Rodney

Rodney & Graham

• • Southern Africa: Michael reported that orders are beginning now to come in, following Circular No 1 (referred below under Marketing, Minute No 79.1) highlighting need for orders to be in and paid for by deadline date 31 December 2010.

Michael praised fellow committee member PDG Chris Molem for motivating interest and prospective sales in D9210, which is dealt more fully below under Minute 76.2.

Michael expressed the hope that we would again top 10,000 dictionaries sold for the current Rotary year.

• • D9210/Central Africa:  Noted with satisfaction the report back concerning prospects, in that  sales had already occurred in each of the three countries: Zimbabwe (RC Harare West,  200 dictionaries), Zambia (RC Chingola, 100 dictionaries) & Malawi (RC Baila, 10 dictionaries)

Michael also alerted the committee as to possible financial & logistical savings by clearing through ports Maputu or Beira, subject to D9210 achieving minimum purchases of 1000 dictionaries.

Agreed to request PDG Chris to investigate and report back on clearing costs into Zimbabwe, if the dictionaries for D9210 are imported via South Africa in which case they could be transferred “in bond”  from Durban to the Zimbabwe border, as compared to importing via a Mozambique port.  Given the possibility of D9210 purchases going through South Africa as an “in-bond” item, then it will be necessary to treat such part of the overall consignment as being a separate consignment to Zimbabwe etc.

Graham requested to investigate possible DHL sponsorship of transport of  the dictionaries into and around D92100 countries, if DHL is represented in those countries.

Agreed that we need to keep an “open mind” about how future D9210 purchases will be handled, and if cleared through a Mozambique port, either a portion of the purchase price of said dictionaries needs to be refunded to D9210, or the full purchase price of said dictionaries, in which latter event it would necessitate  that D9210 “settles”  with UK in full; agreed therefore to leave the matter under review.

• • Namibia:    Noted that the 1000 low-cost dictionaries had been delivered (ultimately via Antwerp, excluding 40 dictionaries which had been lost) and had in turn been distributed to the Namibian clubs. Noted in this connection that the clearing costs of R3411.26 (equivalent to Namibian $3411.26) had been distributed between the six purchasing clubs, and the cost of the shortfall of approx R130 had been temporarily borne by RC Walvis Bay itself.

Michael notified the committee of the generous compensation offered by the publishers (Usborne) and the Dictionary Project itself (PDG Colin Bryant),  totalling 14 boxes (equivalent to 140 low-cost dictionaries)  in respect of the overall inconvenience and loss of certain dictionaries, and that RC Walvis Bay had been requested by the Dictionary Project in UK  to forward their Shipping Instructions for the 140 dictionaries.

The loss/inconvenience of the previous deliveries having been discussed, it resolved that the Dictionary Committee donate an additional R1,000 (Namibian $1,000) as additional compensation for the Namibian Rotarians to cover inter alia  the inconvenience/disappointment, as well as the additional clearing costs which the Walvis Bay Rotarians will have to face when the 140 dictionaries are eventually shipped successfully to Walvis Bay;  Michael to action.

Michael to correspond with PP Jan Kruger who as IPP of RC Walvis Bay handled the Dictionary Project, to give them this news, as well as request details of their bank account, for the purpose of sending the R1,000 contribution.

• • East Africa:  Michael reported back that most of the issues surrounding the purchase by East Africa/D9200 have been concluded, subject to the items mentioned below.

The clearing costs of R5797.18, having been financed on a temporary basis by Michael’s sister (Mrs Corinne Corvin of Nairobi) have been refunded to her, and had in turn been billed to the four Rotary clubs in question:

• • • RC Masaka – 480 dictionaries, in the amount of R2796, which has already been received and banked, paid over by their sponsor club, RC Calgary of Canada.
    • RC Hurlingham – 200 dictionaries, clearing costs of R1165 still outstanding
    • RC Kisumu –       150 dictionaries, clearing costs of R874 still outstanding
    • RC Arusha –        200 dictionaries, clearing costs of R1165 still outstanding.

