Executive Feedback – August 2018

2018-08-20 Sizwe Nkosi (PLFA) Member Communications 0
Sizwe Nkosi

BACKGROUND

The PLFA Executive Committee met on the 19th of August and deliberated on a wide range of issues affecting the organisation, and made some important decisions.

The Executive Committee welcomes the new members who were elected during the Extra-ordinary Congress which took place a day before (18 August 2018), Mr. Bushy Makgopa (Head of Referees); and Mr. Jabu Lonwabo (Head of Football).

The following members were not present:

  • Mohlabeng (Secretary) as he was on duty as the Electoral Officer at the Mamelodi Local Football Association elective Congress;
  • Nkabinde (Vice-Secretary) who was on duty;
  • Motala (Head of Coaches) who was on duty;
  • Lehlabi (3rd Vice-Chairperson) who was resting from a hectic day before.

The quorum was met, although this was a postponed meeting, and did not need to achieve the quorum.

Finally, the Executive Committee is proud to note that one of our own, Mr. Setumo Kgotyane (1st Vice-Chairperson) has won a prestige award at his workplace of being the best financial advisor, and has won a trip to Brazil with his wife. He will depart on the 29th of August. We will him a safe trip, some real relaxation, and enjoyment of the travelling experience.

GENERAL ISSUES

 Performance Management Framework

  • The Chairperson noted that members of the committee still have not submitted their monthly reports. Previously there was a query from some of the members of the committee that they cannot be made to sign Performance Agreements with the Chairperson as they have been elected by the Congress, just like the Chairperson. So the view is that each individual member of the Committee is accountable to the Congress, and not to the Chairperson. This assertion was also fueled by the lack of Constitutional reference to the Performance Management Framework, where the Chairperson is the principal officer and other members are sub-ordinate members.
  • The meeting agreed that the Chairperson indeed must take accountability of the performance of the Executive Committee in-between Congresses. A framework needs to be implemented where the performance of the members will be agreed upon and adopted. The difference will be that members will no longer be required to sign individual Performance Agreements, but instead, will go through the Performance Framework and Pact and approve it together, after which each member’s performance will then be measured according to the performance targets there-in. This is supported by the following Articles, which form part of the Powers of the Executive Committee:

28.11.    shall approve regulations stipulating how PLFA shall be organised internally;

28.12.    shall ensure that the Constitution, Regulations, Rules and Directives are applied and adopt the executive arrangements required for their application;

28.13.    may dismiss a person or body or suspend a Member of PLFA provisionally until the next Congress;

28.15.    may recommend the expulsion of a person or body of a Member of PLFA to the Congress;

31.6.      Any additional powers of the Chairperson shall be contained in the internal organisation regulations of PLFA:

  • Each committee member present agreed that there is a need for continued Executive Reports per office. These will be delivered from the 2nd of September and going forward.

 

The Executive Committee Workshop

  • The committee expressed frustrations on the expectation of the outputs in the tasks, activities and generally performance, that the expectations themselves may not be aligned between those who perform, and those who consume. It was then agreed that a Workshop to be attended by all Executive Committee members, to be facilitated by the Chairperson, be held. This workshop will be held as follows:

Date:             26 August 2018

Venue:          To Be Announced

Time:            14h00 to 17h00

Items:           Administration

                       Communication (Internal and External Stakeholders)

                       Performance Management Framework

Executive Reports per Office

 

 SAFA Tshwane Issues

  • SAFA Tshwane will be having an Extra-Ordinary Congress on the 8th of September 2018. There is a feeling that some within SAFA Tshwane want to turn this meeting into a Policy Conference, and yet they have indicated that they are convening this Congress as a result of a request from PLFA. If that is the case, PLFA has listed issues that need attention and yet these issues are not on the Agenda. The Secretary will write yet another letter to include these on the Agenda of the Extra-ordinary Congress.
  • PLFA has written to SAFA Tshwane for them to send the Financial Reports of the region for 2017. The Treasurer responded to the request through an email, basically pushing back. However, his response was his personal view on the PLFAs request, and PLFA is still awaiting the region’s response. The Secretary will also write to clear the confusion, and to highlight that the request from PLFA was addressed to the EXCO, and the EXCO must respond through proper protocols.
  • PLFA will convene on the 2nd of September in preparation of the SAFA Tshwane Extra-ordinary Congress. The Secretary will invite all interested parties to attend.

