Brooklyn Medpark, 1148 Jan Shoba Street,

Brooklyn, Pretoria 0001

Tel: 012 346 4430

E-mail: admin@eapasa .co .za

Website: www.eapasa.co.za

P.O Box: 11167, Hatfield, Pretoria 0028

Company re g nu mber: 201000022108

Exec ut i v e Co m mi t t ee: Mr . T inyiko Godfrey Chabalala, Mr. Kel ly Manzin i, Dr. Pravesh Bhoodram, Ms. Th i lo shn i Govender & Mr . Tshifh iwa Mamai la .

ANNUAL GENERAL MEETING

22 September 2016

The Lord Charles Hotel Cape Town

AGM Minutes

Agenda Item Welcoming

President Elect, Thiloshni Govender opened the meeting and welcomed everyone to the AGM. The minutes & agenda of the 2015 AGM have been circulated to all registered members of EAPA SA. The AGM 2016 Agenda was then reviewed.

Board members and Chapter Chairpersons were then introduced. EAPA SA Board Members 2016 President – Mr. Godfrey Chabalala Past President – Mr. Tshifhiwa Mamaila Finance Portfolio – Mr. Kelly Manzini Membership & Chapter Development Portfolio – Dr. Pravesh Bhoodram Marketing Portfolio – Ms. Radhi Vandayar Governance Portfolio – Mr. Issac Koto Stakeholder Relations and Sponsorship Portfolio – Ms. Palesa Mphosi Education Portfolio – Mr. Joe Makasane Conference Portfolio – Ms. Bernedette Roberson Western Cape Chapter – Mr. Patrick Egan Free State Chapter – Mr. Jimmy Lenong Nelson Mandela Bay Chapter – Ms. Charmaine Oosthuizen Ikhala Chapter – Ms. Bridgette Cain Egoli Chapter – Ms. Andiswa Lefakane Limpopo Chapter – Ms. Gladys Chuene Jacaranda Chapter – Mr. Rivalani Mkansi Kwa Zulu Natal Chapter – Mr. Mzwandile Gumede

Approval of the minutes of the 2016 AGM Spelling error on page of the minutes. Delegate to advise on the correct spelling after the meeting.

Exec ut i v e Co m mi t t ee: Mr . T inyiko Godfrey Chabalala, Mr. Kel ly Manzin i, Dr. Pravesh Bhoodram, Ms. Th i lo shn i Govender & Mr . Tshifh iwa Mamai la .

Minutes were adopted by Mr. Jimmy Lenong (Free State) and seconded by Mr. Joe Makasane (Education).

Annual Report presented by the President: Mr. TG Chabalala Introductory Remarks

• Adele Naidoo the new Office Manager and Janine Naidoo the new Office Administrator were introduced to the meeting.

• The annual report was structured according to the various Board Portfolios and the Chapters whose challenges and key achievements will be presented.

• A word of appreciation was shared for the employers’ / family members who have been so patient and generous with each of the Board Members time, releasing them from their duties to attend to Board activities.

Portfolio Reports Presidents and President- Elect Report

• A strategic planning session was held at in January to review Board performance and finalize the annual Operational Plan for Chapters and Portfolios. This document is available on the website.

• The four strategic areas include, Statutory Status, Organizational Sustainability, Governance and Stakeholder Management.

• Managed registration with EAPA International and renewed minimum membership required.

• Managed registration with SAQA and ensured compliance in all required areas.

• 45 professional designations awarded and successfully uploaded to NLRD but there is still a huge gap between membership and professional designation.

• Managed CPD application processes with SACSSP and HPCSA for the conference and supported Chapter to apply for CPD.

• Most activities at local Chapter level provide CPD points. • Chapter visits have been completed in NMB, Ikhala, FS and

Limpopo. • Continuous engagements held with Stakeholders including:

DPSA, SAQA, SACSSP, SALGA and various sponsors • Provided Portfolio and Chapter support.

