Ghalib
MINUTES
PLANNING COMMITTEE (PlanComm) MEETING
Held at UCT Sports Centre on 24 February 2007
Present: Bruce Alleman: FishHoek
Saud Anderson, Bryan McMahon:
Apologies: Etienne Venter Stellenbosch
1. WESTERN CAPE PROGRAMME 2007 AND ADMINISTRATION
· The 2007
· In response to a query from the AFSA Technical Committee regarding the frequency of gradings in the Western Cape, it was accepted that we retain the opportunity to grade every 2 months but that the responsibility rested with the instructor to ensure that aikidoists wanting to grade were at a sufficient level of proficiency to warrant them trying out. That there were opportunities to grade did not mean that people would automatically grade or pass. It might also be that at a month-end session no-one would grade because no-one was ready.
· Bruce noted that Fish Hoek dojo had secured new premises at the Catholic Church in
Tuesday & Thursday 18h30 – 20h30
· Given their new venue, Fish Hoek dojo would host the month-end session on Thursday 20 September 2007.
2. FINALISATION – GUENTER HECK SENSEI
· The Seminar was proceeding as advertised. UCT put a request to the other dojos to encourage as many of their students to attend.
3. AFSA 30TH ANNIVERSARY CELEBRATION
3 .0 WC planning committee
· Brent Smith was in attendance to discuss the stand-alone website for the event.
· Bruce also suggested drawing Owen onto PlanComm.
· A record of the discussions of PlanComm can be found at afsa30plan.blogspot.com.
3.1 Event look and feel
o The theme “together under African skies” was adopted as the proposed event theme, linking into the rainbow/diversity feel of our country and connecting the principles of aikido with the values of ubuntu.
o No decision yet about appointing an event organizer and advertising agency. The current feeling is that where specific outside expertise is required, we would approach relevant professionals. There was currently enough goodwill and capacity on PlanComm to proceed..
o Ghalib had drafted an email for distribution to all aikidoists asking for input into the logo design process and for contributions to other aspects oft the event. Corrie has been asked to send out the invitation. Closing date for submissions on the logo is March 10, 2007. Since Lisa had already come up with a draft logo, all contributions would be collated and forwarded to her.
3.2 Venue
· At a special AFSA meeting held at the Malonjeni Bush Camp on the weekend of 16-18 February 2007 it was decided that UCT would be the venue for the event. The alternative venue, the Velodrome, had lost out by a whisker primarily because of its imposing size.
3.3 UCT Venue
· Cost structure for 3 mat areas: R2,000 per day (deposit required)
· Currently pursuing accommodation options on and around main Rondebosch campus. Costing for on-campus accommodation would be around R160 pppns B&B. Accommodation around Rondebosch ranged from R200 – R800 pppns. We should explore the possibility of concluding special deals with various guest houses (Action: Ghalib/Regina)
Some issues to explore i.r.o the venue are:
· Separate changing facilities for senior instructors;
- try for one mat with the possibility of splitting into 2 areas. Possibly utilizing Hall 1 and half of Hall 2. One mat might mean shorter sessions with different instructors. Final configuration would be decided closer to the time, once finality is reached on who is coming;
· Utilising Hall 3 as an exhibition and administration centre
· availability of the Sports Injuries Clinic;
· availability of the
· explore with Judo SA the use of their mats (Action: Elroy/ Colin);
· explore the making of tatami (Action: Ghalib/
· Create one uniform look i.t.o the mats. UCT, Fish Hoek and Paarl mats would be available. Also John would be prepared to supply his mats;
· Security – Ghalib to discuss arrangements with John Tunstall of UCT Campus Security;
· Emergency generators in case of power failures may be an issue although training times suggest that we won’t be in the dark should there be a power failure.
· Audio-visual equipment – Ghalib to speak to UCT AVS; Elroy to explore costs of hiring AV equipment. Large screen for Embukai but NOT during training.
· Ghalib to send the PowerPoint™ presentation to Brent for inclusion on the Website.
