SOUTHWEST BASKETBALL  ASSOCIATION OF THE DEAF

Revised March 2015

 

SOUTHWEST BASKETBALL ASSOCIATION OF THE DEAF

 

BY–LAWS

 

 

ARTICLE ONE – MEETINGS

 

 

1.1         SWBAD BASKETBALL MEETING

 

1.1.1       The basketball meeting of the SWBAD shall be held either Thursday or Friday during the basketball tournament. The Executive Committee shall meet prior to this meeting with time to be set by the SWBAD Commissioner.

 

1.1.2       The SWBAD Executive Committee and coaches who come to the meeting late after the time was set for the meeting starting by the SWBAD Commissioner, shall be fined ten dollars ($10.00).

 

1.3         COACHES

 

1.3.1       Each coach entering team(s) in the SWBAD basketball tournament shall be a representative to attend the SWBAD basketball meeting.

 

1.3.2       When a coach cannot attend the basketball meeting then coach shall select or elect a representative attending to the basketball meeting. Coach shall notify SWBAD Commissioner who will be representative for said team. Without notification, Commissioner shall reject representative for showing up in the basketball meeting.

 

1.4         PARLIAMENTARY AUTHORITY

Robert's Rules of Order, newly revised, shall be referred to the parliamentary authority of all SWBAD meetings.

 

1.5          ORDER OF BUSINESS

                         1. Call to Order

                         2. Roll Call

                         3. Reading of Minutes

                         4. Reports of Executive Committee

                         5. Reports of Present and Future Host Chairperson

                         6. Appeals, Protests and Fines

                         7. Unfinished Business

                         8. New Business

                         9. Bids of Future Tournament

                        10. Election of Executive Committee

                        11. Announcements

                        12. Drawings of Team Pairings

                        13. Adjournment

 

1.6         SPECIAL MEETING

The SWBAD Commissioner may call a special meeting with the SWBAD Executive Committee, coaches or delegate at large when necessary and at such time and place.

 

 

ARTICLE TWO – OFFICERS AND MANAGEMENT

 

 

2.1         MANAGEMENT

            

                               The management of SWBAD shall be vested in the SWBAD Executive Committee.

 

2.2         DUTIES OF COMMISSIONER

 

               2.2.1       The SWBAD Commissioner shall be Chief Executive Officer of the corporation.

 

2.2.2       Shall preside over all meetings of the SWBAD Executive Committee and representatives.

Shall see that orders and resolutions of the SWBAD Executive Committee are carried into effect.

 

2.2.3       Shall be appointed and be an ex-office member of all committees. Shall be appointed but, shall not be an ex-office member of the nominating committee.

 

2.2.4       Shall make the Host Inspection Checklist form and send a copy to the host Chairperson of SWBAD basketball tournament.

 

2.2.5       Shall mail USADB registration forms with instructions to the coaches after receiving from SWBAD Secretary/Treasurer.

 

2.2.6       The office of SWBAD Commissioner shall be limited to three (3) successive terms.

 

2.2.7       SWBAD Commissioner as the official representative of SWBAD at the USADB Executive Council meeting shall distribute basketball reports to all the Liaison Officers and SWBAD Officers as soon as possible (ASAP) upon receipt of the USADB report by the SWBAD Commissioner.

 

2.3         DUTIES OF DEPUTY COMMISSIONER

 

2.3.1       The SWBAD Deputy Commissioner 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 be able to interpret any rules or regulations herein upon request.

 

2.3.3       Shall also serve as Chairperson of the SWBAD Law Committee and shall be responsible for keeping up to date of the

SWBAD Constitution, By-laws, Rules and Regulations and Policies.

 

2.3.4       The By-law Committee shall be appointed by Deputy Commissioner with an approval by SWBAD Executive Committee. All proposals shall be submitted to SWBAD Executive Committee for an approval.

         

               2.3.5       Shall coordinate all rules and regulations of all basketball matters.

 

2.3.6       Shall coordinate with SWBAD on All-Tournament Ballot Systems.

 

2.4         DUTIES OF SECRETARY/TREASURER

 

2.4.1       The SWBAD Secretary/Treasurer shall keep the records of all meetings of the delegates and the SWBAD Executive Committee, conduct all official correspondences, keep a complete record of all basketball events held under the auspices of this association and perform such other duties as may be prescribed by the Constitution and By-laws.

 

2.4.2       Shall send copies of the SWBAD basketball meeting minutes to all of the SWBAD Executive Committee within ninety (90) days following closure of the basketball meetings. Shall be inserted in SWBAD webpage/or social networking webpages.

