CANNON ROCKS RATEPAYERS ASSOCIATION

MINUTES OF COMMITTEE MEETING HELD AT

Cannon Rocks Community Hall

On 4 August 2020 at 14:00

WELCOME

  1. The Chairman opened the meeting and welcomed everybody present.

ATTENDANCE

  1. Present.

Mr. Bert Venter                          Chairperson

Ms. Sandy Taylor

Ms. Barbara Beckmann

Ms. Adéle du Plessis

Mr. Jim Pomroy

Mr. Paul Strutt

Mr. Philip du Plessis

Mr. Barry Fourie

  1. Apologies. None
  2. Absent without Apology. None

APPROVAL OF MINUTES

  1. The minutes of the committee meeting of 7 July 2020 was approved. Proposed by Mr. Barry Fourie and seconded by Mr. Paul Strutt.

MATTERS ARISING

  1. Drought Tariffs. Further to a letter from Cannon Rocks Ratepayers Association and Kleinemonde Ratepayers Association, a revised drought tariff table was approved at a Special Open Ndlambe Council Meeting on 4 August 2020 – with effect from 1st September 2020.

Existing Drought Tariffs (VAT excl. )    Drought Tariffs wef 1 September (VAT excl. )

0-10kl    = R20.37/kl                             0-6kl                = R13.18/kl

11-15kl  = R23.05/kl                              7-11kl              = R23.05/kl

16-20kl  = R26.28/kl                             12-16kl            = R26.28/kl

21+kl     = R31.53 kl                                16+kl               = R31.53/kl

PORTFOLIOS

  1. Steering Committee.
    • Feedback from the NRF. The NRF held a Zoom meeting on 14 July 2020. The following items were discussed.
      • RO Plant Port Alfred. On 7 July 2020 a court Judgement regarding the construction of an Emergency RO Plant was issued.  The contract had been awarded to a company by the name of QFS on 11 February 2020.  A company by the name of MEB challenged this in the High Court in Grahamstown.  In the court judgment, Judge Zilwa ordered that the decision of Ndlambe Municipality – to award the tender to QFS – be declared unlawful and that said decision must be reviewed and set aside.  Legal costs to be borne by Ndlambe Municipality.
      • Water Status. PARA, KoSRA and CRRA reported on the current status of water supply by the Ndlambe Municipality.
      • Middle Beach Wall Tender. Nothing to Report.
      • Bushman’s River Flooding. In the absence representation from Bushmans River, the topic was not discussed.
      • Budget 2020/Salary and Rates Increases. Discussions on the budget for the 2020/2021 financial year revealed that the budget process did not comply with prescribed time frames.  The NRF intend to identify selective areas that will be monitored during the new financial year.
      • Special Council Meeting. The NRF was only notified of a Special Council Meeting scheduled for 14 July 2020 on that morning.  The purpose of the special meeting was to discuss the Court Judgement on the Emergency RO Plant that was issued on 7 July 2020.  Any attempt to log into the Zoom meeting was denied with the reason given that it was a confidential meeting.
    • Outstanding Member Fees. The Treasurer reported membership fees of 30 members remain outstanding.  Committee members to contact those members known to them and provide feedback at the next meeting.  Members whose fees are still outstanding after 30 August will be removed from the membership list.
    • Cannon Rocks Assets. The chairman summarized progress regarding the assets of Cannon Rocks.
      • Community Hall. Nothing to report.
      • Tennis Courts. Nothing to report.
      • Play Park. Mr. Piet van der Westhuizen expressed his willingness to take care of the play park.  He will report to the portfolio holder regarding maintenance and infrastructure.
      • Parking Areas. The chairman, with the assistance of Mr. Johan de Wet, is in the process of compiling a draft application to Department of Economic Development, Environmental Affairs and Tourism (DEDEAT) for the implementation of the Environmental Authorisation (EA) for the Maintenance Management Plan a (MMP) for the Ndlambe Coastal area.
      • Decision.
        • Any planned actions regarding the community hall and the tennis courts will be on hold until the AGM in December 2020.
        • Security is not regarded as a Cannon Rocks Asset and will be discussed under the portfolio Security, Policing and Safety.
      • Illegal Housing. No official feedback received from the municipality regarding the illegal housing at the refuse transfer site at Boknes.
  1. Maintenance and Infrastructure.
    • Portfolio Holder. Mr. Bert Venter will take over as the portfolio holder for Maintenance and Infrastructure.
    • Maintenance of Valves. The contractor, Mr. Justin Wilmot provided a map of Cannon Rocks indicating the position of the valves fitted in the municipal water supply line that were replaced.
    • Street Numbers. Due to the lockdown regulations, the Ndlambe Municipal offices were initially closed and later re-opened intermittently.  Except for emergencies, directorates/sections were only manned by skeleton crews.  Feedback regarding the street numbers will hopefully be available by 16 August 2020.
    • Streetlights. The repair of streetlights in Cannon Rocks is expected to be attended to soon.
    • Traffic Signs. The traffic signs will be delivered once the responsible official is back in office.
    • Galjoen Street. The general condition of Galjoen Street, tar road between Boknes and Cannon Rocks, has deteriorated to such an extent that normal maintenance of the tar surface has become almost impossible.
    • Decision. The portfolio holder to forward a letter to the Director Infrastructural Development reporting the poor condition of Galjoen Street.
    • Fire Extinguishers. The portfolio holder reported that the replacement of the two fire extinguishers is still with the fire section.
  2. Firefighting/Precaution. The portfolio holder gave feedback regarding the availability of handles (keys) to open and close the new fire hydrants.  The new handles differ from the older fire hydrants in the municipal main water supply lines.
    • Decision.
      • Handles (keys) to open and close fire hydrants and water valves that belong to CRRA, will not be made available to users other than Cannon Rocks and Boknes fire response members.
      • Ndlambe Municipal Fire Chief as well as the Deputy Director Infrastructural Development to be informed in writing that the municipality does not possess their own fire hydrant and water valve handles (keys).
  1. Communication and Community Support.
    • Website. A resident of Cannon Rocks, Mr. Cedric Vanderschrick, who is the proprietor of the domain (domain owner) of the existing website com, offered the co-use of his website to the Cannon Rocks Ratepayers Association (CRRA).  The co-use of his website will replace the previous website which is not active anymore.  Only the domain owner and an authorised member of CRRA will be allowed to post on the website. However, only the domain owner is allowed to update the website.  The website will host, amongst others, a dedicated section for use by CRRA.
    • Decision.
      • The co-use of the website is approved.
      • CRRA will bear the cost (linked to the dollar/rand exchange rate) of the annual hosting and domain registration costs.
      • An amount of R1,700.00 is approved for annual hosting and domain cost for the period 1 September 2020 to 31 August 2021.
      • The portfolio holder Communication and Community Support is authorised to post on the website.
      • Income from advertising will be shared on a 50/50 basis between the domain owner and CRRA.
      • Similar to the advertising board at the Boknes/Cannon Rocks crossing, all committee members are requested to market the advertising opportunity. Although the portfolio holder Advertising is responsible for advertising, advertising on the website shall be in conjunction with the portfolio of Communication, Community Support.
      • A tariff rate for advertising shall be compiled and updated (if required) by the committee of CRRA in conjunction with the domain owner.
      • CRRA will be responsible for the administration of all advertising on the website.
      • A protocol for the use of the website to be compiled.
      • An agreement between the domain owner and CRRA is required.
  1. Security and Safety.
    • Security Monitor. The portfolio holder has nothing further to report on the security monitor that was sent for repairs.
    • Security.
      • Forthcoming from legal advise, patrolling in Cannon Rocks will, until further notice, be stopped.
      • In terms of the Article 20 of the Private Security Industry Regulation (PSIR) Act 56 of 2001 CRRA may not render security services, therefore option (1) to maintain the existing surveillance/monitor system would be illegal. As regards option (2), CRRA may apply in terms of General National Regulation (GNR) 1253 of the PSIR Act, for exemption of Act 56 of 2001.  However, this option does not fall within the mandate of the CRRA Constitution and therefore not regarded as a viable option.
      • Decision. Option (3), namely the outsourcing of the security liability, to be exploited.  This option allows individuals, instead of CRRA, to purchase camera(s) and carry the monthly operating costs as well.  The existing monitor and reaction liability be outsourced to a registered security service.
  1. Ward 1 Liaison. No Ward 1 meeting.
  2. Local Government and Development. Nothing to report.
  3. Environmental.
    • Correspondence Section Ranger. Further to a letter sent by CRRA dated 13 March 2020, the Section Ranger replied on 17 July 2020.  SANParks management expressed their willingness to assist.  Concerns were raised that residents/visitors do not comply with legislation and will be fined.  CRRA also reported that the Addo Trail needs attendance.
    • Decision. The portfolio holder to discuss the content of the letter with the SANParks Section Ranger and provide feedback with proposed actions at the next meeting.
  4. Advertising. One advertiser has withdrawn (leaving a spare board) and another two have not yet paid.  Portfolio holder to follow-up and report at next meeting.

