international association of administrative professionals
INTERNATIONAL ASSOCIATION OF ADMINISTRATIVE PROFESSIONALS MINUTES OF THE JOHANNESBURG CHAPTER-AT-LARGE MEETING HELD ON 20 October 2011 AT THE ADvTECH OFFICES IN SANDTON
PRESENT
Esmé van der Merwe Lee Chapman Dawn Williams Kelly Williams Namagadi Dikoko Lorna Roets Teresa Cotterell Sharin Richmond Paula Eaton Heather Clayton
(President) (Vice President) (Treasurer) (Secretary) (Member) (Member) (Member) (Special Guest: Brent) (Special Guest: Brent) (Special Guest: Kelly)
APOLOGY
Luleka Petros Susan Jooste
(Member) (Member) Responsibility
1. Welcome The President welcomed everyone to the meeting and gave a special welcome to Namagadi Dikoko 1.1. Apologies The apology of Luleka Petros and Susan Jooste was noted.
Action / Date
Esmé vd Merwe
Kelly Williams
2. Esmé van der Merwe gave more information to the special guests from Brent and Kelly regarding the Special Project 2.1. Part of the mission of the IAAP Johannesburg Chapter at Large is to enhance others through education. 2.2. Lee Chapman is the brain child of the project; she contacted the IIE and already started a mentoring programme. 2.3. IAAP’s slogan for 2001/2012 is making the Leap to Remarkable. 2.4. Esmé van der Merwe wrote a sponsorship letter to Exxaro Resources, AngloGold Ashanti and Kumba Iron Ore. 2.5. When the letter was drafted, Lee Chapman gave it to her boss and AdvTech have given the IAAP Johannesburg Chapter at Large a 30% discount. 2.6. Exxaro and AngloGold Ashanti have agreed to assist us in sending students to Rosebank College to gain a higher certificate in Office Administration. 2.7. We are working to having 30 students over a 10 year period – this way we can make a difference. 2.8. The course is R12 443.00 all inclusive. However the student still needs support with regards to transport, getting clothes for the first interview, Stationary and any ad hoc costs during the year.
1
How do Brent and Kelly want to get involved? 2.9.
2.10.
2.11. 2.12. 2.13.
2.14.
Brent are unable to assist with a financial sponsorship at the moment, but they are able to approach clients to give the students a “hands-on” experience. There was a slight confusion, Brent understood the bursary to be for disabled students, and the Chapter explained that it is for Disadvantaged students. Paula suggested assisting them with a workshop to teach them how to get ready for their first interview. Paula to send a proposal to Esmé Lee explained that Rosebank College screen all the applicants and monitor the children. They also encourage the students to take part in other activities available at the College. Also the College has the skills and resources to assess the applicants Heather from Kelly explained that she was brought in at last minute, but they are interested in increasing their CSR programme by finding something sustainable to support. She is very interested in the Special Project.
3. Minutes of previous meeting 3.1. Take Corrie Fourie and Terry Naven off the list for Apologies
Esmé vd Merwe
Kelly Williams
4. Matters arising from previous minutes 4.1. Barnyard Fundraiser 4.1.1 Sent details through to everyone. The function is taking place on 6 November at Menlyn Shopping Centre. 4.1.2 Currently we have 23 Tickets sold. Need to do more advertising. 4.1.3 Namagadi Dikoko cannot attend but would like to pay R150 for a ticket to assist the fundraiser 4.1.4 We have tables for 10, 12, 14, 16. 4.1.5 Esmé van der Merwe is able to fill the table of 16 people 4.1.6 Kelly Williams is able to fill the table of 10 people 4.2. Secretary’s Day 4.2.1 All went well and the IAAP Chapter will definitely keep it on the calendar for 2012 4.2.2 Lorna Roets suggested we take a look at the Chef’s Table at the Crown Plaza for 2012’s event 4.2.3 Keep the celebration as a breakfast and as cheap as possible, as most companies will not pay. 4.3. EFAM Montreal 2011 4.3.1 Not much new information. 4.3.2 The EFAM will take place 22-25 July 2012 at the Gaylord Resort in Texas. 4.3.3 To assist with the cost, Dawn is doing a test run on a Global Business Protocol at the Exxaro Secretary’s Day on 16 November 2011. She will then offer it as a half day course. All proceeds of this course will go to the EFAM Fund
Lee Chapman
Dawn Williams
4.4. Mentorship Programme 4.4.1 Dawn, Esmé and Lee have taken turns to speak at Colleges. They were given a list of what they were to speak about
2
4.4.2
4.4.3 4.4.4
First time Lee spoke, no one asked questions or spoke in her session. Her second and third session was considerably better Esmé and Dawn also spoke at their respective colleges and all went well All Chapter Members are invited to volunteer their time to speak to the students.
