TANZANIA ASSOCIATION OF TOUR OPERATORS (TATO) MINUTES OF THE COUNCIL MEETING HELD AT TATO OFFICE ON 27TH FEBRUARY, 2014. PRESENT 1. 2. 3. 4. 5. 6. 7. 8. Mr. Wilbard Chambulo Mrs Vesna Glamocanin Tibaijuka Mrs. Maria Strauss Mr. Zuher Fazal Mr. Hussein N. Hussein Mr. Sam Diah Mr. Alex Lemunge Mr. Sirili Akko - Chairman Treasurer Councillor Councillor Councillor Councillor Councillor Ag. E/Secretary - Executive Secretary, TCT - Management Staff/Secretary INVITED 1. Mr. Richard Rugimbana SECRETARIAT 1. Mrs E.H. Urio PREAMBLE TATO Acting Executive Secretary welcomed Mr. Rugimbana and gave an introduction to all present. He informed that Mr. Rugimbana was invited to attend the meeting to clarify increasing concerns of potential conflict of interest between TCT membership specifically conflicting position on hunting provided the current escalating poaching situation in the country. Mr. Rugimbana thanked the Council for taking the right step of seeking clarification from him at and informed that the roles and objectives of the Tanzania Confederation of Tourism among others is to: 1. Objectively represents the various members of TCT as a collective voice for the travel and tourism industry. 2. Strengthen and support objectives of various travel and tourism association 3. Act as a platform for generation and exchange of ideas by the members of TCT with the objective of improving the status of the travel and tourism business in Tanzania. 4. Create opportunities for open dialogue with the Government and other relevant organizations with the view of identifying critical issues besetting the travel and tourism industry and their possible remedies. 5. Advice the Government on tourism issues relating to fiscal, legislative, regulations regarding standards, environmental, infrastructure, taxation, institutional development and strengthening favourable to sustainable tourism business as defined by the National Tourism Policy, and other legal instruments related to the travel and tourism industry. 1 On the issue of how members are elected in TCT Governing Council, he said that, all Membership Associations are allowed to send the names of their representatives and the appointment is for three years. Regarding Mr. Kabendera who is still the Vice Chairman of TCT while he is no longer a TATO Chairman, Mr. Rugimbana elaborated by saying that TCT Constitution is silent on this issue. He informed that it is the first time TCT found itself in this situation and the issue will be tabled at the forthcoming Governing Council Meeting to see how the clause will be incorporated in the Constitution. He insisted that this will be a constitutional way to avoid further conflicts of the same nature in the future. Executive Secretary of TCT also clearly pointed out that TCT is responsible for footing the bills of its officials including the Chairperson, Vice Chairperson and treasurer who are from Governing Council so long as they are on TCT work. Regarding the conflict of interest between Hunter and Tour Operator, the Council expressed the discontent with TCT membership, specifically the presence of two antagonistic interests of associations of Hunters and Tour Operators. After lengthy explanations and debate TCT Executive Secretary requested for time to work on these issues and demanded calmness of both sides. He further requested TATO to refrain from using media in the same regard. On letter written by Tanzania Professional Hunters Association (TPHA) Chairperson Mr. Mohsin M. Abdallah which propose significant increase of park fees with the aim of adding more money in Government coffers which according to him will be used for conservation, Executive Secretary of TCT also requested to be given time to address the matter. He insisted that the letter was written to TCT and TATO should wait on how TCT will handle the matter. TATO Chairman thanked Mr. Rugimbana for coming and the elaborations he made before wishing a pleasant and safe trip back to Dar es Salaam. MIN. 1.0 OPENING OF THE MEETING Acting TATO Executive Secretary declared that quorum is obtained, invited the Chairman to open the meeting. The Chairman called the meeting to order at 11.35 a.m and called upon the Acting Executive Secretary to read the Notice calling the meeting. MIN 2.0: APOLOGIES FOR ABSENCE 1. 2. 3. 