderness First Responder in Norden, CA May 18-27, 2013.
• OLT Workshop in Norden, CA May 31-June 2, 2013

 

Inside Outings, Spring 2013

Table of Contents:

• Everett: Ice Cream Man
• Flower: From the Chair
• Benner: Aches and Pains
• WITHAW
• Johnson: QIC Review
• WITHAW answer
• Paris: Upcoming Training
• Wilderness50 is Coming
• Butler: NOTT planning
• Wernette: Naturalist Training
• Bulletin Board
• Brown: Thank You
• Bulletin Board– Subcommittees
• Felling: Book Review
• Johnson: MyTopo Map Store
• Knapsack Winter “Meeting”
• Bulletin Board

To learn more, visit the Inside Outings library.

Aches and Pains

Check out Dr. Gus Benner's answers to Aches and Pains (Gus Benner is the National Outings Medical Advisor). 

To read more interesting and informative medical articles, please visit the Medical Library.

Correction for tonight (Apr 4)'s Open House call

Correct call information is below.

Join Allison Chin to hear from Sierra Club staff and volunteers about what's working in their neck of the woods to recruit more youth and people of color, to engage new audiences, and to strengthen our outreach.  And, bring your stories to share!

Monday, April 8, 5-6pm PDT
Toll-Free Dial-In: 1-866-501-6174
Conference Code: 455-0000-1892#

Click for more information.

ICO E-News: April 1, 2013

• ICO in 2012 – a compilation of Annual Report data
• OLT 101/201 Training in the Midwest – May 3-5
• Celebration of the Military Child Outdoors
• Earth Day resources
• Deadlines: Q1 Insurance April 5
• Service Trips for teens April 15
• SC Award nomination June 1
• Upcoming systems improvements for financial reports
• New program safety manager – Todd Duncan
• Mission Outdoors news submissions.

To read more: http://clubhouse.sierraclub.org/outings/ico/publicity/e-news

A More Diverse, Inclusive, and Welcoming Sierra Club

The Sierra Club is committed to creating a culture in which all people feel welcomed, respected, supported, and valued to fully participate. I was pleased to publish this LTE in response to a recent article about the lack of diversity in environmental groups.

Thank you for shining a spotlight on an issue the Sierra Club has identified as a key priority for 2013 and beyond: bringing diversity to the environmental movement (March 25, 2013).

Communities of color are disproportionately affected by the health problems caused by pollution, particularly the production, transportation, and burning of dirty fossil fuels including coal, oil, and natural gas. These same communities are also often at greater risk from the extreme weather and other threats posed by climate disruption that dependence on these fuels has spurred.

The Sierra Club is investing in diversity and inclusion not only because it is our job to fight for everyone's right to clean air and water, but because we recognize that within these communities are millions of allies with whom we share values and whose support we will need to continue to win the battle against climate disruption.

What would REALLY be newsworthy, however, is what organizations like the Club are doing to become more diverse, inclusive, and welcoming. Join me for an Open House call on Monday, April 8, 5-6pm PST to learn just that!

The Club's diversity program has evolved significantly over the past few years. Although we have a long way to go, the progress is substantive and rewarding. Much of the success comes from weaving diversity and inclusion into the campaigns, programs, and capacity building, as opposed to isolating these initiatives. Moreover, the Sierra Club's leadership - staff and volunteer alike - needs to reflect the communities we serve, support and partner.

For at least two decades the Sierra Club has worked side-by-side with activists and organizations in these communities to take on polluters and encourage clean energy prosperity. Together we have won victories against coal interests in Chicago, Detroit, and other major cities. We have challenged oil companies threatening indigenous communities in Alaska. In Port Arthur, Texas, we've partnered with local restaurant owner Hilton Kelley in defeating an enormous petrochemical refinery expansion. Last Friday, we stood with Los Angeles Mayor Antonio Villaraigosa and dozens of local activists to announce that America's second-largest city will be coal-free by 2025.

