MINUTES OF THE ANNUAL GENERAL MEETING OF SOUTH WESTERN DISTRICTS CRICKET NPC (REGISTRATION NUMBER: 2015/136676/08) THAT WAS HELD ON TUESDAY, JULY 25 TH 2017 AT 18:30 AT THE S.P. SWIGELAAR HALL, SWD CRICKET OFFICE COMPLEX, RECREATION GROUND, OUDTSHOORN PRESENT Appointment Mr Rudy Claassen (Chairman) President Mr Shael Laminie Vice-President Mr Rustin Constance Independent Director Mr Vaughn Shone Election Officer Mr Corné Bence Executive Member Eden Sport Council Blanco Cricket Club Mr Vivian Desmond Bongolethu Cricket Club Mr Gcobani Twalo Calitzdorp Young Stars Cricket Club Mr Henry Murphy Dysselsdorp Cricket Club Mr Levesto Le Roux George Cricket Club Mr Arie van Dolderon Hartenbos Cricket Club Mr Micele Febbraio Heidelberg Cricket Club Mr Clive Pretorius Knysna Cavaliers Cricket Club Mr Miles Rigby Kranshoek Cobra’s Cricket Club Mr Arthur Kayster Kwanonqaba Cricket Club Mr Victor Sijaji Mossel Bay Cricket Club Mr Dirk Lewis New Dawn Park Cricket Club Mr Dimitri Carelse Pacaltsdorp United Cricket Club Mr Isaac Felix (Appointed by proxy) Pioneers Cricket Club Mr Juan Windvogel Riversdale Cricket Club Mr Gideon Arendse (Appointed by proxy) Ramblers Cricket Club Mr Verlon Peters Slang River Cricket Club Mr Vernon Evertse Sussex Cricket Club Mr Robert Jansen Thembalethu Cricket Club Mr Luyanda Jantjies Union Stars Cricket Club Mr Calvin Weyers (Appointed by proxy) Western Hope Cricket Club Mr James du Preez (Appointed by proxy) Wilderness Cricket Club Mr John Ruiters Note: In the absence of the proxies not duly signed the proxies of Riversdale, Union Stars and Western Hope were not considered during the voting process Mr Jean Neethling SWD Umpires Association Mr Jonathan Carelse SWD School Sport: Cricket Mr Eric Jacobs SWD Scorers Association Ms Michelle Weyers SWD Women’s Cricket Association ABSENT/APOLOGIES Albertinia Cricket Club Beaufort West Cricket Club Glen Roses Cricket Club Harlequins Forces Cricket Club Melkhoutfontein Cricket Club Nelson Mandela Metropolitan University (George Campus) Pirates United Cricket Club ITEM 1: OPENING AND WELCOMING 1. The chairperson opened the meeting and welcomed all the members present at the meeting. 2. Mr Jonathan Carelse opened the meeting with a prayer. 3. The CEO confirmed the names of Members’ present in accordance with the Members Register. At the start of the meeting the members present constitutes a quorum. 4. Apologies. The apologies as presented was noted and listed accordingly. 5. Confirmation. The notice and agenda was circulated via electronic mail as per stipulations and according to the MOI requirement by 4 July 2017. ITEM 2: PREVIOUS ANNUAL GENERAL MEETING THAT WAS HELD IN OUDTSHOORN ON JULY 30TH 2017. 6. Approval. The minutes of the previous Annual General Meeting that was held in Oudtshoorn on July, 30th 2017 was approved as proposed by Mr Henry Murphy (Calitzdorp Young Stars) and seconded by Mt Andrew Jantjies (Thembalethu) ITEM 3: BUSINESS OF THE ANNUAL GENERAL MEETING 7. Item 3.1 - Presentation of the Summary of the Financial Statements Report by Mr Shael Laminie. The 2016/2017 financial year was very successful when compared to the previous year. The company recorded a surplus of R 329,395 compared to R 81,917 in the prior year. An increase of 300%. a. This surplus can be attributed to a number of significant cricket events hosted, as well as special awards from Cricket South Africa (CSA). Firstly, the CSA Operational Scorecard Incentive award of R 1,466,800 was a big boost to our cash flow and it also enabled us to incentivize all role players for their hard work and contribution towards the 2nd place achieved on the 2015/2016 scorecard. CSA again awarded all affiliates with R1 mil once-off funding. High profile cricket events like the CSA Africa T-20 Cup, the Franchise Academies Tournament and the CSA U/19 International ODI series against Sri Lanka U/19, presented an opportunity to record substantial surpluses. The CEO together with the local organizing committees for these events must be commended for the management of the costs which enabled the company to maximize surplus without compromising on the quality. b. The continued support of our sponsors and media partners enabled us to attract additional funding and save on media related expenditure as well as additional capital expenditure. We recorded total sponsorship income for the year off R 556,991 which is R 172,640 more than the previous year. This includes Canon’s R 120,000 as team sponsor for our Africa T-20 Cup campaign. Our effective implementation and monitoring of policies and systems (on governance- as well as management level) ensured that reporting requirements for the 13th and 14th payments from CSA was always met, which ensured prompt receipt of funding. c. CSA also awarded affiliates with stadium equipment during the past financial year. SWD Cricket NPC benefited to the value of R 1,350,000 in stadium equipment. d. These additional funds enabled the Board to expand our expenditure