 

2.4.3       Shall mail USADB registration forms to the SWBAD Commissioner after receiving from USADB Secretary.

 

2.4.4       Shall receive all monies of the SWBAD, collect its fees from members and remit all fees due to the USADB, and pay all outstanding bills approved by the SWBAD Commissioner and a majority of SWBAD Executive Committee. Shall deposit monies to the credit of the SWBAD in a reputable bank.

 

2.4.5       Shall turn over all accounts, books, papers, vouchers and all records appertaining to the office of an auditing Committee appointed by SWBAD Commissioner. Preferably during annual SWBAD basketball tournament.

 

2.4.6       Shall furnish a financial report and use transparency on overhead projector for delegates to read it at the annual meeting.

 

2.4.7       Shall be responsible to cover all losses if finances are mishandled with SWBAD checking and saving accounts.

 

2.4.8       Shall send the monthly financial statements (checking and saving accounts) to the SWBAD Commissioner and Deputy Commissioner.

 

2.4.9       Shall have an authorization to issue all checks for full page advertisements in the program book for the SWBAD Regional and USADB National tournament to meet the deadline dates with a notice to the SWBAD Executive Committee.

 

2.4.10     SWBAD shall pay the full advertisement for SWSAD program book and it shall be taken care by the SWBAD Secretary/Treasurer. (Purpose: To let softball participants know about our next tournament).

 

2.5         DUTIES OF INFORMATION DIRECTOR

 

2.5.1       The SWBAD Information Director shall be responsible for maintaining the permanent files and materials of the Hall of Fame. Shall be responsible for collecting and updating the SWBAD records of all events. The director, with the assistance of the Hall of Fame Committee, shall be responsible for the purchase, maintenance and display of the permanent Hall of Fame plaques and the engraving work.

 

2.5.2       Shall be responsible for the induction of honorees at the Hall of Fame ceremony at the Grand Ball during the annual SWBAD basketball tournament.

 

2.5.3       The Director, with the assistance of the Committee, shall be responsible for maintaining photographs and citations of the honorees.

 

2.5.4       The Director, with the assistance of the Committee, shall be responsible for screening, preparing of nomination, balloting and announcing of results. The voting shall be restricted to the Hall of Fame Committee.

         

               2.5.5       Shall be responsible for passing of the files and materials to the next successor.

          

               2.5.6       Shall notify all winners thirty (30) days in advance prior to the Hall of Fame ceremony.

 

2.6         DUTIES OF THE SWBAD EXECUTIVE COMMITTEE

 

2.6.1       In addition to the duties and powers described elsewhere, the SWBAD Executive Committee shall be empowered to:

 

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

 

                2.6.3       Fill any vacancy in the SWBAD Executive Committee.

 

2.6.4       Explain, define, and interpret any provision(s) of the By-laws upon request by any member and any non-member.

 

2.6.5       When the SWBAD Executive Committee makes a decision on any matter and after the decision has been read to the general meeting, the decision shall be considered approved, if no one (1) questions the decision. However, if a team representative disapproves the decision, may make a motion from the floor to table it to new business. It must be seconded by another team representative.

 

 

ARTICLE THREE – COMMITTEES

 

 

3.1          AUDITING COMMITTEE

The SWBAD Commissioner shall appoint an Auditing Committee of three (3) who shall be members of good standing representing members of the SWBAD. This Committee shall audit and examine the accounts of the SWBAD Secretary/Treasurer and make a report at the delegates’ meeting.

 

3.2          AD HOC COMMITTEES

Other committees shall be appointed by the SWBAD Commissioner as deemed necessary. In special cases, the Commissioner shall be ex-office chairperson of each committee.

 

 

ARTICLE FOUR – FINANCIAL POLICY

 

 

4.1          TRANSPORTATION AND LODGING EXPENSE

 

4.1.1       Transportation expenses for the SWBAD Executive Committee to the tournament city shall be equivalent to a round trip supersaver fare minimum one hundred fifty dollars ($150.00) and plus ground transportation (between headquarters hotel and airport) shall be paid out by the host on a one hundred percent (100%) basis.

 

4.1.2       The host shall be required to provide all four (4) SWBAD Executive Committee complimentary rooms (each officer get a room) during the basketball tournament.

 

4.1.3       The SWBAD Executive Committee shall get each allowance of twenty dollars ($20.00) per day for the meals shall be paid out by SWBAD.

