of the Southwest Intercollegiate Fencing Association
ARTICLE I: Name of Organization
1. The name of the organization shall be the Southwest Intercollegiate Fencing
Association, hereinafter "S.W.I.F.A." . S.W.I.F.A. shall be a
non-profit Association governed under the laws of the State of Texas.
ARTICLE II: Objectives
The purposes and objectives of S.W.I.F.A. are as follows:
1. To promote, encourage, and develop the sport of collegiate fencing in Texas.
2. To provide local competitions for collegiate fencers.
3. To assist individual member fencers and member teams in reaching their full
potential in the sport of fencing whether as competitors, coaches, armorers, or
Article III: Membership - Dues - Competitions
a) Individual Membership
Any individual who is 17 years
of age or older and a member of a collegiate fencing club is eligible for
membership in S.W.I.F.A.
Members must be enrolled in an
accredited public or private vocational school, two year or four year college
or university, graduate school, or similar institute of higher education.
Members must not be on academic
or disciplinary probation.
Any individual not meeting the
above qualifications may make a written petition to the Chair, which shall be
presented to the Executive Committee for a waiver of the requirements.
b) Team Membership
a) Teams who are members
of S.W.I.F.A. shall include the following organizations: Baylor University, The
University of Houston, The University of Texas, Texas A & M
University, The University of Texas at San Antonio, Texas State University
- San Marcos, Texas Tech University, Rice University, The University of
North Texas, Gary Job Corps, and San Antonio College.
b) Additional member
teams may be added to this list as provided for in these By-Laws, and the
addition of a new member team by the existing members, is also an amendment to
these By-Laws to include the new member team in the list of member teams in the
Any member team shall be
qualified to vote and shall have one vote at the Annual Meeting or any called
Additional teams may become
members of S.W.I.F.A. upon written application made to the Chair and a simple
majority vote of the existing member teams at the next Annual Meeting.
Membership dues, registration
fees, and entry fees, if any, shall be determined by the Executive Committee
from time to time.
Annual team dues are due on or
before September 1 of each year. If the annual dues are not timely paid, a team
may not compete in the first S.W.I.F.A. competition of that competitive season.
If the annual team dues are not paid on or before November 1 of each year, a
team may not compete in any S.W.I.F.A. competition in that competitive season.
The S.W.I.F.A. Executive
Committee shall prepare the seasonal fencing schedule and shall determine the
conditions and restrictions governing the qualifications, entries, annual team
dues accessed to member teams, disbursements and reimbursements made to member
teams sponsoring a competition sanctioned by S.W.I.F.A., and conduct of all
competitions under its jurisdiction.
ARTICLE IV: Officers and Duties
The officers of S.W.I.F.A. shall consist of a Chair, a Vice-Chair, a Secretary,
and a Treasurer. All officers shall take office the first day of the month next
following their election, and shall hold office until the last day of the month
following the next Annual Meeting.
The duties of the officers shall be as follows:
Section 1. Chair:
Shall preside at all meetings of S.W.I.F.A. and its Executive Committee, and
perform other duties as usually pertain to that office and are not inconsistent
with these By-Laws. The Chair may assign officers and individual members of
S.W.I.F.A. to chair standing or ad-hoc committees. The Chair shall be an
ex-officio member of all committees.
Section 2. Vice-Chair:
Shall perform the duties of the Chair in the Chairís absence, and any other
duties as assigned by the Chair and/or the Executive Committee.
Section 3. Secretary:
Shall conduct all official correspondence, keep a record of the meetings of
S.W.I.F.A. and the Executive Committee, issue notices to members of all
meetings, and perform such duties as may be assigned by the Chair or any other
proper authority. The Secretary shall also be official custodian of S.W.I.F.A.
and Executive Committee records. The Secretary shall maintain a website which
sets out the names and contact information for the members of the Executive
Committee, information concerning the competitions scheduled for the coming
competitive year, these By-Laws and the Competition Operations Manual, as they
may be amended from time to time, and any other information which may be of use
to the membership.
