Native Plant Society of TexasGuadalupe County Chapter
Policies and Procedures
General PrinciplesBylawsPersonnel
Board of Directors/Officers Position DescriptionsCommittees and Interest Groups, CoordinatorsElection Process
Financial Management ProceduresNotes on PublicityProjects and Outside Activities
Preliminary Project Funding RequestPlant Sales ChecklistNative Plants WeekParticipation in other community events
General Principles
This chapter of the Native Plant Society of Texas promotes research, conservation and use of native plants and plant habitats in Guadalupe County through education, outreach and example.
This document is in addition to, not replacement for, the NPSOT Chapter Management Handbook, which is the state-wide authority.
Bylaws
Article I NameThe name of the organization will be the Native Plant Society of Texas, Guadalupe County Chapter.
Article II Purpose of ChapterThe purpose of the Guadalupe County Chapter is to promote understanding, preservation and enjoyment of the native plants and plant habitats of Texas through education, outreach and example in Guadalupe County.
Article III Membership Any person, family, or group who is a member of the Native Plant Society of Texas is eligible for membership in the Guadalupe County chapter. Each member is entitled to one vote on any question requiring a vote of the general membership. Membership dues are fixed by the state society, and are payable to the state society on the anniversary of membership.
Article IV Chapter Officers
1. Titles of OfficersThe officers of the chapter will be the president, vice president, secretary, treasurer, director 1, director 2, director 3 and immediate past president.
2. Duties of OfficersBecause officers’ duties might require adjustment as officers change, these will be specified in the chapter’s written procedures and policies.
3. Election of OfficersAll officers of the board or directors (with the exception of the immediate past president) will be elected by the chapter membership, or by the board of directors in case of an early vacancy. The president and treasurer can never be the same person.
4. NominationA nominating committee of at least three members will be appointed in June by the president and will present a slate of candidates to the chapter membership at the October chapter meeting.Following the presentation of this slate, nominations may be made from the floor on the condition that the nominee has agreed in advance to serve if elected. After that, the nominations will be closed.5. VotingVoting will take place at the November chapter meeting. If there is more than one nominee for an office, voting will be by show of hand or ballot. If there is only one nominee, voting will be by voice.
6. ServiceEvery elected officer will serve a two-year term and be eligible for one re-election to the same position, for a total of four consecutive years in a single position.All terms begin on January 1 following the November election.
7. ResignationAny elected officer may resign at any time by presenting that resignation to the board of directors either in person or in writing, and specifying the date on which the resignation is effective.
8. VacanciesA vacancy in an elected chapter office may be filled by vote of the board. An officer chosen by the board to fill an early vacancy will serve for the balance of the term of the departed officer, then will be eligible for normal election to that position if nominated.
Article V Board of Directors
1. MembershipThe members of the board of directors will be the chapter officers: president, vice president, secretary, treasurer, director position 1, director position 2, director position 3, and immediate past president. 2. DutiesThe duties of the board will be to implement the purposes and policies of the chapter and to promote the society.
3. MeetingsThere will be at least four board meetings yearly. The first will follow the election of chapter officers as promptly as possible. The others will be scheduled on at least a quarterly basis. Other meetings may be called at the discretion of the president or at the request of a majority of the board.
A quorum will consist of four members of the board. No business requiring a decision by the board may be conducted without a quorum.
Article VI Committees
1. Standing CommitteesThere are no standing committees.
2. Required CommitteeAs specified in Article IV above, a nominating committee of at least three chapter members will be appointed in June of every year and will present a
slate of candidates to the chapter membership at the October chapter meeting.
3. Other CommitteesOther committees will be created by the board as needed. These might include membership, publicity, special events, social, finance and budget, specific individual projects, and others. A committee may consist of any number of members, depending on members’ interest and the amount of work required.
Article VII Chapter MeetingsThe board of directors will decide the date, time and place of chapter meetings and notify the membership of their decision.
Article VIII Parliamentary AuthorityThe parliamentary authority for these bylaws is Robert’s Rules of Order Newly Revised, except where specifically stated otherwise in these bylaws. Members may refer to these rules or the NPSOT state bylaws for further information.Article IX Method of Amending the BylawsThese bylaws may be amended by a two-thirds vote of members present and voting at a chapter meeting after notice of the proposed changes has been presented to the membership at least thirty days in advance.
