SOA Constitution and By-Laws
SOA Constitution and By-Laws
Article I: Purpose
The purpose of this Association shall be as follows:
(1) To assist the Board of Directors and Regional Supervisor(s) in the recruitment, training, and development of competent, experienced officials for the Southwestern Officials Association.
(2) To foster a high standard of officiating for assignments made by the Regional Supervisor(s); to encourage fair play and sportsmanship; and to develop a closer cooperation and understanding among officials, athletic directors, coaches, players, and press.
(3) To work closely with the Association and Board of Directors so as to improve and maintain a high level of communications and understanding between the schools and the Southwestern Officials Association.
(4) To adopt and undertake such activities as the Board of Directors, Regional Supervisor(s), and membership shall deem necessary to effectuate these purposes.
(5) The following sports will be involved in the Association: Football, Basketball, Baseball & Softball.
Article II: Powers
In order to carry out the above purposes, this Association shall have the following powers:
(1) To elect a Board of Directors to direct the affairs of this Association with the aid of the Regional Supervisor(s).
(2) To grant the Board of Directors authority to assist the Regional Supervisor(s) in conducting annual clinics, conducting negotiations on behalf of the Association and to offer recommendations to the Regional Supervisor(s) for the general improvement of the officials.
(3) To meet annually or on call of the President of the Association.
(4) To disseminate such information as the Association shall from time to time deem necessary for the further accomplishments of its purpose.
(5) To assess dues and such other assessments as the Board of Directors and regional supervisor(s) deem necessary; and to employ adequate means for protecting the members financially, physically and morally.
Article III: Membership
(1) Membership in the Association shall be held only by persons of high moral character, who are interested in providing fair and impartial officiating.
(2) The requirements of membership shall be provided in the By-Laws of the Association.
(3) Registration with NCHSAA is required before an official will be allowed membership in the Southwestern Officials Association.
Article IV: Board of Directors
(1) The Board of Directors shall be made of a minimum of five (5) to a maximum of seven (7) member officials, President, Vice-President and Secretary along with up to four other officials. The Treasurer may or may not be a member of the board of directors. The Treasurer will serve at the discretion of the board and will be approved on a yearly basis. Of the number of official representatives only four (4) members will have voting privilege. The person charged with conducting the meeting (president or vice-president) shall only cast a vote in case of a tie. Schools from the represented conference (s) are to have four (4) voting members. (i.e.: superintendent, principal, athletic director, coach)
(2) Officials which desire to serve on the Board, must be a member in good standing of the Southwestern Officials Association, as well as the North Carolina High School Athletic Association (NCHSAA), for a period of no less than five (5) years.
(3) The Board Members shall serve alternating two (2) year terms, voted upon annually.
(4) Each elected Board Member must attend three (3) of the four (4) regular scheduled board meetings during the sports year, or shall be replaced with another member from the Association by the existing Board of Directors.
Article V: By-Laws
The power to adopt or alter the By-Laws of the Association shall be vested in the Board of Directors. The By-Laws may be amended by simple majority vote of the Board of Directors attending a regular or duly called special meeting.
Article VI: Duration
The duration of the Association shall be unlimited.
Article VII: Amendments
This constitution and the By-Laws may be amended at an annual or called meeting by the President of the Association, and by a majority vote of the membership of the Southwestern Official Association present.
Code of By-Laws of the Southwestern Officials Association
Code of By-Laws of the Southwestern Officials Association
Article I: Name and Office
Section 1. Name: The name of the Association is the Southwestern Officials Association.
Section 2. Principle Office: The principal office of the Association shall be located at the resident address of the Treasurer of the Association.
The mailing address of the Association shall be the same as the address of the principal office.
Section 4. Other Offices: The Association may have other offices at such places, as the Board of Directors deem necessary.
Section 5. The Regional Supervisor(s) and Supervisor of Officials is one in the same.
Article II: Membership
Section 1. Classification: There shall be only one type of membership in the Association, and all members shall possess the same privileges and responsibilities.
