OPERATING HANDBOOK
East Texas Chapter
Texas Master Naturalist Program
Table of Contents
A: DUES
D: DUTIES OF OTHER BOARD MEMBERS
G. ADOPTION AND AMENDMENT OF THE CHAPTER OPERATING HANDBOOK (COH)
This document serves as the Operating Handbook for the East Texas Chapter of Texas Master Naturalists. It follows the Chapter Management Guidelines of the state Master Naturalist Program. The East Texas Chapter is governed by this document in conjunction with the Chapter Bylaws.
The Chapter is a non-profit, volunteer organization having 501(C) 3 designation from the IRS. As such, the Chapter has tax-exempt status and is able to accept donations which are tax-exempt.
Establishment of Dues. The Board of Directors may, with approval of a majority of members present at a duly called and convened general membership meeting, set and change the amount of an initiation fee, if any, and the annual dues, if any, payable to the Chapter. The Board of Directors must notify all voting members 60 days prior to the general meeting that subject of increased dues will be brought before the convened general membership for action. The Board of Directors under special circumstances may waive individual membership fees, on a case-by-case basis, if set by a majority vote of the Board of Directors.
Dues Schedule. Dues shall be payable in advance of the first day of January in each fiscal year. If dues are not paid by March 31 in each fiscal year, then all privileges afforded a certified member are rescinded until dues are paid.
Dues. The Treasurer shall present a list of members with unpaid dues to the Chairman of the Membership Committee and to the Secretary within five (5) days after the February General Meeting.
The Chairman of the Membership Committee shall notify those members in arrears that if their dues are not paid prior to April 1 that all privileges are rescinded until the dues are paid. Notification may be by conventional mail or email.
The Treasurer shall present a list of members in good standing to the Chairman of the Membership Committee and to the Secretary by the 5th day of April. When dues are paid after this date, the list of members in good standing will be updated and redistributed prior to the next monthly meeting. Only members in good standing have voting privileges.
Officers
President
Vice-President
Secretary
Treasurer
Chapter Advisors
Additional Board Members
Past President
Chair - Curriculum & Advanced Training Committee
Membership and Public Relations Committees
i. Chair for Membership
ii. Chair for Database
iii. Chair for Newsletter
iv. Chair for Outreach
v. Chair for Chapter Archives
vi. Chair for Hosting
Chair - Volunteer Service Projects Committee
President.
Presides at all meetings of the Chapter.
Serves as Chair of the Board of Directors.
Creates committees and appoints committee chairs, subject to the Board's approval
Is an ex-officio member of all committees.
Signs all Board-approved documents that may be legally binding on the chapter
Co-signs checks with another officer in the absence of the Treasurer.
Presents an annual report at the last annual meeting of the chapter
Becomes Immediate Past President upon completion of term as President.
Works with the membership chair to fulfill and submit the chapter’s annual report to the state office annually.
Votes when there is a tie.
In the absence of a past-president, the president will reassign necessary responsibilities.
Vice President.
a. Assists the President and acts for the President in his absence.
b. Develops and maintains the chapter’s calendar of activities, and provides it to the chapter webmaster, the chapter newsletter editor, and the Outreach Coordinator.
c. Schedules chapter programs and field trips for membership meetings
d. Notifies membership of field trip requirements (i.e. water, safety, maps, logistics, etc.)
e. Introduces speaker or trip leader and ensures they are recognized appropriately.
Secretary.
Conducts all necessary chapter correspondence.
Records, publishes and preserves the minutes of all meetings of the Board of Directors, General Membership meetings or special meetings;
Furnishes the minutes of each meeting to all members within seven (7) days of any meeting (via email) and makes them available (minus the Treasurer’s report) to the webmaster for inclusion on the Chapter web site.
Keeps a record of attendance at each meeting and whether a quorum for voting is present.
Maintains a hard copy file of all minutes, correspondence, current Bylaws, Operating Handbook and Chapter Management Guidelines .
Brings to each meeting the minute book, a copy of the bylaws, ,Operating Handbook, a list of all committees and a copy of the parliamentary authority adopted by the Chapter;
Provides the members and Advisors with a list of officers and committee chairs, including their names and contact information. This list should be distributed prior to the February membership meeting each year. This list should be updated and redistributed as changes occur.