Section 4. Treasurer:
Shall, with the assistance of the Executive Committee, present a budget for the
following fiscal year at the Annual Meeting. The Treasurer Shall keep the
accounts of S.W.I.F.A., receive all monies, fees, dues, pay all bills approved
by the Executive Committee, and preserve all vouchers for such disbursements.
The Treasurer shall, at the Annual Meeting, submit a report of the financial
transactions of the preceding period. All disbursements shall be made by check
from the S.W.I.F.A. checking account. Receipts stating the nature of the
transaction and the payee must support such disbursements. All funds of
S.W.I.F.A. shall be maintained in an FDIC insured account under the name of
S.W.I.F.A. checking and/or savings. No amounts above $50 will be dispersed
without Executive Committee approval, and no amounts over $1000, not part of
the budget presented at the annual meeting, will be dispersed without the
approval of S.W.I.F.A. membership by a majority vote. Said vote may be taken by
either electronic mail or at a membership meeting. The Treasurer will provide
upon receipt of a written request of at least five (5) member teams of
S.W.I.F.A., current financial records within thirty (30) days of the request.
The Treasurer shall perform other duties as may be assigned by the Chair or
other proper authorities.
Section 5. Removal from Office by Member Teams:
Any officer of S.W.I.F.A. may be
removed from office by the following procedure:
1. A petition by one third (1/3) of the member teams of S.W.I.F.A., and
2. An election in which the officer receives less than a majority.
3. The election may be held at
either an Annual meeting or a special meeting of the S.W.I.F.A. membership.
ARTICLE V: Management by the Executive Committee
Section 1. Composition:
The management of S.W.I.F.A.
shall be vested in an Executive Committee consisting of the officers of
Section 2. Quorum:
A quorum shall consist of a
majority of the members of the Executive Committee. A Quorum shall consist of
those members of the Executive Committee present in person or by telephone or
teleconferencing, and a majority of those present shall control.
Section 3. Meetings:
Meetings shall be held on a
regular basis at such time and place as shall be designated by the Chair, and
shall also be called upon the request of two or more members of the Executive
Committee. All members shall be given not less than forty-eight (48) hours
prior notice of all special meetings. All meetings except those in which
disciplinary action is to be taken or contemplated against any Executive
Committee member or S.W.I.F.A. member shall be open to the membership.
Section 4. Rules:
Meetings shall be conducted
under the rules set forth in Robertís Rules of Order unless they conflict with
Section 5. Removal From
Office by Executive Committee:
The Executive Committee,
using the following procedures, may remove any member of the Executive
Committee who fails to perform his or her duties:
a. Written notification of the causes for removal must be provided to the
entire Executive Committee, including the member to be removed.
b. At any meeting in which the removal of any member of the Executive Committee
is contemplated, three quarters of the members of the Executive Committee must
be present or attend by telephone or telephone conferencing. The use of proxy
votes is not allowed.
c. The member so charged has the right to appear at the meeting and present any
arguments against removal.
d. The member who is contemplated for removal has no vote at this meeting.
e. The majority of the Executive Committee members present must vote for
removal before the person in question is removed.
Section 6. Replacement of
The Executive Committee may
replace a member who has resigned or who has been removed by the following
a. At any Special Meeting where a new member of the Executive Committee is to
be voted upon, a majority of the members of the Executive Committee must be
present or attend by telephone or telephone conferencing. The use of proxy
votes is not allowed.
b. A majority of the member teams at this meeting must cast votes of approval
before the new member of the Executive Committee is approved.
ARTICLE VI: Meetings of the Member Teams
Section 1. Annual Meeting:
The member teams of S.W.I.F.A.
shall hold an Annual Meeting which shall be held during the last competition of
the competitive season. The Chair shall designate the date, time, and place for
Section 2. Special Meetings:
A Special Meeting may be called
at any time, and held at any place where a member team is located, by the
Chair, and shall be called by the Chair upon request of not less than a
majority of the member teams of S.W.I.F.A.. Member teams shall be given no less
than fourteen (14) days advance notice of any such Special Meeting,
unless advance notice is waived by a majority of the member teams. Section
A Quorum shall consist of those
member teams of S.W.I.F.A. present in person, by written proxy, by telephone or
teleconferencing, and a majority of those present shall control.