Section 2. Qualification:
(1) Membership in the Association shall be held only by persons of high moral character, who are interested in providing fair and impartial officiating.
(2) The requirements of membership shall be provided in the By-Laws of the Association.
(3) Registration with NCHSAA is required before an official will be allowed membership in the Southwestern Officials Association.
Section 3. Membership Deadline: All current and prospective members for each sports season, must register with the NCHSAA and the Association.
Section 4. Suspension & Expulsion: Any membership may be withdrawn or suspended, without notice, by the Regional Supervisor or President for delinquency in dues, unethical or immoral conduct, conviction of any misdemeanor involving moral turpitude or felony, refusal to work any game assigned, or for any other willful violation of the By-Laws or any rule or regulation adopted by the Board of Directors. Any member who has their membership suspended or withdrawn may appeal to the Board of Directors as a whole, whose decision will be final and irrevocable.
Section 5. Assignability: The membership of the Association shall be non-assignable and non-transferable.
Article III: Membership Meetings
Section 1. Place of Meetings. Meetings of the Association shall be held at a place selected by the President or Regional Supervisor, subject to the approval of the Board of Directors.
Section 2. Annual Meetings: The annual meeting of the membership for the election of members of the Board of Directors and transaction of such other business as may come before the meeting, shall be held at a time specified by the Board of Directors. It shall be a condition however, that this meeting be held prior to the first regular scheduled game of the first sport for that season.
Section 3. Special Meetings: The President may call special meetings of the Association or Board of Directors.
Section 4. Notice of Meetings – Waiver: Written or printed notice, stating the place, date, and hour of the meeting, and in the case of special meetings, the purpose for which the meeting is called, should be delivered not less than seven (7) or more than thirty (30) days before the date of the meeting, signed by the President.
If mailed, such notice shall be deemed delivered when deposited in the U.S. mail addressed to the member at his address as it appears in the books of the Association with postage thereon prepaid. Waiver by a member in writing of such notice of a membership meeting, signed by him whether before or after such meeting, shall be equivalent to the giving of such notice.
Section 5. Voting: To be eligible to vote, each member must be registered and in good standing with the Association, and must be fully paid in dues to the Association. Each regular member, present at the meeting, is entitled to cast one vote for each open or vacant seat on the Board of Directors.
Article IV: Board of Directors
Section 1. Number & Qualifications: The number of the Board of Directors shall be made of a minimum of five (5) to a maximum of seven (7) member officials, (president, vice-president, secretary along with up to four other officials). The Treasurer may or may not be a member of the board of directors. The Treasurer will serve at the discretion of the board and will be approved on a yearly basis. Of the number of official representatives only four (4) members will have voting privilege. The person charged with conducting the meeting (president, vice-president) shall only cast a vote in case of a tie. In order to ensure representation of all the sports of this Association, it is recommended that at least one official from each sport be present on the Board. The membership shall elect officials to the Board of Directors. The number of representatives to the Board from the conference served shall be four (4). In order to ensure representation of the conference, members shall consist of one (1) superintendent, one (1) principal, one (1) athletic director, and one (1) coach. The conference shall select representatives to the Board of Directors.
Section 2. Qualifications: Officials which desire to serve on the Board, must be a member in good standing of the Association, and the NCHSAA, for a period of no less than five (5) years.
Section 3. Term of Office: Officials elected to the Board of Directors shall serve for a two (2) year term. Board of Director members shall serve alternating terms, voted upon annually.
Section 4. Vacancies: A vacancy created by an official on the Board of Directors shall be filled by an appointment by the President, upon final approval by vote of the Board of Directors, to serve out the unexpired term of the member causing the vacancy.
Section 5. Removal: Elected members of the Board of Directors may be removed from office for any cause deemed by the board to be in the best interest of the Association, by a majority vote of the board at any regular or special meeting. If any board member is removed, a new member may be elected at the same meeting to fill the unexpired term of the removed member. No elected board member shall be subject to be removed from office at a board meeting unless he has first received seven (7) days written notice of the meeting which notice states that among other matters to be considered is the subject of his removal from office.
