MINUTES of an EXCO meeting of the Western Cape Sport Council that wAS held on Saturday 19 February 2011 at 10:00 at the DCAS Boardroom in the Protea Building, Greenmarket Square, Cape Town.

This meeting was preceded by the following briefing sessions that started at 09:00.

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WESTERN CAPE SPORT COUNCIL

P.O. Box 194, OUDTSHOORN, 6620044-2722580 / 082-7734901

BRIEFING SESSIONS:1 On WC Boxing – National intervention: Paul Manual, President of WC Boxing did not pitch for the meeting as did any of his executive. The WCSC EXCO discussed the letters of SANBO and Daniël Miller. Sharon Siljeur suggested we move to their territory and look into their structures. It seemed that communication is one of their main problems. This is one of the main codes in Olympic sport and need urgent attention: Dave v d Walt proposed the following measures that was seconded by Jeroam Arendse:

1 This meeting condone the letter of SANBO2 That WCBO must supply this body with the reasons for suspending

officials3 That all funding be suspended until further notice4 WCBO will be given 14 days after the receipt of the letter containing this

information and in failing, be placed under the administration of the WCSC.

Bennett Bailey also saw it as a process matter. He suggested we have an audience with Mr. Green and to meet with the CDoS to discuss the outcome which will than be referred to the WCSC for action. Goliath Munro mentioned that Paul Manual must have been aware of the meeting otherwise he would not have instructed the Boland member to be here.2 Boland Sport Council – current situation: JA reported that the meetings were well attended and a new vibe was noticed. The main aim is to move forward. The AGM is now of importance to get BSC on the road again. He thanked Dave v d Walt and Lenay Carstens for their effort in building up a good communication system. He was also amazed by the fact that Pieter Lourens did not receive all the correspondence. Correspondence was send to the federations – in PL case the Boland Athletic Federation. At this stage GM welcomed adv Lyndon Boauh [CDoS] and wished him well for his task. He also said that he personally requested Lenay to update the contact list of the BSC. Preferably 3 executive members should receive the notices. The position of PL came up again as he requested GM and the general Secretary to clarify his position. After discussion, it was emphasized again that at the moment PL is still a member [vice chair] of the WCSC. This is however the prerogative of the newly elected BSC to decide who will represent them on the WCSC. He is however part of the BSC that was suspended. The HOD will not fund BSC until such time that financial problems are cleared. LB reported that the matter in still under investigation and in the hands of the 10:30 WC Finance Adjucation

Fraud Unit of SAPS. They will interview Lampies Lamprecths and Bennett Bailey soon. Than the NPA will decide whether to prosecute of investigate further. The BOCE matter also came up and it might form part of the investigation. The signatories of the MOA will have to answer. The General Secretary will write a letter to PL informing him of his position. If he seeks re-election, he will have to be nominated by the BSC.3 WC FUNDING [Bennett Bailey] He reported the following: Received 92 applications and is striving for 110 It was send out to all registered federations and the RSC was the check it This year DCAS requested the federations to back up their application by

means of e-file [CD, etc] Tri-lateral meetings: completed WP already. Received great support. Only now

realise the huge amount of work done by federations with the little funding received. The info received was pleasing. Many RF can brag about their performances. Many national and international performances were noted. W/C [22/2], SWD [1&2/3] and BSC [15&16/3] will follow. The final WC Funding adjudication process will be completed on 26/3/11 at DCAS HQ. On a question from DvdW whether funding were redirected away from federations, LB answered that forced changes were made. The MEC will sign off the 2011/12 funding on 31/3/11. He also mentioned that the funding criteria were to be aligned with that of SARS. There seem to be misunderstanding amongst members of what is Transformation, Development, Major Events funding. This must be communicated to all federations. The aim is that all 2011/12 funding must be out on 30/6/11. LB also reported that the conditional grant is R35 million. He also said that the sport councils will be more hands on in the future as a bigger role is envisaged for SC’s. Funding will eventually be made available to appoint a person in a permanent position to manage their affairs. There are only R1 million available for major events. WECASO received R8 million. DvdW asked why civil society through the sport councils, don’t have an input in the budget? LB mentioned that the budget is compiled a year in advance. The WCSC please to be informed of the conditions of applications. Jeroam Arendse mentioned that the WCSC application is not in yet [to be finalised today] and will submit on Monday. He also asked about the funding of W/C as part of WECASO. Where do their funding go to? WECASO is not unified yet according to the guidelines of DCAS and WCSC. Dave Roberts said he is pleased that DCAS has committed itself to the inputs of the SC. LB requested that the following be included on the next agenda:1 Facilities2 School Sport3 Major Events

