2025 Resolutions
Resolution #2025-01
Subject: Minutes Preparation
Source: National Executive Board
WHEREAS, Most of what is now Sons of AMVETS National By-Laws, Article II, Section 4 was added many years ago because of an issue a single Department was having, and
WHEREAS, The Sons of AMVETS are the only part of the AMVETS Family where the rules of how minutes are prepared and sent out are enshrined in our Constitution or By-Laws, and
WHEREAS, immediately following the National Convention, Spring NEC and Fall NEC our Administrative Assistant has many, many tasks to follow up on, only one of which is minutes preparation, and
WHEREAS, Meetings of the National Executive Committee occur on average four months apart, and
WHEREAS, Each part of the Sons of AMVETS organization should have the freedom to handle their own minutes in accordance with their own wishes; therefore be it
RESOLVED, That the verbiage in By-laws Article II, Section 4 shall be replaced with the following verbiage
The Adjutant at all levels (including any Executive Director, Administrative Assistant or Secretary performing the role of Adjutant, hereinafter referred to as “Adjutant”), shall record the minutes of all General Membership, Executive Board, Executive Committee, Conference and Convention minutes and shall be responsible for all correspondence and notices at the direction of the Commander. The Adjutant shall record the minutes of all meetings in a permanent-type ledger. In the absence of the Adjutant, the Commander shall appoint another member to fulfill these duties. Every Committee, subcommittee, Convention or other voting body of the Sons of AMVETS may choose to adopt a policy regarding how minutes are expected to be submitted to the members of said body and how quickly they must be prepared. Such policy will not be considered Standing Rules and may be amended, altered or removed at any meeting of said body.”; and therefore be it further,
RESOLVED, That the following verbiage shall the following verbiage shall be adopted as the official policy of the National Ex”; and therefore be it further,
RESOLVED, That the following verbiage shall be adopted as the official policy of the National Executive Committee until such time as each body chooses to amend, adopt or remove it:
“The minutes of the Fall, Spring or any Special National Executive Committee meeting, as well as the minutes of the Preconvention and Post Convention NEC Meetings shall be emailed by the last day of the month following said meeting for an initial review by the Elected Officers. Minutes of the National Convention Business Sessions shall be emailed to the National Elected Officers for initial review no later than November 15th. The Elected Officers will have 5 business days from the date of the email to make suggestions to the Administrative Assistant for revisions or answer questions from the Administrative Assistant regarding the minutes. The Administrative Assist shall then have another 5 business days to adopt or reject any suggestions and email out final drafts to each member of the National Executive Committee, National Officer and Past National Commander. Any member of the Sons of AMVETS may request a copy be mailed or emailed to them. All minutes shall be approved at the next meeting of the body that they were prepared for.