MINUTES OF THE OLD DIOCESAN COMMITTEE MEETING HELD ON FRIDAY 11 APRIL 2025 AT 15H00 AT THE MITRE, RAYMOND ACKERMAN CENTRE, BISHOPS, RONDEBOSCH.

Members physically present:

President David Carter (DC), Nikolaos Augoustatos (NA), Simon Koch (SK – Chair), David Leslie (DL), Manfred Oelz (MO), Andrew Day (AD), Russell Adams (RA), Warwick Smith-Chandler (WSC), Lawrence Rose *(LR), Jordan Flax (JF), Richard Neville (RN), Liam Rogers** (LDR).

Members virtually present:

Andy Wood (AW), Steve Ciolli (SC), Richard Webber* (RW)

Invited Attendees (non-members): Brendan Jenman (BJ)

*co-opted        **scribe

Apologies:

Nil

1. OPENING AND WELCOME

The chairman (SK) welcomed all present both in person and virtually and gave a brief introduction to the importance of the work the ODC was doing and how thankful he is for the energy and effort by all to date. He thanked and offered a special welcome to the ODU President Mr David Cater (DC) for being in attendance.

2. CONFIRMATION OF PREVIOUS ODC MINUTES

The minutes of 6 March 2025 was taken as read, proposed by DL, seconded by NA and confirmed as accepted by all.

3. ADDITIONAL AGENDA ITEMS

The chairman acknowledged the additional items that were requested by certain members prior to the circulation of the meeting agenda. He stated that additional items 3.1 to 3.6 as listed below would be discussed at the backend of the meeting prior to the closure because there would be no “General" and/or “Any other business” item. This would be a standard operating procedure for all future meetings in order to manage and control time better at the meetings. ODC members were encouraged to submit any additional items for discussion prior to the next meeting agenda being circulated.  

3.1 Investment portfolio report for the ODU and Bursary Funds administered by Citadel (AD/DL/SK)
3.2 College Council update including upcoming selection for vacant
positions (SK/DL)

3.3 Appointment of OD Secretary/CEO (DL/SK)

3.4 Relationship with Bishops leadership (SK)

3.5 Young OD Council and recognition (SK)

3.6 Online platform agenda (LR)

4. ODC PREVIOUS MEETING ACTIONS

4.1 Resolution 1 - Richard Webber to be invited to the next official meeting, and to be formally co-opted. (SK) – COMPLETED 11 APRIL 2025

4.2 Resolution 2 - Leadership and establishment to involve Steve Ciolli, Jordan Flax, and Dr. Paul Murray. (RW) - COMPLETED

4.3 Resolution 3 - Decided to liaise closely with the PA and build structures within the Cape Town branch rather than establish a separate entity. (WP) – COMPLETED. REFER TO ITEM 3.5 HEREIN

4.4 Resolution 4 and 5 - Wording changes made to address language and tone of communication. (RA) - COMPLETED

4.5 Resolution 6 - Involve Wouter Pentz to investigate further. (RA) - PENDING

4.6 Resolution 8 - Draft/formalise a legal agreement and correspond with the school’s business manager, Sean King. (AD/MO) – COMPLETED. REFER TO ITEM 3.4

4.7 Draft 100 day plan relating to portfolio strategic and operational plan for 2025 (All leads) – COMPLETED. REFER TO ITEM 5 HEREIN

4.8 Identify young OD’s willing to assist the various portfolio’s as subcommittee members (NA) – COMPLETED. REFER TO ADDITIONAL ITEMS 3.5

4.9   OD Secretary full time position and OD staff matters in general. (SK/DL) – PENDING

Note: DL mentioned that a full recruitment document will be made public to the entire committee soon. He also said that the title for the position is likely to be Executive Director of the ODU and not OD Secretary.

Furthermore, SK, MO, SC, AD and DL are to sit on a selection committee in order to determine the eligibility of the candidates and the process of selection. All interviews and the selection process are to be conducted by the end of May 2025, where the appointment of the ED will follow shortly thereafter.

