ANNUAL GENERAL MEETING

AGENDA

1. Open and Welcome
2. Acceptance of previous minutes
3. Chairman's report
4. Treasurer's report
5. Secretary's report
6. Club Captain's report
7. Nominations and election of new committee
8. Changes to the Club Constitution
9. Club race
10. General
11. Closing by new Chairman

Open and Welcome

Back to top

Acceptance of previous minutes

MINUTES OF THE AGM ON 8 NOVEMBER 1997

Dave de Bruin opened the meeting after confirming that a quorum was present. He welcomed all thanked all in attendance for making the effort to come along.

2. Acceptance of previous minutes

The minutes of the previous AGM were accepted as a true reflection of that meeting.

3. Chairman's Report (Dave de Bruin)

The chairman read out his report (attached)

4. Treasurers Report (Lyn de Bruin)

The treasurer read out her report (attached)

Keith Reynolds raised a concern on the auditor comment regarding controls. Lyn explained that this was a normal audit practice for non-profit organisations.

It was pointed out that there is a typing error in the statement of income and expenditure. The 1996 amounts for PO Box Rental and Printing and Stationery have been swapped around.

5. Secretaries Report (Keith Reynolds)

The secretary read out his report (attached)

Andre Harding enquired about the amount involved as a credit to be received from CGA for the licences returned. Dave indicated he amount was R 1110 and gave the full explanation of events around the issue.

6. Nominations received for 1998 Committee

6. Voting and Nominations

Voting for opposed positions took place in the form of secret ballot. The result of the nominations is as follows:

Donald thanked the outgoing committee members for all their support over the past years.

7. Membership Fees

Membership fees for 1998 were discussed. There is no foreseen need to raise membership fees and they will therefore remain at R70. (proposed Brian John, seconded Lyn de Bruin)

8. General

The future of cross country and triathlons was raised by Grant Lemke. Donald explained that affiliation to a body for four members was not viable. Godfrey Main gave feedback on a special meeting held by the Triathlon body. It was suggested that a wait and see attitude be adopted. There seems to be very little advantage to being a member of the Triathlon body, for the individuals as well as the club.

Moshe Waisberg stated that the club can have their own official Web-site at a cost of R400 for the year. Moshe to give the new committee more information and they will discuss this matter.

Sandwiches replaced the traditional sausages at the Zoo family day. It was agreed that this would continue in future.

9. Closing by new chairman

In closing Donald committed to look into the cross country and triathlon issues. Dates of Triathlon and cycling events will be published in future.

Donald congratulated the new committee and stated e looked forward to working with them in the future.

Meeting was closed at 15:05

Back to top

Chairman's report

Another year has come and gone and what a year it has been. As the old cliché says "How time flies when one is having a good time" The success of the past season was a team effort from everyone within the club and their families. Without this team effort we would not have been able to achieve what we did. Thank you for all the time and effort given during the past season.

Acknowledgements:

Ken Barnard of DOSCO E.T.S. for the sponsorship and support during the season. We all know that without this sponsorship we would not have been able to achieve what we have this past season. DOSCO E.T.S. has agreed to continue the relationship with the club and at the same time increasing the sponsorship. For this I would like to on behalf of the club thank Ken Barnard wholeheartedly for the support and hope to have a very lasting relationship with DOSCO E.T.S.

Willie Burger of Simunye Airline Services for the sponsorship towards development within the club. The development programme never kicked off this season due to certain members - who were identified by the committee with potential to compete with the best - that went into hibernation or just simply disappeared. This development sponsorship will be used in the next season. Willie a hearty thank you from all of us at the club.

To the committee, I thank you for the hard work and all the effort in making this a memorable season for all of us. The way you stood together and never shied away from doing the various duties throughout the season. The committee comprised of "new boys on the block" and for this I thank you for the professional way you all went about your duties.

Highlights:

A number of away trips were undertaken this season. "Nick's Dream" must go down in the history book's of DOSCO E.T.S. Gijimas as the event of all times. This was a great success, in terms of team/club building and spectacles raised for 'Operation Brightsight" - 30000. The relay run down to Cape Town was put together on a shoestring budget and still we came out as winners. Thank you to all those members who helped with the organising and to those who did the running, catering, driving, and everything else. A special thank you must go to Paul Cook, Nic Pritchard, Dave Prophet, Riana Michau and Liesl Pritchard for organising this major event. Annerien Pretorius, Mauriette Tryon and Eric Bosch a big thank you for .. the feeding of the hungry. To the first aides - Joey Erasmus, Diana Hanekom, Kathy Reid and Loma Coetzee well done and thank you. This "big run" only ended after the "Two Oceans. "Thank you to Riana Michau for the accommodation and travel arrangements. This was a mammoth task as it coincided with "Nick's Dream" . Arrangements had to be made for members participating in 'Nick's Dream" and those just for "Two Oceans" and their families.
Well done to Eric and Gisela Wassermann for the "Comrades" arrangements The trip went like clock-work.

The "Sable" trip was a great success and will remain as an away race. Well done to Andre Wessels and all those who "pitched" in to make this a success that it was. Andre performed exceptionally well in organising this trip. From pancakes to braai well done. Everybody I spoke to had a great time. (except me) Once again a big thank you to the "Heidelberger's", especially Annerien and Thea for the superb catering. This event just grows and grows year after year. This was a tremendous send off for the "Nick's Dream" party.

The club competitions were not well attended this season, but the format introduced by Andre Wessels, has seen a wider spread of members winning the various prizes.

Newsletter:

Tents were at all the major races -and some - in Pretoria and Gauteng. A second kit bag was made to accommodate the Pretoria races. Grub runs were held at a number of races throughout the season. Thank you to all the committee, members and families for their help.

Aches and pains parties for "Nick's Dream" and "Comrades" were held at the Prophet's residence. Dave and Roberta thank you it was great.

General:

This year the club had 10 novices run the "Comrades. "Well done to them all.
Congratulations to Willie Pfeil on his silver medal.
After all these events/trips we still could afford to subsidise the members 50% towards the club "Tracksuit". I would like to thank Godfrey Main for looking after the finances. To this seasons committee well done and it was a great pleasure and privilege to work with you all:

Back to top

Treasurer's report

Back to top

Secretary's report

Back to top

Club Captain's report

Back to top

Nominations and election of new committee

Back to top

Changes to the Club Constitution

The 1998 committee made a proposal at the AGM to change the "running" year of the club from a calendar year to "Comrades to Comrades". The reason for this is as follows:

• To conform to the CGA financial year and most other running clubs

• Per the current arrangement the new committee are elected at the end of November. New Licence numbers are immediately available and the new Secretary is thrown in at the deep end, without a chance to find his/her feet.

• January is already too late to start organising out of town races such as the Two Oceans (due to lack of accommodation)

• If however a committee is elected in June, it allows them time to plan adequately during the second half of the year (less major races during this time)

The proposal was accepted in principle at the AGM. This must however be approved at a special meeting, which has been set for Tuesday 26 January at 18h30 (directly after the time trial) The venue will be our clubhouse. The items on the agenda are:

• Changing our year to "July to June" as already explained above

• Removing clause 8.1 from the constitution whereby a Chairman may only be elected for that position for three consecutive years. The reason for this is that we have very few members willing to volunteer for this position and we would not like to limit our options in this way. If there are more than one candidate, it is up to the members to elect the right person for the job.

• Changing clause 5.5 to read "The Club may be affiliated to the local Triathlon body"

Back to top

Club race

Back to top

General

Back to top

Closing by new Chairman

Back to top

		© 2003, Dosco E.T.S. Gijimas