Chapter Resources

Documents primarily relevant to Chapters. You'll also find useful information on the Society Resources page.

Chapter Organization

Documents useful to those setting up and/or operating a chapter

Example Chapter ByLaws
Typical Chapter Officers and Their Duties
Volunteer Hours Spreadsheet This spreadsheet will get your Chapter started on a running record of volunteer hours. It provides categories for volunteer hours, which will be helpful for local and Society grant proposals which require match and documentation of community involvement.
Required Language for Solicitation This language should appear on all public documents used to generate membership or financial support.
Guest Register
Chapter Letterhead template - plain with logo

Information for Chapter Representatives on the FNPS BOD

This fact sheet answers many questions about serving on the FNPS board as a Chapter Representative. We recommend that you print the pdf file and keep it for your reference.

The handbook says that Chapter Reps serve on the Society's Board of Directors, attend the Board Meetings, and represent their Chapter to the Society, and the Society to the Chapter. This is all well and good, but pretty abstract. The first time anyone attends an FNPS Board meeting a lot is going on and it can be fairly disorienting. Everyone else seems to know what's going on, but what are you supposed to be doing?

With a little preparation, however, you can make the most of your membership on the Board of Directors, and use this opportunity to not only represent your Chapter, but get involved in activities that match your interests and make connections with like-minded people from across Florida. Even if you're only standing in for your Chapter Rep, the same advice applies. The Frequently Asked Questions address much of what you need to know. More detailed information is available in the FNPS handbook which is provided on-line at the under "About FNPS."

FAQs For Chapter Reps

Newsletter Resources

Please see the FNPS Forum for a building list of resources for newsletter editors. As an editor, please contribute your ideas and text that may be of use to others.

http://www.fnps.org/smf/index.php?board=13.0

Field Trip Waiver Form

FNPS insurance now requires that we have all chapter field trip attendees sign a form indicating that they understand the nature of the trip and waive liability associated with their participating in it. This means that for each trip your chapter organizes, you must get signatures from all attendees and the trip leader(s). The signed forms should be sent afterward to FNPS Administrative Services at the address below. We will keep them for four years + one day, as per the lawyers. Yes, we know we will drown in paper. Download the form from the link at the end of this text.

RECOMMENDED PROCESS
1) Edit the attached template form for your field trip, providing field trip name, date, description
2) Make as many copies as needed to acquire signatures from all participants
3) Inform attendees ahead of time that waiver of liability will be required (like when you publicize the trip)
4) Before trip starts, have trip leader quickly read aloud the waiver statement to assembled gathering of participants
5) Have forms on clipboards and get attendees to sign
6) Have someone responsible for collecting signed forms, ensuring that all sign, and returning forms to FNPS Admin Srvcs

Sorry for the added bureaucracy but it's for everyone's financial protection.

NOTE: water-based trips are NOT covered by FNPS insurance. If you plan water-based trips, please work with a vendor who provides insurance.

IF you are not able to use the attached Word doc, let us know immediately and we'll get you a template in some other format (please suggest what works for you). Do NOT edit the legalese, no matter how tempted you are to do so. Just edit in your chapter name and field trip details, including date, place, and time.

If you want to talk insurance details, please contact Ann Redmond, FNPS VP Admin.

Waiver Form

FNPS Umbrella 501(c)3 non-profit Group Exemption for Chapters

Chapters that would like to become participants in the non-profit 501(c)(3) FNPS Group Exemption this year may submit necessary materials before August 30th. Contact FNPS Treasurer Daphne Lambright at Treasurer@FNPS.org.

Group Exemption Application Process

1. General Information

Florida Native Plant Society (FNPS) chapters can operate in one of three ways. Each chapter must choose a organizational method in which to operate. Below is a listing of these and descriptions of how the different operational methods effect the way that chapters can operate.

Chapters can operate as:

* An individual not-for-profit 501(C)3 organization

* An individual chapter without 501(C)3 status

* Participate in the FNPS not-for-profit 501(C)3 Group Exemption.

FNPS Chapter Operating With Individual Chapter 501(C)3 Status

REQUIREMENTS:

· Apply to the IRS for not-for-profit 501(C)3 status

· File for Articles of Incorporation with the state

· Apply for an EIN (Federal Tax ID #)

· Apply for a Sales Tax Exemption Certificate

· File an annual report with the state and pay annual fee

· Must collect and remit Florida sales tax for sales to the public

BENEFITS:

· Able to solicit tax-deductible contributions

· Able to apply for grants

· Sales tax on items bought for chapter’s use (only with sales tax exemption certificate)

· Can apply for non-profit rates and services

FNPS Chapter Operating Without 501(C)3 Status

REQUIREMENTS:

· Incorporate as Florida nonprofit corporation

· Apply for an EIN

· File an annual report with state and pay annual fee

· Must collect and remit Florida sales tax for sales to public

BENEFITS:

· An incorporated chapter does not need to file for fictitious name registration.

· May be able to obtain nonprofit rates and services

· Unable to collect tax-deductible donations

· Unable to apply for most grants

· Cannot obtain sales tax exemption certificate

FNPS Chapter Operating With FNPS 501(C)3 Group Exemption

REQUIREMENTS:

· Apply for a fictitious name (Good for five years only)

· Apply for an EIN (Federal Tax ID #)

· Apply for a Sales Tax Exemption Certificate (once part of GEL). Good for five years.

· Must collect and remit Florida sales tax for sales to the public

· “Charitable gaming” is prohibited which includes raffles

· Both 501(c)(3) and Group Exemption require annual registration with Dept of Agriculture & Consumer Services under Solicitation of Contributions Act. Incorporation requires annual report for corporations.

