MINUTES OF THE 11th ANNUAL GENERAL MEETING OF THE SOUTH AFRICAN REGULARITY RALLY ASSOCIATION held at Cesco’s, 18 Southway Road, Kelvin, Johannesburg on Thursday 26th August 2010
The meeting was opened at 20:00 by the National President, Brian Askew, who welcomed all present and thanked them for their attendance. A quorum was confirmed
1. ATTENDANCE, APOLOGIES AND PROXIES
1.1 Attendance as per register 1.2 Apologies received from Alex Couling, Ed Hatton, Ian Huntly, Susan Webber, Jerry Paice, Roger Manton, Robin Ross, Ian Carmichael, Chris Andrew, Adri van den Berg, Herman Ploeger, Colin Meyer, Nadine Naude, Andre Stemmet and Henry Short 1.3 Proxies: From Robin Ross & Nadine Naude, held by Craig Naude From Roger Manton, Alex Couling & Adri van den Berg, held by Syd Brett From Ian Carmichael & Herman Ploeger, held by Henry Ploeger
2. AGM MINUTES OF 27th AUGUST 2009
These had been circulated, proposed by Henry Ploeger and seconded by Stewart Reeve. Approved
NATIONAL BOARD MATTERS
3. NATIONAL PRESIDENT’S REPORT
Brian Askew presented his report, covering the following issues: 3.1 Events It has been a successful year thus far: NORTHERN REGIONS:- This will be covered later in the Northern Regions Chairman’s report. The events have attracted between 25 and 30 entrants plus approximately 20 Blind Navigators entries KWAZULU NATAL:- One event staged in May and a second planned for end October WESTERN CAPE:- The Blind Navigator’s Series consists of 5 events of which the first 3 have attracted in the order of 50 entries each OTHER REGIONS:- The Amatola was revived in Queenstown, Eastern Cape, in August with backing from Caltex
Page 1 of 7 3.2 Calendar: The calendar for 2011 is in progress. There is a possibility of the Polana returning 3.3 Finances: The finances of the National Body are in a healthy state thanks largely to the professional and conservative approach of our Treasurer, Roger Manton 3.4 Sponsorship: We have received sponsorship from Total for the 2010 Northern Regions Blind Navigators Series in the amount of R 85 000. We also have a commitment from Firestone for the 2010 Firestone Drive Series in the amount of R 105 000 Thanks to all individual event sponsors including Michael Cabeliera, FIAT, Lotus Register, Roger Pearce, Caltex and Bruce & Vanessa Leslie We have approached Nedbank for sponsorship for broadening the Blind Navigators footprint including Western Cape and other Provinces. This is currently on hold due to the impending transaction between Nedbank & HSBC 3.5 Marshals: Thanks to the marshals and all the other officials without whom our events would not be able to take place 3.6 Northern Regions Blind Series: Entries have been good with an average of 19 at each of the first five events. Thanks to Jerry Paice for co-ordinating the Series and thanks also to the Lions for assisting with drivers 3.7 Board Members: Thanks are due to the Board Members for their input through the year
4. TREASURER’S REPORT
In the absence of Roger Manton, Brian Askew read the Treasurer’s report (copy attached). Copies of the Financial Statements were available to those present. The Financials were proposed by Steve Crook and seconded by Trevor Sutton
5. ELECTION OF A NATIONAL PRESIDENT FOR THE 2010/2009 YEAR
Our current National President, Brian Askew, had completed two years of office and therefore was required in terms of the Constitution to stand down. There had been only one accepted nomination for National President, being Steve Crook. Steve Crook was duly elected National President
6. ELECTION OF A NATIONAL BOARD FOR THE 2010/2011 YEAR
The following six accepted nominations for National Board Members had been received:
Syd Brett Secretary Roger Manton Treasurer Brian Askew Past President Colin Meyer Eastern Cape Rep Jimmy Dewar Kwazulu Natal Rep Derek Sturgess Western Cape Rep NR Chairman Northern Regions Rep
The meeting confirmed the election of all seven to the National Board.