Michael to correspond with the three clubs mentioned above who are now in arrear with clearing costs.

Further report-back/comment shown under Marketing, Minute 79

Chris

Full Committee

Chris

Chris & Graham

Graham

Chris & the full Committee

PP Jan Kruger & Michael

Michael

Michael

Michael

Michael

• • Sale of Stocks:  Graham reported that the additional stocks purchased and complimentary dictionaries donated by Colin Bryant (totalling 1410 economy + 48 deluxe, comprising both stock purchases + Colin’s freebees)  had all been sold; further reference  to need for stockholding under  Minute 79.12.

• • RC Ballito:  Noted the refund from the UK clubs sponsoring the 5,000 dictionaries purchased for the benefit of RC Ballito  of R8671.45  had been received and acknowledged.

Noted at date hereof  that the proceeds of additional invoices for the sales to Germany and Malawi Rotary clubs, in the amount of €1500 and R400 respectively still remain  outstanding, while at today’s date,. RC Harare West had paid their R8,000, the latter acknowledged with thanks..

Graham

Jean-Claude

Michael

Michael

• • Current Governors’ approval of Marketing Circular No 1:   Noted that all new Governors had supplied the emailing list of their club Presidents to enable the Dictionary Project to circulate clubs directly, relating to all the following Districts:  9210, 9270, 9320, 9350, and  9400 (for executive reasons) and D9200 (to assist them where possible).

• • Dictionary Circulars 1 & 2:  Noted No 1 had gone out and was beginning to show results; noted furthermore that          No 2 (which will be a short one-pager) is due to go out in early October, to remind clubs of the December 31            deadline for ordering and payment etc.

• • Freebies for Governors in Southern Africa:  Noted these are being handed out by  the respective Governors on their official club visits and are being well received by the recipient Presidents.

• • D9200 Freebees:  Still awaiting information.

• • D9200 & Ethiopian Rural Schools Project:  Michael reported that the Project is proceeding satisfactorily, and that cash received plus pledges currently total R16,944, per attached summary.  Agreed furthermore, after discussion, that should it be necessary to “top up” the fundraising achieved to date, and in time to order by the December deadline, this Committee would view with favour an additional contribution.

• • Marketing in D9210 & PDG Chris Molam:  Michael advised that Chris is making great strides in this District and prospects appear excellent that this District will order dictionaries on a healthy scale.  Michael advised furthermore that he had corresponded with Chris about the possibility  (potential improved logistical and financial implications being  taken into account), that if this District generates more than the 1000 minimum order for the current Rotary year, and should satisfactory arrangements be completed to this end, those dictionaries could be imported via Mozambique, but if the minimum is not reached, either way, they would then need to be imported via Durban and kept “in bond”, to cross into Zimbabwe etc.

Chris requested to investigate possible options in this regard, and that Graham will also review with DHL about the possibility of extending their transport  sponsorship into D9210.

Graham advised also that Meihuizen International would be able to provide advice on clearing and relative costs/advantages through Mozambique, versus clearing “in bond” via Durban, and Graham undertook also to pursue this connection.

Agreed notwithstanding that should it be in the interest of D9210 clubs to import via Mozambique, the Dictionary Project would return funds, to be placed under PDG Chris Molam’s control, and which would become a separate “Dictionary cost centre”, which would in  turn  deal directly with PDG Colin Bryant in UK.

• • Namibian Problem:  Noted with satisfaction that given the positive response from the publishers (Usborne), via Director Yvonne Riddell (and PDG Colin himself) in compensating the Namibian Rotary clubs with 140 free dictionaries to compensate for the inconvenience/disappointment etc, and to  replace the lost 4 boxes which were never delivered by the shippers on their return from Antwerp to Walvis Bay, that these PR actions, plus additional R1000 voted (see above)  in favour of RC Walvis Bay, would hopefully contribute to motivating Namibian clubs to once again order in the current Rotary year.