4. Mr. Peter Lindstrom Ms Rahma Adam Mr. David Kizito Mr. Leopold Kabendera - 2 Vice Chairman Councillor Councillor Ex. Chairman MIN. 3.0 ADOPTION OF THE AGENDA The following agenda were adopted: AGENDA 1. Opening of the Meeting 2. Apologies for Absence 3 Adoption of the Agenda 4. Confirmation of the Minutes of the Meeting held on 23rd January, 2014 5. Matters arising there-from. 6. Secretary's Report 7. Treasurer's Report 8. Report from the Sub-committees 9. Any Other Business 10. Dates of the next Council Meeting 11. Closing of the Meeting. MIN. 4.0 AGREED: CONFIRMATION OF THE MINUTES OF THE PREVIOUS MEETING That Minutes of the Council Meeting held on 23rd January, 2014 was signed on condition that the following corrections be made:Min. 5.3 the name of “Mr. Zuheri Fazal” to read “Mr. Zuher Fazal” and Min. 9.6 “Mrs Vesma Tibaijuka” to read “Vesna Tibaijuka”. MIN. 5.0 MATTERS ARISING FROM THE MINUTES OF 23.01.2014 MEETING MIN. 5.1. EVALUATION OF TATO STRATEGIC PLAN 2008 – 2012 (MIN.5.2) INFORMED: That the Secretariat will soon re-advertise the Consultancy work for the Evaluation of TATO Strategic Plan to be implemented after the approval of 2014 Budget. DIRECTED: That re-advertisement be done without delay after budget approval. MIN.5.2. PARLIAMENTARY COMMITTEE SEMINAR (MIN. 5.3) REPORTED: That the Secretariat produced a copy of the letter requesting for a Seminar to Councillor Mr. Zuher Fazal. INFORMED: That Mr. Fazal and the Secretariat will continue to make a follow-up. MIN.5.3. EAC TOURISM AND WILDLIFE MANAGEMENT MEETING (MIN.5.4) NOTED: That the Ministers responsible for Tourism, Wildlife and EAC Affairs from Tanzania, Kenya and Uganda met at the EAC headquarters in Arusha on 17 to 21 February, 2014 to resolve issues impacting tour operations in the three Partner States. 3 MIN. 5.4. LAND FOR TATO OFFICE (MIN. 5.5) REPORTED: That TATO Councilor Mr. Zuher Fazal will update the Council on any progress on this matter. AGREED: That as the land is yet to be obtained, the Secretariat with the support of Mr. Fazal will continue to make a follow-up. MIN.5.5. MEDIA NEWS FLASH TO MEMBERS (MIN. 5.7.1) NOTED: The Council noted that Media News Flash will be done at least three times a week. MIN. 5.6. TATO TWIGA TIMES (MIN. 5.7.2) INFORMED: That Editor and producer of Twiga Times have been informed on Council decision that electronic version of Twiga Times should be accessible on TATO website and send to all Members and related institutions electronically. MIN. 5.7. PER DIUM RATES FOR COUNCILS AND STAFF ATTENDING MEETINGS (MIN. 6.3) (i) TABLED: INTERNATION RATES The Secretariat tabled the following rates for International Travels: 1. Training US $ ........................................................................336 2. Sponsored training US $ 126 (30% of the full amount of per diem) 3. Non subsidized trips US $ 420, Euro 325, British Pounds 225(plus incidental and transit (if applicable) 4. Incidentals 20% increment 5. Transit Rate 50% increment (six hours and more). The rates based on Government rates. AGREED: That more research be made as the rates defer from country to country or rather continent to continent. AGREED: That as Mr. Alex Lemunge is preparing for safari to South Africa was FURTHER: requested to look for his reasonable rates of per diem and present it to Treasurer for payment. (ii) AGREED: LOCAL RATES - Councilors overnight allowance of 200,000 Tzs in addition to their accommodation. 4 - Staff overnight allowance for their travel to Dar is 200,000 Tzs and inclusive of accommodation. Always an invitation letter and must be attached when requesting for allowance. MIN. 5.8. DONATION OF 15 NEW MOTOR CYCLES TO ARUSHA RPC (MIN. 6.4) NOTED: That due to work load which lead to unavailability of Honorable Mr. Magesa Mullongo, the Arusha Regional Commissioner the Motor Cycles are yet to be handed over to RPC. They will be handed over as soon as he is available. MIN. 5.9. RENOVATION AND FULL FURNISH OF TOURISM POLICE UNIT OFFICE (MIN. 6.5) REPORTED: That TATO delegation visited the said offices on 3rd February, 2014 and briefly met with the Police Officers in-charge. The delegation witnessed the appalling situation and the current status of the office. In summary the office does not have any office status leave alone diplomatic or tourism status. TATO delegation promised to seek the Council approval to build the Unit offices and the Regional Police Commander provided the land for the purpose. The work is yet to start pending Council resolution. AGREED: That office be built and engraved