Recent Changes

Monday, April 2

  1. page FNPS Society Governance edited ... Society Governance Bylaws ... Plant Society (FNPS) Bylaws form ... and/or mail-in vot…
    ...
    Society Governance
    Bylaws
    ...
    Plant Society (FNPS) Bylaws form
    ...
    and/or mail-in vote which would adhere to the guidelines under Articles 4.073 & 4.074.vote.
    A copy of the most recent Bylaws is available on the FNPS website.
    Code of Ethics
    ...
    BODBoard of Directors
    The Board of Directors (Board) shall consist of not more than 22 Directors composed of the following: (a) all Officers of the Society (b) three Directors representing the Council of Chapters (see Article 12.0); and (c) up to 12 but not less than eight other Directors, comprised of three Directors-at-Large, all standing committee chairs, President Elect or Past President (as applicable), and the Executive Director serving as an ex-officio, non-voting member of the Board. In the case of elimination of standing committees or vacancies, the number of Directors serving in this category may be reduced, with a minimum of eight being required. These Directors are accountable for implementation of the strategic goals and initiatives of the Society.
    .
    Legally, the FNPS corporation operates independently of the FNPS Chapters under the governance of its Board. Although official affiliation of Chapters is governed by the Society’s Bylaws, FNPS Chapters are also independent organizations responsible for complying with all applicable federal, state and local laws and regulations. That said, you will see that the Society provides leadership, representation, guidance, funding, and other umbrella services to the Chapters; the Chapters provide Board Members, innovations, and local representation to the Society as a whole.
    Executive Director
    The Executive Director serves as an ex-officio, non-voting member of the Board. Under direction of the Board of Directors (BOD), the Executive Director is responsible for the leadership and management of all program and service areas of the Florida Native Plant Society. The Executive Director provides strategic direction, and develops business, donor and membership networks for the purpose of furthering FNPS’s mission. Furthermore, he/she is responsible for all administrative and operational aspects of the organization, including efficient and successful communication between and among Board of Directors, Council of Chapters, individual chapters, staff and contractors. Execution of FNPS Mission - Supervise all FNPS programs and projects, as outlined in FNPS Strategic Plan and annual plans. As the Executive Director, it is imperative that frequent communication with FNPS Committees and Chapters that are involved in mission work is maintained.

    Executive Committee
    The Florida Native Plant Society's policy decisions and daily operations are governed by an Executive Committee is composed of
    ...
    or President-elect, and one Board
    ...
    Council of Chapters.Chapters, and the Executive Director. Under the
    Executive Committee meetings typically occur four times a year in addition to full board meetings, with the President determining the place and time. Meetings may be held in person or by telephone conference call or Internet meeting software. The Executive Committee conducts FNPS operations as defined by the roles and responsibilities of their positions, and by direction from the full FNPS Board.
    Standing Committees
    ...
    may have Sub-CommitteesSubcommittees that implement
    Standing Committees currently include Communications, Conference, Conservation, Education, Finance, Land Management Partners, Membership, Landscape, Policy & Legislation, and Science.
    The president may appoint the chairs of the Society’s standing committees subject to ratification of the Board. The chair of any committee may recruit and appoint its members as long as they are members of the Society in good standing. Whoever creates a committee has the duty to establish and change its goals, and the power to terminate it and to end an appointment to it.
    (view changes)
    8:17 am
  2. page FNPS Society Governance edited ... Bylaws The Florida Native Plant Society Bylaws form the framework that the Board of Directors…
    ...
    Bylaws
    The Florida Native Plant Society Bylaws form the framework that the Board of Directors must follow to govern FNPS and FNPS Chapter activities. FNPS Chapters may develop their own bylaws, provided they are consistent with those of FNPS. The FNPS Bylaws are reviewed on a periodic basis and may be amended by an affirmative vote of three-fourths of the members present at any annual meeting, or at any other meeting of members; or by an affirmative vote of at least a 60% majority of the members participating in an on-line vote and/or mail-in vote which would adhere to the guidelines under Articles 4.073 & 4.074.
    FNPSA copy of the most recent Bylaws {BylawsRevised_2016May21.pdf} (most recently amended May 2016)is available on the FNPS website.
    Code of Ethics
    Governance and decision making for the Society are governed by a code of ethics that has evolved over time and through policy. The central ethics of the Society appear below.
    ...
    Adherence to Florida and Federal Laws. The Society is dedicated to operations consistent with both state and federal law, from fiscal management, to copyright, to behavior on field trips. The actions of FNPS elected officers and designees conducting FNPS business are held to this standard, and actions in violation of law are disavowed by the Society.
    Non-discrimination. The FNPS Board approved the following statement on July 10, 2004:
    ...
    sexual orientation, gender identity or expression, age, political
    BODBoard of Directors
    The Board of Directors (Board) shall consist of not more than 22 Directors composed of the following Directors:following: (a) all
    ...
    the Society (President, Vice-president for Administration, Vice-president for Finance, Secretary, and Treasurer) and the President-elect or Past President; (b) 3three Directors representing
    ...
    Chapters (see below);Article 12.0); and (c)
    ...
    to 12 but not less than eight other Directors, comprised of 3 Directors at Large andthree Directors-at-Large, all standing committee chairs.chairs, President Elect or Past President (as applicable), and the Executive Director serving as an ex-officio, non-voting member of the Board. In the
    ...
    minimum of 8.eight being required. These Directors
    ...
    the Society. The Board shall meet a minimum of quarterly, with one meeting to be held at the annual conference. For details about meeting notices, et cetera, please refer to the Society Bylaws.
    .