No general staff matters arose aside from queries over internal staff positions within the union. It was agreed that all platforms of communications of the ODU would be used to distribute the information and the proposed timeline for the information distribution will be Monday 14 April 2025. Applications will close 30 April 2025 and an appointment is likely to be made by the end of May 2025 with a potential starting date of 1 July 2025.

All ODC members accepted the above procedural matters as the way forward.

4.10 Research and formulate an engagement/approach strategy for OD PA. (WP/AD) – PENDING. REFER TO ITEM 3.5 HEREIN

4.11  Release of official communication (SK) - COMPLETED

Note: NA gave an update on the existing process and implementation used but stressed that the OD platforms needed to get up to speed on current and future technological innovative opportunities.

4.12 Next meeting schedule (SK) – COMPLETED.

ODC quarterly meetings going forward are to be held at 6pm on a Tuesday. The dates agreed are as follows:

-                                10th of June 2025,

-                                16th of September 2025,

-                                25 November 2025 and

-                                24 February, 2026

Item 4 ACTIONS:

POINT 4.5 – RESOLUTION 6 – INCLUDING WOUTER PENTZ (RA)

POINT 4.9 – OD SECRETARY FULLTIME POSITION (SK/DL)

POINT 4.10 - OD PARENTS (PODS) ENGAGEMENT AND APPROACH (WP)

5. MATTERS ARISING

5.1 ODC PORTFOLIO’S

5.1.1        Fundraising (WCS)

WCS presented and spoke to his submitted draft strategic and operational plan as follows:

a)     Product samples of potential fundraising items were provided for all to see and feel. A stainless steel OD Union Badge, wine stopper, cufflinks, key chain etc. An OD catalogue (flip file online mechanism) for the products should be made available. It was noted that there was no need to build up stock – items can be produced adjacent to demand. High quality images of the products are to be advertised on social media or on the website – online market platforms will be the primary forum for revenue generation via product sales. BJ said that using the Toucan platform for this was a free service from Toucan.

A proposed forum for merchandise sales (compared to an eBay like system) was suggested and WSC proposed that the ODU share in the profits 50/50. DL suggested that the products be tested before distribution to the market and that an official sign off on products needed to be adopted. In reply, WSC said that all he needs is for the ODC to make a decision in order for him to implement. He was ready to manufacture.

SK requested a retail strategy to be submitted by WSC within two weeks. He also asked that BJ, LR and AW assist WSC. All agreed.

b)     Other offerings: LR suggested other experiential offerings too like a ski trip for OD’s and their families to embark on and a sharing of proceeds with an established reputable agency or business that specialises in travel packages. Targeting high net worth OD families to raise funds for bursary’s and for the ODU is a future fundraising strategy. SK stated that this will be on hold until progress has been made with the various portfolio strategies. A fundraising proposal will have to be compiled. SK and DL to lead this aspect of fundraising.

c)     OD classes to raise bursary/scholarship funds is another strategy. AD said that at Hilton College  Matric students phone old boys to request funding.

d)     WSC suggested that phoning ODs (over 75) for their birthday – Matrics can get involved in this.

e)     SK indicated that the relationship with IOFF is currently under review and investigation.

5.1.2 Branches (RW)

a)     RW presented and spoke to his submitted draft strategic and operational plan. He stated that 15 WhatsApp groups are active for the respective global branches but that the initial response to his approach was poor. He said that it was important for meaningful connections that a WhatsApp number of the branch representative be displayed on the ODU website. He wants to ensure that the branches have smooth communication with the ODU staff. LR asked if age matters in terms of the head of a branch. RW stated that he is preferably looking to have younger ODs administering branches.

b)     International branches are to have access to the aforementioned products for distribution in their respective areas.

c)     CT Branch (inclusive of UCT and Stellenbosch Universities) is getting underway and needs to be officially launched.

d)     One idea proposed by NA is to formulate a document outlining the responsibilities and obligations of a branch head. It was agreed that branch heads are to send reports to the Chairman of the sub-committee detailing their plans and progress because communication via correct channels is critical for success.