Since 1976, our Inner City Outings program has provided tens of thousands of urban youth with outdoor experiences, fostering new generations of environmental activists who want to preserve our country's natural heritage.

Join me to hear from Sierra Club staff and volunteers about what's working in their neck of the woods to recruit more youth and people of color, to engage new audiences, and to strengthen our outreach.  And, bring your stories to share!

Open House Call
Monday, April 8, 5-6pm PDT
Toll-Free Dial-In: 1-866-501-6174
Conference Code: 455-0000-1892#

Confirmed Guests:
- Adriana Gonzalez: Sierra Student Coalition ExCom
- Cliff Cockerham: Water Sentinels Youth Project in TN
- Aisha Farley: Youth Organizing Project in CA (Angeles) 
- Flavia De La Fuente: Organizing in TX (1-day trainings, family-friendly events, working with millennials and college students)
- Jessica Ronald: Sierra Club Diversity Effectiveness Representative

Here's the Sierra Club's Diversity Resources page.

Recruiting Volunteers for New Facilitation Support Team

We are recruiting experienced volunteer facilitators, mediators and coaches for a new Facilitation Support Team. This team will support Sierra Club leaders and leadership teams with an emphasis on three key areas: facilitating or coaching others through large-scale or in-depth planning meetings and retreats; facilitating conflict resolution to help people find solutions and rebuild relationships that may have been damaged by the conflict; and coaching leaders through significant transitions of leadership to help leaders move through a process of change.  Express your interest or submit recommendations of others here. Questions? Greg Casini (greg.casini@sierraclub.org).

You can now Email your Reimbursement Requests!

Hi Everyone,

You can now submit your reimbursement requests via email to Chapter Funding!  In the past, we have only allowed requests to be submitted by regular mail.  This past fall we launched a test run with the assistance and feedback of a few chapters and groups and then streamlined a few procedures and are now ready to roll it out club-wide.  (Thank you, test group!)  This new procedure is optional and applies to all types of 501(c)(3) and Shared Project requests: reimbursements, direct payments, newsletters, events and fundraising.  We will continue to accept requests by mail if that is your preference.

Please review the following guidelines carefully and let us know if you have questions.

• You may scan and send your reimbursement and direct payment requests for 501(c)(3) and shared national project expenses to chapter.funding@sierraclub.org. 
  
  
• In doing so, chapter and group staff and volunteers will still be required to complete the appropriate request form as may be found on the Chapter Funding Forms and Instructions page here:http://clubhouse.sierraclub.org/administration/chapter-funding/forms/ (username: clubhouse | password: explore).
  
  
• In addition, all relevant paperwork documenting the expenses incurred or amount due must be scanned and attached &/or provided as a link within the body of your email. When accessing C3 funds held at the Sierra Club Foundation, your back-up must also illustrate the charitable &/or educational nature of your expense. 
  
  
• A complete email request will contain your treasurer’s approval, the appropriate request form and relevant back-up. 

In an attempt to avoid the pitfalls that may slow our ability to process your electronic requests we ask that you also please observe these guidelines:

• Please do not submit your request by email if it will require Chapter Funding to wait for additional items to arrive by mail or fax.    We cannot accept partial or mixed requests, i.e., part by email and part by fax or regular mail.   

• Please attach all supporting documentation, including the treasurer’s permission and the completed Reimbursement & Direct Payment Request form (or other form as appropriate).  We’d rather get one email that has everything we need to process it, as opposed to having to wait for a separate email from the treasurer granting approval.

• Please submit requests as new correspondence to chapter.funding@sierraclub.org, and not as a reply to a previous thread or email.  ONE REQUEST PER EMAIL, PLEASE.