All Chapter Memebers
5. Membership Update 5.1. We currently have 29 Members with 2 member applications pending. 5.2. Namagadi Dikoko and Tania Marneweck are coming up for renewal 5.3. Would like to look into using Skype to have coastal delegates join in at the meetings and also to allow Annelise Leopard to join in and keep up to date with everything happening in South Africa 6. Member of Excellence 6.1 The member of excellence programme was explained to all members. 6.2 Kelly gave each member a list of the criteria and each point was discussed by all members 7. Library 7.1. Dawn drafted a list of all the books available from the Chapter’s Mobile Library. 7.2. R20 a book for 4 weeks – all goes towards the ad hoc costs for the IAAP Meritas Bursary. 7.3. Collect the book at meetings, or get the book couriered at an additional R50 7.4. Chapter members are able to donate or suggest books for the Library 7.5. The List of books to go onto the IAAP Chapter Website
Kelly Williams
8. New Matters 8.1. Business Plans 8.1.1 Until now we did not really know which direction the chapter was going. 8.1.2 The Board of the chapter sat down on a Saturday and completed a Business plan in order to assist the members to know what is going on with the Chapter. 8.1.3 The Board did a SWOT Analysis, project plans for 2012 8.1.4 Esmé encourages other chapter members to get involved, more ideas and more minds will assist in the projects for the chapter 8.2. Webinars 8.2.1 IAAP offers a variety of webinars to the members of IAAP. 29 November: Secretarial Leap to Remarkable 6 December: Whats in it for me 7 December: Getting involved 8.2.2 All the above webinars are for free, however these do not have recertification points 8.2.3 The IAAP Connections which is sent via Email lists the webinars for points as well.
3
9. New Member installation 9.1 Namagadi Dikoko was installed by Esmé van der Merwe
10. Next Meeting The next meeting will be a networking event and will be held on the 17 November 2011, at AdvTech
There being no further business, the meeting was adjourned at 20H00
th
SIGNED IN JOHANNESBURG, SOUTH AFRICA, ON THIS THE 17 November 2011
E VAN DER MERWE PRESIDENT JOHANNEBURG CHAPTER-AT-LARGE SOUTH AFRICA
KA WILLIAMS SECRETARY JOHANNESBURG CHAPTER-AT-LARGE SOUTH AFRICA
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PRESENT
Esmé van der Merwe Lee Chapman Dawn Williams Kelly Williams Namagadi Dikoko Lorna Roets Teresa Cotterell Sharin Richmond Paula Eaton Heather Clayton
(President) (Vice President) (Treasurer) (Secretary) (Member) (Member) (Member) (Special Guest: Brent) (Special Guest: Brent) (Special Guest: Kelly)
APOLOGY
Luleka Petros Susan Jooste
(Member) (Member) Responsibility
1. Welcome The President welcomed everyone to the meeting and gave a special welcome to Namagadi Dikoko 1.1. Apologies The apology of Luleka Petros and Susan Jooste was noted.
Action / Date
Esmé vd Merwe
Kelly Williams
2. Esmé van der Merwe gave more information to the special guests from Brent and Kelly regarding the Special Project 2.1. Part of the mission of the IAAP Johannesburg Chapter at Large is to enhance others through education. 2.2. Lee Chapman is the brain child of the project; she contacted the IIE and already started a mentoring programme. 2.3. IAAP’s slogan for 2001/2012 is making the Leap to Remarkable. 2.4. Esmé van der Merwe wrote a sponsorship letter to Exxaro Resources, AngloGold Ashanti and Kumba Iron Ore. 2.5. When the letter was drafted, Lee Chapman gave it to her boss and AdvTech have given the IAAP Johannesburg Chapter at Large a 30% discount. 2.6. Exxaro and AngloGold Ashanti have agreed to assist us in sending students to Rosebank College to gain a higher certificate in Office Administration. 2.7. We are working to having 30 students over a 10 year period – this way we can make a difference. 2.8. The course is R12 443.00 all inclusive. However the student still needs support with regards to transport, getting clothes for the first interview, Stationary and any ad hoc costs during the year.
1
How do Brent and Kelly want to get involved? 2.9.
2.10.
2.11. 2.12. 2.13.
2.14.