Section 6. Compensation: The Board of Directors shall not receive compensation for their services other than reimbursement for basic expenses associated with Association business, such as postage, needed materials, telephone calls and travel. Each Board of Director requesting compensation must submit a detailed expense report with receipts to the President of the Association for approval, which will then be forwarded to the Secretary/Treasurer of the Association for record of payment.
Section 7. Duties: It shall be the duty and responsibility of the Board of Directors to adopt such rules and regulations as it deems to be in the best interest of the Association in carrying out the purposes and objectives of the Association set forth in the Constitution.
Article V: Board of Directors Meetings
Section 1. Regular Annual Meetings: The annual meeting of the Association shall be on the third Thursday in the month of May, which shall be considered the annual meeting of the membership. The Board of Directors will designate the date of the meeting.
Section 2. Regular Meetings: The Board of Directors shall meet four times during the fiscal year for regular meetings. The meetings will take place as follows: Prior to the start of the football season; Prior to the start of the basketball season; Prior to the start of baseball/softball season; Following the regular annual meeting. Official meeting notification to Board Members shall be by email.
Section 3. Special Meetings: The President or any Board Member may call special meetings.
Section 5. Quorum: Four (4) members of the Board of Directors shall constitute a quorum for transaction of business.
Section 6. Voting: Except as otherwise provided in these By-Laws, the act of the majority of the members present at a meeting at which a quorum is present shall be the act of the Board of Directors.
Section 7. Informal Action: Action taken by a majority of the members without a meeting is, nevertheless, Board of Directors action. This action can be taken by the President when conditions warrant.
Article VI: Officers
Section 1. Regional Supervisor(s): The Regional Supervisor(s) is an independent contractor for the NCHSAA and is not an official member nor an officer of the Association. He/she shall supervise all officials and delegate this authority where he/she deems necessary. He/she shall keep accurate records of all officials of the Association and shall make all game assignments. He/she shall make assignments for varsity games only when the member of the Association meets with the general statutes of the North Carolina High School Athletic Officials Association in reference to classification when conditions warrant, after which officials should be assigned on a seniority basis when conditions warrant. He/she shall make assignments for all sub-level varsity games to the new members of the Association and all members who have not advanced to the varsity level, when conditions warrant. The Regional Supervisor shall preside at all Association Meetings of that sport and attend all meetings of the Board of Directors as requested.
Section 2. Association Officers: The number of official representatives to the Southwestern Officials Association shall nominate and elect the following officers: President, Vice President and Secretary/Treasurer. All officers of the Board shall be selected from the officials Association.
Section 3. Duties of Officers: The Association President shall be the principal officer of the Association and shall preside over all meetings of officials and Board of Directors. The President shall call and schedule all meetings.
The Vice President shall serve in the absence of the President and will automatically become the President in the event of the Presidents departure from the Board of Directors, if a member from the board is not selected.
The secretary will take and record the minutes of all meetings and will handle all Association correspondence, which shall be sent to each presiding board member, regional supervisor (s), and members of the Association.
The Treasurer will handle all finances of the Association. The Treasurer may or may not be a member of the board of directors. The Treasurer will serve at the discretion of the board and will be approved on a yearly basis.
Article VII: Dues - Fiscal Year
Section 1. Association Registration Fees: Association members must pay association registration fees to the Regional Supervisor for each registered sport. The Regional Supervisors will determine the amount of the association registration fees in accordance with NCHSAA policies. All association registration fees will go directly to the Regional Supervisor for that sport, with the Association receiving no money from individual officials. Annual dues for non- sanctioned NCHSAA games are at the discretion of the Regional Supervisor(s).
Section 2. Delinquent Dues: The failure of any member to pay association registration fees shall be grounds for suspension or forfeiture of membership by the President or Board of Directors. All member dues must be paid in accordance with the Regional Supervisors discretion. There will be a late penalty of twenty-five (25) dollars for all dues paid after these dates.
Section 3. Assessments: Assessments may be made by the President or Regional Supervisor(s) as deemed necessary.
