Revised July 13, 2007

 

SOUTHWEST SOFTBALL ASSOCIATION OF THE DEAF, INC.

 

BY-LAWS

 

 

ARTICLE ONE – MEETINGS

 

1.1        ANNUAL SWSAD GENERAL MEETING

1.1.1     The annual SWSAD Executive Committee business meeting shall be held Thursday night at seven o’clock (7:00) p.m. during softball tournament.

1.1.2     The annual SWSAD club and independent representative general business meeting shall be held on Friday morning at eight o’clock (8:00) a.m. during the softball tournament.

 

1.2        CLUB AND INDEPENDENT REPRESENTATIVES

Each club and independent shall select a representative to attend the annual SWSAD

general business meeting.

 

1.3        PARLIAMENTARY AUTHORITY

Robert’s Rules of Order, newly revised, shall refer to the parliamentary authority of all meetings of the SWSAD.

 

1.4        ORDER OF BUSINESS

               1. Call to Order

              2. Roll Call

              3. Reading of Minutes

  4. Reports of Officers

  5. Reports of Present and Future Host Chairperson

  6. Unfinished Business

  7. By-laws Proposals

  8. Fine/Protest/Appeal

  9. New Business

10. Bids of Future Tournament

11. Election of SWSAD Officers (at 3 years hence)

12. Drawings of Team Parings

13. Announcements

14. Adjournment

 

1.5        SPECIAL MEETING

The SWSAD Commissioner may call a special meeting of the club and independent representatives when necessary and at such time and place.

 

 

ARTICLE TWO – OFFICERS AND MANAGEMENT

 

2.1        MANAGEMENT

The management of SWSAD shall vest in the Executive Committee, the club and the independent representatives.

 

2.2        DUTIES OF COMMISSIONER

2.2.1     Shall be Executive Officer of the corporation.

2.2.2     Shall preside over all of the SWSAD Executive Committee and the SWSAD business

meeting. Shall see that orders and resolutions of the SWSAD Executive Committee is to

be carried out.

2.2.3     Shall be an ex-offico member of all Committees. Shall be appointed, but, shall not be an

ex-offico member of the Nominating Committee.

2.2.4     Shall distribute softball reports to all club, independent representatives, and SWSAD

Executive Committees ASAP upon receipt of the NSAD reports.

2.2.5     Shall coordinate with the host chairperson at the softball tournament.

2.2.6     Shall appoint SWSAD Webmaster with a majority of the approval by SWSAD Executive

             Committees.

 

2.3        DUTIES OF DEPUTY COMMISSIONER

2.3.1     Shall perform the duties of the Commissioner in the absence or inability of the latter, or

             whenever the Commissioner may wish to take the floor.

2.3.2     Shall also serve as Chairperson of the SWSAD Law Committee and shall be responsible

             for keeping up to date of the SWSAD Constitution, By-laws, Softball Rules-Regulations,

All-Tournament Ballot System and Hall of Fame Policies.

2.3.3     Shall the power to appoint two (2) persons from locality to serve on Law Committee.

2.3.4     Shall coordinate all the SWSAD and NSAD rules of all softball matters.

2.3.5     Shall inspect the official softball fields, hotel, and facilities.

2.3.6     Shall coordinate with the umpires and host chairperson at the softball tournament.

2.3.7     Shall coordinate all rules and regulations of all softball matters.

 

2.4        DUTIES OF SECRETARY–TREASURER

2.4.1     Shall keep the records of all meetings of the SWSAD Executive Committee and SWSAD

general business meeting to conduct all official correspondences and keep a complete

record of all softball events held under the auspices of this association.

2.4.2     Shall send copies of the SWSAD Executive Committee and general business meeting minutes to the SWSAD Executive Committee, club and independent representatives within thirty (30) days following the close of the meeting. Shall insert those in SWSAD web site.

2.4.3     Shall receive all monies of the SWSAD club and independent teams and remit all

             fees due to the NSAD and pay all outstanding bills approved by the SWSAD

             Commissioner and a majority of SWSAD Executive Committee.

2.4.4     Shall deposit of            monies to the credit of the SWSAD in a reputable bank in the city of

             residence.

2.4.5     Shall turn over all accounts, books, papers, vouchers and all records pertaining to the

             office to an auditing Committee appointed by SWSAD Commissioner, preferably during

the SWSAD softball tournament.

2.4.6     Shall furnish a financial report and use transparency on overhead and/or power point

projector for club and independent representatives to read it at the annual SWSAD general business meeting.

2.4.7     Shall have an authorization to issue all checks for full page advertisements in the

             program book for the NSAD National Tournament to meet the deadline dates with a

notice to the SWSAD Executive Committee.

