CONSTITUTION (Revised 2009)

ARTICLE I - NAME

• Sec. 1 This Association shall be known as the Arkansas Association of the Deaf, Inc., hereafter referred to as the AAD.

ARTICLE II - INCORPORATION

• Sec. 1 The AAD shall have as its object, the body politic and corporate by the name and style of the Arkansas Association of the Deaf. As a corporation chartered by the state of Arkansas, it shall follow the procedures set out for corporations organized for general welfare.

ARTICLE III - OBJECT

• Sec. 1 The object of the AAD shall be to promote the social, educational, civic, and economic welfare of the all the deaf and hard of hearing citizens within the state of Arkansas and to cooperate with other Associations for the purpose of advancing the cause of the deaf and hard of hearing Arkansans on the state and national level.

ARTICLE IV - MEMBERSHIP

• Sec. 1 There shall be three (3) types of membership.
• Sec. 2 ACTIVE MEMBER - Any person living in the state of Arkansas is entitled to active membership in the AAD upon the payment of fees prescribed in Section 1 of Article IV of the By-laws. Active members shall enjoy all rights afforded to members such as making motions, voting and holding office.
  • Sec. 2 (a) Each graduating senior of the Arkansas School for the Deaf, and each deaf or hard of hearing graduating senior of a regular public, private or special school, upon recommendation by Arkansas School for the Deafís Educational Services for Hearing Impaired Program, may be given a free membership in this Association following graduation, which shall be in force until the next convention.
• Sec. 3 ORGANIZATION/CHAPTER MEMBER - An organization which is dedicated to serving the deaf and hard of hearing people as its primary goal.
  • Sec.3 (a) Any organization desiring status as a chapter affiliated with the Arkansas Association of the Deaf may apply to the AAD Executive Board upon satisfying the required criteria and payment of an affiliation fee at $25.00 annually; the fee subject to change by the Executive Board.
  • Sec. 3 (b) The chapter affiliate membership must consist of at least ten (10) members in good standing.
  • Sec. 3 (c) The chapter affiliate must be within the boundaries of the state of Arkansas.
  • Sec. 3 (d) The chapter affiliate must have an elected slate of officers, at least 60% of who are deaf.
  • Sec. 3 (e) The affiliate must have had regular meetings the six months prior to application for chapter status and hold at least three meetings annually (yearly) after receiving chapter status.
  • Sec. 3 (f) The chapter affiliates shall be eligible for organizational assistance, such as leadership training workshops, formulation of chapter by-laws from the AAD.
  • Sec. 3 (g) Each chapter affiliate may send one delegate at its own expense to the biennial convention to give a report of chapter activities.
  • Sec. 3 (h) The AAD President shall appoint a chapter coordinator if there are chapter member organizations. The chapter coordinator shall serve as liaison between AAD and its organization or chapter affiliates to facilitate smooth working relations.
  • Sec. 3 (I) The President of the chapter affiliate shall have a voice in the Executive Board, but without voting authority.
• Sec. 4 (a) STUDENT MEMBER Any person who is a full time student in any accredited learning program. Full-time students shall be those who are enrolled in a K-12 program for a full-day on a regular basis or who are registered for at least ten (10) hours of credit in a college or university program. Student members have the same rights and privileges of active members with the exception of making motions, voting, and holding office.
• Sec. 5 HONORARY MEMBERS - Any person so voted honorary membership by the AAD. Honorary members have the same rights as Active members.