FOOTBALL FACILITIES AND STAKEHOLDER MANAGEMENT

Football Facilities

  • The Office – PLFA has met with Director Tshepo Rakgahla at Sammy Marks Square to discuss the escalation relating to the provision of the office at Lucas Moripe Stadium to PLFA. He has done some due diligence on the matter and has indicated that he needs to meet again, this time with the Region 3 colleagues to ensure that the facts about our request and processes followed are correct. We expect that after this process there will be solutions and decisions made.
  • Request for Use of Facilities by our Affiliates – The position in terms of dealing with the requests for the use of facilities has been clarified. Our affiliates must make a request through the Head of Leagues and Competitions because their activities must also be approved from the Rules perspective. Provided that the use is not in relation with tournaments / competitions, the Head of Leagues and Competitions will approve or decline the request. If he approved the request, he will clear the football schedule to allow for the requested activity to take place.
  • Request for Use Facilities by the Community – Should it NOT be an affiliate, that is, should it be a member of the community requesting the use of the facility, these requests must go through City of Tshwane municipality (zimvob@tshwane.gov.za). The City of Tshwane will then forward the request to the Secretary, who will in-turn forward to the 1st Vice-Chairperson to facilitate. The 1st Vice-Chairperson will consult internally to identify if there is a gap, or if the existing schedule can be amended to accommodate the request. Provided that the use is not in relation with tournaments / competitions, the 1st Vice-Chairperson will approve or decline the request and then respond back to the City of Tshwane. The overriding principle is that the association will not unreasonably disapprove any request for the use of the facilities by the communities.
  • Alleviation of the Utilisation Pressure at the Mbolekwa Ground – The committee notes that the Football Stakeholders meetings in July and August did not materialise. One of the main requirements from the Stakeholders was to agree on the issue of relieving Mbolekwa Ground from the over-utilisation as a result of training sessions, primarily by SAB League Clubs. The committee decided that we need to get to an era where Mbolekwa Ground is no longer used by any club as a training ground. This is necessarily to preserve the investment on the pitch to last longer and continue to make use of the ground as a flagship ground of the association for the longest time. The 1st Vice-Chairperson will implement lead the implementation of the decisions.

 

Stakeholder Management

  • Football Stakeholder Forum – The committee notes that the Football Stakeholder Forum, which comprises of SAB League Affiliates, ABC Motsepe Affiliates, Associate Members, and Competition Hosts, did not sit in July and August, despite of it being scheduled more the twice. The 1st Chairperson must put a greater effort in getting this forum together between these are the stakeholders within the operations of the association who are not being engaged in any of the standing forums.
  • Affiliation Fees for the SAB League and ABC Motsepe League Affiliates – The committee needs to conclude the fee structure for higher league affiliates. The 1st Vice-Chairperson must lead in finalising these. Once agreed, these will be effective from next season. But time is of the essence and speedy conclusion is necessary.
  • Memorandum of Agreements with Football Partners – The committee decided that there needs to be Memorandum of Agreements with the Football Partners, including LMYD, LMMGG, and Supersport United. The 1st Vice-Chairperson must lead this process with speed. Specifically for LMYD and LMMGG, these must be signed before their December activities commence.
  • Assistance from Supersport United for the 2018 Award Ceremony – The committee decided that a request to Supersport United for the assistance with the ensuing Award Ceremony must go in as early as possible. The request, although addressed to the Marketing Manager, must also copy the Chairman of the club. When sent, it must be sent to them both at the same.
  • Continued Partnership with Supersport United – There is a growing concern amongst the members of the association as to whether the association must continue to partner with Supersport United. Many of these sentiments are fuelled by the perceived arrogance on the part of Supersport United, primarily from its Marketing Manager. The committee understands that if the engagements can be corrected, much can be achieved with Supersport United. The above-mentioned request to Supersport United will however be used as a yard stick as to whether there is arrogance in general from Suportsport United, or such is personalised and can thus be isolated. The Award Ceremony request will be monitored into order to proceed with this activity.

