MINUTES OF ANNUAL GENERAL MEETING
HELD ON 7 SEPTEMBER 2016 – 16:00
AT THE LIKKEWAAN CANOE CLUB – PARYS

1. Opening and welcoming:
The Chairman, Christo Meyer, welcomed all present at the 3nd AGM of the Association. He explains that the Association’s name was shortened to Dome Guides Association (DGA) instead of The Vredefort Tourism Dome Guides Association.

2. Attendance and Apologies:
Present:– Ruan Ferreira, Anna Marie Ferreira, Renee Hartslief, Jan Fourie, Graeme Addison, Karen Addison, Carl Cilliers, Jaydin Cilliers, Lizzy van Oudshoorn, Hugh du Preez, Christo Meyer, Bennie Pretorius, and Ria Myburgh
Apologies: – Samuel Seleke Warrin Flores and Ester Ndweni

3. Minutes of the last meeting:

The Minutes of the Meeting held on, 04 May 2015 was read by the Secretary, approved and signed by all present at the meeting.

4. Matters from the minutes:

  • Graeme Addison gives some feedback regarding the self regulation in the adventure industry. He attended various meetings but no progress was forthcoming. The reason seems to be a difference of opinion among the various roll players. He will keep the DGA informed of any progress.
  • There was an initiative by the Johannesburg Tourism Guide Association to professionalize the tourism industry. The apparently want to recognise on different levels tourist guides as a profession with the National Registrar. DGA said they will support such initiative. However no feedback was received by the DGA.
  • The Website and Facebook page are running and being maintained.
  • We have applied in September 2015 for a Cathsseta grant, specifically for 30 adventure guides. DGA heard nothing and follow ups was done on a number of occasions. DGA was told that Cathsseta want to pay them another R128 000 – which came down to a double payment. On further enquiries DGA was told that they already received R128 000. DGA completed the necessary documents and stated that the money was received and the 30 guides were already trained. Nothing was heard about the second R128 000. Cathsseta indicated that the monitoring and evaluation report is outstanding. This is a report that Cathsseta must do and not the DGA. Cathsseta is unable to consider a new application unless the previous one is closed. The DGA Secretary draw up a report on behalf of Cathsseta and it was submitted, whereupon the file was closed. After this was done Cathsseta indicated that they already allocated the new year’s funding. The training provider was contacted who informed DGA that no funds were allocated to adventure guides and the ruling must be accepted. Two weeks later a 3rd application to Cathsseta was submitted electronically on time. At present DGA is still waiting to hear what the results of this last application might be. In total DGA already received R320 000 from Cathsseta. This money was spend on the course for 30 people during September and October 2015. All the new guides were registered and received their ID-cards. Since November 2015 DGA is still waiting for the badges. DGA did several follow ups at the Northwest Registrar. It was reported to the National Registrar, and ultimatum was given but still no badges were received. Reasons given for the delay were movement of personnel and they are unable to find a suitable product provider who can print the badges. The 30 guides were made members of DGA, but in order to get the grant from Cathsseta, they were seen as employees at a registered company with a valid tax clearance certificate. Unfortunately many of these guides move out of the area, but they are not lost to the industry. The purpose of the Cathsseta grant is to legalise those people that are already in the industry. No freshman will be allowed in the training process.

5. Chairman’s Report: The Chairman delivered his report on the activities of the DGA for 2015/16.
Highlights in the report:
Monthly meetings were held and proper minutes were kept and approved for record purposes.

  • Appointment of Administrative Assistant who maintain the website and administration of the DGA.
  • Draft regulations for Tourist Guiding was in detail commented on and submit to the Department of Tourism.
  • DGA was represented at an International Tourist Guides Day conference.
  • DGA received a skills grant from Cathsseta for the training of 30 adventure guides during 2015.
  • Rotary International Parys granted DGA funds to train 2 river guides.
  • North West Parks and Tourism Board grant was received by DGA for the amount of R50 000 in order to
    finance the operations of the Dome Guides.
  • Quarterly Dome Guides get-togethers were held where guides could interact and socialise with each other.
  • Future direction:
    1) Allow honorary game rangers to join as a special category.
    2) Members to remain active without having to pay yearly renewal fees.
    3) To actively participate in the initiative to develop the N12 Treasure Route.

(See attached document)

6. Financial Report: The Secretary / Treasurer submitted the financial report of the Association for the period ending on 28 February 2016. The report was approved by the meeting. (See attached document) The DGA started with R2 462.00 in the bank and ended the year with R72 748.00 in various grants, a donation, bank interests and membership fees. R3 020.00 was paid for guide training, for social responsibility R1 000.00 was paid for a ongoing cleanup action, on accounting R1 200.00 was spend, website R1 400.00, advertising and marketing was R4 500.00 and bank charges R696.00

7. Election of Management Committee: The Chairman proposed Karen Addison as replacement for Ruan Ferreira who will be leaving the area. It was second by Jan Fourie.

The following people were elected as Committee members for the period to the next election:

  • Chairperson: Christo Meyer
  • Vice Chairperson: Karen Addison
  • Secretary/Treasurer: Bennie Pretorius
  • Additional Members:
    Samuel Seleke
    Esther Ndweni
    Hugh du Preez
    Carl Cilliers
    The Chairman thanked the outgoing Vice Chairperson, Ruan Ferreira, for his dedicated service during the past year.

8. General:

  • Honorary Rangers: It was purposed to make people who are already active in environmental affairs, Honorary Rangers with the DGA. This affects the DGA constitution. If there is a principal agreement that these people have the same basic objectives than the DGA, then the constitution could be amended to include them as a category. The proposal was put to a vote with Hugh du Preez (purposed), Carl Cilliers (second).
  • N12 Treasure Route: The DGA Chairman and Jan Fourie attended a meeting which was actually a workshop to determine what are the icons in this area which should be developed. The Vredefort Dome was at the top of the list. Despite of this and the offer to take the attendees on a short tour through the Vredefort Dome, the offer was declined in favour of Highveld Park. Central Government allocated R5 million for the development of the N12 Treasure Route. The DGA enrolled as a member of the N12 Treasure Route and it would be wise to be active in this development, because there might be financial gain for the Association.
  • Attendance: It was noted that there are some concern on why members, such as the guides and operators do not attend an AGM despite the fact that an advertisement was placed in the local newspaper and also have been invited and reminded telephonically and by SMS. We should try to get them to attend the quarterly get-togethers and educate them in the importance of attending the AGM.
  • Inspections: As an Association it is not the DGA’s role to do inspections. Our aim is to get people qualified and legal to operate in the area. It is the responsibility of the Department of Tourism to do inspection, which they recently started to do. Hopefully that will put pressure on those that are not complying to come forward and to get qualified and registered. People who do not wish to participate will have to deal with the Department of Tourism.
  • Guide movement: Guides tend to move away from the area. In order for trainee guides to operate legally, they must be registered at the Adventure Qualifications Network (AQN). They also must be accompanied by a qualified guide during their 25 days of training.

9. Vote of Thanks & Closure: The Chairman welcomed the new members on the Management Committee, thanked all present for their valuable contributions towards a successful meeting and thanked The Likkewaan Canoe Club for the use of their venue.
The meeting closed at 17:40.