AGM

PEPSAA AGM

Date: Wednesday 19 November 2025

Venue: Huckleberry’s, Magnolia Dell Park

Time: 14:00

1. Welcome

Mr. Venter welcomed all present to the 2025 PEPSAA Athletics AGM and thanked everyone for attending. He opened the meeting with prayer and asked for guidance and wisdom in the discussions and decisions to be made. He also thanked all schools, coaches and officials for their contribution to athletics throughout the season.

2. Apologies

Formal apologies were received from:

Redford House The Hills
Wespark Primary

No further apologies were received from the floor.

3. Trophies

Mr. van Niekerk and Ms. Olckers congratulated the schools that performed exceptionally well during the 2025 athletics season.

The various bond winners were announced and congratulated. It was noted that the D-Bond shield was still being completed and therefore could not be presented at the AGM. The committee confirmed that the trophy would be handed over to the winning school once it became available.

The schools present were congratulated on their achievements and thanked for their commitment to athletics throughout the year.

Mr. van Niekerk expressed appreciation to everyone involved in arranging, refurbishing and maintaining the PEPSAA trophies.

D - Curro Midrand

C - Assumption Convent

B - Irene Primary

A - Springvale primary

4. Minutes of Previous Meeting in 2024

Mr. Venter informed the meeting that the minutes of the 2024 AGM had been available on the PEPSAA website throughout the year and that all schools had sufficient opportunity to review them prior to the meeting.

As there were no corrections or amendments proposed from the floor, it was agreed that the minutes would be accepted as a true reflection of the previous AGM.

The acceptance of the minutes was proposed by Mr. van Niekerk and seconded by Mr. Liebenberg.

5. Reports from the chairman

5.1 Bond Reports

The Bond Reports were circulated to all schools prior to the AGM and attendees were given an opportunity to review them before the meeting.

Mr. Venter provided a brief summary of the reports and indicated that the 2025 season highlighted not only the growth and development of athletics within PEPSAA, but also the character, dedication and sportsmanship displayed by the athletes throughout the season.

He noted that coaches, educators, parents and supporters all played a significant role in ensuring a successful athletics season and thanked them for their continued commitment to the development of learners.

The reports reflected the continued growth of athletics participation within PEPSAA and highlighted the positive progress made across all bonds during the season.

Mr. Venter expressed his appreciation to the bond convenors and committee members for their hard work in organising and managing the various bond meetings throughout the year.

As the reports had been distributed beforehand, they were not read in full during the meeting.

The Bond Reports were accepted by those present.

5.2 Chairman's Report

Mr. Venter indicated that the Chairman's Report had been circulated to all schools prior to the AGM and therefore only the key highlights would be discussed.

He reported that the 2025 athletics season had once again demonstrated not only the athletic ability of learners but also their character, sportsmanship and dedication. He acknowledged the important role played by educators, coaches, parents and supporters in ensuring a successful season.

Mr. Venter highlighted the remarkable growth of PEPSAA over the years. He explained that the association had grown from approximately 12 participating schools in its early years to more than 30 schools currently participating. He further indicated that additional schools had already expressed interest in joining the association and that PEPSAA could potentially grow to approximately 40 schools during the 2026 season.

He thanked the educators and coaches for the countless hours spent preparing athletes for competitions and acknowledged the commitment required to organise training, transport and participation throughout the season.

Special appreciation was expressed to school principals for their support of athletics programmes and for making resources available to learners and coaches.

Mr. Venter also thanked the PEPSAA executive committee for their commitment, teamwork and willingness to devote significant amounts of personal time to the administration and organisation of the association.

The schools that hosted friendly athletics meetings during the year were thanked for creating opportunities for athletes to gain valuable competition experience before the bond meetings.

Special recognition was given to Curro Hazeldean for hosting all the PEPSAA bond meetings as well as the Prestige Meeting. Mr. Venter thanked the school for its hospitality and willingness to assist PEPSAA in ensuring the successful presentation of all events.

The role of parents was also acknowledged, with Mr. Venter noting that PEPSAA would not be able to function successfully without the support of parents who transport, encourage and support learners throughout the season.

Looking ahead to 2026, Mr. Venter indicated that the committee would continue focusing on:

Developing athletics from foundation level upwards.
Strengthening partnerships between schools.
Encouraging schools to host friendly meetings.
Seeking sponsorship and funding opportunities.
Expanding participation opportunities for learners.
Improving exposure for athletes and PEPSAA events.

In conclusion, Mr. Venter thanked everyone involved in making the 2025 season a success and stated that it had been a privilege to serve as chairman of the association.

The Chairman's Report was accepted by all present.

6. Financial Report

Mr. van Niekerk presented the financial report and provided a detailed breakdown of the association's income and expenditure for the 2025 financial year.