FINANCES

  1. Statement of Accounts. As of 30 June 2020 the bank balance stood at R68,736.00 and the cash on hand at 210.00 – total R68,046.00.
  2. Expenditure. No expenses to be approved.

 

CORRESPONDENCE

  1. Letter of Condolence to Pullen Family.
  2. Telkom Transmission.
  3. Feedback to Prof Grossman.
  4. Enquiries Drought Tariffs.
  5. Letter to SANParks Section Ranger.

ADDITIONAL ITEMS

  1. Information Booklet. An option was tabled that a single information booklet of Cannon Rocks and Boknes be compiled instead of two separate issues.  Although Cannon Rocks and Boknes share various services which may give rise to this approach, both these villages do have their own identity and unique companionship amongst its residents which limits the approach to merge these villages.
  2. Decision. Portfolio holder communication and community support to investigate and provide feedback.
  3. Telkom Transmission. Further to a letter addressed to the Manager of Mobile Networks in Port Elizabeth dated 21 July 2020, two employees from Telkom technical section visited Cannon Rocks on 26 July 2020.  A preliminary report revealed that Telkom does not have TM coverage in the area and therefore has to rely on Vodacom roaming network which is also found to be poor.
  4. Letter from Pool Club. Letter dated 24 July 2020 was received from Cannon Rocks Pool Club accepting the decision made at the CRRA committee meeting of 7 July 2020.

FEEDBACK TO MEMBERS

  1. Further from the meeting, the following feedback to members.
    • Maintenance of Galjoen Street
    • Increase in Rates
    • Security
    • Letter from SANParks.

NEXT MEETING

  1. The next meeting will be held on 1 September 2020 at 10h00, at the Cannon Rocks Community Hall.

CLOSURE

The Chairman closed the meeting at 16h15.

Confirmed true and correct on the 1st day of September 2020

CHAIRMAN                                                               SEC