Standard Operating Procedures for Executive Officers

President

Selection: As the principal officer representing FNPS, the president shall (1) preside at all meetings of and make reports to members and the Board, (2) have general supervision of FNPS affairs, and (3) perform all such other duties that are either incidental to the office or delegated to the office by the Board.

General Duties

  • Preside at all meetings of and make reports to members and the Board;
  • Have general supervision of FNPS affairs;
  • Perform all such other duties that are either incidental to the office or delegated to the office by 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.
  • Work with the Executive Director and staff to schedule the Executive Committee, the Board of Directors quarterly meetings and teleconference or video conference meetings. The locations of quarterly physical meetings shall be varied so as to not burden chapter members who drive great distances to the meeting sites. Work with the Executive Director to provide a yearly meeting schedule posted on the FNPS Society Calendar early in the year, so that representatives and officers can adjust their schedules well in advance to attend these meetings.
  • Solicit items for discussion for Executive Committee and Board of Directors quarterly meetings prior to setting agendas for meetings.
  • Work with the Executive Director to assure that information is sent out via email or posted on the FNPS Forum or by US Mail related to maps to the meeting location, meeting agenda, hotel accommodations, previous meeting minutes, budget information (if applicable) to the Officers and Directors, and Administrative Services Contractor a minimum of two weeks in advance of the quarterly meetings.
  • 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.
  • Interact with officers, board members, staff, and contractors to resolve issues as they arise and transfer requests for additional information to appropriate parties. The Secretary of FNPS shall be copied on all official letters generated by the President.
  • 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


Vice President for Administration

The Florida Native Plant Society (FNPS) Vice President for Administration is selected by the FNPS nominating committee and approved by vote of the general membership. The traditional venue for this procedure is at the annual FNPS Society conference in the presence of the attending general membership. However, the President of FNPS, with a majority vote of the Board of Directors (BOD) may dismiss the existing Vice President for Administration and appoint another until such time as an appropriately nominated Vice President for Administration can be presented to the general membership.

General Duties

  • 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.
  • Will 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 shall work with the Executive Director on contracted services. Currently FNPS contracts for the following services: Bookkeeper, Auditor, Consolidated Administrative Services, Palmetto, Conference Registration, Sabal minor, and other services as needed.

Specific Duties

The Vice President for Administration shall:
  • Have such powers and duties as may be delegated by the Board or the President;
  • Have the responsibility of overseeing contracts for staff and contracted services;
  • Work with the Executive Director to solicit and process contract proposals:
    • Solicit and review proposals for inclusion of pertinent items to include contractor’s name, address, phone, email, list of functions and responsibilities, compensation schedule, terms and conditions, effective dates and validation;
    • Contact applicants’ references for verification of skills and knowledge;
    • Facilitates signing of accepted contracts, and ensures distribution of copies as follows:
  • One copy of the original signed contract is placed in the FNPS virtual and/or physical office as required.
  • The second is delivered to the contractor.
  • A copy of each contract is maintained by the Executive Director in the virtual and/or physical office as required. .
  • A copy of each contract is delivered to the Treasurer for budget purposes
  • A copy of each contract is delivered to the Bookkeeper for reference and then is filed with the annual financial records, which are saved for seven (7) years
  • Committee chairs and other officers shall receive copies of contracts applicable to their function(s).
  • Confirm fulfillment of contract terms.
  • Assist the Executive Director in the review contractor service invoices, after acceptance by the applicable committee chair, or in the case of the Bookkeeper and Auditor, by the Treasurer.
  • May survey the Chapters regarding contractors’ service record;
  • Complete the following yearly calendar schedule for FNPS activities:
Table 2. Yearly Schedule of Duties - VP Admin
Month
Action
Monthly
Review contractor invoices
July/August
Receive Renewal from insurance company, complete and return
August/September
Assist the Executive Director in the solicitation of contract proposals in preparation for Board of Directors for review prior to October Board of Directors meeting.

