B & SVEN - Chairman
- High-level overview of all the various portfolios plus liaison with Mabalingwe and Boekenhoutplaat
- Occasional ad hoc admin/secretarial tasks e.g. post, AGM/minutes/Memo of Agreement etc (can be can possibly be outsourced if necessary) and including:
- Annual insurance renewal (check with James when next due)
- Annual lightning conductor (done in September by Mabalingwe)
- Fumigation
- Fire extinguisher servicing
AL - Allocations, Website & Checklists
- Maintenance of Allocations list
- Maintenance of Checklists etc
DOUG - Additions & Improvements
- Quotes on ad hoc capital suggestions by members
- Submission to members for approval
- Project management of approved projects
- Annual renewal of Itaga traversing rights
FELICITY - Housekeeping, Kitchen equipment & Linen
- Liaising with Mabalingwe housekeeping (e.g. for spring cleans, cancellation of cleans, inadequate cleans, extra cleans)
- Liaising with the Bookkeeping Portfolio on any cost effects of the above
- Communicating with members when housekeeping staff and/or contact numbers have changed
- Replacement of kitchen equipment, linen and towels and labelling thereof
IVAN - Repairs & Maintenance
- Creating lists of items needing attention (based on feedback from members or own inspection)
- Periodic project management of the above by self/others
- Annual fire extinguisher service (for insurance purposes) - every August
- Keeping safe batteries up-to-date - every 6-12 months
JAMES (NON-MEMBER PAID PORTFOLIO)
- Book-keeping & Disbursements including billing members for extras and ensuring members contributions are up to date
KATHY - Supplies & Pantry
- Keeping the shelves and pantry clean and in order;
- Ensuring sufficient supplies are on hand (e.g. communicating/delivering to the next person, occasional bulk purchases incl wood);
- Ensuring supply lists (now on the website so liasing with the Website Portfolio) are up to date/relevant
MARY - Accounting & Public Officer
- SARS
- CIPC
- Annual Financial Statements
- Tax/accounting advice
- Annual vehicle licence renewal
MATT - Truck Repairs & Maintenance
- Everything to do with the truck
PEN - Pool & Garden
- Pool maintenance when necessary (pool supplies to form part of the Supplies portfolio not the Pool & Garden portfolio);
- Restocking with replacement herbs, plants & trees / bird trays / salt licks when necessary;
- Communication with others e.g. requests for members to water
- Arranging with Mabalingwe for periodic grass cutting (as required by Insurance) - April & October