COMMERCIAL AND MARKETING

 Marketing

  • Media Coverage – The committee is pleased that it has been able to secure broadcast slots at Pheli FM Fridays between 16h45 and 17h00 and Mondays between 10h30 and 10h45. These slots are operated by our Secretary and our (new) Head of Referees respectively. Fridays it’s the presentation of the fixture and general football news, and Mondays it’s the match results. The effective of this initiative needs to translate in the football brand growing and people more and more identifying with it. We will evaluate this on ongoing bases.
  • Web Presence – PLFA has implemented a website which compares with the websites of big corporates. It members and the people of Phelindaba as a whole need to be enticed into accessing this website. There are opportunities of revenue through advertising for local businesses if the website can reach the required segments of the various markets. Work still needs to be done to align the site with the relevant segments. The 2nd Vice-Chairperson will lead in this process.
  • The PLFA website is at https://www.plfa.org.za
  • Facebook penetration – PLFA has a Facebook Page which is currently being followed by over 500 people, most of which are from Phelindaba. The Facebook page is at http://www.facebook.com/PhelindabaFA. The association must get all the affiliates, their members and players, and even the parents of the players to follow our Facebook Page. This page will be the orchestrator of PLFA news and happenings and links up with the PLFA Website.
  • Twitter Penetration – PLFA also has a Twitter account which currently has 14 followers, one of them being Dr Zweli Mkhize, the Minister of Co-operate Governance and Traditional Affairs. Much work needs to be done to attract more followers. Our Twitter handle is @PhelindabaLFA, or URL is https://twitter.com/PhelindabaLFA.

 

Fund Raising

  • Gala Event – The preparation are on course for the hosting of the Gala Event on the 27th of October 2018. The venue has been pencil booked, the Concept has been developed, the face of the event has been found (Mark Fish), and the Key Note Address candidate is near securing. The event is currently on zero budget, and thus needing to raise up to R50,000.00 in order to afford the host the event. The fund raising framework is currently finalised. After the meeting of the Commercial and Marketing Advisory Board on the 20th of August, the details on how these funds will be raised, will be finalised.

GOVERNANCE AND MEMBERSHIP AFFAIRS

Disciplinary Matters

  • Interpretation of the Rules – A request was received from one of the affiliates (Pretoria Cardinals) to interpreted the Rules with regards to the registration ages. The Rules say that the footballing season of the association is from February to October, and also say that, for instance, if registering an Under 17 player, such a player must be of the age of 17 or younger, and not growing to the age of 18 within the season. In the affiliate’s case, the players being registered were both growing to be 18 in November and December respectively. Therefore the understanding is that because November and December are period existing out of the season, therefore the players must be registered as Under 17 Players. The committee agrees with this view based on what the Rules say. However, the MySAFA system has been configured according to SAFA Rules, which say that the season is from January to December. Therefore these players cannot be registered on MySAFA as Under 17 Players. So the committee says:
    • let the players be registered as Under 19 players but used in Under 17. This arrangement must only last until the end of the season;
    • let the Rules of the association be amended to mean that the footballing seasons is between January and December;
    • Let all the members who are affected by this anomaly be assisted.
  • Finalisation of the Sabona Chelsea Case from the Previous Season – There is still an outstanding DC matter involving Sabona Chelsea FC and Jakaranda FC Under 19. There was a DC that sat in January 2018 over a matter between Chelsea and Jakaranda, whose outcome was that the two teams must replay. This verdict was not implemented, apparently because Sabona Chelsea indicated then that they will appeal the verdict. This appeal never took place. In the meantime, the prizes for 2018 Under 19 positions 2,3, and 4 were not given because of this very case. As it standards, Young Tigers FC were sitting at position 2, Sabona Chelsea at position 3 and Jakaranda Callies FC at position 4. The committee realises that the verdict is no longer implementable. The 3rd Vice-Chairperson will lead the committee in doing the following:
    • Executive Committee to accept culpability in its inability to implement the DC verdict when it was muted out;
    • Sit all three affected clubs and discuss the alternative solutions in view of the verdict.
    • Finalise the matter before the next Award Ceremony.
  • The Appointment of the DC Chairpersons – The 3rd Vice Chairperson has concluded the recruitment of 3x Disciplinary Chairpersons. These are to be persons with legal experience and qualification and must not be involved in any structure of the association for impartiality. The Vice Chairperson will set up a meeting between the panel of Chairpersons and the Executive Committee for the initiation of the engagement. The Chairpersons are:
    • George Magoma (Advocate);
    • Sydney Makulubane (Advocate); and
    • Tshepo Boikanyo (Advocate)
  • The Recruitment of the DC Case Presenters– The 3rd Vice Chairperson is also in the process of recruiting a panel of 3 Case Presenters. Similarly, these are to be persons with some legal experience. They must have participated in football to understand how football is run, and must not be involved in any structure of the association for impartiality. An advert for this is out and interested persons who qualify are urged to apply.