· Get finality on UCT accommodation after the VacAcc committee of Student Housing meets (Ghalib)
3.5 Budget issues, constraints and cost management
· Current budget provision of R50 000 AFSA funds and R100 000 lotto funds.
· Income from mat fees and external sponsorships will be important.
· Agree method of fund access for cost management with AFSA. (Action: Elroy)
3.6 Potential seminar cost (per person)
· This is estimated at ± R1000 per person
· Add-ins:
o Accommodation – R160 –R 800 pn
o Final Dinner at Moyo at Spier +/- R200/head. The suggestion is to include this cost in the seminar cost. A further suggestion is for AFSA to subsidise wholly or in part this cost for local participants.
o Subsistence (dinner and transport throughout the week)
3.7 Confirmation of attending instructors
The following official instructors are confirmed:
· Fujimoto Shihan (7th dan);
· Cottier Shihan (7th dan);
· Minegishi sensei (6th dan);
· Martuffi sensei (5th dan);
· Hombu: Doshu unlikely, but an official representative will attend. Elroy to confirm arrangements with Hombu during his business visit to
· Other instructors of at least 6th dan status also expected.
· We await further details.
3.8 National and WC marketing initiatives
· AFSA prospectus/profile: This document to serve as AFSA introduction to public and private institutions. (Action: Elroy/Bruce)
· An AFSA presentation should also be compiled. (Action: Elroy)
· Leaflets (design, print and distribution) – ad agency (Action: Elroy/Regina/Saud)
· Television (before and during). SABC warriors and etv. Also contact Dieter Göttert (082 363 8685) who made 25th anniversary footage. (Action: Elroy/Regina/Etienne)
· Newspapers and magazine articles (Action: All)
· The event to have a dedicated website. Discuss with AFSA. WC can design and administer (Action: Bryan/Ricco)
3.9 Sponsorships - corporations and institutions
· Initiatives to secure external funding will be very important.
· AFSA to make available a formal letter to the committee to request sponsorship/involvement from institutions. Current suggestions are:
o TotalGaz – Bryan
o The Premier’s office – Ghalib
o Dept of Transport - Ghalib
o Mitsubishi – Elroy
o Medichem – Etienne ?
o Komatsu - Elroy
o Shoprite/Checkers – Bruce
o Pioneer Foods – Elroy (product)
o Japanese Embassy – Paul De Beer
o
o City of
o KWV – Elroy (product)
o AFSA on national level
o Other suggestions to be forwarded to Elroy
· Saud volunteered to help co-ordinate this function, which would include advertising.
3.10 Kids involvement
The involvement of kids to be limited to the Embukai. Kids from Paarl dojo and the Lotto sponsored Klapmuts school project will provide ± 50 kids, also adding to the important diversity element on the mat.(Action: Elroy)
3.11 Honorary guests
· Japanese embassy
· Mayor
· Lotto
· Local authorities
Letters of invitation to be issued early. (Action: Elroy)
3.12 Event programme and content
· It is likely that the programme will need to be changed at a very late stage to accommodate more senior teachers.
· A programme and content coordinator to be appointed.
· Overall Programme:
| Tue 27 | Wed 28 | Thu 29 | Fri 30 | Sat 01 | Sun 02 |
| | Mini-Opening Keiko | Keiko | Day Off | Keiko | Keiko Closing Ceremony |
| | Keiko | Keiko | Sightseeing | Embukai | |
| Opening Event & Social | | | | Dinner: Moyo, Spier | |
· Proposed Times:
Keiko 1 10h00 -13h00
Keiko 2 15h00 – 18h00
· Opening/Welcoming Ceremony
o There was a fair amount of discussion about the format of the opening event. It was agreed that the purpose of the opening event would be to create a sense of community & togetherness in line with the theme. It would also be the most appropriate place at which the speeches by dignitaries would be made (if done on the morning of the first day it might eat into training time).
o There was some difference of opinion on whether the event should be purely social (centred around a meal/snacks and drinks) or whether it should be more formal with possibly a demonstration by the Chief Instructor and/or some training by delegates.
o There was also a fair degree of consensus that a separate dinner for the VIPs could be arranged, although this would not be linked to the opening event.