2.4.8     Shall submit SWSAD tournament result and information to NSAD Secretary-Treasurer within seventy-two (72) hours at the end of the SWSAD regional tournament

2.4.9     Shall be paid an honorarium two hundred dollars ($200.00) annually at the end of the month of September.

 

2.5        DUTIES OF INFORMATION DIRECTOR

2.5.1     Shall be responsible for maintaining the permanent files and materials of the Hall of

             Fame.

2.5.2     Shall be responsible for the purchase, maintenance and display of the permanent Hall of

             Fame plaques and the engraving work, such as photographer and citations of the

             honorees.

2.5.3     Shall be responsible for collecting and updating the SWSAD accurate records of softball

             events held by the jurisdiction of the association.

 

2.5.4     Shall notify all inductee winners within sixty (60) days in advance of the Hall of Fame ceremony.

2.5.5     Shall insert all SWSAD score sheets within thirty (30) days to SWSAD web site.

2.5.6     Shall be responsible for maintaining list of lifetime passes annually and submit an

             updated list to the SWSAD Executive Committees.

2.5.7     Shall select scorekeepers for all tournament games.

 

2.7        DUTIES OF THE SWSAD EXECUTIVE COMMITTEE

2.7.1     In addition to the duties and powers described elsewhere, the SWSAD Executive

             Committee shall empower to:

1) Admit membership to any club of the deaf, hard of hearing, and independent to be eligible under these By-laws.

2) Reject any entries (if deemed objectionable) at any SWSAD regional softball tournament.

3) Remove from office, by a two-third (2/3) vote, any member of the SWSAD Executive Committee for neglect of duty or conduct as a member of the Committee.

4) Fill any vacancy in the SWSAD Executive Committee.

5) Explain, define and interpret any provision of the By-laws upon request of any club and any independent representatives.

6) When the SWSAD Executive Committee makes a decision on any matter, the decision is to be read to the SWSAD general meeting. The decision shall be considering approval, if 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.

7) All SWSAD Executive Officers cannot play and/or coach/manage or as statistician during the SWSAD softball tournament.

 

 

ARTICLE THREE – COMMITTEES

 

3.1        AUDITING COMMITTEE

The SWSAD Commissioner shall appoint an Auditing Committee of three (3), who shall audit and examine the accounts of the SWSAD Secretary-Treasurer and make a report at the annual SWSAD general business meeting.

 

3.2        AD HOC COMMITTEES

            The SWSAD Commissioner as deemed necessary shall appoint other Committees. In      cases, the Commissioner shall be ex-offico Chairperson of each Committee.

 

 

ARTICLE FOUR – FINANCIAL POLICY

 

4.1        SWSAD MEMBER DUES

4.1.1     Shall be open to either club or independent teams of the deaf who has the team and shall

required to be membership of the SWSAD may join upon payment to the SWSAD

Secretary-Treasurer the sum of fifty dollars ($50.00) as initial dues.

4.1.2     The renewals shall be fifty dollars ($50.00) per year with the deadline of April 1st, failure to remit renewal dues shall result in a twenty dollars ($20.00) fine payable to SWSAD.

4.1.3     The club or independent team of the deaf, who has paid the dues, has the privilege to attend the general business meeting, voice-voting and bidding-hosting the SWSAD Softball Tournament.

 

4.2        TRANSPORTATION AND LODGING EXPENSE

4.2.1     Any SWSAD Executive Committee, who flying to the tournament city, equivalent to a

round trip supersaver fare plus ground transportation (between headquarters hotel and

airport) shall be paid out of the host on a one hundred percent (100%) basis.

4.2.2     Any SWSAD Executive Committee, who driving to the tournament city, equivalent to a

round trip ground transportation at one hundred fifty dollars ($150.00) shall paid out of the

host on a one hundred percent (100%) basis.

4.2.3     The host shall be required to provide all four (4) SWSAD Executive Committees members complimentary rooms during the softball tournament.

4.2.4     SWSAD shall provide allowance to SWSAD Executive Committee at twenty-five dollars

($25.00) per day for meals from SWSAD treasury.

4.2.5     Transportation expenses incurred by the club and independent representatives in

attending the annual general meeting may be paid at the discretion of their respective

             club and independent’s funds.

 

4.3        TOURNAMENT REGISTRATION FEES

4.3.1     The SWSAD shall remit to the registration fee of fifteen dollars ($15.00) registration fee for each spectator excluded players attending any event.

4.3.2     The SWSAD Secretary-Treasurer shall provide with registration forms at the end of the tournament.

4.3.3     Willful failure on the part of the host to comply with this section shall result in action by the SWSAD Executive Committee.

4.3.4     All members of the SWSAD Executive Committee shall pay only a registration fee at the

SWSAD Softball Tournament.