The briefing session ended and the EXCO meeting commenced. [10:41]

AGENDA1. Opening & Welcome: G Munro [new chairperson] welcomed everybody

present and thanked them for the time spent as administrators. He requested the general secretary to read the official notice.

2. Attendance Register: It is circulated. Apologies: Fredlynne Julies and Pieter Lourens.

3. Closing acceptance of agenda: DCAS email capacity – D v d Walt Hall of Fame – D v d Walt WP Aquatics – D v d Walt WP Darts – D v d Walt Monitoring & Evaluation – Bennett Bailey

4. Acceptance of previous minutes [EXCO 5 Nov 2010] Accepted. Proposed: SS. Seconded: BB [SGM 19 Jan 2011] Accepted. Proposed: JA. Seconded: DR5. Matters arising from the minutes

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EXCO 5 November 20105.1 WECSA – feedback: B Bailey reported that it is difficult to locate the

present chairperson. The constitution was amended. The D-date for this will be 30/3/11. DvdW asked whether this amended constitution will be circulated to the stakeholders for inputs and to take note of the content as promised. BB will email it on Monday 21/2/11. Philasande Cengani reported on the regional [SWD & W/C] academies. It will be cemented before 30/3/11. The WCSC will have a seat on the WECSA Board.

5.2 MEC Meetings: DvdW request help from DCAS in this matter. It seems that there is some-one blocking this meeting. The MEC personally gave his PA, Charmaine de Vos, instructions to set up meetings with the WCSC. After many emails no respons was received. LB and BB will see that it will be on the agenda of the HOD. The possible date of 25/3/11 was mentioned

5.3 West Coast/Boland meeting : J Arendse reported that at this stage no progress was made. W/C is now awaiting the new BSC EXCO and will than negotiate with them. He is of the opinion that DCAS and WCSC should play a more active role in this matter as this was the brainchild of DCAS.

5.4 BSC Matter – Legal advice: L Bouah reported that on discussion of this matter with adv. Oosthuizen [WC Arbitration Forum] the civil route of sequestration be followed against the individuals. The BSC constitution does not cover this action. He suggested that the WCSC [BB & JA], after the BSC AGM and with the new BSC EXCO, act on the recommendations of the NPA. The question arose of who is to carry the cost? It is reported that the amount on stake is about R200 000. David Nel might be able to explain some of this expenditure. The DCAS loss is about R70 000. Rudie Johannes mentioned that the BOCE programme also be included as this forms part of the funding that has been miss-appropriated. The Swedish sponsors will need answers on 7/3/11. Me Lekay was refused to attend meetings on this matter. Pieter Lourens and Wilfred Daniels are the signatories on the MOA. LB is of the opinion that no RSC is to sign international contracts. Monitoring and control should be exerted by the WCSC. BB mentioned that the BOCE agreement was initially signed between the Swedish sponsor and Boland Schools. The programme was initiated by Mr. Lekay. With the problems within Boland Athletics, the responsibility was moved to the BSC. BB suggested that Mr & Me Lekay be invited to the BSC AGM to report. DvdW also requested the role of the bank to be investigated – through the bank ombudsman. Seek Lampies Lamprechts advice on this idea.

5.5 Sport Councils Workshop: L Boauh reported that the SASCF to move to a NSC structure. The draft document will be forwarded. The status and functioning of sport councils to be revisited. Most of the PSC are only functioning on paper where as the WCSC are engaged in sport matters. [as seen here today]. Gideon Sam will be attending the Kimberley meeting himself. He requested that the WCSC be present to be part of the decision-making process. At least 2 delegates of WCSC will attend.

