California Native Plant Society

Administration : CNPS Chapter Resources Email

August 2016

CNPS Chapter Resources August 2016


Hello CNPS Chapter Volunteers!
In this monthly e-mail, you will find chapter support updates and other resources from CNPS staff. Always feel free to contact us with questions and feedback! E-mail Becky Reilly, .

Thank you for making CNPS great!


In this e-mail...
Seeking Content for Upcoming Horticulture E-Newsletter
Changes in Chapter Officers
New Guidelines for Signing Contracts/Agreements
New Event Reporting Form
New Reimbursement Request Form

New Annual Chapter Calendar of Important Dates
Upcoming CNPS Statewide Workshops
This Month's FAQ!
Next CNPS Quarterly Meeting

>> QUICK LINKS <<
Admin page of CNPS.org
Chapter Resources E-mail Archive / Last Month's E-mail
Horticulture events calendar / How to add events
Event insurance information
Garden tour insurance information
Seller's permit information
How to host a Ditch Your Lawn workshop

Seeking Content for Upcoming Horticulture E-Newsletter
The CNPS monthly e-news is seeking contributions for the September horticulture-themed issue. Has your chapter recently published a plant profile or how-to in your newsletter, or does your chapter horticulture chair have a collection of previously submitted articles or are they keen to write a new one? Please send the newsletter link or brief write-up to Stacey Flowerdew, , by September 9, and include the writer and photo credit if applicable. Thank you!

Changes in Chapter Officers
A quick reminder: if one of your chapter officers changes (i.e., you have a new President, Vice President, Delegate, Secretary, or Treasurer), your President (or Vice President, if it’s a change affecting the President’s role) should e-mail the state office and let us know the new position holder’s name and contact info. For other chapter positions, updates can also be made as changes happen, or they may wait until we collect directory updates each spring. Thanks for your help in keeping our records current so that we are able to contact the appropriate people in your chapter when needed!

New Guidelines for Signing Contracts/Agreements
We have put together a short write-up summarizing the guidelines for chapters signing contracts and agreements, including outlining who needs to review a contract and who can sign different types of contracts, to help clarify what can be taken care of internally by the chapter and what needs to come to the state office. The PDF is available on the admin page of CNPS.org or here.

New Event Reporting Form
We have put together an Event Reporting Form for your chapters to use internally to help track your events, including the number of volunteers and hours, income and sales information, and more, for each event you choose to use it for. We hope this helps both to ensure your events are successful from start to finish, and to make it easier to complete your Chapter Annual Activities Reports at the end of the fiscal year. The form is available on the admin page of CNPS.org or here.

New Reimbursement Request Form
We have updated the reimbursement request form for travel expenses related to the quarterly meetings for CNPS Board members and Chapter Council delegates. Going forward, please use this version of the form to request any necessary reimbursements (also available on the admin page of CNPS.org). E-mail Laureen at if you have any questions.


New Annual Chapter Calendar of Important Dates
We have put together a new annual calendar of important dates for CNPS chapters, to help make it easier to plan in advance and know when things are happening. The calendar includes administrative deadlines (e.g., when reports are due to the state office), regularly scheduled e-mails and mailings (e.g., membership reports and renewal notices), publications (e.g., Fremontia and the e-newsletter), and events (e.g., chapter council meetings, native plant week). This calendar is available on the admin page of CNPS.org under "Administrative Documents," or click here to go straight to the calendar PDF.


Upcoming CNPS Statewide Workshops
Just announced from the CNPS Rare Plant Program: Botanical Collecting and Field Documentation in the Eastern Sierra (Lee Vining), in conjunction with Rare Plant Treasure Hunts nearby before and after the workshop. Work has also begun on planning for our plant science training workshops in 2017 - stay tuned for more information at www.cnps.org/workshops!


This month's FAQ!
Q: When do I need to submit a contract or agreement along with my chapter's event insurance request?
A: We ask that you always submit a copy of a signed contract or agreement with your event facility along with your insurance request. Certain types of insurance (including additional insured, insurance endorsements, and others) require a signed contract or agreement to be in place for insurance to be valid, plus, reviewing the specific language in the document ensures that we are meeting your venue's specific insurance needs. Please remember to submit your insurance request form and contract/agreement at least 6 weeks before your events. Insurance guidelines and forms for CNPS chapter events are available on the admin page of CNPS.org under "Chapter Event Insurance" and you can contact Becky at with any questions.


SAVE THE DATE!
Next CNPS Quarterly Meeting

September 9-11, 2016
Morro Bay, CA

Hosted by the San Luis Obispo Chapter

Why should I attend the Quarterly Meeting?
1. You will connect with, and learn from, other CNPS members and staff from around the state
2. You get to contribute to important decisions that impact our organization during the Chapter Council session, and learn about the projects that CNPS staff are working on
3. Through social events and field trips, you will meet like-minded people and get to know a new area of the state - it's fun!

Hope to see you there!

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