    Legally, the FNPS corporation operates independently of the FNPS Chapters under the governance of its Board. Although official affiliation of Chapters is governed by the Society’s Bylaws, FNPS Chapters are also independent organizations responsible for complying with all applicable federal, state and local laws and regulations. That said, you will see that the Society provides leadership, representation, guidance, funding, and other umbrella services to the Chapters; the Chapters provide Board Members, innovations, and local representation to the Society as a whole.
    Executive Committee
    (view changes)
    8:08 am
  3. page FNPS Officers SOP edited ... Duties of the Secretary The Secretary shall be present to record minutes/reports at all meeti…
    ...
    Duties of the Secretary
    The Secretary shall be present to record minutes/reports at all meetings of the Executive Committee (EXCOM), Board of Directors (BOD) and General Membership. If, for some reason the Secretary cannot fulfill duties, she/he shall make every effort to find a temporary replacement.
    ...
    the term. TheseAll documents shall be passed tofiled in the incoming Secretary within one month of the annual FNPS Membership Meeting, which takes place at the annual conference. Should the annual conference, and hence the Membership Meeting, take place some time before the end of the term, the schedule for transfer of records shall be adjusted accordingly.virtual and/or physical office as required.
    Meeting minutes
    ...
    to the Executive Director, President for review and other pertinent members for distribution toposted on the BODForum within two
    ...
    the meeting. This shall be accomplished by E-mail whenever possible, but those that request a hard copy sent via parcel postWhen requested, Abbreviated BOD Meeting minutes shall be obliged. The Secretary should coordinate withprepared and forwarded to the President at the beginningeditor of their terms regarding their shared responsibilities (i.e., some Presidents prefer that the Sabal Minor and/or The Palmetto. The Secretary distribute meeting minutes).will make every effort to meet a pending publication deadline, but if not critical, the Abbreviated Minutes shall be forwarded within two weeks.
    .

    When requested,
    ...
    critical, the Abbr.Abbreviated Minutes shall
    Assists other board members with correspondence, FNPS file research and other pertinent duties, when requested. A reasonable time-frame for these requests should be agreed upon by both parties.
    ...
    conference call, E-mailemail or another
    (view changes)
    7:50 am
  4. page FNPS Officers SOP edited ... By January 20th Registration for the Solicitation of Contributions Act is due before January …
    ...
    By January 20th
    Registration for the Solicitation of Contributions Act is due before January 20th. A renewal package will be sent to FNPS approximately 60 days prior to this date.
    April 30
    Prepare a 1 page annual financial statement for the Society's Annual Report.

    By May 1st
    The Uniform Business Report is due by May 1st. A renewal notice will be sent to FNPS after the 1st of the year.
    ...
    May 30
    Auditor prepares the Audited Financial Report after the income tax return has been filed.
    April 30
    Prepare a 1 page annual financial statement for the Society's Annual Report.

