1. Chapter Organization

Governing documents: The documents governing this Chapter are our Bylaws, the Texas Master Naturalist™ Program’s Chapter Management and Operations Protocols (CMOP), and this Chapter Operating Handbook (COH). A Chapter’s COH must comply with the Bylaws and the CMOP. (Reference BPTMN Chapter Bylaws and TMN State CMOP Documents). The Chapter is structured for governance as described in this COH.

↑ Back to Table of Contents

2. Board of Directors

2.1 Makeup of the Board

The Board consists of the officers, the directors, the Immediate Past President, and the Chapter advisor(s). All are voting members of the Board.

2.1.1 Officers List

Officers are elected by the membership (Reference Bylaws Article V, A. and E.). They are:

• President
• Vice President
• Secretary
• Treasurer

2.1.2 Officer Elections

• All Officer positions are decided by election.
• All elected Officers shall serve for a period of twenty-four months and are eligible for re-election subject to term limits.
• The signatory Officers shall include Treasurer, President, and one other officer to be designated.

2.1.3 Directors List

Directors are appointed and approved according to Bylaws Article V, F. and G. They are:

• Volunteer Service/Advanced Training (VH/AT) Director
• Chapter State Representative
• Communications Director
• Membership Director
• Community Engagement (Outreach) Director
• Training Class Director (term is July through end of June the following year)
• Training Class Representative (term is Class graduation through end of June the following year)

2.2 Term of Office

• For officers and directors, the term of office is 12 months for appointed members and 24 months for elected members. They are eligible for re-election or re-appointment.
• Board officer elections for Vice President and Secretary are held in even-numbered years; elections for President and Treasurer are held in odd-numbered years to avoid having an entirely new Board at any one time.
• No person may serve more than six consecutive years on the Board as an elected or appointed member without a majority approval of the Executive Committee. (Preferred: no more than two terms).
• Committee Directors/Chairs serve twelve-month appointments and are eligible for reappointment subject to term limits.
• After one year off the Board, a person may again be considered for election to the Board or appointment as a Committee director.
• The Immediate Past President may serve the entire term of the seated President as an elected member and no more than four terms as an appointed member.

2.3 Executive Committee

The elected officers comprise the Executive Committee (see section 5.1.3).

↑ Back to Table of Contents

3. Duties of Board

3.1 Duties of All Board Members

• Communicate effectively with the Texas Master Naturalist (TMN) state office about any questions or issues that arise and keep it informed of what the Chapter is doing.
• Maintain confidentiality when dealing with individual member issues.
• Whenever possible, maintain the privacy of members’ personal information.
• Strive to further the TMN mission in everything that one does.
• Adhere to the TMN Code of Ethics and Standards of Conduct (Reference TMN Guiding Documents).
• Remember that every Chapter and every member represent the public face of the TMN Program and its sponsoring agencies.
• Serve as a model of leadership and recruit and develop new leaders for the Chapter.

3.2 Duties of Officers

3.2.1 President

• See 3.1 and 4 – Duties and Responsibilities of all Board members.
• Serve as chair of the Board of Directors.
• Prepare an agenda for each Board and Chapter meeting.
• Preside at Board and Chapter meetings.
• Sign all Board-approved documents that may be legally binding on the Chapter.
• Ensure that the President is one of the three authorized signatories on the Chapter bank account.
• Authorize in writing in advance any payments to be made of $1,000 or greater from the Chapter bank account.
• Communicate with Board and Chapter members as needed.
• Present a summary of the Chapter’s accomplishments each year.
• Conduct votes by manual or electronic means as required by responsibilities of the Board (see 4.4).
• Present a slate of candidates for all director positions for review and approval by a majority vote of the Executive Committee, Immediate Past President, and Chapter Advisor.
• Appoint all Committee Chairs and serve as an ex-officio member of all committees, assisting as appropriate.
• Ensure all officers and directors perform their duties and responsibilities as stated in this COH and are familiar with program guiding documents (i.e., Bylaws, CMOP).
• Ensure that before the Chapter makes any written commitments to county governments, city councils, etc., or executes contracts or memorandums of understanding with other entities, the Chapter’s Advisor(s) and the TMN state program coordinator’s review is obtained.
• Present recognition awards to outgoing Officers and Board members.
• Write donor appreciation letters.
• Communicate with the TMN state office, other Chapters, and state agencies as appropriate.
• Be the Chapter’s State Representative or appoint an alternate to serve (see 3.3.2).
• If there is no Immediate Past President, reassign the duties of that position (see 3.4.1).
• Serve as Immediate Past President upon completion of term as President.