5.6 Coaches Conference: To fit in with the coaches’ structure of SASCOC, a WC Sport Coaches Committee must the founded. The RSC must initiate the process and than the 4 RSC Coaches Committees must gather and form the WC Coaches Committee. A meeting will be held at UWC on 26/3/11. The SASCOC Coaches Conference will be held on 16&17/3/11 [for sport councils] in Rustenburg. The meeting decided that Abri de Swardt and Dave van der Walt will attend. Funding must be cleared with JA.

5.7 Revisiting of constitution: After the initial “honeymoon” period of the WCSC constitution, many obstacles have been identified and this should be

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addressed before the AGM in July 2011. Motions to amend the constitution where necessary must than be tabled.

STANDING AGENDA POINTS6. STATUS REPORTS [attached]

Boland: R. Johannes. The general secretary is requested to circulate the amended BSC constitution again to all Boland federations.

SWD: G Munro: M Kota asked if SWD Boxing is a member of SWDSC? DvdW answered positive. He also complimented the SWDSC with their agreement with the Protea King George Hotel.

W/C: J Arendse: Darts is one of the new federations who applied for membership. DvdW request that W/C must make sure that this is the SASCOC affiliated federation. On a question of the school sport structure in the W/C, he answered that the chairperson of the interim School Sport structure never called any meetings. His bona fide was with Boland School Sport. This body was thus disbanded. DCAS and WCSC acknowledged the 4 regions and thus should play a more active role in this matter. Funding of R110 000 for W/C schools is still with Boland School Sport.

WP: S Siljeur. DvdW asked about the WPSC federations acting under the name of WC – SS answered that the problem is addressed. M Kota asked about the position of WP Boxing. WPSC will have a one-on-one meeting with them. BB mentioned that the only recognised SASCOC pool federations are the Blackpool version. Regions must make sure that their pool affiliates comply. BB also said that only the All Styles Karate version is recognised by SASCOC. All new affiliation to RSC and WCSC must be cleared with SASCOC.

General Comments: Philasande mentioned the following:1 A calendar for all WC activites2 A Bi-annual magazine for the WC. Like a brag book. GM mentioned the

quaterly newsletter by the previous HOD. SS mentioned that much info has come forward in the tri-laterals. Dave underlined the importance of media coverage for WC sport activities and courses. This does not happen. He asked what are the objectives of the DCAS Marketing Department as nothing of the flagship event of DCAS and WC, the WC Sport Awards [and the WC Legends] have materialised. The WCSC website at present covers quite a lot of material. BB suggested that a meeting being set up with the Marketing Department. He will also convey the feeling of this meeting on the matter to the HOD. The status reports are accepted. Proposed: RJ Seconded: DR

7. SASCOC MATTERS SA Coaching Framework:[already discussed under 5.6] TOP TV Channel: D v d Walt will write a letter requesting more information.

Philasande also mentioned that there are 7 known international events in the WC this season.

8. FINANCE General report: J Arendse. [see attached report] The Pastel program is

again approved. He will make funding available for the delegates to the SASCOC Coaches Conference in Rustenburg.

LOTTO Application 2011: Status quo still standing. WC Funding 2011/12: Adjudication: [already discussed – WC Funding

briefing]The financial report was accepted. Proposed: SS. Seconded: RJ

9. COLOURS COMMITTEE Information/marketing of Colour Policy: D v d Walt reported that it was

also discussed at the TMC last night. We still await feedback from CIPRO.

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The biggest challenge is now to get all WC structures on board so that they all make use of the passed colours.

Challenges: The main challenge will be to get the policy out to all the WC structures, to get suppliers in each region and to put up a database for colours. The media article in papers informing people of the new colour policy should be embarked on.

10 WOMEN SPORT Workshop 12 Feb 2011: Agnetha Jafhta reported in the absence of FJ. At the

workshop a new WC executive was founded. Amanda Stripp [SWD] is the new chairperson. They are busy compiling a program for the year.

11 SPORT FOR DISABLED [S Siljeur]The DISWEC AGM was postponed. The disability athletes did very well in Australia. The MEC welcomed them back. The International Day for Disabled on 3 Dec 2010 was very successful. Will again be organised in the WC in 2011. Workshop for Sport for Disable: RJ reported that the report on the

National Workshop for Disabled in Nov 2009 is still not signed off. After the AGM a strategic planning session will be held.

