THE NATIVE PLANT SOCIETY OF TEXAS

Administrative Handbook

Table of Contents

Page

Section I General information and contacts

Introduction2

Contacts:

State Board: officers, committees; advisors; coordinator 3

Section II Organization information

Bylaws5

Standing Rules8

Section III Chapter information

Forming a new chapter16

Chapter ideas18

Suggestions for chapter activities20

Money matters for chapters; financial reporting requirements22

Section IV Annual Meeting

Schedule of annual meetings/symposia24

Awards and award procedures 25

Section V Newsletter information

Advertising policies and prices; native resource listing policies and prices27

Section VI Organizational miscellany

Guidelines on lobbying, legislation etceteras28

Plant collection policy29

Sample release from liability form30

Boy Scout Award Procedures31

DemonstrationGarden Program34

Section VII NPSOT History

Past presidents 36

NPSOT award recipients 37

Office location:320 West San Antonio Street, Fredericksburg, TX78624

Mailing address:P.O. Box 3017, Fredericksburg, TX78624

830 997-9272

Email address:

REVISED 7-3-2007

Section I: General Information and contacts

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Introduction

The Native Plant Society of Texas ("NPSOT") was founded in 1981 for the purpose of protecting the botanical legacy of Texas. The mission of NPSOT is to promote the conservation, research and utilization of the native plants and plant habitats of Texas, through education, outreach and example.

NPSOT was originally organized as an unincorporated association. As a not-for-profit, publicly supported membership organization, it was granted nonprofit tax- exempt status under Section 501(c)(3) of the IRS Code. In January 1994, NPSOT incorporated as a nonprofit corporation. NPSOT is funded primarily by the annual dues of its members and by individual and corporate contributions and foundation grants. Membership is open to individuals, families, groups, and businesses sharing an interest in and an appreciation of the native plants of Texas.

The NPSOT NEWS, the organization's newsletter/journal, is published quarterly and distributed by mail to all current members. The NEWS is not sold to the general public. The NPSOT NEWS includes feature articles on a range of subjects relating to native plants, and a calendar of local, regional and national events.

Another regular statewide activity of NPSOT is its annual members' meeting, held each October in a different vegetation region of Texas. In addition to a business session, the central focus of the NPSOT state meeting is an educational symposium celebrating the unique flora of that particular region. At this convention, NPSOT also honors individuals who have made significant contributions to the field of Texas native plants, through its annual awards ceremony and banquet. Field trips, exhibitions, and seminars complete the weekend program.

More than 30 chapters across Texas help to further the mission of NPSOT at the community level. These chapters form a network of semi-autonomous groups, each with independently planned activities open to NPSOT members and to the general public. NPSOT chapters receive a portion of all membership dues paid to the state organization from their area, funds, which help to support local activities.

The State Board of NPSOT is composed of representatives from each chapter, with officers elected yearly by the membership. While NPSOT is a primarily volunteer organization, continuity is provided through a paid coordinator who perform the day-to-day office activities. Currently, Jennifer & Michael McBride of McBride Consulting & Servicesprovide this service.

NPSOT occupies a StateOfficeBuilding located at 320 West San Antonio Street in Fredericksburg, Texas. Normal operating hours of are 10am to 3pm. The headquarters are open to the public and provides public information, research materials, items for sale, and maintains the general operations of the day to day workings of the organization.

NPSOT Corporation identification no.: #1297664

NPSOT Federal Employer identification no.: #74-2697896

NPSOT offices: 320 West San Antonio Street

Fredericksburg, TX78624

NPSOT mailing address:

P.O. Box 3017, Fredericksburg, TX. 78624

NPSOT phone: 830 997-9272

NPSOT fax: 866 527-4918

NPSOT email:

NPSOT website:

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ELECTED STATE OFFICERS – 2006