3.2.2 Vice President

• See 3.1 and 4 – Duties and Responsibilities of all Board members.
• Assist the President and act for the President in the President’s absence.
• Meet with the President to recommend Chapter and Board meeting dates and locations for approval by the Board.
• Select and secure the venue for upcoming Chapter meetings.
• Arrange programs and speakers for monthly Chapter meetings and optional Deep Dives; manage communications and confirmations with speakers; provide introductions at meetings; arrange for and present speaker gifts and thank-you notes.
• Coordinate with the Communications Director to publish VP-hosted events and supply all necessary information and materials to support promotion of meetings, Deep Dives, and other VP-hosted events.
• Amend, update, and ensure preservation of the Chapter’s electronic “Speakers and Presentations Catalog,” which contains full speaker contact information, areas of expertise, and presentation topics for all individuals speaking or presenting at Chapter meetings or Chapter-sponsored advanced training programs.
• With the President, coordinate with project leaders to ensure their responsibilities are met (see 6.3).
• Oversee planning for the annual holiday party in coordination with Board members and hospitality volunteers, and solicit additional volunteers from the membership as needed for planning, preparation, and event management.
• Participate as a member of the annual Financial Examination Committee (see 5.2.5).

3.2.3 Secretary

• See 3.1 and 4 – Duties and Responsibilities of all Board members.
• Conduct necessary Chapter correspondence as assigned by the President.
• Record, publish, and preserve the minutes of all meetings of the Board, Executive Committee, general membership, and any special meetings (see 8.4).
• Keep a record of attendance at each meeting and whether a quorum is present.
• Maintain a paper copy or a secure digital record of all minutes and correspondence according to the Chapter records retention policy.
• At Board and Chapter meetings, have access to electronic or paper copies of past minutes, the Bylaws, CMOP, COH, and Robert’s Rules of Order.
• Ensure that a method is in place for maintaining the Chapter’s paper and/or electronic files (see 4.6).
• Facilitate Chapter members’ compliance with the Chapter records retention policy.
• Because Blackland Prairie is a 501(c)(3) organization, ensure that all Board members sign the required Conflict of Interest form each year.
• Maintain a secure list of all websites, social media platforms, email distribution lists, apps, data storage sites, financial accounts, and any other tools the Chapter uses to conduct its business (including username and password if appropriate).

3.2.4 Treasurer

• See 3.1 and 4 – Duties and Responsibilities of all Board members.
• Receive all monies for the Chapter and maintain them in a Chapter bank account.
• Develop and maintain an annual budget for the Chapter with input and approval by the Board. Finalize and submit the proposed budget as soon as possible after the start of the new calendar year.
• Pay all bills promptly upon receipt of a written statement, invoice, or receipt and any other required documentation for approved expenses.
• Make all financial reports and documents available to any Chapter member or advisor upon request.
• Ensure the required three (3) signers are on the Chapter bank account (Reference Bylaws Article IX. B.).
• Maintain and manage the Chapter PayPal account and other similar financial tools. Ensure there are at least two other Board members that can access and use these tools.
• Sign all checks, drafts, or other instruments for payment of Chapter money or notes up to $1,000. If the Treasurer is unable to sign, the President or the designated officer will sign.
• For any unbudgeted payments of $1,000.00 or greater, ensure the President provides advance written authorization (filed with the Chapter) and/or co-signs the payment instrument with the Treasurer or other designated officer.
• Present a financial report at all Board and/or Chapter meetings that includes the status of all financial transactions and bank statement reconciliations.
• Prepare and submit all annual financial records, reports, and audits as required by law and sponsoring agencies.
• Present the financial records to the annual Financial Examination Committee (see 5.2.5) following the close of the Fiscal Year on December 31.
• Maintain the financial records using systems (such as spreadsheets, QuickBooks, or Quicken) that meet Generally Accepted Accounting Principles and generate clear reports.
• File the 990N or other tax form with the IRS annually for 501(c)(3) status compliance.
• Retain a detailed account of all financial documentation (including paper copies) for seven years plus the current calendar year.
• Serve as a member of the Chapter’s committee for grants, contracts, and donations.

