SWSAD Bylaws

Article One – Name and Objective
Section 1 – Name: The name of the Association shall be the Southwest Softball Association of the Deaf (SWSAD).
Section 2 – Name: The objectives of the Association are:
A. To promote, foster and regulate uniform rules of softball competition among deaf.
B. To promote and to protect the mutual interest of the member organizations.
C. To promote the annual regional softball tournament of the deaf.
D. To promote deaf awareness by dissemination of general information and by any other means permissible by law to the public at large.
E. To improve and maintain the standards of the softball among the deaf to the point where they can gain and hold respect in competition with other hearing softball teams.

Article Two – Membership
Section 1 – Region States – The SWSAD region includes the states of Arkansas, Florida, Louisiana, Mississippi, Oklahoma, Tennessee and Texas.
Section 2 – Outside States – The SWSAD shall allow teams from outside of the SWSAD region states.
Section 3 – Management – The management of SWSAD shall vest in the Executive Board and SWSAD regional team representatives, as outlined in “Article Two – Membership, Section 1 – Region States”.

Article Three – Executive Board
Section 1 – The three (3) Executive Board are Commissioner, Secretary/Treasurer, and Tournament Director. Section 2 – The duties of Executive Board shall empower to:
A. Reject any entries (if deemed objectionable) at any SWSAD regional softball tournament.
B. Remove from office, by a two-thirds (2/3) vote, any member of the Executive Board for neglect of duty or conduct as a member of the committee.
C. Fill any vacancy in the Executive Board
D. Explain, define and interpret any provision of the Constitution, Bylaws, etc. upon request of any team representatives.
E. When the Executive Board makes a decision on any matter, the decision is to be read at the meeting. The decision shall be considering approval if no objections no one (1) questions the decision. However, if a representative disapproves the decision may make a motion from the floor to table it to new business and shall be seconded by another person.
F. Shall inspect the official softball fields, hotel, and/or other facilities.
G. Shall perform the duties of All-Tournament Ballot System.
Section 3 – Officers Duties – Officers’ duties are defined as follows in Officer’s Manual.
Section 4 – Election of Officers and Auditors
A. The Commissioner, Secretary/Treasurer, Tournament Director and Auditor(s) shall be up for officer elections.
B. The officers shall be elected by majority vote at the meeting during the tournament.
C. Each officer shall serve for a term of two (2) years or until the next successor is elected and qualified. The term shall be from October 1st to September 30th.
D. An elected SWSAD officer may not hold more than one regional elected position. Any elected to another regional position, the elected officer shall resign from their position.
E. Potential candidates may run for an officer position for SWSAD if they have been an active member and reside in the SWSAD region for at least three (3) years.
F. All potential candidates must be physically present at the meeting to run and to be elected for any positions.
G. The Auditors shall be elected annual in the staggering ladder system during the general meeting.
H. Installation of Officers and/or Auditor(s) – New elected officer and/or auditor(s) shall be administered the oath at an installation ceremony: “Do you solemnly swear to uphold the Constitution, By-Laws, Rules and Regulations and Policies of the SWSAD; to faithfully perform the duties of your office to the best of your ability; to be firm, yet fair, to all; to work diligently at all times toward the betterment of the SWSAD?”. Each newly sworn officer is to respond affirmatively: “I do.”

Article Four – Committees
Section 1 – Law Committee – The Law Committee shall be composed of two (2) persons from SWSAD region appointed by the Commissioner to serve on the Law Committee and monitor the Constitution, Bylaws, Eligibility, Rules and Regulations and Tournament/Host Guidelines. Section 2 – Audit Committee – The Audit Committee shall be composed of two (2) elected auditors to serve on the Audit Committee and audit the financial reports, sign and return to the Secretary/Treasurer within twenty-one (21) days upon receiving documents. In addition, auditors may coordinate with the Treasurer for more clarification if found any discrepancies in the reports.
Section 3 – Hall of Fame Committee – The Hall of Fame Committee shall be composed of one(1) and/or two (2) persons appointed by the Tournament Director with the Executive Board and nominate and vote any person(s) deserving to be in the Hall of Fame.
Section 4 – Nominating Committee – The Nomination shall be composed of three (3) to five (5) individuals to help recruit candidates and coordinate the election process.
Section 5 – Ad Hoc Committee – The Commissioner as deemed necessary shall appoint other committees. In cases, the Commissioner shall be ex-officio Chairperson of said Ad Hoc Committee.

Article Five – Meetings
Section 1 – Executive Board – The date and time for the Annual Executive Board shall be determined by the Commissioner with an approval by the Executive Board.
A. The Executive Board shall meet at least once (1) time a year.
B. The Executive Board may meet during the tournament on the call of the Commissioner.
C. The Executive Board shall carry out its duties and powers as described in “Article Three – Executive Board” section of the Bylaws.
Section 2 – Annual Meeting – The annual meeting shall be held during the tournament at times designated as not to conflict with the scheduled games.
A. Each team representative shall elect a representative to attend the meetings.
a. Any person who is representative or player of one (1) team shall not be allowed as representative for a different team.
b. Each Team Representative is to reside within the SWSAD region and provide a valid driver’s license to prove residency before participating in any meeting.
B. All Past Executive Board may attend the meeting as permanent delegate at large at all meetings as long as they complete their term regardless, must show up to all SWSAD Tourney during their term and must participate at least one SWSAD within 5 years of their last SWSAD meeting.
C. The quorum for the meeting shall be at least one-tenth (1/10) of the team representatives, delegates at large, and majority of the Executive Board.
D. Each officer, team representative, delegate at large and host chairperson, if available, shall have one (1) vote each. E. The Executive Board, team representatives, and delegates at large who come to the meeting late after the time was set to start the meeting by the Commissioner, shall be fined ten dollars ($10.00). F. The following agenda shall be used at the Annual Meeting
1. Call to Order
2. Roll Call
3. Reading of Minutes
4. Financial Report
5. Reports of Officers
6. Reports of Present and Future Host Chairperson
7. Unfinished Business
8. By-Law Proposals
9. Fine/Protest/Appeal
10. New Business
11. Bids of Future Tournament
12. Election of Officers
13. Drawing of Team Pairings
14. Announcements
15. Oath of Officers
16. Adjournment
Section 3 – Special Meeting – The Commissioner may call special meeting(s) of the Executive Board and/or team representatives/delegates when necessary and at such time and place. Section 4 – Electronic Meeting – The Executive Board may utilize the most appropriate electronic technology to conduct its any or all meetings, including special meetings and to address urgent issues.

Article Six- Parliamentary
Section 1 – Parliamentary – Except where the Organizational Documents provide direction, the current Roberts’ rules of Order, newly revised, shall refer to the parliamentary authority of all Meetings.

Article Seven – Proposals and Amendments
Section 1 – Proposals – All proposals, amendments, etc.; related to SWSAD management, structure, function shall be forwarded to the Commissioner by date determined by Executive Board for the Law Committee to review and to act upon. In turn, the recommendation of the Law Committee shall be forwarded to the Executive Board, delegates and team representatives at the annual meeting held within 30 days upon conclusion of the tournament. All proposals including amends shall be effective on October 1st.
Section 2 – Amendments – The By-Laws may be amended by two-third (2/3) vote of the representative from the teams present and voting at the Annual Meeting held during the tournament.
Section 3 – Ratification – All proposals including amends shall be effective on October 1st.