e)     OD office staff way of working versus the perceived disconnect is to be addressed.

f)       It is important to update OD data as much as possible.

g)     In terms of the subcommittee for the branches portfolio, DL asked RW if sufficient assistance and support is available. NA suggested that Ayanda Bonoyi would be the ideal young OD under the branch's portfolio and that he will speak to Ayanda to take on the role.

h)     Branch events: RW said that at least one event per year is intended for each branch to roll out. For example, an Annual OD braai day in every branch is proposed. Merchandise sales and orders are needed for the Easter festival of activities. It is important to note that mentorship and events cross over many portfolios.

5.1.3 Finance (AD)

AD presented and spoke to his submitted draft strategic and operational plan. He had redrafted the 2024 financials to comply with good accounting practice and in line with prior year reporting.

a)     The use of The Mitre: He stated that three lawyers are looking into the matter. A 2014 letter, signed by the Principal and CFO but not by the ODU, states that the ODU cannot be removed except by mutual consent. It is believed to be a binding document but apparently there is another draft agreement drawn up in 2018 which David McGregor and Simon Piele are trying to locate. The question that persists is what the ODU can and can’t use the Mitre for.

b)     The chairman mentioned that he viewed the matter as a threat. In response the President (DC) stated that any special meeting on the matter needed to be supported by a resolution of council and that the previous minutes of the ODC of that time needed to be reviewed/checked. WSC said that the service costs associated with The Mitre are covered by the school.

c)     It was noted that R1,05 million has been spent on bursaries this year to date (query this number).

d)     Income tax and VAT issue. AD stated that these were “over the threshold”, but no tax returns have been submitted as required by an NPO. The ODU is not registered for VAT. This situation must be rectified.

e)     Important to note that if the built-in ODU annual subs are not paid, a student leaving Bishops still achieves the Old Diocesan status. RN asked if the formula was right w.r.t boys paying subscriptions to the ODU? Has it been tested? Is it fair?  MO will look into this and find a solution from a governance perspective. The President stressed that the previous minutes of that time be reviewed/checked.

f)       Standard bank onloading of new ODC members is still an issue.

g)     The 2025 budget had been distributed and was approved.

5.1.4 Sports, Societies and Events (RA)

RA presented an executive summary of his subcommittee’s 13 page comprehensive draft strategic and operational plan information. He highlighted the following:

a)     Objectives: To name a few and in no order of priority or importance, strategically use facilities, engage a vast network of ODs, strengthen OD connections, launch OD driven sports events, raise funds through sporting events, and strengthen the OD brand.

b)     The Subcommittee members are Dean Cowling (2001F), WP van Zyl (1997K), Khelan Dheda (2021B) and Richard Neville (1995S).

c)     Risk of over commercialisation

d)     Overlap and collaboration between sports and branches. The collaboration between the school and the ODU for sports events – potential revenue opportunity for example income from tournaments

e)     Being mindful of the Bishops value statements – ODC and ODU needing to conform to these values in everything we do.

f)       RW suggested that the WhatsApp groups be evaluated and updated with a fresh approach (aka Branches). AW suggested an On campus and Off campus approach plus after hours usage opportunities with the school.

g)     A draft events list collaboration with all portfolio’s is to be compiled to establish an Events calendar.

Note: The chairman allowed for a change in the agenda flow due to WP and others stating they had to leave before 18h00. Items listed henceforth, are tabled in the order as they arose but are still referenced according to the original agenda item number.

5.1.9                               OD Parents Association (WP)

WP presented and spoke to his late submitted draft strategic and operational plan that the POD’s (parents of OD’s) are being created for all OD’s, Parents of OD’s and their families. Thus creating a culture. The reason why is so that it embraces the idea of the “Bishops family” – community and networking oriented. Thus giving a sense of belonging with an ODU connect impact.

a)     Possible idea considerations to implement: The How? -  ‘Shark Tank’ idea for young entrepreneurs. Transforming and expanding the existing Mitre lounge area into a coffee shop to include for example a full breakfast, smoothies and lunch offering. WP noted that both the above restaurant and merchandise proposals are to be issued ASAP for a swift turnaround in 2025. Quick decisions are therefore required because a new coffee shop could be opened and operational by the third term.

b)     JF enquired as to who would run the shop? How will continuity be ensured?  Will there be collaboration with other entities? External perhaps?

