dsj agm 2012 minutes of meeting

PRESENT:
MINUTES OF THE ANNUAL GENERAL MEETING
OF THE MEMBERS
OF THE DEUTSCHE INTERNATIONALE SCHULE JOHANNESBURG
HELD AT THE SCHOOL ON
25 APRIL 2012
DIRECTORS: Mr. R. Franke (Chairman)
Mr. K. Johannsen (Vice Chairman)
Mr. A. Schaffrath (Secretary)
Mrs. I. Cheney
Mr. M. Gschwari
Mr. J. Gutmayer
Mrs. M Nickels
Mr. A. Schaffrath
Mrs. H. Weber
Mrs. S. Winter
ORDINARY MEMBERS: 112 parents entitled to vote, in person or by proxy, of which
17 were also employees of the school
IN ATTENDANCE: Mr. E.M. Schreiner (Principal)
Mrs. J. Stölting (Academic Head)
Mr J. Schulte-Brader (General Manager)
Mr. J. Van Wyk (Deputy Principal
Mrs M. Wurm - Dittkrist German Embassy
APOLOGIES: Mrs. I. Goth
Mr. C. Kellow (Treasurer)
1. OPENING OF THE MEETING AND THE APPROVAL OF THE MINUTES OF THE
PREVIOUS ANNUAL GENERAL MEETING
1.1. The chairman, Mr. Franke, opened the meeting at 19h10, welcoming all
members present.
1.2. The Chairman established that a quorum of more than 5% of members was
present and declared the meeting duly constituted.
1.3. The minutes of the annual general meeting held on 13 April 2011 and the
minutes of the adjourned annual meeting held on 20 April 2011 were
unanimously approved.
1.4. The Chairman introduced the current and present members of the Committee
and the school management. He highlighted that the Committee consists of
current and past parents of the school. The Committee members work for the
school, bringing in their business experience, to direct and ensure the main
objective of the DSJ, i.e. the improvement and betterment of the DSJ situation,
especially financially, and to increase the number of learners.

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1.5. The Chairman thanked Mr. Hiestermann for his work and efforts as part of the
school Committee for three years. Mr. Hiestermann resigned from the
Committee as he has to travel extensively lately, with little time available in
Johannesburg.
1.6. The Chairman presented the agenda of the evening and listed the main
highlights and achievements of the last 12 months. He thanked the school
community for the support, in particular the Parents’ Representative Council, Mr
Tim Orrill-Legg, the family Reuss, the AFDE, the Olthaver Trust and the
Deutsch-Südafrika Stiftung, the Freunde und Förderer der DSJ and Mr. A.
Kraus, as well as all supportive companies and institutions, teachers and
Administration staff and the parents for the support and interest in the DSJ.
1.7. The extra ordinary financial support from the “Zentralstelle für Auslandsschulen”
(ZfA) des Bundesverwaltungsamts (BVA) in 2011 provided improved liquidity for
the DSJ. The Chairman thanked the German government for its support and
pointed out that consequently, additional funds could be allocated for additional
Marketing/PR efforts and improvements and renovations of the school buildings
and facilities.
2. REPORT OF THE SCHOOL PRINCIPAL
The school principal, Mr. Schreiner, welcomed the parents to the meeting.
The Principal’s Report 2011 as published on the DSJ web site refers, as well as the
presentation charts presented at the AGM 2012 (attached).
In review of his last three years at the DSJ, Mr. Schreiner described the objectives of
each year:
• In 2010 Organizational development
• In 2011 School culture and education structure
• In 2012 Development of the DSJ staff and performance management
The development of the internal identity of the DSJ was an essential and important
necessity. Being a very complex school, it was important for the DSJ to investigate the
best of the German and the South African schooling system and develop the own,
special DSJ position. Choosing from 16 quality criteria, a specific profile was created
for the DSJ, the “Deutsche Internationale Schule in Johannesburg, South Africa”. This
established a proper guideline for parents, existing and new, and the Johannesburg
community.
The establishment of the School Guiding Principles was another important step and
needs to be populated now, impacting on the academic and educational aspects of the
school, the school culture and infrastructure, and the image of the school.
In 2011, the preparation to introduce the new regional Abitur in 2014 took place. This
will affect a paradigm change actually developing the solution to the problem, rather
than just noting down the result.
The double period policy was developed and introduced in 2012, and will be reviewed
during the 3 rd quarter 2012. After an initial period, most people seem to be satisfied
with the change, as it brought a calmer atmosphere to the school

