BYLAWS OF THE UNIVERSITY OF ILLINOIS EXTENSION ILLINOIS GRAND PRAIRIE MASTER NATURALISTS ARTICLE I. NAME Name. The name of this program shall be The University of Illinois Extension Illinois Grand Prairie Master Naturalists, hereafter referred to as the Illinois Grand Prairie Master Naturalists. Affiliation. The Illinois Grand Prairie Master Naturalists are affiliated with the Master Naturalist program of the University of Illinois Extension and shall conduct their affairs in compliance with that local and state organization, and the policies and procedures of the State Master Naturalist program. University of Illinois Extension policy supersedes this document. ARTICLE II. MISSION AND GOALS Mission. Our mission is to work under the leadership of the Unit Director, Unit Educator and Program Coordinator of the Livingston, McLean and Woodford Counties Unit of the University of Illinois Extension to develop an expanding corps of well-educated volunteers to provide service and support in the conservation, restoration, management, and interpretation of natural resources and natural areas in Illinois. Goals. The goals of this program shall be to: Goal 1. Goal 2. Goal 3. Offer Illinois Master Naturalist training, educational programs and materials that provide classroom and field based training on the environmental and cultural resources of Illinois. Cultivate volunteers to serve as educators and community ambassadors for environmental initiatives; as stewards in the management of natural resources in Illinois; and as stakeholders who will perpetuate the Illinois Master Naturalist program. Facilitate cooperation and collaboration among volunteers, partnering groups and agencies. ARTICLE III. SPONSOR AND PARTNERS Sponsor. The sponsor of the Illinois Grand Prairie Master Naturalist program is the University of Illinois Extension serving Livingston, McLean and Woodford Counties. The University of Illinois Extension is committed to a long-term sponsorship of the Master Naturalist program. Partners. Partners with the Illinois Grand Prairie Master Naturalist program are providers of resources or funding as a service or in exchange for opportunities for volunteer service. Partners for the Illinois Grand Prairie Master Naturalists may change on a regular basis depending on the project needs of the community and the resource needs of the program. 1
ARTICLE IV. MEMBERSHIP Section 3. Section 4. Section 5. Section 6. Section 7. Section 8. Membership. The University of Illinois Extension Master Naturalist statewide policies define Master Naturalist volunteer classifications and enrollment procedures. Discrimination. No one may be denied membership on the basis of race, color, creed, disability, religion, ethnic origin, gender, sexual orientation, lifestyle or age. Eligibility. Any person who initially completes the written application and other required forms, submits the fee for the training, and is selected from interviewed candidates is eligible for membership. Privileges. Any person who has met the qualifications for individual membership shall be eligible to attend meetings of the Illinois Grand Prairie Master Naturalists program and other training programs and workshops. Meetings. The Annual meeting of the Membership shall be held during the month of January each year, with Quarterly meetings in April, July and October each year. Special meetings may be called by the President, University of Illinois extension staff, or the Advisory Council for the purpose stated in the call of the meeting. Notice stating the place, date, hour and purpose of meetings of the Membership shall be delivered to each member by the Illinois Grand Prairie Master Naturalist secretary not less than 10 nor more than 30 days prior to such meeting. Dismissal Policy. A University of Illinois Extension volunteer can be relieved of the title and privileges at any time by local, regional and state Extension staff in accordance with statewide policies for dismissal. Possible reasons for dismissal may include actions that are in conflict with the mission, purpose and objectives of the University of Illinois Extension or Master Naturalist volunteer agreement. The local, regional and state University of Illinois Extension staff will handle all remediation and dismissals in compliance with the statewide University of Illinois Extension Master Naturalist policy for dismissal, as written by University of Illinois legal counsel. Reporting. Volunteer and continuing education hours will be tracked on a calendar year basis from January 1 December 31 using the online reporting system provided through the University of Illinois Extension. General. Illinois Grand Prairie Master Naturalist activities at Membership meetings, Advisory Council meetings, and Committee meetings not already covered by: University of Illinois policies; University of Illinois Extension policies, procedures and Volunteer Agreement; University of Illinois Extension Unit Director, Unit Educator, and/or Program Coordinator decisions, programs and/or directives; these Bylaws; and Illinois Grand Prairie Master Naturalist Policies and Procedures will follow the most recent edition of Roberts Rules of Order. 2
