Southwest Softball Association o

Southwest Softball Association of the Deaf, Inc.

General Business Meeting

July 13, 2007

Austin Association of the Deaf – Clubhouse

The SWSAD Executive Committee meeting was called to order by Roger B. Potter, Jr., Commissioner at 8:17 a.m. on Friday, July 13, 2007.

Roll Call: Roger B. Potter, Jr., Commissioner, Chas Haney, Sr., Deputy Commissioner, Robert Brannan, Secretary-Treasurer, and Lanny Pickering, Information Director. Club – Independent Representatives: Chris Reagle, SCAD, Chad Savoy, LAAD, Ken Seabolt, Texas Desperados, Jay Paul Gold, LRAD and Calvin Kermit, Houston Extremes. Delegate-at-Large: Ira M. Hendon, III, Glenn Thrasher, Thelma Covello, Raymond Massie and Sheri L. Mize.

Jay Paul Gold (Kermit Calvin, Sr.) moved to accept the SWSAD general meeting minutes at Jackson, MS as it read. PASSED

Ken Seabolt (Lanny Pickering) moved to accept the SWSAD Executive Committee meeting minutes as it read, except SWSAD: 07-03 shall be move into new business. PASSED

Financial Report: Robert Brannan

Balance as of June 30, 2007

SWSAD General Checking Account $5,647.64

SWSAD Fund $2,532.76

SWSAD Hall of Fame 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 postage & office supplies.
Commissioner’s NSAD expenses – About high.
2005 financial file were lost @ Jackson, MS.
Paid Rnd-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

· Will have the flyers ready next year at Lafayette, LA.

· Everything is well planned.

· Tournament dates will be on second weekend of July.

Unfinished Business:

SWSAD: 07-01: Ira M. Hendon, III (Glenn Thrasher) motion to re-open case against Austin Association of the Deaf for outstanding debit from 2001 to 2006 at five hundred dollars ($500.00) and shall move and discuss in new business. PASSED

SWSAD: 07-02: Robert Brannan (Ken Seabolt) motion to re-open case against LuAnn Theis and shall move and discuss in new business. PASSED

Southwest Softball Association of the Deaf

Constitution, By-Laws & Softball Rules/Regulations Proposals:

Underlined – Delete Bold Red Letters/Numbers – Amendment & Revised

Proposal # 1: Amendment, Revised & Delete – Raymond Massie (Lanny Pickering) – Passed!

3.1 SWSAD EXECUTIVE OFFICERS

The five (5) four (4) SWSAD Executive Officers are Commissioner, Deputy Commissioner, Secretary/Treasurer, and Information Director. and Tournament Director.

Proposal # 2: Amendment, Revised & Delete – Automatically changes by proposal # 1

4.1.5 The elections of SWSAD Commissioner, Deputy Commissioner,

Secretary/Treasurer, and Information Director and Tournament Director shall be conducted at the annual SWSAD general meeting.

Proposal # 3: Amendment & Revised – Ira M. Hendon, III (Raymond Massie) – Passed!

1.1 ANNUAL SWSAD GENERAL MEETING

1.1.1 The annual SWSAD Executive Committee meeting shall be held Thursday afternoon at one o’clock (1:00) p.m. night at seven o’clock (7:00) p.m. during softball tournament.

Proposal # 4: Amendment & Revised – Raymond Massie (Jay Paul Gold) – Passed!

1.1 ANNUAL SWSAD GENERAL MEETING

1.1.2 The annual SWSAD club and independent representative general meeting shall be held on Thursday night at seven o’clock (7:00) p.m. Friday morning at eight o’clock (8:00) a.m. during the softball tournament.

Proposal # 5: Delete & Amendment – Thelma Covello (Lanny Pickering) – Passed!