Article IX State SocietyThe chapter will operate in accord with the Native Plant Society of Texas and in compliance with the state society bylaws.
Article X DissolutionIn order to dissolve the chapter of the Native Plant Society of Texas, a resolution should be prepared, such as: “Resolved, that the Guadalupe County Chapter be dissolved as of (insert date).” This resolution may be preceded by a preamble setting forth the reasons for the dissolution. It is, in effect, a motion to rescind the bylaws, and therefore requires the same notice and vote to amend them. The required notice should be sent by mail to all members thirty (30) days before a vote is taken. In the event that the chapter is dissolved the treasurer will pay all outstanding bills and any other expenses of the chapter, and turn all remaining money over to the state treasurer of the Native Plant Society of Texas. The chapter treasurer will place a receipt for this money in his/her files, and place a copy of the receipt in the secretary’s minutes that will with all other files be sent to the state society’s office.
ARTICLE XI Financial Affairs
1. Fiscal Year
The fiscal year is the calendar year. At the beginning of every year, the board of directors will create and then will administer an annual budget.
2. Financial ReviewThe board will determine the type and extent of an annual financial review for the twelve months ending in December, and will appoint the person or persons to conduct the review. Such a review may range from a reconciliation of the books to an accountant’s formal review, as the board determines. The appointed person(s) will examine all books, records and accounts of the chapter and may request from all members of the chapter, including the board of directors, all information and explanations as may be required to perform this review. The board will present, without material omission, the completed financial report to the general membership at the next chapter meeting following the reconciliation.
Board of Directors/Officers
President
Manages, supervises or directs all chapter activities. Represents the chapter in all Society, public or other functions; is the primary contact for the Society and for all outside entities. Is an ex officio member of all committees except the nominating committee.
Duties
Preside over chapter and board of directors’ meetings. See that directors, committee heads, web master, etc. perform duties as assigned and expected.
Appoint appropriate members to non-elected board or committee positions.
When necessary, make decisions on behalf of the chapter after considering all possible needs, desires and options.
Serve as an ex officio member of the state board of directors, attend state board meetings or name another member to represent the chapter. The president or representative may vote on any matter that arises at these meetings.
Serve as the sole point of contact between the state office and the chapter, and the public and other outside organizations and the chapter.
With the treasurer, write and sign checks and pay bills via PayPal as necessary.
See that his/her name and contact information be displayed on the Society website, Facebook page and newsletter. All requests for information about the chapter that is not available on the chapter web site and Facebook page will be referred to the president.
Submit the mandatory annual report on chapter activities to the state office.
Qualifications
Computer literate.
Able to balance chapter needs, demands and responsibilities, consult with all interested parties, and make decisions on behalf of the chapter on matters not subject to vote.
Familiar with and able to use Roberts Rules of Order.
Vice President and Programs
Ensures timely, well-prepared, appropriate programs for chapter meetings; serves as president as needed.
Duties
As program director:
Locate and arrange for speakers at nine chapter meetings per year. Maintain contact with scheduled speakers to assure that they will appear.
Determine speakers’ needs, e.g., computer, projector, microphone, etc. and assure that those are present and working at meetings.
Draft announcements describing programs’ themes and speakers’ qualifications. Submit these to the publicity director for broadcast to members, interested parties and media in time to assure publication before the program takes place.
Introduce speakers at meetings.
As vice president:
Help define short and long range plans and goals for the chapter and actively work on implementing those goals.
Exercise function of president during any absences.
Perform other duties as directed by the president.
Attend and participate in state board meetings if president cannot attend.
Update Vice President Book. (?)
Qualifications
Knowledge of Texas native plants and of local experts in related fields; willingness to constantly acquire more knowledge and more contacts for future programs.
Ability to approach experts, persuade them to present at chapter meetings, and assure that they appear.
Ability to manage and operate the chapter’s audio-visual equipment (computer, projector, microphone)
Ability to draft timely meeting announcements.