ARTICLE V - OFFICERS AND ELECTION

• Sec. 1 OFFICERS: The elective officers of the AAD shall consist of a President, a First Vice-President, a Second Vice-President, a Secretary, a Treasurer, and an Editor of the Deaf Arkansan.
  • Sec. 1 (a) The aforementioned first six officers and five Trustees to be appointed by the President and approved by the elective Board shall constitute the Executive Board for the governance, management, and conduct of this Association between conventions.
  • Sec. 1 (b) The immediate past president shall serve as a member of the Executive Board and have all the rights and privileges of office except making of motions and voting.
• Sec. 2 ELECTIONS: Officers shall be elected separately by ballot on the last day of each regular convention of the AAD and shall serve for two years or until their successors are duly elected and qualified.
  • Sec. 2 (a) No person shall be eligible to hold any AAD office who cannot understand and converse fluently in American Sign Language.
  • Sec. 2 (b) A member may be elected to office in absentia provided a signed statement announcing personal willingness to serve is obtained by the President beforehand and exhibited at the regular convention.
  • Sec. 2 ( c ) All candidates must have paid current dues at the present convention.
  • Sec. 2 (d) A member who is eligible for office must be a resident of the State of Arkansas.
  • Sec. 2 (e) No more than one of the elected officers may be a hearing person at any one time.
  • Sec. 2 (f) All officers and members of the AAD Executive Board are required to make the following promise prior to commencing their terms of office: ìI do solemnly promise that I will faithfully do the duties of my office and support the Constitution and By-Laws of the AAD to the best of my abilityî.
  • Sec. 2 (g) The pledge of the newly elected officers shall be administered by the retiring president, or if the officer is re-elected, by the ranking officer who is not re-elected
• Sec. 3 RESIGNATIONS: Resignations shall be submitted in writing to the President, with statements of reasons for the resignation.
  • Sec. 3. (a) Any vacancy except that of the President occurring in an elective office for any reason shall be immediately filled by the Executive Board to serve until the next regular convention.
• Sec. 4. Within thirty (30) days after the election takes place, all outgoing officers shall finish up their duties and hand over to newly elected officers all records, materials and equipment belonging to AAD relating to the office.

ARTICLE VI - DISSOLUTION

• Sec. 1 The AAD shall not have the power to dissolve itself as long as there are ten (10) dissenting members in good standing.
• Sec. 2 Upon dissolution of the AAD, after payment of all then existing debts and liabilities, all remaining assets shall be given to the National Association of the Deaf, Silver Spring, Maryland, for the exclusive use of deaf people.

