Southeastern Virginia Society for the Deaf
Chesapeake♦ Hampton ♦ Norfolk ♦ Newport News ♦ Portsmouth ♦ Virginia Beach ♦ Chesapeake♦ Hampton ♦ Norfolk ♦ Newport News ♦ Portsmouth ♦ Virginia Beach
Constitution and Bylaws
The name of this organization shall be Southeastern Virginia Society for the Deaf, hereinafter referred to as “SVSD”.
Section 1: To promote community awareness and recognition for the Deaf community and provide a cohesive source for educational, social, cultural advocacy and awareness.
Section 2: The primary goal of this organization is to provide a cohesive organization and referral services to Deaf and Hard of Hearing and all interested parties (parents and friends of D/HH children and adults, interpreters, ASL students, etc.) and fundraise for the long term goal of setting up a resource and advocacy center for the Deaf and Hard of Hearing.
Article III - Affiliation - SVSD has no known affiliation at this time.
Section 1: Any organization of the Deaf having five (5) or more members may become affiliated as a chapter or special interest chapter (i.e. a parents association or a GLBT organization) of SVSD by applying to the Secretary for a charter. Such organization shall encourage its members to show active interest in SVSD by giving full support and by joining as active members.
Section 2: Any organization of the Deaf and Hard of Hearing may become affiliated as a supporting chapter of SVSD with all privileges except to hold office.
Section 2: Categories - Membership categories shall be as follows:
Section 5: Membership Cards - Will be mailed or issued to members after completion of the membership application and after SVSD's Treasurer receives completed membership form and payment for membership. Membership cards may be signed by the Treasurer, President and Vice President in order of availability. Treasurer will receive all records and money related to membership for renewal purposes.
Section 2: Election of Officers - SVSD officers shall be elected separately by a ballot vote every year at the board meeting falling on the third weekend of May of said year. No mail or proxy voting shall be accepted.
Section 3: Election Requirements - All future candidates for SVSD Officers shall be:
Section 7: Removal from Office - Any officer may be removed for failure to carry out their duties or for other good and sufficient reasons by two-thirds (2/3) vote of the Board.
Section 8: Appointment of Vacancies - SVSD offices found to be vacant shall be filled by the President; subject to the approval from the Board. Any eligible member in good standing shall be chosen the appointee to serve the Biannual Board Revue meeting however; no officer shall be permitted to hold more than one office at any time but shall resign from one to hold the other.
Section 9: Oath of Office - This oath shall be administered all Officers and Board members upon taking office:
“On my honor, I swear to uphold and perform the duties of my position to the best of my ability and knowledge and in the best interests of SVSD.”
Section 10: Conflict of Interest - No member with a personal or financial interest
Section 11: Confidentiality - Association Board members are responsible for maintaining confidentiality as to the nature of SVSD business, Board Members or the affairs of any meeting related to SVSD, especially Board Meetings and Biannual Board Review.
Section 2: Duties of the Board - The Board shall have general control of the affairs, property and interest of SVSD. It shall aim to carry out the expressed and lawful will of SVSD in its meetings and events as far as circumstances may render it wise and allowable.
Section 2: Committee Chairs - The President shall appoint chairpersons for each of the standing committees, unless specified otherwise in these bylaws.
Section 3: Committee membership - Committee members are required to maintain SVSD membership in good standing for the appointment and duration of committee service.
Article X. Dissolution -
In the event circumstances dictate or compel the dissolution of Southeastern Virginia Society of the Deaf, all assets remaining after all debts and obligations have been fulfilled will be placed in a trust fund and donated to an organization also serving the Deaf and Hard of Hearing citizens of the Hampton Roads Community.
Section 1: Eligibility - Anyone interested in joining SVSD may become a member upon payment of the appropriate dues.
3. Youth. This category is open to adolescents under the age of 21 who wish to join independently as a member.
Section 3: Membership Dues - The membership dues were determined by the SVSD Board Members and will be reviewed annually and revised as necessary. Members over the age of 65 may be admitted as members for no annual fee.
Individual 20 10
Couples 30 N/a
Section 4: Benefits - The members will receive SVSD official publications and access to SVSD's website for the duration of their membership. SVSD members will also receive a discounted rate for entering events hosted by SVSD, unless there is an exception.
Section 1: Officers - The Association Officers shall be a President, Vice-President, Advisor, Secretary, Treasurer, and Publications Editor/Public Relations, Webmaster and Social Director. These officers shall perform the duties prescribed by these bylaws.
2. Commit to a one-year term of regular membership prior to running for office.
3. Thoroughly conversant and fluent in American Sign Language.
Section 4: Officer Requirements - With the exception of the founding members, all SVSD Officers henceforth shall:
Section 6: Resignations - Officer resignations shall be submitted in writing to the President or Secretary. The officer's resignation needs to be approved by the Board of Directors to officially make the resignation effective.
