As stated in the Seascape Association Bylaws Article VI Duties of the Elective Officers, Sect. 3: The Secretary shall keep records of all meetings, have custody of all records, and perform such other duties as usually pertain to this office.

Responsibilities: 

• Maintain meeting Minutes and provide a copy to the custodian of the Association’s website for posting on www.seascapeassociation.org.

• The Secretary, in conjunction with the Treasurer, is responsible for the following:

• Maintain custody of all records

• Has P.O. Box key and manages mail or email correspondence related to Seascape Association

• Has signing rights on Seascape Association checking account and acts as backup to the Treasurer as needed for vendor payments, annual dues, real estate taxes, insurance and the like.

• Provide Annual Reports to Commonwealth of Massachusetts and Association Insurance carrier

Resources:

Seascape Association PO BOX 539 - North Falmouth Office
Rockland Trust - Must be authorized signer for the Seascape Assoc. checking account.
Directors and General Liability Insurance:
       Directors & Officers Liability Policy #0251293780
       General Liability Policy #CPS2463309
       Arthur D. Calfee Insurance Agency, Inc
       336 Gifford Street,
       Falmouth, MA 02540
       (508) 540-2601
Annual Report to Commonwealth of Massachusetts http://www.sec.state.ma.us

Tasks:

• Write Annual Meeting minutes, special meeting minutes and send out to board for review and approval.

• Check PO Box periodically (recommended once a week)

• Check email correspondence – some bills are received via Email

• Deposit all checks received and provide Treasurer with Name, Check #, Amount, Deposit Date and Total Deposited.

• Provide Treasurer with Seascape Association Due Payment Slips

• Prepare and Mail Annual Report to Commonwealth of Massachusetts – refer to Section Seascape Association reports to MA Sec. of State  

Important Dates:

June
Annual Meeting
PO Box renewal

October
Annual Report to Commonwealth of Massachusetts
Directors & Officers Liability Insurance Policy & Invoice sent out in Aug/Sept due October 19th.

November
General Liability Insurance Policy & Invoice sent out end of October and due November 23rd.
Seascape Association reports to MA Sec. of State
Every year the Association must file an Annual Report to the Commonwealth of Massachusetts.  These reports are due on November 1st. 

• Failure to file for Annual Report may result in a dissolution of the charter – refer to section: Dissolutions/ Revocation of Charter: Nonprofit Corporations. https://www.sec.state.ma.us/cor/corpweb/cornp/npinf.htm

• The Annual Report forms (pdf format) can be found on www.sec.state.ma.us.  Click on “Corporations,” “Corporations”, “Filing by Subject“, “Corporations”, “non-profit,” “information,” “forms,” and download the ones you need.

• The Annual Report Form is always required and all other forms will depend on the types of changes that occurred with the Association for the filing year.

• The Sec. of State does not accept post office box addresses, as a result, any form that requires the Associations street address will be the Clerk/Secretaries address (Resident Agent). 

• The filing fee for the Annual Report is $15, and for additional forms are generally $10.  Check the top right-hand corner of each document to verify fee.

• The forms can be hand printed or typed.

• Any attachments must be included in the canned Attachment form provided on the website.

** The information below is only to be used as a guideline; Forms can change year to year – so it is imperative that you follow the guidelines on the Secretary of State of Mass website.

An Annual Report Form will always be required and includes the following:

The Association’s ID number is 043041850
Name: Seascape Association, Inc.
Address: Secretaries Address
Date of last Annual Meeting
Attachment Form that includes the Directors/Officers names, address and expiration of terms

A Directors and/or Officers the Certificate of Change of Directors or Officers of non-profit Corporation Form is required when there are any changes and includes the following:

Any Change of Directors and Officers must be submitted after all the appointments have been given.  It is ok if some are not appointed (vacant).
Secretaries Name of Seascape Association, Inc.
Secretaries Address
Attachment Form that includes the Directors/Officers names, address and expiration of terms. The following forms are required when there are any changes to the name or address of the Secretary/Clerk.

Certificate of Change of Principal Office Form:

New Secretaries Name (or same if no changes to Name) of Seascape Association Inc.
Old address (past secretaries address or current secretaries old address)
New address (secretaries address)
Attachment Form that includes the Board Meeting minutes approval of the address change of Seascape Association, Inc. as well as the name of the replacement Resident Agent (Secretary).

Certificate of Revocation of Appointment of Resident agent:

Only required if a new secretary is appointed.
New Secretaries Name of Seascape Association Inc.
Old address (past secretaries address)
New address (secretaries address)
Attachment Form that includes the Board Meeting minutes approval of the address change of Seascape Association, Inc. as well as the name of the replacement Resident Agent (Secretary).

Certificate of Appointment of Resident agent:

Only required if a new secretary is appointed.
New Secretaries Name of Seascape Association Inc.
Old address (past secretaries address)
New secretaries name and address
Attachment Form that includes the Board Meeting minutes approval of the address change of Seascape Association, Inc. as well as the name of the replacement Resident Agent (Secretary).

The Articles of Amendment Form is required for any Bylaw changes

The Certification of Resignation of Appointment of Resident Agent Form is required for Secretaries that resign during their appointed term.

The Certification of Correction Form is required for any errors that were included in the prior years submitted Annual Report.

The Application for Revival Form is required in the event the Annual Report is not filed and the corporation is dissolved or the charter was revoked under the provisions of General Laws, Chapter 180, Section 26a.