• If possible, it is helpful to consolidate multiple pages of a single request into a single file attachment.  Do this by creating a new folder with all the documents in it and then compressing it before emailing it.  More information on file compression here for Macs: http://www.macinstruct.com/node/159 and here for Windows: http://www.ehow.com/how_2093605_compress-files-before-sending-them.html.

• With the roll-out of this process we are expecting to experience a significant increase in the number of emails received. Note that we generally will not reply or confirm receipt of your request unless we have a question. If you want to be sure we received it, you can always ask. In turn, we appreciate your patience in awaiting our reply. 

We look forward to receiving your requests by email, if you choose to utilize this new option.  Please be sure to let us know any concerns or questions you have about this process.

thanks,

Chapter Funding Team

New Sierra Club Fleece Blankets

This lightweight yet plush eco-fleece throw is perfect for all your everyday and extraordinary adventures. Featuring a classic green and gold plaid pattern and removable carrying strap, this ultra-soft 40" x 60" blanket is perfect for curling up by the campfire or on the couch with a book.

This eco-chic plaid blanket is made from recycled plastic bottles and features a patch with the Sierra Club logo - reminding you and others to always “explore, enjoy and protect the planet.” 

The blankets are $9 apiece and can be purchased on Clubhouse to help recruit new members or raise money for your Chapter or Group.

501(c)(3) Reimbursement Guidelines for Forward on Climate Rallies

The Feb. 17^th rally in Washington, D.C. (and solidarity rallies) are 501(c)(3) events.

The following is a checklist of steps to help you ensure your event will qualify for reimbursement from your Chapter or Group advised fund at The Sierra Club Foundation.

1.    Track expenses and any offsetting revenue collected from participants.

The main expenses that can be reimbursed include expenses for items such as transportation, permits, food, and educational materials.  The expenses are reimbursable MINUS any fees or donations you collect.   Supporting documentation, such as receipts, invoices, or volunteer reimbursement forms will need to be submitted to Chapter Funding for reimbursement.  Keep track of and submit an accounting of all revenue as well.

Chapters and groups can support other Sierra Club entities with 501(c)(3) funds by requesting a transfer of funds from their Foundation account.  Send an email to chapter.funding@sierraclub.org to request a transfer.

2.    Make sure the event is open to the public, and not just Sierra Club members.

3.    Don’t actively recruit members (although it is acceptable to hand a participant a membership brochure if asked).

4.    Use the factsheets and educational materials already provided and approved by Compliance Review.

The 501(c)(3) messages and asks are here:  http://action.sierraclub.org/site/DocServer/ClimateLegacyPolicy.pdf?docID=11921.  If you are creating new educational materials, you must send them in to compliance.review@sierraclub.org in advance of production to ensure they qualify as 501(c)(3).

5.    Don’t discuss or encourage participants to take action on any pending or proposed legislation.

6.    Contact Catherine Butler or Aye Aye Swe at chapter.funding@sierraclub.org or 415-977-5771 with any other reimbursement questions you have.

 

ICO E-News - January 31, 2013

Organizational changes - TSCF & ICO donations | Chapter Fundraising  Support - Alex Tsatsoulis | Program Safety Manager - Todd Duncan | Mission Outdoors Newsletter | IQ Informational Call - 2/19/13 - Agencies | Summer 2013 Teen Service Trips | May 3-5 OLT 201 - Chicago area | Celebration of the Military Child Outdoors Events | Reminders: update LEADERS, RB Checks screeners, quarterly report deadlines,  ICO 2012 Financial Reports, SC National Award Nominations

To read more: http://clubhouse.sierraclub.org/outings/ico/publicity/e-news

Feb. 4 Open House Call with Allison Chin on Obama Climate and Clean Energy Legacy Campaign

Dear Sierra Club Leaders:

I will be hosting an open house conference call to provide an overview of the Obama Climate and Clean Energy Legacy Campaign on Monday, February 4 at 8:00 PM EST / 7:00 PM CST / 6:00 PM MST / 5:00 PM PST. 