1.4 ORDER OF BUSINESS

1. Call to Order

2. Roll Call

3. Reading of Minutes

4. Financial Report

5. Reports of Officers

6. Reports of Present and Future Host Chairperson

7. Unfinished Business

8. By-laws Proposals

9. New Business

10. Election of SWSAD Officers

11. Announcements

12. Adjournment

1.4 ORDER OF BUSINESS

1. Call to Order

2. Roll Call

3. Reading of Minutes

4. Financial Report

5. Reports of Officers

6. Reports of Present and Future Host Chairperson

7. Unfinished Business

8. By-laws Proposals

9. Fine/Protest/Appeal

10. New Business

11. Bids of Future Tournament

12. Election of SWSAD Officers (at 3 years hence)

13. Drawings of Team Parings

14. Announcements

15. Adjournment

Proposal # 6: Amendment – Raymond Massie (Chad Savoy) – Passed!

2.3 DUTIES OF DEPUTY COMMISSIONER

2.3.5 Shall inspect the official softball fields, hotel, and facilities.

2.3.6 Shall coordinate with the umpires and host chairperson at the softball tournament.

2.3.7 Shall coordinate all rules and regulations of all softball matters.

Proposal # 7: Amendment – Ken Seabolt (Jay Paul Gold) – Passed!

2.5 DUTIES OF INFORMATION DIRECTOR

2.5.8 Shall select scorekeepers for all tournament games.

Proposal # 8: Delete – Automatically changes by proposal # 1

2.6 DUTIES OF TOURNAMENT DIRECTOR

2.6.1 Shall be chair in the softball division meeting.

2.6.2 Shall be responsible for running the tournament during the annual SWSAD softball tournament.

2.6.3 Shall select scorekeepers for all games.

2.6.4 Shall inspect the official softball fields, hotel, and facilities.

2.6.5 Shall coordinate with the umpires and host chairperson at the softball tournament.

2.6.6 Shall coordinate all rules and regulations of all softball matters.

2.6.7 Shall not play or as a coach/manager.

Proposal # 9: Amendment & Revised – Automatically changes by proposal # 1

4.2 TRANSPORTATION AND LODGING EXPENSE

4.2.3 The host shall be required to provide all five (5) four (4) SWSAD

Executive Committees members’ complimentary rooms during the softball tournament.

Proposal # 10: Amendment & Revised – No motion & seconded – Failed!

4.2 TRANSPORTATION AND LODGING EXPENSE

4.2.4 SWSAD shall provide allowance to SWSAD Executive Committee at

twenty-five twenty dollars ($25.00) ($20.00) per day for meals from SWSAD

treasury.

Proposal # 11: Amendment & Revised – Ken Seabolt (Roger B. Potter, Jr.) – Passed as main motion!

Ira M. Hendon, III (Sheri L. Mize) moved to remove the Hall of Fame Fund and the HOF Fund shall goes to SWSAD general fund. Passed as amendment!

4.3 TOURNAMENT REGISTRATION FEES

4.3.8 The SWSAD Secretary/Treasurer shall set aside at the breakdown of fifteen dollars ($15.00) as follows: SWSAD $3.00 4.00, Hall of Fame Fund $2.00, Men Champion Team $6.00 5.00 and Women Champion Team $4.00 from registration fee collected on tickets sold at the SWSAD softball tournament for the SWSAD softball fund purposes.

Proposal # 12: Amendment & Revised – Ken Seabolt (Chad Savoy) – Passed as main motion!

Ira M. Hendon, III (Thelma Covello) moved to additional rental vehicle and continued with old ruling on allowance of $25.00. Passed as amendment!

4.4 SWSAD COMMISSIONER'S EXPENSES TO NATIONAL SOFTBALL

ASSOCIATION OF THE DEAF (NSAD) MEETINGS

4.4.1 The SWSAD Commissioner, who is a member of the NSAD Executive

Council, shall be furnished with a combination ticket and hotel lodging limited to

four (4) nights during softball tournament plus an allowance of twenty-five twenty

dollars ($25.00) ($20.00) each day and the cost of round trip supersaver coach

airline fare shall paid out from SWSAD treasury when attending the NSAD

annual meeting.

Proposal # 13: Amendment & Revised – Automatically changes by proposal # 11

4.5 SWSAD TEAM CHAMPION FINANCE TO NATIONAL SOFTBALL

ASSOCIATION OF THE DEAF (NSAD) TOURNAMENT

4.5.1 The SWSAD team champion entering the NSAD national softball

tournament shall receive financial assistance from SWSAD of six five dollars ($6.00 5.00) for men and four dollars ($4.00) for women from each registration fee of fifteen dollars ($15.00) collected at the SWSAD softball tournament.