Discussions with the Deaf component: DvdW mentioned that the Deaf component has their own NF. It does complicate the structure in the WC. At this point and time funding is only allocated through DISWEC. RJ also reported that they are even divided on senior and junior levels. After the AGM he plans to convene a internal meeting with the Deaf Disability component. They last met in 2006. Petrus Burger is the chairperson. Last year R18 000 funding had to be redirected to DISWEC. Petrus Burger does not even communicate with the junior section. They received LOTTO funding and no funding went to the juniors. Petrus Burger will be invited to brief the WCSC on the situation at the next EXCO meeting. The general secretary will send a letter. RJ will negotiate internally as well.

12 DCAS 12.1 Satellite Sport Academies: [Already discussed]12.2 WC Sport Awards 2011: LB reported that the sport awards dates of the RSC be finalised asap. A project plan must be submitted as well. The time after the last regional sport award and the WC sport award to short. The SA Sport Awards is also postponed to June 2011. New documentation will be released. The MEC is of the opinion that the evening is to long. In reaction the meeting felt this is the flagship of the WC sport fraternity and that 25 awards are catered for. DvdW asked the reason why the WCSA debrief was cancelled? LB stopped it as result of high cost. DvdW is of the opinion that is is not only the WCSA that is discussed there – also the regional one. Guidelines are formed to bring the RSA in line and on par. LB will discuss it with Henry Paulse.12.3 WC Legends Awards 2011: B Bailey announced that it will again be on 15 Dec 2011. They are busy finalising the codes for the next 5 years. A similar event is also planned for the school sport fraternity.12.4 WC Structures – position in WCSC: Already discussed earlier [5.7] BB requested that the structure being brought into reality. All sport codes to affiliate to federations. There must be decided on what type of membership. There are however many power struggles that will be a major challenge. GM asked who are the members of the WCSC? This argument should be discussed. The NF federations should be informed of the W/C region as part of the WC. They seek recognition. BB and DvdW will lead this process. GM suggested an indaba on the matter asap to be prepared for the next AGM. A rethink of the structures are needed. The position of the WC TMC is also mentioned. Where do they fit in? Committee of the WCSC? At the moment there are a lot of duplication between the WCSC and WC TMC. BB request that the terms of reference as was decided on

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at Simondium, be revisited. DCAS should only be active in a supportive role. Philasande welcomed the idea to redefine these objectives. The Transformation Charter will help to clarify many questions. The TMC should be a monitoring committee and advise the MEC on transformational issues and alarm the WCSC on alarming tendencies.

13 EVENTS FEEDBACK13.1 WC Sport Awards 2010 & WC Legends Awards 2010 will be discussed at the debrief meetings to follow.14 ADMINISTRATION14.1 WC Newsletter: D v d Walt again requested contributions. Tri-laterals can also lead to inputs. 14.2 Media coverage: DvdW poised the question of what is the responsibility of the Marketing Department on these matters? It will be taken up by BB with the HOD.14.3 Meeting dates: D v d Walt is still awaiting dates form RSC. Dates are to be streamlined to cut cost. DvdW will amend and circulate again.15 HAND-OVER MATTERS: [already discussed]16 CORRESPONDENCE16.1 WP Darts: WCSC to deal with the matter. According to BB there are more to it as is visible. Apparently there is a High Court order in place. BB will meet with WC Arbitration Forum for advice. GM request that Boland structure be advised on this matter and the WP structure backed. Register the WCSC as a friend of the court in this matter. GM will lead the process.16.2 Hall of Fame: DvdW reported that a email was received from Naas Botha that the project is still going on in Knysna although the headquarters will now be at Soccer City in Gauteng.16.3 WC Aquatics: The WCSC took note and referred it to the WC School Sport for attention.17 GENERAL17.1 DCAS email capacity: DvdW explained the difficulties SC and PF encounter when sending reports or application to DCAS. Their restriction of 2 MB is totally inefficient and hampers productivity. BB is requested to take it up with the HOD.17.2 Monitoring & Evaluation: At the WP tri-laterals they used a person from UWC to question PF and than compile a report. It was decided to appoint this person to do all the regional tri-laterals.. SS will negotiate a packet [R5000 was suggested] and set a date for the delivery of this report. Proposed: DR. Seconded: JA

The meeting adjourned at 14:45.

