13 November 2013

VREDEFORT DOME TOURIST GUIDES ASSOCIATION

 

 

Minutes of a Management Committee Meeting held on 13 November 2013 at 17h00 in Parys.

 

 

1. Opening: The chairman welcomed the members present and expressed the wish that the

deliberations will be fruitful.

 

2. Attendance: The meeting was attended by 6 management committee members.

Mpho Thukoane was absent.

 

3. Minutes:  Minutes of last management committee meeting was read and adopted.

 

4. Matters from the minutes:

4.1. Training of Site Guides in the Dome:

 

The chairman reported as follows:

  • A letter containing a needs analysis and training requirements of the unregistered tourist guides in the Vredefort Dome was drafted and sent to Mr. J.Moloi at Fezile Dabi District Municipality, Tourism Department.
  • Following that, Mr. Moloi requested a meeting with the Management Committee of the Association.
  • This meeting with Mr Moloi was held on 5 November 2013 at Real Adventures.
  • Mr. Moloi assured the Committee that Fezile Dabi, in co operation with the National Department of Tourism, have sufficient funding available for the training of current unregistered tourist guides as Site Guides Level 1.
  • Training of the unregistered tourist guides in the various categories of guiding in the Dome was then discussed and agreed upon.
  • A list of names of applicants for training as Site Guides was made available to Mr Moloi (currently 40).
  • On his request, a Position Paper form the VDTGA, explaining the training needs as well the association’s opinion as to how the training should be conducted, was drafted and submitted to Mr Moloi at Fezile Dabi.
  • This Paper can be used by Fezile Dabi in the tendering and appointment process of a competent training service provider and assessors.
  • It was also emphasised by Mr Moloi (and supported by the Committee) that there are accredited trainers, assessors and moderators in the Dome who can conduct the training and assessment of candidates as Site Guides Level 1.
  • Feedback from Mr. Moloi was that he now has to also conduct detailed training needs analysis in other areas in Fezile Dabi before the training in the Dome can commence.
  • It seems that the training of the site guides will not commence soon.
  • It was decided that the applicants for training must be notified of this state of affairs. The Chairman will draft a letter that will be distributed to all concerned by the secretary.

 

4.2. Emblem/Logo:

  • The matter was discussed and after the members examined a few examples, it was decided to, in principle, accept the basic design by artist Coral Fourie.
  • J. Fourie will take the matter further and get Coral and Tanja Holtshauzen to come up with two final proposals, based on the basic design, to be discussed and finalised at the next management committee meeting.

 

 

4.3. Bank account: 

  • Capitec Bank does not have the facilities to host accounts for associations. Therefore a savings account was opened for the Association at Absa Bank
  • Signatories for transactions related to the account will be any two of the following office bearers of the association: the chairman, vice-chairman or secretary/treasurer.
  • Bank Statements and the Savings Account Card will be managed by the Secretary/ Treasurer.

 

4.4. Website and Advertising:

  • A website in the name of the VDTGA, hosted by G. Addison, is up and running. Thanks to G. Addison who will keep it up to date and keep the management committee informed about further developments.

 

5.   Membership Application Form & Recruiting of Members:

  • An application form drafted by B. Pretorius was submitted to the meeting for discussion. It will be finalised by C. Meyer and B. Pretorius to be ready by the next meeting.
  • Once the application form is ready for use, the recruitment of members and the collecting of membership fees will be commence.
  • C. Meyer and B. Pretorius will also draft a Code of Conduct for members of the Association, which each applicant will have to undertake too abide by.

 

6.   Bookkeeping System and Auditing:

  • The Secretary reported that he consulted with Finrek Financial Services in town and they offered to design a basic accounting system for the Association, free of charge. Finrek will also inform the association regarding the requirements for the auditing of the financial affairs of the association, to be conducted at the end of each financial year.

 

7.   Next Meeting:   The next meeting will be held on 04 December 2013 at 17h00

at Real Adventures in Parys.

 

8.   Closure:   The Chairman thanked the members for the fruitful discussions and important

decisions taken and the meeting closed at 18h35.