ARTICLE V. OFFICERS Officers and Terms of Office. a. The officers and terms of office of the Illinois Grand Prairie Master Naturalists shall be the President (1 year), the President-Elect (1 year), the Immediate Past-President (1 year), the Secretary (1 year), and the Treasurer (1 year). b. Officers may not serve more than two consecutive terms in the same position unless a good faith effort towards finding a replacement has resulted in no candidates. c. Election of officers will be conducted by procedures outlined in Article VII, and installed as follows: 1. The President-Elect will be elected, and installed at the annual meeting. 2. The prior year President-Elect will automatically be installed as President after serving one year as President-Elect. 3. The prior year President will automatically be installed as Past President after serving one year as President. 4. The Secretary will be elected, and installed at the annual meeting. 5. The Treasurer will be elected, and installed at the annual meeting. d. The officers shall comprise the Executive Committee for the Illinois Grand Prairie Master Naturalists, and serve on the Illinois Grand Prairie Master Naturalists Advisory Council. e. Upon the resignation, dismissal or death of any officer (except the President), or inability to serve, a successor may be appointed by the Executive Committee of the Advisory Council. In the event of the resignation, dismissal or death of the President, the President- Elect will move up to fulfill the unexpired term and will also continue through the normal succession. An appointed President-Elect will serve until the next election and will not continue in that position unless elected to do so. f. Officers shall be Active Master Naturalists in good standing of the Illinois Grand Prairie Master Naturalists membership. Duties of the Officers. a. The President: shall preside over all business meetings of the Illinois Grand Prairie Master Naturalists and the Advisory Council; shall work closely with the University of Illinois Extension Program Coordinator to ensure implementation of all programs and initiatives; shall appoint all committee Chairs subject to the approval of the University of Illinois Extension Program Coordinator; shall be an ex-officio member of all committees except the Nominating Committee; shall work with the Executive Committee on matters of the program between meetings of the Advisory Council; shall plan with the President-Elect the Quarterly and Annual meeting agendas; and shall submit an Annual Report to the Membership of the Illinois Grand Prairie Master Naturalists. b. The President-Elect shall: assume all Presidential duties in the absence of the President; shall carry out such duties as assigned by the President; shall be an ex-officio member of all committees except the Nominating Committee; and shall plan with the President the Quarterly and Annual meeting agendas. The President-Elect shall become President of the Illinois Grand Prairie Master Naturalists after one year or upon the resignation, dismissal or death of the President. The President-Elect shall serve for the 3
unexpired term of the President as well as the following year if the President dies, is dismissed or resigns the office. c. The Immediate Past President shall serve on the Advisory Council; shall carry out duties assigned by the President; and shall serve as Chair of the Nominating Committee. The Immediate Past President shall not become eligible to become President-Elect for two years after the conclusion of this term. d. The Secretary shall: take minutes of Advisory Council, Quarterly and Special Membership meetings, prepare a copy of these minutes within 14 days of said meeting, and keep a copy of these minutes in the Illinois Grand Prairie Master Naturalists office; shall notify members of all meetings as required by the Bylaws; shall deliver the agenda for all meetings and the minutes from the previous meeting with the notice in Article IV., Section 5.; and shall keep a copy of the Bylaws and the Policies & Procedures in the Illinois Grand Prairie Master Naturalists office. e. The Treasurer shall: Maintain essential and correct accounts of the Illinois Grand Prairie Master Naturalists; shall be familiar with the University of Illinois Extension Fiscal Policy; shall prepare financial reports as required by the Advisory Council and