the words which shows that the office is built by TATO as one of its social corporate responsibility or any other relevant words of the same nature. Also agreed that Mr. Fazal will deal with drawings on behalf of TATO. It was suggested that RPC be requested to allow TATO to place welcoming desk in the office. AGREED That TATO will facilitate selected few Police Staff to learn diplomacy in FURTHER: the recognised institutions for smoothening handling of Tourists cases. However, it was advised that contract must be signed between TATO and IGP that the trained staff will not be transferred every now so as to avoid having untrained police staff at the Tourism Police Unit Office . Mr. Zuher Fazal and TATO Acting Executive Secretary to make a follow-up on this matter. MINI. 5.10 TATO TOURISM INFORMATION CENTRE AT KIA PROPOSED: That TATO to open information centre at Kilimanjaro International Airport for the best interest of members’ clients. It was agreed that Mr. Fazal being in-charge of TATO Public Relation and Executive Secretary to meet Airport Officials and come out with any possibility on this matter. 5 MIN. 5.11. OUTSTANDING PAYMENT OF OCTOBER, 2013 REMUNERATION OF US $ 3,500 TO MR. AKUNAAY (MIN. 6.6) INFORMED: That letter ref. M.23/1 dated 24th January, 2014 was written to Mr. Akunaay informing on Council stance regarding handover of the office and Special Audit Report. TABLED: Reply letter from Mr. Akunaay was tabled at the Meeting for Council advice and direction. RESOLVED: That payment will only be effected when the office is handed over. MIN. 5.12 ENGAGEMENT OF MARO & COMPANY, ADVOCATES AS TATO LEGAL ADVISOR. DIRECTED: The Secretariat was directed to pay Maro & Company Advocates the first instalment of US $ 6000 being advance for six months with immediate effect as of 1st February, 2014. MIN. 5.13 REFUND PAYMENT TO LEOPARD TOURS DIRECTED That amount of TShs. 2,300,000 be paid to Leopard Tours being refund for payment made on behalf of TATO by Leopard Tours to Ministry of Livestock and Fisheries Government Officials to refund their cost which was incurred in the cause of preparation of the Animal March which were Nationally to be held in Arusha coinciding with TATO event on Animal World day. This was meant to give a way to TATO organized International March for Elephant held on the same day. This was done after meetings held between Government Officials and TATO Council Officials under guidance of Honorable Magesa Mulongo, Arusha Regional Commissioner. Also Tshs 1,280,000 or US $ 800 being payment made by Leopard Tours on behalf of TATO to facilitate chartered flight to bring Honourable Ambassador Sued Khamis Kagasheki, Minister for Natural Resources and Tourism to grace Arusha International Elephant March day on 4th October, 2013. MIN. 5.14. 2014 NEW MEMBERSHIP FEE (MIN. 7.1) INFORMED: That some of the members have opposed on the new fees. Majority of TATO members are paying and are comfortable after the explanations sent out to them. However, few members who are not happy have expressed intention to call for an Extraordinary Annual General meeting. AGREED: That the issue will be discussed at the coming Annual General Meeting and presentation be prepared professionally on the achievement which has been done so far in order to thoroughly educate members why increment on fees. FURTHER The convenient dates be booked for the Extra-Ordinary Meeting as per request of few members. 6 AGREED: MIN. 5.15. Also trustees who have clearly expressed disapproval on the increment be informed accordingly. TWIGA TIMES SPECIAL ISSUE FOR FUNDING CONSERVATION PROJECTS (MIN. 7.4) REPORTED: That following the Council decision to subsidize the rate of advertising in the forthcoming issue of Twiga Times a resource for Conservation of Elephants in Tanzania and express significantly the strength of tour operators support of antipoaching and conservation efforts, the rates was as follows: Full page...............................US $ 500 Half-page..............................US $ 300 Quarter page......................... US $ 200 This is only special for Twiga Times Volume 27. DIRECTED: That all Twiga Times be circulated to members and other institutions immediately. MIN. 5.16. REPORT ON MOUNTAIN CLIMBING (MIN. 8.1) NOTED: That there was no report from the appointed Committee. MIN. 5.17. TATO MEMBERSHIP ANTI-POACHING AWARESS INITIATIVES NOTED: MIN.5.18. REPORTED: The presentation