South African Racing Pigeon Union Operations Manual
- Koot van der Walt
- Sep 26, 2025
- 22 min read
1. Introduction
In a rapidly changing environment, the Racing Pigeon sport in South Africa is facing the following challenges:
The N.S.P.C.A. is determined to criminalise and ban the practice of pigeon racing in South Africa.
Transport and timing systems costs are causing severe shrinkage in participation.
There are very few new and younger entrants to the sport.
A presence on the internet has become a necessity for survival.
A new method of competition is needed to neutralise nature’s 'unfair' influence on race results, while also encouraging camaraderie among members.
There is a lack of significant sponsorships in the sport.
Outdated rules and traditions require urgent reform.
To address these issues, the South African Racing Pigeon Union (SARPU) introduces this Operations Manual, aligned with the broader expectations of national governance structures like SASCOC. SARPU is primarily established to serve
professionally structured racing pigeon entities, while also remaining open to collaboration with amateur organisations that align with its principles of governance, ethics and development. that participate in performance-based competitions under regulated and transparent systems of recognition and reward.
This manual will serve as a living document, subject to future updates and enhancements as the sport evolves. It outlines the legal, structural and ethical framework of SARPU, and serves as a guide to all affiliates, including ODRA and One Loft Racing entities.
SARPU operates as a non-profit, member-owned cooperative structure with emphasis on fairness, governance, compliance, and development.
The core mission is:
“To represent and support professional racing pigeon entities to ensure the highest standards of competition, compliance and ethical engagement in the sport."
This manual has been drafted to comply with the documentary expectations of SASCOC and outlines a comprehensive operations model that is accessible, sustainable, and compliant with both sport and national legislation.
SARPU is committed to bringing pigeon sport back to the heart of the community — to the backyard of the dedicated fancier In pursuit of affordable and inclusive participation, SARPU supports all efforts aimed at "back to affordable participation". This includes making timing devices accessible once more to underprivileged scholars and young fanciers, and offering consumable e-rings at drastically reduced prices — in some cases at a quarter of the prevailing market cost.
1.1.1 The Union's mission
"Act as a representative and support body in assisting business entities within the racing pigeon sport to ensure the highest quality sporting opportunities for all participants who are actively involved in competitive pigeon racing."
Affiliates and their members participate in a range of annual racing programs.
Through its affiliates, such as O.D.R.A. and the One Loft pigeon race facilities, the Union provides opportunities for pigeon fanciers to partake in the professional racing pigeon sport. These include participating in races from One Loft premises and entering their birds in Loft Grouping competitions as offered nationally by O.D.R.A.
As the governing body for professional pigeon racing, The Union functions as an association of professional pigeon racing entities, providing lobbying, funding, arbitration, and awarding of national and provincial Colours to affiliates. Its primary functions are:
• Act as a regulator ensuring all affiliates operate in accordance with the Union’s rules and national governance guidelines.
• Provide governance support and advisory services to affiliate committees, including management training, event coordination, sponsorship, financial oversight, safety and disciplinary processes.
Promote recruitment and manage promotional events.
• Serve as a point of contact for all interested parties.
• Ensure arbitration and disciplinary support for affiliates.
• Award Provincial and National Colours.
• Act as a lobby group to maximise available resources.
1.1.2 The Union's Vision
"All The Union’s affiliates and members, by being sustainable, accessible, and motivated, will meet the evolving needs of the racing pigeon sport as well as public expectations and those of national sporting authorities, with the motto:
'The Pigeon First, Not the First Pigeon.'"
1.1.3 The Union Values
The Union upholds the following values:
• Equality – Union affiliates are diverse and inclusive, encouraging broad public participation.
• Fairness – Union affiliates maintain high ethical and professional standards.
• Transparency – Union affiliates operate openly, sharing knowledge and building trust.
• Partnership – Union affiliates collaborate with stakeholders for mutual benefit.
• Team Building – Loft Grouping fosters camaraderie and competitive spirit within and between clubs.
Main Functions of The Union in the Professional Racing Pigeon Sport
1. To organise competitions and attract sponsorships so that professional lofts may earn income through racing or the sale of pigeons.