Treasurer.
Maintains budget and accounting records.
Receives all dues and monies for the Chapter and maintains them in the chapter bank account.
Keeps an account of all income, expenses, disbursements and other financial matters.
Pays all bills upon receipt of a written statement or receipt. Treasurer or President and one other officer shall sign all checks, drafts or other instruments for payment of money or notes of the Chapter.
Makes a monthly report to the membership and provides a hard copy to the Secretary to file with the monthly minutes.
Develops an annual budget for approval by the Board of Directors.
Presents the financial records for audit on or before the last day of the fiscal year. The Chapter fiscal year coincides with the calendar year.
Submits all annual financial records and audits as required by law
Is listed with the State Comptroller as the registered agent for the East Texas Master Naturalists. Each newly elected Treasurer is responsible for notifying the State Comptroller’s office of their contact information.
D: DUTIES OF OTHER BOARD MEMBERS.
Past President
Assists the President.
Chairs the Nominating Committee.
Provides continuity from prior Board of Directors
Assumes the responsibility as the State Representative for the chapter if that position is not otherwise filled.
Advisors Additional Duties.
Advise, recommend and inform the chapter on appropriate business.
Review the chapter’s financial status and participate as a member of the annual audit committee.
Assist the State Program Advisory Committee in implementing and enforcing program regulations and policies.
Facilitate opportunities for Master Naturalist volunteers to exercise initiative and judgment within proper measure of autonomy when coordinating chapter events and activities.
Participate in event planning and attends events when possible or when identified as necessary through the planning process.
Curriculum Committee – The committee is comprised of three members - the chair, the previous year’s chair and a newly appointed member (chair in training). Each serves a three year term after appointment by the president and the approval
of the board. (This arrangement was adopted to allows
for continuity of the committee with only
one new member each year). One Chapter Advisor annually
serves as the Advisor to the Curriculum Committee to oversee and review all
activities.
1. Coordinates the curriculum of Master Naturalists for the Chapter’s training program.
Coordinates with previous ETCTMN students who have not met chapter training requirements to assist them in completing certification requirements.
Plans, implements and evaluates the chapter training curriculum and develops training calendar.
With the Treasurer, develops the class budget and recommends the class tuition to the board.
With the Membership Chair, and with Board approval, maintains and revises the Application Forms as needed.
Acquires and prepares class manuals
Selects all presenters and make arrangements for their class/presentation including materials, handouts and audio-visual equipment needed for the class/presentation.
Arranges for speaker gifts, travel and lodging needs, and confirmation and thank you letters.
Arranges for location and room seating and equipment for all classes.
Manages the on-going class through graduation.
2. Oversees, manages, and approves all Advanced Training for the chapter.
a. Uses the State Master NaturalistÔ Program Chapter Management Guidelines section on Advanced Training Requirements and Chapter guidelines (see Chapter Policy and Procedures Advanced Training section) to review Advanced Training for approval.
b. Advanced training opportunities need to be applicable to the management of natural resource issues relating to the East Texas Chapter’s core county area (Smith and adjacent counties: Cherokee, Gregg, Henderson, Rusk, Upshur, Van Zandt, Wood).
c. Maintains and revises, with Board approval, the Advanced Training Request form as needed.
d. Reviews Advanced Training Requests from members for Approval
e. Project requests will be responded to within seven (7) days of receipt by the committee chair or Advisor.
f. Project approval is by agreement of the majority of the committee.
g. Maintains a list of approved Advanced Training opportunities and notifies the requestor, the Database Chair and the Committee Advisor of each training event approved and the chapter membership via publication on the chapter web site and in the chapter newsletter.
h. Develops Chapter Activity Days, to include three hours of Advanced Training, a general membership business meeting, and three or more hours of volunteer work on the Chapter Project.
Membership and Public Relations Committees – These Committee should meet together at least quarterly. The Chair of the Membership committee will be the coordinator of these quarterly meetings. The individuals chairing each of the following committees will be members of the Board.
1. Membership Committee
With the Curriculum Committee Chair and with Board approval, maintains and revises the Application Forms as needed.
Distributes application forms as requested
Reviews applications for completeness
Ensures members have a current signed liability form on file.
Orders and maintains the member certification and recognition awards (e.g. shirts, name tags, certificates, business cards, pins).
