SWSAD: SouthWest Softball Assoication of the Deaf, a non-profit softball regional organization for Arkansas, Louisiana, Mississippi, Oklahoma, Tenneessee and Texas Regionals

SWSAD General Meeting

July 13, 2006

Clarion Hotel & Suites – Oak I, II & III

The SWSAD business meeting was called to order by Commissioner, Patty Henderson at 7:12 p.m. on July 13, 2006.

Roll Call:

SWSAD Officers: Commissioner Patty Henderson; Deputy Commissioner Robert Brannan; Secretary/Treasurer Robert Stevens; Tournament Director Scott Roberts and Information Director Lanny Pickering.

Club, Independent Representatives and Delegate-at-Large: Thelma Covello, LAAD; Lori Rojas, MCAD; James Westmoreland, JCCD; Curtis Reagle, Oklahoma; J.R. Courtright, LRAD; Charles Chaney, Dallas Blue Machine; Brent Potter, Texas Toons; Erin Cazedessus, Keep Texas Weird; Larry Young, Austin; Ken Seabolt, Texas Despedros; Terrell Garnett, Memphis; Sheri L. Mize, NSAD Secretary-Treasurer; Pamela Brannan, Sam Williamson, and Glenda Cooper, Delegate-at-Large. Texas Girlz not present.

J.R. Courtright (____________________) motion to accept the 2005 meeting minutes as it read. Passed

SWSAD Secretary/Treasurer Robert Stevens read the Executive Committee’s meeting minutes on July 13, 2006 to the representatives and delegate-at-large July 13^,2006.

___________________ (____________________) motion to accept the SWSAD Executive Committee meeting minutes on July 13, 2006 as it read. Passed

Officers Reports:

Commissioner’s Report — Patty Henderson

1. Problem in communication regarding to download NSAD form and SWSAD/NSAD website.

2. To ask if they want to download the NSAD form or to receive in mail in future.

3. Want to see players in fully inform of what is going on inside of both SWSAD and NSAD.

4. Instructed Executive Board members to change the attitude of SWSAD toward Independent Teams. Change the attitude of SWSAD Independent Team by allowing them to use our tax exemption status and change in the by-laws. Changing bring fairness to all.

5. Thanks to the officers for 4 years — best team work

6. Not pleased with Program Book that JCCD had it published. There are few errors in it.

7. Consider to have no Program Book in SWSAD in the future for fans. Program books given only to regional officers. Will share this idea at NSAD meeting. This will reduce the cost of paying for papers and print.

8. Reported JCCD host did not have numerical number printed on the registration form.

9. Announced that she will not run for officer — is retiring.

10. Want to thank to Secretary/Treasurer Robert Stevens who will retire for his loyalty. He had been exemplary officer.

11. Want to consider having fundraising for SWSAD to support team to go to NSAD.

12. Consider to think about establish a way to enable player to join another team through website. Coaches can help with this.

13. SESAD had 10 men’s team and 5 women. Four teams collapsed due to insufficient number of players

14. Gave report on NSAD 2005

15. Flew to Houston, Texas to ride to Austin with Robert Stevens to attend SWBAD Executive Meeting to discuss with them about the money ($500.00) owed to SWSAD.

16. Visited San Marco for 2007 SWSAD Softball Tournament. Met with Director of Softball Field and will know the date of 2007 by October. Will either be 3^rd or 4^th weekend of June or 1^st or 2^nd weekend of July. There will be drawing and we will be notified. Lot of hotels availability as well fast food and restaurants. SWSAD Officers will stay together in one hotel where meetings will take place. Players, coaches, etc can go to any hotels. Sheri Mize is 2007 SWSAD Chairperson and she will have room at the same hotel with SWSAD officers and will be paid by SWSAD.

17. LuAnn still hasn’t returned all softball paperwork to SWSAD

Deputy Commissioner’s Report — Robert Brannan

1. Reported SWSAD website update on by-laws

2. Reported to have proposals at General Meeting

Secretary/Treasurer’s Report — Robert Stevens

1. Will not run for officer — is retired.

2. Thanks to the officers for teamwork. Thanks to Cynthia Stevens, his wife who worked on getting 501 © 3 for SWSAD.

3. Reported Commissioner Patty Henderson chose two people to audit the Treasurer’s report with statement.

4. Will give check to Sheri Mize, NSAD Treasurer for the players and teams’ fees.

5. Reported 2 teams owe and SWSAD owe to 2 teams. One team’s NSAD form was written and signed by one person.

6. Reported that he did not take $200.00 from last year for his work due to shortage of money in bank. I am owe $200.00 for 2005 and the upcoming $200.00 this coming September.

