Southwest Softball Association of the Deaf, Inc.

Executive Committee Meeting

July 12, 2007

Austin Association of the Deaf – Clubhouse

The SWSAD Executive Committee meeting was called to order by Roger B. Potter, Jr., Commissioner at 7:20 p.m. on Thursday, July 12, 2007.

Roll Call:  Roger B. Potter, Jr., Commissioner, Chas Haney, Sr., Deputy Commissioner, Robert Brannan, Secretary-Treasurer and Lanny Pickering, Information Director. Delegate-at-Large (Observation): Glenn Thrasher, Thelma Covello, Raymond Massie and Sheri L. Mize.

Executive Committee moved to accept the 2006 Executive Committee meeting minutes at Jackson, MS as it read.  PASSED

Financial Report: Robert Brannan

Balance as of June 30, 2007

SWSAD General Checking Account                                              $5,647.64

SWSAD General Fund                       $2,532.76

SWSAD HOF Fund                           $   576.88

SWSAD Host Fund                            $2,538.00

Grand Total                                         $5,647.64

Explaining to Executive Committee regarding the 2002–06 SWSAD financial reports of

• 2002 – 2006 financial were error due to uncategorized accounts.

• Uncategorized accounts caused HOF funds into low money.

• Uncategorized accounts caused SWSAD funds out money.

• High unnecessary expenses on the postage & office supplies.

• Commissioner’s NSAD expenses – About high.

• 2005 financial file were lost @ Jackson, MS.

• Paid Round-Trip Airfare for Tournament Director @ Gulfport, MS in 2004?

• Over payment per-diem on Commissioner & Secretary-Treasurer in 2006.

Commissioner Report: Roger B. Potter, Jr.

·         Welcome to Austin/San Marcos SWSAD! 

·         Ken Seabolt submitted his resignation from Deputy Commissioner due to his desire to continue to coach SWSAD team. I appointed Chas Haney to Deputy Commissioner because he was the runner-up in last year election and I trust his longtime leadership with SWSAD. 

·         I want us to thank our new SWSAD Officers for their hard working jobs to keep SWSAD traditional continues!

·         Due to expensive cost of rent conference room, Austin Association of the Deaf offered us a free-charge meeting room, that’s why we’re here! I hope you all don’t mind!

·         Treasurer Robert Brannan will explain SWSAD budget report. We had to freeze our spending until our budget become stable. 

·         NSAD will be Dayton, Ohio this year on August 9-11, 2007. I hope that most of your team will be attending to NSAD this year!

·         SWSAD wants to give special thanks to IP-Relay.com and Sorenson VRS for their sponsorship to 2007 SWSAD.  Together with Sorenson VRS and IP-Relay, SWSAD got $1200! Hands Wave!

·          We will have 5 organizations to do the booths, please visit them for more information on their business.

·         Lastly, SWSAD wants all of you to have fun and play ball!

Deputy Commissioner Report: Chas Haney, Sr. – NO REPORT

Secretary-Treasurer Report: Robert Brannan

·         Open checking account at Regions Bank in Arkansas last August 2006.

·         Discussed regarding the Hall of Fame (HOF) account and transfer to SWSAD account.

·         Questions/Answers about HOF monies.

·         Debated on $5.00 to be collected by the host for grand ballroom for the players.

·         Discussed about $250.00 Bonus to the Men & Women Championship teams.

·         To clarify on audiogram issue.

·         Received email, requested suspension on Chris Calogar, Texas Toons.

·         Turned-downed requested for suspension, due past 60 days, after tourney.

Tournament Director Report: Vacancy

Commissioner takes over Tournament Director Duties during the tournament.

·         Since Chas Haney took over Deputy Commissioner after Ken Seabolt’s resigned, I took over duties of the Tournament Director.

·         SWSAD Men’s and Women’s Brackets are set. We will play 2 games Round Ribbon games on Friday and Double-Eliminated bracket on Saturday. Team drawing will be determined at the end of Softball Division Meeting.

·         Umpire-In-Chief Raul Hidalgo will be here at 1:00pm for Softball Division Meeting.  If you have any softball issues, you can ask him question. But do not ask any non-softball-related question, please!

·         Softball Complex does not have cooler, but your team or players can bring small cooler or sport drinks to the field. NO OUTSIDE FOOD ALLOWED!  The complex will sell foods and drinks.

·         All fans and players are required to wear waistbands to enter the parking lot and softball complex. Make sure not to lose it because it will be $15.00 replacement fee.

·         Announced that, if your team is 5 minutes late passed game time, your team is forfeit. No exception will be accepted. Be there at the diamond on time! Rain or Shine!

·         We play 60 minutes games with 1-1 count for all weekend. After the game, we have 15 minutes to switch teams, please leave dugout quick as possible for other team to enter.

·         NEW NSAD BY-LAWS 12.3 PROTESTS and APPEALS - All $100 cash will be imposed for each appeal during the regional and national tournament games. If the protest is valid, $100 will be returned to the team otherwise regional or national organization shall keep the appeal money. The final decision will be decided by Umpire-In-Chief and me. Any foul language/fight will lead to ejection of the game. Please be a GOOD sportsmanship!

Information Director Report: Lanny Pickering

·         Announced that there will be three (3) inductees for SWSAD Hall of Fame. They are Al Jordan, Jens C. Williamson, Jr. and Harvey Harvard.

·         Purchase 3 plaques for three inductees at total of $84.00

·         Laptop is ready with softball statistics for this weekend tournament.

2007 Host Chairperson Report: Sheri L. Mize

·         All fans and players are required to wear waistbands to enter the parking lot and softball complex. Make sure not to lose it because it will be $15.00 replacement fee.

 ·         Softball Complex does not have cooler, but your team or players can bring small cooler or sport drinks to the field. NO OUTSIDE FOOD ALLOWED!  The complex will sell foods and drinks.

·         Saturday night entertainment will be held at Austin Association of the Deaf, there will be charge for admission at $5.00. SWSAD not held responsible of this event.

·         Any concerns or questions, please do not hesitate to see me. Thank You!

2008 Host Chairperson Report: Thelma Covello

·         Pass out 2008 SWSAD tournament flyer

·         Notice to SWSAD Executive Committee about the tournament dates will be held on June instead in July.

·         Headquarter hotel will be select and announcement on the next flyer.

·         From hotel to softball complex are only 3 miles and 2 miles from Lafayette Athletic Association of the Deaf.

·         The fast foods and restaurants are nearby hotel and to softball complex.

2009 Host Chairperson Report: Chris Reagle – NO SHOW

Old Business:  NONE

New Business:

SWSAD: 07-01: Executive Committee moved to approval Lafayette Athletic Association of the Deaf to hosts SWSAD on June instead in July.  PASSED

SWSAD: 07-02: Executive Committee moved to waive the By-laws, Article four, section 4.5 & sub-section 4.5.4 for this tournament only.  PASSED

SWSAD: 07-03: Executive Committee moved that all clubs and independents teams are required to be membership of SWSAD.  PASSED

SWSAD: 07-04: Executive Committee moved that host shall require providing tournament host program book, which becomes effective at the next tournament.  Refer to Law Committee.

SWSAD Executive Committee moved to close the new business.  PASSED

The SWSAD Executive Committee meeting was adjourned by Commissioner, Roger B. Potter, Jr. at 8:25 p.m.

Submitted by Robert Brannan, SWSAD Secretary-Treasurer