Retail research and suppliers will be approached as there is also potential for the ODU and external supplier brand collaboration – for example a Vida e café/Plato to run the coffee shop subject to the necessary due diligence and strategic intent. The Chairman confirmed that PODS are to serve as a totally separate portfolio entity under the ODU. All agreed. SC, AD and NA will assist WP.

c)     Subcommittee: WP asked NA to find some young OD’s to take part in the PODs portfolio.

5.1.5      Governance (MO)

MO presented and spoke to his submitted draft strategic and operational plan. He stated that the resolutions passed at the AGM are being incorporated into the constitution, with help from the previous OD chairman, but that no specific date can be confirmed for completion of this.

a)     Pursuit of life rights agreement has been taken over by AD. The constitution does not make provision for any connection/dispute between school and ODU on various matters. Therefore, calling an SGM or waiting for the next AGM is the current understanding on the process to close out the life rights agreement matters.

b)     An Executive Director is needed at the OD union. An opportunity to write off part of this salary against the bursary fund as an administration cost to be explored.

c)     NPO and PBO: The status seems like the ODU as an NPO and the Bursary Fund as a PBO are operating as a single accounting entity. The founding Bursary Fund document to be sourced.

d)     IOFF matters are pending further evaluation and conversation with the trustees. It is crucial to determine whether this PBO status is necessary for tertiary educational support or whether this can be done under the Bursary Fund (subsequent perusal of the Bursary Fund founding document clearly shows that the fund is limited to supporting school bursaries for sons of ODs). RN and MO to resolve.

e)     It was noted and agreed that there is room for some ODU constitutional amendment going forward. For example, the 3 years term of office of ODC members needs to be re-visited. DL stated that the ODU elections for nominees for Council should be included in the constitution.

Note: At this point in the meeting the President (DC) requested to be excused due to his anniversary event.

The chairman and the ODC members extended their congratulations. Before leaving, the President noted that he was encouraged by the energy of the new ODC. He was however less impressed by not receiving all the necessary communication and documents of the various subcommittees in order to prepare adequately for the meeting agenda.

On the subject of the role of the President, he made reference to our late patron Mr Raymond Ackerman being a more executive president. However, DC advised that he would only comment in private on pertinent matters arising from the ODC. He will continue to advise and guide the chairman, and assist the ODC members where necessary.

He cautioned the ODC on contentious matters and on getting involved with the management of the school. The chairman was quick to remove any concerns the President had and indicated that a meeting with the school Principal and Vice Principal is set for 19 May 2025. WP also offered to arrange for the Paul Roos OB head coordinator (a personal friend) to share his experiences at a future meeting if needed.

The President reiterated before departing, the need for him to receive all correspondence in advance of any future meetings.

5.1.10    Networking and Systems (LR)

LR presented three event activations as follows in relation to his portfolio draft strategy and operational plan submission.

a)     Real world playbook – teaching young professionals how to operate in a corporate environment.

b)     Shark tank online (vet the top 3 young OD business plans. Aforementioned ‘shark tank’ idea – based on Rob Hersov’s ‘Lion Cage’.  

c)     Introduction to coaching for young OD’s - pro bono offering of current work experience offering from his wife. A panel discussion for 100 younger ODs – podcast style Life coaching available to ODs.

d)     An Annual networking summit for companies – a day or weekend with company’s booths with their representatives chatting to young professional ODs in various industries.

e)     LR recommended Graduway to replace the Toucan database management system. It is used by St. Andrews, Michaelhouse, Hilton etc. A tried and tested platform with the features that we require. It is also cheaper than Toucan. He stated that Vision is key to the platform and that clean data is very important for successful interactions. NA asked about Andrew Bourne (OD) – head of ZOHO – note: the platform has never run an alumni network. He stated that Zoho can deliver what is needed. BJ explained pros and cons for each organisation. BJ and JF are tasked with advising on the operations of Graduway alongside LR. NA will arrange for some young ODs to join this effort. A two week trial run for Graduway to assess its efficiency was accepted.