President

Melissa Miller

326 E. Dewey Dr.

San Antonio, Texas78212

210-733-0034

Immediate Past President

Bill Lindemann

884 Loudon Rd.

Fredericksburg, Texas78624

830-997.8917

President Elect

Phyllis Dolich

116 Longhorn Trail

Georgetown, TX. 78628-4871

512.869.0356

Vice President Administration

Carol Feldman

P.O. Box 224077

Dallas, Texas75222

972-980-1730

Vice President Finance

Gailon Hardin

2311 Perkins Rd.

Arlington, Texas76016

817-457-4703

Vice President Publications

Carol Perry

2601 Austin Avenue

Waco, TX76710

254-754-6936

Vice President Chapter Liaison

Helena van Heiningen

8020 Llano Ave.

Ft. Worth, Texas76116

817-244-5338

CONTRACT POSITIONS

Coordinators

Mike and Jennifer McBride

846 CherryMountainLoop

Fredericksburg, Texas78624

830-997-9272

Web Master

Mike McBride

846 CherryMountainLoop

Fredericksburg, Texas78624

830-997-9272

APPOINTED POSITIONS

Historian

Open

Botanical Advisor

Lynn Sherrod

4512 Gretna Green Lane

Tyler, TX75703

903-939-2227

Environmental Liaison

Owen Yost

4516 Coyote Point

Denton, TX76208

940-382-2099

Educational Liaison

Bruce Evans

9506 Meadowbriar

Houston, TX77063

713-281-2738

Discussion List Monitor

Don Richardson

2709 Robinhood Circle

Pearland, TX77581

281-997-0485

Audit Committee

Bob Pickens, Columbus, TX 979-732-5058

term expires 2007

Sue Tracy, Medina, TX 830-589-7124

term expires 2008

Ron Loper, Whitehouse, TX 903-839-7695

term expires 2009

Nancy Masterson, Seguin, TX, 830-303-0332

term expires 2010

Jason Spangler, Austin, TX, 512-249-7868

term expires 2010

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Section II Organization rules: bylaws

Bylaws of the Native Plant Society of Texas

Approved by the membership 10/16/93;

adopted by the Corporation 1/15/94

amended 10/21/05, 10/21/06

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ARTICLE I. NAME

The name of this society shall be the Native Plant Society of Texas; the Society may also be known as NPSOT.

ARTICLE II. PURPOSE OF SOCIETY

The purpose of the Native Plant Society shall be to promote the research, conservation and utilization of native plants and plant habitats of Texas through education, outreach and example.

ARTICLE III. MEMBERSHIP

Section 1. MEMBERSHIP

A. Any person, family or group who pays the proper dues is eligible for membership in the Society.

B. Each membership entitles the person or group to one vote on any question requiring a vote of the general membership of the Society. The right of a group to vote shall be exercised by an individual, designated in writing by that group as its official delegate. A family shall be entitled to two votes.

C. Honorary Life Membership may be conferred upon selected persons as recommended by the State Board and approved by the membership. An Honorary Life member shall be entitled to all the privileges of membership but shall not be required to pay dues.

Section 2. DUES

A. Membership dues of the Society shall be fixed by the State Board and revised periodically as needed.

B. Membership in the Society commences on the date dues payment is received by the State office, and is renewable annually from that date.

C. If dues are not renewed within two calendar months following the anniversary date of initial membership, that member shall be dropped from the membership roll.

Section 3. CHAPTERS

A. Any group of ten or more memberships in the Native Plant Society of Texas may petition the State Board to form a local chapter; adopt bylaws not inconsistent with the State; and take any other actions that are not contrary to the State Bylaws. A member of the society may choose to be a member of any chapter.

B. Each Chapter shall elect a Chapter President and may elect a board if it wishes.

C. Each Chapter President shall see that programs promoting the objectives of the Society are provided for the chapter, and shall provide a written account of chapter finances to the State Office on a regular basis.

D. The current Chapter President, or another representative designated by each Chapter on a yearly basis, shall represent that Chapter as a voting member of the State Board, and shall serve as liaison for that chapter with the State Board.

E. All current Chapter Presidents, or other representative designated by each Chapter, shall meet during the AnnualState meeting to select from their number a Nominating Committee for State Officers.