BY-LAWS

ARTICLE I - DUTIES OF OFFICERS

• Sec. 1 (a) The President shall preside at all meetings of the AAD; shall enforce orders and strict observance of the Constitution, By-Laws and General Laws; shall countersign all vouchers on the AAD Funds; enforce orders and strict observance of the Constitution, By-Laws, shall appoint all committees of three (3) members each as may be provided for in these By-Laws and/or for directed by the Executive Board; shall have the authority to appoint a corresponding secretary and sergeant-at-arms if it is deemed necessary, and shall perform such other duties as may be required by law.
• Sec. 1 (b) The President shall act as Chairperson of the Executive Board, and shall have power, should a vacancy occur among the Trustees between meetings of this Association, by death, resignation or otherwise, to appoint a member to fill the unexpired term.
• Sec. 1 (c) The President shall appoint a parliamentarian sitting at the officers table during all meetings of the Association.
• Sec. 2 (a) The First Vice-President shall perform all the duties pertaining to the office of President in the event of that officerís absence, illness, resignation, suspension or death.
• Sec. 2 (b) The First Vice-President shall also be the chairperson of the Law Committee.
• Sec. 2 (c) The First Vice-President shall assure that the AAD has a sufficient number of copies of the Constitution and By-Laws to distribute among every paid-up member whenever needed.
• Sec 3 (a) The Second Vice-President shall also be the General Chairperson of the next convention following the election.
• Sec. 3 (b) Second Vice-President shall have the authority to appoint at least four (4) members of the Convention Committee with the approval of the Executive Board at least six months before the next convention of the AAD.
• Sec. 3 (c) Second Vice-President shall be reimbursed $100.00 per convention payable at the end of the convention.
• Sec. 4 (a) The Secretary shall correctly record the proceedings of all meetings of this Association, to prepare the same for publication, to record all proceedings of the Executive Board, and to read from same whenever called upon by the President.
• Sec. 4 (b) The Secretary shall have charge of all papers pertaining to this Association and the Executive Board, except such as belong to the Treasurer.
• Sec. 4 (c) The Secretary shall perform such other duties as directed by the President.
• Sec. 4 (d) The Secretary shall conduct correspondence for and in the name of this Association as directed by the President or the Executive Board. All duplicate copies of the Secretaryís letters regarding AAD business shall be received by the President.
• Sec. 4 (e) The Secretary shall preserve copies of all letters sent out by this office, and the original of all important ones received.
• Sec. 4 (f) In case the Secretary is not able to attend any meeting of the Executive Board, the Executive Board shall choose one of its members to act as secretary pro-term for that meeting.
• Sec. 5 (a) The Treasurer shall receive all monies belonging to the AAD and shall keep an account of all receipts and expenditures and shall submit a report to the AAD, or to the Executive Board, whenever called upon to do so.
• Sec. 5 (b) The Treasurer shall pay no bills, unless approved and signed by the President of the AAD.
• Sec. 5 (c) The Treasurer shall have the treasury books audited by the Auditing Committee before each Executive Board meeting and each convention.
• Sec. (d) The Treasurer shall notify every member that his or her regular contribution is due and shall notify every member who is in arrears.
• Sec. 5 (e) The Treasurer shall also keep on file a complete list of all members in good standing and their addresses which shall be shared with the Secretary.
• Sec. 5 (f) The Treasurer shall be required to give bond in the amount and manner prescribed by the Executive Board, the premium to be paid by the AAD.
• Sec. 5 (g) The Treasurer shall perform other duties as may be required
• Sec. 5 (h) The Treasurer shall be reimbursed $100.00 per office term year payable at the end of each term year. In the event the Treasurer does not complete a term or a new Treasurer assumes the role, the payment will be pro-rated.
• Sec. 6 (a) The Editor shall perform all the duties required to edit and publish the Deaf Arkansan.
• Sec. 6 (b) The Editor shall have the power to establish and appoint members to an Editorial Committee.
• Sec. 6 (c) The Editor shall serve as Chairperson of the Committee.
• Sec. 6 (d) The Editor shall appoint a managing editor and a subscription manager.
• Sec. 6 (e) The Editor shall be reimbursed $75.00 per issue payable at the end of each term year. In the event the editor does not complete a term or a new Treasurer assumes the role, the payment will be pro-rated.
• Sec. 7 The Trustee Auditing Committee shall audit all books and financial records of the Treasurer before each Executive Board meeting and each convention and shall assist the Treasurer in all financial matters as may be required by either the Treasurer, the President, or the Executive Board. In addition to six (6) elected officers, five (5) additional members shall be nominated and approved by the officers of the Executive Board. They shall perform duties as may be required from time to time by either the President or the Executive Board. Three of the five (5) nominated board members shall be appointed to serve on the Trustee Audit Committee.