Section 4. Fiscal Year: The fiscal year of the Association shall be from Football to Football with each given school year.
Article VIII: Association Committees
Section 1. Selection of Committees: All committees shall be chosen by the President All committees shall be appointed by the March meeting, or by the first organizational meeting of the sport. Each committee must have at least three (3) members of that sport with the President and/or Regional Supervisor(s) serving as ex-officio members.
Section 2. Names of Committees: The following standing committees shall be appointed: (c) Grievance and Discipline Committee.
Article IX: Responsibilities of Committees
Section 1. Grievance and Discipline Committee:
(a) Filing and Notice. Any grievance, which any member of the Association has against the Regional Supervisor(s), Board of Directors, Officers, or any member of the Association must be filed with the President of the Association in writing, mailed or emailed, and in reasonable detail.
The President must within seven (7) days of the receipt of the grievance, call a meeting of the Grievance Committee of that sport to be held not less than ten (10) days or more than twenty (20) days from the call. At this time the President must send copies of the call along with a copy of the grievance filed to the person or persons complained of. At the time of the hearing, both sides of the said grievance shall have the right to submit evidence from witnesses, affidavits or letters. Courtroom rules of evidence shall not apply. Depending upon the nature of the grievance, the Grievance Committee may in its discretion act as a mediator in an attempt to settle the grievance or may act as Judge and Jury and make some determination of the grievance. In that event the Grievance Committee must make a decision within two (2) days of the hearing, and must submit in writing a copy of said decision to the President of the Association, who shall then forward copies to the complaining parties or party, and complained of parties or party.
(b) Appeal: Either party may appeal the decision of the Grievance Committee to the Board of Directors in writing, to the President of the Association within seven (7) days of the notification of the decision of the Grievance Committee. In the event the said Notice of Appeal is filed, the President of the Association must call a meeting with the Board of Directors within ten (10) days of the receipt of the Notice of Appeal and must notify all parties concerned in writing. The Board of Directors shall determine the matter in the same manner as the Grievance Committee. The decision of the Board of Directors by a simple majority or quorum present shall be final.
(c) Discipline: In the event that the Grievance Committee or Board of Directors find at a grievance hearing that a party has violated these By-Laws or other regulations or rules passed by the membership or Board of Directors or find that person has done anything to bring the Association to public disrepute or has violated the Code of Ethics as defined in the By-Laws while representing the Officials Association, the said Board of Directors or Grievance Committee may in its discretion suspend or expel or fine this person, or may instruct the Regional Supervisor(s) not to book this individual for certain periods of time or in certain games. However, in no event may a fine exceed fifty (50) dollars or a suspension last longer than one year. In the event this said person is expelled from the Association, they shall be expelled for life.
(d) Suspension Pending Hearing: The President of the Association may order the Regional Supervisor(s) to suspend the bookings of an accused member pending the hearing herein before set forth.
(e) Additional Fines: In addition to the procedures set forth in this article, the President of the Association shall have the right to fine or suspend members without the approval of the Grievance Committee or Board of Directors for the failure of said members to pay annual dues by the predetermined date, immoral or unethical conduct as an official or member of the Association, or any other violation not covered in the said By-Laws.
Article X: Amendments
Section 1. Scrimmage Fees: The Regional Supervisor(s) of each sport shall appropriately bill each member school for any scrimmage contest. The money collected from this scrimmage contest will then be given to the Treasurer of the Association for deposit thereof and for use of the Association and it’s members.
Section 4. Officials Awards: Official of the Year Award nominees shall be selected by the regional supervisor of each sport and the Board of Directors. The Lifetime Service award will be a board decision only, may only be given to an official after ten (10) years of service, and is which is fully retired from officiating.
Section 6. Dues - Insufficient Funds: There will be a twenty-five (25) dollar fee, plus the amount of the original check, imposed to said official upon the return of any check for non-sufficient funds. The said official may not be assigned for any level of contests of any sport, until the imposed fee is paid to the Association.
Amended & Approved: 05/2021
Amended & Approved: 3/16/2023
Amended & Approved: 05/2025
SOA Board of Directors