D Dave van der Walt Goliath MunroG General Secretary Chairperson

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STATUS REPORT FOR PERIOD ENDING JANUARY 2011 BY MARINA LOUW

This report will highlight our achievements and challenges.

EXECUTIVE MEMBERS

1.1 The WPSC ended the year with a final executive meeting in December wrapping up what was left of the year and a quick oversight of 2011.

1.2 With effect 01 January 2011, Adv Lyndon Bouah was appointed to the position of Chief Director of Sport in the WC which resulted in a vacancy for the position of chairperson. Sakkie Bosse, vice chairperson was voted by the members as acting chairperson.

1.3 Members of the general council will be given and opportunity to vote and elect the next Chairperson during the special general meeting scheduled for August. To ensure continuity it was decided to invite Dave Roberts, a former member of the WPSC to act as vice chairperson.

1.4 Advocate Lyndon Bouah’s contribution to the WPSC is notabe and placed the federation as the main player in the country. Although his appointment as Chief Director is a huge loss for us, it makes up for it on a much larger scale and will be an advantage for all in sport in the Western Cape and believe to the rest of SA.

1.5 Going forward the members remains except of course for the changes as above. The vacancy for a representative in schools is ongoing.

1.6 EVENTS CALENDER FOR 2011

The WPSC exco has a workshop planned for the week of the 21st of February during which we will confirm dates and final details fo meetings, events, workshops etc for the next 6 months if not for the year.

FEDERATION MEMBERSHIP

As at the 1st of Feb a total of 68 members. It is our vision to increase the number. Strategy plan to be formulated during the workshop next week.

FINANCE

1.1 Membership fees have been increased to R450pa and we have already received a considerable number of fees from federations.

1.2 The proposed budget plan was accepted at the previous AGM. It is now for us to format our strategy around the budget.

1.3 WEBSITE

We would like to see the website as a portal of info for federations to access. The idea is that they register and thereby have access to ie. Funding forms, dates, nomination forms etc etc.

Dave Roberts spent some time on maintenance and updating the WPSC website. Twitter is up and running and so is Facebook and Youtube. Communication around this will go out this week.

The following changes/additions were made:

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Web browser

General tidy-up

Facebook, twitter and You tube added

We plan a total facelift of the website and outsourcing of the maintenance and re-design.

2. RELATIONSHIP WITH DECAS

Funding application in progress. Tri-laterals were conducted by both DCAS & WPSC members this past week. WC & Boland next.

The relationship between the DCAS and WPSC continues to strengthen and even more so with Adv Lyndon in his new role. All very positive that the partnership between the WPSC/DCAS & City will benefit the community at all levels.

STRATEGY

A detailed strategy plan to follow from workshop planned next week.

CHALLENGES

Filling the footsteps of Adv Lyndon Bouah going forward.

CONCLUSION

A challenging time ahead for us in esuring we grow, meet deadlines, hold the attention of the federations and focus on the goal to become the biggest sports council in the country.

Yours in sport

Marina Louw, SecretaryWPSC

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STATUS REPORT: 1 JANUARY 2011 – 19 FEBRUARY 2011

1. Introduction

Boland Sport Council (BOLSC) is still under the administration of Western Cape Provincial Sport Council (WCPSC) in collaboration with the Provincial Department of Cultural Affairs and Sport (DECAS).

2. Meetings

2.1 General Meeting

The General Meeting took place on the 19 th January 2011 at Dal Josafat Stadium under the chairmanship of Mr. Jerome Arendse (WCPSC-Treasurer) and Mr. B Bailey (Deputy Director of Sport: DECAS).

The following agenda points were discussed:

Information on the Amended Constitution - Accepted Financial Report on the Boland Regional Sport Awards 2010

Total Income = R 60 540.00Total Expenditure = R 58 125.00Balance/Surplus = R 2 415.00

Delegates to the Western Cape Provincial Sport Council Meeting: 29 January 2011 – DECAS Head Office, Cape Town:- Mr. Rudolph Johannes (Boland-II)- Mr. Richard Stander (Boland Athletics)

Confirming the date of the Annual General Meeting: 3 March 2011 – Dal Josafat Stadium and the criteria for the selection processes.