ARTICLE II - POWERS AND DUTIES OF THE EXECUTIVE BOARD

• Sec. 1 The Executive Board shall have as its duties the general management of the financial and other affairs of the AAD. It shall carry out the wishes of the AAD as best as they can be ascertained. It shall have power to use available funds of the AAD for purposes intended to promote the purposes and interests of the AAD and its members. A majority vote shall be required to pass any motion involving the expenditure of money.
• Sec. 2 It shall have management control at all times of the AAD, and shall provide certificates of membership for all members, which certificates shall be signed by the Treasurer.
• Sec. 3 It shall have the power by vote of ten (10) of its eleven (11) members, to suspend any member from the privileges of membership, or to suspend any officer from the discharge of his/her duties for good and sufficient reasons provided. Such suspended member or officer shall have the right to appeal the suspension at the next regular meeting of the AAD following such suspension.
• Sec. 4 It shall have power to call a special meeting of the AAD whenever, in its judgment, circumstances call for such meeting.
• Sec. 5 Seven (7) of the eleven (11) members of the Executive Board shall constitute a quorum for the transaction of business; except in case of suspension of members or officers.
• Sec. 6 In case the Executive Board is unable to hold a meeting, a vote by TTY or mail or email may be allowed, in the following manner: the President shall instruct the Secretary to submit the question to each member of the Board at the same time, and each member shall notify the Secretary whether he/she votes for or against such question. In voting by mail or e-mail, if a member does not return vote within seven (7) days, that person shall be considered not voting. In emergencies, the President may take a special TTY vote of the Executive Board; but must have one other board member in observance.
• Sec. 7 If a member of the Board is unable to attend any meeting thereof, the person may vote on any question that has been previously discussed at a meeting, by mailing to the President the vote on such question. But no vote shall be allowed to an absent member on a question that arose at a meeting at which the absent member was not present.
• Sec. 8 The Chairperson of the AAD Convention shall nominate at least four (4) active members of a convention planning committee, subject to the approval of the Executive Board, at least six months before the next convention of the AAD.
• Sec. 9 The Executive Board shall arrange to have the proceedings of the convention published within a reasonable time after adjournment.
• Sec. 10 Any committee chosen by the convention or by an officer of the AAD shall be responsible to and under the control of the Executive Board between conventions.
• Sec. 11 The Executive Board shall have full control over the list of names and addresses of the members of the AAD which shall not be loaned to any individual or other organizations outside of AAD without the Boardís approval.
• Sec. 12 The Executive Board members shall be notified of the coming board meeting ten (10) days in advance by the secretary.
• Sec. 13. The Executive Board shall have the authority to appoint an executive secretary with the appropriate compensation.
• Sec. 14. The Executive Board shall have the authority to seek consultation and/or advice for financial matters including investments.
• Sec. 15. All members of the Executive Board shall be bona fide residents of Arkansas. Should any member of said board for any reason permanently move from the state, that member shall submit a mandate; the Executive Board shall have the right by majority vote to remove the office holder, thereby creating a vacancy, which shall be filled according to Article II, Sec. 3.
• Sec 16 (a) The Executive Board of this Association shall be reimbursed for travel expenses to the meetings of the Executive Board at the present State of Arkansas rate for round trips. Mileage shall be computed by the shortest highway distance between of the city of residence of the board members and in the city in which meetings are held.
• Sec.16 (b) The Association will pay the travel expenses for any officers and official representative to a meeting, convention or function at a national level upon the approval of the Executive Board.