Willingness and ability to assume chapter presidency if necessary.
Familiar with and able to use Roberts Rules of Order.
Secretary
Records and maintains the definitive documentation of all chapter and board of directors meetings, and all official chapter-related documents. Prepares correspondence as needed.
Duties
Attend all board of director and chapter meetings prepared to record minutes. Recruit a suitable substitute if unable to attend.
Record minutes of board of directors’ and chapter meetings. Submit minutes for review and correction to either the board or the membership, and update/correct and redistribute as needed. Keep all final minutes.
Maintain current and definitive bylaws and policies and procedures.
Prepare social and official correspondence as needed.
Participate in board meetings and perform other duties if requested.
Qualifications
Computer literate, with access to email and the internet. Well-organized, literate, knowledgeable and discerning in writing professional-quality minutes and correspondence.
Able to keep up with schedule of board and chapter meetings; prepare, submit and edit minutes as soon as possible after those meetings.
Familiar with Roberts’ Rules of Order.
Treasurer
Maintains all chapter financial records, collects funds and taxes, deposits funds in the chapter’s accounts, writes checks or pays bills by other means, reports as required and as necessary. Duties
Prepare an annual budget in collaboration with the president and/or the board of directors, and present it to the membership. Present accurate and up-to-date budget reports at all board of directors’ and chapter meetings.
Keep all financial records of the chapter, maintain and reconcile chapter bank or credit union accounts, and pay any chapter bills promptly and accurately. Collect, report and pay sales tax when required.
Assure that all the chapter’s financial activities (such as plant sales) are performed in compliance with Society rules and Texas state laws, including posting sales permits and sales tax permits as required at public venues, and correctly requesting and applying sales tax payment exemptions to items purchased for use or sale.
Assure that signature records for the bank or credit union are up to date so that current treasurer and current president are the only signatories for checks; assure that only president and treasurer have current access to the PayPal account.
Serve as ex-officio chair of the finance & budget committee.
Obtain, use and follow the Chapter Financial Guide from the state office, and all other Texas state and Society requirements. Use Quicken to maintain chapter accounts, and file required Society financial reports on line and on time.
Present an annual financial report to membership.
Assure that the chapter’s required annual financial audit or review be performed.
Qualifications
Computer literate. Able to use Quicken to maintain chapter accounts; able to access and use Society financial reporting tools; able to use PayPal.
Able to reconcile a bank or credit union account.
Director 1 Special Events
Plans, organizes, promotes and leads field trips and other occasions that advance the mission of NPSOT.
Duties
Locate, choose and announce an annual calendar of at least 4 field trips, coordinating dates in advance with the board of directors and with other events that might conflict (Native Plants Week, Earth Day, NPSOT annual symposium, etc.)
Contact outing venues directly, find and confirm guide services and any necessary materials, and if required, collect and disburse payment on behalf of attendees.
Promote events to all members through chapter meetings, the publicity director, the web master, the on-line calendar, print media and any other appropriate means.
Anticipate needs and communicate appropriate health and safety guidelines to attendees. Provide clear directions to the venue. Assure that every attendee, both members and guests, reads and signs the required NPSOT liability form.
Track attendees, answer members’ questions and send reminders.
Report attendance and results to the secretary for chapter records.
Maintain director notebook for future directors.
Attend all meetings of the board of directors.
Qualifications
Computer literate and accessible.
Creative and original in seeking, locating, researching, selecting, contacting and coordinating with events and venues that advance the NPSOT mission and that members will enjoy and learn from, and writing and presenting clear, brief, enthusiastic announcements of outings.
Able to plan and organize complex events well in advance of outing dates.
Director 2 Membership
Provides the first welcome at chapter meetings. Maintains membership and attendance records; coordinates as required with state membership office; provides support and general NPSOT information to members and guests at scheduled meetings and other functions
Duties
At meetings, set up and supervise a table to greet and welcome members and visitors, providing information on membership, planned and past activities, meeting schedule, publicity and other items of general NPSOT interest. Provide sign in rosters for members and guests, NPSOT membership information, and temporary nametags.
Oversee stock of items for sale – t shirts, aprons, plant ID stakes. Give any payments received, along with a list of items sold, to the treasurer at the end of each meeting. Order new items when needed.