3.3 Duties of Directors

All directors are appointed by the Board on an annual basis and serve for a period of twelve months aligned with the Chapter’s fiscal year. All directors are voting members of the Board.

3.3.1 Advanced Training/Volunteer Service (VH/AT) Director

• See 3.1 and 4 – Duties and Responsibilities of all Board members.
• Chair the VH/AT Committee (see 5.1.1).
• Review and recommend to the Board for action all advanced training and volunteer service opportunity requests and events (Reference CMOP 5.10, 6.8).
• Maintain and utilize the online Opportunity Request Form.
• Assign codes and titles for approved advanced training events and volunteer service opportunities in VMS.
• Approve Chapter member entries for volunteer service and advanced training hours in VMS.
• Appoint committee members as needed to be trained in VMS procedures and assign specific duties.
• Ensure training of membership and trainees on how to log hours in VMS and make necessary adjustments.
• Work with the Membership Director to provide a reporting process for members lacking VMS access.
• Coordinate with the Communications Director to maintain an updated calendar of approved opportunities.
• Ensure that complete descriptions of every volunteer service project are accessible to members via the website, calendar, or announcements.

3.3.2 Chapter State Representative

(This position may be assumed by the President or an appointed Board member.)

• See 3.1 and 4 – Duties and Responsibilities of all Board members.
• Work as a Chapter liaison with the TMN state program coordinators.
• Represent the Chapter in state-level matters of the TMN Program.
• Enhance communication between the state and the Chapter.
• With the Immediate Past President, help guide and educate new officers and directors using state governing documents.
• Participate in meetings and review draft state documents as requested by TMN State Program coordinators.
• Help plan, coordinate activities for, and attend the TMN statewide annual meeting (or delegate an alternate).

3.3.3 Communications Director

• See 3.1 and 4 – Duties and Responsibilities of all Board members.
• Oversee volunteers or committees handling history/archives, newsletter, outreach publicity, social media, website, photography, and meeting audio/video.
• Write publicity press releases for print and electronic media covering training class applications, Chapter meetings, and special events.
• Work with the Vice President to publicize monthly meetings and Deep Dives.
• Work with project leaders to publish periodic project updates, post-event summaries, or requests for member participation.
• Work with the Community Engagement (Outreach) Director to publicize requests for member outreach participation.
• Work with the Training Class Director and Membership Director to develop, print, and distribute recruiting and promotional materials.
• Oversee social media platforms and content to ensure compliance with the TMN Brand Guide and policies of TPWD and Texas A&M AgriLife Extension.

3.3.4 Membership Director

• See 3.1 and 4 – Duties and Responsibilities of all Board members.
• Serve as a Volunteer Management System (VMS) administrator (Reference TMN VMS Admin Guide).
• Maintain a roster through VMS of all Chapter members and trainees with pertinent contact information.
• Prepare and report membership data (hours totals, recertifications, milestones) to the Board via Teams prior to each Board meeting.
• Prepare the monthly AgriLife Impact Report by collecting data from Board members and submitting it to the AgriLife Advisor.
• Order supplies of pins and present certification and milestone awards at Chapter meetings.
• Update member profiles in VMS (milestones, dues paid, inactive/deceased status, Board positions).
• Provide members with a copy of their current criminal background check and assure profiles are current for annual background checks.
• Process transfer member requests and facilitate badge replacements with the Treasurer.
• Assist members with VMS reporting and coordinate data needs with the VH/AT Director and Training Class Director.
• Chair the Membership Committee (see 5.1.5) and appoint/train committee members in VMS procedures.

3.3.5 Community Engagement (Outreach) Director

• See 3.1 and 4 – Duties and Responsibilities of all Board members.
• Chair the Community Engagement Committee (see 5.1.2).
• Manage incoming requests for Chapter participation in community events and vet them against the TMN mission.
• Recommend approval or disapproval of all Community Engagement requests to the Board.
• Coordinate with the Communications Director to publicize member volunteer needs and share community-focused website content.
• Coordinate with the VH/AT Director to determine correct VMS project codes for outreach assignments.
• Assure hospitality (refreshments) are provided at in-person meetings and events.
• Recommend annual budget allocations needed to support outreach and hospitality.
• Act as Board liaison for the Asian American Outreach Committee (see 5.2.3) and coordinate with other ad hoc committees.
• Recommend avenues for outreach to underserved constituencies in local communities.