 

4.1.4       The SWBAD Executive Committee residing in the host city shall be paid fifty dollars ($50.00) by the host.

 

4.2          TOURNAMENT HOST FINANCES

 

4.2.1       The host shall remit to the SWBAD a registration fee of twenty dollars ($20.00) plus for each person attending any event. The SWBAD Secretary/Treasurer shall be provided with registration forms at the end of the tournament. Willful failure on the part of the host to comply with this section shall result in action by the SWBAD Executive Committee.

 

4.2.2       All SWBAD Executive Committee shall pay only registration fee at the SWBAD basketball tournament.

 

4.2.3       The delegate at large shall remit early bird combination ticket at the SWBAD basketball meeting and tournament.

 

4.2.4       Requirement of host to meet the goals of SWBAD for registration on basketball tournament shall be minimum of two hundred (200). Failure to meet the requirement, the host shall pay the difference except bad weather conditions and forced circumstances can not meet the quote (Executive Committee may decide).

 

4.2.5       The SWBAD Secretary/Treasurer shall set aside five dollars ($5.00) from registration fee collected on each ticket sold at the SWBAD basketball tournament for the SWBAD basketball fund purposes. (Example: 30 tickets sold = $150 goes to basketball fund)

 

4.3          SWBAD COMMISSIONER'S EXPENSES TO UNITED STATES OF AMERICA DEAF BASKETBALL (USADB) MEETINGS

The SWBAD Commissioner, who is a member of USADB Executive Council, shall be furnished with a combination ticket and hotel lodging limited to five (5) nights at basketball tournament plus an allowance of twenty dollars ($20.00) each day and the cost of round trip supersaver coach airline fare shall be paid out from SWBAD treasury when attending USADB annual meeting.

 

4.3.1       The amount may be increased upon request and/or approval of the delegates. In the event that SWBAD Commissioner can not attend the USADB meeting, the SWBAD Deputy Commissioner, Secretary/Treasurer and Information Director, in that order, shall attend in place and shall receive identical expenses and transportation appropriation.

 

4.4          SWBAD TEAM CHAMPION AND RUNNER UP FINANCES TO UNITED STATES OF AMERICA DEAF BASKETBALL (USADB) OR                                NATIONAL DEAF BASKETBALL ORGZINATION (NDBO) NATIONAL TOURNAMENT

 

4.4.1       The SWBAD basketball team champion entering the USADB or NDBO national basketball tournament shall receive financial assistance from SWBAD in the form of the four dollars ($4.00) for men and third dollars ($3.00) for women from each registration fee of twenty dollars ($20.00) collected at the SWBAD basketball tournament. The SWBAD basketball team runner up shall receive financial assistance from SWBAD in the form of the two dollars ($2.00) for men and one dollar ($1.00) for women from each registration fee of twenty dollars ($20.00) collected at the SWBAD basketball tournament. The monies shall be paid through the coach or authorized representative SWBAD team champion and runner up. The amount of monies for either men or women championship and runner up team may be adjustable based on the number of teams participating in basketball tournament. The rest of the balance shall go to SWBAD basketball fund.

 

4.5          CHECK POLICY

Any non-sufficient fund check(s) returned to SWBAD Secretary/Treasurer shall be imposed a fine of thirty dollars ($30.00).

 

4.6          CORRESPONDENCE LETTER

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

 

 

ARTICLE FIVE – ELIGIBILITY

 

 

5.1          ELIGIBILITY

 

5.1.1       The player shall be a bona-fide member of the SWBAD member that is entering its team in the SWBAD basketball tournament.

 

5.1.2       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 SWBAD Secretary/Treasurer and attached to the registration form. Before taking the hearing test, the player must show driver’s license or valid identification card to the certified audiologist.

  

               5.1.3        New player from deaf residence/school shall not be required to submit audiogram.

 

5.1.4       The player shall have attended a school for the deaf whether residential or day for a period of at least two (2) years. Such schools are listed in the yearly reports of the American Annals of the Deaf. Exceptions to this rule may be made by the SWBAD Executive Committee in cooperation with the SWBAD Secretary/Treasurer.

 

5.1.5       Disregarding eligibility rules as stated above shall result in an automatic suspension of the player from the tournament. Also, the member and/or the player shall be given one (1) year suspension from the SWBAD. SWBAD Executive Committee shall have the right to impose fine or both.

 

5.1.6       When the player has met all of the above eligibility rules, he/she shall register, sign her/his name and sign the date on the official USADB/SWBAD registration form.