regarding anti poaching crisis and New Elephant Census based on Selous - Mikumi and Ruaha - Rungwa ecosystems by Dr. Kohi from Tanzania Wildlife Research Institute (TAWIRI) was held on 13th February, 2014 at the Arusha Hotel. The Arusha Community overwhelmingly supports TATO Conservation initiatives; one of the indicators being attendance of TATO organized sessions. INTERNATIONAL TRADE FAIRS (MIN. 9.5) That TATO members’ participation in the International Trade Fairs through TTB will assist members to advertize their products abroad. Twiga Times will continue being sent to the major trade fairs globally to market members who are unable to attend. For future International Trade fairs TATO will look into possibility to make communication with international Airlines to obtain rebate rates for members who will be attending the Tourism Trade Fairs. DIRECTED: That TATO staff should be attending the major International Tourism Trade Fairs not only to showcase TATO but also to provide any necessary support to 7 attending membership. Further agreed that TATO logo be used parallel to TTB’s on Tanzania Booth. MIN. 5.19. PREPARATIONS OF 2014 KARIBU FAIR. (MIN. 9.6) REPORTED: That meeting to discuss and update on preparation of the forthcoming Karibu Fair was held on 24th January, 2014 on the guide of the Chairlady Mrs Vesna Glamocanin Tibaijuka. The Committee found it wise to work towards making TATO free of hiring tents every year for Karibu Travel and Tourism fair. The essence is for Karibu Fair to own the tents to solve the problem of looking for suppliers every year. With the Council approval the Committee can go ahead looking for supplier who will supply on ‘supply, maintain and store’ basis for TATO. AGREED: To negotiate with the seller to know the rates and structure of the tents. (Messrs Fazal, Sam Diah and Mrs Vesna Tiabaijuka) to make a follow-up. AGREED: FURTHER That Mr. Sam Diah and Mrs Vesna Tibaijuka sort out the easy way of payment for Karibu Fair. MIN. 6.0. SECRETARY’S REPORT MIN. 6.1. SADC SECRETARIAT MEETING TO BE HELD ON 10 – 14 MARCH, 2014 IN HOHANNESBURG AGREED: It was agreed that Mr. Alex Lemunge who will attend the meeting will find the cost of travelling to South Africa and furnish the Secretariat for payment processing for him. MIN. 6.2 MEMBERSHIP SUBSCRIPTION PAYMENT 2014 NOTED: That, as on 25th February, 2014 payment was as follows: Category “A”.................18 Category “B”..................51 Hotel................................ 6 Airlines.............................1 Affiliate ............................0 AGREED: TOTAL...........................76 ===== That as majority of membership have shown willingness of payment, the issue of raise of 2014 will be discussed in the called extra ordinary meeting which is yet to be convened. 8 MIN. 6.3. MEMBERSHIP APPLICATION TABLED: Membership application of the following are tendered for consideration 1. Fikiria Tanzania Safari Ltd 2. Benson Safaris (T) Ltd 3. Northern Circuit Adventure Ltd NOTED: That all have attached TTLB (TALA) receipts and paid 2014 subscriptions. GRANTED: All application was granted membership on condition that all General Managers/Managing Director of the companies which recommend the applicants write their full names. AGREED: That TALA License should not be pre-requisite for TATO membership applications at least for first year of application as Association Membership (TATO in this case) is becoming pre-requisite for granting of the license. MIN. 6.4. MEETING REPORTS MIN. 6.4.1. Tourism Task Force (Tanzania National Business Council) held in Dar es Salaam on 13th February 2014 and on 22nd February 2014 INFORMED: That the purpose of the Task Force is to prepare the Demand Note which will be presented to the President of United Republic of Tanzania during the forthcoming TNBC’s meeting to be held in late March 2014. During the last TNBC Meeting the H.E Jakaya Mrisho Kikwete a chairman of TNBC requested the Tourism private stakeholders to bring him the quick wins/ recommendations which they believe if implemented will boost the growth of tourism industry in terms of its contribution to the National economy, increase in the number of tourists inflow and increase in involvement of locals in the tourism business. The process of preparing this demand note is ongoing and several brainstorming sessions of the task force are being held and the final document will be shared. TATO has been