3.3.6 Training Class Director

(Term of office: July 1 through June 30 of the following year.)

• See 3.1 and 4 – Duties and Responsibilities of all Board members.
• Chair the Training Class Committee (see 5.1.6).
• Develop a class budget and recommend tuition fees to the Board for approval.
• Work with Membership and Communications Directors to produce recruiting materials and manage the class application and review process.
• Present a class syllabus covering the state-approved Initial Training curriculum to the Board for approval.
• Serve as operational manager for the training class (scheduling, instructors, venues, attendance tracking).
• Coordinate communications with trainees, ensure a trainee mentoring program is established, and verify trainees receive proper VMS instructions.

3.3.7 Training Class Representative

(Term of office: Class graduation through June 30 of the following year.)

• See 3.1 and 4 – Duties and Responsibilities of all Board members.
• Represent the current training class as a voting member of the Board at Board and Chapter meetings.
• Participate as a member of the Training Committee planning for the subsequent class.
• Participate as a member of the annual Financial Examination Committee (see 5.2.5).
• Report Chapter business back to the current class and speak to the next class about selecting their representative.

3.4 Duties of Other Board Members

3.4.1 Immediate Past President

(In the absence of an Immediate Past President, duties are reassigned by the President.)

• See 3.1 and 4 – Duties and Responsibilities of all Board members.
• Provide continuity from the prior Board, counsel leadership, and assist the President upon request.
• Conduct an annual review of this Chapter Operating Handbook (COH) for alignment with state documents and implement warranted revisions.
• Chair the Nomination Committee (see 5.2.6).

3.4.2 Advisor

The duties and responsibilities of the Chapter Advisor are described in detail in Appendix 1 of the CMOP and Article V, B of the Bylaws (Also see 3.1 and 4 – Duties of all Board members).

↑ Back to Table of Contents

4. Responsibilities of Board

4.1 Authority

The Board is responsible for the success of the Chapter and has the authority to conduct Chapter business as defined in Bylaws Article VI, A. 2-3. Board approval requires either a majority vote of Board members in attendance at a meeting where a quorum is present, or a majority vote via electronic media.

4.2 Committee Oversight

All committees and their activities are subject to review and approval by the Board.

4.3 Expenditure Limits

The Board will honor expenditure limits set by the Chapter. The Board shall not run a deficit or request a credit line.

4.4 Voting

All business before the Board requires approval by majority vote of Board members in attendance (in person or electronically) where a quorum is present. Official Board votes shall be recorded in the minutes.

4.5 Setting Dues

• The Board may set annual membership dues with approval of a majority of Chapter members present at a duly convened general membership meeting.
• Members must be notified in writing at least 30 days prior to the meeting that dues adjustments will be voted upon.
• The Board may waive dues on a case-by-case basis by majority vote under special circumstances.
• Dues are payable on or before January 31 each calendar year (recommended by December 1 for budgeting).
• Dues not paid by the February meeting incur a $5 late fee. If unpaid by the March meeting, certified member privileges are rescinded, and the member is categorized as inactive in VMS.
• Current annual dues are $25 (PayPal payments require a processing fee). The Chapter fiscal year runs January 1 through December 31.

4.6 Records Retention

The Board must comply with the Chapter and State Records Retention Policy by:

• Maintaining an active records retention policy.
• Operating a secure remote data storage system (such as Microsoft Teams) with 24/7 access for responsible leadership.
• Training all officers, directors, committee chairs, and project leaders on recordkeeping requirements.

↑ Back to Table of Contents

5. Committees

All committees serve subject to Board oversight. The President appoints Committee Chairs. Committees may meet in person or remotely.

5.1 Standing Committees

Standing committees are permanent bodies supporting ongoing operations year-to-year:

5.1.1 Advanced Training/Volunteer Service (VH/AT) Committee

• Operates under the VH/AT Director to review and approve member service and training opportunities.
• Maintains project descriptions, assigns VMS opportunity codes, and notifies members of approved activities.
• Advises project leaders on compliance with federal classification guidelines and the TMN mission.
• Coordinates opportunity announcements with the Communications Committee.