C. He/She shall appoint such committees as may be provided for in these bylaws and other committees he/she may deem necessary in conducting the work of SVSD.
D. He/She shall be an ex-officio (automatic) member of all committees.
E. He/She shall see that the minutes of the Secretary are properly recorded in the minute book.
F. He/She shall have access at all times to each and every book of accounts, statements, vouchers, or any official document connected with SVSD.
G. He/She shall take on the responsibilities of other officers who, in any event, cannot fulfill their duties or obligations.
H. He/She shall be held accountable to the Board.
C. He/She shall take on the responsibilities of other officers who, in any event, cannot fulfill their duties or obligations.
D. He/She shall be held accountable to the Board.
C. He/She shall be responsible to directly handle any grievances by Officers, members of the Board and members of SVSD and strive to resolve said grievances.
D. He/She will conduct dispute resolution and negotiations as needed between any SVSD members, members of Board, Officers, or between SVSD and the community at large.
E. He/She shall be an ex-officio (automatic) member of all committees.
F. He/She shall be held accountable to the Board.
C. He/She shall have the proceedings of Board meetings and the highlights of events pertaining to SVSD available in print or electronic format if requested.
D. He/She shall perform all duties pertaining to the office of the secretary, such as record keeping, documenting board and committee meeting proceedings, keeping history of SVSD and carry out duties as so requested by the president.
E. He/She must place the SVSD logo on all publications and documents related to the organization.
F. He/She shall work with SVSD officers on their membership drive.
G. He/She shall, with the help of other Officers and members, strive to create and keep a historical and pictorial account the creation and duration of SVSD.
H. He/She shall be held accountable to the Board.
C. He/She shall provide monthly financial statements and balance sheets to the Board and give a report of all monies gained and spent by SVSD.
G. He/She shall keep an updated roster of all members of SVSD and report any growth or decrease in membership at each Board meeting.
H. He/She shall be responsible for membership records and dispersing membership cards, as well as collecting annual fees.
I. He/She shall keep membership roster and be responsible for reminding members to renew their membership annually.
J. He/She shall be responsible for any monetary exchange at any SVSD event, fundraiser, meeting, raffle, etc.
K. He/She shall be held accountable to the Board.
C. He/She shall receive and keep a roster and mailing/email list of all eligible persons whose subscriptions are paid in full to the Board for advertising purposes.
D. He/She shall design, edit and manage any official or, as necessary, affiliated publication or advertisement of SVSD and its chapters.
E. He/She must place the SVSD logo on all publications related to the organization.
F. He/She shall be held accountable to the Board.
C. He/She shall keep electronic or printed copies of old/previous versions of the website/pages in more than two secure locations.
D. He/She shall resolve all technical problems with the website/pages.
E. He/She shall be responsible for password access and maintenance.
F. He/She shall be responsible for assigning and reassigning email accounts from the website as necessary.
G. He/She shall pass the service bill or service charges to the treasurer.
H. He/She will be responsible for maintaining/storing and backing up website for disaster recovery.
I. He/She shall be held accountable to the Board.
C. He/She shall seek to obtain SVSD sponsorship, as finances permit, of events, sports teams and organizations with permission/agreement of said teams or organizations.
D. He/She shall seek to create more Deaf and Hard of Hearing recreational events, teams, clubs, social events within the community as deemed there are enough interested parties or parties to make such event/team/club feasible and worthy.
E. He/She shall be held accountable to the Board.
Section 9: Compensation - Members of the Board of Directors shall serve without compensation except for reimbursements for costs incurred in carrying out duties.
Of a material nature in the affairs of SVSD shall be eligible to serve on the Board of Directors of SVSD.
Section 1: Board Members - SVSD Board members (henceforth referred to as The Board) shall consist of SVSD officers described in Article IV.
C. The Board shall hold at least eight (8) regular meetings a year, including a Biannual Board Review meeting every two years, which shall be held before the third week of May each year.
D. Regular meetings will be suspended during the months of June and July.
E. Meeting notices shall be sent out to the Board members at least fourteen (14) days prior to the upcoming meeting except in the case of emergency meetings.
F. The Board meetings shall be open to the public, except for the Biannual Board Review and special meetings where circumstances warrant, i.e. when discussing matters of sensitive, personal, or litigious nature.
G. The conduct of meetings shall be governed by Robert's Rules of Order.
H. The regular order of business shall be as follows:
c. Passing out of the minutes of the last meeting
d. Report of Officers
e. Report of committees
f. Membership information
g. Unfinished business
h. New business
i. Adjournment
Section 1: Standing Committees - The standing committee at this writing is the Annual Spaghetti Fundraiser Committee.
Amendments to this Constitution and Bylaws may be made by a two-thirds (2/3) majority vote of the Board members and Officers at any Board meeting.