the Unit Director; shall work with the University of Illinois Extension Unit Director, Program Coordinator and University of Illinois Extension staff to formulate a budget by June 30 each year for Master Naturalist projects and fundraising in accordance with University of Illinois Extension fiscal policies; and shall serve on the Fundraising Committee. f. The officers of the Illinois Grand Prairie Master Naturalists Advisory Council shall form the Executive Committee which shall meet as needed between regularly scheduled meetings of the Advisory Council. g. Upon the resignation, dismissal or death of one of the Executive Committee Members or an open seat on the Advisory Council, the Executive Committee shall select an Active Master Naturalist to fill the unexpired term. Section 3. Relationship to U of I Extension Program Staff. The University of Illinois Extension Unit Director, Unit Educator and Program Coordinator will be ex-officio members of the Advisory Council, the Executive Committee and all other committees of the Illinois Grand Prairie Master Naturalists. ARTICLE VI: Illinois Grand Prairie Master Naturalists Advisory Council Section 3. Purpose. The purpose of the Illinois Grand Prairie Master Naturalists Advisory Council will be to represent the Master Naturalist membership to the University of Illinois Extension and to manage the business of the Illinois Grand Prairie Master Naturalists program. Compliance. The Illinois Grand Prairie Master Naturalists Advisory Council shall comply with all policies and procedures of the State Master Naturalist program. Composition. a. The Illinois Grand Prairie Master Naturalists Advisory Council shall be composed as follows: 4
1. Elected officers of the Illinois Grand Prairie Master Naturalists membership, who shall serve in the same positions on the Advisory Council. 2. Standing committee chairs as listed in Article VII, b. All members of the Advisory Council shall be Active Master Naturalists of the Illinois Grand Prairie Master Naturalists membership. Section 4. Section 5. Duties of the Advisory Council. The duties of the Illinois Grand Prairie Master Naturalists Advisory Council shall be to cooperate with the University of Illinois Extension Unit Director, Unit Educator and Program Coordinator and other staff on planning and identifying tasks necessary to achieve the purpose and functions of the Illinois Grand Prairie Master Naturalists. The Advisory Council shall also prepare, adopt, and revise as necessary the Policies & Procedures of the Illinois Grand Prairie Master Naturalists, subject to the approval of University of Illinois Extension staff. Meetings of the Advisory Council. a. The Advisory Council shall have regularly scheduled quarterly meetings in March, June, September and December each year. All Advisory Council meetings are open to the membership, and the date and location of the Advisory Council meetings will be sent to the Membership upon scheduling said meetings. b. Special meetings of the Advisory Council may be called by the President. c. A majority of the Advisory Council then serving shall constitute a quorum for the transaction of business at any meeting of the Advisory Council, provided that if less than a majority of the Advisory Council members are present, the meeting may be adjourned to another time without further notice for the purpose of having a quorum present. Section 6. Section 7. Relationship to U of I Extension Program Staff. The University of Illinois Extension Unit Director, Unit Educator and Program Coordinator will be ex-officio members of the Advisory Council, the Executive Committee and all other committees of the Illinois Grand Prairie Master Naturalists. Relationship to U of I Extension Council. The University of Illinois extension Unit Director may appoint University of Illinois Extension Council nominees who will represent Master Naturalists in the Unit. ARTICLE VII. COMMITTEES Creation of Committees and Appointment of Committee Chairs. The Advisory Council, subject to approval by the University of Illinois Extension Unit Director, shall have the ability to establish and dissolve committees as may be needed to meet the objectives of the Illinois Grand Prairie Master Naturalists, with the Chair of such committees appointed by the President, subject to the approval of the University of Illinois Extension Program Coordinator. Standing Committees. The business of the Illinois Grand Prairie Master Naturalists shall function through the following standing committees, with the Chair of these committees appointed by the President, subject to the approval of the University of Illinois Extension 5
