16 April 2014

MINUTES OF MANAGEMENT COMMITTEE MEETING HELD ON 16 APRIL 2014
AT REAL ADVENTURES OFFICE IN PARYS

1. Opening & Welcome:

The Chairman opened the meeting with a word of welcome to the members present.

2. Attendance & Apologies:

The following committee members were present: – Christo Meyer
– Esther Ndweni
– Bennie Pretorius
– Hugh du Preez
– Jan Fourie
Graeme Addison was absent with apology and Mpho Thukoane was absent without apology.

3. Minutes of the last meeting:

The minutes were read and adopted as a true record of the meeting held on 24 Feb. 2014.

4. Matters from the Minutes:

4.1 Training of Guides: The Chairman reported that a letter was drafted after a survey of the needs for the training of guides was done by him and the Secretary. This letter containing details of the circumstances and the needs regarding tourist guiding in the Vredefort Dome, was sent to the National Director of Tourism, Me Uveshnee Pillay, in Pretoria. Up to date there was no positive response.
4.2 Website: The meeting decided that it should be made possible for the Secretary to regularly update the site with information and news about the activities of the association. The Chairman and the Secretary must arrange a meeting with Graeme in order to discuss what can be done and make the necessary arrangements.
4.3 Objectives: The Draft list of objectives was discussed and the list of 10 objectives was reduced to 8. The meeting finalized the list for now. As time goes on objectives may change. The final document is attached.
4.4 Membership: Current membership stands on 11 paid up members.
The bank balance of the Association at present is R2 090.05.
Committee members are urged to submit their application forms and pay their fees to set the example. Bennie will assist to have the application forms to be filled in on line. It is important that, for record purposes, members who join must submit the filled out application form together with the membership fee.
4.5 Co-operative: The Chairman explained the present state of affairs:
– After meetings with the National Department of Tourism and the Department of
Trade and Industry, it became clear that the VDTGA cannot form a co-operative.
– Individual guides, however, may form a co-operative.
– Christo Meyer was asked to chair a meeting which, officials of the Department of
Trade and Industry, the Department of Tourism, the Fezile Dabi District
Municipality and 5 tourist guides, attended. The Meeting was held on
20 March 2014 at Kopjeskraal.
– The formation of such a co-operative was discussed and requirements explained,
by the Government officials.
– It was also announced that funds are available to assist in the formation and
running of a co-operative.
– Such a co-operative could function as a tourism operator and will be assisted
to start operations.
– The guides present expressed their willingness to form the Co-operative.
– Esther Ndweni reported that in the mean time, the group has elected a
management committee as required and submitted all the relevant application
documentation together with the registration fee to the Department.
– The Chairman, on behalf of the VDTGA, wished them good luck and every
success with their undertaking.

5. Tourism Indaba:

The annual Tourism Indaba held in Durban, will take place on 10 – 12 May 2014.
The Chairman and Secretary were invited to man a cubicle in the stand of the Free State DETEA, by the Fezile Dabi District Municipality. Our function at the Indaba
will be to market the Vredefort Dome as a tourist destination.
6. General:

6.1 Marketing Plan: A marketing plan for tourism in the Vredefort Dome was the
topic for deliberations at meeting arranged by Fezile Dabi District Municipality at Parys on 22 January 2014. The meeting was attended by tourism operators and tourist guides in the Vredefort Dome and officials from FDDM. An ad-hoc committee was appointed at the meeting with the aim to go and work out the details of such a marketing plan. The convener of the committee would be Me Boitumelo
Mothibi. Nothing, however, was forthcoming and at another meeting the
Chairman and Secretary had with the Director of Tourism at FDDM, it became clear that the initiative was to come from the operators an guides, not from the FDDM. The Chairman, who is a member of this ad-hoc committee, will take up the matter with the rest of the committee for further action.
6.2. Dealing with Complaints: After discussing the handling of complaints within the structures of the VDTGA, the members decided that the following procedures be followed:
– All complaints must be in writing and addressed to the Chairman of the VDTGA.
– Complainants must provide the Committee with facts and
not opinions or judgement.
– The Management Committee must discuss the matter with the individual/body
involved, against whom the complaint was lodged.
– It must be tried, by all means, to sort out the problem by reaching consensus on
the issue, applying the constitution and code of conduct of the VDTGA.
6.3 Feedback form: Bennie Pretorius was asked to design a feedback form which
can be used by all operators and guides after activities or tours. The form should be straight forward and concise for easy completion by every participating tourist.
Such a feedback form will give tourists the opportunity to express their satisfaction or not with their experience and at the same time serves as a tool for the operator or guide to judge his or her own performance.

7. Next Meeting: The next meeting will be held on Tuesday 20 May 2014
at 17h00 at Real Adventures in Parys.

8. Closure: The Chairman thanked the members for creative contributions and
and fruitful discussions and the meeting closed at 19h43.