In addition to the duties specified by the board of directors, the secretary/league official shall:
1. Have every participant complete a membership card application and collect appropriate membership dues.
2. Forward the annual membership dues with completed league application and membership card applications to the local association manager(s) within 30 days after the league begins to bowl. Membership card applications and applicable fees for additional members shall also be forwarded to the local association manager(s) within 30 days of receipt.
3. Keep minutes of all league meetings, handle all league correspondence and notify the members or team captains of all league meetings.
4. Have a current standing sheet available for the members to see at each league session. The standing sheet shall contain the average, number of games and total pins for each member, and any scores eligible for special prizes the league issues. (For more information on completing standing sheets, see the League Operations Handbook.)
5. Be responsible for a record of the scores bowled by all team members and substitutes, and report scores that are eligible for USBC, state and local association awards.
a. Submit a completed award application within 20 days.
b. Notify the local association manager or authorized representative within 48 hours of scores that are eligible for USBC honor score recognition.
6. Give each member of the board a copy of the league rules and prize list and see that the league schedule is either posted in the bowling center or given to each team captain.
7. Give a copy of the final standing sheet to the league treasurer so the awards can be distributed.
8. Turn over to the newly-elected officer all league records, such as minutes of meetings, copies of rules and prize lists, league property, etc.
9. Furnish a list of individual averages to the local association manager(s), when requested. The list must show the full names and ID numbers of all bowlers who competed in the league, the number of games bowled, total pinfall and average for each bowler.
10.On request of the local association or USBC, provide a list of names and addresses of the league officers; and the names of captains and members in the league.
11.Notify league members of all local association meetings and any proposed changes in local association dues.
In youth leagues that do have a board, the secretary shall assist the league official in the responsibilities of the league secretary.
NOTE: In leagues using a computer and/or average service, the elected secretary remains responsible for all the duties specified in Rule 102e.
Commonly Asked Questions – Rule 102e
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102e/1 |
Who has the right to see the league records? Although the secretary and treasurer are responsible for maintaining an accurate and complete account of scores and finances, the records are league property. Therefore, all league members have the right to see the records. However, so as not to disrupt bowling, arrangements should be made to view the records either before or after bowling, or at some other time agreeable to the officer(s).
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102e/2 |
Our bowling league utilizes the center’s secretarial service. Do we still need to elect a league secretary? Yes, Rule 102a requires each league to elect a secretary. Since the league utilizes the center’s secretarial service, the league secretary should work together with the bowling center and is responsible for ensuring that all duties listed under Rule 102e are being properly fulfilled.
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102e/3 |
Can a proprietor require our league to use and pay for the secretarial services provided by the center? Yes. This and other proprietor provided services are issues negotiated between the league and the center. Although a proprietor can provide the service, it is up to the board of directors to determine if the league will utilize it. However, whether the league uses the service or not, the proprietor may still require payment. In cases where the league utilizes a secretarial service provided by the bowling center, the league is still required to appoint a secretary and treasurer. These officials are required to ensure that all duties as specified in Rules 102e and 102f are fulfilled.
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102e/4 |
How long must league records be maintained? USBC does not have any rule regarding how long the secretary’s records (i.e., minutes, prize lists, copies of recaps and standings sheets, league rules, etc.) should be kept. This is an issue to be determined by each league. Recap sheets can be destroyed after the season has been completed and all records have been finalized. However, Rule 102e, Item 8, requires this information to be turned over to the newly elected officer when there is a change in league officers. As to the treasurer’s records, Rule 102f, Item 7, requires all financial records, whether in the possession of the former officer or newly elected officer, be retained for at least 120 days following the completion of the schedule. |