S A INSTITUTE OF VALUERS: CENTRAL BRANCH

MINUTES OF THE ANNUAL GENERAL MEETING HELD IN THE LOUNGE AT THE

BLOEMFONTIN GOLF CLUB, MAZELSPOORT ROAD, BLOEMFONTEIN, ON TUESDAY 7TH

MARCH 2017 AT 9H30

___________________________________________________________________________

OPENING:

A quorum being present, the Chairman, Mr Thys Beukes, declared the meeting properly

constituted with a word of welcome to all present with special mention to having the

President of the Institute Mr Patrick O’Connell and the General Secretary Ms Melanie Vallun

attending the Central Branch AGM.

PRESENT:

THYS BEUKES KIT CARSON

PIERRE DE KLERK CHRISTOFF BOTHA

STEYN MALAN STEPHEN GRIMSLEY

JP VAN ZYL FRANCOIS BOTHA

PETER JANSEN JOY BORAINE

C ANNANDALE MALCOLM CARSON

MIKE SPENCER ALMAN KAHTS

KEN KAHTS STEPHEN GRIMSLEY

SECHABA HASHATSE SCHALK VAN DER VYVER

STEPHAN BEZUIDENHOUT PIETER VAN DER MERWE

ERIK DE KLERK WESSEL HUGO

PHILIP KUHN KOBUS NEL

STEFAN RUDMAN MARIA STEYN

DEWALD VAN DER MERWE RENIER VAN NIEKERK

PATRICK O’CONNELL MELANIE VALLUN

In attendance: Mrs Sheila Addinall as Secretary of the Central Branch.

PROXIES:

Nil

APOLOGIES:

Apologies were received from:-

ALBERT ERASMUS

MINUTES OF THE ANNUAL GENERAL MEETING

HELD ON 25th March 2016

The minutes of the meeting were circulated and Mr Pierre de Klerk proposed that they be accepted and Kit Carson seconded this.

MATTERS ARISING:

Mr Mike Spencer and Mr Thys Beukes will organise a speaker on green buildings for the upcoming Seminar.

Kerns Solutions offer Professional insurance and there has been positive responses to their quotations.

CHAIRMAN’S REPORT:

The Chairman, Mr Thys Beukes, tabled his report – copy attached.

Mr Kit Carson proposed the adoption of the report and Mr Pieter van der Merwe seconded this. The president mentioned that this was a very thorough report.

ELECTION OF EXECUTIVE COMMITTEE:

No nominations received.

In terms of Clause 21.2.4 of the Constitution, Mr Thys Beukes and Mr Steyn Malan remain for a further period of 1 year. Mr Pierre de Klerk offered to stand for a further year. Ms Melanie Vallun pointed out that ad-hoc sub committees could be established for projects.

GENERAL:

Ms Maria Steyn enquired about the time frames of the CET points cycles. CET cycles at the SACPVP close on the 31st of March this year for the 5 year period.

There being no further business to discuss, the meeting closed at 12h05.

Attachments:

Chairman’s Report

Overview of the Seminar before the AGM.