Proposal # 14: Delete – No motion & seconded – Failed!

4.5 SWSAD TEAM CHAMPION FINANCE TO NATIONAL SOFTBALL

ASSOCIATION OF THE DEAF (NSAD) TOURNAMENT

4.5.4 SWSAD shall finance men and women softball team champion minimum

at least two hundred fifty dollars ($250.00) each for their expenses to NSAD tournament.

Proposal # 15: Delete – Automatically changes by proposal # 5

1.1. MEETINGS

1.1.1 The annual SWSAD softball division meeting shall held on Friday morning at eight o’clock (8:00) a.m. afternoon at during the softball tournament.

1.1.2 The SWSAD Tournament Director shall be a chairperson of the meeting.

1.1.3 The SWSAD Information Director shall be a recording secretary of the meeting.

Proposal # 16: Delete – Automatically changes by proposal # 5

1.2 CLUB AND INDEPENDENT MANAGERS

Each club and independent managers entering team(s) in the tournament shall attend the softball division meeting.

Proposal # 17: Delete – Automatically changes by proposal # 5

1.3 PARLIAMENTARY AUTHORITY

Robert’s Rules of Order, newly revised, and shall be referred to the parliamentary authority of meetings of the SWSAD Softball Division.

Proposal # 18: Delete – Automatically changes by proposal # 5

1.4 ORDER OF BUSINESS

1. Call to Order

2. Roll Call

3. Reading of Minutes

4. Reports of Tournament Officers

5. Reports of Present & Future Host Chairperson

6. Fine & Protest

7. New Business

8. Bids of Future Tournament Site

9. Drawing of Team Pairings

10. Announcements

11. Adjournment

Proposal # 19: Amendment & Revised – Raymond Massie (Thelma Covello) – Passed!

2.3 SEEDING AND DRAWING

The drawings for all teams shall be held at the softball division SWSAD general meeting at the hotel, and/or other facilities. headquarters. The drawings shall be made by the managers.

Proposal # 20: Amendment & Revised – Automatically changes by proposal # 1

2.5 EXPELLING AUTHORITY, FORFEITURE, PENALTY AND REMOVALS

2.5.1 The Umpires and/or the SWSAD Tournament Director Executive Committee have the authority to forfeit a game or expel a player from the game for unnecessary griping/abusive language.

Proposal # 21: Delete Ira M. Hendon, III (Ken Seabolt) – Passed!

2.10 TEAM DISQUALIFICATION

No team entering in the SWSAD tournament shall be allowed for participating in an invitational tournament hosted by any organization of the deaf in the Southwest held within two (2) weeks more or less before the beginning of the SWSAD tournament.

Proposal # 22: Delete – Robert Brannan (Lanny Pickering) – Passed!

3.1 ELIGIBILITY OF HOST

3.1.4 The host of a successful SWSAD tournament shall be required to keep a

good image by entering its team in the next softball tournament following its host.

The tournament host shall post a two hundred dollars ($200.00) team

appearance bond, along with other proceeds due SWSAD following said

tournament. The host shall have the softball team at the next tournament; this

deposit shall be refunded in full.

Proposal # 23: Delete – Thelma Covello (Ira M. Hendon, III) – Passed!

5.5 UMPIRES

5.5.2 The host shall receive a letter of confirmation for umpires. and

scorekeepers.

Proposal # 24: Delete – Thelma Covello (Lanny Pickering) – Passed!

5.10 SAM LANE INDIVIDUAL SPORTSMANSHIP AWARD

The SWSAD Information Director shall be responsible for keeping and transporting the permanent Sam Lane Individual Sportsmanship Award plaque to the softball tournament for public display.

Proposal # 25: Amendment & Revised – Automatically changes by proposal # 1

5.12 SCOREKEEPERS

5.12.1 The SWSAD Tournament Director Information Director shall

arrangement for selecting competent scorekeepers for all games.