ARTICLE III - COMMITTEES AND THEIR DUTIES

• Sec. 1 The incoming President, after the election, and with the approval of the Executive Committee, shall appoint the following committee of three (3) members each:
  • A) Auditing Committee
  • B) Laws Committee
  • C) Legislative Committee
  • D) Necrology Committee
  • E) Membership Committee
  • F) Website Committee
  • G) Convention
  • H) Nominating Committee
• Sec. 2 (a) Auditing Committee shall be appointed by the president from the five Trustees selected by the elected officers.
• Sec 2 (b) The Auditing Committee shall audit the Treasurerís books prior to each Board meeting and again prior to a convention. The Auditors shall help the Treasurer as may be requested.
• Sec. 3 (a) Laws Committee chaired by the First Vice-President, who shall have the authority to appoint at least two additional members to serve on this committee, as approved by the Executive Board.
• Sec. 3 (b) The Law Committee shall receive, classify properly and present to the AAD in paper form any proposed changes of laws with recommendations if any. A record shall be kept of all laws, changes or alterations to present laws.
• Sec. 3 (c) The Law Committee shall be required to publish in the last Deaf Arkansan prior to the next convention any changes or additions to the AAD Constitution or By-Laws.
• Sec. 4 The Legislative Committee shall look after all proposed legislation and report such to the General Assembly affecting the interests of the deaf, hard of hearing, and deaf/blind people and the Arkansas School for the Deaf.
• Sec. 5 The Necrology Committee shall keep a record of known Arkansas deaf persons, whether being members or not, who have passed away during the interim between conventions
• Sec. 6 The Membership Committee shall encourage residents and graduating seniors to be members of the AAD in accordance with Article II, Section 2, of the Constitution.
• Sec 7. The Website Committee shall be responsible to ensure the AAD www page is current and updated in a timely manner. The Committee may suggest to the Executive Board possible changes to consider in order making the www outstanding and beneficial to viewers.
• Sec 8. Convention Committee chaired by the Second Vice-President who shall have the authority to appoint at least four (4) active members in accordance with Article II, Section 8 of the By Laws.
• Sec. 9 (a) The Convention Committee shall be responsible for planning and making all arrangements for the biennial meetings of the convention. It shall have the power to collect contributions and raise funds to sponsor workshops and entertainment programs for the alumni and visitors at the convention. Should any balance of such funds remain after payment in full of all costs and expenses of the convention, such balance shall become the property of the AAD and shall be transferred to the AAD Treasurer.
• Sec. 9 (b) The Second Vice-President as chairperson of the AAD convention shall provide regular reports to the Executive Board of all convention planning activities leading up to the scheduled meeting of the convention. Upon completion of the AAD convention, the chairperson shall provide a full report of the convention committeeís work to the Executive Board. The AAD convention committee shall incur no indebtedness in the name of the AAD without written consent of the Executive Board. It shall be the duty of the Executive Board, with the approval of the President thereof, to provide for the convention program.
• Sec. 10 At least thirty (30) days prior to each convention, the chairperson of the each above committee shall be required to submit a report of their committeeís doings between conventions. These reports shall be made in writing and signed by the person presenting same. The reports shall be published in the proceedings of the convention when possible.
• Sec. 11 The Nominating Committee shall obtain nominations for all elective offices and submit them in the closing session to the members of the convention for an election. It may also suggest to the incoming President any names of those volunteering to serve on AAD Committees.
• Sec. 12 The duties of all aforementioned committees do not cease until their work is done, regardless whether the convention is over or not.
• Sec. 13 The President may appoint other committees that he/she may deem necessary to facilitate the work of the AAD, subject to the approval of the Executive Board.

ARTICLE IV - TIME AND PLACE OF BOARD MEETINGS

• Sec. 1. The Executive boards shall meet a minimum of four (4) times a year. The President shall designate the city and place of each meeting with approval of the Executive Board.
• Sec. 2 Boardís ORDER OF BUSINESS:
  •  
    1. Call of Order
    2. Reading of the Minutes and approval of the minutes
    3. Reports of Officers and Committees
    4. Unfinished Business
    5. New Business
    6. Adjournment
    7. Announcements

ARTICLE V-DUES

• Sec. 1 Membership dues for active members shall be twenty dollars ($20.00) from convention to convention and must be paid in full upon registration before a member can be considered to be in good standings. In case of a new member joining within one year or less prior to the next regular convention, the fee shall be ten dollars ($10.00).

ARTICLE VI - FUNDS AND REVENUES

• Sec. 1 The funds of the AAD shall be derived from the dues of all members of the AAD and other resources such as fundraising benefits, sales, and the like.
• Sec. 2 There shall be a special unrestricted fund of two hundred dollars ($200) for necessary expenses of the President in connection with managing the affairs of the AAD during period between conventions. In case of any expenses in excess of the stated amount during period between conventions, the President may request for an additional reasonable increase in the fund, which must be approved by the Executive Board.
• Sec. 3 Any individual or organization wishing to take up a collection or solicit funds for any purpose during a convention, whether for the AAD or not, shall obtain the endorsement of two other members and submit a written petition to the Executive Board for approval.
• Sec. 4 With the approval of the Executive Board, the President and Treasurer shall invest the funds in excess of emergency requirements from convention to convention. Investments shall be limited to purchase of United States bonds and other lawful, fully insured investments.
• Sec. 5 The AAD shall set aside a sum of money for the maintenance and beautification of the AAD Memorial Garden.
• Sec. 6 The AAD shall provide to the Deaf Senior Citizens a refreshment allowance of $40.00 per meeting (business or social) payable at the end of each fiscal year.
• Sec.7 The Association will pay the travel expenses for any officer and official representative to a meeting, convention or function at a national level upon the approval of the Executive Board.
• Sec. 8 The travel expenses allowances incurred as representative(s) of the AAD shall be determined by the Executive Board on a case by case basis.
• Sec.9. All proceeds from the Ark-Tel Contracts of the Company shall go directly to the AAD Treasury.
• Sec. 10. Any organization that wishes to have the AAD manages its funds and disburses its money shall pay AAD 1.00 per month or $12.00 per annum, payable at the end of the fiscal year; and will pay for its own service charges from the banking institution.