given seat in this task force and currently TATO Chairman and Project Officer have been attending the preparatory meetings towards preparing the demand note to be tabled to the President. MIN. 6.4.2. The meeting between The Republic of Kenya, The United Republic of Tanzania and The Republic of Uganda on issues in Tourism and Wildlife Management held in Arusha from 17th to 20th February 2014. INFORMED:That the trilateral meeting was organized by the EAC Secretariat in order to resolve some of the accusations raised by the partner states to each other. Kenya and Uganda were accusing Tanzania for restricting Kenya and Uganda Tourists registered vehicles to operate in Tanzania. 9 Tanzania through its delegation put it clear that the country has not restricted any of the member state to operate in Tanzania but the condition is whoever wants to do so have to follow the Tanzania laws and Regulations which requires the company to be fully registered in United Republic of Tanzania under Tourism Act of 2008. It was also noted under East Africa Common Market Protocol, the position of Tanzania was clearly from the beginning that on areas of tour operations and tour guiding, the laws of the land will be used until when the harmonization of laws, licensing fees and procedures have been done between all partner states. Therefore it was clear that Tanzania has not breach any of the EAC Agreement as far as the EAC Common Market protocol is concerned. After long deliberations finally the meeting resolved that ‘the status call remains the same’ that the bilateral Agreement between Kenya and Tanzania of 1985 prevails where the tourists will be exchanged at the nearby border towns/cities. Uganda was also advised to develop the same bilateral agreement with both Kenya and Tanzania. It was also agreed that the partner states will meet after six (6) months to discuss on improving the bilateral agreement. TATO was represented by its Public Relation Sub-committee Chairman and TATO Project Officer. MIN. 6.4.3. TPSF- FISCAL REFORM 2014 -2015 CONSULTATIVE MEETING NOTED: The Council noted that the meeting was held on 21st February, 2014 at the TPSF Office Premises. The meeting resolved that areas which will be of interests to all sectors (cross cutting) such as VAT to be given priority. It was learnt that the current decisions / resolutions may not affect forthcoming 2014 budget as in most cases it seems the Government officially are already determined and committed towards doing whatever they have decided regardless. However, it was agreed to keep on lobbying and working towards making sure private sector interest is taken into consideration. On Big Results Now (BRN) Labs, it was agreed that because the team will not be working on Saturday, Private sector can use the Saturdays for doing brief meeting with their representatives. TPSF will co-ordinate. TPSF Secretariat will advise for binding confidentiality clause on BRN labs so that it can allow flexibility with consultation of the relevant office. Agreed that Private sector will have one document which will consolidate all issues from the sector through various departments, and TPSF will demand the feedback from TNBC on private sector submitted issues. 10 The meeting proposed that the strengthening of the Private Sector in the think tank and if possible meeting the relevant ministers before. The TPSF was also left with the responsibility of making the modalities which will think tanks effective and efficient. MIN. 6.4.4 NOTED: MIN.6.4.5. NOTED: Meeting with EAC Business Council Delegation That on 12/02/2014 Mr. Andrew Luzze Kagwa (Executive Director), Mr. Adrian Njau (Trade Economist) and Ms Lilian Awinja (Membership development Manager) paid a courtesy visit to TATO office. They explained the importance of TATO joined the EAC Business Council to champion regional agenda on creating conducive business environment. The membership subscription is USD 1000 per year. Meeting with Ms. Fiona Ngesa Assistant Regional Marketing Manager of Kenya Tourism Board The meeting was held on 6th February 2014 at the Kibo Palace Hotel. The meeting was more of brief experience sharing. The resolution was for both TATO and KTB to focus on things which unite East Africans as they will need less energy, specifically on Domestic Regional Tourism. KTB reaffirms its commitment on participating Karibu Fair. MIN. 6.4.6. Meeting with Hon. Mr Leonidas Gama, Kilimanjaro