• • D9200 Kenya and unscrupulous middlemen:  Noted that this matter had been taken up strenuously with PDG Colin and  that at date hereof an answer is awaited from Usborne and their shippers, as to why specific written instructions issued by the D9200 representative (Mrs Corinne Corvin)  were not carried out.

Noted that Michael had appealed to PDG Colin to extend the December deadline for ordering etc, and who responded saying that this was not possible and any orders placed  after 31 December could not be guaranteed; same to be passed onto D9200 by Michael.

• • Ray’s Reunion in Cape Town February 2011:  Both June and Rodney confirmed that the Dictionary Project would be granted space at the “Rotary Safari Project” to be held as part of the upcoming “Ray Reunions” in early 2011.  June to advise Michael in due course what space and provisions should be catered for.

• • Facebook:  Agreed not to proceed, given PDG Colin’s opposition to what he regards as unfavourable enquiries and a means of communication not consistent with the ideals/objectives of the project.

• • ROTA Newsletter:  June recommended  this as a powerful means of promotion, and recommended that we submit additional material for inclusion in ROTA Newsletter No4, due to be published soon.  June to advise as to the date by which copy must be submitted.

Noted June’s recommendation that we provide a link between the ROTA newsletter/website www.reachouttoafrica.org and the Dictionary Project websitehttp://www.dictionary4life.com/

• • Investing in additional stocks as at 31 December 2010: Agreed to acquire maximum quantity of stocks at year end, whatever can be afforded/negotiated with PDG Colin in UK

Michael

Michael

PP Wycliffe Mulindwa

Full Committee

Chris & Graham

Chris & Graham

Graham

Chris

DG Shan &
Michael

Michael

Michael

June & Rodney

Michael

June & Michael

Michael

Full Committee

• • VAT on Imports:  Graham advised that a timely approach will again be made to SARS, ahead of the next batch of dictionaries arriving in South Africa, to appeal (as same was successfully achieved in the last Rotary year) in advance for exemption from VAT; Graham explained furthermore that it remains essential that the costing for the sale price of the dictionaries includes an allocation for VAT, should the upcoming SARS approach not be successful..

• • Rotary Foundation Proposed Contribution:  PDG Peter Hugo (representing COSEA)  was invited specially to this meeting to review both the modus operandi and a fair & equitable method of allocating the benefit of proposed Rotary Foundation contributions, due to be made in the current year, and  to devolve equitably amongst the participating Districts.  After Peter’s presentation, outlining the proposed COSEA role in the matter,  resolved that whatever amount is voted upon by the committee (currently a provisional sum of R75,000 has been set aside for this purpose)  that this would be divided equally between the five participating districts (9210, 9270, 9320, 9350 and 9400), which would mean in turn, and based on this provisional figure, each of the five districts would be “credited” with a R15,000 contribution ion respect of  this year’s provisional  target for Rotary Foundation giving.

Peter undertook to draft a suitable agenda item for the upcoming COSEA meeting, to be held in Cape Town in February 2011, and at that time Rodney and/or Michael would address the COSEA delegates, who would be invited to approve the proposed “division formula”, and as a matter of report-back, the Dictionary Project would then announce whatever figure was finally agreed upon.

Agreed that, as the R75,000 is available in cash and not committed for this year’s financial requirements, same be invested in a fixed deposit for 8 months, thereby generating a higher rate of interest (5.07%) on the R75,000 as compared to Call, which currently pays 3.5% on daily balance and is likely to go down again in November. Noted with satisfaction as a result of  this switch of funds, the Dictionary Project would be better off  by some R800 or more for the 8 month period ion question; and accordingly Michael was authorised to make the final arrangements with the project bankers, Nedbank.