Immediate Past President

Exec ut i v e Co m mi t t ee: Mr . T inyiko Godfrey Chabalala, Mr. Kel ly Manzin i, Dr. Pravesh Bhoodram, Ms. Th i lo shn i Govender & Mr . Tshifh iwa Mamai la .

• Pan African Conference to be held in Kenya in 2017, main

challenge is to register themselves as a branch with EAPA International.

• Current balance of project funds: R 21556.67 so the project would need to scale down on the number of countries we are focusing on.

• Participation in EAPA International and support provided to Nigeria and UK Branch.

Membership and Chapter Development

• supported Chapters to achieve 100% compliance with EAPA SA governance and alignment to its strategic goals and priorities.

• Focus in 2016 on 2 emerging chapters, Mpumalanga and North West and to support the re-launch of NMB, KZN, Ikhala as well as Jacaranda Chapters.

• Merged the application process of membership with professional designations and exploring automation of the system.

• Chapter accounts have been migrated to FNB moving toward joint accounting and reporting. Board will have viewing access only to support Chapters good financial governance.

Marketing Portfolios

• Website has been redesigned and multiple social media channels created for members to interact

• Exploring automating membership applications. • Marketing Strategy and Branding guide for the board has been

finalized. • Member only portal created • Content development for members only newsletter. • EAPA – SA members encouraged to join our social media

pages, FB, Linkedin, Twitter and watch local platforms. Conference

• Conference attendance has been increasing year on year. • Board has renewed contract with Enov8 based on cost and

excellent quality of service.

Exec ut i v e Co m mi t t ee: Mr . T inyiko Godfrey Chabalala, Mr. Kel ly Manzin i, Dr. Pravesh Bhoodram, Ms. Th i lo shn i Govender & Mr . Tshifh iwa Mamai la .

• The conference evaluation forms greatly assist in improving event management and speakers.

• Hosted Chapter mini – conference as a build-up towards the main event.

• Suggestions from the previous year were then reviewed. Sponsorship and Stakeholder Relations

• Significant contribution from sponsors and partners was acknowledged.

• There has been a greater ROI for our partners in terms of their involvement in chapter activities.

• First stakeholder breakfast was held on the 10th of August 2016 in order to thank our sponsors.

• EAPA SA sponsorship prospectus has been developed and distributed to all potential sponsors for the conference.

Education

• Commissioned a study through the University of Pretoria to outline our history and progress.

• Provided support to students conducting research studies through the Universities.

• Developed various documents such as induction manual for Board Members.

• Developed the RPL Policy and CPD Policy. Governance

• Updated the EAPA-SA Constitution and captured inputs from the 2015 AGM which were raised under section: 6.1

• EAPA-SA By-laws have been updated and submitted to EAPA-International for compliance.

• The newly revised 2015 EAPA-SA Standards and Ethics has been distributed to members at local chapters.

• Draft HR Policy is being developed • Election Process was presented as follows:

Activity Timeline Announcement and opening of nominations

15 September 2016

Exec ut i v e Co m mi t t ee: Mr . T inyiko Godfrey Chabalala, Mr. Kel ly Manzin i, Dr. Pravesh Bhoodram, Ms. Th i lo shn i Govender & Mr . Tshifh iwa Mamai la .

Closing date for submission of nominations

15 February 2017

Announcement of candidates / nominees 15 April 2017 Finalisation and preparation of the ballot paper

September 2017 5 days prior AGM

Voting during the AGM September 2017

• The President identified the following issues that need further deliberation by the Board and may have constitutional implications:

1. Section 2.1.1: Board Composition – reflecting portfolios which may be amended as circumstances demand

2. Section 2.1.1.5: Legislative powers –a comprehensive clarification on EAPA-SA legislative powers

3. Section,3.1.2: Chapter eligibility – looking at Chapter sub-branches

4. Section 4.1. Membership – issue of international members wanting membership with EAPA-SA

5. Incorporation of the Professional Designations Chapter Reports Free State

• Recruited 11 new members • They have a targeted membership drive to ensure goals are

achieved. • Introduced a satellite Chapter to accommodate members

travelling from far. • June 16 fun run has generated R 21 980 from ticket sales. • Sponsorship value has exceeded the target. • Released two newsletters. • Current balance R 18 770.39 plowed back into members.