Program Coordinator: Curriculum, Fundraising, Program, Membership, Volunteer Coordination, Special Events, and Publicity. The duties of the standing committees are outlined in the Policies & Procedures. ARTICLE VIII. NOMINATIONS, ELECTIONS AND VOTING Nominating Committee. Nominations for Officers will be the responsibility of the Nominating Committee, subject to the approval of the University of Illinois Extension Unit Director or Program Coordinator. The Nominating Committee will be comprised of the immediate Past President, who shall serve as Chair of the Nominating committee, the University of Illinois Extension Unit Director or Program Coordinator, two Advisory Council members selected by the Executive Committee, and two IGPMN members not on the Advisory Council selected by the Executive Committee. Effort shall be made to provide representation on the Nominating Committee across all membership, regardless of number of years active. Process. The process for nominations, elections and voting will be as follows: a. Nominations will be sought during the month of October for the Officer positions and committee chairmanship; requests for nomination will be delivered to the Illinois Grand Prairie Master Naturalists membership at large. Eligible nominees will be contacted by the Nominating Committee to confirm interest in the position prior to ballot placement. b. Election ballots will be finalized and delivered in November to the membership at large. Ballots will reflect nominees for each position as put forward by the Membership and as approved by the University of Illinois Extension Unit Director or Program Coordinator. c. Ballots shall be returned to the University of Illinois Extension Program Coordinator at least 2 weeks prior to the Annual Membership meeting. In the event of a tie, a coin toss at the annual meeting will determine the outcome. d. The candidates shall be informed as to their election status prior to the installation of elected officers at the conclusion of the Annual Membership meeting. e. All ballots, envelopes, and tally sheets shall be kept by the Master Naturalist Program Coordinator. Such materials are to be held secure for one year. f. Only Active Master Naturalists in good standing can be nominated for Officer positions. g. No Active Master Naturalist shall be listed on the ballot for more than one position. h. Only Active and Intern Illinois Grand Prairie Master Naturalists may vote at any meeting or in any election. Voting in elections shall be by secret ballot, and voting on questions at meetings shall be by voice unless the Chair of the meeting cannot determine the result by voice, in which case the vote on the question shall be by ballot. Decisions shall be determined by a majority vote of Active and Intern members present at the meeting or submitting a ballot. ARTICLE IX. FINANCES Budget. The Treasurer shall work with the University of Illinois Extension Unit Director, Program Coordinator and University of Illinois Extension staff to formulate a budget by June 30 each year. This must be done in accordance with University of Illinois Extension fiscal policies. 6
Authorization of Expenditures. The Treasurer shall monitor and report on expenditures and revenue generated as outlined in the budget. Non-budgeted expenditures proposed by membership shall first be approved by University of Illinois Extension, the Executive Council, and Advisory Council. The Treasurer will work closely with the University of Illinois Extension Program Coordinator, Unit Director, and fiscal secretary. Section 3. Fiscal Year. The fiscal year programming will be July 1 June 30. Section 4. University of Illinois Extension fiscal policy does not allow personal reimbursement. Expenditures must be within the allotted budget or approved by Extension Program Coordinator, Executive Council, and Advisory Council. ARTICLE X. AMENDMENTS Amendments. These Bylaws may be amended at Annual, Quarterly or Special meetings of the Illinois Grand Prairie Master Naturalists by two-thirds (2/3) affirmative vote of those members present and voting. Procedures. a. Proposed amendments to the Bylaws shall be prepared by the Advisory Council and approved by the University of Illinois Extension Unit Director and Program Coordinator prior to submittal to the Membership for adoption. b. Each member shall receive a copy of any proposed amendment or revision not less than 10 nor more than 30 days prior to an Annual, Quarterly or Special meeting of the Illinois Grand Prairie Master Naturalists. ARTICLE XI. EFFECTIVE DATE Amendments to the Bylaws shall take effect immediately upon adoption by the Illinois Grand Prairie Master Naturalists membership. Review of the bylaws should take place no more than three years following the latest Approved amendment date. Adopted January 7, 2011 Amended June 1, 2011 Amended January 27, 2012 Amended November 5, 2012 Amended April 21, 2016 7