2. Database Management Committee
Maintains and revises, with Board approval, the Hours Reporting form as needed.
Maintains a database of the Chapter’s member names including in-training members plus addresses, phone numbers and Email addresses.
Maintains a record of volunteer and advanced training hours and class training attendance.
Notifies the Board of members meeting certification and threshold hour achievements.
Maintains a record of high level interests and specific expertise of members.
Maintains proper data backup procedures.
3. Newsletter
Responsible for collecting chapter and state news, producing and distributing the Chapter Newsletter.
Officers and members will contribute the contents of the Newsletter.
Distribution of the newsletter via email should include all members, applicants, presenters, and other interested parties.
Archived newsletters should be available at the chapter website.
4. Outreach Committee
Responsible for the chapter outreach and recruiting activities, including staffing booths, making community presentations, and performing other activities that will enhance the public profile of the Chapter.
Creates and maintains chapter brochure
Acquires and maintains a chapter display board
Builds and supports a chapter web page
Maintains a list of area media contacts.
Disseminates press releases to the media regarding chapter activities that are open to or of interest to the public. A high priority each year will include publicity regarding the upcoming TMN training class.
Chapter Archives Committee
Maintains the historical records of the chapter.
Historical events include but are not limited to: Training classes, projects, recognitions, events, elections, meetings, and Chapter Newsletter archives.
Host Committee
Coordinates host activities (drinks, snacks, picnics, party activities). for membership meetings and class graduations.
Volunteer Service Projects Committee – This committee reviews, approves and/or manages all volunteer activities in which the Chapter is involved. All Volunteer Project participation must be pre-approved. The committee is comprised of an Advisor and at least two certified members - the chair and a newly appointed member (chair in training). Each serves a two year term after appointment by the president and the approval of the Board.
a. Uses the State Master NaturalistÔ Program Chapter Management Guidelines section on Volunteer Service Requirements and Chapter guidelines (see Chapter Policy and Procedures Volunteer Service section) to review projects or activities for approval.
b. Maintains and revises, with Board approval, the Volunteer Projects Request form as needed.
c. Project requests will be responded to within seven (7) days of receipt by the committee chair or Advisor.
d. Project approval is by agreement of the majority of the committee.
e. Maintains a list of approved ongoing projects and notifies the Database Chair of each project approved and the chapter membership via publication on the chapter web site and in the chapter newsletter.
f. Provides pertinent information about projects to the Outreach
committee Chair to ensure its availability to media contacts.
g. Manages all aspects of the Chapter Project.
Ad Hoc committees are formed for a particular and specific short term purpose.
Audit Committee. Responsible for conducting the annual audit of the financial records of the chapter. Members will include the vice-president, secretary and advisor (at least one).
Nominating Committee. Responsible for selecting the annual ballot of officers and board members. Will also serve when an officer vacancy occurs that requires filling. The committee will present a slate of candidates at the membership meeting prior to the Annual meeting (December). Committee members are the Past President and two members selected by the President and approved by the Board.
Other Ad Hoc Committees. Can be formed by the Board as needed to address specific tasks or purposes.
G. ADOPTION AND AMENDMENT OF THE CHAPTER OPERATING HANDBOOK (COH)
1. Adoption. Initial adoption and ratification of the COH is by a majority vote of those present at a general meeting following written distribution of the proposed COH to the general membership ten days before the meeting with notice that the ratification vote will be held at the general meeting. Written distribution may be via conventional mail, email or other equivalent means.
2. Amendment. Changes and amendments may be made by the board of directors at a regular board meeting with a two-thirds vote of the board members in attendance. The general membership must be notified in written form of the proposed changes or amendments ten days before the meeting and be given an opportunity at the board meeting to voice any concerns about the changes or amendments. Written form may be via conventional mail, email or other equivalent means.
H. PROCEDURES FOR REMOVAL, DISCIPLINING AND/OR DISMISSAL
The subsequent procedures are to be followed on the occasion of removing from office, disciplining and/or dismissing member of The Texas Master Naturalist Program.
Removal from Office: Any member of the Board, an Officer or an appointee, may be removed from their position for non-performance of their duties.