7. Want to waiver $250.00 to each men and women’s championship.

8. Gifts passed out to officers as token of appreciation.

Brent Potter asked for breakdown on officers’ reimbursement. Itemize it so it would be known what was spent.

Thelma Covello asked who decided the shirts for officers and committees of last year tournament. Commissioner Patty Henderson reported that last year tournament was hosted by SWSAD and the Executive Board agreed to have shirts for officers and committees.

Brent Potter asked about where is the Hall of Fame money in the financial report. Secretary/Treasurer Robert Stevens stated that Hall of Fame’s money is in with the General Funds.

Information Director’s Report — Lanny Pickering

1. Reported a messy scorekeeper last year. Will give scorekeeper book to each scorekeeper.

2. Reported it will be glass award again like last year.

3. City of Pearl Park is providing their scorekeepers.

4. Hall of Fame: Leader - Patty Henderson; Player - Buddy Van Dusen; Old Timer Player - Paul Jakin; Player - James Garrett

Tournament Director’s Report — Scott Roberts

1. Reported Texas Toon (men champion) and Texas Girlz (women champion) won last year.

2. Reported 2006 Teams: 6 men’s and 3 womens’ teams

3. Have bracket schedule prepared.

4. SWSAD 2007 will be in San Marcos. Will need to have bid for 2008 and 2009.

5. $250.00 Entry Fee for NSAD at Ontario, California

6. Announced “First Annual World Series Poker” on August 6, 2006

2006 JCCD Host Chairperson — Wanda Rayden

1. Officers’ Suite cancelled due to remodeling. Executive Meeting had to be moved to JCCD

clubhouse.

2. Thursday night meeting and Friday morning meeting will be held at the hotel.

3. Received 25 combo tickets. There are 400 printed registration forms

4. There are 180 players registered.

NSAD Representative — Sheri Mize

1. Reported lot of teams filled out NSAD form to go to NSAD Tournament in Ontario, California.

2. The deadline for the form is July 1^st.

The meeting recess at 8:30 p.m. (15 minutes.)

Meeting resume at 8:45 p.m.

By-Laws Proposals:

Deputy Commissioner Robert Brannan takes the floor for Proposals and Changes in by-laws.

1. Membership due is open to both club members and independent teams for $50.00.

2. Brent Potter made motion to change the officers’ terms from 2 years to 3 years. Terrell Garrett seconded. Discussions were made. Robert Stevens refer to Law Committee. Cynthia Stevens will check with IRS to see about changing the SWSAD constitution on the terms of the officers. Robert Stevens has withdrawn his referral. Ken Seabolt asked to refer to Executive Board. Brent Potter asked to vote to see if it passed. Ken Seabolt has withdrawn his referral. J.R. Courtright closed to vote. Larry Young seconded. Vote to 3 years for elected officers. Passed!

3. Robert Brannan reported that registration fee was raised from $12.00 to $15.00 from last year meeting.

4. Robert Stevens made motion to raise $100.00 to $150.00 for transportation for the officers due to gas prices. Brent Potter seconded. J.R. Courtright closed to vote. Terrell Garrett seconded. Passed!

5. SWSAD By-Law 4.3.7—Breakdown of $15.00 from fans to SWSAD General Funds. This breakdown is given the percentage of award money to the men’s team and women’s team championship. Robert Brannan unknowing that it was passed in Houston 2002 that breakdown had already been set and voted. He will change back on 4.3.7 to what was passed in 2002.

6. Brent Potter voiced his idea to the breakdown that if there are more men’s teams and fewer women team that the men’s team champion should benefit more money. Glenda Cooper stood and spoke out the breakdown is discriminated against the women’s team champion for having less money. She stated that it should be equal no matter how many teams are on both men’s and women’s. Brent Potter stood up and apologizes to Glenda Cooper and the women’s teams. Charles Chaney moves to 60/40 from the fans’ registration fee for the champions. Sixty percent for men’s team champion and forty percent for women’s team champion. Glenda Cooper seconded. Discussions were made. Charles Chaney has withdrawn his motion. Brent Potter amended to SWSAD to pay $200.00 to both men’s team and women’s team champions to go to NSAD. Robert Stevens stood and remind him that it was already voted passed to waive the $250.00 each to the men’s team and women’s team champions. Brent Potter has withdrawn his motion.