ARTICLE VII-CONVENTION QUORUM

• Sec. 1 Twenty-five (25) active members shall constitute a quorum for the transaction of business during a convention.

ARTICLE VIII-CONVENTIONS AND MEETINGS

• Sec. 1 The AAD shall hold its convention within the state of Arkansas every other year in odd numbered years.
• Sec. 2. The site of the next convention shall be chosen two years in advance. In the event that no bids for the convention are offered, the Executive Board, by a two-third vote, shall determine the convention site at a later date.
• Sec. 3 The date of convention shall be set up by the Executive Board, and shall be announced by the secretary no later than January first of the convention year.
• Sec. 4 A registration fee may be charged at any regular or special meetings and at each convention. The amount shall be determined by the Executive Board.
• Sec. 5. Full time students (K-12 and colleges) shall pay a registration fee as set by the Executive Board.
• Sec. 6. The Executive Board, before the next convention, shall determine the compensation to be allowed for the convention chairman, the amount not to exceed hundred dollars ($100.00).
• Sec. 7. The AAD may sponsor a Miss Deaf Arkansas contest at each convention if such project is desirable and feasible.
• Sec. 8. Six (6) months prior to the convention date, the host club shall present the price of the combination ticket for the convention to the Executive Board of AAD for approval before advertising the costs of the combination tickets.
• Sec. 9. Voting shall be by showing of raising hands except for the election of officers which shall be by secret ballot. The said Association shall hold the convention biennially at odd numbered years. All the officers shall be elected for the ensuring two years and shall serve until their successors have been duly elected.
• Sec. 10. Convention - ORDER OF BUSINESS:
  1. Call of Order
  2. Invocation
  3. Pledge of Allegiance
  4. Reading of the Minutes and approval of the minutes
  5. Reports of Officers and Committees
  6. Unfinished Business
  7. New Business
  8. Election of New Officers
  9. Adjournment Sine Die

ARTICLE IX-COOPERATING MEMBER OF THE NATIONAL ASSOCIATION OF THE DEAF

• Sec. 1 The AAD shall be a Cooperating member of the National Association of the Deaf.
• Sec. 2 Shall be entitled to at the National Association of the Deaf Convention. AAD shall not be required to send more than one delegate to the NAD Convention. In case the AAD convention fails to act, the Executive Board shall have final authority.
• Sec. 3 Expenses for the AAD delegate(s) to the NAD Convention shall be decided by the Executive Board.
• Sec. 4 The AAD President shall automatically serve as AAD first delegate to the NAD Convention. In the event the President cannot attend, an alternate delegate may be selected by the Executive Board.

ARTICLE X - PARLIAMENTARY PROCEDURE

• Sec. 1 Unless otherwise specified by the Constitution and By- Laws, the parliamentary procedure of all conventions, meetings, and board meetings shall be determined by Robertís Rules of Law and Order, Revised Edition.

ARTICLE XI - ALTERATIONS AND AMENDMENTS

• Sec. 1 The Constitution and By-Laws may be amended or altered at any regular convention of the Association. Such prepared amendments shall be submitted in writing, read, and seconded. After being read and seconded, they shall be referred to the Laws Committee for study before a vote may be taken for their adoption or rejection.
• Sec. 2 It shall require a two-thirds vote of the active members in attendance to annul, amend, or add a new section of the Constitution and By-Laws.
• Sec. 3 The AAD Constitution and By-Laws shall be revised, updated and printed after the convention, only as regards to approved amendments and revisions and be printed in the Deaf Arkansan within sixty (60) days following the recent convention.