ARTICLE IV. STATE OFFICERS

Section 1. TITLES OF OFFICERS

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President

Immediate Past President

President-Elect

Vice-President Administration

Vice-President Chapter Liaison

Vice-President Finance

Vice-President Publications

Vice-President Education

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Section 2. ELECTION OF STATE OFFICERS

All officers of the State Board (with the exception of the President, Immediate Past President, and the Chapter representatives) shall be elected by the membership at the Annual State Meeting:

  1. President-Elect, Vice-President Administration, Vice-President Chapter Liaison, Vice-President Finance, Vice-President Publications, Vice-President Education.
  2. Nominating Committee.
  1. All Chapter Presidents (or another designated representative from each chapter), shall meet during the October State Meeting, to choose from their number a Nominating Committee. This Committee shall be responsible for seeking out candidates for State Office positions, with attention to applicable skills and experience, willingness to serve the Society, geographical distribution and other factors the Committee agrees to be relevant. At this initial meeting, representatives from six chapters will constitute a quorum. The Nominating Committee shall be composed of no fewer than four members.
  2. The Nominating Committee shall submit to the Vice-President Publications the slate of nominees and their qualifications in time to be listed in the NPSOT News issue immediately preceding the Annual State Meeting. The Committee must have the consent of all nominees to serve in the office for which they are nominated.
  3. The Chair of the Nominating Committee shall present the Committee's report at the AnnualState meeting.
  1. Nominations may be made from the floor, on the condition that the nominee has agreed in advance to serve if elected.
  2. If there is more than one nominee for an office, voting shall be by show of hand. If there is only one nominee, voting shall be by viva voce.
  3. All State Officers shall serve a one-year term (but never more than two one-year terms consecutively). The only exception to this rule shall be the office of Vice-President Publications whose unique expertise is not readily available in the rank and file membership. All terms begin at the close of the Annual State Meeting.
  4. A vacancy in an elected State Office may be filled by vote of the State Board.

Section 3. RECORDS

Each officer shall deliver the records of office to the successor upon expiration of the term of office or the termination of an officer's duties for any reason.

Section 4. REIMBURSEMENT FOR EXPENSES

No member of the State Board may receive payment from the Society for activities or for travel on behalf of the Society, but may be reimbursed for such out-of-pocket expenses as have been agreed to in advance, and budgeted by, the Finance Committee.

ARTICLE V. ANNUAL STATE MEETING

Section 1. TIME AND PLACE

The Annual State Meeting of Members shall be on the third Saturday in October at a location decided upon by the State Board.

Section 2. QUORUM

The presence of five percent of the membership shall constitute a quorum.

ARTICLE VI. STATE BOARD

Section 1. MEMBERSHIP

  1. The voting members of the State Board shall be the State Officers: President, Immediate Past President, President-Elect, Vice-President Administration, Vice-President Chapter Liaison, Vice-President Publications, Vice-President Finance, Vice-President Education, and one Chapter Representative (the current Chapter President or other designated member of that chapter) from each NPSOT Chapter. State Officers may not vote simultaneously as Chapter Representatives. Non-voting members shall be Presidential appointments, and chairs of standing and special committees.
  2. Proxy: State Officers unable to attend a Board Meeting may vote by proxy by sending a signed note authorizing another State Officer to cast this vote; Chapter Representatives may send a substitute representative from their Chapter, or sign a proxy note authorizing another member of the State Board to cast their vote.
  3. Quorum: A quorum shall consist of eight members of the State Board, of which at least five must be state officers and three must be chapter presidents/representatives. No business requiring a decision by the State Board may be conducted without a quorum.

Section 2. DUTIES

The duties of the State Board shall be to implement the purposes and policies of the state-wide organization and to promote the Society.

Section 3. MEETINGS

There shall be at least four State Board Meetings yearly. The first shall immediately follow the Annual State Meeting. The other three shall be regularly scheduled for the third Saturday in January, April, and July. Other meetings may be called at the discretion of the President or at the request of a majority of the voting membership of the State Board.

ARTICLE VII. STANDING AND SPECIAL COMMITTEES

Section 1. HISTORIAN

  1. Composition: The Historian shall be appointed by the President. The Historian may select others to assist as needed.
  2. Duties: The Historian shall keep a history of the Native Plant Society of Texas from the beginnings to the present and shall obtain a copy of the annual minutes for the history book.

Section 2. AWARDS COMMITTEE

  1. Composition: The Chair of the Awards Committee shall be appointed by the President. Members representing various geographical regions and native plant related disciplines shall be appointed by the Chair.
  2. Duties: Each year, the Awards Committee shall propose a slate of awardees, for the various awards given by the Society, to the State Board for approval. The Committee may propose changes in criteria when deemed appropriate.

Section 3. OTHER COMMITTEES

Such other committees, standing or special, shall be appointed by the President, with the approval of the State Board, as the Society or the State Board shall from time to time deem necessary to carry on the work of the Society.

