Standing Rules
SECRETARY
The Secretary will receive notification by members of change of addresses. The Secretary will notify
the Board, the Bulletin Editor, the Membership Chairperson, the Treasurer, the Newsletter Editor, as
well as the individual responsible for making mailing labels.
The Secretary will arrange, with the telephone company for Board conference calls. The conference
call shall be billed to the phone number of the ABA Treasurer.
The Secretary is a signatory of all bank accounts of savings instruments of the Association funds
maintained by the Association Treasurer. The Secretary shall be bonded in the same amount as the
Treasurer.
The Secretary shall immediately inform the President of receipt of all correspondence.
The Secretary shall be reimbursed for legitimate telephone and FAX expenses incurred conducting
Association business. The Secretary should maximize the use of written correspondence and
minimize telephone communications.
All records and correspondence of the Association, particularly minutes, Treasurer’s reports and
membership lists shall be retained for a period of five years by the Secretary. As each year’s file
reaches the sixth year of age, the Secretary shall transfer that file to the Archives for permanent
storage.
The Secretary shall send appropriate news releases, that is; election of officers, specialty shows, etc.,
to the dog press, such as; Dog News and Canine Chronicle.
The Secretary shall prepare and send to the Board an agenda, along with committee reports, prior to
each Board meeting. The Secretary shall send each committee Chairperson a reminder postcard
requiring the committee to report of its activities so that the report may be made to the Board at the
Board meeting.
The Secretary shall prepare and forward to the Newsletter Editor a copy of the minutes of the Board
meeting and pertinent committee reports.
The Secretary shall contact nominees for office and/or judging assignments for their qualifications
and shall forward such to the Newsletter Editor for publication prior to their election.
The Secretary shall send each non-independent regional club the standing rule pertaining to
“Guidelines for the approval and processing of requests for Association sponsored sweepstakes,
supported shows and regional specialties”. All revisions to this standing rule will be promptly
transmitted to each non-independent regional club.
In the case of regional and national specialties, the Secretary shall be responsible for forwarding all
paperwork and providing letters of approval to the proper individuals. These duties are specified in
the above-mentioned standing rule. The Secretary will send copies of all applications for specialties,
sweepstakes and supported entries to the President and Chair of the event.
The Secretary shall inform non-independent regional clubs of any Board action concerning them as
soon after the Board action as possible.
The Secretary shall furnish committee chairpersons any Standing Rule that pertains to the operations
of that committee as soon after the Board action as possible.
The Secretary shall be responsible for answering all general Association correspondence.
The Secretary shall send each new Association member a letter of welcome as well as a copy of the
ABA constitution.
The Secretary shall be responsible for preparing ballots and for counting all ballots except for those
of the election of officers.
The Secretary shall be responsible for informing the American Kennel Club of any changes in officers,
committee chairs, and constitutional amendments and also for obtaining the proper approvals. The
Secretary shall also be responsible for updating the ABA constitution to include the amendments as
approved.
The Secretary shall serve as the ABA delegate to the American Dog Owners Association.
The Secretary shall send each individual nominated to the Board of Directors a “Meet the Candidate”
form to be completed and returned. The Secretary shall send the completed forms to the Newsletter
Editor for inclusion in the August Newsletter. Each nominee shall also be sent a copy of the Standing
Rules.
The Secretary shall be entitled to a $200.00 advance.
The Secretary shall send Board members absent from annual and semi-annual meetings information
covered at those meetings.
The Secretary shall annually reapportion the geographical areas before the selection of the
nominating committee. | 