Old Diocesan’s Committee – Quarterly Meeting: 18 June 2025

MINUTES OF THE OLD DIOCESAN COMMITTEE MEETING HELD ON FRIDAY 18 June 2025 AT 18H00 AT ‘THE MITRE’, RAYMOND ACKERMAN CENTRE, BISHOPS, RONDEBOSCH.

Attendees

ODC: (hereinafter, members are referred to by their initials).

Simon Koch (Chairman)

David Leslie (Vice-chairman – attended virtually)

Warwick Smith-Chandellor

Andy Wood (executive director of the ODU)

Russel Adams (attended virtually)

Andrew Day (attended virtually)

Richard Webber (attended virtually)

Richard Neville

Nik Augoustatos

Steve Ciolli

Manfred Oelz

Liam Rogers (ODC Secretary)

Guests:

Guy Lloyd-Roberts

Apologies:

Russell Adams

Opening and welcome:

Introduction of Mr Guy Lloyd-Roberts

Confirmation of previous ODC meeting

2.1. Addressed the minutes/action items of 11 April meeting minutes. (LDR)

Additional agenda items

N/A

Invited guest presenter

4.1. Guy Lloyd-Roberts: in discussion as to the non-disclosure agreement between SK and Council.

G L-R summarised his perspective in short– the position of the ODU chairmen in council as an observer is completely unique. This is why the NDA is in place, simply to protect council from the interests of the ODC and exposure of council’s agenda. Thus, Simon’s role as an observer is superfluous as he cannot report back to his committee, undermining his role and simply protecting the will of council and their agenda.

Bishops and the ODU remain the only educational establishment to have been faced with an NDA between old boy body and school council.

G L-R explains that the idea of this agreement is draconian.

G L-R suggested mediation between parties (SK and council) with lawyers present. However, he made it clear that no decision would bind either party as a result of the mediation.

DL suggested a meeting between parties in order to resolve the “legal clash”.- i.e. negotiation in order to get Simon on council - AD, RW, MO, LDR concurring.

AW suggested consulting ISASA as this particular issue with reference to the standards for school governance and what is viable/complaint to their codes.

Consensus around the fact that our primary objective is to get Simon in on council meetings and to have influence and information on the non-com.

RN states: Sign the NDA and get on council at all costs as that is our primary objective. He feels there is no risk if you breach the agreement.

Simon proposes that G L-R and AW set up a special meeting with council to discuss their compliance with ISASA.

5. ODC Previous Meeting/s Actions – points from previous agenda. (revisited during this meeting for updates/progress)

A) 6 March 2025

4.5. resolution 6 – involve Wouter Pentz to investigate further. (Completed)

4.9. OD Secretary fulltime position (completed – Andy Wood)

4.10. research and formulate an engagement/approach strategy for OD PA (Completed – event on the 4th of June).

B) 11 April 2025

5.1.1. catalogue, merchandise items, retails strategy and subcommittee members.

-  discussed in item 5.1.5 of this meeting

5.1.2. Launch of CT Branch.

- event on the 5th of June – completed

5.1.2. Branch subcommittee

- completed

5.1.3. Definition of Life rights for the Mitre rewritten.

- WP and AW tasked to establish the contents of the MOU as drafted by LDR – completed.

5.1.3. Built in OD subscriptions

LR suggests raising the prices but AD explained that the price is raised every year.

Therefore, this matter doesn’t require any further attention – completed

5.1.9 New Coffee shop Proposal

We need to establish what our rights are over the Mitre.

Can we make changes to the building?

WP set to meet with a restaurant franchising specialist to assist on the matter and inspect our current setup’s functions.

We need to inspect Freedom’s (school catering service’s) obligations to the Mitre and weather there is an existing contract in place between the Mitre and Freedom.

5.1.9. Young OD Subcommittee

Meeting arranged for the 21st of June for the OD youth cabinet at the mitre.

NA confirms that the cabinet now consists of 21 members.

NA set to compile a document with a profile for each member and a small biography about the associated member.

Committee encouraged to make contact and outsource work to the younger ODs.

5.1.5. IOFF matters

Proposal made to Mr MacGregor around changing the name of the fund into something more contemporary and appropriate.

MO said to follow up with the administrators in order to propose that we elect members onto to that trust.

5.1.5. Correspondence distribution

completed and up to date.

5.1.10. Toucan-Graduway transition (LR)

initial vote, as per 6 March meeting clearly articulated a change from Toucan to Graduway.

LR says that this change will save us “a significant amount of money”, so we need to make the change soon. (R60 000 saving/year).

Theo Psidillas is set to work under Andy to streamline the transition process for a fee.

Toucan is set for renewal in October – thus, our transition to Graduway must be completed by then.

As we stand Toucan is not being developed and we haven’t began our transition to Graduway – action is needed here.