Informal Initial Step. When any member of the Texas Master Naturalist Program and/or public thinks a Board member is failing to perform the duties of their position, as defined in this document, that person should confront the offending party and state their concerns. If the informal approach is unsuccessful in resolving the problem then the concerned individual should contact a member of the Executive Committee in writing with the specifics of the complaint.
Formal Process. The Executive Committee will meet with the Board member involved in the complaint and attempt to resolve it. Failing resolution of the issue, the Board member may be removed from their position by a majority vote of Board members.
Disciplining/Dismissing a Chapter Member
a. Informal Initial Step.
i. When any member of the Texas Master Naturalist Program and/or public thinks an infraction of the tenets, policies, written rules or guidelines of the State or Chapter has occurred, that person should confront the offending party and state what violation they think has occurred and why. This simple act will resolve or preclude most problems an organization will encounter. Not all members are fully aware of the regulations of the program and may be just acting out of ignorance and not malice. It is important for individuals and officers/boards/ committees to know that their actions are being noted with regard to the other tenets of the program. If the informal approach is unsuccessful in resolving the problem then proceed to the formalized procedure.
b. Formal Process
i. In order to demonstrate grounds for this action, the case must be presented in writing. If the case involves a volunteer, committee member, or committee, then the written case must be submitted to the Chapter Executive Board. If the infraction involves a Chapter Officer, Executive Board member, or a member of the Chapter Advisory/Coordinating Committee, then the written case must be submitted to the Chapter Advisory/Coordinating Committee. If the case involves the Chapter Advisory/Coordinating Committee as a group, then the written case must be submitted to the Program Coordinator. Chapter Advisory/ Coordinating Committee membership consists of TPWD, TCE or other previously acknowledged state-level leaders and points of primary contact.
ii. A case may be brought to the attention of the local Chapter by:
a. general public, non-affiliates of the Texas Master Naturalist program
b. partnering organizations of the chapter or state program
c. member(s) of the chapter
d. member(s) of the chapter executive board
e. member(s) of the chapter Coordinating/Advisory board
f. member(s) of the State Advisory Board
iii. The offending individual(s) shall be notified of the allegations within 7 days after the written case has been submitted. The individual(s) shall have 30 days to respond in writing to the case details before suggestions toward disciplinary action are made.
iv. The Chapter Advisory/Coordinating Committee and/or the Chapter Executive Board shall review the documented case and make recommendations toward disciplinary action and submit this information in writing to the State Program Coordinator. The submitted documentation must include a statement(s) from the offending person(s) and the original written case submitted to the committee(s). The Program Coordinator may contact all involved parties regarding the case prior to taking the case to the Statewide Advisory Committee. The Program Coordinator will notify (in writing) to the petitioners with the acceptance or non-acceptance of the outlined grounds and recommendations on the further process of disciplinary action.
v. The person(s) affected by the documented allegations and disciplinary action shall also be notified by the Program Coordinator of the case and the final disciplinary action.
c. Appeal Process. The individual(s) have 30 days to respond or appeal to the Chapter Advisory/Coordinating Committee. No response indicates an acceptance of the case recommendation and disciplinary action unless otherwise stated within the disciplinary course of action. In the case of an appeal the Chapter Advisory/Coordinating Committee shall make a recommendation and resubmit the case to the Program Coordinator for final resolution. Circumstances that may warrant reconsideration requests may include substantive error or omission of information that was submitted to the Program Coordinator.
I. LOCAL CHAPTER PROCEDURES AND PROTOCOLS
a. Forms – The current version of all forms used by the chapter are available at the Chapter web site. Additionally, any form can be printed using the Chapter computer, located at the TMN office at the Tyler Nature Center.
i. Application
ii. Advanced Training Request
iii. Volunteer Project Request
iv. Hours Reporting
b. Hour Reporting Procedures and Deadlines – Hours may be submitted to the Database Chair via email (hours@woodduck.org), postal mail, or in person at the chapter meeting.
i. All pre-approved Advanced Training hours must be reported to the Database Chair by the end of the month following the month in which the hours were accrued.
ii. All pre-approved Volunteer Project hours must be reported to the Database Chair by the end of the month following the month in which the hours were accrued.
c. Travel Hours - Travel time, greater than thirty minutes one way, to participate in volunteer service projects or to participate in volunteer activities at meetings where advanced training and volunteer opportunities exist may be reported as volunteer service travel time.
