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Pearl Schouw Tracy Abrahams Barbara Davis Harold Johannes

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Pearl Schouw Tracy Abrahams Barbara Davis Harold Johannes 1 MINUTES OF THE WESTERN PROVINCE ATHLETICS COUNCIL MEETING HELD ON MONDAY 12 DECEMBER 2016 AT 19H30 AT THE ATHLONE CIVIC MINOR HALL PRESENT: President : Lester Cameron Vice-President : Jakes Jacobs Chairperson-Cross Country : Andy James Chairperson-Race Walking : Wynand Beukes Chairperson-Road Running : Francois Gouws Finance Officer : Malcolm Salida Internal : Michael Schouw External : Allen Barnes WPA Coaches : Waleed Donough WPA Technical Officials : Gavin Burgess General Manager : Sue Forge WPA Representatives : Pearl Schouw Tracy Abrahams Barbara Davis Harold Johannes CLUBS: ArcelorMittal Saldanha, ATC, Bidvest, Bonteheuwel, Bottelary, Brackenfell, Carbineers, Celtic Harriers, Central, Cliffe Dekker Hofmeyr, Defence, Durbac, Edgemead, Eersterivier, Elsies River, Eskom, Fit 2000, Helderberg Harriers, Hewat, K-Way Vob, Khayelitsha, Langebaan Strandlopers, LOA Itheko, Mamre, Midas Spartans, My Training Day, MSA Multisports, Nantes, Nedbank, Ommiedraai Friends, Pick n Pay, Pinelands, Spartan Harriers, Stragglers, Strand, Telkom, Tygerberg, Ultra, UCT, WP Cricket Club, Wild Runner & Trail WP. APOLOGIES: Bellville, Century City, FNB Multisport, Farnese, Foresters, Goodwood Harriers, Harfield Harriers, Observatory, Ravensmead, Sanlam, Thomas Mbiza, Velocity, Mariana Meyer (Chairperson-Track & Field), Riël Hauman, Ben Oliver, Elize Engelbrecht & Adri Jordaan. ABSENT: 24.Com, ACSA, Adventist, Afrika Tikkun, ASICS, ARD, Atlantis Harriers, Atlantic, Aurecon, Bishops, Blue Downs, Born 2 Run, Cape Multisport, Capricorn, Chaeli Sports & Rec., Correctional Services, CPUT, Easterns Kraaifontein, Eersterivier, Fish Hoek, Groot Constantia, Herbalife, Hout Bay, In Touch Run/Walk, Kenfac, KPMG, Lwandle, Macassar, Mamre, Mates, Maxed Elite, Melkbos, Metropolitan, MP Titans, Namaqua, Ogilvy & Mather, Observatory, Old Mutual, Olifantsrivier, Open Box, Parliament, Quirk, RCS Gugulethu, Resbank, RWFL, SACS, SAP, Satori, Somerset Striders, South Peninsula, Southern Striders, Top Form, UWC, Vodacom Striders, Walmers, WC Sports School, Wild Runner & WPA Masters. 2 LIFE MEMBERS: None DISCIPLINARY: None 1. OPENING AND WELCOME: The President Mr Lester Cameron welcomed everyone present especially the new members from Clubs who have had AGM’s recently. The Rules & Regulations to be included on the agenda. A moment of silence was held for Ms Rochelle Apolles and Mr Roger Adams. The notice of the meeting was read by Pearl Schouw. 2. CONFIRMATION OF THE MINUTES OF THE LAST COUNCIL MEETING Corrections: Elsies River AC to be recorded as present and not absent. Point 5: Financial Report – The word abstentia to be changed to abstain The minutes of the Council Meeting held on Tuesday 23 August 2016 was proposed to be correct by Mr Wendal Smith (Pinelands) and seconded by Ms Caroline Peters (Nantes). 3. MATTERS ARISING FROM THE MINUTES a) Run Clean Campaign: Mr Chris Goldschmidt (Celtic Harriers) enquired if the WPA office managed to secure “Garbie” bins. Ms Sue Forge (General Manager) mentioned that WPA do not have stock and clubs must negotiate directly with “Garbie”. b) Coca-Cola League: Clubs were requested to forward proposals to Chris Goldschmidt as to how the league should work. Mr Goldschmidt (Celtic Harriers) confirmed he received no proposals, the only input received was how to identify the temporary licenced athletes which was implemented at the ACSA 10km by marking the entry cards with a TL. c) Masters Records: Still to be circulated to the clubs. Ms Sue Forge (General Manager) to follow up. d) Temporary Licenced Athletes: Due to the late arrival of the ASA 2017 Licence numbers, Ms Candyce Hall (Carbineers) enquired if club athletes who participate in a temporary licence, will count towards team prizes during the month of January. Mr Allen Barnes (External Liaison Officer): How do we determine if the member is registered with the club and is part of the team? Clubs to ensure the athlete’s details is allocated on the ASA System. The technical officials will monitor the situation at the various events. 4. PRESENTATION OF THE BOARD REPORT FOR OCTOBER - DECEMBER 2016 The President, Mr Lester Cameron was out of the country and thanked Mr Jakes Jacobs (Vice- President) and Ms Sue Forge (General Manager) for writing his report on his behalf. a) Mr James Evans (UCT) raised the following: Cross Country: voiced his concern with regards the Cross Country Selection Criteria especially the following points: 3 League venues are given with no dates ie. CPUT, Atlantis, Youngsfield and Nantes Park. Athletes need to participate in all these four leagues plus the WPA Championship. (Compulsory for selection of WPACC/Squad). Should an athlete miss one of these events they are automatically excluded from selection “No medical certificate will be considered for selection, except immediate family death (proof of copy of death certificate)” Previous misconduct will be monitored for selection Mr Evans mentioned that the selection criteria cannot be accepted and requested the WPA