More assemblies have been organised, fostering the culture at the DSJ.
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The challenge of 2012 will be to finalise the performance management policy for
introduction in 2013. This includes the introduction of a 360° feedback, whereby
learners and employees evaluate their teachers and superiors.
Furthermore, the New Secondary School concept is being re-evaluated and new
guidelines promoting the requirements of positive academic achievement, attitude and
engagement in school affairs are being developed. The school fee discounts as
offered by the German government are primarily scholarships for previously
disadvantaged learners for achieving academic excellence.
Mr. Schreiner listed the multitude of achievements of the DSJ and positive
development, in particular the extent of learner exchange programs, the 1 st place of
the DSJ Sports team at the recent Olympiad in Cape Town, competing against the
other 4 German schools in Southern Africa,, the appointment of the DSJ by the
Siemens Stiftung to act as regional head for teacher’s education in science subjects,
the re-building of the library to a modern Learning Centre and the successful
introduction of the new English Medium High school grade 8 class as well as the 2 nd
class of the Regentröpfchen, being children aged 1 – 3.
The DSJ’s calendar was full of cultural events and performances, all well received.
Following the successful participation of the DSJ at the Southern Africa Solar
Challenge with its self developed solar driven car, the DSJ achieved the 3 rd place at
the “Energy for Africa” competition in Germany with its Solar Energy project, as well
as receiving the “Green Flag”, an international program developed by the Foundation
for Environmental Education, run in 47 countries and organised in South Africa by the
Wildlife and Environmental Society of South Africa in partnership with WWF-SA.
There were no questions.
3. REPORT OF THE FINANCE SUB-COMMITTEE
A written report was circulated with the agenda for and invitation to the AGM. The
Committee’s Report 2011 as published on the DSJ web site refers, as well as the
presentation charts presented at the AGM 2012 (attached).
The chairman of the Finance Sub Committee, Mr. Schaffrath, presented the current
financial situation and highlights of the 2011 and 2012 financial years.
After several years of high school fee increases, it was possible to only increase
school fees for 2012 by 8.5% generally and 9% in the High School. The decline of
learner numbers experienced in previous years, mainly a result of households having
lower budgets and companies downsizing after the global financial crisis, seems to
have stopped. The opening of the English Medium High School and a second toddler
class has improved the number of learners at the DSJ.
The once-off increase in subsidy from Germany at the end of 2011 has enabled the
allocation of funds for infra-structure improvements at the school in 2012 and 2013,
namely the
• Renewal of the fresh water reticulation system,
• Renovation of the toilets,

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• Possible upgrade to and improvements of the swimming pool, the sport’s hall
floor, the sports fields and equipment, as well as obtaining new furniture
especially for the Primary School.
With the increased subsidy from Germany in 2011, the DSJ was able to achieve a net
surplus of R 6.4 million in 2011. This allowed for the urgently needed increase of
reserves, which had been depleted in recent years, due to a shortfall of learners in
2011 and extraordinary utility charges of City of Johannesburg.
The 2012 budget took into consideration a reduction of teachers, after merging
classes with low learner numbers, an average of 939 learners at the DSJ and a steady
Rand/Euro exchange rate. Investments in the upgrade of the property and additional
teaching aids are ongoing.
The increased subsidy in 2011 allowed in addition for the allocation of funds to
expenses committed to Baden-Württemberg. After this German state did not rent the
DSJ facilities to host the “Deutsches Haus” during the 2010 Football World Cup, The
DSJ received the agreed rental after committing to specific projects, being:
• Teacher salaries for educational projects in Khomanani school for 3 years
• Building, furnishing and staffing the Learning Centre
• Extraordinary scholarship funds for 3 years sponsoring Matric fees of NSek
learners and supporting NPS learners.
Particularly in view of increasing outstanding payments of school fees, the school fee
policy had been re-worked and updated, introducing a stronger debit order clause and
bad debt policy. With effect from 2011, the deposits payable have been increased as a
percentage of annual school fees. The previous rule of having a fixed sum per family
was not sufficient any longer to provide a reasonable protection to the school. Mr.
Schaffrath used the opportunity to apologise to all existing parents of the DSJ for the
abortive application of the new deposit rule to all parents of the DSJ, including families
who had been at the DSJ for many years, without proper consultation and verification.
The need to increase deposits however still remains, but the school will only apply this
measure to new parents.
Due to a change of accounting policy, the provision for bad debts was drastically
increased at the end of 2011. While in 2010, only 0.5 % of school fee income was
provided for, it was 3% at the end of 2011, being a 100% provision of all school fees
not paid on 31 December 2011. This had been made despite the ongoing activities to
demand and collect these fees.
There were no questions.
4. REPORT OF OTHER SUB-COMMITTEES
The written reports of the Development, Infrastructure, Personnel and Public
Relations Sub-Committees were published on the DSJ web site and made available
at the reception prior to the AGM. No separate presentations were made, but
comments and questions referred to the reports were requested
There were no questions.

