Mr Douglas Moji Secretary General. Mr Derek Gouws Member: Gauteng. Mr Stephan Piek Member: North West. Mr Oldham Powrie Member: North West

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1 MINUTES OF THE 15 th MEETING OF THE NATIONAL MANAGEMENT COMMITTEE HELD ON FRIDAY, 2 MARCH 2018 AT 10:00 IN THE CIVIC CENTRE, HERTZOG BOULEVARD, CAPE TOWN Members Present: NAME Ms C Jansen van Rensburg Ms. MW Baloyi Mr. A Coetzee Mr Reply Mkhwanazi Mr D M Leshaba Mr Mikha eel Harris Ms Natasha Paulse CAPACITY President (Chairperson) Deputy President Treasurer General/Administrator Member: Limpopo Member: Limpopo Member: Western Cape Alternative Member: Western Cape 1. NOTICE OF MEETING AND ESTABLISHMENT The Chairperson read the notice of the meeting and in terms of Clause 5.2 of the Constitution, a quorum of members was present. She declared the meeting properly constituted. 2. OPENING AND WELCOME The President welcomed everyone present where after the Administrator, Mr Andre Coetzee opened the meeting with a prayer. 3. APPLICATION FOR LEAVE OF ABSENCE That leave of absence be granted to: Mr Douglas Moji Secretary General Mr Derek Gouws Member: Gauteng Mr Stephan Piek Member: North West Mr Oldham Powrie Member: North West Mr Marius Moelich Member: Western Cape 4. PERSONALIA Congratulations were extended to Mr A Coetzee on the birth of his 3rd grandchild. Condolences were extended to Mr Joel Malwandle from the Limpopo branch on the passing of his wife recently.

2 The President was congratulated on the 8 distinctions obtained by her daughter in the 2017 matric exams. 5. ANNOUNCEMENTS BY THE PRESIDENT The President reminded everybody of the National Women s Prayer day held today throughout the country. 6. MINUTES OF THE PREVIOUS MEETING th NMC MEETING HELD ON 28 AUGUST 2017 On proposal of Mr Danky Leshaba and seconded by Ms Winnie Baloyi it was That the minutes of the 14 th meeting of the NMC held on 18 October 2017 at the Swadini Forever Resort be approved and confirmed. 7. MATTERS ARISING FROM THE MINUTES 7.1 MEMBERSHIP FEES 2018 (Item 20/2017 NMC) That the Administrator investigate and provide clarity on the difference between a Honorary and Fellow member 7.2 APPOINTMENT OF ADMINISTRATOR (Item 23/2017 NMC) At this point the Administrator recused himself from the meeting. 1 That an Honorarium of R1800 per month be payable from 1 January That upon his retirement from Local Government, the Honorarium be revisited; 3 That, should the Administrator obtain a monitory sponsorship for the national account, an incentive bonus of 5% of the value of the sponsorship be paid to him. At this point the Administrator joined the meeting.

3 7.3 NOMINATION: MEMBER: LOCAL GOVERNMENT SECTOR EDUCATION AND TRAINING BOARD (Item 25/2017 NMC) That the Administrator enquire about the outcome of the nomination process. 8. MATTERS FOR CONSIDERATION Item 1/2018 NMC/ March 2018 FEEDBACK: 2017 CONFERENCE 1. That the income and expenditure in respect of the Conference held in October 2017 be noted 2 That the Organizing Team and Limpopo Branch be congratulated with their excellent performance in this regard. Item 2/2018 NMC March 2018 FINANCIAL RECONCILIATION: NATIONAL ACCOUNTS: JAN TO DEC 2017 That the financial reconciliation statements of the national accounts be noted. Item 3/2018 NMC March 2018 FINANCIAL RECONCILIATION: BRANCH & TRUST ACCOUNTS: JAN TO DEC 2017 The Administrator mentioned that the statements received from the Gauteng branch are for the period March to August, but the statements from the other branches are for the full year 1 That the financial reconciliation statements of the branch and Training Trust accounts be noted; 2 That it be recommended to the Gauteng branch to close their conference account as it is inactive at present;

