SOP for FNPS 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) acting as the organization's CEO, 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 and 4) serve as chair of the Executive Committee.

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;

  • Be knowledgeable of the Florida Native Plant Society, Inc. (FNPS) Bylaws and Society Handbook and all the material contained therein.

  • Work with the Executive Director and staff and/or contractors 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 meeting inotifications are sent to officers and BOD members via email or postal mail a minimum of 2 weeks in advance of each meeting, and posted on the FNPS Forum. Meeting information includes but is not limited to agenda, meeting location, means of joining the meeting electronically, maps, hotel accommodations, previous meeting minutes (may be posted on the FNPS Forum), budget information (if applicable).
  • Maintain a list of Executive Committee members and Board of Directors 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.
  • Serve as a voting or ex officio member of Board Committees
  • Sign deeds, mortgages, bonds, contracts or other instruments authorized by the Board unless authority delegated to other Officers or Executive Director according to organization’s financial policies.President oversees employment status of Executive Director, and annual evaluations of organizational progress.
  • Hold check and contract signing authority, and other ministerial duties.  Such authority and duties may be delegated to the Executive Director by the Board of Directors pursuant to policies approved by the Board. 
  • Owner of all operations accounts, along with Treasurer and Executive Director. 

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.

Vice President for Administration

The 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 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.
  • The Vice President for Administration 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.

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;
    • Facilitate signing of accepted contracts
  • Ensure distribution of copies as follows: 
    • Provide one copy of each contract to the Executive Director who will place it in the virtual and/or physical office as required and who will provide a copy to the Bookkeeper for reference, uploading into Quickbooks online, and file it with the annual financial records to be retained for at least seven (7) years.
    • Provide one copy  to the contractor.
    • Provide a copy to any Committee chair and other officers as applicable applicable to their function(s).
    • Confirm fulfillment of contract terms.
    • Assist the Executive Director in the review of contractor service invoices, after acceptance by the applicable committee chair, or in the case of the Bookkeeper and Auditor, by the Executive Director.
    • May survey the Chapters regarding contractors’ service record
    • Complete the following yearly calendar schedule for FNPS activities:
  • Annual Schedule of Duties - VP Admin

Annual Schedule of Duties - VP Admin
Click here to view the Annual Calendar

Vice President for Finance

General 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.
  • 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:
      • 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
  • Advise the President and the Board of Directors of investment and expenditure strategies for long range planning.
  • Select 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 Executive Director and Treasurer in review of the annual audit and financial report.
  • 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 Directors 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 of oversight and 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.

When the treasurer first takes office, an appointment is made with the Executive Director 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.
  • Oversee maintenance of complete, accurate, and up to date accounts of all financial transactions of FNPS including assets, liabilities, receipts, and disbursements.
  • Review financial statements and transaction records monthly to assure compliance with the FNPS annual budget, policies, and applicable laws.
  • Oversee the filing of all financial reports required by local, state, or federal laws, such as Form 990 with the federal Department of the Treasury (Internal Revenue Service), and solicitation reports, excise and intangible tax reports, and an annual report to the State of Florida. The Treasurer has the authority and responsibility of signing Federal and State tax returns with Board approval.
  • Ensure that the financial records of the Society are audited annually by an independent Certified Public Accountant. Present annual audits or finanancial reviews to the Board prior to filing tax returns.
  • Be available as a resource to assist chapters with bookkeeping or financial questions.
  • 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.
  • Oversee the preparation of the annual budget.
  • Maintain oversight of organizational revenues and expenses to assure compliance with annual budget.  As necessary, Treasurer may present budget amendments to the Board for review and approval. 
  • Treasurer shall work with VP Finance (and finance committee) in long term financial planning. 
  • Treasurer shall work with Executive Director in future year budget planning
  • Treasurer shall be a primary owner of all organizational bank and brokerage accounts

Annual Schedule of Duties - Treasurer

Click here to view the Annual Calendar 

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.  Record keeping, preparation and keeping of minutes and other ministerial duties of the Secretary may be delegated to the Executive Director/Staff by consent of Secretary and Board of Directors.

  • Assure the maintenance of all Society files and records including 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 reviewed by the Executive Director and President and posted on the FNPS 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.
  • Review and ensure compliance with all organizational record keeping policies.
  • Provide corporate records and governance meeting minutes to qualified FNPS members upon request, in concurrence with Florida State law. 
Copyright © 2019-11-19 Florida Native Plant Society