• • Need to provide for Stock Purchases at 31 December 2010:  Noted (also in Minute 79.12) that, given the success of investing in additional stock in the last Rotary year of 1,000 low-cost dictionaries, agreed in principle that if funds allow, the committee would invest in and purchase double that amount – namely 2000 low-cost dictionaries, and more if possible.  Noted in this connection that the committee would in time approach PDG Colin to allow the committee credit terms (as happened in the last Rotary year) and work on the formula of paying, if possible for 2,000 dictionaries and financing another 2,000 dictionaries on loan account.  Michael noted that our investment in stock, as we had done in the previous year,  generated additional cash surpluses for the project, thus enabling the project to consider higher contributions to Rotary Foundation.

• • Bank balances: Noted the following Nedbank balances at  today’s date:

Call Account:                 R90,009.62
Current Account…………R923.67
Noted that two additional amounts are still due to be collected (Minute 77.3), in relation to the sale of last year’s stocks (and therefore not counted as part of this Rotary year’s orders) comprising the Rand equivalent of €1500 from German dictionary sales, as well as R400 from RC Baila in Malawi.

Michael stressed the importance, from a financial management point of view, to make adequate provision to meet clearing costs, including the possibility/probability of VAT, and only after providing for these costs, could additional liquidity be allocated  to the purchase of stock, as itemised in Minute 80.3.

• • Purchase of additional bandwidth & Circulars No1 & 2:  Michael, supported by Isabel’s (Michael’s PA) explanations, provided background information for the Committee for the charge of R78 (debited by Michael’s office) in respect of Circular No 1 relating to additional bandwidth cost in this regard,  and which payment was approved.

Noted that Chris in Harare had been invited to submit his bill, should D9210 have incurred additional expense in emailing Circular No 1 to all the clubs in that District; same costs to be provided for upcoming Circular No 2, as provided in Minute No 79.2. above and ditto  to apply for the South African districts via Michael’s office.

• • Project’s Financial Statements:  Noted that auditor Mike Schreiber has been provided with the accounting vouchers, to enable him to compile the Project Financial Statements for the year to 30 June 2010, and that draft financials to be tabled at a meeting on 18 October, at which both Jean Claude and Michael will be present to approve same, for recommendation for adoption by the full Committee..

• • Insurance on stocks of dictionaries held in Graham’s garage:  Graham advised that this had not been arranged, because the stocks during May/June this year had been collected in such quick time that it was not considered necessary.

Agreed however  that Graham would approach the District Insurance Broker (DerekWrankmore) to have the cost of stocks held covered by  the District policy as a matter of course, and that June would supply his contact numbers.

• • Communication Costs via Michael’s office:  Agreed, following a recent offer of project support from Rodney, that an amount of R200 per month would be paid by the project to Michael, in respect of his considerable office telephone/fax costs, which was acknowledged with thanks by Michael who undertook also to draw R600 in respect of the period July, August and September 2010.  Michael proposed that this matter be settled on a quarterly in arrear basis.

Graham in conjunction with Mike Walwyn

Full Committee
Peter,
Rodney & Michael

Michael

Jean-Claude

Michael

Full Committee

Chris & Michael

Jean-Claude &
Michael

June & Graham

Michael

• • RC Kirksville & Dictionary Project Seed Money:  Michael advised that he is hoping to make up in 2011 at

RC Kirksville (RI President Ray’s Club), and which club   had generously provided the seed month right up front,
and  to thank the club in person,  and in the process to have the pleasure of meeting several Rotarians with whom
he had  been corresponding over the years

• • RI Convention:  Both Rodney and Michael stated their intention of attending the up-coming RI Convention in New Orleans in May 2011, in support of President Ray.

Michael

Rodney &
Michael

• ROTA Quarterly Committee Meeting:   10h00 on 24 January 2011
• Mancom Monthly meeting:                    15h30 on 20 October 2010

Full Committee
&
Mancom