Phone-in number: 1-866-501-6174
Conference code: 455-0000-1892
 
Learn how YOU can be a part of this campaign. Please join us!

We will devote some time at the end of the call to the February 17 Forward on Climate Rally in Washington, D.C. New Club Deputy National Program Director Michael Bosse will give an update and answer questions.
 
Michael Brune has already hosted calls with many chapters east of the Mississippi, many of which are sending buses to D.C. for the rally, and more calls are coming up this week and next. Though the calls are targeted to specific chapters, all are welcome to join. See the schedule here.

-- Allison

P.S. This is the first in a revival of the first-Monday-of-the-month President's Open House Call!

Raise Money for Your Chapter or Group!

 

REGISTER NOW - for 2nd eBay training webinar:

Monday, March 29th at 4:00 pm PT / 7:00 pm ET

 

https://www4.gotomeeting.com/register/733420207

NOTE: You'll be asked to enter your eBay ID. To get started, please see instructions on how to create a business account on eBay.

Sierra Club national is embarking on a campaign in honor of Earth Month to encourage the public to “Get Out” and reconnect with the outdoors. Part of the campaign will focus on *Reuse* and will involve the opportunity for your Chapter or Group to raise money through local outdoor gear and apparel collection events, and by setting up your own page and selling on eBay. 

Please join us for weekly calls:

 

Thursdays at 4:00 pm PST / 7:00 pm EST

Call-in Number: 866-501-6174
Conference Code: 545 7863 1892#

 

For more information, 

bookmark our page on Clubhouse.

NEW! Meeting Posters available

Publicize your next meeting or event with a new poster, featuring a canyonland sunrise. And don't forget to order sticker updates, so you can use this poster to advertise multiple events.

http://clubhouse.sierraclub.org/fundraising/free/default.aspx

Wilderness First Responder and Recertification Courses in May!

Come join us at Clair Tappaan Lodge for a WFR and WFR-Recertification course this May:

• WFR-R May 4-6, 2013. 
• WFR May 18-27, 2013.

Food and lodging available for both courses as well!

To learn more and register: http://www.sierraclub.org/outings/training/calendar.aspx

Sierra Club 2012 Year-End Financial Statements Due March 13, 2013

To: Chapter Treasurers and Chairs 
CC: Finance Committee, Audit Committee, and Chapter Treasurer Assistance Support Team 

Happy Holidays Everyone! 

It's that time of year again! We sent the 2012 Year-End Financial Statement forms, instructions and cover letters to all Chapter Treasurers for the Consolidated, Chapter-only, Group/Activity Sections, and PACs (Political Action Committee) year-end reports.

All financial statement forms can be found on the finance page on Clubhouse:http://clubhouse.sierraclub.org/administration/finance/chapter/ch_fs/2012fs.aspx

username: clubhouse 
password: explore 

We entered beginning balances and linked the chapter and consolidated forms for each chapter, so please use the emailed version of the chapter and consolidated files. 

Hard copies of all the forms are due to National on March 13, 2013.  Please note that the due date is the date everything must arrive at National, not the postmark date.  Please send electronic versions of the consolidated and chapter-only excel files to chapter.finance@sierraclub.org after mailing the hard copies to National.  

If you are a Chapter Treasurer and did not receive these forms please email Marlena Lee atmarlena.lee@sierraclub.org. 

If you are a Chapter Chair and have a new treasurer that is not listed in WILD please ensure the new treasurer receives all financial statement forms, instructions, and letters. Please also send me the new treasurers contact information so the Finance Department can welcome and offer support to them through the financial statement process.
       
The ICO financial statements were SENT directly to ICO Treasurers. We asked the ICO Treasurers to complete their financial statements and send them to the Chapter Treasurers by February 13, 2013. 

Please do not hesitate to contact me if you have any questions.  We appreciate all your hard work and dedication.   

