1 MINUTES – SAOF MANAGEMENT COMMITTEE MEETING

th DATE 5 May 2013 PRESENT APOLOGIES ABSENT DISTRIBUTION

TIME 9.00 – 13.00 Garry Morrison (GRM) ALL Nicholas de Klerk Club Chairs LOCATION Cyberstream Office (NdeK) Nico van Hoepen (NvH) CHAIRPERSON GRM Gavin Venter (GV) Val Brentano (VB) MINUTES By VB /GRM Richard Lund (RL)

NEXT MEETING 28 July 2013

ITEM DISCUSSION DECISION WHEN

1. Welcome, All present Attendance, Apologies

2. Approval of Approved Agenda & Additions

3. Approval of Approved Load onto website Done Previous Minutes

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3.1 AGM Actions  Constitution updates Separate Item has been created (Item 8.1)  SA Sprint and Champs review Once Duties & Responsibilities (Item 4. has been finalised, Next meeting – committee to be formed. we will need to assign responsibility for this. Sub-committee to be issued with Terms of Reference, e.g. LTPD, aims, etc.

3.2 AGM Activity  Constitutional Review Separate Item has been created (Item 8.1) Plan  Strategic Conference – GRM Deal with as part of Funding Conference, see Item 6.1. to make a proposal NvH has applied – awaiting confirmation from organisers.  IOF Opportunity – O-Ringen Academy

4. Roles & Review of Gavin’s edit of Aus O Redraft document and circulate for further comment. Move ASAP Responsibilities Document – Extensive discussion towards finalisation. with mapping out of Voted Positions (i.e. VPs / Portfolios) and all Functional Areas (e.g. coaching, mapping, participation, development, etc.).

Next steps would revolve around strategy and plans, i.e. how each Portfolio goes about activating Functional areas.

5. Finances  Management (incl. Signatories) GRM & GV need to visit the bank to effect change of End May & Expenditure Allocations signatory request.

 Current Financial Position Review format of report. Require a report illustrating Next Meeting unspent grants & own funds to enable assessment of what

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we can fund.  SRSA 2012/2013 Grant ~R300k of R638k spent at closure. Need to wait for next application before we can start spending according to new agreement. Next Meet  Lottery Grants: Pr. 32302 Get official confirmation of completion End May  Lottery Grants: Pr. 46720 Finalise next report: end April 2013

6. Funding  Lottery 2013 Val is monitoring announcements. Decide to apply after Monitor funding conference (Item 6.1)  SRSA 2013/14 Chase Doris up about dates. ASAP Consider SGM as soon as possible after end June to End June approve audited financials. May get access to SRSA money earlier.  Richard – Discussed Sports Explore possibilities with Sports Marketing Company Next Meet Indaba attendance – funding contacts. through local government / Municipalities. Can we leverage? Send out information to clubs on SAOF funding & types of ASAP applications from clubs that can be considered. Consider  Club Funding Applications inviting club chairs to Funding Conference (Item 6.1.)

6.1 Funding  Meet to discuss & plan next Set something up before 20 June. 3hr Evening meeting is a ASAP Conference SRSA application. Invite likely possibility & a preference. project managers, e.g. Tania (coaching), Nic (HP), Peter & Lisa (Expansion), Club chairs.

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7. Spending  Expansion Plan 7.1. Lottery Pr. o Club Kits Purchase the rest of this equipment – possible Kit to End May 46720 Ephraim – Polokwane  Strategic Maps Application expected from RACO for Hilton College area – SA Champs 2014 – DOC  Long Term Coach Development Need to find an Importer. SAOF should not be registered End May  E-timing Cards as such. Consider Lite Optics, Suunto, Other (Nico to VB)

NVH has purchase – submit ES – ASAP  Mapper/Technical Official Download onto memory sticks for distribution. ASAP Development ASAP o OCAD Licenses - as Approve NM’s request to utilise R10k of NLTDTF Training many Intro licenses as Camp money to Portugal ITC. possible ASAP o IOF Event Advisers Course - Complete  High Performance – HP Manager in control 7.2. SRSA  Expansion Plan Budget is closed. Final report submitted by GRM and VB. 2012/2013  Strategic Maps Project & Narrative reports to be loaded on Google Drive.  Long Term Coach ASAP Development Read final SRSA Report  E-timing Cards Before Funding Conf.  Mapper/Technical Official Development

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o OCAD Licenses Report Received from NM. o IOF Event Advisers Course  High Performance o International Training Camp 8. Administration Development Trailer Exp. Jan 2014. Registration into SAOF name after NGO Jan 2014 registration (see Item 8.2) Located at RL’s house – OK there.

