Minutes of SSEC:WC Annual General Members Meeting held on Wednesday, 22 August 2012:
Oakdale Club, Belville
1. Opening and Attendance:
The Chairman, Marthin duly opened the meeting, directing a special word of welcome to new members. The meeting was well attended with 28 members present.
2. In-house Club Competition 8 September 2012 (Cape Point Reserve):
Due to the weather and other commitments it was decided that no Club Competitions would be held during August. It was, however, decided that the next competition would take place on 8 September 2012 at Cape Point Reserve.
Fishing area: Whole of Reserve
Times: Competition: - 07:30 to 14:30
Issue Cards: - 07:00 to 07:30 (Parking area inside of Main gate)
Weigh-in: - 14:30 to 15:00 (Buffels Bay picnic area)
Competition Secretaries: Jean De Reuck (jdereuck) cell: 071 355 4319 and Chris Gerber (maaknlas) cell: 082 324 6131
After Party: Buffels Bay picnic area after weigh-in
Arrangements and Rules:
Confirmation of Arrangements. Program and Rules:
The Competition Secretaries will be responsible for the compilation of a report on the competition. The Club’s Marketing Officer, Rinex (Fabian) will post the report on Sealine. Persons taking photos should forward their photos to Rinex for inclusion in his final report.
All normal Club competition rules will apply.
Full Rules can be viewed on the SSEC:WC Announcements thread.
An entrance fee of R10,00 is payable by all members participating. Non-members (guests) do not pay any entrance fee and are not eligible for any prizes.
Additional bonus points for attendance:
Attendance of monthly Club competitions from start to finish (weigh-in) = 15 points
Partial attendance of monthly club competitions (by prior arrangement with Competition Secretary) = 10 points
Partial attendance of monthly Club competitions without prior arrangement with Competition Secretary = 5 points
Attendance (for at least 30 minutes) of Social after weigh-in = 15 points
NB: Should a participant not personally submit his score card at the weigh-in time, even with prior arrangement with the Competition Secretary, no points shall be awarded for his or her catches on the day.
Members who do not make the starting time (07:30) will have one hour grace until 08:30 to collect their Score Cards from the Competition Secretaries (Jean or Chris) wherever they might be. Late-comers can contact them on their Cell numbers to establish their whereabouts and to collect their Score Cards from any one of them BEFORE the expiry of the one hour grace period. Please note that they WILL NOT issue Score cards to members who do not meet the final cut-off time (08:30). Any members who do not meet this grace period shall be disqualified from the competition. They may, however, participate in the day’s fishing on a non-competitive basis and attend the weigh-in/ social event, thus earning 15 points for attending the Social event.
Kindly note that only paid-up members who have updated their particulars with the Treasurer, Mobi Dick (Nico) will be allowed to compete.
It was also decided that members should have their valid fishing permits in their possession and show it to the Competition Secretaries before a score card may be issued to them.
3. General
3.1. Feedback: Galjoen Derby. The Derby was a great success and probably one of the largest and most successful of its nature. All members and sponsors that contributed to its success are thanked.
3.2. New Members: Two new members joined at the meeting. They are Henry Ford aka Mafusa and Eben Gouws aka Swiveltjie. A special word of welcome to them. By the looks of it, they immediately felt part of the club.
3.3. Annual Financial Report. Due to the sudden hospitalisation of Nico Fourie (Mobi Dick) our Treasurer, he could not present the Annual Financial Report. The Chairman confirmed, however that the Club was financially very strong and that we had a positive bank balance.
3.4. Fees outstanding. Members that have not renewed their subscriptions from 1 July 2012 are urged to do so as soon as possible.
There are also a number of members that still owe money for the Struisbaai Five Species shirts they received.
3.5. Chairman’s Annual Report.
The Chairman welcomed all members as well as new members that attended the Club’s meeting for the first time.
He mentioned the Club’s highlights and achievements over the last year and pointed out that the Club has grown both in terms of members and financial strength. The Club’s annual open competitions, Kob and Galjoen Derbies have become very popular and have grown to become probably the largest of its kind in the Western Cape.
The Club has also entered in a number of other competitions, showing its support for other Club’s events.
He thanked all members for their contributions over the year. He expressed special thanks for the contributions of Rinex, the Marketing Officer as according to his opinion none of the Clubs achievements would have been possible without him.
