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AWG Calendar

This is the operational calendar for AWG, which was put into effective during the fiscal year 2001.

DATE EVENT or DEADLINE
October 1 Start date of Fiscal Year.  Deadline for yearly dues to aid in determining the annual budget and to provide a member count (members).
Mid October Send out call for applications for Chrysalis Awards (Chrysalis Committee Chair).  AGI membership information due to AGI (President).
Fall Fall Board of Director's Meeting, immediately preceding the Geological Society of America Annual Meeting (see April/May to begin planning).  AWG Booth in the GSA Exhibit Hall (needs reservation in May).  Other GSA Programs (workshops, etc; - need planning in Jan-Feb).  Outstanding Educator Award presented at the AWG Breakfast
October 31 Deadline for Year-end reports from outgoing committee chairs - submit to overseeing officer.
November 1 Deadline for November/December Gaea Submissions.  Include call for nominations for officers from Past President. Include Goldring Award winner (from Paleo Society liaison).
November 15 Year-end Chapter Treasurer's reports (using the AWG Financial Reporting Form) due to the AWG Office. Dues rebates mailed to rebated earning Chapters whose reports have been received (Business Manager). 
December 31 End of first Quarter. End of Membership Year
January 1 Begins calendar year for Memberships.  Deadline for January/February Gaea Submissions begin planning program for GSA meeting; deadline for GSA announcements in February (President, ExComm).
January 15 Dues payments made after this date assessed a late fee (Business Manager).  Remaining Chapter Rebates sent to Chapter Treasurers (if chapter financial reporting forms have been submitted) (Business Manager).  Non-reporting Chapters reminded to do so to avoid IRS fines and separate IRS filing.  Mail reminder letters to non-renewing members (Business Manager).
January 31 Deadline for renewals/new memberships for inclusion in 2001 directory.  Drop non-renewing members (classify them as inactive; Database Manager).  Notify non-renewers of drop (Database Manager).  Deadline for submission of AGI Member Society Information (President).  Membership rosters sent to Chapter Secretaries, Association Secretary, Association Editor (Database Manager).  Deadline for Annual Report (President).
February 1 Deadline for nominations for AGI award for "Contributions for Public Understanding of Geology" (nomination from Awards Committee; to AGI through President).
February 15 Directory finalized, printed, and mailed; password-protected version added to web site (Database Manager and Webmaster).  EXCOM Teleconference - contact committee chairs for reports (setup by President-Elect).  Income Taxes due to the US IRS, CA, and CO (MN?; Business Manager, Treasurer). 
March 1 Deadline for March/April Gaea Submissions
March 31 End of 2nd Quarter
Spring Spring Board of Director's Meeting (planned by President-Elect).  Nominations Committee finalizes ballot.
April - May Program Coordinator contacts GSA and reserves booth in a high-visibility locality, reserves room for AWG Breakfast at GSA, reserves room(s) as needed for other GSA programs (workshops, speakers).
April 15 Mid-year financial reports due from Chapter Treasurers
May 1 Deadline for May/June Gaea Submissions.  Include RFP for AWGF (proposal deadlines late Aug/early Sept) (President reminds AWGF President).  Past-President finalizes next year's ballot.
June 30 End of Third Quarter
July 1 Mail Ballots for FY 2001 Officer Elections, email and regular mail (ballot put together by Past-President; Mail ballots included in Gaea by Editor; E-Mail ballots sent out by Project Coordinator).  Deadline for July/August Gaea Submissions.  Announce Chrysalis Winners (Chrysalis Scholarship Committee Chair).  Deadline for returning Outstanding Educator Award reviews for GSA publicity (OEA coordinator).
August 1 Memberships paid or renewed after this credited to FY 2002.  Report number of full-time professionals to AGI and pay dues (Business Manager).  Deadline for receipt of election ballots (ballots sent to and tallied by Project Coordinator).
mid-August EXCOM Teleconference, to include newly elected officers (setup by President-Elect). Web Site Updated with Election results (Business Manager sends tally to President who sends it to Webmaster, Gaea Editor, Publicist).  Finalize GSA BOD meeting plans/logistics, set Registration Fees.  Web site is updated with Fall meeting and events, and other information (President notifies Webmaster and Publicist).
September 1 Deadline for September/October Gaea Submissions.  Publish Outstanding Educator Award winner (article written by OEA Committee Chair and submitted to Editor in a timely fashion).  Call for nominations for next year's OEA award winner.  Make sure office is well-supplied with envelopes and updated renewal forms (Database Manager and Project Coordinator). 
September 15 Program reports due to President-Elect and President.  Program chairs submit annual activity reports to President-Elect.  Chapters submit Chapter reporting forms to AWG Secretary.  Ad for AGI GSA Geotimes due (President).
September 30 End of Fiscal Year.  Web site is updated with new EXCOM Officers, Chapter Officers, Fall meeting and events, and other information (President notifies Webmaster and Publicist). 

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Laurie Scheuing
Acting Webmaster

Updated 03/26/12
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