d. Member Participation Requirement – Each member is required to participate in each of the following Chapter activities annually to remain a Member in Good Standing.
i. Serve on a Standing Committee or an Ad Hoc Committee at least every other year. The time spent on the work of the committee will be reported as part of Volunteer Service hours.
ii. Participate on the Chapter Project. The time spent on the work of the project (at least one hour) will be reported as part of Volunteer Service hours.
iii. 12 hours of the required Volunteer Service must be completed within the Chapter’s core counties (Smith and adjacent counties: Cherokee, Gregg, Henderson, Rusk, Upshur, Van Zandt, Wood).
e. Committee Chairs - The President-elect will assemble a slate of Committee Chairs to submit to the Board prior to the January monthly meeting. Appointment of Committee Chairs by the President, with the approval of the Board, will occur at the January meeting. If a vacancy occurs, the President will appoint, with the approval of the Board, a replacement Chair as soon as possible, in order to ensure the continuity of the committee’s activities.
f. Member Recognition – Members receive recognition for various levels of achievement within the Chapter.
i. Upon completion of the required hours of the TMN training class, Texas Master Naturalists in Training will be awarded a Certificate of Completion and will be considered a Texas Master Naturalist Member.
ii. Upon completion of the required Volunteer Hours and Advanced Training hours, the Texas Master Naturalists Member will be awarded the initial Certification pin and Chapter shirt at the next monthly membership meeting. At this point, they are considered a Certified Texas Master Naturalist, with the privileges of voting and holding office.
iii. Each year, as the Texas master Naturalist achieves recertification, the current year’s certification pin is awarded at the next monthly membership meeting.
iv. Volunteer Milestone awards occur at 250 hours, 500 hours, 1000 hours and more. These awards are presented at the Annual State Meeting each Fall. Should the member not attend the State Meeting, the award will be presented at the Chapter’s Annual Meeting in December.
g. Change of Address – Members are responsible for providing the Database Chair (hours@woodduck.org) with their current contact information. All Chapter communications use the information in the database.
h. Contact in case of problems – Should a member or trainee be uncertain as to whom to contact regarding Chapter policies and procedures, they may contact one of the Chapter Advisors to receive the appropriate contact’s information.
i. Chapter Activity Days are designed to afford the membership an opportunity to earn their required Advanced Training hours, part of their required Volunteer Service hours, and socialize with other chapter members. These activity days may be scheduled on a quarterly basis, on Saturdays, and consist of Advanced Training, work on the current year’s Chapter Projects, and Board and Committee meetings may be scheduled, perhaps as working lunches.
INDEX
Ad Hoc committees, 8
Additional Board Members, 2
Advanced Training, 5, 6
Advisor, 7
Amendment of COH, 8
Appeal Process, 10
Audit Committee, 8
Change of Address, 11
Chapter Activity Days, 6, 11
Chapter Advisors, 2, 4
chapter brochure, 7
chapter display board, 7
Chapter Outreach, 7
Chapter Project, 7, 11
chapter web page, 7
chapter web site, 7
Chapter web site, 10
Committee Chairs, 11
Contact in case of problems, 11
core counties, 11
core county area, 5
Curriculum Committee, 5
Database Chair, 7, 10, 11
Database Management, 6
Deadlines, reporting of hours, 10
DUES, 2
Dues Schedule, 2
Dues, Establishment of, 2
DUTIES OF OFFICERS, 3
DUTIES OF OTHER BOARD MEMBERS, 4
Executive Committee, 9
Historian, 7
historical records, 7
Host Committee, 7
Member in Good Standing, 11
Member Participation Requirement, 10
Member Recognition, 11
members in good standing, 2
Membership and Public Relations Committee, 6
Membership Chair, 5
newsletter, 7
Newsletter, 6
Nominating Committee, 8
Officers, 2
Outreach, 6
Past President, 4, 8
President, 3
press releases, 7
Project approval, 6, 7
Project requests, 6
publicity, 7
recruiting, 6
removing from office, 8
Secretary, 3
Travel Hours, 10
Treasurer, 4, 5
vacancy, 8
Vice President, 3
Volunteer Project, 10
Volunteer Service Projects Committee, 7
voting privileges, 2