Proposal # 26: Delete – Raymond Massie (Chris Reagle) – Passed!

5.12 SCOREKEEPERS

5.12.2 The scorekeepers shall be paid at eight dollars ($8.00) per game by

SWSAD and host treasury on a fifty-fifty percent (50%-50%) basis.

Proposal # 27: Amendment & Revised – Automatically changes by proposal # 1

5.12 SCOREKEEPERS

5.12.3 The scorekeepers shall cooperate with the SWSAD Tournament Director

Information Director and shall use the official SWSAD score sheets.

Proposal # 28: Amendment & Revised – Automatically changes by proposal # 1

5.12 SCOREKEEPERS

5.12.4 The SWSAD Tournament Director Information Director shall reserve the right to remove scorekeeper(s) for not doing a performance job.

Proposal # 29: Amendment & Revised Ken Seabolt (Raymond Massie) – Passed!

5.14LLUSTRATIONS

The illustrations of types of bracketing for the softball tournaments as prescribed in the softball rules are to be provided by the SWSAD Tournament Director Commissioner.

Proposal # 30: Amendment & Revised – Chad Savoy (Lanny Pickering) – Passed!

5.15 FACILITY AND TOURNAMENT INSPECTION

5.15.1 The SWSAD Tournament Director Deputy Commissioner shall

investigate the site of the official softball field complex, the hotel and the facilities selected by the tournament host well in advance of the tournament and report it to the SWSAD Executive Committee for its decision and approval.

Proposal # 31 Amendment – Jay Paul Gold (Chad Savoy) – Passed!

5.17 HOST TOURNAMENT PENALTY

5.17.1 In the event that the host withdraws prior to such the tournament, the host

fee of two hundred dollars ($200.00) and/or four hundred dollars ($400.00)

shall be forfeited. The SWSAD is to keep the host fee.

New Business:

SWSAD: 07-01: Ira M. Hendon, III (Glenn Thrasher) motion that SWSAD: 07-03 under Executive Committee meeting minutes, states “membership fee” shall be changed to “participate fee”. PASSED

SWSAD: 07-02: Ken Seabolt (Chad Savoy) motion to change the suspension ruling that states 60 days to 365 days. PASSED

SWSAD: 07-03: Glenn Thrasher (Ira M. Hendon, III) motion that Hall of Fame from SWSAD –SWAAD which starts from 1969 to 2002 shall be leave as it. PASSED

SWSAD: 07-04: Ira M. Hendon, III (Glenn Thrasher) motion to accept the financial report by Secrertary-Treasurer, Robert Brannan and waive to meet the financial guideline of SWSAD. PASSED

SWSAD: 07-05: Ira M. Hendon, III (Ken Seabolt) moved that Austin Association of the Deaf outstanding debt to SWAAD/SWSAD to be reduced from $500.00 to $250.00. The monies shall goes to the SWSAD “authorization” fund. PASSED

SWSAD: 07-06: Charles Haney, Sr. (Robert Brannan) moved that SWSAD invest the Swiss Cash project.

Ira M. Hendon, III (Ken Seabolt) amended that require performance bonds to be issued by the SWSAD Secretary-Treasurer for protection rights.

Raymond Massie (Jay Paul Gold) amended that shall be require to be written in black/white for the records.

The main motion was passed with first and second amendments.

SWSAD: 07-07: Ira M. Hendon, III (Robert Brannan) motion to accept SWSAD Executive Committee’s decision to impose all fines to be mentioned in the Executive Committee meeting. PASSED

SWSAD: 07-08: Robert Brannan (Ken Seabolt) motion that LuAnn Theis shall be on suspension under SWSAD until she returns the 2000 & 2001 softball tournament statistics and revoked the earning 7 points as General Chairperson. The 7 points shall award to original chairperson, Timothy J. Theis. PASSED

Ira M. Hendon, III (Raymond Massie) motion to close the new business. PASSED

Good of Order & Announcements were given.

The SWSAD General Business meeting was adjourned by Commissioner, Roger B. Potter, Jr. at 11:45 a.m.

Submitted by Robert Brannan, SWSAD Secretary-Treasurer