ARTICLE VIII. PARLIAMENTARY AUTHORITY

The rules contained in the most recent edition of Robert's Rules of Order Newly Revised shall govern the Society in all cases to which they are applicable and in which they are not inconsistent with these Bylaws or any special rules of order this Society may adopt.

ARTICLE IX. METHOD OF AMENDING THE BYLAWS

These Bylaws may be amended by two-thirds of the votes cast, provided written notice of each proposed amendment is submitted to the membership at least thirty days before the votes are to be counted. Voting may be by mail or at the State Annual Meeting.

ARTICLE X. DISSOLUTION CLAUSE

In the event of the dissolution of the Native Plant Society of Texas, the assets of the Society, remaining after payment of or provision for all debts and liabilities of the Society, shall be distributed as shall be determined by the State Board only to such organization(s) organized and operated exclusively for educational and scientific purposes as shall at the time qualify as tax-exempt charitable organization(s) under Section 501(C)(3) of the Internal Revenue Code.

Section II- Organization rules: standing rules

Standing Rules

The State President shall create, subject to the approval of the State Board, such standing rules as may be deemed suitable, necessary and convenient to accomplish the aims of NPSOT as set forth in the bylaws. These standing rules may be amended by majority vote of those present at any regularly scheduled meeting of the State Board.

I. ADDRESS

The address of the Native Plant Society of Texas shall be

P.O. Box 3017. Fredericksburg, Texas, 78624

Telephone: 830 997-9272

II. DUES

A. Dues shall be established by membership category as followseffective May 1, 2006:

Student$15

Senior (age 65$20

Senior Couple (one must be 65)$30

Individual$25

Couple/Family$40

Group$50

Patron$100

Benefactor$250

Supporting$500

Corporate Sponsor$1,000

Lifetime Membership (Inc. couples) (One time payment) $1,000

B. All membership dues shall be paid to the State in full, which shall then reimburse fifteen percent of dues received to the appropriate chapter, when applicable [that chapter selected by the member, or, if none is indicated, the closest chapter,] on a quarterly basis, upon receipt of the chapter's quarterly financial report and sales tax report.

In instances when a chapter collects membership dues directly from its members, that chapter is responsible for forwarding them promptly to the State office to assure timely processing. (See information below about membership terms, benefits and renewal information.)

III. MEMBERSHIP

A. New Member Packet: The following will be sent to each new member:

  1. A thank you letter from the President on behalf of the State Board.
  2. Information about chapter affiliation.
  3. Bibliography of recommended native plant books; book order form.
  4. To patron and benefactor members (new and renewing), a handwritten acknowledgment from the VP Administration.

B. Foreign memberships: Foreign memberships will be accepted at regular membership rates plus a $5.00 charge for postage.

C. Membership terms, benefits and renewal information: Membership in the Society, which commences on the date that member's dues payment is received by the State office, is renewable annually from that initial date (expiration date is shown on the member's mailing label).

Annual membership benefits, besides voting privileges [see Bylaws Article III], include a year's subscription to the NPSOT NEWS beginning with the first issue published after that member's dues are processed.

The State Office sends renewal notices directly to each member by the end of the month before that member's expiration date, with a reminder notice at the end of the final month of membership. If the State office within two calendar months following the expiration of membership does not receive dues, that member shall be dropped from the roll.

IV. FINANCE AND BUDGET

A. Revenue generated from sources other than membership dues, including interest on the checking account, shall be used for state activities, with the exception of the Westel program, fifty percent of which income shall be rebated to the participating chapters on a biannual basis.

B. The State will contribute $100.00 to any newly formed chapter (a new chapter which has signed on a minimum of 10 memberships) to help defray start-up expenses.

C. Financing of AnnualState Meeting. The State Meeting is to be financed from State funds, through registration fees paid to the State. Expenses approved by the State Board and paid by the local chapter shall be reimbursed from State funds. Any surplus funds from the Annual Meeting shall be used for State activities.

D. Expenses incurred in the performance of their duties by Board Members may be reimbursed when so authorized (see Article Four, Section 5 of the Bylaws). Alternatively, the individual may itemize all non-reimbursed expenses and consider them a charitable gift; on request, the NPSOT state office shall provide a letter acknowledging that contribution.