5.1.2 Community Engagement (Outreach) Committee

• Operates under the Community Engagement Director to vet and staff community requests.
• Manages event logistics, including transportation and setup of tables, banners, and exhibits.
• Coordinates meeting hospitality/refreshments and maintains necessary supplies.
• Maintains a speaker resource list of members with specific topic expertise.

5.1.3 Executive Committee

• Composed of elected officers and Chapter Advisors (Bylaws Article VI, B1).
• With the Immediate Past President and Advisor, reviews candidates to fill Board director vacancies.
• Reviews member disciplinary allegations and formulates recommendations for the TMN State Program Coordinator.
• Reviews incidences of serious malfeasance involving non-officer Board members and votes on removals if warranted.

5.1.4 Grant Committee

• Evaluates and recommends funding for member projects focused on education, restoration, and conservation.
• Operates with the Treasurer as ex-officio liaison; submits monthly activity reports to the Board.
• Evaluates member applications against the Chapter rubric (see Appendix 4).

5.1.5 Membership Committee

• Assists the Membership Director with VMS database maintenance and reporting.
• Assists in drafting the monthly Membership and AgriLife Impact reports and distributing meeting awards.

5.1.6 Training Class Committee

• Works under the Training Class Director to plan and execute initial class training courses.
• Coordinates class materials, speaker schedules, facility equipment, field trips, and attendance monitoring.
• Organizes member-in-training project fairs and class orientation and graduation events.

5.1.7 Youth Engagement and Stewardship Committee

• Plans and supports youth educational programs and outreach activities.
• Meets monthly; maintains educational trunks, curriculum, and lesson plans.
• Explores the feasibility of establishing youth programs (e.g., Junior Master Naturalist) for Board review.
• Maintains meeting minutes and coordinates with the Community Engagement Director.

5.2 Ad Hoc Committees

Ad hoc committees are appointed for specific, short-term tasks and dissolve upon completion:

5.2.1 20th Anniversary Celebration Committee

Plans Chapter 20th anniversary events during 2026; dissolves at the end of 2026.

5.2.2 Accessibility Committee

Advocates for removing physical and communication barriers to nature participation. Meets at least quarterly and provides monthly updates to the President.

5.2.3 Asian American Outreach Committee (ASAMO)

Engages Asian American communities to build awareness of the TMN program. Meets quarterly and provides liaison reports to the Community Engagement Director.

5.2.4 Cissy St. John Giving Fund Committee

Develops recommendations for the allocation of estate gift funds; dissolves once funds are expended (target: end of 2026).

5.2.5 Financial Examination Committee

Conducts the annual audit of financial records following the close of the fiscal year. Composed of the Vice President, Secretary, Training Class Representative, and Chapter Advisor.

5.2.6 Nomination Committee

• Chaired by the Immediate Past President to solicit, evaluate, and present slates of officer candidates.
• Publishes the slate to the membership in writing at least 15 days prior to the election meeting.

↑ Back to Table of Contents

6. Chapter Projects

6.1 New Projects

Members can propose new volunteer service projects by submitting the online Opportunity Request Form for review by the VH/AT Director and Board.

6.2 Travel Time

Members may log reasonable travel time for volunteer service. Service travel within Chapter territory is approved. Service travel within the trained ecoregion requires Board review, while travel outside the trained ecoregion requires strict Board approval.

6.3 Responsibilities of Project Leaders

1. Keep chapter membership informed of workday schedules, logistics, and gear requirements.
2. Provide leader contact info at every event.
3. Keep the President and Communications Director updated so calendar postings remain accurate.
4. Ensure workday impact data is logged in VMS promptly.
5. Report updates periodically through newsletters, presentations, or general meetings.
6. Submit budget requests for necessary project expenses.
7. Collaborate with the Board on grants/donations (State office must be notified of grants ≥ $5,000).
8. Maintain effective relationships with site partners, landowners, or agency hosts.
9. Maintain organized project records, documents, and photos on the Chapter’s cloud storage platform.

↑ Back to Table of Contents

7. Membership

7.1 Non-Discrimination and Inclusion

Membership is open to individuals 18 and older, adhering strictly to equal opportunity policies of TPWD and Texas A&M AgriLife Extension.

