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2016 AGM minutes

2016 AGM minutes

Thursday 22 September 2016
18h30
Auditorium, Canal Walk Shopping Centre

1.    WELCOME BY CHAIRMAN
Steve Hayward opened the meeting and welcomed all present. The current Exco members were asked to introduce themselves.

2.  ATTENDANCE
a) PRESENT:
•    PPA EXECUTIVE COMMITTEE: Steve Hayward, Rens Rezelman, John Gale, Roy Hannington, Ann Harrison, Billy Wassermann, Gordon Laing, Riaan Meintjes.
•    Apologies were received from David Bellairs, Gary Kruger, Liezel van der Westhuizen, Robin Hunt-Davis
•    A further 94 paid-up members attended the meeting. It was established that a quorum was present.

b) APOLOGIES
Apologies were received from: Henry van der Merwe, Gavin Wood, Zaakier Jacobs.

3. ADOPTION OF PREVIOUS AGM MINUTES
The 2015 Annual General Meeting minutes were adopted at the PPA Executive Committee meeting on 19 October 2015.
•    Proposed:    Steve Hayward
•    Seconded:    David Bellairs

4. CHAIRMAN’S REPORT
Steve Hayward presented the Chairman’s report, as contained in the AGM book and as presented on the PPA website, to the meeting.

5. TREASURER’S REPORT
John Gale presented the Treasurer’s report, as contained in the AGM book and as presented on the PPA website, to the meeting. The Organisation has financial depth and stability, but in a major departure from previous years, we are showing a nett deficit. Income was slightly lower than in previous years due to a slight reduction in membership fees as well as a reduction in profit share from the Cape Town Cycle Tour trust, and an increase in expenses. This was, however, in line with the strategy in terms of project and event funding. In addition, the Organisation has increased its capacity to deliver.

Ian Forbes asked why expenses in terms of salaries have increased by roughly R1m in the past year. John replied that the organisation’s capacity to deliver has been increased with the appointment of two staff at the Cape Town office (including the new CEO), as well as opening the Bloemfontein office; the latter two specifically being the result of a strategic decision by the Committee. John added that some R3m was spent on discretionary projects, but that the Committee members are cognisant of and managing the risks in this regard.
It was discussed that, if PPA were to come under financial pressure at any stage, discretionary spend would be cut.

Brendan Stevens and Mike Fairbank asked about the income from the PPA Trust. John said that, on the advice of our auditors, they are not shown as part of the PPA financials, but that a summary will be included for the next financial report.

Dimitri Mamacos asked why the credit card commission rate was and why it was so high. It was suggested by the meeting to either negotiate the rate down, or to look at a different bank.

Les Salo asked how much rent PPA was paying at Kenilworth. John replied that we own the building.

6. APPROVAL OF HONORARIA
The meeting approved the payment of Honoraria to the outgoing Executive Committee, as follows:
R9 000 to Chairman, R6 000 to Vice-chairman and Treasurer, and R3 000 to Exco members.

Proposed:     Jonathan Levine
Seconded:     Glyn Jeenes

7. ELECTION OF COMMITTEE MEMBERS
The Chairman asked all the nominees to introduce themselves and to give a 2 minute overview of how they believe they can serve PPA.

The following six members were voted onto the Committee to serve for a 2-year period from 2016-2018: Abbas Harris, Galiema Harris, John Gale, Kirsten Wilkens, Rodney Beck, and Sharief Peters. The votes were counted in the presence of three independent observers.

The above committee members join the following six members who still have one year to serve of their 2-year term: David Bellairs, Roy Hannington, Ann Harrison, Steve Hayward, Gordon Laing and Rens Rezelman.

8. CEO REPORT/PRESENTATION
Robert Vogel presented his CEO’s report, as contained in the AGM book and as presented on the PPA website, to the meeting.

Derek Krueger said that the various development initiatives were commendable, but takes up a very large portion of funding. Robert replied that by getting involved with organisations like BEN as we have been doing in the past year, we should be able to unlock CSI funds. We are committed to spending funds in a controlled way. Some of the campaigns should be able to start bringing in their own revenue.

Abbas Harris asked why we want to grow upcountry membership and not focus on local cyclists. Robert said that we are committed to focus on local membership growth, but we are already very strong in the Western Cape. The majority of our members already reside in the Cape, but we have few upcountry members so there is an opportunity for growth.

Dimitri Mamacos suggested that growth could be possible only when there are enough coaches and mentors to assist newcomers to the sport and suggested that PPA publishes a list of coaches, which he will compile and forward to the Office.

Ebrahim Jacobs asked about reduced entry fees for families. It was pointed out that PPA only has control over the entry fees of our own events. The entry fees of ‘external events’ accrue to those organisers and while we do ask for a reduction in entry fees to PPA members in return for the assistance which PPA gives these organisers, we do not set the entry fees. We will, however, discuss lowered family entry fees with these organisers.

Jonathan Levine asked what CSA levies were paid for. Robert answered that they were levies paid in respect of event participation in the racing section at certain events, as per our agreement with CSA for sanctioning all our events.

9. OTHER PORTFOLIO REPORTS
Rens Rezelman did a short presentation on the changing cycling environment and in general what people expect of PPA.

10. CONSIDERATION AND ADOPTION OF MOTIONS CONCERNING THE AFFAIRS OF THE ASSOCIATION OF WHICH DUE NOTICE HAS BEEN GIVEN
None received.

11. GENERAL
Ian Robertson thanked Robert for his presentation and said he liked the strategy and way forward as presented.

Valli Adams thanked PPA for our contribution to open the Constantia Greenbelts and asked what is happening in respect of Tokai. Robert explained that PPA has made a commitment in this regard and gave a short update. A meeting is taking place on 22 October to discuss whether or not the Alphen Greenbelt will be added to the current system of cycling trails.

Graham McGregor asked about single track on Table Mountain and Signal Hill. Robert explained that the revision of the Environmental Management Plan should be completed in the next 5-6 weeks. No work can be done until that has been signed off, but quite a bit of proposed work on Table Mountain has been included. A trail through the top of Kirstenbosch is currently being laid out and should open soon.

There being no further business, the meeting closed at 20h35.