    Annual Conference
    Prior to the conference, ensure that the administrator has the appropriate GL codes for the registration form. Attend the conference with applicable paperwork from FNPS banks to ensure that signers can be added or changed. Prompt the Secretary to bring the corporate seal to the conference, bring a supply of manual checks, Ensure copy of an invoice and approval of the conference committee chair(s) before any checks are written.
    (view changes)
    7:47 am
  5. page FNPS Officers SOP edited ... May 30 Auditor prepares the Audited Financial Report after the income tax return has been fil…
    ...
    May 30
    Auditor prepares the Audited Financial Report after the income tax return has been filed.
    April 30
    Prepare a 1 page annual financial statement for the Society's Annual Report.

    Annual Conference
    Prior to the conference, ensure that the administrator has the appropriate GL codes for the registration form. Attend the conference with applicable paperwork from FNPS banks to ensure that signers can be added or changed. Prompt the Secretary to bring the corporate seal to the conference, bring a supply of manual checks, Ensure copy of an invoice and approval of the conference committee chair(s) before any checks are written.
    Set up a temporary/seasonal credit card account and 2 machines for the conference registration. The conference registration contractor is copied on emails with Vantiv to connect the conference registration with the credit card processor. Have a credit card machine available for the Silent Auction payments on Saturday. After the conference, reconcile the credit transactions with the registration data and bank records for bookkeeping.
    June
    ...
    for the Palmetto and the Society's Annual Report.Palmetto.
    July
    The budget process begins. Present preliminary budget to the Executive Committee. Request budget figures from contractors.
    (view changes)
    7:45 am
  6. page FNPS Officers SOP edited ... Review the Financial Statements and General Ledger provided by the bookkeeper for accuracy Ja…
    ...
    Review the Financial Statements and General Ledger provided by the bookkeeper for accuracy
    January
    Committee reports dueRequest volunteer hours for annual reportpro-bono services provided to manage the society. Prepare a 1-page overview for the Annual Report.
    By January 20th
    Registration for the Solicitation of Contributions Act is due before January 20th. A renewal package will be sent to FNPS approximately 60 days prior to this date.
    ...
    Auditor prepares the Audited Financial Report after the income tax return has been filed.
    Annual Conference
    ...
    checks are writtenwritten.
    Set up a temporary/seasonal credit card account and 2 machines for the conference registration. The conference registration contractor is copied on emails with Vantiv to connect the conference registration with the credit card processor. Have a credit card machine available for the Silent Auction payments on Saturday. After the conference, reconcile the credit transactions with the registration data and bank records for bookkeeping.

    June
    ...
    for the Palmetto.Palmetto and the Society's Annual Report.
    July
    The budget process begins. Present preliminary budget to the Executive Committee. Request budget figures from contractors.
    (view changes)
    7:45 am
  7. page FNPS Officers SOP edited ... Monthly Review contractor invoices January/February Meet with contractors June/July Surv…
    ...
    Monthly
    Review contractor invoices
    January/February
    Meet with contractors
    June/July
    Survey Board of Directors and Council of Chapters for contractors’ service records

    July/August
    Receive Renewal from insurance company, complete and return
    August/September
    SolicitAssist the Executive Director in the solicitation of contract proposals and send toin preparation for Board of
    ...
    Directors meeting.
    October
    Present report on contract proposals at the Board of Directors meeting.
    November Board of Directors Meeting
    Present contracts to Board of Directors for vote.

    VPFinanceVice President for Finance
    Duties
    Perform duties as directed or specified by the FNPS President or the Board of Directors;
    Will read the Florida Native Plant Society, Inc. (FNPS) Bylaws and Society Handbook and be familiar with all the material contained therein.
    Records. Officers shall keep in an orderly way all documents and records relating to their responsibilities and duties, and shall file them in the FNPS virtual and/or physical office as required.