2. To assist One Loft entities in enhancing their public profile, including implementing a star rating system.
3. To engage insurers for coverage of transportation risks and high-value prize insurance.
4. To seek necessary approvals to develop and manage a legal pigeon competition platform.
5. To gain national recognition for competitions through SASCOC, securing national and provincial championship status and awarding of Colours.
6. To raise operational funding through sponsorships and advertising opportunities.
The anti-cruelty mission of The Union is to prevent abuse of racing pigeons, educate the public, and promote animal welfare in the sport.
Bringing Pigeon Sport Back to the People
SARPU is committed to bringing pigeon sport back to the heart of the community — to the backyard of the dedicated fancier. In pursuit of affordable and inclusive participation, SARPU supports all efforts aimed at “back to affordable participation.” This includes making timing devices accessible once more to underprivileged learners in rural schools and young fanciers, and offering consumable e-rings at drastically reduced prices — in some cases at a quarter of the prevailing market cost.
Its sister company, SA Pigeon Timers, has successfully launched the Konic Xcorpio P7 system, along with the HH1 handheld Live unit selling at just R1450.00 — a fully mobile timing device that requires no ‘strike in’ or ‘strike out’ procedures, making it ideal for smaller or remote lofts. E-rings are now being manufactured locally and supplied at just R8.50 per ring, ensuring the sport becomes accessible once again to all income groups.
2. Main functions of The Union in the professional racing pigeon sport.
1. To provide competitions and attract sponsorships whereby the professional loft can earn a healthy income, realising that such payment will have to be substituted by selling their top-performing pigeons and/or their offspring and relatives thereof.
2. To assist the One loft racing entities in regaining and maintaining their public image by providing a star rating to the different lofts to allow all the lofts to strive for high returns and other factors portraying their expertise in their art.
3. Representing The Union to Insurance companies to entice the insurance entities to get involved by underwriting the risks of the sport such as transporting Pigeons and providing high prize money indemnity insurance.
4. To obtain the required licenses to present a "Pigeon betting Platform".
To establish a competition accepted by SANPO SASCOC as a provincial and national championship with full colours for all pigeon racers and lofts.
5. The expenses and effort spent on these crucial aspects will be well rewarded with extra funds earned by the Union from sponsorship and the sale of advertising space on the Union website.
The anti-cruelty mission of The Union is to prevent malice and the abuse of racing pigeons, educate the public and, more specifically, the pigeon fancier about racing pigeon's welfare and promote awareness of the problems of racing pigeon cruelty.
3. The Union Membership and area of operation
Due to SARPU’s unique four-bird grouping competition, all pigeon fanciers in South Africa may apply for membership with SArpu. However, it is impossible to transport pigeons of members other than those based on the East Rand and adjacent areas.
Therefore, there are two distinct membership types within the structure of the Union;
3.1 Odra
3.2 Transport members
3.3 National members
4. One loft Racing entities
4.1 South African entrants
4.2 Continental entrants.
4.1.1 O.D.R.A. Transport membership
Capital equipment is required to accommodate this sector.
· Two or more 4-ton Trucks complete with two steel frames and four hundred wire baskets
· Ten Konic Club Units
· Thirty-five Konic Loft antennas
· Two Professional websites; -
o Konic website, capable of displaying live arrivals of the O.D.R.A. birds,
o The Union website, for the display of objectives, principles, and news of the Union.
42 O.D.R.A. National members
Capital Equipment required for this sector
· Ten Konic Club Units
· Thirty-five Konic Loft antennas
· The website "www.pigeonprogram.com to control all National and international results, as well as to amalgamate all the live results from Konic, Benzing Live and Topigeon websites, publishing the Loft Grouping provincial and national results immediately and live upon arrivals.
4.3 One Loft Racing.
Capital equipment required to accommodate this sector
· The most considerable expense by far will be necessary funds to erect professional lofts to specifications required by qualified civil engineers with the
· required expertise in erecting a loft or building that would accommodate the number of pigeons that the entity would be catering for: -
o A truck purpose-built to accommodate the number of birds of the planned annual intake.
o The critical timing systems to accurately determine the winning birds.
o Training of staff and helpers to fulfil the mammoth task of hygienically keeping the lofts and environment clean and tidy.
o Advertising and marketing funds to attract local and overseas fanciers to enrol their athletes of the air.