Organize door prize awards.
Prepare and present membership report at board and chapter meetings.
Forward membership applications and renewal forms to the state office.
Maintain and archive attendance and membership rosters.
Order nametags for new members. Forward invoice, along with a check request, to the treasurer for payment.
At least annually, hand out member information (participation) forms; share results at the board meeting. (?)
Chair membership committee.
Qualifications
Computer literate, attentive to details, hospitable and welcoming.
Director 3 Publicity
Distributes publicity materials, program and meeting information, news on projects planned, in process and completed, etc. as widely as possible. Seeks out new opportunities to publicize the chapter, its programs and its activities. Maintains email lists of members and interested parties, and distributes information as required. May serve as webmaster.
Duties
Create and keep up-to-date list of publicity recipients (individuals, organizations, newspapers, radio stations, web sites, etc.), their email or on-line websites, and the date by which they need information.
Obtain or create program/meeting notices, attach to emails and send out. Reduce or reformat as needed for various websites. Draft original material as needed.
No later than two weekends prior to meetings, email members and interested parties the program/meeting flyer.
Distribute information regarding special events and items of interest to members and interested parties.
Seek out new opportunities to publicize the chapter and NPSOT. Once contact is made, find out how and when the publicity must be received.
As webmaster, if needed, keep both the chapter’s web site, Facebook page and on-line calendar up to date with all significant upcoming events, projects and meetings.
Qualifications
Computer literate, with access to email and the internet, able to post information on different websites in the formats those sites require. Literate, knowledgeable and discerning in writing professional-quality original material and in proofreading or checking material from others before posting or distributing.
Dependable: able to maintain contacts lists, and keep up with essential schedule of postings on all active media.
Immediate Past President
Has no official duties, but will attend and participate in board and chapter meetings, advising and recommending as appropriate.
Committees/Interest Groups, Coordinators Refreshments: Coordinates meeting refreshments and maintains inventory of paper goods. Scrapbook/Archives: Maintains chapter scrapbook with photos, meeting notices and minutes.
Schertz Butterfly Garden: Organizes chapter volunteer events, requests chapter funds as needed. See preliminary project funding request.
Bracken Bat Cave: Organizes chapter volunteer events, requests chapter funds as needed. See preliminary project funding request.
Park West: Organizes chapter volunteer events, requests chapter funds as needed. See preliminary project funding request.
Earth Day Plant Sale: Coordinates chapter staffing and donations, purchases wholesale plants as needed, coordinates signage and supplies, etc. See complete plant sales checklist.
Seed Exchange: Displays seed packets at meetings, manages inventory, reports donations.
Library Donations, Native Plant Week: Inquires at local libraries for book needs, coordinates purchase within budgeted funds, arranges donation event for publicity.
Webmaster: Maintains chapter website, Facebook page, and online calendar in a timely manner.
NICE Committee: In coordination with Lindheimer chapter NICE committee, attends joint meetings, provides public education duties, provides frequent contact with partner nurseries in Guadalupe County and maintains their stock of information materials.
Holiday Social: Coordinates December social/fundraiser.
Summer Social: Coordinates summer social/fundraiser.
Nominating Committee: Appointed by the president, recruits suitable candidates, presents ballot for election, determines and declares election winners after the chapter vote.
Election Process
The president will appoint three chapter members to the nominating committee in May.
The committee will determine which officers should be elected, will recruit candidates, and will present the ballot for election at the October meeting.
Voting will take place at the November meeting, and will include all members who are present at that meeting.
The committee will determine and declare election winners immediately following the election.
The new officers will take their positions on January 1.
Financial Management Notes
Annual:Draft yearly budget with committee consisting of the president and at least one other board member.Turn over records and be available for questions at the annual audit.
Reporting:
Mail or email copies of monthly bank statements to headquarters.
Prepare and submit quarterly financial reports to the state office:Go to the NPSOT website npsot.orgIn the lower right of the home page, click on “Leader Web”Login: name: guadaluupecounty Pwd: carya
“Chapter Financial Reports”Select “Click here for financial reports”Note: The statement amount for the report should be the total of the checking and savings accounts.