He closed his Report by expressing his hope that the Club would sometime in the future have its own Club House.
3.6. Election of new Management Committee members.
The Chairman, Vice Chairman and Treasurer are only in their first year of office and will remain for their second year. The Secretary, Kaspaas (Dirk Rossouw) has however been in his position since the Club’s establishment in 2009. He was, however re-elected unopposed. The Marketing Officer, Rinex (Fabian Collins) and Score Master, Strepie (Ruan Barnard) were also re-elected unopposed in their respective positions.
3.7. Amendments to existing Constitution and Rules.
3.7.1. Disciplinary Secretary: The Constitution was amended to scrap the position of Disciplinary, as it served no purpose. Disciplinary issues are addressed by the Management Committee.
3.7.2. Streamlining of Constitution in terms of clauses that serves no purpose. The Secretary’s ( Kaspaas) motion to streamline the Constitution was approved. He will work through the Constitution and post the amended document on Club’s Announcements thread.
3.7.3. Scrapping of extra incentives under Scoring System. The Score Master (Strepie) tabled a motion to scrap the bonus incentive to be used to identify the qualifying members to represent the Club at external competitions as it was not being used. This was approved.
3.7.4. Bonus Days no longer to count towards Monthly competition. Rinex (Fabian) tabled a motion for the scrapping of Bonus Days as counting towards the points scored for Monthly competitions. The motion was accepted. In future Bonus Days will only count towards an Annual Bonus Day award.
3.7.5. Creation of position of Assistant Marketing Officer. The Chairman tabled a motion for the creation of a position of Assistant Marketing Officer to assist the existing Marketing Officer. A suggestion to rather co-opt a member to fulfil this function should the need arise, rather than creating an addition Management Committee position on the Constitution was rejected by the Chairman. The Chairman’s motion was subsequently approved. Two members were nominated for this position. They were JOHANNBANTAM (Johann Bantam) and Maaknlas (Chris Gerber). Maaknlas (Chris Gerber) was eventually elected.
Upon request, the Secretary quoted from the Constitution what the functions and responsibilities of the Marketing Officer and Assistant Marketing Officer are. Quote:
“The Marketing Officer shall be responsible to promote the Club’s general good image and its events. This may be achieved through measures such as media liaison, general marketing and negotiating with sponsors of the Club’s events and activities. The Marketing Officer shall also undertake and accept responsibility for related tasks and functions such as formulating and posting official Club competition and other events’ reports on Sealine and in the general media as required.
The Marketing Manager is accountable to the Executive Committee for all his/her activities and should keep the rest of the Executive Committee informed of any progress/developments in respect of his initiatives.â€
To date the Secretary (Kaspaas) has undertaken most media liaison, such as promoting Club events, writing reports and writing promotional articles in the general media including newspapers (Die Burger, Tygerburger and District Post), Stywe Lyne magazine, Rising Tide magazine and Rock, Surf & Deep magazine. He has also undertaken all promotional correspondence with possible sponsors, as well as in some instances actually conducted the negotiations with sponsors. With the creation of the position of Marketing Officer in the previous year and the subsequent creation of Assistant Marketing Officer at this AGM, all these functions and responsibilities will be these two officials’ responsibilities.
This will obviously relieve the work load of the Secretary.
3.8. Future competition dates.
• 22 September 2012 - Witsand Skins: The Club will sponsor the entry fee for Club members representing the Club at the Witsand Skins.
• October 2012 – Annual Prize-giving awards function: The date still has to be confirmed. Members with suggestions for venues and format should pm the Secretary.
• 2-3 March 2013 – Annual All-night Kob Competition: The date has been moved from February to march to accommodate League anglers.
3.9. Mini Clinics at next monthly meeting: Fishing with live bait.
3.10.Proposed new Club colours: New Club shirts can be ordered from Maaknlas (Chris Gerber) at R220 per shirt, including branding and Username. Members should pm him with their sizes and branding requirements.
3.11.Purchase of a Club camera. It was approved that a camera is purchased for the Club’s purposes. It should preferably be water resistant. The Management Committee will approve the final purchase.
