South African Orienteering Federation

MANAGEMENT COMMITTEE MEETING

Saturday10thDec 2016

@ 9H00

Garry Morrison’s House – Johannesburg

MINUTES

ITEM / Comments / Who / When
1. Welcome, Attendance & Apologies / Ken Robinson was in London and tendered his apologies
2. Approval of Agenda & any Additions / Approved
3. Approval of Previous Minutes / AGM minutes approved and distributed.
Matters arising from AGM are included in relevant items below
4ADMINISTRATION
Confirm SAOF Head-quarters / 94 King Street, Berario, Johannesburg
Honorary Award for Ricky Raine / In preparation. Finalise and send through. / VB
EMIT resale / Sales only through Val. Warranty conditions finalized and available on the website.
50 reserved for sales. 50 to be allocated to OSL and used for hires at GOC events. / VB
EMIT block refurbishment / KC & SP will again try find a way to move this forward. / KC & SP
NPO requirements / Report due 9 months after financial year-end. Garry to target completion during Christmas break / GRM
CSD database / SAOF is registered on the government supplier database thanks to Richard. We expect follow-up documentation required. This will enable payment for activities like KZN orienteering workshops / VB / RL
AR Club winding up / Garry mentioned that plans are for the majority of assets to be transferred to SAOF for reallocation. Garry to pass on inventory once AR club has finalized. Probably registration of trailer against SAOF. Need to look at roadworthy requirements / GRM
VB
5. STRATEGY
Visibility of 2016-2020 Strategy / Review information on website. Make strategy and goals visible. Include update of Development Plan. RL comments regarding good alignment with strategy and plans for marketing & development. These amount to turning strategy into plans and tactics. / GRM
SAOF / Clubs roles / Possible use of surveys to get more feedback from orienteers. Need to find ways to evaluate new approaches based on evidence.
Possible “phone a friend” list to help less experienced planners / controllers get advice to help prior to events.
Possible FAQ guide for preparing maps for events.
All MC members need to work these ideas into their own clubs structures. Implementation of workable / useful ideas must come through clubs / All
SAOF Communication Strategy / Feeling / frustration that the SAOF website is not an effective communicaton tool. It is good as a reference site and is important to be maintained.
However, need to make better use of other platforms like social media, newsletters as more effective communication tools.
Some ideas: More visible “Find a club” widget on front page – clickable logos.
More visible link for Development / “Come and Try It” activities offered by SAOF.
Schedule a get together to update our communication approach and identify pages for update / refresh / GRM
IOF Strategy feedback / Feedback received from RACO. Communicate to IOF / GRM
6. FINANCES
SAOF AFS Review / Ken is helping to simplify the production of our AFS. Garry needs to give feedback to KR on his proposed simplification options.
Approach will be appropriate level of detail for different stakeholders.
Aim to convey more accurately the “Own Funds” position of SAOF. / GRM / KR
SRSA Grant 2016 / 17 / Expenditure on track. Have an extra ~R90 from previous year’s underspend that could be used for SRSA approved projects. Expenditure deadline by end March 2017
SAOF Own Funds / Possible reallocation of purchase of EMIT cards to SRSA money.
NLDTF Grant / Expenditure complete - write Final and submit report. / GRM
7. EQUIPMENT
EMIT System Status / For Gauteng system, get current working numbers from Glen Comins.
Review status after OSL 2017 / KC / VB
O in a Box / Initial production for KZN workshops is tight. For future releases we need to ensure that we have good quality SAOF branding. / KC
Trailer License / Confirm license renewal date. / VB
8.MARKETING
Mapping Project / Being pulled by KZN Dept of Sport project. Directed at schools and communities. Next steps are to target community events at district level (they organize transport, we provide event support & training)
Create articles after Jan KZN workshops for all stakeholders Look to include quotes of usefulness. To be used to publicize our development activities. / RL
World Orienteering Day / SAOF to coordinate activities in KZN and Limpopo communities.
OSL Schools to be encouraged to do something.
Established clubs to do their own thing.
Get the ball rolling with initial communication.
GOC – Draft a proposed plan with detailed format. Distribute to GOC clubs and members. Target people to join a working group. / GRM
GRM
Branding / Discussion around increased visibility branding. Egs: license disc holders; Stickers; Mini-kites; I Love O; Car Branding; Trailer Branding. Get some costing of these ideas / VB
9 DEVELOPMENT
OSL 2017 / On track
Need to review longer term approach, e.g. local clusters, primary,.. / KC
O in a Box / Repacking exercise is underway, i.e. putting manual into booklet form, review of material to include / KC
Limpopo
POC
Molepo / Mokumong Foundation / Plan a support visit to POC and Mokumong foundation for Q1 2017.
Flyers passed on to George for workshop. / KC / RL
KZN
- Dept of Sport / Recreation
- DOC / Workshops on 13-16 Dec and again in Jan 2017. Contact: Sizwe is a knowledgeable ally and will be involved in identifying improvements and next steps. / RL / KC
Other / Current focus is on KZN Dept of Sport workshops and follow-on from that. Other areas will be helped when there is pull.
Cape
GOC / Follow-up assistance, e.g. Lynne Terry
Via WOD / KC
10 TECHNICAL
Rules of Foot O
- Sanctioned Events Guidelines (Technical standards)
- Start Intervals
- SA Sprint Champs (rules, format, terrain)
- Relay (categories, format)
- GPS Watches / Sarah to generate first draft and then engage with experienced community members. Refined proposed changes to be distributed to wider community later / SP / Jan 2017
High Performance
- Management & Coach Colours
- SASCOC Reporting
- Review / Consider ways to improve athlete mentoring.
Clearer list of expectations in various roles (adverts + once appointed)
Chase up timelines for appointment of national coach and team selection process. / SP
SA Champs Schedule / Follow-up with PenOC in August 2017 wrt SA Champs 2018 hosting. / SP
WRE Strategy / Feedback deadline from clubs 16 Dec. Val to forward to Garry for collation into SAOF position statement. Send through SAOF / VB
GRM
WRE Advisers – reaccreditation application / GRM to complete his and forward together with those of Paul Wimberley and Ian Bratt / GRM
IOF Anti-doping survey / SAOF to complete IOF anti-doping survey / SP
10.PLANNING
Coaching / Pre-coach course. Tania to see if progress is possible through Lauren.
L1 course – target specific people for interest. Karen to send a list of possible candidates. Garry to elicit levels of interest. If sufficient interest, then follow to next step of actual planning / KC
GRM
Mapping / Strategic maps for SA Champs 2017 and Big Five 2017 to be funded. Follow-up with both parties as to progress. / GRM
Big Five 2017 in Limpopo / Start chatting to Big Five O helper coordinator regarding preparing of POC/Limpopo helpers / KC
Mountain Bike Orienteering / Update webpage with standards document.
Include Northern Farm, Groenkloof and other MTBO maps / SP
Permanent Courses / Ian Bratt expressed interest in trying to establish some more.
- Explore the possibility of including QR codes or other so that people can use cellphones. Will also enable us to track usage stats. / KC
11. GENERAL
Next meeting / Look for suitable dates for some time towards end Feb 2017. Val to coordinate / VB

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