AGM CENTRAL BRANCH 7 MARCH 2017

CHAIRMAN’S REPORT

MEMBERSHIP 2013 2014 2011 2015 2016 2017

MEMBERS 42 45 30 51 45 45 FELLOWS 3 3 4 3 3 3 RETIRED 3 3 4 1 1 1 STUDENTS 9 13 14 9 10 10 TOTAL MEMBERS 48 52 55 49 49 STUDENTS 9 12 9 10 10 Branch Executive: Secretary: Sheila Addinall central@saiv.org.za – 083 325 0912 Chairman: Thys Beukes thys@mrbpropval.co.za – 071 6005 327 Vice: Pierre de Klerk valudata@mweb.co.za – 082 553 1172 Member: Steyn Malan steyn@synval.co.za – 082 460 1464 Our membership numbers only allow us to have 3 members in the branch executive and only one of these members can represent at natex. BRANCH ACTIVITIES 2016 – 2017 GENERAL Your Branch Executive did meet formally a very few times this year and we communicated well via email, especially when there was anything important to discuss or act upon. Our meetings occurred in Dealesville again at one of the local little coffee shops. The main occasions when formal meetings were held were organising the Seminar that was presented in September 2016 and discuss matters that the GS laid upon us. The seminar itself was once again highly successful and we received many unsolicited congratulations on the topics and the speakers, which I thought were excellent this year. I would like to record our gratitude to our speakers, the contribution by everyone is much appreciated. Also thank you to A-Lodge that once again presented a very good venue and creates an environment for good networking. Just on a lighter note, I did discuss the matter of 2 braais in 2 nights with the GS, but unfortunately we cannot claim any extra CET points for the extra hours of networking. My ultimate thanks once again go to my Branch Committee members Pierre de Klerk and Steyn Malan for their prompt and productive contribution to issues that we have had to face at Branch level throughout the year. Thank you both. Your contribution is much appreciated, not just by me, but by everybody here. I must say, and because of personal experience, that it takes a lot of effort to run a branch, to attend meetings, to attend Natex, to do the necessary planning and to

deal with everyday issues and discussions via email, especially in a very hectic program, but I still consider it an honour and privilege to present my colleagues from the United Free State and Northern Cape. I have been successful, after I had to roll up my sleeves a bit, to ensure that we still have a branch secretary and a face of the central branch. Sheila has been appointed on a contract basis, which will be reviewed from time to time. NATIONAL EXECUTIVE (NATEX) ACTIVITIES 2016 - 2017 I have attended the National Seminar and AGM in Durbanville in Cape Town in May 2016. The southern branch really put a lot of effort into this and it was a hugely successful seminar and very productive AGM and Planning Session. Those of you that attended can vouch for that. The seminar, AGM and function was very well attended and was held at very good venues, with a bit of wine tasting mixed in between. As you might have heard, our new president, Mr. Patrick O’ Connell was inducted at this national AGM. Once again congrats Patrick. And it was his brainchild to make the Institute “more sexy”, more relevant and more involved. Since then we have been trying to bring you our members more benefits as a member of the SAIV. PLANNING Your Natex had a very long and strenuous planning session to come up with a SWOT Analysis and Strategy Plan for the way forward for the SAIV. This came from the fear that we are a dying VA that has no more relevance in the valuation environment, but boy, were we wrong. Once we actually put everything on paper, we only re-realized our outmost importance in the valuation environment. Some key elements of the SWOT Analysis:

Strengths GS Office (S/O) 100 years of experience & knowledge (S/T) Good corporate governance (S) Loyal membership (S/T) Workshops & Seminars (S/O) CET requirements (S/O) Biggest market share (S/O) Branch secretary relationships (S/O) Branch diversity (S/O)

Weaknesses

High staff turnover (W/T) Few opportunities for growth (W/T) Salaries not market related (W/T) Lack of creativity (W/T) Volunteers (W/T) Lack of technology (W/O) Demographics (W/O) Bad relationships with partners/council (W/O) Understaffed (W/T) Lack of process documentation (W/O) Role clarity (W/O) Public relations (W/O) Public presence (W/O)

Opportunities

Grow staff (S/O) Mentorship programme (W/O) Spread market base (W/O) Website (S/W/O) Growth into Africa (W/O) Professional associations (W/O)

Threats

Reducing members (W/T) Staying relevant (W/T) Competitors (W/T) Lack of transformation (W/T) Knowledge capital (e.g. what if GS leaves?) (W/T)

Centralisation (S/O) Understand members better (W/O)

No succession plans in place (W/T)

Opportunities Threats

Strengths GS Office Workshops & Seminars CET requirements Biggest market share Branch secretary relationships Branch diversity Grow staff Centralisation Website

100 years of experience & knowledge Loyal membership

Weaknesses Website Lack of technology Demographics Bad relationships with partners/council Lack of process documentation Role clarity Public relations Public presence Mentorship programme Spread market base Growth into Africa Professional associations Understand members better

High staff turnover Few opportunities for growth Salaries not market related Lack of creativity Volunteers Understaffed Reducing members Staying relevant Competitors Lack of transformation Knowledge capital (e.g. what if GS leaves?) No succession plans in place

The SWOT was not just done to have a nice overview of what is going on at present, but it lead to a comprehensive Start Plan with meaningful focus areas, objectives, measurements, actions and accountability.