4 3 That it be recommended to the Limpopo branch to open an investment/savings account in order to maximize income. Item 4/2018 NMC March 2018 IMASA TRAINING TRUST Mr Harris was of the view that although the intention of the Training Trust was good, there has been little or no movement. He suggested that continuation of the Trust be reviewed. Mr Mkhwanazi said that all training interventions should be accredited. He recommended that the Trust be deregistered. The President requested the Deputy President establish how IMASA can tap into the Services SETA. 1 That the IMASA training Trust be deregistered and that Adv Stephan Piek be requested to attend to the deregistration thereof; 2 That the cost of the deregistration, if any, be paid by the national account. 3 That the President and the Deputy President make appointments with the Services and Local Government SETAS to discuss ways of enhancing IMASA s training offerings to its members Item 5/2018 NMC March 2018 BUDGET 2018 That the budget as reflected in annexure A and attached to these minutes, be approved. Item 6/2018 NMC March 2018 IMASA WEBSITE A Quotation received from Ilanga Web was tabled and considered (Annexure B) 1 That the quotation of R3500 for the web design as outlined in the proposal and the installation thereof, be accepted;

5 2 That the first draft of the website be available by 30 March 2018 and that full implementation be by no later than 15 May 2018; 3 That links be provided to SALGA, COGTA and the IIMC 4 That the quotation for full maintenance at R200 per month be accepted for the period from go-live to 31 December 2018; 5 That the quotation for social media management be kept in abeyance until the NMC is satisfied with the performance of the website and its maintenance. 6 That the Administrator be trained to assist with the maintenance of the website by no later than January 2019; Item 7/2018. NMC March 2018 REVIVAL OF THE GAUTENG BRANCH 1 That the revival plan submitted by Mr. Derek Gouws be supported; 2 That the authorization to transact on the Gauteng Bank accounts be discussed at the Gauteng Branch AGM planned for June Item 8/2018 NMC March 2018 BRANCH ACTION PLANS That the action plans submitted be supported and noted At this stage Ms Natasha Paulse left the meeting due to other commitments. Item 9/2018 NMC March CONFERENCE Mr Mikha eel Harris from the Western Cape Branch announced that the 2018 AGM and conference will be held at the Oubaai Hotel, Golf & Spa, Herolds Bay (near George) from 17 to 19 October On behalf of the Branch he proposed two possible themes, namely:

6 20 years of providing a platform for good governance for professional municipal administrators Or 20 years of honouring the past, advancing and shaping the future of municipal administrators In addition, he mentioned that the Branch was considering a number of topics (see annexure C) and that these will be finalised at the next Branch Conference Coordinating meeting planned for early April Mention was also made of the special accommodation deal, offered by the abovementioned hotel via the Daddy s deals offering, at R per night for 2 people, including breakfast. This deal is available from 1 March to 31 October That the progress made with the arrangement of the conference thus far be noted: 2 That the following theme be supported: 20 years of honouring the past, advancing and shaping the future of municipal administrators 3 That invitations to the upcoming conference be addressed to members and local authorities as soon as possible. 4 That the next meeting of the NMC be held at the Oubaai Hotel on 4 May 2018 to inter alia access the adequacy of the conference facilities. Item 10/2018 NMC March 2018 ATTENDANCE OF 2018 IIMC CONFERENCE BY THE PRESIDENT At this point the President recused herself from the meeting. The meeting enquired about the policy for International trips. The Administrator explained that annually the President is invited to the IIMC conference. The cost of the conference registration and accommodation for the President and his/her guest is covered by the IIMC. Should the president be authorized to attend the conference, the national account will cover the cost of the air ticket and incidental cost as explained in the report. The Administrator also explained that, should the surplus left after the closing of the books for any IMASA annual conference exceed R , then in addition to the 25% of the conference surplus that may be retained by the organising branch, an amount of one economy class international air ticket plus R incidental costs from the national account be paid to the organising branch to send an IMASA office bearer to

