THE NATIVE PLANT SOCIETY OF TEXAS
Administrative Handbook
Table of Contents
Page
Section I General information and contacts
Introduction 2
Contacts:
State Board: officers, committees; advisors; coordinator 3
Section II Organization information
Bylaws 5
Standing Rules 8
Section III Chapter information
Forming a new chapter 18
Chapter ideas 20
Suggestions for chapter activities 22
Money matters for chapters; financial reporting requirements 24
Section IV Annual Meeting
Schedule of annual meetings/symposia 26
Awards and award procedures 27
Section V Newsletter information
Advertising policies and prices; native resource listing policies and prices 29
Section VI Organizational miscellany
Guidelines on lobbying, legislation etceteras 30
Plant collection policy 31
Sample release from liability form 32
Boy Scout Award Procedures 33
Demonstration Garden Program 36
Section VII NPSOT History
Past presidents 38
NPSOT award recipients 39
Addendum Number 1 IRS Tax Status Letter
Office location: 320 West San Antonio Street, Fredericksburg, TX 78624
Mailing address: P.O. Box 3017, Fredericksburg, TX 78624
830 997-9272
Email address:
REVISED 1-2007
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 & Services provide this service.
NPSOT occupies a State Office Building 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, TX 78624
NPSOT mailing address:
P.O. Box 3017, Fredericksburg, TX. 78624
NPSOT phone: 830 997-9272
NPSOT fax: 866 527-4918
NPSOT email:
NPSOT website: www.npsot.org
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ELECTED STATE OFFICERS – 2006
President
Melissa Miller
326 E. Dewey Dr.
San Antonio, Texas 78212
210-733-0034
Immediate Past President
Bill Lindemann
884 Loudon Rd.
Fredericksburg, Texas 78624
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, Texas 75222
972-980-1730
Vice President Finance
Gailon Hardin
2311 Perkins Rd.
Arlington, Texas 76016
817-457-4703
Vice President Publications
Carol Perry
2601 Austin Avenue
Waco, TX 76710
254-754-6936
Vice President Chapter Liaison
Helena van Heiningen
8020 Llano Ave.
Ft. Worth, Texas 76116
817-244-5338
CONTRACT POSITIONS
Coordinators
Mike and Jennifer McBride
846 Cherry Mountain Loop
Fredericksburg, Texas 78624
830-997-9272
Web Master
Mike McBride
846 Cherry Mountain Loop
Fredericksburg, Texas 78624
830-997-9272
APPOINTED POSITIONS
Historian
Jane Crone
Fredericksburg, Texas 78624
Botanical Advisor
Lynn Sherrod
4512 Gretna Green Lane
Tyler, TX 75703
903-939-2227
Environmental Liaison
Owen Yost
4516 Coyote Point
Denton, TX 76208
940-382-2099
Educational Liaison
Bruce Evans
9506 Meadowbriar
Houston, TX 77063
713-281-2738
Discussion List Monitor
Don Richardson
2709 Robinhood Circle
Pearland, TX 77581
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 Annual State 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:
A. President-Elect, Vice-President Administration, Vice-President Chapter Liaison, Vice-President Finance, Vice-President Publications, Vice-President Education.
B. 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 Annual State meeting.
D. Nominations may be made from the floor, on the condition that the nominee has agreed in advance to serve if elected.
E. 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.
F. 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.
G. 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
A. 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.
B. 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.
C. 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
A. Composition: The Historian shall be appointed by the President. The Historian may select others to assist as needed.
B. 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
A. 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.
B. 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.