Secretary's Minutes of a Meeting that followed the formal formation of UBPA

NOTE: This is a Members only domain



This Meeting was held on the 13th of October 2007 at UJ. These minutes should be seen as part of the intense deliberative process that the founders of UBPA embarked on before formally establishing UBPA.



Adoption of the proposed agenda took place

Apologies from absent members and reasons furnished:


§ Themba Dladla (was teaching)
§ Sabelo Hadebe (lousy timing
§ Simphiwe Ngwenya (lousy timing)
§ Siphamandla Ntshangase (no knowledge about the meeting)
§ Nesta Mabuza (away)
§ Thando Mlambo (family matters
§ Innocent Mlambo (family matters
§ Nozipho Khumalo (inconvenient time)

Discussion based on the previous meeting
Core / heart aspects of the organisation
Vision
Mission
Values

The position of the organisation


1.1 Vision: uplift and nurture. (Problems and Possible Solutions)

What prohibited the actualisation of this vision?
Extremely ineffective communication (Problem)
Decaying discipline among the members (problem)


Possible solutions:
With regards to communication:
Members are strongly urged to al least twice a weak view their mailboxes.
They are urged to use smses as alternatives.
With respect to discipline:
The need for the establishment of the rules and or code of conduct was perceived as crucial as the backbone of the organisation.
Separation of an individual from a member
Watchdog

1.2 Vision: Cultivating motivated individuals. (Problems and Possible Solutions)

What is the problem?
Members need to earn their positions (they lack motivation themselves), they therefore need incentives that will keep them industrious.


Need for conducting research was witnessed (for motivation purpose)

Mission:
Scouts any member who happens to be available at Wakkerstroom
Home as an office run by Lindo
Advertisement of the organisation through collaboration with the schools (co-operation with schools (primary / secondary).
Few members went to the public, but could not and did not scout “because of the shortage of time”
Fezeka spoke to Nhlanhla and Lindo and got no clear response relating to the organisation’s mission.

Proposed solutions with respect to these problems.
Redefining scouts as one of the mission
Revisitation of the organisation’s relationship with the school

The values of the organisation
Commitment
Punctuality
Respect
Excellence
Leadership

Introduction of all portfolios:
Education
HIV/AIDS
Culture and Religion
Politics and Economics
Motivation
Sports and recreation
Entertainment

Distance travelled by the portfolios’ responsible:


Education feedback: school level part was partially achieved (matric aided)
HIV/AIDS: no distance travelled yet


Collaboration proposed with respect to the suggested impending AIDS day event.


Motivation: no distance travelled yet; Thulani motivated grade 12s about punctuality.
Entertainment: no feedback


Politics and Economics: no distance travelled yet


Sports and recreation: newly proposed


Culture and religion: no distance travelled yet

Operation June: feedback by Sihle; partial success, interruption intervened (school level)
Organisation focused largely on Education (school level) overlooking all the other important aspects.
Lack of personnel/ staff or specialists (contrasting to the partial success)

State of the organisation as a whole


By Secretary BL Mtambo: stagnant
State of the organisation on the ground
By chairperson F Nkwanyana: entry point noticeable, but nothing really auspicious
Thus, need for a review of the state of the organisation on the ground comes to being

Way forward


By chairperson TG Nkosi: restructuring of the whole organisation is needed
All the members present at this time agreed that the organisation need to dissolve and resurrect with effectiveness and productivity.
The members will have to voluntarily rejoin after having read, understood and accepted the newly established rules and or code of conduct

Suggestions of the name of the organisation from all the members via e-mail
Mentorship programme: “Training the tree while it is young” mentoring the young ones from primary school level
Establishment of Digital Electronic route I terms of advertising the organisation to the public and seeking it’s attention and interest. (Website)
Establishment of branches within the organisation according to various campuses
Recruiting new learners from the public for the expansion of the branches (fresh students)

Proposed matters

More prospective members
Computer laboratories for the public at large
Electronic devices for the smooth operation on the organisation’s party (for presentation, officework and other activities.)
Appealing for sponsors for financial support in numerous various respects



Compiled by:

Bongani Mntambo, Secretary General, UBPA

Assisted by:

Thulani Nkosi, Chairperson, UBPA