Tour Communication Nr. 1 - General Admin

Dear Coaches and Managers

I will be numbering the letters I am sending out to ensure that no one misses any communications.

We are now reaching the active phase of our preparation for the SASWP Inter Provincial Tournament where deadlines have to be met and if anyone drags their feet the impact is felt by the entire tour squad.

Please visit and encourage your players to visit the Blogs below:

http://gswptour.blogspot.com
http://gswpcommunications.blogspot.com
http://gswpboys.blogspot.com
http://gswpgirls.blogspot.com

1) Tour fee deposits
Your entire squad should have by now paid in their tournament deposit of R2000.00 into the GSWP account and have sent the proof to the bookkeeper. If you have collected funds and have paid them into the GSWP account as combined amounts then please send Ms. Gilbert the amount you have deposited and the breakdown of who made what payment.

Payment of R2000 tour fee deposit into the GSWP bank account:
Name: Gauteng Water Polo Association, Standard Bank,
Branch Code 000205 (six digits) or Branch Code 00020500 (eight digits)
Account No. 000199044
Your ref: Players Surname, players initial & Age group
For Example: Smith RM U19

Please fax/email proof of payment to the GSWP bookkeeper:
Ms Lesley Gilbert
(tel)011 472 0373
(fax) 0866359199
(cell) 082 852 6756
(email) gilbertla60@hotmail.com

Confirmed payments will be listed on the tour Blog. These confirmations will also reflect players who have received GSWP sponsorship as having paid their fees as the fees are covered by GSWP. The confirmations are so that all parents will know their status with regards to finances and to promote transparency.

2) Team lists.
Urgent! Please send me your team list in a landscape word document, pro form attached, which contains at least the full touring squad if you have not finalized between A and B/Colts teams. We cannot start travel, accommodation, clothing and budget bookings and calculations before we have your info. It is easy for us to move name around later and data capture is time consuming.

The list MUST contain the following info for the coaches, managers and players:
a) Name and Surname. (Check the spelling please)
b) Cap number
c) Date of Birth
d) Parents cellular
e) Players cellular
f) Parents email
g) Shoe size, shirt size, short size
h) Any special dietary requirements
i) Any medical considerations Note: Mark the quota player/s with an asterisk.

3) GSWP Financial assistance requests. Please indicate via email to buysm@stdavids.co.za whether you think there are players who will need financial assistance from GSWP to pay their tour fee. If no applications have been received by 27 September 2008 I will assume that all the parents in your team can pay the full remainder of the tour fee before 15 October 2008.

4) Final team selections
The final team must be announced by 10 October 2008. There may still be movement between A and B/Colts teams but this is the list that will be sent to the tournament organizers and for the makeup of the kit packs. If there are any changes it is for the managers to sort out.

5) Tournament fee
The final tournament fee can ONLY be calculated after 30 September 2008 and will be announced asap. Parents must please be aware that the fee may be in excess of R5500. Flight prices are a large factor in the tour costing which can be as much as R3600 for a round trip. I am currently exploring other alternatives.

Every effort has been made too keep the fee down such as having a single manager for two teams, hostel accommodation, removing the travel costs from the tour fee, permanent tour clothing that does not need to be repurchased every year, a scroll system, etc.

Parents must understand that the tour is fully self funded which means that they foot the bill for the coaches and all other events involved with the tour. The poor financial setup has long been the bane of my chairmanship and we are planning to start a foundation to address the excessive financial burden we place on the parents to eventually completely remove all external factors from their tour fee other than what they would pay only for their own child. The foundation would cover all the staff expenses, sponsorships, award evenings, and many other items which I believe should not be for the account of the players. This is however, NOT the case at the moment and I sincerely apologise for the slow progress in this regard.

6) Indemnity Forms and Proof of age
Managers are to please collect the following and keep them in alphabetical order in a file:
a) A police certified copy of the players birth certificate or Identity document
b) Indemnity form (properly completed.

7) Alicia Daniel I have asked Ms Alecia Daniel to step down as coach of the U13A Girls side because of sickness in her family. I feel that the pressure on her would be unfair and I would like to take the responsibility of a provincial side off her plate. She will be reconsidered for 2009 and we ask everyone to keep her and her family in their prayers in this difficult time. Another coach will be sourced asap.

8) Players from Eastern Gauteng and Northern Gauteng in GSWP teams
In short, the letters below allows players to play for Gauteng if they so wish.

From: S La Marque [mailto:lamarque@mweb.co.za]
Sent: Monday, September 22, 2008 5:14 PM
To: Marius Buys
Cc: Jane Samson
Subject: Re: Inter regional movement of players Hi Marius The ruling has been that provincial teams shall be entered into the "A" section and regional OR "B" teams entered into the "B" section. However with there being no "B" section we are permitting regions to enter teams into the "A" section. Any player selected for their Provincial "A" team may at the discretion of his parents play for whom he so wishes, ie either the provincial team or the regional team but not both, PROVIDED THAT THIS NOT BE IN BREACH OF YOUR PROVINCIAL CONSTITUTION and that the region does in fact fall under your provincial control.
Steve

From: Ron Sileno [mailto:sileno@stbenedicts.co.za]
Sent: Friday, May 30, 2008 11:25 AM
To: Marius Buys
Cc: lioran@pbhs.gp.school.za; rob@dunstan.co.za; lodger@stalbanscollege.com; St Stithians Prep - Grant Ramsey
Subject: RE: Boys from Northerns and Easterns who want to try out at Gauteng trials Hi Marius I have chatted to Rob (Ambler). We will send our boys to Gauteng Trials, any boys that make it at trials will play for Gauteng. Easterns trials will go ahead as per last season and we will enter Easterns teams in the B section.
Cheers
RonS

From: Rob Lodge [mailto:lodger@stalbanscollege.com]
Sent: Wednesday, May 28, 2008 12:17 PM
To: Marius Buys
Cc: lioran@pbhs.gp.school.za
Subject: RE: Boys from Northerns and Easterns who want to try out at Gauteng trials Hi Marius Northern’s will be entering an U19 team in the Boys A section, as we did last year.
Thanks for keeping us posted
Regards
Rob

Yours in polo
Marius Buys
Chairman
23 September 2008