The chairman requested for a vote to take place on using Graduway as the replacement for Toucan. It was agreed to do a comparison, but there was unanimous approval to go for Graduway.

Note: WP was excused at 18h05 and AW at 18h11. Before leaving AW abstained to vote on Graduway versus Toucan. The discussions above essentially covered item 3.6 of the agenda (Online platform agenda) as well.

5.1.6                               Mentorship (RN)

RN presented and spoke to his submitted draft strategic and operational plan and that the portfolio name is actually regarded as a Mentor Engagement program. He met with Chris Ekron and proposed benefits for a full community. (e.g.: boys at school as well as tertiary).

a)                         Last year nine new mentorship requests were received but the problem is trying to stay in touch. There were twenty eight interactions in the past two months. Twenty tutors applied and twelve were activated. The need is for work to be done on OD offerings to encourage others to participate and/or apply because we are looking to benefit more than just the students and ODs that excel.

b)                         Five hundred and fifty registered mentors signed up via the OD website.

c)     Therefore, again the need to work to engage the ODU with Bishops school boys, particularly with the bursary boys.

d)                         Mentorship evening – could be joined with the aforementioned networking summit. Matric boys of that year may join and meet industry leaders and representatives.

e)                         The OD Bursary Fund (+-R20 million) is in place for sons of ODs. What percentage of Bishops boys are sons of ODs?

5.1.7 Bursaries (RN)

RN continued to present on the other portfolio (Bursaries) he oversees and stressed the need for assistance. NA mentioned that he would speak to young OD’s, Jody and Josh, and would assign them to the subcommittee.

a)             A means testing was required and answering the question of  “Where does it go?”

b)             Twenty two kids  (across the prep and college) are on the OD Bursary fund. Three applied in the last year ( two for 2025 and one for 2026)

c)     A maximum value of 50% tuition is considered as support.

5.1.8 Communications - Social media platforms (NA)

NA presented that the subcommittee’s key intent is “Amplification”. Amplification on what all the portfolios do.

a)                         The communications portfolio’s primary role is the support of other portfolios through effective modes of communication.

b)                         Content creation must be done for all OD events.

c)     OCU social media presence needs to be enhanced – Instagram, LinkedIn, YouTube, TikTok, Facebook etc. because we aren’t where we need to be.

d)                         Establishment of the podcast and equipment – expenses (camera, mic, greenscreen) are included in the budget.

e)                         There needs to be alignment between the ODC sub-committee and the ODU office.

f)                           OD Magazine – A separate meeting with the key people involved with the magazine is to be arranged including Alan Ramsay and Tim Richmond. It was noted that the magazine incurs a substantial loss annually with postal distribution a costly exercise. The school also takes a lot of hard copies.  AD is to approach the school for funds. In the past it was believed to be R500k pa and is now down to R125k.

Note: The following portfolio item and discussion was not incorporated on the official agenda but was initiated by the chairman at short notice by inviting JF to present on the new CT Branch portfolio as follows.

Cape Town Branch (JF):

a)     A subcommittee has been established

b)     The chairman suggested that there is a need for an opening event to launch the branch officially.

Item 5 ACTIONS:

5.1.1 (a) Catalogue, merchandise items, retail strategy and subcommittee members (WCS)

5.1.2 (c) Launch CT Branch officially (RW/JF)

5.1.2 (g) Subcommittee (RW)

5.1.3 (a) Definition of Life Rights for the Mitre rewritten (AD)

5.1.3 (d) Built In OD subscriptions(AD)

5.1.9 New coffee shop proposal (WP)

5.1.9 (c) Young OD subcommittee members (NA)

5.1.5 (d) IOFF matters (RN/MO).

