Officer’s Handbook

(Reviewed, updated, Approved June 11, 2022)

The President shall…

  • Be responsible to the Executive Committee for the implementation of the objectives of the United English Breeders and Fanciers Association, Inc., and be responsible to the membership for the operation of the Organization in accordance with the Constitution and By-laws.

  • Preside at all meetings of the organization.

  • Form special committees when needed and appoint committee members.

  • Countersign with the secretary all written documents and contracts of the Organization.

  • Be a member of all committees.

  • Appoint someone to contact the recipients of the Lifetime Achievement Award and write their biography.

  • Coordinate with the vice president the assigning of help for taking entries, meeting place for the Executive Board, and setting up a place and person to take pictures of event winners.

  • Appoint, with the approval of the Executive Board, the Columnists, UKC Rules Attendees, Membership Chairman, Sectional Chairman and the Yearbook Editor.

  • Order High Scoring English Dog hunt trophies to be sent to hunts with a combined entry of 500 dogs. Autumn Oaks, Winter Classic, Southern English Days, Western English Days, Canadian Open, UKC World Championship and all Chartered Breed Days hunts also receive English High Scoring trophies.

  • Ensure that there is a representative present to present trophies on behalf of UEB&FA at Autumn Oaks, Winter Classic, Southern English Days, Western English Days, Canadian Open, UKC World Championship and all Chartered Breed Days hunts receiving English High Scoring trophies.

  • Be responsible for seeing that the fidelity bond is in place.

The Vice President shall…

  • Assume the duties of the President in his absence.

  • Send and receive bids for English Days.

  • Send confirmations to UKC for English Days.

  • Work with the host club in late February to assure that they are communicating with their outlying clubs for guides for the Invitational, Youth and UKC events.

  • Contact the host club in mid April to confirm the numbers, the dinner arrangements for Thursday night, the Master of Hounds, Bench Show Judge, and that the advertisement for the hunt has been taken care of.

  • End of April order the trophies for English Days – Invitational, Youth, and UKC

                     Order prize package once package is approved by officers and board members.

  • At English Days

    • Wednesday morning: check that all awards are in and work with the host club on where to set up for taking entries and check that all maps and guides are in place, and that the PA is working.

    • Appoint a bench show chairperson to help with setting up the show, taking entries, etc. Bench show judge should have been approved in April.

    • Coordinate with the President on assigning help for entries, meeting place for the Executive Board meeting, general membership meeting, photographer, and a place for pictures of event winner to be taken.

    • Check that scorecards are filled out and ready to adhere the entries on.

    • Check that all permit numbers are posted along with deadline times for score cards to be returned after the hunt.

    • Friday morning: take pictures from the invitational to a “one hour” developer to be developed or confirm they are being printed on grounds.

    • Friday and Saturday: take entries for nite hunt and help get hunters to the woods as quickly as possible. Recruit help from the other officers for this, if possible.

    • Prior to the general membership meeting: present awards for Thursday and Friday night.

    • ASAP after deadline Saturday night: present Saturday night awards.

    • Following all events: check with the President and Treasurer that the host club has been paid.

    • Immediately following the event: Box up and send to UKC all score cards from Fri day and Saturday night, all paper work from the Bench shows, and all paper work from the Master of Hounds.

    • Get reliable help for all events and activities at English Days. That is what your fellow officers are there for. Don’t try to do it all yourself. Pre-plan well in advance so that when something comes up, it won’t be too difficult to resolve.

The Secretary shall…

  • Record the minutes of all meetings of the Organization and send copies to the Officers and Board of Directors within 30 days of the meeting.

  • Produce and post  a “newsletter” to the general membership, after obtaining approval of the President by signature.

  • Keep a current and valid record of memberships and suspensions. This will require close work with the membership chairperson.

  • Conduct all official correspondence of the organization.

  • Send a copy of the minutes of the general membership to the yearbook editor for publication.

  • Assume all duties in the absence of the President and Vice President.

The Treasurer shall…

  • Have custody of all funds belonging to the United English Breeders and Fanciers Association

  • Write and co-sign all checks and disburse funds as authorized by the organization.

  • Present all records for audit by the Executive Committee at least once annually.

  • Maintain a security bond equivalent to, or in surplus of, Association funds. The bond should be in favor of the United English Breeders and Fanciers Association and will be paid for by the association.

  • Present written financial statements at the three executive board meetings throughout the year.

  • Form 48725 must be filed with the Indiana Secretary of State by March 31st of each year or as required by the Secretary of State.

The Executive Board shall…

  • Be responsible to the membership.

  • Will observe the operation of the Organization and assure the executive policies are followed.

  • Shall make immediate and long range plans acting as advisors in the execution of business legislated by the membership at the annual meeting.

  • Insure that the fidelity bond is in place.