Vice 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.
  • The Finance Committee, under the direction of the Vice President of Finance, shall assist the Executive Director in the following:
    • Long range strategic fiscal planning for the FNPS
    • Knowledge of the current state of the FNPS budget, profit and loss statements, balance sheets, and major financial instruments or accounts. For example:
      • Expense and Revenue accounts
      • Endowment Fund contributions and Certificates of Deposits or other instruments as deemed appropriate by the Board of Directors
      • Publications to include sale of published merchandise
      • Conference budget
      • Earth Share of Florida
      • Grants awarded to the FNPS or Chapters through FNPS
  • Advice to the President and the Board of Directors of investment and expenditure strategies for long range planning.
  • Preparation of Finance Committee findings and presentation of same to the President and the Board of Directors.
  • Selection of the Finance Committee members from the Board of Directors, and the Chapter Representatives and past Board members or Chapter Representatives.
  • 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.
  • Seek agreement and approval from and coordinate financial matters with the Executive Director and FNPS Treasurer,
  • Assist the Executive Director andTreasurer in preparation of the annual budget and present the yearly budget to President, the Board of Directors and the general membership when requested by the Treasurer and approved by the President.
  • Be prepared to present the status of FNPS finances at Executive Committee meetings, Board of Directors meetings and general membership meetings.
  • Work with the Executive Director to prepare the Annual Development Plan with strategic goals for developing the revenues of FNPS. Present the Annual Development Plan to the Finance Committee for review and input prior to presentation to the Board of FNPS for final approval.

Treasurer

Duties of the Treasurer

General Note: FNPS has contracted for a bookkeeper, auditor and an administrator to handle many of the details below. However the responsibility to see the functions through remains with the Treasurer. The Treasurer is ultimately responsible for all the duties and reporting as stated in the FNPS Bylaws and Handbook. Only invoices approved by the applicable committee chair are to be paid. Most contractor service invoices will be reviewed and approved by the Executive Director or VP for Administration.
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.
  • Keep and maintain complete, accurate, and up to date accounts of all financial transactions of FNPS including assets, liabilities, receipts, and disbursements.
  • Deposit all money and other valuables in the name and to the credit of FNPS with such depositories as approved by the Board of Directors.
  • Disburse FNPS funds as approved by the Board of Directors.
  • File 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.
  • Provide all needed copies of reports to grantors or allied organizations.
  • Ensure that the financial records of the Society are audited annually by an independent Certified Public Accountant.
  • Be available as a resource to assist chapters with bookkeeping or financial questions.
  • When requested, present the president and the Board of Directors with a report and account of foregoing transactions.
  • 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.
  • 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.
  • Prepare a Treasurer's report for each Executive Committee and Board meeting.

Table 3. Yearly Schedule of Duties for the Treasurer

Month
Action
Monthly
Review the Financial Statements and General Ledger provided by the bookkeeper for accuracy
January
Request volunteer hours for pro-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.

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.
By May 15th
The Income Tax return is due for the previous year by May 15th. The verified records should be sent to the auditor by mid March.
May 30
Auditor prepares the Audited Financial Report after the income tax return has been filed.
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
Prepare and distribute the annual report for the Palmetto.
July
The budget process begins. Present preliminary budget to the Executive Committee. Request budget figures from contractors.
August
Present preliminary budget to the Board of Directors with current year's analysis and request Committee budgets be prepared for the coming year within 45 days of that date.
October
Budget review is completed.
November
Present budget for approval by the Board of Directors. Send copies to the Executive Committee, Executive Director and the bookkeeper. Request annual reports from committees

Secretary

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.
  • Maintain all Society files and records other than those maintained by the Treasurer, President, other members of the BOD and contractors. This includes original copies of documents, archival minutes and correspondence, and all new information generated during the term. All documents shall be filed in the FNPS virtual and/or physical office as required.
  • Meeting minutes and reports shall be forwarded to the Executive Director, President for review and posted on the Forum within two weeks following the meeting. When requested, Abbreviated BOD Meeting minutes shall be prepared and forwarded to the editor of the Sabal Minor and/or The Palmetto. The Secretary 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, Abbreviated BOD Meeting minutes shall be prepared and forwarded to the editor of the Sabal Minor and/or The Palmetto. The Secretary will make every effort to meet a pending publication deadline, but if not critical, the Abbreviated Minutes shall be forwarded within two weeks.
  • 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.
  • Performs duties as above when directed by the EXCOM or BOD, at a meeting or via conference call, email or another communication method that includes appropriate representation.