4.3.5     The club and independent representatives shall remit early bird combination ticket at the SWSAD softball meeting and tournament.

4.3.6     Requirements for the host to meet the goals of SWSAD for registration on softball tournament shall be minimum of three hundred (300).

4.3.7     Failure to meet requirements, the host shall pay the difference (except bad weather conditions and forced circumstance cannot meet the quote). Executive Committee may decide in this aspect.

4.3.8     The SWSAD Secretary-Treasurer shall set aside at the breakdown of fifteen dollars ($15.00) as follows: SWSAD $6.00, Men Champion Team $5.00 and Women Champion Team $4.00 from registration fee collected on tickets sold at the SWSAD softball tournament for the SWSAD softball fund purposes.

 

4.4       SWSAD COMMISSIONER'S EXPENSES TO NATIONAL SOFTBALL ASSOCIATION

            OF THE DEAF (NSAD) MEETINGS

4.4.1    The SWSAD Commissioner, who is a member of the NSAD Executive Council, shall be

            furnished with a combination ticket, hotel lodging limited to four (4) nights, and rental

            vehicle during softball tournament plus an allowance of twenty-five dollars ($25.00) each

            day and the cost of round trip supersaver coach airline fare shall paid out from SWSAD

            treasury when attending the NSAD annual meeting.

4.4.2    The amount may be increased upon request and upon the approval of the club and   

            independent representatives.

4.4.3    In the event the SWSAD Commissioner cannot attend the NSAD meeting, the SWSAD

Deputy Commissioner, Secretary-Treasurer, and Information Director in that order, shall   

attend in place and shall receive identical expense and transportation appropriation.

 

4.5      SWSAD TEAM CHAMPION FINANCE TO NATIONAL SOFTBALL ASSOCIATION OF

           THE DEAF (NSAD) TOURNAMENT

4.5.1   The SWSAD team champion entering the NSAD national softball tournament shall receive

           financial assistance from SWSAD of five dollars ($5.00) for men and four dollars ($4.00)

           for women from each registration fee of fifteen dollars ($15.00) collected at the SWSAD

           softball tournament.

4.5.2   The monies shall be paid through the club or independent managers of SWSAD team

           champion.

4.5.3   The amount of monies for either men or women championship team may be adjustable

           from the base of the number of teams, participating in the softball tournament. The

           rest of the balance shall go to the SWSAD softball fund.

4.5.4   The SWSAD softball tournament shall provide the total number(s) of fan and player

           registration for the teams that who attends the NSAD tournament. The cash prize

           breakdowns are 1st Place: 70%, and 2nd Place: 30%

4.5.5   SWSAD shall finance men and women softball team champion minimum at least two

           hundred fifty dollars ($250.00) each for their expenses to NSAD tournament.

 

4.6      CHECK POLICY

Any non-sufficient fund check that returned to SWSAD Secretary-Treasurer shall be              imposed a fine fifty dollars ($50.00) fee.

 

4.7      CORRESPONDENCE LETTER

Copies of all correspondence of official nature shall be sent to each SWSAD Executive   Committee member at all times.

 

4.8      SWSAD FINANCIAL FISCAL POLICY

           The SWSAD fiscal policy shall be one time a year from January 1st to December 31st.

 

4.9      SWSAD LIABILITY INSURANCE

The SWSAD shall issue a check of two hundred fifty dollars ($250.00) payable to NSAD         Secretary-Treasurer for the liability insurance coverage for the regional softball       tournament.

 

 

ARTICLE FIVE – ELIGIBILITY

 

5.1        ELIGIBILITY

5.1.1     A new player, who is deaf or hard of hearing, shall be required to submit a certified

             audiogram showing a fifty-five (55) db or greater loss to the SWSAD Secretary-Treasurer

             and is attached to the registration form.

5.1.2     Before taking the hearing test, the athlete must show a driver’s license or valid

identification card to the certified audiologist.

5.1.3     The player shall be a member of the NSAD that is entering its team in the SWSAD

softball tournament.

5.1.4     For any player who is either sixteen (16) or seventeen (17) years old shall have their

parents or guardians to sign on the back of NSAD registration form for the player to participate in the SWSAD tournament.

5.1.5     When the player has met all of the above eligibility rules, shall register, sign name and

             enter the date signed on the official NSAD registration form used by the team.

5.1.6     All club and independent representatives may report to the SWSAD Secretary-Treasurer to add or delete names of players(s) on the suspension list within sixty (60) days after each regional softball tournament between time to time periods.

5.1.7     Any club and independent representatives, who report to SWSAD Secretary-Treasurer to   

             add or delete player(s) on the suspension list must provide the documents, evidence, and  

             written requests that the player suspended for owing more than one hundred dollars

             ($100.00+) in turn when the SWSAD Secretary-Treasurer finds all in order and shall send

             them off to the NSAD Executive Board for their decision.