5.1.5 Correspondence distribution (LDR)

5.1.10 (e) Graduway evaluating and advising (BJ/JF/LR) and young ODs (NA)

5.1.7 Subcommittee young ODs support (NA)

5.1.8 Magazine representative meeting (NA)

5.1.8 (f) School approach and separate meeting for funds (AD)

6. ADDITIONAL AGENDA ITEMS (as listed in point 3):

3.1   Investment portfolio report for the ODU and Bursary Funds administered by Citadel(AD/DL/SK) – DL said that the portfolio has been well managed and has performed well, but requires more regular review. Necessary to explore a better relationship with Citadel to establish a corporate partnership.
3.2 College Council update including upcoming selection for vacant
positions (SK/DL) – DL reported that two meetings have taken place with Chris Haw. A letter is to be sent to the council nominations committee because the two highest placed voted OD nominees were declined. 

The chairman said that as chairman of the ODC, he has been invited to attend meetings with Council , but that he had reservations in doing so. It was resolved that the chairman should attend the first meeting because it would determine and outline how the Council and ODC committee would need to function going forward on these issues. RN stressed the need to engage and both the chairman and NA said that a separate ODC representatives meeting will be called to address the topic.

3.3   Appointment of ODU Executive Director (DL/SK) – DL stated that a full recruitment document was made public to the entire OD committee. MO, SK, AD and SK are to form the selection committee in order to determine the eligibility of the candidates. All interviews and the selection process are to be conducted by the end of May 2025, whereafter the appointment of the OD secretary will follow. It was agreed that the title for the position is to be: “Executive Director of the OD Union.

No general staff matters arose aside from differences of opinion over Lynn and Dedry’s position within the ODU office.

3.4   Relationship with Bishops leadership (SK)  - Prospective interactions with the school administration has led to a meeting being arranged for 19 May 2025 with Tony Reeler and the Vice Principal. The chairman requested that any questions relating to Mr Reeler and the school are to be tabled with him within two weeks from today. Attendance for this meeting is open to the entire committee should anyone be available.

3.5   Young OD Council and recognition (SK) – NA reported that the goal of obtaining at least two young ODs on each portfolio as a mentee under a portfolio head has been set and is already bearing fruit. NA said that a meeting is set tomorrow (Saturday, 12 April 2025) for the newly formed OD Youth Cabinet. SK announced that this meant that the Young OD Cabinet has now been formally recognised and approved by the ODC and it was approved with a unanimous vote.

On-going research is to be conducted by young ODs into the respective alumni bodies that govern other schools in order to gain best practice methods and ‘industry knowledge’.

3.6 Online platform agenda (LR) – This item was discussed and tabled during item 5.1.10.

ITEM 3 ADDITIONAL ITEMS ACTIONS

3.1 Send letters and arrange separate meetings with ODC representatives. (SK)

3.4 Questions for Bishops principal meeting (ALL)

Note: The following item and discussion was not incorporated on the official agenda but was initiated by the chairman at short notice by inviting BJ to present to the ODC on OD past, current and potential future undertakings as follows.

BJ commended the ODC members on what he witnessed as “Good energy” by all. He emphasised that the ODU and its success is data driven. He reminded all of Project 2020 (on ODU website) that he helped formulate with previous OD committees and that the document listed many of the issues raised today but also noticing many had not been implemented to date.

BJ cautioned new initiatives as per past experience due to there being “no structure and/or ability” to implement. Furthermore, he highlighted what he observed in recent times “Current OD office undertakings relating to staff” and said that a method to resolve, for example “A Reporting structure” was required as well as a “Calendar and Task” manager tool for efficiency and service to the OD community.

7. CLOSING

7.1 Next ODC meeting

The next ODC meeting is set for (although subject to change) Tuesday 10 June 2025 at 18h00 at The Mitre.

The meeting was officially adjourned at 7:30PM.