The National office will be closed from Monday, December 24^thuntil Tuesday, January 1st.  We will be available for questions through December 21, 2012 and starting January 2, 2013. 

We hope you have a wonderful holiday season! 

Thank you, 

Marlena Lee
Financial & Compliance Analyst
Sierra Club
415-977-5501
415-977-5791 fax
85 Second Street, Second Floor 
San Francisco, CA 94105-3459 

Explore, enjoy and protect the planet 

Save the Date! 2013 Treasurer Training

Save the Date 2013 TREASURER TRAINING 
May 30-June 1, 2013
Sierra Club - 85 Second Street, San Francisco 
 =================================================================

Hi Chapter Treasurers!

Save the Date! The 2013 Treasurer Training will be held from Thursday, May 30^th through Saturday June 1^st, 2013.  We are excited for this great event and hope you will be able to attend.  The training is a great opportunity, especially for new treasurers, to meet National staff, meet and share information with other chapter treasurers, to learn more about Club Finances and procedures and to gain more information about theday-to-day tasks of a chapter treasurer.  Please contact me if you have any questions. The invitation for this event will be sent in early March.

 

Upcoming Compliance & Ch. Funding Phone Training

Compliance 101: Thursday, January 17th at 10AM (Pacific)

In this training you will learn:

* The 4 types of funds used by the Sierra Club in its campaign work.

* How to ensure the Club remains compliant with IRS law governing nonprofit organizations.

* How to build better campaigns based on the type of funding available to you.

* Who to contact for help and what resources are available to you.

Please RSVP to compliance.review@sierraclub.org
For those who can't make the call during regular business hours, the online training is a nice alternative: http://clubhouse.sierraclub.org/leaders/c3c4 

Chapter Funding 101: TBD

This training explains the basic steps in accessing and managing your chapter or group’s C3 advised funds held at the Sierra Club Foundation. 

If you are interested in scheduling this training, please email catherine.butler@sierraclub.org.

For more information related to seeking reimbursement and/or direct payment from your C3 funds held at the Sierra Club Foundation please visit the Chapter Funding Clubhouse homepage: http://clubhouse.sierraclub.org/administration/chapter-funding/default.aspx

 

NEW! 2013 FRIP Membership Brochures Now Available

Check out the new FRIP brochure - with fresh images and information about Sierra Club membership. Updates include:

• Sierra Club now has 1.5 million members & supporters 
• Info on how to access new member benefits
• Special introductory pricing for individual and joint memberships
• A link to the new Welcome Center and a shout-out for the FREE Sierra Club Trail Explorer app

Great for tabling and recruiting events, these brochures are one of many free items you can order online.

And don't forget to enter your FRIP code, in order to receive credit for new members you recruit! For more information on the FRIP program, click here.

IRS FORM 1099 REPORTING for 2012 due *1/15/13*

PLEASE NOTE: This message is intended for chapter/field office treasurers re: 1099 payments made to independent contractors/legal firms outside of headquarters (and not including payments to employees or volunteers).

This is a reminder for services performed for the period 1/1/12 through 12/31/12.

If you have questions, please reply to me (Jean Davis) individually and not the entire list. Thanks!

IRS FORM 1099 REPORTING

TO: Chapter Treasurers, RCC Treasurers and Field Offices
FROM: Jean Davis, Finance Department

One of the requirements of year-end reporting is to submit to the national Finance Department a list of individuals (excluding employees and volunteers) and unincorporated companies to whom you have made direct payments totaling $600 or more for services rendered during the calendar year. These services/expenses would include, but are not limited to, all consulting fees, commissions, speaker fees, honoraria or awards, rent payments not paid by headquarters, royalties, permission payments for use of photographs, and any other non-employee compensation. 

All payments for legal services, including settlements and reimbursements of expenses, regardless of whether they were provided by an individual, partnership or corporation, must be reported if they totaled $600 or more. We are required to disclose this information to the IRS on separate Form 1099's; a copy of each is sent to the respective individual, partnership or corporation.