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Page 2 of 7 NORTHERN REGION COMMITTEE MATTERS
7. NORTHERN REGIONS CHAIRMAN’S REPORT
Steve Crook presented his report (copy attached)
8. NORTHERN REGIONS TREASURER’S REPORT
Mike Altona presented his report (copy attached). The Financials were proposed by Joe Smith and seconded by Brian Askew
9. ELECTION OF A CHAIRMAN FOR THE NORTHERN REGIONS COMMITTEE FOR THE 2010/2011 YEAR
Our current Northern Regions Chairman, Steve Crook, had completed two years of office and therefore was required in terms of the Constitution to stand down There had been only one accepted nomination for Chairman of the Northern Regions Committee, being Gary Berndt. Gary Berndt was duly elected Chairman
10. ELECTION OF A NORTHERN REGIONS COMMITTEE FOR THE 2010/2011 YEAR
The following seven accepted nominations for Committee Members had been received:
Manny da Rocha Ian Carmichael Michael Altona Laurie Steyn Trevor Sutton Chris Barnard Adri van den Berg
In addition following bodies nominate a representative to the Northern Regions Committee: BNRC: Jerry Paice LIONS: Kevin Westwood
The meeting confirmed the election of all nine to the Northern Regions Committee
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GENERAL MATTERS
11.1 Stewart Reeve proposed that the meeting should extend their appreciation to James Keulder and his team for their scoring services. All present agreed 11.2 Wally Langsford enquired about the status of our clocks. Brian Askew informed the meeting that we had acquired a further 24 clocks during the previous year 10.2 Wally Langsford enquired about the status of our Route Schedule & Scoring Software. Brian Askew reported that Greg Pridgeon had developed a Route Schedule program which had been tested & refined over a number of events. The next step was for Greg to complete & test the Scoring Software 10.3 John Reidy stated that the Route Schedule Software & the Scoring Software did not really need to interface. With this in mind, he suggested that the committee discuss the possibility of James Keulder, or one of his contacts, to develop the software
There being no further business the meeting closed at 20h42
Page 3 of 7 SARRA NATIONAL - Financial Report year ending 31 December 2009 Copies of the Association’s National Balance Sheet and the Income and Expenditure Statement for the period 1 January 2009 to 31 December 2009 are available here for anyone to see. Please share with other people if there are not enough. If you want to keep a copy and there are not enough please let Brian or Syd have your E-mail address and they, or I, will send it to you.
This financial year the accounts are far simpler and even though SARRA ended up with an excess of expenditure over income (a loss) of nearly R 2 300 I do not believe that any of the expenditure was excessive or unnecessary. Your National Board again agreed to waive the per capita fee to the Regions for the second year. Your National Board will have to see what happens during 2010 as the forecasted loss may be about R 7 500 in which case to maintain SARRA’s financial strength a R10 per capita fee may have to be levied on the Regions in order to bring the loss down to about R 2 500.
There were only two sources of income this year. The first was from TOTAL SA for the TOTAL Blind Navigators Northern Regions Series. Apart from the Organising Fee, in lieu of Entry Fees for the Series entrants, that was paid to each event organiser the rest was handed to the BNRC for them to use for their members’ benefit. The second source of income was a healthy R 13 600 of interest
On the Expenditure side SARRA again paid MSA the event Permit Fee for all events promoted by SARRA. The other expenditure covers the Association’s normal running costs.
If anyone has any questions please ask Brian or Syd. If they cannot give you an answer straight away they will pass it on to me and I will come back to you. Roger Manton Honorary National Treasurer 07/02/10
The current financial situation in 2010. Firstly, the sponsorship contract for TOTAL’s sponsorship of the Blind Navigators Northern Regions Series was finally signed on 21st June and SARRA received the funds in July. On behalf of SARRA I would like to thank the organisers who were so kind as to wait until SARRA actually received the Funds before they got their portion. SARRA did fund the BNRC with their portion prior to receiving any funds in order to assist them.
Secondly our thanks to Ian Carmichael, Wally Langsford and the team that “persuaded” Firestone to sponsor our sport. We all greatly appreciate it.
In March Northern Regions opened their own bank account and all the funds that National was holding on their behalf were transferred to them.
There is, at the moment, a healthy balance of available funds in the bank to provide, among other things, for the hard times if and when there is no sponsorship available. Currently SARRA is not owed and does not owe anyone any significant amount of money.
Roger Manton Honorary National Treasurer 15/08/10
Page 4 of 7 SARRA Northern Regions Chairman’s Report 2010
The past year has been successful with 6 events run so far this year plus the registration/training day. Unfortunately the Drakensberg event planned for April was cancelled due to lack of entries, this was probably a reflection of the current economic situation. Generally there were good fields at all of the events with 15 crews entering the KZN rally and 9 crews entering the Amatola Rally in the Eastern Cape. There have been no incidents of major concern at any events, of which there are four left for 2010 and also the end of year function. Organizers and officials are to be complimented on their efficiency and professionalism which has made our dealings with the governing body MSA easier and a positive experience. The amount of work which goes into organizing and running an event is incredible and I would like to thank all who have been involved in this “back office” part of our sport
The BNRC competitors have again formed an important and most welcome part of our events and have continued to grow in numbers during the year. The Lions Club has greatly assisted with providing help in the form of drivers to enable the BNRC Navigators to compete on a regular basis and we look forward to this continuing in 2011 The sponsorship from TOTAL has provided vital financial aid to the BNRC competitors to enable them to enter Northern Region events during the year. Without the sponsorship of TOTAL it is unlikely that the BNRC entries would be at a sustainable level and event organizers would not be able to offer a suitable venue for the BNRC competitors. TOTAL are to be commended on their willingness to assist in giving an opportunity to the BNRC Members to compete in our sport.