Deposit is to be paid to Graduway to get the ball rolling – to be passed by fincom ASAP (AD)

5.1.7. Subcommittee young ODs support

Addressed in item 5.1.9. of this section.

5.1.8. Magazine

On the 18th Of June Simon met with Allan Ramsey who agreed to be the chairmen of the magazine committee by appointment by the ODC chair (SK).

5.1.8. School approach and separate meeting for funds

School has agreed to a payment of R150 000 to the ODC.

Matters Arising as per the 18th of June 2025 - portfolios

5.1.1. Governance (MO)

MO states that there has been minimal progression since the last meeting as our lawyers are not getting back to us on the necessary solutions.

The primary issue is that there is confusion around the PBO status and SARS compliance which has led to issues arising.

MO and AD may need to go to SARS to resolve the issues with our PBO status.

Guy Lanfear and John Macey are being contacted in order to resolve all of the above and to work out if there have been any text returns submitted and who holds the PBO status.

5.1.2. Finance (AD)

AW is now a signatory on the account.

Budget: AD states that we looking fine for the year ahead as we have R218 000 surplus.

 The above surplus must be used sparingly as we have new costs next year with AW employed for the whole year.

The month of May saw a R1 000 000 increase in the value of our fund due to market developments.

5.1.3.  Communications

Significant developments seen on the social media front.

Lynn’s departure has placed new responsibilities on the communications area all of which have been handled by the committee and the subcommittee.

Instagram followers are up by 18% due to more consistent posting by young ODs.

Interviews are being with ODC members which will be posted on the social media platforms.

NA states that our highest community engagement statistics come from our bulk emails rather than posts on our website.

Communications meeting set for 19 June 2025.

5.1.4. Networking and Systems – mitre rebranding  (LR)

LR proposes the “Shark Tank” concept where promising OD entrepreneurs propose their business plans to a panel of real venture capitalists and successful entrepreneurs who have the chance to challenge these business plans and/or potentially invest in these concepts.

Consensus that the above idea should only be launched in 2026.

LR proposes certain subtle changes to the Mitre – diamonds on the logo will represent each facet of the OD community.

Furthermore, LR proposes that we use “Your Network, Your Future” as a slogan under the logo.

Clothing range – to be revisited at a later stage.

Must contact Michael House to get their suppliers for their clothing range.

5.1.5. Fundraising (WSC)

Stainless steel plagues made by WCS – R30/unit COP.

A video is set to be made on the student of which we are raising funds for – Ayanda Bonoyi.

5.1.6. Mentorship and Bursaries (RN)

As it stands the mentorship program on Toucan is dormant but with lots of mentors listed on the platform.

RN met with Bev Morris (school LO department) in order to discuss potential career days at the school where ODs can share information about their profession to the school boys at the college.

5.1.7. OD Parents Association – PODs (WP)

Very successful event held between the ODC and prep and college PA at the Mitre.

Introduction between ODC and the PA has taken place – with the idea of PODs being proposed to them.

PA has since reached out to reinforce our communication pathways between themselves and the ODC which has previously been poor.

5.1.8. Branches

We are seeing significant development in areas like Manhattan and Queensland where ODs are connecting.

Start of the Cape Town Branch is a significant advancement.

Data is to be brought up to date for the betterment of branches and the events associated. Daniella has been tasked with this.

Branch events are self-funded as it stands as we haven’t got the means to sponsor such events yet.

RW has just met with AW and Daniella around branches on Monday.

5.1.9. Cape Town Branch (JF)

JF left the meeting – please see report as per initial meeting email.

SK says that the CT branch is set to be relaunched as the initial event was not significant enough and did not reach enough people.

       5.1.10. Sports, Societies and Events (RA)

Golf day meeting set for 19 June.

Discussions have taken place with the school around OD use of Lutgensvale on weekends.

International OD Braai Day to be arranged where ODs braai all over the world and send in pictures of their braais with fellow ODs.

RN proposed that for the Bishops vs Rondebosch derby where we have a gazebo and bar with a small entry fee exclusively for ODs.

Gazebo (as discussed above) has passed by fincom (AD).

Meeting adjourned at 20h34 at The Mitre

Action items of this meeting:

Guy Lloyd-Roberts and Andy Wood are set to arrange a meeting with council to discuss ISASA compliance, the non-disclosure agreement and Simon’s role as an observer.

WP set to meet with a restaurant franchising specialist to assist on the “coffee shop idea”  and inspect our current setup’s functions.

WP and AW tasked to establish the contents of the MOU as drafted by LDR

NA to formulate a sheet with a photo and short biography for each young OD member.

Theo Psidillas is set to work under Andy to streamline the transition process from Toucan to Graduway.

A deposit is to be paid to Graduway ASAP assuming it is passed by fincom.

Must contact Michael House to get their suppliers for their clothing range.

Daniella data capture?

Discussion to be had around relaunching CT branch

1.10 purchasing of an OD gazebo for the Bishops-Rondebosch fixture