SAOF Activity Calendar Update with any activities in next 3 Months ASAP Admin Monthly Fee Consider inflation increase for next Funding Application (see Item6.1) 8.1. Constitutional AGM Approved Amendments Update current constitution with these. ASAP Review Review / Redraft Extensive discussion required. Need to prioritise changes 8 May for AGM 2013 and those for later. Review at Wed 8 th May informal meeting. All to read current and redrafted constitution. Should be an element in above. Need to be clear on fees & Membership Types & Fees (e.g. what they get. Schools, SANDF, non-O club See Colin Webster email. Is our organisation affected by organisations) new Companies Act? Next Meet SASCOC Memo of Incorp. – repeal & draft 8.2 Governance SARS Application Need to prioritise this (AGM approved constitutional changes Next Meet required) NGO Application Next Step

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8.3 Safety at PenOC – Access to Cape Pine Obtain a quote for updated amount & evaluate financial 8 May Events / Liability requires R5m Public Liability cover consequence. Cover against Fire. Ours is currently at R1m 8.4. Membership Difficulties experienced with clubs Need to embark on a 6month communication strategy with ASAP Registers & Fees not supplying complete the clubs culminating in more strict enforcement in 2014 membership lists. These are season. required for correct eligibility at champs events. Also required to demonstrate to funding bodies that our sport is growing. 8.5. Admin GRM passed round a Mind-map Need a strategy & plan to prioritise and systematically put Next Meet Development. on “how to run a federation”. these things in place. Could look to budget for a contractor There is a lot that needs to be put to set up and document aspects. in place. This includes systems and enabling processes / procedures that need to be set-up and documented. 9. Development Seek to get more direction from Funding Conference (Item 6.1). Learn from experience & prioritise 2014 effort. 9.1 Expansion Gauteng Lisa – lots of actions & options Plan Eastern Cape, Eden District Lisa roped in Jan Heenop to deliver introductory course to all Western Cape the districts LO teachers. We need to look at this model, but also ensure that presenters are properly trained and deliver sanctioned SAOF material. ROC effort on back of Big Five O. Assistance offered, but they want to run with it.

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Mpumalanga Ephraim new hand-drawn maps after Mapping course. Need to give more support. Efforts around GOC champs. End June Peter Hemer, submitted a budget for 2013 Natal O league. Limpopo Renew contract & per-event budget approval & also UKZN mapping approval. Need to document our procedures around contract ASAP KZN finalisation & approval Good efforts by Bruce Meier and Pieter Swanevelder (PS). PS being supported by participation in Level 1 UK Coaching Course in Orienteering – end Aug 2013. PenOC have been End May informed they can apply for budget / claim expenses. Western Cape

9.2 Support for Ad-hoc requests (e.g. birthday Need improved process for dealing with adhoc requests. Next Meet Club Formation parties, special events,…) Need to pass on to club structures. Can’t dilute our efforts. Related to Membership & Fees issue in constitution. Brits Next Meet Military Skills Team 10. Technical  SAOF Code of Conduct. Take out specific period dates. Replace with date approved. After WG Only review when required. HP responsibility. Code of  Policy on Awarding of conduct is part of HP athletes manual. National Colours

10.1 High  Strategic Review Finding of ITC (Portugal) to be incorporated After WG Performance  International Training Camp NM’s recommendations to be incorporated in HP Strategic Review.

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10.2 Mapping  2012 Introductory course Need to decide on next steps. Next Meet presentation available and Step-by-step guides available. 10.3 Technical  Detail from Duties and Need to develop a strategy. Standards Responsibilities review. ROC proposal fills last gap i.t.o. event organising. ASAP Guidelines for CC courses at champs and club events. End June 11. Marketing  Big Five O permission Ball still in their court.  Development Opportunity Help offered. ROC initiative. (ROC)  See action under Item 6 – Funding 12. SA Coach  LTCD Plan; Coach Forum; Tania Wimberley is Coach Commission chair & driving Ongoing Framework Website activity. Commission includes GRM, Sarah Pope & Nic Mulder. Ake Fagereng kept in the loop.  SAOF Coaching Commission Commission reporting into President.  L2 Coaches Assessment  L1 Coaching Course 13. General  Big Five O Nico monitoring. Ongoing  Inviting others to SAOF Send out invitations – we know when the dates are. Deal ASAP M/C Meetings with their issues in first hour. They can observe rest. Feedback from April meeting Give VB access again. ASAP  SASCOC AGM Others to submit content, suggest updates. Tania is doing ASAP  Website Management of this regularly. VP’s to follow suit. Ongoing

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Content Awaiting formal SASCOC feedback - chase Paid – awaiting maps. ASAP Event Organising workshop – need to finalise agreement and payment terms  SASCOC Membership ASAP Reapplication Schools League – fits in Development / Participation – move this along.  TuksOC Map Funding End May request.  ROC Applications

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