7. Patty Henderson stated that all future minutes report will not be mail to coaches/manager. It will be put in SWSAD website. Everyone can print the report from their own computer. This is to save money on postage. She also stated that SWSAD Rule Book is to put in the website as well.

8. Awards to All Tournaments — SWSAD Softball By-Law 2.10

Award the 1^st place with award, not the 2^nd place. Robert Stevens stated if we removed 2^nd place then they don’t get points. Ken Seabolt made motion to give certification paper to the 2^nd place. Passed!

9. Scorekeepers — Patty Henderson amended that the host to pay the difference to scorekeepers in future. SWSAD by-law stated we pay $8.00 to scorekeepers. J.R. Courtright seconded. Passed!

10. Patty Henderson moved to eliminate Program Book due to the costs and put the history of SWAAD/SWSAD in the SWSAD website. Passed!

11. Softball By-Laws Teams Fee — changed from $65.00 to $75.00. It is to be paid within 30 days from the date of SWSAD Softball Regional Tournament. Passed!

12. Ballroom Award Night — remove “ballroom” to “any facility”. Brent Potter seconded. Motion to close with vote. Passed!

13. Hall of Fame – Larry Young moved to increase extra 2 points for the player James Westmoreland seconded. Motion to close with vote. Passed!

The meeting recess at 10:45 p.m. (15 minutes)

Meeting resume at 11:00 p.m.

New Business:

1. Charles Chaney moved to have proxy officer who written letter that wish to run for Commissioner who is unable to attend. Terrell Garrett closed to vote. Lanny Pickering seconded. Failed

Brent Potter (J.R. Courtright) motion to close the New Business. Passed

Biddings:

2007 --- San Marco, Texas (SWSAD Host)

2008 --- Lafayette, Louisiana: Received letterhead from club with information on softball field, hotel, and $200.00. Since they did not have a team to play at this tournament, they must pay another $200.00.

2009 --- Ardmore, Oklahoma: Received letterhead from club with information on softball field, hotel and $200.00.

Elections:

COMMISSIONER

Chris Reagle nominated Robert Brannan for Commissioner. Robert Brannan declined.

Larry Young nominated Brent Potter for Commissioner. Brent Potter accepted.

ACL – Passed

Robert Stevens, Secretary/Treasurer announced Brent Potter as the new SWSAD Commissioner.

DEPUTY COMMISSIONER

Thelma Covello nominated Charles Chaney for Deputy Commissioner. Charles Chaney accepted.

Ken Soward nominated Ken Seabolt for Deputy Commissioner. Ken Seabolt accepted.

Ken Seabolt won the election as Deputy Commissioner.

SECRETARY/TREASURER

Brent Potter nominated Robert Stevens for Secretary/Treasurer. Robert Stevens declined.

Brent Potter nominated Patty Henderson for Secretary/Treasurer. Patty Henderson declined.

Robert Stevens nominated Robert Brannan for Secretary/Treasurer. Robert Brannan accepted.

Ken Seabolt nominated Lori Rojas for Secretary/Treasurer. Lori Rojas declined.

Larry Young nominated Cynthia Stevens for Secretary/Treasurer. Cynthia Stevens declined.

Lori Rojas nominated Kevin Soward for Secretary/Treasurer. Kevin Soward accepted.

Ken Seabolt nominated Thelma Covello for Secretary/Treasurer. Thelma Covello declined.

Robert Brannan won the election as Secretary/Treasurer.

INFORMATION DIRECTOR

Charles Chaney nominated Lanny Pickering as Information Director. Lanny Pickering accepted.

ACL – Passed

Robert Stevens announced Lanny Pickering as new Information Director.

TOURNAMENT DIRECTOR

Robert Stevens nominated Scott Roberts as Tourney Director. Scott Roberts asked to give him time to think and to go on with nomination.

Larry Young nominated Charles Chaney as Tourney Director. Charles Chaney accepted.

Return to Scott Roberts for his decision. He declined.

ACL – Passed

Robert Stevens announced Charles Chaney as new Tourney Director.

Announcements: None

The business meeting adjourned at 12:15 a.m. by Patricia Henderson, SWSAD Commissioner

Robert F. Stevens

SWSAD Secretary/Treasurer