Minutes of Meeting 23 November 2017

MINUTES OF MEETING OF THE BOARD AND EXCO OF IPTGSA

23RD NOVEMBER 2017

HELD AT MABONENG OPEN OFFICE

 

PRESENT:  PLEASE SEE THE ATTENDANCE REGISTER

 

APPOLOGIES:  PLEASE SEE THE ATTENDANCE REGISTER

OPENING AND WELCOME

Johan welcomed all present.

DISCUSSION OF PREVIOUS MEETING MINUTES

The minutes of the previous meeting, held on 11 May 2017, was perused and accepted

ONGOING MATTERS

The following ongoing matters were discussed:

Membership Badge:      The option of having a Membership Card instead of an actual membership badge was discussed.  It was decided that a membership card will be used.  A lapel pin with just the logo of the Institute will also be available. It will be up to each individual member of the Institute how he or she wants to display these.  Each member will be issued with one lapel pin.  It they lose it a new pin may be purchased from the Institute.

SAQA Registration

Johan informed the meeting about changes that were implemented in the registration process.  The new process is much more streamline than previously.  A workshop that was held by SAQA were attended by Johan and Piet.  As we have submitted documentation before, most of the new requirements are already in place.

It was decided that the Board meets together and get all the documents together again according to the new requirements so that we can submitted all again early January 2018.

It was agreed that this meeting will take place on Monday 11th December at the office in Maboneng.  Panel interviews will be set up for the same day.

Cape Town Activity:  Sam reported back on the panel interviews and road show that took place in Cape Town.  Only a few guides made use of the opportunity to attend the road show and find out more about the benefits of being a member of the institute.  It is noticed that there seem to be a lot of negativity displayed by Cape based guides towards the Institute.  It is noted that once guides Cape Town based guides start seeing benefits members have, they will be more positive.

IMPORTANT MATTERS:

Road Shows

The following roads shows must be arranged for 2018:

  • Knysna
  • Mpumalanga
  • KwaZulu-Natal
  • Soweto (January)
  • Port Elizabeth

Cape Town Panel Interviews

The current Cape Town members will be requested to start with panel interviews in Cape Town.  Johan might go to Cape Town for first panel interview.

Tourist Guide Indaba 2018

This takes place in four months from now.  A notification was placed on the Website, but no final detail was included.

The Indaba takes place in April – and we have booked for the 19th of April.  This is the middle day of the World Travel Market.  The venue is costing R30 000.

JJ from Cape Town provided an accommodation package for interested guides.

A discussed took place regarding the placement of an advert in Travel News to market this event. 

AD CAMPAIGN

It is agreed that we will use Travel News for Ad campaigns. They place adds on their website and send out around 30 000 emails per day.  It was agreed that Johan must proceed with this.  Members can contribute the monthly fee of R5 000 upfront, which money will be paid back to them when funds become available.

Sam informed the meeting that he pledges R5 000 for the first month.

Board members are requested to try and get 1 new member per month to fund the ad campaigns.

It is agreed that a roadshow will form part of the meeting on 11 December.  The day will commence with the road show, thereafter panel interviews and end with board members working on SAQA submission documents.  Cape Town members will also be invited.

Tourist Guide Rating App

It was decided that Johan must proceed with arranging the design of a Tourist Guide Rating App.  The app will be loaded onto the member’s cell phone.  At the end of the tour, he or she can activate the app and send the phone around for the pax to submit their rating.

The app will consist of not more than 5 questions, and the pax will just have to select the appropriate icon to submit their rating.  The information will be recorded and at the end of the year, a guide of the year can be selected based purely on the ratings received from their guests.

The following questions will be asked.

  • Was the guide dressed appropriate and presentable?
  • Rate the guides overall attitude during the tour.
  • Was the tour managed effectively?
  • Rate the knowledge of the guide.
  • Rate your overall tour experience.

NEW ITEMS

Fanie addressed the matter of board members not attending any meetings.  He wanted to know if they can be replaced.  Johan informed the meeting of the repercussions such changes will have at this stage, seeing that we are still in the process of registering the Institute.  It was agreed that Fanie will, at this stage, tactfully request these members to attend meetings.

Piet brought up the state of ablution facilities on the Panorama Route.  As we cannot really demand anything, it was suggested that members just keep on lodging complaints to the relevant tourism department in Mpumalanga.

CLOSING

The meeting was adjourned at 12:15 and the board proceeded with 4 scheduled panel interviews.  The following 4 guides were interviewed:  Dries de Bruyn, Willie Hall, Holly Galt and Hansje Botes.