Collect and report sales taxes as needed. Mail checks for sales tax, as calculated by the quarterly report, to:NPSOTP.O. Box 3017Fredericksburg, TX 78624-1929
Publicity Notes: Send out properly formatted notices to appropriate contacts in a timely manner. For publications, radio and TV, send by the 10th of the month prior to the event.
Projects and Outside Activities
All projects must serve the mission of the Native Plant Society of Texas and its Guadalupe chapter.
All projects must be performed in and/or serve Guadalupe County.
All projects must be initiated by means of a completed Preliminary Project Funding Request form. If tentatively approved by the board of directors, the project’s originator may be invited to provide further information.
The chapter will spend no more than 25% of available funds on any one project. ‘Available funds’ include estimated income from the project, if any.
Preliminary Project Funding Request
Project information
What is the project’s name? _____________________________________________________
Briefly describe the finished product_________________________________________________________________________________
Is it a new or existing project? ___________________________________________________
Is this a one-time or long-term request? __________________________________________
How will/does the project contribute to NPSOT’s overall mission? ___________________________________________________________________________________________________
Where will the project be located or take place? ___________________________________
Who will the project serve? How will this population benefit?___________________________________________________________________________________
What are the criteria for success? What should happen as a result?__________________________________________________________________________________
Resources required
Who will be in charge of a new project’s implementation or this round of an existing project’s maintenance? __________________________________________________________________________________
Who will be in charge of maintenance over time? __________________________________
Will there be public participation? ________________________________________________
If so, how many members of the public (non-NPSOT) will be involved?_____________
How will that public participation be solicited? ___________________________________
What is the projected final cost or income? __________ Please attach a detailed budget.
How much total time over how long will the project require? __________________________
If regular maintenance will be required, how much time, how often, at what cost? ____________________________________________________________________________________
Submitted by: ____________________________________ Date: ____________________________
Email: ___________________________________________Telephone: _______________________
Plant Sales Checklist
Preparation:
Three months in advance - Ask for volunteers to raise/obtain plants for the sale: consider variety, popularity, outside publicity and demand.Begin collecting boxes/cardboard trays for customers to use.Complete preliminary project funding request for estimated costs if the annual budget does not include an allowance for the sale.Arrange for credit card acceptance.Circulate sign-up sheets at this and all subsequent chapter meetings to assure enough member participation.
Two weeks in advance -Locate the chapter’s copy of Texas Sales and Use Tax Permit form 01-300. It must be displayed at the sale. This is a permanent form; it does not have to be reprinted or refiled every year.Review pricing: how much can and should be charged? Use whole-dollar pricing that is easy to make change for, even if reduced for final sale.Obtain or create large “Sun” and “Shade” signs.Confirm supply of care cards and plant ID cards.Organize:the two large advertising signsfolding table and chair for cashiercash boxplant care cardsstands for plant labels3 stands, white boards, and colored felt pens to post pricesNPSOT literature and application formssignup sheet for customer contactsNICE trifold displaybungee cords and zip tiesPopsicle sticks or other ways to mark sold plants with buyers’ names
Two days in advance -Obtain appropriate change.Prepare sign for sold plant holding area.
Setup:Arrange tables in a rectangle with one single entrance into the open center.Erect shelter/cover.Erect or hang all signs.Post framed copy of Texas Sales and Use Tax Permit - form 01-300Assure that every side looks interesting and approachable.Designate and mark holding area for paid-for plants.
Arrange plants on tables as appropriate.Lay out NICE trifold, NPSOT literature, and sign-up sheet.Set up card table, folding chair and cash box in center space.
Sales:Greet everyone who approaches.Give potential customers trays/boxes and invite them to fill them.Mention that cash, checks and credit cards are welcome.Mention that we will hold paid-for plants for later pickup. Plants will not be held, even for members, until they are paid for.
Take money, check or credit card to cashier, return change to customer.Find and give care cards to buyer.Insert a marker into each paid-for plant that will be held; the marker must include the word ‘sold’ and the buyer’s name.
Native Plants Week
Participation in Community Events
The chapter
NICE