ARTICLE VII: Elections
Candidates for all offices
established under these By-Laws, except for the initial volunteer officers
serving as the initial Executive Committee, shall be nominated from the floor
by the member teams at the Annual Meeting of S.W.I.F.A.
If not more than one (1)
nomination is made for any office, the Secretary of S.W.I.F.A. shall record a
unanimous ballot at the Annual Meeting for the candidate nominated. If two (2)
nominations are made for any office, voting for the candidates shall either be
in person or proxy or by telephone or telephone conferencing, and the candidate
receiving the majority of the votes shall be elected. Written ballots shall be
used. In the event that three (3) or more candidates are nominated for any
office, and no candidate receives a majority vote, a run-off election shall be
conducted between the two candidates receiving the most ballots on the first
round and the winner shall be declared elected.
Members teams in good standing
may give their proxy for election of officers only to any other member team in
good standing of S.W.I.F.A. All proxies shall be in writing and verified by the
Secretary. The member team designated in the proxy must be in attendance at the
Annual Meeting in order to exercise it.
ARTICLE VIII: Competitions
Section 1. Number:
S.W.I.F.A. shall hold no less
than four (4) nor more than six (6) sanctioned competitions in a competitive
season. The final competition in any competitive season shall be a two-day
competition at which the Annual Meeting shall be held.
Section 2. Rotation of Competitions:
Each member team shall be
allowed to host a competition. To ensure that all member teams are allowed to
periodically host a sanctioned competition, the Chair shall hold a drawing of
the member teams at the first meeting of the Executive Committee following the
adoption of these By-Laws to establish the order of the teams which may accept
the option to host a competition or decline in favor of the next member team in
the rotation. A member team may also elect to step back one position in the
rotation and allow the next team in the rotation the option to host the
immediate competition. This option may only be exercised one time by a team in
any competitive season. The order of the teams in the rotation shall continue
from season to season, and shall begin with the next team which did not decline
or accept to host a competition in the preceding competitive season. No member
team shall be required to host a S.W.I.F.A. sanctioned competition in any
competitive season in order to compete at other competitions or maintain
standing as a member of the S.W.I.F.A. organization. Additional member teams
which are allowed to join S.W.I.F.A. shall be added to the end of the rotation
list unless a different order is approved by a simple majority of the member
teams at the Annual Meeting at which the new team is approved for membership.
The competition rotation list shall be published and maintained on the official
Section 3. Format and Rules:
All S.W.I.F.A. sanctioned
competitions shall follow the format and rules set forth in the Competition
ARTICLE IX: By-Laws, Rules, and policies of S.W.I.F.A.
Membership in the United States Fencing Association shall not be required to
participate in S.W.I.F.A. or in competitions sponsored by S.W.I.F.A. or its
S.W.I.F.A. will propound a
Competition Operations Manual which establishes the rules for the conduct of
competitions held under the authority of the S.W.I.F.A. organization.
All rules, regulations and
matters of policy concerning the conduct of competitions as set forth in the
Fencing Rules and Operations Manual of the United States Fencing Association
are hereby incorporated as part as these By-Laws without action by the
Executive Committee or member teams of S.W.I.F.A., unless they are specifically
contradicted herein or in the Competition Operations Manual of S.W.I.F.A.
The Executive Committee or the member teams, by a majority vote, shall have
authority to waive any provision of the Fencing Rules and Operations Manual of
the United States Fencing Association at the Annual or Special Meeting, to
become effective for the next competitive season.
These By-Laws and the provisions
of the Competition Operations Manual of S.W.I.F.A. may be amended at any Annual
Meeting of the member teams. An amendment receiving a majority of all votes
cast by the member teams voting shall be deemed as adopted, and shall be
implemented at the first competition of the next competitive season.
of the Southwest Intercollegiate Fencing Association, as amended April 14,