5. Competitions
5.1 Odra
At the core of Odra's existence, the first rule relating to any competition, new or otherwise is, that participation may never be compulsory.
The main competition invented, controlled, and administered by Odra is
(a) Loft- Grouping
Although the original name 4 bird-Grouping indicated that the competition is related to 4 pigeons, the Loft-Grouping method may be extended to 5 and possibly more birds.
(b)Loft-Grouping method and rules
The principles and basis of the competition are founded on the fact that;
IF ONE PIGEON CAN BE IN A CERTAIN AREA, THEORETICALLY, ALL THE BIRDS COULD BE THERE AT THE SAME TIME.
· The bird, which arrives first in a predetermined area, is called a "Marker", and the rules are based on: -
· What distance did subsequent birds travel during the net flying time of the "Marker".
· The "Marker's" net flying time, multiplied by the measured entity's velocities and the difference between the distance of the marker and the measured
· bird, is referred to as "the distance the measured bird was behind the marker at the time the marker was clocked"
· The performance of the first four birds of each loft is calculated in this manner, and the average of these four birds are then called the "loft-grouping" of a measured loft.
· The marker will be determined by the highest velocity achieved within a specific area or club. The "marker" competed or preretirement section thereof if the area has been so divided. In most instances, the marker is the first bird clocked in a club. However, for Provincial and National competitions, the "marker" might be the best velocity within the organisation.
Please note that all calculations used are based on the tried and proven results of current methods being velocity results.
This result is then divided by Net flying time in hours and again by 1000 to arrive at the distance lost in Km for every hour of flight.
The software program developed for this competition is part and parcel of the Pigeon program race result program. Meaning that results are immediate on the website www.pigeonprogram.com instantaneously after the last loft has done his "home-strike"
The S.W.O.T analyses of the Loft-Grouping competition
Strengths or advantages
This competition can determine a club, affiliate, section, organisation, district, provincial and national champion loft. It may also be applied to single birds to determine "Ace" birds in the same regions. Using this method in a stock loft, awarding points to the relatives of winners, it is also possible to determine the best breeding individuals and/or pairs. The loft management section of www.pigeonprogram.com is so designed with this feature as standard.
An example of an inter-club, organisation or provincial competition would be conducted as follows.
Teams of each club are selected after the race closed in the following manner;
· The first four best groupings recorded within the club, organisation or province could be called a "team name" using the average method in the same manner as per loft and would then compete with rivals or other "teams".
· Even International competitions are then possible
The introduction of "handicaps" for strong competitors is as accessible as increasing the grouping from 4 to 5 or 6 or more.
In the event of weak fliers, the grouping could be decreased to 3 or less. This method is advantageous in club competitions to allow beginners to compete more favourably. It stands to reason that there will be competition for the stronger rivals to contend against each other
Measured against the established internationally used "Coefficient" method, the following advantages are evident: -
· Before entering the bird for adjudication at the end of the season, complicated SARPU. application forms must be completed and signed by Club, and the organisation's chairpersons, to achieve the National Ace pigeon status in South Africa.
· Birds competing in smaller organisations can never achieve the status of A.C.E. pigeon due to not having competed in mass liberations required for an excellent coefficient score.
Weaknesses or disadvantages.
Establishing the "marker" determines the success or failure of the competition. Therefore, the marker should be selected from not less than 1000 birds competing in a specific area.
Race distances of different competing liberation points should not fluctuate more than 200 Km. Thus, for example, should a competition exist between a Western Cape organisation and a far north competitor, the race distance on the day of the competition should not differ more than 200 kilometres.
Without the availability of "live" results, the calculations of grouping results took too long. This delay was mainly due to waiting days for normal velocity results to determine a "marker".
There are currently three racing pigeon timing units that can present instant results: -
· Konic Cloud-based racing pigeon timing system.
· Topigeon with "Home strike ability."
· Benzing Live.
Opportunities.
