Proposed Policy Document
2017 Proposed Policy
Independent Grape Growers of the Paso Robles Area
Association Policy
ARTICLE I – Fiscal Year
1.1 - Establishing a Fiscal year
The fiscal year for the association shall run from March 1st through the month of February of the next calendar year.
ARTICLE II - Purpose.
2.1 - Meetings
The Association shall offer regular meetings consisting of both educational meetings/seminars as well as socials/ mixers. The educational meetings are intended to assist the members in viticultural best practices to advance superior wine grape growing in the Paso Robles area. The social mixers are intended to encourage and provide an opportunity for a social interaction between the members of the association. Members can be provided Information regarding these meetings by various means, including the website or regular mail. The intent is to have meetings on a monthly basis.
ARTICLE III - Membership Levels
3.1 Grower Members. To qualify as a Grower Member, a person must be actively engaged in the growing of wine grapes. Benefits are referenced on the IGGPRA website. 2 attendees per Grower membership can go to IGGPRA mixers, seminars, and meetings.
3.2 Associate Members. Subject to the approval of the Board, any business with goods or services that would benefit the grower members may join the organization as an Associate. Benefits for each level are referenced on the IGGPRA website. There are currently two levels of Associate Memberships: Gold and Silver. The different levels reflect added opportunities for Associate Member promotion by IGGPRA. 4 attendees per Associate Membership can go to IGGPRA mixers, Seminars, and meeting.
3.3 Friend of the Grape Members. Friend of the Grape is a special membership for only those persons who do not grow grapes, own a winery or qualify as an Associate Member. Benefits are same as Grower Members, with the exception of Seminars, which will be subject to guest fees. 2 attendees per Friends of the Grape Membership can go to IGGPRA mixers and meetings under this membership. These Members have to pay to attend seminars.
ARTICLE IV - Membership Dues, Application and Termination
4.1 Dues Amounts. From time to time, the annual dues amounts may be changed pursuant to a majority vote of the Board of Directors in accordance with these policies. The current Membership dues are Effective Jan1, 2017. The annual dues are as follows:
Grower Member -- $195
Associate Gold Member - $500
Associate Silver Member - $200
Friend of the Grape - $150
4.2 Member Dues Rebates
Grower and Associate Members can earn a $45 rebate, paid at end of 2017 for volunteering at 2 events during the year. Volunteer duties are to be defined by committee chair for the event.
Grower and Associate Members can earn a $100 rebate by being a Board Member or Committee Chair for the entire year.
4.3 Termination of Membership
Upon loss of membership, the Association will not be liable for any repayment of dues or volunteer/Board member rebates.
ARTICLE V Membership Rights and Benefits
5.1 Membership Participation Rights.
Grower, Winery and Associate Members will be eligible to participate in all Association events, including Seminars. Friend of the Grape members will be able to participate in Seminars by paying the guest fee.
5.2 - Association Publications and Membership Listings
IGGPRA respects the members’ right to privacy and will not publish a member’s information, upon the member’s request If a member wishes to have their information withheld they can contact an board member to convey the request.
5.3 –Advertising Benefits
The Board shall establish a written policy and procedure for advertising through the Association, whether it be on the Association website or by other means. This policy and procedure will be posted on the Association’s website. This may be amended from time to time as is seen fit by the Board.
5.4 – Additional Member Benefits
The Board is also authorized to develop and provide additional member benefits. These benefits shall be communicated to the members.
ARTICLE VI - Association Funds
6.1 Designated Financial Institution
Association funds will be maintained in a checking account at Heritage Oaks Bank. There is currently a debit card associated with the Heritage Oaks Bank Checking account.
6.2 Signatures and Reconciliation:
The checking account shall have 3 authorized signers, typically the president, the vice president and the treasurer. One signature is required for all checks under $3,000.00, and two signatures are required for checks over $3,000.00. The authorized signers are NOT allowed to sign checks written to themselves or their business entities. The checking and other fiscal accounts will be reconciled by the IGGPRA bookkeeping service, current Golden Hills Bookkeeping.
6.2.1 Debit Card
IGGPRA has a Debit card associated with the checking account. The President of IGGPRA is the sole officer with the debit card. The purpose of the debit card is to provide for smaller on-going expenses through auto-debits and to secure items, such as facility deposits, that require a credit/debit card. Debit card transaction cannot be made between IGGPRA and the President or his/her business entities.
6.3 Auditing Requirements and Procedures
The Association will undergo an annual audit to take place the month following the ending of the fiscal year. Bank statements for the previous fiscal year should be compared to the minutes of the same 12 months. Checks, Budget, Bank statements and minutes should all match incoming and outgoing moneys. All actions taken by board should be reviewed to ensure policy and protocol was properly followed and documented regarding the request for funds, approval of funds, check signing and cash handling and deposits.
The audit should be performed by at least 2 board members and they shall be the audit committee. Any signer on any fiscal account shall not be part of the audit committee. The treasurer will provide all records requested and answer all questions of the audit committee.
The results of the audit shall be presented at the April Board meeting.
ARTICLE VII - Amendments to Policy
7.1 - Procedure to Amend Policy. The Policy shall be reviewed, as needed, by the Board of Directors. Suggestions for changes or amendments, with supporting arguments, should be addressed to the Board. Policy changes proposed by the Board shall be published to the members on the Association web page. Policy shall be amended by a majority of the Board of Directors.
