Governing Documents Adoption Process 2023

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The Texas Master Naturalist™ Program governing documents for a chapter are the

  • Code of Ethics and Standards of Conduct
  • Bylaws
  • Chapter Management and Operations Protocols (CMOP)
  • Chapter Operating Handbook (COH)

All Texas Master Naturalist Governing Documents can be found on the Chapter Documents Page: https://txmn.tamu.edu/chapter-resources/chapter-documents/

Updates were made to these governing documents in 2022 for adoption and effective operation in January 2023. The Roadmap below provides a suggested timeline to chapters for submitting their final adopted governing documents were needed.

Table Of Contents
  1. Chapter Bylaws
  2. Chapter Management and Operations Protocols
  3. Chapter Operating Handbook

Chapter Bylaws

Chapter Bylaws for the Texas Master Naturalist (TMN) Program must be adopted verbatim by each chapter with only two allowable changes, as with every Chapter Bylaws update done in the past. Chapters may choose between one year or two years for the term of officers/directors and may choose to include an Addendum for 501 (c) (3) Chapters. Once adopted, the Bylaws establish the rules of the road for the chapter. Chapter Bylaws only change under one of the following circumstances: the state office publishes a revised version of the document, or the chapter chooses to change the term of office or add or remove the Addendum. [Reference the most current version of the Bylaws template available on the TMN Program state website.]

  • Not editable by TMN Chapters
  • Operationally effective at the state level on January 1, 2023
  • Adoption Process & Timeline:
    • Form – Chapters fill out form with 2 Options: Terms of Office and 501.c.3 Status
      • Using the form below provides a state office pre-approved document
      • Goal – by October 8th
    • Template Bylaws – The TMN Program provides a template for all chapters to use to adopt Chapter Bylaws.
      • Chapter will send this state approved Bylaws to Chapter Advisors for approval
      • Advisors will send to Chapters once approved
      • Goal – by October 15
    • Notification – Chapters will notify members at least 15 days in advance of Membership Meeting where vote will happen
      • Notice must be in written form via conventional mail, email, or other equivalent means and must include the date, time, and place of the meeting.
      • Scenario Timeline – Established with a November chapter membership meeting in mind
    • Chapter Membership Meeting
      • Vote occurs and Chapter Bylaws adopted with two-thirds vote of members constituting a quorum
    • State Office – Chapters notify state office of adoption via form on website
      • Chapters will submit their adoption notice to the TMN state office with a copy of their chapter meeting minutes documenting the vote record within 30 days of membership vote.

Chapter Bylaws Option Selection 2023

Chapter Bylaws for the Texas Master Naturalist (TMN) Program must be adopted verbatim by each chapter with only two allowable changes. Chapters may choose between one year or two years for the term of officers/directors and may choose to include an Addendum for 501 (c) (3) Chapters. Using this form provides the chapter a state program office pre-approved document.

Chapter Bylaws Submission Form

The Chapter Bylaws establish the rules of the road for the chapter. Chapters will submit their adoption notice to the TMN state office with a copy of their chapter meeting minutes documenting the vote record within 30 days of membership vote.

Chapter Management and Operations Protocols

The Chapter Management and Operations Protocols (CMOP) documents all the procedural requirements for managing and operating a TMN chapter. The Bylaws set the rules of the road; the CMOP gives specific directions and instructions. All chapters must comply with and adhere to the procedures defined in the CMOP. [Reference the most current version of the CMOP available on the TMN Program state website.]

  • Chapters must adhere to the CMOP at least by January 1 2023.
  • Not editable.
  • No adoption process.

Chapter Operating Handbook

The Chapter Operating Handbook (COH) is a document tailored to the individual chapter while also providing a consistent statewide framework for standard operations across the state. It is intended to assist the chapter in structuring and defining in detail its local operational procedures and practices. The Chapter Operating Handbook Framework document provided by the state office assures compliance with the Bylaws and the CMOP while allowing flexibility for the chapter to adapt its COH to local needs and resources. [Reference the most current version of the COH “framework” available on the TMN Program state website.]  

  • Operationally effective at the state level on January 1, 2023
  • Editable by Chapters in sections where brackets and italics are in place.
  • Chapters must work off the state offered 2023 COH Framework document and may edit based on the sections in brackets and italics.
  • Adoption Process:
    • Revisions – Revisions can be made following State Framework in sections noted by brackets and italics font.
      • While not required, Chapters are encouraged to send substantial changes to state office early in the process (prior to board or membership vote) for a compliance review with Bylaws and CMOP.
    • Board – Revisions must be approved by a two-thirds vote of the board members in attendance, either in person or remotely/virtually, at a regular board meeting
    • Notice – General membership must be notified in writing (conventional mail, email, or other equivalent means) of the proposed amendments or revisions at least 15 days before the next chapter meeting, with notice that the ratification vote will be held at that meeting.
    • Discussion & Vote – The general membership will have the opportunity to discuss the changes at the meeting. Approval requires a majority vote of those in attendance, either in person or remotely/virtually.
    • State Office – Once a chapter has adopted, revised, or amended the COH, an electronic copy must be sent to the TMN state office within 30 days.
      • Submit via state website form

Chapter Operating Handbook 2023 Submission Form

The Chapter Operating Handbook (COH) is a document tailored to the individual chapter while also providing a consistent statewide framework for standard operations across the state. It is intended to assist the chapter in structuring and defining in detail its local operational procedures and practices. The Chapter Operating Handbook Framework document provided by the state office assures compliance with the Bylaws and the CMOP while allowing flexibility for the chapter to adapt its COH to local needs and resources. Once a chapter has adopted, revised, or amended the COH, an electronic copy must be sent to the TMN state office within 30 days.