Strategic Focus Objective Measurements Action Plan Accountable

Structure To have an

effective

structure that

serves members

needs efficiently

Increased staff base

whilst maintaining a

small surplus

Develop staff

succession plan Natex

Staff Succession

Plan implemented

Develop branch

executive succession

plan Branches

Membership fees

match inflation

trends

Review and amend

constitution Legal

Branch executive

succession plan

implemented

Draw up job

descriptions for 'gaps' GS

Review Natex

structure Natex

Review Natex meeting

requirements Natex

Track inflation trends Finance

Identify accountability

in committees Natex

Education To be an

accredited

20% of eligible

students have been

Introduce and develop

mentorship Education

service provider

of choice

placed in

mentorship

programme

programme

SETA levies in

place Finalise SETA GS

Increased

attendance to 50%

members at

workshop

Market to other

professions

Marketing/Professional

Liaison

Reach >5 rural

chapters

Introduce online

training courses

(eLearning) Education/IT

Accredited service

provider to at least

one build

environment

profession

Identify rural

demographics Marketing

Facilitate workshop in

rural chapters Branches

Accredit QS

programme

Professional Liaison

Membership

To expand

membership

base and identify

quality

professionals

Membership

progression is

incentivised

Develop and

implement

competency

tests/exams Education

Increase

membership by

25%

Set up member levels

& level requirements Membership

Increase affiliate

membership by

100%

Identify council

demographics GS

Student /

Membership

conversion rate of

50%

Set up member

application process &

requirements Membership

Aligned with

council

demographics Amend constitution Legal

Technology

To use

innovative and

creative

technology to

serve members

and market the

profession/brand

3 webinars a year

Add resources bank to

website PR / IT

Increase of 300%

website hits

Develop tests per

presentation Education

Mobile friendly

website

Redesign and add

content to website PR / IT

Social Media

Presence

(Facebook, Twitter,

LinkedIn)

Set up social media

accounts & manage PR

Members have

access to knowledge

base via app

Appoint IT

representative (could

be the same as PR rep) Natex

Set up database IT

Design application

(app) IT

Build application

(app) IT

Market app to

members Marketing

Marketing To have a Increase Redesign website PR

recognisable &

credible brand to

all valuers & the

public, locally &

internationally

membership by

25%

(who are we, services,

objectives, vision,

mission)

MOU's with 2

additional African

VA's

Benchmark

membership Membership

All SA banks insist

on SAIV

membership

Identify 2 additional

African VA's Professional Liaison

4 adverts in the SA

Valuer

Meet with HODs of all

SA banks Professional Liaison

Appointed a PR

representative

Appoint a PR

representative Natex

12 Articles

published per year

(internationally)

Appoint University

representatives and

liaisons Education

Share marketing & PR

wins Marketing

Appraiser introduction

(SAIV members

priority)

Professional Liaison

Services

Have innovative,

value adding

services that

benefit our

members in their

practices

Retain student

members & convert

them to "full"

members

Set up mentorship

programme Education

3 technology based

services available to

members

Branch secretaries

refresh and update

database GS

Closer liaison with

students

Identify 'where'

students are Education

Maintain a

satisfaction level

>70%

Identify 3 new service

opportunities Marketing

Increase of 300%

website hits

Build 3 new service

offerings Marketing

Increase attendance

to 50% members at

workshops

Introduce satisfaction

survey PR

Benchmark website

hits PR / IT

Benchmark workshop

attendance IT

Develop testing

platform PR

FINANCE Natex has managed to bring down the expenses of Natex to have a surplus instead of a deficit. Largely due to the Rode Report not being free to members this year, the SA Valuer that has gone digital and membership fees that were increased by 8%. Allowances for the president and vice were also not increased from 2015. Large expenses also go to seminars that are not successful and the SAIV must foot the bill. Emphasis was placed on proper planning for seminars that are relevant and more active/modern/sexy. Our statements received a clean bill again from the auditors and this is largely due to the expertise of Trevor Richardson.