Board to re-look at the criteria. This was agreed to. b) Coaches: Mr Evans requested that there be more interaction between coaches and the coaches committee. c) Track & Field: Concerned that on the 2017 Fixtures all the track & field meetings will be held at Parow Athletic Track and should consider using the Green Point Athletics Track. d) Athletes Committee: The athletes were not consulted with regards the launch of the Athletes Committee planned for 14th January 2017. Mr Allen Barnes (External Liaison) informed Mr Evans that letters will be going out shortly. e) Cross Country League Events: Mr Chris Goldschmidt (Celtic Harriers): Has the times of the league events being finalised and were the clubs/athletes informed? f) Development: New Clubs Policy – The club will not be allowed to organize a race for the first three years of their membership. g) Mr Lionel Samuels (Telkom) raised the following: Cross Country: Voiced his concern with regards the cross country criteria. Coaches: Concerned that some athletes have to pay a percentage of their prize money to coaches. He raised the following questions: What is the role of coaches? What is the responsibility between coaches and elite athletes? Are the athletes obliged to pay a percentage of their winnings to coaches? Coca-Cola League: Sent a letter to the WPA Office with regards the Coca-Cola league and have not received a formal response. He raised the following questions: What criteria is used to determine which race qualifies for the League? Which races is incentivized? Mr Francois Gouws (Road Running Chairperson) – The selection criteria for league status is as follows: Rotation system Assist clubs that are struggling Fair spread of races within the peninsula Mr Samuels pointed out that certain races were allocated incentive and league status. Mr Gouws to respond to Mr Samuels via e-mail. 4 5. RULES & REGULATIONS: Mr Chris Goldschmidt (Celtic Harriers) informed Council that there are a number of changes to the ASA Rule which will come into effect from 1 January 2017. The rule books are available on the ASA website. 2017 Licence Bibs: The ASA sponsor must not be covered by a special race number. Athletes must participate with both permanent WPA licence numbers (front and back) at all times. Only special events on the calendar will be allowed to have special race numbers such as Two Oceans, Cape Town Marathon etc who must apply to ASA for special permission. The special race number must be positioned on top of the permanent licence number without covering the logo of the province and the ASA sponsor. A leaflet with regards the licence number rule will be issued with each licence sold. National Athletes: ASA have defined what is a “National Athlete” in the selection criteria ie Olympic athlete, World Champions and Comrades Top Ten. ASA have provided a list of National Athletes. National athletes will be licenced in the province where they reside. Team Prizes: Athletes will be allowed to win the “Open” and “Age Group” team prizes. Temporary Licences: 2017 Temporary licenced athletes will not be covered by the ASA insurance. Only events allocated on the approved 2017 calendar (which was submitted to ASA) will be covered by insurance. Any events added to the calendar for 2017 will not be covered. Club Colours: Foreign athletes may not wear the same club colours as the local athletes ie. visitors who are licenced in another country. Fun Runs: Changed from 5km to 8km. 6. FINANCIAL REPORT: 2016 Income and Expenditure Statement (Jan 2016 to Oct 2016) Mr Malcolm Salida (Financial Officer) presented the year-to-date Income and Expenditure Statements. The Income and Expenditure is as follows: Income R5 237 317 Expenditure R4 417 771 Net Profit / Loss R819 546 Income: Cape Town Marathon: There is a contract between Cape Town Marathon and WPA where WPA will receive R1 million in 2018 irrespective of whether CTM makes a profit or loss. Mr Lionel Samuels (Telkom) asked who is responsible for the costs incurred by WPA? All financial costs is incurred by CTM. Mr Farouk Meyer (Itheko) who pays for all the resources that the office uses for CTM ie. office staff working on the CTM. The President, Mr Lester Cameron assured everyone that the WPA office staff is not involved in the CTM and SPAR. 5 Expenditure: Mr Salida (Financial Officer) requested clubs to please settle their outstanding debts with WPA. Mr James Evans (UCT) requested that athletes please be informed well in advance what the track & field and cross-country incentive payouts will be. Mr Allen Barnes (External Liaison) – the selection criteria and incentive payouts will be discussed at the athletes meeting in January. WPA is in the process of compiling a booklet which will be issued to athletes in 2017. The booklet will contain the following information such as selection criteria, incentive payouts etc. 2017 Budget: Mr Malcolm Salida (Financial Officer) and (Mr Allen Barnes (External Liaison) presented the action plan for 2017. The action plan will be circulated to the clubs. The SA Northern vs Southern Track & Field Championships: WPA will cover the athletes’ costs as a thank you for their achievements.
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