This list must be submitted no later than January 15, 2013 in order for Sierra Club National Office to send out 1099 forms by the federally mandated deadline. Failure to comply may result in penalty payments levied by the IRS. If penalties are assessed, these charges will be allocated to the entity that failed to meet this deadline. You may email, fax or send regular mail, but do not miss the deadline or your payees will not be able to file their taxes in a timely manner.

To make it easier to report 1099 info to headquarters at year-end, it is recommended that you track 1099 payments on a spreadsheet throughout the year. To make this easier, we've created a sample spreadsheet for you to use. The spreadsheet is available in pdf format on the Finance area of the Staffnet Site on the extranet, and also in the Clubhouse, under Money/Finance Dept. If you'd like us to email a copy of the Excel version of the file (or a list of 1099-related FAQ's), please contact Jean Davis in AP. You should always get all necessary tax info from the vendor before you issue any payments, as it is often more difficult to reach vendors at year-end to gather any missing info.

If you have any questions about whether 1099 reporting is required for some specific entity activity, please call Accounts Payable for assistance at (415) 977-5514.

The required information is as follows: 
Name
Address
Social Security Number (or Taxpayer Identification Number)
Description of Services
Total Amount Paid for Services *
Total Amount Paid for Expenses *

*Please note that the amount paid for services should not include payments made as reimbursement of expenses. You must separate these amounts for 1099 reporting purposes.

Submit (with your name and phone number) to:
Jean Davis
Sierra Club
85 Second Street, 2nd Floor
San Francisco, CA 94105
-OR- Fax: Jean Davis (415) 977-5791
-OR- Email: jean.davis@sierraclub.org

If you have any questions regarding 1099 reporting, please contact Jean Davis at (415) 977-5514.

Thank you for your cooperation and promptness regarding this matter.

•  
  JD (Jean Davis)
  Lead Accounts Payable
  
  415-977-5514
  Proudly represented by
  The Sierra Employee Alliance-SEA
UAW Local 2103

Inside Outings, Winter 2012

Table of Contents:

• Welch: Hiking and Canoeing
• Bedayan: Knapsack Trip
• Benner: Sleeping Aids
• Simpson: Madagascar
• Kimball Award Nominations
• Grissette: Wilderness Act
• Toaspern/Jenkins: ICO
• Goldberg: Why I Lead
• WITHAW!
• Wilderness Quiz
• Breen: How I Came to Lead
• Joyce: Unexpected Surprises
• Quiz Answers
• Bulletin Board: Wernette

To learn more, visit the Inside Outings library.

Sierra Club Outings Open House call Dec 5 at 4pm PT/7pm ET

In honor of International Volunteer Day on December 5th, we are giving a little back by celebrating the selfless work of our dedicated volunteers. Join us on a conference call to honor our volunteers and learn about what’s in store for 2013, share your experiences, hear from others leading outings and ask questions of National.

Please join us.

Wednesday, December 5th
4pm - 5pm Pacific Time / 7pm - 8pm Eastern Time

Call In Number: (866) 501-6174
Room #: 20705371892

Local Outings News: November 2012, Volume 4, Issue 3

In this issue:

• Open House Call
• Fundraising Resource Now Available
• Training Update
• Sierra Club OARS
• 8th Annual National Endangered Species Day
• Read All About It!

Visit the news page to learn more:http://clubhouse.sierraclub.org/outings/local/news/default.aspx

ICO E-News - November 1, 2012

Annual Report Data | IQ - Informational Call: Recruitment - November 13  | Talk to Stacy Bare, Mission Outdoors - December 5 | Best Practices: Amazon.com, LinkShare, Calendar Sales, Trips For Kids, Promoting your Program |Sierra Club Offices Holiday Closures

To read more: http://clubhouse.sierraclub.org/outings/ico/publicity/e-news