    Chair the Finance Committee to consist of members from the Board of Directors, Chapter Representatives and past Board members or Chapter Representatives.
    ...
    Finance, shall be responsible for FNPS financial matters as may be assigned by competent authority to include:assist the Executive Director in the following:
    Long range strategic fiscal planning for the FNPS
    A working knowledgeKnowledge of the
    Expense and Revenue accounts
    Endowment Fund contributions and Certificates of Deposits or other instruments as deemed appropriate by the Board of Directors
    ...
    Review the monthly financial statements as prepared and provided by the FNPS Bookkeeper.
    Assist and advise the Treasurer in review of the annual audit and financial report.
    ...
    with the Executive Director and FNPS Treasurer, assist
    Assist
    the TreasurerExecutive Director andTreasurer in preparation
    Be prepared to present the status of FNPS finances at Executive Committee meetings, Board of Directors meetings and general membership meetings.
    PrepareWork with the Executive Director to prepare the Annual
    TreasurerTreasurer
    Duties of the Treasurer
    ...
    the FNPS By-lawsBylaws and Handbook.
    ...
    by the Executive Director or VP for
    When the treasurer first takes office, an appointment is made with the bookkeeper to review the records and to establish a working relationship. The treasurer calls and introduces him or herself to the administrator, auditor and, in fact, to all the contractors that FNPS relies on for our business and information.
    The Treasurer will read the Florida Native Plant Society, Inc. (FNPS) By-laws and Society Handbook and be familiar with all the material contained therein.
    ...
    Such other duties as delegated by the members, the Board, or these bylaws, in keeping with state and federal laws.
    Prepare a Treasurer's report for each Executive Committee and Board meeting.
    ...
    and shall deliverfile them to their successor atin the expiration of their term of office.”FNPS virtual and/or physical office as required.
    Prepare a Treasurer's report for each Executive Committee and Board meeting.
    Table 3. Yearly Schedule of Duties for the Treasurer
    (view changes)
    7:38 am
  8. page FNPS Officers SOP edited ... Contact applicants’ references for verification of skills and knowledge; Facilitates signing …
    ...
    Contact applicants’ references for verification of skills and knowledge;
    Facilitates signing of accepted contracts, and ensures distribution of copies as follows:
    ▪ OneOne copy of
    ...
    as required.
    ▪ The

    The
    second is
    ...
    the contractor.
    ▪ A

    A
    copy of
    ...
    required. .
    ▪ A

    A
    copy of
    ...
    budget purposes
    ▪ A

    A
    copy of
    ...
    (7) years
    ▪ Committee

    Committee
    chairs and
    ...
    their function(s).
    ● Confirm

    Confirm
    fulfillment of contract terms.
    ● Assist

    Assist
    the Executive
    ...
    the Treasurer.
    ● May

    May
    survey the
    ...
    service record;
    ● Complete

    Complete
    the following
    Table 2. Yearly Schedule of Duties - VP Admin
    Month
    Action
    Monthly
    Review and approve contractor invoices
    January/February
    Meet with contractors
    (view changes)
    7:25 am
  9. page FNPS Officers SOP edited ... Standard Operating Procedures for Executive Officers President ... FNPS affairs, and (3)…
    ...
    Standard Operating Procedures for Executive Officers
    President
    ...
    FNPS affairs, and (3) direct and supervise contract services, and (4) perform all
    General Duties
    Preside at all meetings of and make reports to members and the Board;
    Have general supervision of FNPS affairs;
    Direct and supervise contract services;
    Perform all such other duties that are either incidental to the office or delegated to the office by the Board of Directors;
    Be responsible for schedulingWill read the Florida Native Plant Society, Inc. (FNPS) Bylaws and Society Handbook and be familiar with all the material contained therein.
    Work with the Executive Director and staff to schedule
    the Executive
    ...
    teleconference or videoconferencevideo conference meetings. The
    ...
    meeting sites. Teleconference or videoconference meetings shall not conflictWork with regularly scheduled chapter meetings.
    Provide
    the Executive Director to provide a yearly
    Solicit items for discussion for Executive Committee and Board of Directors quarterly meetings prior to setting agendas for meetings.
    AssureWork with the Executive Director to assure that information
    ...
    and Directors, Executive Director and Administrative
    Maintain a list of Executive Committee members and Board of Director members who will not be attending the meeting, request updates from committee chairpersons to post reports on the FNPS Forum and provide an excused absentee list to Secretary at the meetings.
    ...
    officers, board membersmembers, staff, and contractors
    Replace and/or appoint Committee Chairs and Officers as necessary to complete the mission of FNPS.
    Assist in the long range planning for organizational development and financial stability.
    Although other officers are responsible for accomplishing many of the milestones, it is the President’s responsibility to provide oversight to make sure these items are completed. Some of the action item dates (e.g., Endowment Awards and elections) may vary depending on the date of the Annual FNPS Conference.
    Table 1. Society Planning Calendar
    ...
    The Vice President for Administration shall have such powers and duties as may be delegated by the Board or the President.
    The Vice President for Administration shall exercise the functions of the president during the absence or disability of the president.
    TheWill read the Florida Native Plant Society, Inc. (FNPS) Bylaws and Society Handbook and be familiar with all the material contained therein.
    The
    Vice President for Administration has been assignedshall work with the responsibility forExecutive Director on contracted services.
    ...
    Bookkeeper, Auditor, Membership,Consolidated Administrative Services, Palmetto, Conference Registration, Web Page Maintenance, Administration, PublicationsSabal minor, and other
    Specific Duties
    The Vice President for Administration shall:
    Have such powers and duties as may be delegated by the Board or the President;
    ...
    of overseeing contracts for staff and contracted services. Contracted services includeservices;
    Work with
    the Executive Director, Bookkeeper, Auditor, Membership services, Conference Registration, Administration, Publications and other services as needed;
    Solicit
    Director to solicit and process contract proposals:
    Solicits for contract services. Reviews