 

5.1.7       SWBAD Commissioner shall not play or coach in SWBAD basketball tournament while holding her/his office.

 

 

ARTICLE SIX – COMPLAINTS, PROTESTS AND APPEALS

 

 

6.1          COMPLAINTS AND PROTESTS

 

All complaint and protests relating to regional tournament games shall be handled by the SWBAD Commissioner summoned for that purpose. The decision of the SWBAD Commissioner shall be considered as final and binding.

 

6.2          APPEALS

 

All appeals to the SWBAD Executive Committee's decisions shall be put in writing to the SWBAD Secretary/Treasurer. The SWBAD coaches may be called to meet to consider and to render a decision by majority vote of those present and voting. The decision shall be considered 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 SWBAD and shall be paid in full before the player or team is eligible to participate in the tournament.

 

7.1.2       Any team that fails to pay in full the outstanding fees by or before deadline and the final balance due shall be paid in full before the tournament starts. Failure to do so may cause forfeiture of first (1st) game or suspension from tournament.

 

 

 

ARTICLE EIGHT – MINUTES AND REPORTS

 

 

8.1          The SWBAD Commissioner shall submit the results and reports of a SWBAD tournament within seventy-two (72) hours of its completion to the USADB Secretary and shall be inserted in SWBAD webpage/social networking webpages.

 

8.1.1       The tournament host shall submit a progress report on the planning for a tournament at least a month prior to the tournament to the SWBAD Executive Committee.

 

 

 

ARTICLE NINE – COMPLIANCE

 

 

9.1        PROCEDURES OF COMPLIANCE

 

9.1.1     The SWBAD Registered Agent, which is 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, forma and transactions. Shall coordinate with the SWBAD Secretary/Treasurer, the SWBAD Auditor/Trustee and the Certified Public Accountant/Certified Financial Advisor/consultant on related matters. May seek legal counsel when so warranted.

 

9.1.2     Specifically, Form 990, issued by the IRS, shall be filled out and sent in time. City and state sales taxes, where applicable, shall be remitted to the appropriate governmental agency.

 

9.1.3     The SWBAD Executive Committee shall comply with any request or requirement as may be issued by any federal, state or local government agency.

 

9.1.4     The name and mailing address of all new registered agents and SWBAD Executive Committee shall be updated and submitted to the Texas Secretary of State, IRS and others as may be requested or required.

 

 

ARTICLE TEN – SWBAD RULES BOOK

 

 

10.1        PUBLICATION OF SWBAD RULES BOOK

 

10.1.1     SWBAD shall publish and update rules book annually on SWBAD Constitution, Bylaws, Rules and Regulations and Policies.

 

10.1.2     The rules book shall be in loose leaf binding form to enable annual updates of the manual and handbook. The sheet dimensions shall be eight and half inches by eleven inches (8 1/2" X 11") and the sheets shall be printed on either one (1) side or double sides.

 

10.1.3     The rules book shall be updated annually with supplemental sheets and instructions for proper removal of obsolete/superseded sheets and proper insertion of updated sheets. All the publication costs shall be borne by SWBAD.

 

10.1.4     The SWBAD Executive Committee, with the advice and consent of the SWBAD Deputy Commissioner who also serve as the Chairperson of the SWBAD Law Committee, shall appoint a person(s) to coordinate publication of rules book and/or supplemental updates.

 

10.1.5     A copy of SWBAD rules book or supplemental updates shall be distributed free to SWBAD Executive Committee and the coaches. The other copies shall be sold either at normal price or at cost. The SWBAD Commissioner shall also determine who may get free copies with other USADB Officers and Regional Officers.

 

 

 

ARTICLE ELEVEN – AMENDMENTS TO BY-LAWS

 

 

11.1        SWBAD BY–LAWS CHANGES

 

The By-laws may be amended, altered, or revoked at the delegate meetings by two-third (2/3) vote of the delegates present and voting at the meeting.

 

11.2        UNITED STATES OF AMERICA DEAF BASKETBALL BY–LAWS CHANGES

 

Should the USADB change its By-laws in the interim, SWBAD shall be so governed and shall officially change its By-laws to conform to that of the USADB at the next SWBAD delegate meeting.

 

11.3        SWBAD BY–LAWS PROPOSALS

 

All proposals, amendments, etc. related to SWBAD management, structure, function shall be forwarded to SWBAD Deputy Commissioner by February 1st for Law Committee to review and to act upon. In turn, the recommendation of the Law Committee shall be forwarded to the delegates at the next SWBAD meeting for their action during the annual basketball tournament.