· Embukai:
o Elroy to take responsibility for project managing the Embukai.
o Will take place on Saturday 01 December 2007 in the Afternoon. (Any linkages to be made with World AIDS day?)
o Regional demonstrations building up to the senior instructors’ demonstrations
o 7-10 instructors:- 5-10 minute demonstrations
o Sensei Martufi had been quite clear about the principle that this was an aikido event and an AFSA event. Therefore no demonstrations by non-aikido martial arts or non-affiliated aikido schools.
o How to advertise the Embukai would require further attention.
· Closing Dinner:
o Moyo, Spier
o Cost to be included in the training fee
o AFSA to subsidise the dinner for local participants?
3.13 Website
· Url: www.Aikido30years.co.za
· Brent Smith will register the domain name on Monday and will be the webmaster.
· The website should reflect in its design the theme of “together under African skies”
· Anyone with input can email Brent at: Brent.Smith@capetown.gov.za
· As a template for the design, the committee looked at the similar goju-ryu celebration site www.goju-ryu.co.za
· Elroy would email the provisional logo to Brent.
· PlanComm expressed a preference for an online registration capability, although this would increase the cost of the website. Registration forms & details for registering would have to be fleshed out.
· Information for the website:
o Background on AFSA
o Background on event
o Registration Forms & registration procedure
o Sightseeing packages
o Accommodation options
o Estimated budget for participant
o Links to local dojos
o Central email for queries (communications officer needed)
o FAQ
3.14 Logistics/operational
· Spokesperson (welcoming and announcements) – Ghalib/Elroy;
· General information sheet/pack about
· Sound system;
· Airport desk;
· Venue material;
· Interpreters (Japanese/Italian to English);
· Shuttle service (from/to airport);
· Transport/arrangements between venue and residence;
· Volunteers (school kids?);
· Mat cleaning/preparation schedule;
· Medics/physio services; and
· Refreshments.
These issues to be discussed during next meetings.
3.15Entertainment
· Packages for sightseeing on open day and during event (Robben island, Table mountain, peninsula, Winelands, Cape Point etc) (Action: Elroy/Ghalib)
· VIPs dinner (suggest Bloemendal wine estate) (Action: Elroy)
· Main social event: Moyo, Spier (Action: Elroy)
· Other lunch / dinner / social arrangements (Action: Etienne/ Bryan)
3.16Gifts/memorabilia
· Each attending member to receive a memorable gift/package of the event (Action: All)
· Event t-shirt (Action:
· Ghalib to investigate ceramic Africa/Japanese gifts (consider transport by aircraft)
· Suggestions to
3.17Administration and registration
· Registration point at venue
· Lizinda and Vanessa to assist Corrie
· Computer / printing / faxing / emails / internet facilities
3.18Publication & Exhibition
· At the Instructors’ course the suggestion for a publication commemorating the 30 years of AFSA’s existence was raised.
· Ghalib had agreed to co-ordinate this function
· Proposed structure of the publication:
o The First Decade
o The Second Decade
o The Third Decade
o Who are we now?
o What does the future hold?
· Suggested sources for information: Martine, Bruce, Elroy, Paul de Beer’s CD & godan recommendation
· Interviews with Paul, Fritz etc.
· Also an exhibition showcasing AFSA’s history and current clubs. Primarily in Hall 3 and in walkways for the Embukai.
3.19Fundraising & Sponsorship
· Everyone to look at their own networks and send ideas through to Elroy.
· Some sponsors mentioned were:
o Energy drinks manufacturers (Coca-Cola, USN, Muscle Science)
o Pioneer Foods
o Avis for shuttle transport
· We should consider having real Japanese tatami for the main mat. AFSA to consider and/or Japanese embassy. (Action: Elroy)
Next Meeting:
There would be time on the Seminar weekend to touch base and decide on the next (full) meeting.