· Must submit an annual 990 postcard report.

· Definition of Group Exemption:

A group exemption letter is a ruling or determination letter issued to a central organization recognizing on a group basis the exemption under section 501(c)(3) of subordinate organizations on whose behalf the central organization has applied for recognition of exemption.

A subordinate organization is a chapter, local, post or unit of a central organization. A subordinate organization may or may not be incorporated, but it must have on organizing document.

· The Chapter needs to be familiar with IRS tax exempt organization rules and be in compliance with them. The Group Exemption status saves the chapter the expense and difficulty of incorporating and filing for 503(c)(3) but the chapter is responsible for every other requirement.

BENEFITS:

· Do not need to file IRS forms (what about postcard item Sue brought up?)– A one-time application process is required, See below for forms that need to be sent to the FNPS Treasurer

· Able to solicit tax-deductible contributions

· Able to apply for grants

· Can apply for non-profit rates and services

· No sales tax on items bought for chapter’s use (not without a sales tax exemption certificate – and not able to use state’s)

· Do not need to file articles of incorporation with the state or file an annual report

Application Process for Chapters to join the FNPS Group Exemption

Amend the language in the chapter bylaws to reflect the chapter status change by adding the following sample language :

1. The ___________ Chapter of the Florida Native Plant Society is organized exclusively for charitable, educational, and scientific purposes, including for such purposes, the making of distributions to organizations that qualify as exempt organizations under section 501(c) (3) of the Internal Revenue Code, or corresponding section of any future federal tax code.

2. No part of the net earnings of the organization shall inure to the benefit of, or be distributable to its members, trustees, officers, or other

private persons, except that the organization shall be authorized and

empowered to pay reasonable compensation for services rendered and to make payments and distributions in furtherance of the purposes set forth in the purpose clause hereof. No substantial part of the activities of the organization shall be the carrying on of propaganda,

or otherwise attempting to influence legislation, and the organization shall not participate in, or intervene in (including the publishing or distribution of statements) any political campaign on behalf of any candidate for public office. Notwithstanding any other provision of this document, the organization shall not carry on any other activities not permitted to be carried on (a) by an organization exempt from federal income tax under section 501(c) (3) of the Internal Revenue Code, or corresponding section of any future federal tax code, or (ID) by an organization, contributions to which are deductible under section 170(c) (2) of the Internal Revenue Code, or corresponding section of any future federal tax code.

3. Upon the dissolution of the organization, assets shall be distributed for one or more exempt purposes within the meaning of section 501(c) (3) of the Internal Revenue Code, or corresponding section of any future federal tax code, or shall be distributed to the federal government, or to a state or local government for a public purpose. Any such assets not disposed of shall be disposed of by the Court of Common Pleas of the county in which the principal office of the organization is then located, exclusively for such purposes or to such organization or organizations, as said Court shall determine, which are organized and operated exclusively for such purposes.

Fill out the Bylaw amendment verification with appropriate Chapter Officer signatures
Amend the Chapter Articles of Incorporation to reflect the chapter status change. Sample Language:

Amendment to Articles of Incorporation

Please add the following to the Chapter Articles of Incorporation:

1. The ____________ Chapter of the Florida Native Plant Society is organized exclusively for charitable, educational, and scientific purposes, including, for such purposes, the making of distributions to organizations that qualify as exempt organizations under section 501(c) (3) of the Internal Revenue Code,or corresponding section of any future federal tax code.

2. No part of the net earnings of the organization shall inure to the benefit of, or be distributable to its members, trustees, officers, or other private persons, except that the organization shall be authorized and empowered to pay reasonable compensation for services rendered and to make payments and distributions in furtherance of the purposes set forth in the purpose clause hereof. No substantial part of the activities of the organization shall be the carrying on of propaganda, or otherwise attempting to influence legislation, and the organization shall not participate in, or intervene in (including the publishing or distribution of statements) any political campaign on behalf of any candidate for public office. Notwithstanding any other provision of this document, the organization shall not carry on any other activities not permitted to be carried on (a) by an organization exempt from federal income tax under section 501(c) (3) of the Internal Revenue Code, or corresponding section of any future federal tax code, or (b) by an organization, contributions to which are deductible under section 170(c) (2) of the Internal Revenue Code, or corresponding section of any future federal tax code. We shall not issue any stock.

3. Upon the dissolution of the organization, assets shall be distributed for one or more exempt purposes within the meaning of section 501(c) (3) of the Internal Revenue Code, or corresponding section of any future federal tax code, or shall be distributed to the federal government, or to a state or local government, for a public purpose. Any such assets not disposed of shall be disposed of by the Court of Common Pleas of the county in which the principal office of the organization is then located, exclusively for such purposes or to such organization or organizations, as said Court shall determine, which are organized and operated exclusively for such purposes.

d. Fill out the Activity Resolution Form.

e. Fill out the FNPS Chapter Checklist for Group Exemption.

f. Fill out the FNPS Policy Statement Form.

g. Annual filing requirements

a. The Chapter must submit to the FNPS Treasurer the following information at the end of each calendar year:

i. Financial Statement

ii. Any changes in Chapter name or address

h. Send the following completed documents and forms to the FNPS Treasurer by August 30^tt. Keep copies for chapter records.

a. Copy of amended Bylaws (signed and dated by at least two officers)

b. Copy of Amended Articles of Incorporation (if needed) with confirmation document by the State of Florida

c. Executed Activity Resolution Form

d. Executed Checklist for Group Exemption Form

e. Executed FNPS Policy Statement Form

f. Financial statement (Budget projection for new chapters)

g. List of chapter activities

h. Statement – Where does chapter meet? Who is the owner of the property?

i. Current list of officers