Egoli

• Recruited 6 new members. • Fundraising projects generated R 1820.00

Exec ut i v e Co m mi t t ee: Mr . T inyiko Godfrey Chabalala, Mr. Kel ly Manzin i, Dr. Pravesh Bhoodram, Ms. Th i lo shn i Govender & Mr . Tshifh iwa Mamai la .

• R 16202.00 was received in sponsorships • Sponsorships received in kind and cash from Sanlam & Old

Mutual. • EAPA SA standards were presented to Wits social work 4th year

students – 24 attended. • Hosted developmental seminars in July. • Closing balance R 5914.43.

KZN

• KZN constitution has been approved. • 2 quarterly newsletters have been produced with a third on the

way. • EAPA SA activities have been discussed with Provincial

structures. • Established good relations with Elim clinic. • KZN mini conference was a great success. • CSI project planned to host a Heritage Day. • Closing balance: R 78 887.05.

Ikhala Chapter

• 3 new memberships were confirmed. • Hosted a Developmental Seminar. • Secured radio advertising during the seminar. • Sponsorships of R 10662 received. • Closing balance R 92937.93.

Limpopo

• 85% of operational plan has been achieved. • Membership recruitment drive resulted in 12 new members

joining. • Launched a sub chapter at the Vhembe district to

accommodate members travelling from far. • Sponsorships of R 46 670.00 received. • Closing balance R 41729.56.

Western Cape

Exec ut i v e Co m mi t t ee: Mr . T inyiko Godfrey Chabalala, Mr. Kel ly Manzin i, Dr. Pravesh Bhoodram, Ms. Th i lo shn i Govender & Mr . Tshifh iwa Mamai la .

• Increased response to communication, monthly

newsletters/invites reaches 120 addresses. • Sponsorships received in cash and kind amounting to R 7000. • Closing balance R 34074.91.

Nelson Mandela Bay

• Implemented member welcome packs. • New member targets have been attained. • Closing balance R11037.10.

Jacaranda

• The Board took control of the flailing Chapter and appointed a task team to revive it – an interim committee was established

• A database has been developed consisting of EAP professionals/ practitioners.

• 6 new membership applications were being processed. • Closing balance R 69 615.23.

Summary at Chapter Level

• Conference numbers not translating to Chapter participation. • Poor handover systems at Chapter level. • Capacity of members to execute duties. • Discount for EAP’s in private practice – 15% discount only on

conference registration fees. International Announcements

• EAPA International conference 2016 will be held in Chicago from the 31st October to the 3rd of November.

• Conference theme: “EAP: Soaring on the wind of change” • The new CEO has been appointed: Mr. Gregory DeLapp.

Financial Report The Finance Portfolio Head (Mr. Kelly Manzini) advised that the current auditors are Marias Du Plessis and that a very stringent audit process was followed by reviewing all the expenditure made on the account.

Exec ut i v e Co m mi t t ee: Mr . T inyiko Godfrey Chabalala, Mr. Kel ly Manzin i, Dr. Pravesh Bhoodram, Ms. Th i lo shn i Govender & Mr . Tshifh iwa Mamai la .

• Reviewed the balance sheet with a comparison of 2014 vs 2015

spend. • Profit grew at 400%. • Invested money in new resources. • As an association EAPA SA has reduced our cost of sales. • Mindful that we cannot hike the conference fees. • Sustainable and balance financial report. • Full report can be found on our website.

Victor Letuka moved to accept the financials and Gladys Chuene seconded. EAPA SA is now selling advertising space on the website. The President Elect thanked everyone for attending and closed the meeting.