SayProCDR – SayPro Meeting Minutes – Request and Booking Flights and Accommodation for Kagiso Capacity Building by Linah Ralepelle – SayPro Development Manager 18 June 2025

To the CEO of SayPro Neftaly Malatjie, the Chairperson Mr Legodi, SayPro Royal Committee Members and all SayPro Chiefs

Kgotso a ebe le lena

---

Meeting Title: SayProCDR Request and Booking – Flights and Accommodation for Kagiso Capacity Building
Date: 18 June 2025
Time: 09:30 – 10:05
Chairperson: SayProCMR

Opening Prayer: Nkiwane
Opening Song: Led by Mr. Legodi

Attendees:

• SayProCMR
• SayProCOR
• SayProCDR
• SayProCHAR
• SayProCRR
• SayProCLMR

---

Meeting Focus: Flights, Accommodation, and Logistics for Kagiso Capacity Building Programme

Time Discussion Initiated: 10:00 AM

---

1. Flights and Accommodation Bookings

• SayProCDR assigned the responsibility of booking flights and securing accommodation for SayProCOR, who will facilitate the Kagiso Capacity Building Programme.
• SayProCDR to also place a procurement order for a logistics representative to support facilitation on the ground.
• Specific flight booking confirmed:
  • Passenger: Legodi
  • Departure Date: 22 June 2025
  • Destination: Centurion
• SayProCMR will provide logistical assistance to SayProCDR in arranging transport and coordination.

---

2. Kagiso Delegates

• Number of Delegates: 6 total (2 males, 4 females) from Kagiso.
• All delegates will travel to Centurion for the session.
• Estimated Cost: R2000 per delegate (round trip).
• Mr. Malatjie designated as the facilitator of the training session in Centurion.

---

3. Logistics Required for the Kagiso Programme

SayProCDR to oversee and coordinate:

• Booking of transportation and flights
• Provision of refreshments
• Arrangement of training venue
• Compilation and distribution of training materials
• Deployment of branding and signage

---

4. Venues and Participants

• Centurion Training will include 25 participating organizations.
• Kagiso Training to include 9 participating organizations.
• Coordination support from: Mabusela, Ingani, and Mmathabo to:
  • Merge participants
  • Eliminate unnecessary travel for close-by organizations
• Rikhotso’s flight also needs to be booked.
• Delegates from KwaZulu-Natal may attend virtually if travel is not feasible.

---

5. Virtual Participation

• Mdaka confirmed to attend virtually.
• Rikhotso also requested virtual attendance.
• Nkiwane highlighted that Mr. Malatjie proposed a follow-up discussion to finalize the attendance format for all participants (in-person vs virtual).

---

6. Accommodation Considerations

• Mr. Legodi recommended cost-effective Bed & Breakfast accommodations, preferably with shared arrangements to reduce expenses.
• Accommodation Plan:
  • Legodi and Nkiwane to have individual rooms.
  • The 4 female delegates to share allocated accommodation space.

---

7. Training Setup and Preparation

• Venue Setup Inspection: To be conducted by Legodi to ensure readiness.
• Legodi requested clarification on the exact date of training for planning.
• Refreshments for Centurion participants to be arranged on-site.
• Full training setup to include:
  • Equipment
  • Branding materials
  • Participant catalogues
• SayPro Education Team tasked to verify and confirm readiness of training material.
• SayPro Development Team to draft a formal letter addressing:
  • Flight booking request for Legodi
  • Use of SayPro Royal Venue
  • Confirmation of training course readiness
  • Reference to Policy P189: Event Management and Policy P380: Travel and Logistics

---

8. Budget and Approvals

• SayProCDR to review the overall budget for the initiative, ensuring alignment with cost expectations.
• Final venue for Kagiso training remains pending.
• Mr. Legodi advised that SayProCDR begin drafting approval requests for submission to the SayPro Royal Committee.

---

Meeting Adjourned

---

Next Steps / Action Items

Task	Responsible Person	Deadline
Book flights and accommodation for Legodi and Rikhotso	SayProCDR	Immediate
Draft procurement order for logistics rep	SayProCDR	Immediate
Confirm training venue setup and accommodation logistics	Legodi & Nkiwane	21 June 2025
Verify training material readiness	SayPro Education	20 June 2025
Draft formal request letters (flights, venue, course readiness)	SayPro Development	19 June 2025
Finalize Kagiso training venue	SayProCDR & SayProCOR	20 June 2025
Compile full budget and submit for review	SayProCDR	20 June 2025

---

Minutes Prepared By:
SayPro CDR

My message shall end here

Linah Ralepelle | Development| SayPro