4. The meeting adjourned at about 22:00.
Dirk Rossouw aka Kaspaas
Club Secretary
SSEC:WC
25 August 2012
Oakdale Club, Belville
1. Opening and Attendance:
The Chairman, Marthin duly opened the meeting, directing a special word of welcome to new members. The meeting was well attended with 28 members present.
2. In-house Club Competition 8 September 2012 (Cape Point Reserve):
Due to the weather and other commitments it was decided that no Club Competitions would be held during August. It was, however, decided that the next competition would take place on 8 September 2012 at Cape Point Reserve.
Fishing area: Whole of Reserve
Times: Competition: - 07:30 to 14:30
Issue Cards: - 07:00 to 07:30 (Parking area inside of Main gate)
Weigh-in: - 14:30 to 15:00 (Buffels Bay picnic area)
Competition Secretaries: Jean De Reuck (jdereuck) cell: 071 355 4319 and Chris Gerber (maaknlas) cell: 082 324 6131
After Party: Buffels Bay picnic area after weigh-in
Arrangements and Rules:
Confirmation of Arrangements. Program and Rules:
The Competition Secretaries will be responsible for the compilation of a report on the competition. The Club’s Marketing Officer, Rinex (Fabian) will post the report on Sealine. Persons taking photos should forward their photos to Rinex for inclusion in his final report.
All normal Club competition rules will apply.
Full Rules can be viewed on the SSEC:WC Announcements thread.
An entrance fee of R10,00 is payable by all members participating. Non-members (guests) do not pay any entrance fee and are not eligible for any prizes.
Additional bonus points for attendance:
Attendance of monthly Club competitions from start to finish (weigh-in) = 15 points
Partial attendance of monthly club competitions (by prior arrangement with Competition Secretary) = 10 points
Partial attendance of monthly Club competitions without prior arrangement with Competition Secretary = 5 points
Attendance (for at least 30 minutes) of Social after weigh-in = 15 points
NB: Should a participant not personally submit his score card at the weigh-in time, even with prior arrangement with the Competition Secretary, no points shall be awarded for his or her catches on the day.
Members who do not make the starting time (07:30) will have one hour grace until 08:30 to collect their Score Cards from the Competition Secretaries (Jean or Chris) wherever they might be. Late-comers can contact them on their Cell numbers to establish their whereabouts and to collect their Score Cards from any one of them BEFORE the expiry of the one hour grace period. Please note that they WILL NOT issue Score cards to members who do not meet the final cut-off time (08:30). Any members who do not meet this grace period shall be disqualified from the competition. They may, however, participate in the day’s fishing on a non-competitive basis and attend the weigh-in/ social event, thus earning 15 points for attending the Social event.
Kindly note that only paid-up members who have updated their particulars with the Treasurer, Mobi Dick (Nico) will be allowed to compete.
It was also decided that members should have their valid fishing permits in their possession and show it to the Competition Secretaries before a score card may be issued to them.
3. General
3.1. Feedback: Galjoen Derby. The Derby was a great success and probably one of the largest and most successful of its nature. All members and sponsors that contributed to its success are thanked.
3.2. New Members: Two new members joined at the meeting. They are Henry Ford aka Mafusa and Eben Gouws aka Swiveltjie. A special word of welcome to them. By the looks of it, they immediately felt part of the club.
3.3. Annual Financial Report. Due to the sudden hospitalisation of Nico Fourie (Mobi Dick) our Treasurer, he could not present the Annual Financial Report. The Chairman confirmed, however that the Club was financially very strong and that we had a positive bank balance.
3.4. Fees outstanding. Members that have not renewed their subscriptions from 1 July 2012 are urged to do so as soon as possible.
There are also a number of members that still owe money for the Struisbaai Five Species shirts they received.
3.5. Chairman’s Annual Report.
The Chairman welcomed all members as well as new members that attended the Club’s meeting for the first time.
He mentioned the Club’s highlights and achievements over the last year and pointed out that the Club has grown both in terms of members and financial strength. The Club’s annual open competitions, Kob and Galjoen Derbies have become very popular and have grown to become probably the largest of its kind in the Western Cape.
The Club has also entered in a number of other competitions, showing its support for other Club’s events.
He thanked all members for their contributions over the year. He expressed special thanks for the contributions of Rinex, the Marketing Officer as according to his opinion none of the Clubs achievements would have been possible without him.