    Solicit and review
    proposals for
    Contact applicants’ references for verification of skills and knowledge;
    Distributes contract proposals to the President and/or Board of Directors, with report on references and any comments/recommendations, for review;
    Negotiates changes and/or terms as decided by President and/or Board of Directors;
    Distributes final contract proposals and President recommendations to the Board of Directors for review prior to November board meeting;
    Present contracts to the Board of Directors for vote at November meeting;
    Facilitates
    Facilitates signing of
    ...
    contracts, and distributesensures distribution of copies as follows:
    The President receives one

    ▪ One copy
    of the two original signed contracts
    The
    contract is placed in the FNPS virtual and/or physical office as required.
    ▪ The
    second is
    ...
    the contractor.
    A

    ▪ A
    copy of
    ...
    maintained by Vice President for Administration.
    A
    the Executive Director in the virtual and/or physical office as required. .
    ▪ A
    copy of
    ...
    budget purposes
    A

    ▪ A
    copy of
    ...
    (7) years
    Committee

    ▪ Committee
    chairs and
    ...
    their function(s).
    Notify Board of Directors of contract acceptance, termination, or non-renewal;
    Meet with contractors to establish a working relationship, transfer records and materials, and initiate expected procedures, and establish time-lines.
    Maintain regular communication with all contractors.
    Resolve problems.
    Confirm

    ● Confirm
    fulfillment of contract terms.
    Request reports or attendance at meetings.
    Review and approve

    ● Assist the Executive Director in the review
    contractor service
    ...
    the Treasurer.
    Serve as a liaison between contractors and Board of Directors.
    May

    ● May
    survey the
    ...
    service record;
    Complete

    ● Complete
    the following
    Table 2. Yearly Schedule of Duties - VP Admin
    Month
    (view changes)
    7:23 am
  10. page FNPS Contractors edited Contracted Services ... supervised by the Executive Director and the Vice ... Board on a t…

    Contracted Services
    ...
    supervised by the Executive Director and the Vice
    ...
    Board on a two-yearan annual basis. In
    ...
    time of this Handbook edition, Administrative Services, Membership Services,Services and Conference RegistrationMembership Services are included
    ...
    FNPS forum.
    TOC490646459Executive 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 2010,2015, Administrative Services, Memberships Services and Conference RegistrationMemberships Services are combined
    ...
    for Consolidated Administrative Services.
    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:
    ...
    FNPS stationery
    Maintaining the inventory of Palmetto back issues
    ...
    to the Executive Director, bookkeeper, the
    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. TheRegistration
    The
    FNPS annual
    ...
    It is co-hostedhosted annually by FNPS in a FNPS Chapter and FNPSdifferent region of the state to offer
    ...
    the public. Conference registration service is currently contracted at a per person rate. Conference registration
    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:
    ...
    The Society contracts annually for professional independent review and certification of accounting practices.
    Palmetto Editor
    The current contractor forSabal Minor is the Palmetto performs article selection, editorial services, design and print coordinationorganizational newsletter for the Society’s quarterly magazine.Society, and is published every other month. The Sabal Minor contractor invites submission of articles and supporting visuals for inclusion,solicits and manages vetting for accuracy and alignment withsubmissions from the FNPS mission through collaboration withBoard, Chapters and members, and provides editorial and distribution services. The Sabal minor is distributed electronically via the appropriate Committees, such as Science or Conservation.Society’s listserv and website.
    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.
    (view changes)
    7:04 am

More