Brent are unable to assist with a financial sponsorship at the moment, but they are able to approach clients to give the students a “hands-on” experience. There was a slight confusion, Brent understood the bursary to be for disabled students, and the Chapter explained that it is for Disadvantaged students. Paula suggested assisting them with a workshop to teach them how to get ready for their first interview. Paula to send a proposal to Esmé Lee explained that Rosebank College screen all the applicants and monitor the children. They also encourage the students to take part in other activities available at the College. Also the College has the skills and resources to assess the applicants Heather from Kelly explained that she was brought in at last minute, but they are interested in increasing their CSR programme by finding something sustainable to support. She is very interested in the Special Project.
3. Minutes of previous meeting 3.1. Take Corrie Fourie and Terry Naven off the list for Apologies
Esmé vd Merwe
Kelly Williams
4. Matters arising from previous minutes 4.1. Barnyard Fundraiser 4.1.1 Sent details through to everyone. The function is taking place on 6 November at Menlyn Shopping Centre. 4.1.2 Currently we have 23 Tickets sold. Need to do more advertising. 4.1.3 Namagadi Dikoko cannot attend but would like to pay R150 for a ticket to assist the fundraiser 4.1.4 We have tables for 10, 12, 14, 16. 4.1.5 Esmé van der Merwe is able to fill the table of 16 people 4.1.6 Kelly Williams is able to fill the table of 10 people 4.2. Secretary’s Day 4.2.1 All went well and the IAAP Chapter will definitely keep it on the calendar for 2012 4.2.2 Lorna Roets suggested we take a look at the Chef’s Table at the Crown Plaza for 2012’s event 4.2.3 Keep the celebration as a breakfast and as cheap as possible, as most companies will not pay. 4.3. EFAM Montreal 2011 4.3.1 Not much new information. 4.3.2 The EFAM will take place 22-25 July 2012 at the Gaylord Resort in Texas. 4.3.3 To assist with the cost, Dawn is doing a test run on a Global Business Protocol at the Exxaro Secretary’s Day on 16 November 2011. She will then offer it as a half day course. All proceeds of this course will go to the EFAM Fund
Lee Chapman
Dawn Williams
4.4. Mentorship Programme 4.4.1 Dawn, Esmé and Lee have taken turns to speak at Colleges. They were given a list of what they were to speak about
2
4.4.2
4.4.3 4.4.4
First time Lee spoke, no one asked questions or spoke in her session. Her second and third session was considerably better Esmé and Dawn also spoke at their respective colleges and all went well All Chapter Members are invited to volunteer their time to speak to the students.
All Chapter Memebers
5. Membership Update 5.1. We currently have 29 Members with 2 member applications pending. 5.2. Namagadi Dikoko and Tania Marneweck are coming up for renewal 5.3. Would like to look into using Skype to have coastal delegates join in at the meetings and also to allow Annelise Leopard to join in and keep up to date with everything happening in South Africa 6. Member of Excellence 6.1 The member of excellence programme was explained to all members. 6.2 Kelly gave each member a list of the criteria and each point was discussed by all members 7. Library 7.1. Dawn drafted a list of all the books available from the Chapter’s Mobile Library. 7.2. R20 a book for 4 weeks – all goes towards the ad hoc costs for the IAAP Meritas Bursary. 7.3. Collect the book at meetings, or get the book couriered at an additional R50 7.4. Chapter members are able to donate or suggest books for the Library 7.5. The List of books to go onto the IAAP Chapter Website
Kelly Williams
8. New Matters 8.1. Business Plans 8.1.1 Until now we did not really know which direction the chapter was going. 8.1.2 The Board of the chapter sat down on a Saturday and completed a Business plan in order to assist the members to know what is going on with the Chapter. 8.1.3 The Board did a SWOT Analysis, project plans for 2012 8.1.4 Esmé encourages other chapter members to get involved, more ideas and more minds will assist in the projects for the chapter 8.2. Webinars 8.2.1 IAAP offers a variety of webinars to the members of IAAP. 29 November: Secretarial Leap to Remarkable 6 December: Whats in it for me 7 December: Getting involved 8.2.2 All the above webinars are for free, however these do not have recertification points 8.2.3 The IAAP Connections which is sent via Email lists the webinars for points as well.
3
9. New Member installation 9.1 Namagadi Dikoko was installed by Esmé van der Merwe
10. Next Meeting The next meeting will be a networking event and will be held on the 17 November 2011, at AdvTech
There being no further business, the meeting was adjourned at 20H00
th
SIGNED IN JOHANNESBURG, SOUTH AFRICA, ON THIS THE 17 November 2011
E VAN DER MERWE PRESIDENT JOHANNEBURG CHAPTER-AT-LARGE SOUTH AFRICA
KA WILLIAMS SECRETARY JOHANNESBURG CHAPTER-AT-LARGE SOUTH AFRICA
4
