Contracted Services

FNPS has paid contractors that provide membership services, and program support, and ensure compliance with the required legal and financial documentation of the organization. All paid contractors are supervised by the Vice President of Administration, and their contracts are currently renewed or re-advertised at the pleasure of the Board on a two-year basis. In some cases, multiple services are provided by the same contractor. At the time of Handbook edition, Administrative Services, Membership Services, and Conference Registration are included in a single “Administrative Services” contract. Miscellaneous services, such as web page development and updates, bulk mailing, grant writing, and grant services may also be contracted on an as-needed basis. All contracts are reviewed and approved by the FNPS Board of Directors, and are available for review on-line on the FNPS forum.

Executive Director

  • Provides guidance and coordination for event and program planning.
  • Acts in coordination with the FNPS Conference Committee to facilitate conference planning and program development.
  • Provides oversight for operations of the Society, including administration, organizational coordination, and development activities.
  • Supports, facilitates and integrates the projects of Society committees to maximize their impact.
  • As liaison, clearly articulates the Society’s vision to the public and membership, and promotes appropriate linkages with partner organizations, advocacy entities, and governmental officials at all levels.
  • Prioritizes activities in accordance with the Society’s strategic plan and mission, and facilitates revision and refinement of the strategic plan over time.
  • Plans for, facilitates, and coordinates programs that implement the Society’s strategic plan in a manner that optimizes results in relation to the resources of the Society.
  • Provides consultation to Chapters regarding operations.

Consolidated Administrative Services

As of 2010, Administrative Services, Memberships Services and Conference Registration are combined in a single contract for Consolidated
Administrative Services.
The administrator is responsible for receiving all communications and payments to FNPS sent to the mailing address. The administrator also responds to questions and requests via mail, email, and telephone for the items listed below:
  • Membership dues
  • New/ Renewal memberships
  • Membership brochures
  • Processing Donations (Endowment Fund, Earthshare, or other)
  • Distributes and manages year-end Annual Fund Campaign.
  • FNPS stationery
  • Maintaining the inventory of Palmetto back issues

Membership Service. The contractor for this service enrolls and communicates with members, manages membership funds, collects data on members, including preferences and enrollment in Action Alerts. The Membership Service contract encompasses maintaining the FNPS membership database and reports for mailings, quarterly FNPS Chapter Support Summaries, and monthly FNPS Chapter membership reports. Reports are sent to the bookkeeper, the FNPS VP of Administration and the Membership Committee Chair.
  • Updates membership and Board of Directors information (name, address, telephone number, or email)
  • Files reports with the bookkeeper, FNPS Vice President of Administration, and FNPS Membership Committee Chair
  • Provides mailing lists or labels for FNPS activities
  • Tracks preferences of members regarding participation in action alert program and electronic distribution of Sabal minor.

Conference Registration. The FNPS annual conference is one of the main educational program and fundraising events. It is co-hosted by a FNPS Chapter and FNPS to offer educational seminars for members and the public. Conference registration service is currently contracted at a per person rate. Conference registration services include: processing registration forms, oversight of on-line registration and the database of registrations, providing updates of the database to conference chairs, and providing a final report of the conference data.

Accounting Services

The contractor for Accounting provides bookkeeping services, accounts payable, and accounts receivable for the Society. Working with the FNPS Treasurer, the accountant performs the following duties:
  • Disbursing FNPS funds as approved by the Treasurer and/or the Board of Directors.
  • Filing all financial reports required by local, state, or federal laws, such as Form 990 with the state Department of Internal Revenue, solicitation reports, excise and intangible tax reports, and an annual report to the State of Florida.
  • Providing all needed copies of reports to grantors or allied organizations.
  • Ensuring that the financial records of the Society are audited annually by an independent Certified Public Accountant.
  • Being available as a resource to assist local chapters with bookkeeping or financial questions.
  • When requested, giving the president and the Board a report and account of the foregoing transactions.

Financial Audit Services

The Society contracts annually for professional independent review and certification of accounting practices.

Palmetto Editor

The current contractor for the Palmetto performs article selection, editorial services, design and print coordination for the Society’s quarterly magazine. The contractor invites submission of articles and supporting visuals for inclusion, and manages vetting for accuracy and alignment with FNPS mission through collaboration with the appropriate Committees, such as Science or Conservation.

Sabal Minor Editor

The Sabal Minor is the organizational newsletter for the Society, and is published every other month. The Sabal Minor contractor solicits and manages submissions from the FNPS Board, Chapters and members, and provides editorial and distribution services. The Sabal minor is also distributed electronically via the Society’s listserv and website. Electronic distribution is currently coordinated with FNPS Communications.

Lobbyist

Subject to availability of funds, FNPS purchases the services of a lobbyist to follow, analyze and interpret the activity in the Florida Legislature. This includes identifying bills and proposed legislative action directly related to the FNPS mission. The lobbyist offers opinion to the FNPS throughout the session on priorities for advocacy and action.