Sponsorships
Since results are published instantaneously on the World Wide Web, on the website www.pigeonrogram.com, branding opportunities exist for advertisers to obtain exposure for their products and services. Therefore, they would be willing to support the drive to improve the image of the racing pigeon sport in the eyes of the N.S.P.C.A. and the public in general.
Pigeon fanciers themselves would be able to use the results to measure their racers and, therefore, their stock-birds against the best in the country.
No longer will it be that all the fame goes to racers in the big cities, now it is possible when done correctly for out in the country racers to compete against the big names in the pigeon sport and earn Provincial and National colours
When punters put their birds up for sale, they will now have to reveal the average "Grouping" of their loft and racers as well as that of their breeders.
All the grouping results of at least their racers should be verified on the "LIVE" website www.pigeonprogram.com by any interested party.
The Loft-Grouping would allow Odra to gain National status with members across the country without members having to resign their current memberships with other organisations.
Threats
· The age-old reluctance to accept something new must be the one threat that only time can overcome.
· The average pigeon fancier does not always understand the complexity and novelty of the system, and the misconception that Loft Grouping will replace the age-old Velocity results seems to be the most evident reason to resist the system.
·
There also seem to be the misconception that an "inferior Affiliate" with weak competition has the advantage to produce a weak "marker" and therefore
could quickly create a good loft grouping. This threat needs to be fiercely opposed because the results since 2016 prove those good fanciers, as
determined in the velocity results, still perform just as well in the Loft Grouping results
How are we going to counteract the above:-
The snobbish statement of "inferior Clubs and fanciers have an advantage",: -
· Suppose this toffee-nosed statement is correct (which it is not). Is this not precisely what the pigeon sport needs because smaller clubs and their members also get acknowledgement? It is outrageous to think that champion fanciers and pigeons only reside in the bigger cities.
· Loft Grouping is a different measurement of the same velocities achieved in the expected results. The difference is that these velocities are used to determine the DISTANCE the second and following birds are behind the first bird called the "Marker."
· The argument these snobs bring to the table is "the marker in inferior Clubs, achieve an inferior velocity; therefore it is easier to achieve a good "loft grouping" result with the rest of their inferior racers!
How on earth does that affect the result of the snobs? Does this mean the results achieved by these "champions" every weekend produce only one bird per Club that sets a high "Marker" velocity, and the rest of their champion pigeons is kilometres behind? Indeed if one bird could have arrived in a particular area at a specific time, all the birds could have achieved the same result.
Achievements since 2016
1. The goal of providing transport to 63 Racing members and 36 sprint series competitors was achieved in 2019.
2. To compete with this amount of lofts over 10,000 km2 allowing competing racers the advantage of a fair "Combine" liberation of +- 3500 birds
3. Prize money of R120K annually
4. R500 prize money each, to 7 Clubs for 16 races per year.
5. Asset gain of the Co-Op R1.7M
6. The Konic Cloud-based timing system and the Pigeon program software were completed with I.C.A.S.A. approval (Valued at R5M), capable of hosting national and international loft grouping events.
7. Total Electronic and distant race-basket control even up to liberation from H.Q.
8. Producing and supplying e-rings at a 50% discount (R17.50 versus R36)
9. Sponsorship from B.P. and Sanlam to give our members a kickback of R0.70 to R1,00 per Liter diesel or Petrol
10. Sponsorship from Dream Resorts of 20% discount to O.D.R.A. members at all their Quest house and hotel facilities nationally.
Goals for the future
1. To increase sponsorship to the value of R10M per season.
2. To host 10 International loft grouping events per year.
3. To drastically increase the number of lofts and fanciers in South Africa by improving the image of the pigeon sport and counteracting the misconception that pigeon racers are "animal abusers".
4.To allow betting on winning lofts through http://phumelela.com/Operations/South-Africa
One Loft Racing
History
One loft racing, now offered worldwide, originated in South Africa with the Sun City Million Dollar Pigeon Race. In 1996 and sadly went into liquidation in 2020.The prize money was very lucrative and earned the event the name of The richest pigeon race in the worldThe annual cash prize exceeded pay-outs of $1M. Five brand-new cars were presented as Hot-Spot prizes in the prefinal training flights, and there were 250 cash prizes for the final race. In addition, they offered a knockout competition from the second hot-spot prefinal training flight. All paid entries race against each other on this eliminating system. By the final round, there were about 30 birds left to fight it out.