7 attend any international municipal conference. The Administrator further explained that the Limpopo Branch qualifies for this International trip and should some-one from the branch be nominated, the nominee would personally be responsible for all additional expenses relevant to the attendance of the international conference, such as accommodation, subsistence, conference and/or incidental costs. Mr Mkhwanazi, supported by Mr Leshaba, proposed that the Deputy President accompany the President to the IIMC conference as her guest. They were of the view that the Deputy President should be exposed to the conference activities and IIMC dignitaries so that when she attends the conference after being elected as President, she is familiar with the IIMC environment. The Administrator informed the meeting that the prerogative to invite a guest to accompany her rests with the President and that she indicated that she has already invited some-one to accompany her. The proposal was put to the vote and with a majority of 4 to 1 the motion was carried. 1. That the President be authorised to attend the 72nd conference of the IIMC to be held in Norfolk, Virginia, USA from 20 to 23 May That an amount equal to an economy class air ticket for international flights plus an amount for incidental expenses (as per the policy) be made available to the President for this purpose. 3 That the Deputy President, as the nominee of the Limpopo Branch, accompany the President to attend the 72nd conference of the IIMC to be held in Norfolk, Virginia, USA from 20 to 23 May That an amount equal to an economy class air ticket for international flights plus an amount for incidental expenses (as per the policy) be made available to the Deputy President for this purpose. At this point the President joined the meeting Item 11/2018 NMC March 2018 STRATEGIC MATTERS That this item stands over to the next meeting Item 12/2018 NMC March 2018 CO-OPTED MEMBERS: NMC

8 That this item stands over to the next meeting 9. CLOSURE The meeting terminated at 16: NEXT MEETING 4 May 2018 at Oubaai Hotel, Herolds Bay, near George APPROVED PRESIDENT

9 ANNEXURE A Budget 2018 INCOME Budget Membership fees 29, Conference profit conference 83, conference 30, Sundry Income 0.00 TOTAL 142, EXPENDITURE Admin fees: - General assistance - - Honoraria 21, Office Supplies - - Postage - - Printing/Stationery Subsistance & travelling 8, Telephone/internet: 3, Advance: Confence expenses - Accounting fees 3, Bank/Service charges 3, Branch Development - Gifts Membership fees: IIMC - Refunds - Refreshments 1, Software Expenses - Travel - general (elected officials) 22, branch subsidy Website & Social Media - Website design 3, Website Maintenance 2, Website hosting and domain costs Social Media management 4, Transfer to investment account 49, TOTAL

10 ANNEXURE C IMASA National Conference October 2018 Oubaai Hotel, George Suggested themes: 20 years of providing a platform for good governance for professional municipal administrators Or 20 years of honouring the past, advancing and shaping the future of municipal administrators Proposed topics: 1. Good governance and accountability 2. Talent Management. (Fritz Le Roes. Principal Professional Officer: Talent Management Organisational Effectiveness and Innovation Department, City of Cape Town) - confirmed 3. Water resilience management. A case study or the way forward. 4. Unravelling the myths about paper and electronic records management (Cameron Pos - Head: Records Management Operations & C, Information and Knowledge Management,, City of Cape Town 5. Audit outcomes and what it means. 6. Disparaging legal jargon. Understanding the municipal systems act, municipal structures act and the municipal finance act 7. Roadmap or pothole? Unpacking the Integrated Development Plan (IDP) 8. How to manage Incapacity and unauthorised absence in the workplace 9. Innovation in property management. 10. Social media conduct and the municipal employee. 11. Individual Performance Management in the workplace. How to motivate staff at lower levels to perform without financial rewards/ incentives (Dr Len Mortimer)

11 12. Gender and diversity management in a municipal context 13. How far have we come since entering a democracy? Local government environment, structure and legislation Proposed sponsor presentations: 1. Innovation in a paperless world (Business Engineering as a possibility) 2. Topic to be confirmed (Santam) 3. Planning for retirement (Efficient Wealth) Other points: Nautical theme to tie in with 20 year reunion and reinforcing the IMASA colours and branding for either the Gala dinner or Informal function Or A masked ball for the Gala to celebrate 20 year anniversary

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