He explained that PEPSAA started the year with approximately R11 000 in the bank account.

Affiliation fees were received from participating schools during the year, providing the primary source of income for the association.

Mr. van Niekerk explained that Curro Hazeldean sponsored several aspects of the athletics programme, including venue-related expenses, which contributed significantly to reducing costs for PEPSAA and participating schools.

Bank charges for the year amounted to approximately R1 000.

The honorariums paid to committee members were discussed.

The committee members were formally introduced to those present and thanked for their contributions. Recognition was given to the numerous meetings attended and the extensive planning required to coordinate athletics events for the growing number of participating schools.

Expenses incurred during the year included:

Prestige Meeting medals.
Committee meetings.
Committee shirts and apparel.
Website maintenance.
Sound services at meetings.
Administrative expenses.
AGM expenses.

Mr. van Niekerk explained that the growth in participating schools required additional planning meetings and administrative work during the year.

Special appreciation was extended to Curro Hazeldean and all sponsors for their continued support. He noted that the value of the sponsorship provided by Curro Hazeldean was substantial and contributed greatly to the success of PEPSAA events.

Thanks were also extended to first aid personnel, officials, volunteers and all individuals who contributed to the successful running of athletics meetings throughout the year.

Mr. van Niekerk reported that the association remained financially stable and in a healthy position moving forward.

A proposal was made to increase affiliation fees by R500 for the 2026 season to R5500.

The proposal was seconded and accepted by those present.

There being no further questions, the financial report was accepted.

7. General

7.1 Proposed Dates for 2026

The committee proposed the following dates for the 2026 athletics season:

A-Bond: 7 September 2026
B-Bond: 8 September 2026
C-Bond: 9 September 2026
D and E-Bond: 10 September 2026
E-Bond: 14 September 2026 (if required)
Prestige Meeting: 17 September 2026

It was explained that the final structure of the bonds would depend on the number of participating schools and whether an additional bond would be required.

7.2 Athletes per Event

Following discussions and feedback received during the season, the committee proposed the following athlete allocations:

Sprints: 2 athletes per school.
Hurdles: 1 athlete per school.
Middle-distance events: 3 athletes per school.
Field events: 3 athletes per school.

The committee further indicated that qualification procedures for the Prestige Meeting would be communicated once final arrangements had been completed.

7.3 Officials Refresher Course

The committee confirmed that an officials' refresher course would again be offered.

Probably towards the end of term 2, before the season starts

To improve preparation and implementation of rules, it was decided that the course would take place earlier in the year, preferably during the second term before the athletics season begins.

Further details would be communicated to schools in due course.

7.4 Marketing and Communication

The committee discussed several initiatives aimed at improving communication and increasing exposure for athletics.

These included:

Reactivating the PEPSAA Facebook page.
Updating the PEPSAA website with current information and photographs.
Increasing visibility of athletics achievements.
Seeking additional sponsorship opportunities.
Investigating opportunities to collaborate with SuperSport Schools.

Mr. Venter explained that increased exposure could benefit athletes while also assisting PEPSAA in attracting potential sponsors.

7.5 Friendly Meetings

A proposal was received requesting greater cooperation between schools regarding friendly athletics meetings.

Schools were encouraged to invite neighbouring PEPSAA schools to participate in friendly meetings wherever possible. It was noted that these events provide valuable competition experience and contribute significantly to athlete development.

The committee encouraged schools to support one another and to create additional opportunities for participation whenever practical.

7.6 Medals

Following feedback received during the season, it was agreed that medals would again be awarded at all bond meetings as well as the Prestige Meeting during 2026.

The committee indicated that medal orders would be placed early in the year to ensure sufficient preparation time.

7.7 School Contact Database

Mr. Venter informed the meeting that an updated PEPSAA contact database was currently being compiled.

The database would include updated contact information for schools and would be distributed early in 2026 to assist with communication and event planning.

8. Election of New Committee

Mr. van Niekerk chaired the election process.

Nomination forms had been circulated to schools prior to the AGM.

A total of seven nominations were received for seven available committee positions, including the new

D-Bond representative.

As the number of nominations matched the available positions, all nominees were elected unopposed.

The committee members were congratulated and thanked for their willingness to continue serving the association during 2026.

Mr. van Niekerk expressed appreciation for their ongoing commitment and support.

9. Closure

Mr. Venter thanked all schools, committee members, educators, coaches, officials and parents for their contribution to PEPSAA Athletics during 2025.

He wished everyone a safe, restful and blessed festive season and encouraged schools to continue supporting athletics development within the association.

The meeting was formally closed with prayer before attendees enjoyed refreshments and fellowship.