It is also good news that the Robin Marten Fund for studies have started assisting students again, but these are very carefully selected and monitored. Rode Report current offer. As a member of the SAIV, you can obtain an annual subscription (4 issues) to the Rode Report for only R2 000. The funds and investments of the SAIV were re-invested in better performing funds and these are now performing much better than the previous year (better interest). The Event Budget Policy has been added to the Standard Operating Procedures Manual. Branch events must be carefully planned and budgeted for, before any event can take place. The budget gets approved at head office first before any event can be organized. So, unfortunately I cannot spend your membership fees freely and fruitlessly. Discounts for events will only be considered if 10 or more people from the same institution attend the event. Natex approved some monies for branch year end functions, but the 3 of us decided that we will rather save the money and put it towards our events. So no free lunch for Central Exec this year past. Early bird discounts were discussed for early payments of membership fees. The outcome is not final yet. We have also received requests from larger companies, to obtain discounts if all their employees join the SAIV. These request will be dealt with on merit per case. Our membership fees this year will be:

MEMBERSHIP CATEGORY

SUBSCRIPTIONS

Incl. VAT

MEMBERS R2 140

FELLOWS R2 140

LIFE MEMBERS R 0

RETIRED MEMBERS & FELLOW MEMBERS R410

NON-PRACTISING MEMBERS R1 310

AFFILIATE MEMBERS R1 070

NON-RESIDENT MEMBERS R1 070

RETIRED NON-RESIDENT MEMBER R1 070

HONORARY R 0

STUDENT MEMBERS

Unemployed, full time students R 0

Employed R530

We have had a serious drive from the GS office to branch secretaries to collect outstanding subscription fees. The outstanding amount was rather high and worrying, but we have had good success in reducing the outstanding amount. Central had the least outstanding debt, but that is probably because we have so little

members in relation with the other branches. New members might also receive a little “welcome pack” in future when joining the SAIV. HUMAN RESOURCES Nadia resigned in this year to move on to greener pastures and this presented the GS’ Office with some challenges. Charleen Joubert was appointed in her place, but required some vast training to reach the level of Nadia. Anne-Marie and Melanie stepped up and the GS office is running effectively again. Denise, the secretary of the southern branch also resigned. Sheila Addinall was appointed on a contract basis as the secretary of the Central Branch. Our previous president, Mark Bakker, was elevated to Fellow. We thank him for his endless contribution to the profession and the SAIV. MEMBERSHIP Central Branch Ethnicity:

National Ethnicity:

National Gender Statistics:

PI COVER The SAIV has managed to negotiate discounts on PI Cover from Kern Insurance Solutions – Sumari Schoeman. Please feel free to phone the GS should you require any further information. GENERAL It is now possible for you to advertise your business on the SAIV website. A policy has been put in place. Please contact the GS for further information. You may also now use the approved SAIV logo on your own websites. A policy has also been put in place for this. The SA Valuer has gone digital, as most of you have noticed hopefully. I personally think this is a huge step forward in terms of living in a digital world. I must also say that the latest edition is absolutely brilliant and very informative. You received an email with a download link to obtain it. Please take the time and read through it. It is also now in a printable format, so that you can still print your own hard copy if you so desire. A MoU was signed with Rics and REIZ. We have had some Zimbabwean members attending the national workshops. Current Bursaries:

Surname Name Amount

Approved

Registered for what in

2016 Invoice amount

Amount Paid to

Institution

POTGIETER Jacques R 29,490.00 BSc in Property Studies R 49,940.00 R 29,490.00

MATTERN Maxine R 50,000.00 BSc In Property Studies R 45,730.00 R 45,730.00

BOOI Tabisa R 6,005.00 Property Valuations III R 6,005.00 R 6,005.00

MKHIZE Mandla R 14,770.00 Nd: Real Estate R 14,770.00 R 14,770.00

KONGO Abongile R 18,175.00 Nd: Real Estate R 8,175.00 R 18,175.00

R 118,440.00

R 114,170.00

Some bursary applications were received for 2017. We have amended some bursary requirements and processes to streamline the process. Some closer monitoring should also be done and processes were put in place for that. Should you require any information on bursary applications or where students can study, please feel free to phone the GS and/or Tracey Kuyk in Cape Town on 081 270 5227. Some problems cropped up with the allocation of CET’s for the Branch AGM’s and workshops. Council was consulted and we received in accurate CET allocations. The matter was taken up with registrar and resolved. Webinars are possible with the new website and the first one has already been loaded. In this past year the SACPVP has also opted to self-host the 2016 Practical Workschool. From some feedback, I have heard that it was not a great success. Valuation Reports: We are attempting to produce SAIV endorsed valuation reports that conform to IVS standard. The Income Module has been available on the website for a few years now, but very few people use it. I, with some previous work done by Mr. Kit Carson, am compiling an agricultural template and guidelines. Tracey Meyers is seeing to the commercial template and guidelines. It will be really good for the profession if all valuers, especially our members, can start using uniform valuation reports that can meet all the standards required. Mark Bakker of the Eastern Branch, and I, have raised concerns about our branches not hosting national events anymore due to costs. I don’t think we have made a final decision yet in this regard, but it was decided that the GS and President will attend our AGM, which duly happened as you can see. Our environment that we will be operating in is becoming more and more competitive and larger. It is therefore of outmost importance that we as the association of choice for SA Valuers become more modern, more relevant and that our members produce work of international standard. The SAIV is now wanting to move forward to this new modern era to remain relevant and attractive and I think, like the president, it is the only way to survive. So don’t be surprised if the SAIV soon pops up on Facebook, Twitter or Youtube on your smart phone. I would like to assure you that the SAIV is in the very competent hands of a great leader this year and a very efficient national office, which all bodes well for our future. If you have valuers working under you, or speak to non-members, please encourage them to join the family. The rewards is not only in what you can receive for free or at a discounted price or the collecting of CET points, but it is in the jointly shared goal to improve our profession and to improve ourselves as valuers. Believe

me, in the background, many of us are fighting to bring you added benefits as a member of the SAIV and to remain the VA of choice for Valuers. I thank you

M.R. BEUKES CHAIRMAN CENTRAL BRANCH SAIV 6 March 2017

Mr Patrick O’Connell opened the day with an overview of “Where we are as an Institute”.

The institute has ±54% of all registered Professionals.

He discussed the new strategies which will be adopted which include Education and new entrants. Unemployed students will be entitled to free membership.

The Board has decided not to take increases in salaries this year to reduce costs and the finances are healthy.

A new category of valuations – Municipal Residential Assessor was discussed.

He encouraged all to attend the National AGM in Durban.

Mr Thys Beukes thanked Mr Patrick O’Connell.

GUEST SPEAKER

The Guest Speaker Mr Mike Spencer was introduced by Mr Thys Beukes.

Mr Mike Spencer gave the attendees the changes to the Sectional Title Act of 1971 and the new Sectional Title Ombud who has been appointed.

The new proposals will make it very difficult for Trustees and in some cases almost impossible to manage the Body Corporates.

The changes are to be made available for perusal on the SAIV Website.

Mr Thys Beukes thanked Mr Mike Spencer for his interesting and informative presentation.

Mr Thys Beukes then introduced Ms Melanie Vallun and said that the Institute would not function without her dedicated contribution.

Ms Melanie advised the participants what the Institute does and outlined the price of the services offered on the Institute website outweighs the subscription fees.

Bursaries had increased from R120000 last year to R150000 this year.

She discussed the change in the CET points.

A mentorship data base will be launched for students to be mentored by available mentors.

Mr Thys Beukes thanked Ms Melanie Vallun for her address.