The winning bird could net a whopping $10K for its owner. Ten magnificent gold pendants were awarded to the top 10 pigeons in the final race. In addition, the pigeon with the best average score in the five Hot Spot prefinal training flights won $5K. There were also several other cash prizes, 350 in all. Categories included the National Championships, the International Challenge race, the Two-pigeon Challenge, the five Hot Spots and the Sun City Grand Averages Champion.
The attraction to fanciers worldwide was enormous, but it also attracted the attention of the N.S.P.C.A., and their position statement mentions this event explicitly as their primary concern with the pigeon sport. https://nspca.co.za/wp-content/uploads/2020/05/position-statement-3-10.pdf with the following extraction.
"PIGEON RACING South Africa is the home to the richest one-loft race in the world, namely the Million Dollar Pigeon Race. The Million Dollar Pigeon Race pits birds from various countries against each other for a share of US$1.8million in prize money. The runner-up's win cars and smaller monetary prizes, while the overall winner can expect to pocket US$200,000. Birds from across the world are air-freighted to South Africa as squabs, months before the race, and trained to orient themselves to a single loft. On the final day of the race, thousands of pigeons are released and have to fly back to the homing loft at the same destination. Only the first 300 birds that arrive within a given time, as decided by the event organisers, receive prizes. Pigeons that competed in the Million Dollar Pigeon Race are SANPOtioned off after the race and only the first 50 birds that performed are presented to bidders. WHY IS IT CONSIDERED INHUMANE AND A CRUEL PRACTICE Ø Racing pigeons are born, raised and maintained in a loft environment, whereas the racing element of the sport involves the liberation of these animals in unfamiliar territories, often facing various challenges to survive a race and to return to their loft. It is known that some pigeon fanciers will race nesting pigeons (using one parent), used as a motivational technique for the pigeon to return back to the nest. Ø Racing competitions place high physical demands on pigeons as certain races are held over excessive distances, in adverse weather conditions or over unsuitable terrain. Ø In order to be able to cope with races, pigeons need to receive adequate physical training, proper nutrition and be in excellent body condition prior to the race commencing. The use of physically unfit or unhealthy pigeons for racing is not uncommon. Ø It is well known that not all of the pigeons that are liberated during a race return to their loft. It is believed that non-returning racing pigeons are affected by factors such as either going off course, being affected by inclement weather conditions, falling prey to predators, dying of thirst or hunger, or are killed by farmers. No official studies have been done to account for the high number of birds that do not return, but it is believed to be a
contributing factor to the invasive feral pigeon flocks in cities across the country. There is a biosecurity risk associated with racing pigeons in relation to the spread of infectious bird diseases. Racing pigeons travel large distances and may contract and/or carry diseases from one geographical region to another. Ø Issues of overcrowding and housing management practises are of concern. Codes of practice for the keeping and racing of pigeons do not currently exist, however, the well-being of pigeons are monitored by the N.S.P.C.A. in terms of the Animals Protection Act No. 71 of 1962. The South African National Pigeon Organisation (SARPU.) regulates many of the pigeon fanciers but there are just as many who do not associate with SARPU. These lofts are scattered all over
the country. Ø Top racing pigeons are valuable for breeding purposes in terms of performance and speed. This results in the animal used solely for breeding and disregard for the animals' other behavioural needs. The S.P.C.A. bases its perspectives on the best available information and data available at the time. Our positions and opinions may change as more information and data become available."
In 2014, the pigeon sport faced a significant setback when the N.S.P.C.A. declared it illegal. Notably, this unique sporting endeavour, which unfortunately remains unacknowledged in South Africa, made a rare appearance in a governmental publication. The document, highlighting achievements across various sports bodies, notably featured the pigeon sport as the sole "achievement" in an otherwise overlooked category. Explore the details in the following article https://www.gcis.gov.za/sites/default/files/docs/resourcecentre/Sport_R2015.pdf
Therefore, the Union will endeavour to positively address these attacks and harmful perceptions of our beloved sport. The Union aims its Goals and objectives to correct the negatives within the sport with awards rather than with rules.