Regional Commissioner NOTED: This meeting was convened on 19th February 2014 at His office in Kilimanjaro. Meeting was attended by Ag. Executive Secretary, Mr. Sirili Akko and TATO Chairman, Mr. Wilbard Chambulo. In nutshell the reason was to address the forthcoming threat of Porter’s boycott following the fact that some companies are not paying the Government Proposed rates of USD 10. RC formed task force of twenty people with terms of reference and Mr. Akko as Secretary of the task force. TATO Chairman agreed that some cost will be borne by TATO, RC directed that the remaining part of the cost be taken care by KINAPA. RESOLVED: TATO will pay for the meeting venue, refreshments and meals. RESLOVED: That TATO is on agreement with the proposed amount of US $ 10 for porters according FURTHER to the Government laws of 2009. MIN.6.4.7 TATO PROMOTION DOCUMENTS AGREED: That Treasurer and the Secretariat will come out with the solution of how to improve and production of the following: MIN. 7.0. Membership Certificate TATO Web page layout TATO Sticker FINANCIAL REPORT 11 MIN. 7.1. BANK BALANCE NOTED: That Bank Balance as at 26th February, 2014 stood at: Foreign currency A/C………………………US $ 116,784.54 Fixed Deposit A/C………………………….US $ 28,467.41 TOTAL ……………………………………..US $ 145,251.95 ============= Local A/C………………………………….TShs. 8,660,405.91 MIN. 7.2. BANK SIGNATORIES PROPOSED: That one of Management Staff be one of TATO Bank Signatories. AGREED: That Mr. Sirili Akko, Acting Executive Secretary be one of the signatories and his particulars be presented to the Bank. So Bank signatories will be as follows: 1. Mr. Wilbard Chambulo 2. Mrs Vesna G. Tibaijuka 3. Mr. Sirili Akko - Charman Tareasurer Acting Executive Secretary. MIN. 7.3. BUDGET FOR 2014 (MIN. 7.2) TABLED: The Treasurer tabled Budget Estimate for FY 2014 NOTED: Projected Income: TShs. 397,928,000= AGREED: That Councillors will study the tabled Budget and will exchange their opinions through e-mails. APPROVED: While Council examining the budget the Secretariat was allowed to expense TATO activities from the amount of Tshs. 397,928,000 which was tabled at the meeting. MIN. 7.3. STAFF SALARY TABLED: The Treasurer tabled the proposed Staff salary as from 1st January, 2014. (Copy attached). DIRECTED: That TATO Acting Executive Secretary was directed to monitor and report on Staff performance. MIN. 8.0 REPORT FROM SUB-COMMITTEES There was no report. 12 MIN. 9.0. TATO CONSERVATION SUPPORT INFOMED: That TATO Conservation Support Committee has proposed to do the following activities in the near future:- Tato anti-poaching song at the rate of US $ 975 including recording and payment/expenses for all musicians with rights handed to tato. Before recording lyrics and demo to be presented to the committee for test-listening. Contract with conditions/obligations to be drawn with payment plan for TATO chairman/council /committee approval Photo competition - further promotion Possible printing of new modern Tshirts with new image of angry elephant, angry lion, angry rhino, angry cheetah – with Quote from Mwalimu Nyerere or only 'save elephants/lions/rhinos/cheetahs or wildlife NOW' Karibu Fair - to organize 2day programme with conservation theme Children education with short movies in English and Swahili - on Saturday and Sunday ; TANAPA & NCAA to bring rangers ( introduce profession 'ranger') and models of for example the crater, Kilimanjaro etc to make it more interesting. MIN.10.0. ANY OTHER BUSINESS (AOB) REPORTED: That Mr. Mohsin Abdalah being owner of the Kigoma Hiltop which is TATO member has clearly contravenes TATO general membership interests by the proposal he made to TCT specifically on park fees. NOTED: That the proposal will have wider impact to all the stakeholders and significantly contribute towards making destination Tanzania expensive and uncompetitive in comparison to other destinations offering the same products in Africa and elsewhere. RESOLVED: Council unanimously agreed to forfeit membership of his companies with TATO on grounds that he works against the interest of general membership. DIRECTED: That Secretariat to consult TATO lawyer for any legal implications of this decision before implementing the resolution. 13 MIN. 11.0. DATE OF THE NEXT COUNCIL MEETING AGREED: 27th March, 2014. MIN. 11.00 CLOSING OF THE MEETING The Chairman adjourned meeting at 2.45 p.m. …………….. CHAIRMAN ………………. SECRETARY ……….. DATE 14