on operational and amateur cricket programs. More than R 3mil was also spend on capital projects. The company supplied new pitch covers to a number of clubs, made vital upgrades to club practicing facilities for the Hub and RPC programs. e. Unfortunately the new extended lease agreement with the Oudtshoorn Municipality was not concluded by the end of the 2017 financial year; despite continues engagement with municipality officials by both the CEO, Chairman of the Board of Directors and the Lead-Independent Director. This continues to negatively affect the financial statements. Thankfully we have recently received the draft lease agreement that will be in place for 9 years and 11 months and it should be signed shortly. f. The financial statements have received an unqualified audit report for the 2016/2017 financial year. He further thanked and congratulated all the role players that contributed in achieving this pleasing outcome; especially the staff directly involved in the finance department. 8. Approval of Financial Statements. Mr Felix objected to the approval of the financial statements based on the response received on the enquiries from Pacaltsdorp United CC regarding the statements. It was confirmed that no other member present had any objections to the response to the answers/replies to the questions as submitted and circulated. The Financial Statements for 2016/17 was approved as proposed by Mr Jean Neethling (SWD Cricket Umpires Association) and seconded by Mr Miles Rigby (Knysna Cavaliers CC). 9. Item 3.2 - Presentation of the Directors Report by Mr Rudy Claassen (President SWD Cricket and Chairman of the Board). After SWD Cricket recorded outstanding achievements in many areas of their Operational structures in 2015/16 the season under review (2016/17) did not produced the same level of results, but in his Presidential Address, Mr Rudy Claassen reported that the company can still look back on some proud achievements the past season. In comparison with the previous year the results of the Operational Incentive Scorecard are for very disappointing, but we as a Board of Directors is convinced that we can again progress to the top three positions in the country. In a year of tough financial challenges a profit of R329,395 for the 2016/17 financial year was declared. Capital improvements of R1,889,762 at the stadium was made and stadium equipment to the value of R1,350,000 was procured. In addition, the National Lotteries Commission has allocated R500,000 towards SWD Cricket for various cricket programs. The second edition of the Africa Twenty20 Cup (Pool B) was hosted by SWD during September 2016 and the union managed to present a very professional event and was also rewarded when Cricket South Africa awarded the semi-finals and final to SWD. SWD also successfully hosted the first franchise match in Oudtshoorn during January 2017 when the Cobras took on the Highveld Lions in a 4-day Sunfoil match at the REC Ground. It is with great excitement that we are looking forward to the 2017/18 season when the Cobras will have two confirmed Sunfoil series matches and one Momentum One Day Cup match scheduled for Oudtshoorn. He highlighted the inclusion of Jean du Plessis in the SA Colts team and SA Franchise Colts team. SWD Cricket also successfully managed to retain Jean du Plessis as well as other talented players like Todd Walker, Grant Esau, Bailey Aarons and Levin Muller as identified players in their system and concluded a Memorandum of Agreement with the Nelson Mandela University to strengthen relations and operational functionality. Cricket SA places a huge emphasis on its transformation program with specific reference to the Black African Development program. During the past season SWD produced the first provincial product of our system namely Mthobeli Bangindawo who made his debut for SWD during the Africa T20 Cup. The Board of Directors also expressed its satisfaction with the significant improvement on the Quality of Opportunity reports that emanates from the participation of our provincial representative teams in different competitions. SWD Cricket successfully presented the CSA Franchise Academies Week in January 2016 and hosted a Youth Series of three matches between the U/19 National teams of South Africa and Sri Lanka. SWD will host the Momentum U/13 National week in December 2017 and CSA Franchise Academies Week in January 2018. 10. Item 3.3 - Audit & Risk Committee (by Mr Rustin Constance). The council, approved the report a tabled by Mr Constance. Mr Constance confirmed the opinion from the external auditors, Nkonki that the annual financial statements was presented fairly, in all material respects, the financial position of SWD Cricket NPC as at 30 April 2017, and its financial performance and cash flows for the year ended in accordance with International Financial Reporting Standards for Small and Medium-sized Entities, and the requirements of the Companies Act 71, 2008 of South Africa.