american brittany club policy book 2012 - National Breed Clubs ...

DUTIES OF THE ELECTED SECRETARY1. (Per By-Laws adopted December 2, 1975, Art. VI, Sec, 6f): Shall attend all meetings of the General Membership,keeping minutes of all such meetings and shall maintain the corporate records of the Club. The Secretary shall fulfillthe duties of the Executive Secretary in the event that office is vacant or otherwise unable to perform the duties ofsuch office.2. Corporate records of the Club to be maintained in a permanent record:A. Constitution and By-LawsB. Amendments to Constitution and By-LawsC. Any and all tax returns, Federal or State, or copy thereofD. Any and all Contracts, Agreements, Leases, and any and all other Legal Papers pertaining to the ClubE. Minutes of Annual Meetings of the MembershipF. Minutes of any Special Meetings of the MembershipG. Minutes of Annual Meetings of the Board of DirectorsH. Minutes of any Special Meetings of the Board of DirectorsI. Record of all votes by the Board of Directors by mail ballot for any year and the results thereof3. The Elected Secretary shall keep a permanent record of all Brittanys earning Championships of Record, FieldChampionships, Amateur Field Championships, Dual Championships, and Obedience Titles, under Rules andProcedures of the AKC, and all other Championships awarded by other Kennel Clubs or Associations, foreign ordomestic, when awarded to a Brittany owned by members of the ABC.4. Be responsible for copying and mailing for proper distribution materials at the option of officers, Directors andCommittee heads.5. Mail membership lists to regional club secretaries for their region and the member -at-large list. Membership listsmay be sent by electronic means. Hard copies of changes may be obtained for a nominal fee. Directors receive a listof their region plus a member-at-large list. Officers and Futurity Secretary receive a complete list of all regions andthe member-at-large list. Additional copies may be purchased for $10. Regional club officers, chairmen/secretariesof events may request an updated list of their club members at times other than when the complete lists are sent inMay or times other than the Quarterly updates by the Membership Data Chairman and Treasurer, for a $10 fee.(1989) (2002) (2004)6. All financial records and all correspondence pertaining to money shall be retained for from five (5) to seven (7)years thereafter. All general correspondence should be kept for three (3) years, and any records not of historicalvalue may be destroyed after that time. Records of historical interest shall be kept indefinitely. (1964)7. Any acknowledgments, awards, commemoration, commendations, declarations, salutations, or other documents,gifts, prizes, donations or trophies, when issued or presented in the name of the ABC and requiring authenticatingsignature, only bear the signature of the President, Executive Secretary or Secretary of the ABC, or with theknowledge, direction and concurrence of the President, Executive Secretary or Secretary, the signature of that otherofficer under whose jurisdiction such matter is issued and distributed. (1977)8. Receive petitions for Life Memberships and keep on file. Balloting for Life Memberships at the annualmembership meeting shall be by secret ballot. (1981)9. Submit a report of your activities and recommendations to the Agenda Chairman in advance of the annual Boardmeeting. This must be done far enough in advance so the Agenda Chairman can have the agenda in the hands of thedirectors six (6) weeks prior to the annual meeting. (1993)47