7.2 Member Categories

• Member-in-Training: Enrolled in the Chapter Initial Training course.
• Texas Master Naturalist: Has completed Initial Training course requirements.
• Certified Texas Master Naturalist: Has attained initial certification and maintains required annual volunteer and training hours for annual recertification.

7.3 Membership Status

• Background Checks: Members in all categories must clear an annual criminal background check.
• Dues: Members must remain current on all annual chapter dues.
• Transfers: Inter-chapter transfers are permitted in accordance with state CMOP guidelines.
• Reinstatement: Inactive members may petition the Chapter for reinstatement upon fulfilling current standards.

↑ Back to Table of Contents

8. Meetings

8.1 Chapter Meetings

Regular general membership meetings are held 12 times per year on the second Tuesday of each month at 7:00 PM CST. Any number of attendees (in person or remote) constitutes a quorum.

8.2 Board Meetings

The Board meets 12 times per year, typically at 7:00 PM CST on the Thursday before the Chapter meeting. A majority of seated Board members constitutes a quorum.

8.3 Meeting Remotely

Remote meetings are authorized provided reasonable notice is issued, two-way interactive communication is maintained, and meeting minutes document the remote format.

8.4 Minutes

Minutes serve as the permanent legal record. Minutes must include date/time/place, presiding officers, attendees/quorum confirmation, vote records, summary of the Treasurer’s report, and program speakers/topics.

↑ Back to Table of Contents

9. Amendment of Chapter Operating Handbook

9.1 Amendment or Revision

• Board Approval: Requires a two-thirds vote of Board members present at a regular Board meeting.
• Notification: Proposed changes must be provided in writing to the general membership at least 15 days before the vote.
• Membership Approval: Requires a majority vote of members present at the general meeting.

9.2 State Office Notification

A copy of the approved, amended COH must be delivered to the TMN State Office within 30 days of adoption.

↑ Back to Table of Contents

10. References and Resources

• Texas Master Naturalist State Website
• TMN State Governance & Administrative Documents
• Volunteer Management System (VMS) Helpdesk
• Blackland Prairie Chapter Website

↑ Back to Table of Contents

11. Appendices

Appendix 1: Local Level Organization Chart

Organizational reporting relationships for Blackland Prairie Chapter:

• Elected Officers (Executive Committee):
  • President – Provides oversight to Ad Hoc Committees
  • Vice President
  • Secretary
  • Treasurer – Provides oversight to the Grant Committee
• Appointed Directors:
  • Chapter State Representative
  • Communications Director
  • Immediate Past President
  • Membership Director
  • Community Engagement Director – Provides oversight to the Youth Engagement and Stewardship Committee
  • Training Class Director
  • Training Class Representative
  • VH/AT Director

Appendix 2: Grants, Donations, and Contracts Reference

Summary of TMN state policies regarding external funding and project agreements:

• All grants, contracts, or solicitations require prior Board authorization.
• Grants or contributions of $5,000 or greater require formal notification to the TMN State Office.
• Volunteer service hours may not be leveraged as match funding for grants or agreements.
• Chapters cannot execute binding MOUs, MOAs, or legal agreements without prior review from the TMN State Office and Chapter Advisors.

Appendix 3: TPWD Open Carry of Firearms – Volunteer Policy

Summary of December 2015 Policy:

• Public Areas: Volunteers shall not infringe on the legal carrying of firearms by members of the public in public-accessible areas.
• Volunteers On-Duty: Open carry is prohibited while on duty or on agency premises, unless firearms are specifically required for assigned volunteer tasks. Concealed carry under a valid Texas Handgun License is permitted where legal.
• Identification: Volunteers may not display TMN or TPWD uniforms, name badges, or insignia while openly carrying firearms.

Appendix 4: Grant Program Guidelines & Assessment Rubric

Micro-Grants: Reimbursable up to $500 (higher amounts or multi-year awards require specific Board approval).

Eligibility: Open to active Certified Chapter Members for educational, restoration, or preservation work situated in Collin, Hunt, or contiguous counties.

Application Cycles:

• Fall Cycle: Applications open September 1 (due September 30); Board approval in November; Award period runs January 1 – December 31.
• Spring Cycle: Applications open April 1 (due April 30); Board approval in June; Award period runs July 1 – June 30.

Grant Scoring Rubric

↑ Back to Table of Contents