Policies
These policies are designed to uphold the integrity of the Southern Weights and Measures Association, official business meetings, and to ensure that all voices can be heard in an organized and constructive manner. It shall be the policy of the Southern Weights and Measures Association that:
Annual Meeting Documents
- Anyone wishing to have meeting-related documents posted to the association's website shall submit the documents to the President and the applicable Chairperson for review. If approved, the documents will be forwarded to the Secretary for posting on the website.
- No meeting documents will be posted after 5 pm on the Friday before the meeting.
- Anyone wishing to have their documents presented at the annual meeting during open hearings or a separate, limited time slot shall:
- Register yourself or designate a representative, pay the applicable registration fee, and attend the open hearings in person;
- Have your presentation ready, in PowerPoint format, and on a USB storage device;
- Submit your presentation to the President no later than Sunday at 3:00 pm, allowing time to have your presentation loaded into the queue.
Annual Meeting Attendees
- Only those attendees who have registered prior to the meeting may attend and will be allowed admittance to the main meeting room.
- Any member registering for a meeting as a retiree and who is employed, contracted, or a consultant with any type of industry having an interest in Weights and Measures may not speak during open hearings on items related to the employer or contracted company unless they have paid the full registration fee.
- Membership Role: Any individual found to violate the established membership rules will have their comments deemed invalid, stricken from the record, and speaking privileges revoked on the specific item under discussion.
- The Chair will read this disclosure (and any new policy items) at the start of the meeting.
Meeting Cancellation Policy
Cancellations are subject to a 50% cancellation fee. No refunds will be given after the event has commenced. No refunds will be given unless specifically requested. In the case of a state-declared emergency and meeting cancellation, a full refund will be issued. Documentation of cancellations due to personal medical emergencies is required, and a full refund may be issued. Refunds will only be made on registration fees paid to SWMA.