Nomination process for the Selection of the position of the Western Cape Provincial Sport Council’s Chairperson.- Boland nominated: Mr. Munro Goliath (SWDSC-Chairperson)

2.2 Western Cape Provincial Sport Council Meeting

The delegates from Boland Sport Council (BOLSC), Mr. R Johannes & Mr. R Stander, attended the Western Cape Provincial Sport Council (WCPSC) on the 29th January 2011 at DECAS Head Office, Cape Town.The purpose of this meeting was:

To accept all the nominations that were submitted by the Regional Sport Councils – Accepted. To vote and select a new chairperson to lead Western Cape Provincial Sport Council – Mr. Munro

Goliath (SWDSC-Chairperson) Transfer of Powers & Matters to handed over – Discussed & Notification

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Funding 2011/2012 – Notification

3. Boland Regional Conflict Resolution Workshop

The Boland Regional Conflict Resolution Workshop is scheduled to take place on

Date: 18 February 2011 (14h00 – 20h00)19 February 2011 (08h30 – 15h00)

Venue: Boland Rugby Stadium, Wellington

The venue has been changed to Boland Regional Sport Office, Paarl

4. Boland Sport Council Annual General Meeting

The Annual General Meeting is scheduled to take place on:

Date: 03rd March 2011

Venue: Dal Josafat Stadium

5. Year Calendar 2011

The newly Elected Boland Sport Council Executive must ensure that they drawn up a Year Calendar that includes the following.

- Executive Meetings (x4)- General Council Meetings (x3)- Annual General Meetings (x1)- Western Cape Provincial Exco/Council Meetings (x4)- Transformation Monitoring Committee Meetings- Projects = Women in Sport

Disability SportTraining & Coaching CoursesExecutive Teambuilding WorkshopAdministration ManagementFinance ManagementSport ManagementSport PoliciesSport Law Conflict Resolution Workshops

- Sport Awards = National Sport Awards 2010Regional Sport Awards 2011Provincial Sport Awards 2011National Sport Awards 2011

Legends Sport Awards 2011- Games 2011 = Boland Regional Sport Games 2011

Western Cape Provincial Sport Games 2011South African National Games 2011

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6. Closure

In conclusion, on behalf of Boland Sport Council, as affiliate members we want to extend a word of thanks to the Western Cape Provincial Sport Council and the Provincial Department of Cultural Affairs and Sport for their professionalism in the manner how they have advised and guided the Council during the challenging time period of been under administration.

Status Report Compiled by:Mr. R Johannes

Status Report

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During the past West Coast indaba of October 2010 we set ourselves time frames for the formation of new federations in order to expand the federation base of the West Coast. Through this intervention we as management of the West Coast can proudly announce that the formation and launch of the following new federation will take place the 5th March 2011.These federations are ,

1. West Coast Darts2. West Coast Klawerjas3. West Coast Chess4. West Coast Table Tennis5. West Coast Rugby ( Farm Based Clubs )

We set ourselves a target to expand the West Coast to 15 federations towards the end of 2011 by targeting more prominent sports such as athletics, golf, cricket and more senior rugby clubs.The school sport issue is been dragging on too long. If we as sport leaders are serious about transformation of sport and the holistic development of the Western Cape than we need to act know. It is time that the Western Cape Sport Council as custodians of sport in the Western Cape, in conjunction with the D.C.A.S and all the other major role-players to put their money where their mouth is and to intervene in this matter. People are starting to loose faith in us as leaders. An interim school sport structure was established towards the end of 2010 with the purpose off leading the schools in this process.We are glad to see that there is at last movement with regards to the establishment off the West Coast Academy. Hopefully this academy will be up and running within the next 5 months and we believe that with it will come better sport facilities for the West Coast region.The following committees, the West Coast Academy, the West Coast Coaching Commission and the West Coast Colours Board will be set up within the next two weeks. This will bring us in line with the rest of the regions.The Riaan Loots Campaign will commence with a conflict resolution workshop with soccer clubs and with a rugby tournament with the newly established federation during Easter.Thank you J.Arendse

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