He closed his Report by expressing his hope that the Club would sometime in the future have its own Club House.
3.6. Election of new Management Committee members.
The Chairman, Vice Chairman and Treasurer are only in their first year of office and will remain for their second year. The Secretary, Kaspaas (Dirk Rossouw) has however been in his position since the Club’s establishment in 2009. He was, however re-elected unopposed. The Marketing Officer, Rinex (Fabian Collins) and Score Master, Strepie (Ruan Barnard) were also re-elected unopposed in their respective positions.
3.7. Amendments to existing Constitution and Rules.
3.7.1. Disciplinary Secretary: The Constitution was amended to scrap the position of Disciplinary, as it served no purpose. Disciplinary issues are addressed by the Management Committee.
3.7.2. Streamlining of Constitution in terms of clauses that serves no purpose. The Secretary’s ( Kaspaas) motion to streamline the Constitution was approved. He will work through the Constitution and post the amended document on Club’s Announcements thread.
3.7.3. Scrapping of extra incentives under Scoring System. The Score Master (Strepie) tabled a motion to scrap the bonus incentive to be used to identify the qualifying members to represent the Club at external competitions as it was not being used. This was approved.
3.7.4. Bonus Days no longer to count towards Monthly competition. Rinex (Fabian) tabled a motion for the scrapping of Bonus Days as counting towards the points scored for Monthly competitions. The motion was accepted. In future Bonus Days will only count towards an Annual Bonus Day award.
3.7.5. Creation of position of Assistant Marketing Officer. The Chairman tabled a motion for the creation of a position of Assistant Marketing Officer to assist the existing Marketing Officer. A suggestion to rather co-opt a member to fulfil this function should the need arise, rather than creating an addition Management Committee position on the Constitution was rejected by the Chairman. The Chairman’s motion was subsequently approved. Two members were nominated for this position. They were JOHANNBANTAM (Johann Bantam) and Maaknlas (Chris Gerber). Maaknlas (Chris Gerber) was eventually elected.
Upon request, the Secretary quoted from the Constitution what the functions and responsibilities of the Marketing Officer and Assistant Marketing Officer are. Quote:
“The Marketing Officer shall be responsible to promote the Club’s general good image and its events. This may be achieved through measures such as media liaison, general marketing and negotiating with sponsors of the Club’s events and activities. The Marketing Officer shall also undertake and accept responsibility for related tasks and functions such as formulating and posting official Club competition and other events’ reports on Sealine and in the general media as required.
The Marketing Manager is accountable to the Executive Committee for all his/her activities and should keep the rest of the Executive Committee informed of any progress/developments in respect of his initiatives.â€
To date the Secretary (Kaspaas) has undertaken most media liaison, such as promoting Club events, writing reports and writing promotional articles in the general media including newspapers (Die Burger, Tygerburger and District Post), Stywe Lyne magazine, Rising Tide magazine and Rock, Surf & Deep magazine. He has also undertaken all promotional correspondence with possible sponsors, as well as in some instances actually conducted the negotiations with sponsors. With the creation of the position of Marketing Officer in the previous year and the subsequent creation of Assistant Marketing Officer at this AGM, all these functions and responsibilities will be these two officials’ responsibilities.
This will obviously relieve the work load of the Secretary.
3.8. Future competition dates.
• 22 September 2012 - Witsand Skins: The Club will sponsor the entry fee for Club members representing the Club at the Witsand Skins.
• October 2012 – Annual Prize-giving awards function: The date still has to be confirmed. Members with suggestions for venues and format should pm the Secretary.
• 2-3 March 2013 – Annual All-night Kob Competition: The date has been moved from February to march to accommodate League anglers.
3.9. Mini Clinics at next monthly meeting: Fishing with live bait.
3.10.Proposed new Club colours: New Club shirts can be ordered from Maaknlas (Chris Gerber) at R220 per shirt, including branding and Username. Members should pm him with their sizes and branding requirements.
3.11.Purchase of a Club camera. It was approved that a camera is purchased for the Club’s purposes. It should preferably be water resistant. The Management Committee will approve the final purchase.
4. The meeting adjourned at about 22:00.
Dirk Rossouw aka Kaspaas
Club Secretary
SSEC:WC
25 August 2012