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5. STATEMENTS AND REPORT OF THE AUDITORS FOR THE YEAR ENDED
DECEMBER 2011
The financial statements and auditor’s report issued by KPMG were made available
to all members of the school and published on the DSJ website with the notice to
the meeting and laid out at the entrance before the AGM,
The financial statements were unanimously approved.
6. APPROVAL OF REMUNERATION AND ELECTION OF AUDITORS
The auditors’ fees were proposed and unanimously approved at R 90 000, also
indicating that at standard rates the audit would cost over R 240 000
The fees were approved unanimously. KPMG was also confirmed as auditor for
2012.
7. ELECTION/RE-ELECTION OF COMMITTEE MEMBERS
Mr. Klaus Johannsen and Mr. Clive Kellow were nominated for re-election after being
on the Committee for 3 years.
Mrs. Susanne Winter had been co-opted to the Committee during 2011 and was
nominated for election. Mrs. Winter had been in South Africa for 1 ¼ years and has 2
children at the DSJ. She is a journalist by profession and has chaired the PR Sub
Committee since June 2011.
In addition, Mrs. Ilka Goth and Mr. Ralf Franke, who both had children at the DSJ
which meanwhile matriculated and left, had been co-opted and had been nominated
for the Committee.
Mr. Bernard Bachmann had been nominated to the Committee. Mr. Bachmann is
Swiss born and has lived in South Africa for 5 years, managing his own IT company.
He has 2 children at the DSJ.
The respective nominations to the Committee of the DSJ were approved unanimously.
8. OTHER BUSINESS
8.1. Mr. H. Endres of the AFDE (Arbeitsgemeinschaft für deutsche Erziehung)
thanked the Committee and school management for the informative
presentation of the DSJ and commended the school management for the
development and work done.
Mr. Endres pointed out that the AFDE has been a financial supporter of the DSJ
for many years, for the past 5 years in particular supporting the student
exchange with Wangen with R 150 000 annually. While this agreement expires
in 2012, Mr. Endres expressed that the AFDE is only waiting for the school’s
application to continue this project.

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He also informed the AGM that the AFDE has appointed a new chairman, Mr. E.
Seidler, who himself has been with the DSJ for 55 years as a teacher, father,
member and Chairman of the Committee at some stage.
Mr. Endres explained that the objective of the AFDE is the development of the
German language and particularly of the German culture. With this in mind, the
AFDE has decided to support the planned excursion of the U 15 DSJ soccer
team to Berlin and Hamburg, training with the Hamburger SV sports team. The
AFDE endorses the initiative and believes that the experience to be gained by
this trip is worth supporting. The AFDE will consequently double the amount of
funds already collected for the trip.
8.2. The chairman put forward the request of Mrs Assheton – Smith, a member of
the DSJ, which appeals to the school management and parents with regards to
the road signage, driving and parking behaviours at the Kindergarten entrance
and parking ground. She asks the school to improve the visibility of markings
and signage, and appeals to all users of the parking grounds to show courtesy
amongst each other and respect for road markings, directions and rules.
9. CLOSURE
There being no further questions or business, the chairman closed the meeting at
20h45 and invited everybody for snacks and drinks and an informal exchange with the
Committee members and representatives of the school management and teaching
staff.
Signed on 28 June 2012,
R. Franke A. Schaffrath
Chairman Secretary