 

Membership Affairs

  • Annual General Meetings of our Affiliates and Associate Members – The committee decided that the Affiliates and Associate Members must be forced into holding their Annual General Meetings, ensuring that they review their Constitutions, and getting ready for being in Good Standing prior to the next Ordinary Congress. In the past, payment of the Affiliation Fee alone used to be enough to determine whether a member is in good standing or not. Now that the Administration and Communications Policy has been adopted, its stipulation of ‘Good Standing’ requirements will now apply. The 3rd Vice-Chairperson with therefore:
    • write a circular to all Affiliates and Associate Member and request them to set the dates of their AGMs, and invite the association;
    • indicate that the formation of the AGM must comprise of the parents of the players as a council;
    • the the minutes of the proceedings must be submitted to PLFA because these are going to be required to be in ‘Good Standing’,
    • the Constitution must be signed and a copy therefore must be submitted to the association as part of the affiliation process for the new year, and to be in ‘Good Standing’.
  • NPO Registration – Whilst this year there is a push to get affiliates and associate members to structure themselves appropriately and have AGMs, the next season will be the year of getting all our affiliates to be registered as NPOs. 3rd Vice Chairperson will lead with that programme.

FINANCIAL MANAGEMENT

Financial Operations

  • Finance and Procurement Committee – The Treasurer will establish a Finance and Procurement Committee and set up the first meeting which the Chairperson will attend by the 1st of September 2018.
  • Bank Signatories – The bank signatories have been changed. The Chairperson, Secretary and the Treasurer are now the new signatories.
  • Withdrawal of the Money from the Bank Account – A request was made to purchase a toner, and money was withdrawn to given to the Vice-Secretary to purchase such a toner. The committee agreed that money must never be withdrawn again. Expenditure must be either through swiping or EFT.
  • Payment of Referees for August – It is noted that there the process of officiating the matches without paying the Match Officials at the grounds has begun. This is good. The process of collating information of the matches that were not paid must start and be concluded by the Head of Referees by the 25th of August, and the process in the development framework must be followed, and the Referees must be paid by the 31st of August.
  • Payment of Referees for September– Going forward, there must be no Referee who is being paid at the grounds. Head of Referees and Head of Football must make sure of that. Head of Football must produce the block fixture that covers the end of September by the 21st of August. Treasurer must take this fixture and invoice all the fixtured clubs. He must also add the invoicing of the August matches as well. Clubs must be given 30 days to pay the invoices. On the invoice there must be detail of each match being invoiced.
  • Principles in the Payment of Referees – Referees must be paid for the services that they have rendered. This means, there team lists and match reports must have been submitted and must be completed in full. Referees must be paid in time, that is, at the end of each month.

 

Financial Accounting

  • Financial Management System – The Secretary is currently the main operator of the Financial Management System of the association. The Treasurer only accesses this system via his smartphone, which is not a preferred access channel as it is limited. A 3G Router and the Data Card must be collected from Mr. Ntuli and the PCs at the office must be fixed (Chairperson will fix) in order to the Treasurer to be able to work from there. Vice-Secretary will facilitate this.
  • Financial Reports – Next Meeting there must be Financial Reports, including Balance Sheet, Income and Expenditure, Creditors and Debtors, Assets and Inventory. Treasurer must push that this be the case.

REFEREES

Refereeing Structures

  • Establishment of the Referees Structures – The Head of Referees will establish a Referees Forum in accordance with the Rules of the Association. The structure will comprise of the representatives from the Affiliates, and such attendance must be compulsory. After three weeks or, he can appoint a Referees Committee.
  • Implementation of the Post Referee Payment Regime – The Head of Referees will enforce the post payment of Referees with immediate effect.
  • Implementation of the Disciplinary Recommendation – In the matter of Sabona Chelsea FC vs Jakaranda Callies FC, the Disciplinary Chairperson made some valid recommendation that need to be implemented where Referees are concerned. The Head of Referees and the 3rd Vice Chairperson must implement this recommendation.

LEAGUES AND COMPETITIONS

Football Structures

  • Establishment of the Leagues and Competitions Committee– The Head of Football will establish a Leagues and Competitions Committee in accordance with the Rules of the Association. In the meantime, he may use people from the floor to assist with minutes.
  • Leagues and Competitions Forum Meeting– The next Leagues and Competitions Forum meeting will be on Thursday the 23rd of August to accommodate the briefing by the Commercial and Marketing Advisory Board on the hosting of the Gala Event in October, and the role that must be played by the Affiliates.
  • Fixture – The recent fixture is running until the 19th of August. The Head of Football must prepare a new fixture to last to end of September, and such a fixture must be communicated with the Affiliates by the 21st of August.

 

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