I would like to thank the SARRA National Board for their help during the year and especially their assistance with our dealings with MSA which have gone extremely smoothly this year and in particular the Environmental requirements which are currently being finalized with MSA, I would especially like to thank Roger Manton for his input on this sensitive issue The sponsorship from Firestone has also enabled SARRA to be on a positive financial footing which has allowed SARRA to purchase an additional 24 marshal clocks and commission a new route schedule and scoring program which is currently in development. SARRA also continues to support events by providing equipment free of charge to organizers and has sponsored the KZN, Amatola and the forthcoming Alfa rally
At the recommendation of your committee the noggins were reinstated in 2010 and while attendance has grown there is still a low turnout at most noggins, it would be positive if we could grow the noggins into a monthly well attended social evening for members
For 2010 I would like to suggest that the new committee considers the splitting of the marshal equipment maintenance from the marshal personnel organizing function as this is too much for one person to perform. We also need to ensure we offer value to our sponsors and continue to find further sponsorship to allow us to raise the profile of and grow our sport I would like to thank the Committee for their help and assistance during the year and their valuable time which they have given up for our sport, thanks to Mike for not spending all the money, Laurie for his support and help at social events and his work on the KZN rally which was cancelled through no fault of his, Manny who has worked hard to grow the social aspect, Trevor for maintaining the marshal’s equipment, Adri for assisting with the rules and regulations, Gary as Vice Chairman and especially Ian who has upped our professionalism in the sponsorship stakes and was vital in obtaining the Firestone sponsorship.
In SARRA we are fortunate that there have also been many people who have assisted when their help was requested and in particular I would like to thank the following people:-
Peggy and Brenda at registration, Wally for his assistance with sponsors, Syd for his untiring input on all matters, Gerry for the BNRC, and the representatives from the Lions and BNRC
I now ask the Committee to stand down and allow a new Chairman and Committee to be elected
Steve Crook Chairman 2010 Page 5 of 7 SARRA AGM NORTHERN REGION TREASURERS REPORT
Date: 26th August 2010
Mr Chairman
Introduction
This report contains an analysis of the cash flow spread sheet for the year August 2009 To August 2010. This spread sheet includes deposits and disbursements from the newly opened SARRA bank account. Included in this report is the expected expenses for the remainder of the year and the shortfall between incoming revenue and outgoing expenses.
Opening of Bank Accounts
Two bank accounts were opened at FNB in Woodmead for SARRA. One is a Business Transaction account where the day to day deposits and withdrawals take place and the second one is a Business Call Account where interest will accrue on a larger percentage of our available funds. These accounts were opened in March 2010. All transactions prior to this date were handled by Roger Manton from the National Account, although certain accounts were paid by myself and reimbursed once the money was transferred into the new SARRA account.
National Account from August 2009
2009 An amount of R 14,206.91 was carried forward from the previous year. An amount of R650.00 was added from Membership Fees on the 19th November 2009, R300.00 added on the 19th November from entry fees and R300.00 was paid to Brian Askew for Northern Region leaving an amount of R14,856.91 at the end of 2009.
2010 In 2010 R3,760.00 was received for membership fees and R3,000.00 was received from InvestcPBSARRACB on the 29th of January. On the 7th February R500.00 was drawn for the training at Ambiance and R2,450.00 was received for membership fees on the 10th February bringing the total up to R23,566.91. On the 15th March R13,566.91 was transferred to SARRA call account and R10,000.00 was transferred to SARRA Business Account on the 16th March.
Cash Flow Spread Sheet
March opening balance for the call account was R13,566.91 and R10,000.00 for the Business account. Transactions on the business account were as follows; Bank Charges R17.00, Prize giving dinner to B. Brett was R1,360.00 and R6,500.00 was paid to Adri van den Berg for Trophies, leaving a balance of R2,123.00.
April had an opening balance of R2,123.00, Bank charges of R17.00 and a receipt of R200.00 for membership fees, giving a balance of R2,306.00.
May saw an opening balance of R2,306.00, Bank charges were R17.00 and a deposit of R600.00 for membership fees, leaving a balance of R2,889.00.
Page 6 of 7 June had an opening balance of R2,889.00, Bank charges of R17.00, Help Desk expenses of R1,185.00 and a deposit for membership fees of R1300.00. An amount of R45.00 was received from the Help Desk, leaving a balance of R3,032.00.
July opened with a balance of R3,032.00, Bank charges were R35.00, R305.00 was received from the Help Desk and there was a payment of R1,092.00 for new Marshal Boards. The closing balance was R2,210.00.
August had an opening balance of R2,210.00. Bank charges were R57.00, Help Desk deposited R365.00 and R710.00 was received from membership fees, leaving a balance so far of R3,228.00.
The Call account with accrued interest is at a balance of R14,059 which gives a combined total of R17,287.00.
Summary
Our major income has been from membership fees which was R7,220.00 since August 2009. Help Desk returned an income of R715.00, which gives us a total income of R7,935.00. Our total expenses for the period was R10,297.00, which gives a shortfall Of R2,362.00. The sponsorship from Firestone went into the National account and without us receiving any percentage of this, our funds will be depleted within seven years. Our major expense in the near future will be between R8,000.00 and R10,000.00 for the annual prize giving.
Mike Altona
Northern Region SARRA Treasurer
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