These one Loft business entities, being part and parcel of our sport, although perfectly legal, do need urgent corrective measures to be implemented.
This need, however, will never be achieved by the rule of law, as one cannot dictate to a legal business entity, operating within the law, employing more than a hundred people, and contributing significantly to the South African economy as a whole.
Therefore, the Union will instead aim at rewarding these entities for achieving high standards and ethical behaviour. Complying with the "Kings IV report on good corporate governance" and a five-star rating, awards will be awarded
strictly according to set standards and achievements. A contributing factor will be, The Union withholding such recognition in the event of non-achievements.
Below is a typical example of such a scorecard, which, of course, will be adjusted and fine-tuned after the initial implementation, awarding 5 points to every question and category. In addition, these questions and statements are not set in stone. They will frequently be updated to serve the purpose of allowing the One loft racing entities to advertise their Star ratings and thereby attract more entries as well as being able to charge entry fees accordingly.
The answers in the yellow column provide a choice on a dropdown button as follows and
1. Hours on the wing (5 points) fixed (3Points)
2. 20%,(1 point) 33%.(2points) 50%, (3 points) 75% (4 points) >85%(5Points)
3. Bakkie (3Points) truck (5 Points)
4. 20,25,30.40 (5points all)
5. Scord on the following formula 55kg =1m3 = 100% then 2 points less for every 10% incorrect
6. Any intake 5 points
7. 5 points for 1 worker <200 birds, 4 = 1 <250, 3 = 1 <300, 2= 1 <300 1= 1<400, 0= 1 worker more than 400 birds.
8. 10% = 5 points, 15% = 4 Points, 20% = 3 Points, 30% = 2 points more than 30% equals 0
9. 4 = 5 Points 3 = 3 points 2 = 1 point less than 2 = 0
10. >50% = 5 points, >33% = 4 points, >20% = 1 points < 20% =0
11. Summer = 0 points Winter = 5 points
12. Yes = 5 points No =3 points
13. Yes =3 points No= 5 Points
14. Yes 5 points No=3 points
15. Yes 5 Points No= 0
16. Yes 5 points No= 0 Points
17. Yes 5 points No= 0
18. Yes 5 points No = 0
Then the remaining 15 points out of 100 will be rewarded for good housekeeping and general health appearance of the birds, lofts, and surrounding areas.
6. Membership of the Union
For a business entity to be eligible for the benefits and grading from the Union, they must first apply for Affiliation to The Union. In the case of existing SARPU. members, Affiliates and controlling bodies wishing to compete in the Loft Grouping competitions, the entity must fully complete the membership application process, be in good standing regarding their SARPU. related responsibilities and pay the affiliation fees each year to maintain association with The Union
In the case of new applications, the following are the steps required to apply for Affiliation:
a. Apply for Affiliation by means of a letter to the Honorary Secretary. This letter should provide information on the required Affiliation the applicant is seeking, be
b. it a One loft entity or an Odra membership, and the competition they will enter etc.
c. Submit the Affiliates proposed Constitution/management manual outlining aims and objectives (samples available from the Union, see appendix 13 for Affiliates Constitution/management manual Template).
d. Elect a committee including Chairperson, Vice-Chairperson Secretary and Senior Treasurer.
4. Submit evidence of activity, including a membership list with at least 4 participants listed and details of their SARPU. numbers.
This information should be forwarded to The Union Executive Secretary, who will forward it to The Union Executive Committee for consideration at its next meeting.
The Union Executive Committee will consider applications for Affiliation by new Affiliates on the following basis:
• Uniqueness: the activity must not be offered by an existing affiliate Union member, except in the instance of One loft organisations, and they must demonstrate that their activity if approved, can be delivered sustainably.
• Insurable: the applicant must put in place relevant insurance underwritten by a reputable underwriting authority for the risks in the activity concerned. The applicant cannot get said insurance or the cost of insuring the activity increases; The Union's will recommend an approved agency. The risk under discussion are Loss of Pigeons due to a road accident or a similar
• tragedy or to cover the risk of a prize on offer with a "Prize indemnity" policy.
• Reputation: the group must commit to the principle that their activity will be carried out in a manner that will enhance the reputation of The Union, upholding the slogan of "the Pidgeon first, not the 1st pigeon."