5.1.8     Once suspended, the player(s) may be reinstated upon the payment of the debt in full to

             the former club, and/or independent team provided the copy of the receipt(s) are                   

             furnished to the SWSAD Secretary-Treasurer.

5.1.9     Disregard for the eligibility rules as stated above shall result in an automatic suspension

             of the player from the tournament. Also, the player shall be given two (2) years

suspension from the SWSAD. SWSAD Executive Committee shall have the right to

impose fine or both.

 

 

 

ARTICLE SIX – COMPLAINTS, PROTESTS AND APPEALS

 

6.1        COMPLAINTS AND PROTESTS

6.1.1     All complaints and protests not relating to tournament games shall be handled by the      SWSAD Executive Committee summoned for that purposes.

6.1.2     The decision of the SWSAD Executive Committee shall be considered as final and binding.

 

6.2        APPEALS

6.2.1     All appeals to the SWSAD Executive Committee's decision shall be put in writing to the SWSAD Secretary-Treasurer.

6.2.2     The club and independent representatives may be call to meet to consider and to render a decision by majority vote of those present and the decision shall be consider final and binding.

 

 

ARTICLE SEVEN – PENALTIES AND FINES

 

7.1        SUMMARY OF PENALTIES AND FINES

7.1.1     There shall be penalties and fines assessed for described violations. All fines shall be

             made payable to SWSAD and shall be paid in full before the player or team is eligible to

             participate in the tournament.

7.1.2     Any club and independent team that fail to pay in full the outstanding fees on deadline

and the final balance due shall pay in full before the tournament starts. Failure to do this may cause the first (1st) game forfeited or may be suspended from the tournament.

 

 

ARTICLE EIGHT – MINUTES AND REPORTS

 

8.1        MINUTES AND REPORTS

8.1.1     All the SWSAD Executive Committee business meeting, general business meeting, special meetings and tournament results shall be recorded.

8.1.2     The business meeting minutes and reports shall be inserting in the SWSAD web site.

 

 

ARTICLE NINE – SWSAD RULES BOOK

 

9.1        PUBLICATION OF SWSAD RULES BOOK

9.1.1     SWSAD shall keep all update the rules by annually on SWSAD Constitution, By-laws,

Softball Rules–Regulations, All-Tournament Ballot System and Hall of Fame Policies.

9.1.2     It shall insert in the SWSAD web site.

 

 

ARTICLE TEN – COMPLIANCE

 

10.1      PROCEDURES OF COMPLIANCE

10.1.1   The SWSAD Registered Agent, as incorporated in the state of Texas, shall comply with

the rules and policies of the various governmental agencies such as Internal

             Revenue Service (IRS), the state of Texas Comptroller, the Texas Secretary of State,

             among others, on financial reports, forms and transactions.

10.1.2   Shall coordinate with the SWSAD Secretary-Treasurer, as the SWSAD Auditor-Trustee

             and the Certified Public Accountant-Certified Financial Advisor-Consultant on related

             matters. May seek legal counsel whenever there may be needed.

 

 

10.1.3   Specifically, Form 990 issued by the IRS shall be filled out and mailed on time. City and

             State sales taxes, where applicable, shall be remitted to the appropriate governmental

             agency.

10.1.4   The SWSAD Executive Committee shall comply with any request or requirement as may

             issued by any federal, state or local government agency.

10.1.5   The name and mailing addresses of all new registered agents and SWSAD Executive

             Committee shall be updated and submitted to the Texas Secretary of State, IRS and any

             others as may be requested or required.

 

 

ARTICLE ELEVEN – AMENDMENTS TO BY-LAWS

 

11.1      SWSAD BY-LAWS CHANGES

The SWSAD by-laws may be amended by two-third (2/3) vote of the representative from the club and independent present and voting at the annual SWSAD general business meeting held during SWSAD softball tournament.

 

11.2      NATIONAL SOFTBALL ASSOCIATION OF THE DEAF BY-LAWS CHANGES

Should the NSAD change its by-laws in the interim, SWSAD shall govern and shall officially change its by-laws to conform to that of the NSAD at the next SWSAD general business meeting held during the SWSAD softball tournament.

 

11.3      SWSAD BY-LAWS PROPOSALS

All proposals, amendments, etc.; related to SWSAD management, structure, function shall be forwarded to SWSAD Deputy Commissioner by May 1st for Law Committee to review and to act upon. In turn, the recommendation of the Law Committee shall be forwarded to the club and independent representatives at the SWSAD general business meeting held during the SWSAD softball tournament.