The Union requires that each affiliate has an executive committee charged with the efficient running of their respective entity. In particular, the executive committee is responsible for:
• Developing plans for the affiliate.
• Guaranteeing the affiliate's financial health, including approving the annual budget.
• Ensuring enough employees run the affiliate and that an Affiliation is a positive institute for shareholders or owners.
• Making specific legal requirements are followed.
• Making sure The Union and SARPU.'s policies and procedures are followed.
• Writing policies to guide the operation of the affiliate.
• Working effectively together to run a successful Affiliation.
• Carrying out the administration.
• Setting up sub-committees where required for specific projects.
• Holding an AGM/EGM/Shareholders meeting
There is no one size fits all structure for an organisation; each entity is unique, meaning how they run their business must be adapted to their specific needs.
However, the basic idea remains the same; Affiliates are business entities run by democratically elected or appointed senior officer/s at an AGM/EGM/Shareholders meeting to benefit their members or shareholders.
An Affiliate executive structure is usually made up of the following:
· President/Chairperson/Chief executive officer/owner(senior officer)
· Secretary
· Senior Treasurer or financial officer
· Ordinary Members
6.1.1 President/Chairperson/C.E.O. (senior officer)
The senior officer is responsible for the overall running of the Affiliation and acts as the affiliate's spokesperson and representative. This position requires excellent written and oral communication skills and the ability to liaise on all levels, from the executive to governing bodies. In addition, they should have a good knowledge of the Affiliate's Constitution/management manual and procedures concerning the running of meetings.
The following are several other duties that a senior officer may perform:
• Be the primary public relations person.
• Be at the forefront of the affiliate's strategic planning.
• Chair all Affiliate meetings and work closely with the Secretary.
• Liaise closely with Affiliate members and the executive to ensure the future direction and growth of the affiliate.
• Have a good knowledge of the Affiliate Constitution/management manual and the rules and roles of the various officeholders.
• Ensure that the officeholders complete all tasks assigned to the satisfaction of the committee.
• Be involved and always informed about the current activities, personnel, events and financial position of the affiliate.
• Manage the running of the Affiliate's Annual General Meeting to ensure that it runs smoothly; presentations and motions are carried according to the Roberts Rules of order.
The senior officer will also be responsible for the affiliate's everyday routine and strategic decisions. Although common choices are to be dealt with daily, they usually will not require a great deal of discussion with other executive members.
Strategic decisions will involve a lot more time and discussion and will affect the future of the Affiliation. The senior officer will be required to determine the situation, decide on any change, identify resources and costs involved. To hold the office of a senior officer, a member should have previously served on the committee for at least one year.
5.1.2 Secretary
The position of Secretary is an essential part of the Affiliate structure, and they are the key figure within the executive.
The Secretary is generally the first point of contact for those wishing to deal with or become Affiliate members. They must also act as a link between members, the Affiliate Executive and any outside agencies with which the affiliate may need to interact.
The Secretary will perform the following tasks:
Meetings
• Distribute minutes to all Affiliate members.
• Prepare meeting papers, support papers and minutes.
• Convene all meetings as laid out in the Affiliate Constitution/management manual.
• Submit the minutes of the Affiliates A.G.M. to The Union.
Correspondence
• Attend to all correspondence for and on behalf of the affiliate.
Membership
• Distribute and collect all Affiliate membership forms and fees—money to be forwarded to the Junior Treasurer. Records to be kept of all funds collected. (The Junior Treasurer may also do the collection of funds.)
• Maintain the Affiliate membership list and record of the officeholders of the affiliate.
• Notify the U.C.D. Sports Office immediately of any changes to the Affiliate Executive.
General Administration
• Implement the decisions of the committee.
• Communicate all decisions of the committee to members.
• Responsible for communicating all relevant information to Affiliate members, e.g. training and development updates etc.
• Maintain an up-to-date copy of the Affiliate Constitution/management manual.
• Maintain Affiliate filing systems and records.
• Prepare, in conjunction with the Affiliate President, the Affiliate Annual Report for distribution at the A.G.M. and transmission to The Union.
Comments