CANNON ROCKS RATEPAYERS ASSOCIATION

MINUTES OF COMMITTEE MEETING HELD AT

CANNON ROCKS COMMUNITY HALL

ON 5th August 2025 AT 10H00

 

WELCOME

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

ATTENDANCE

  1. Present.

Mr. Bert Venter                          Chairperson

Mr. Willem Zietsman                  Vice Chairperson
Ms. Alta Kotze
Ms. Tracey Bull
Ms. Barbara Beckmann
Mr. Paul Strutt
Mr. Herman Bakkes
Ms. Helen Mackenzie                 Secretary

  1. Apologies.

Ms. Michelle Hayes

Ms. Adéle du Plessis

  1. Absent without Apology.

None.

ADDITIONAL ITEMS

  1. Fire Risk at Eskom Substation.
  2. Roaming Domestic Pets.
  3. Project Meeting.
  4. Bush clearance and rubble removal (across the road from 25 Patricia).
  5. Letter of complaint Number 152a Alice Road (Erf 195).

APPROVAL OF MINUTES

  1. Approval of the minutes of the committee meeting of 3rd June 2025 proposed by Mr. Willem Zietsman and seconded by Ms. Barbara Beckmann. Minutes to be made available on the Website and distributed to members.
  2. Approval of the minutes of the committee meeting of 29th July 2025. Proposed by Mr. Paul Strutt and seconded by Mr. Willem Zietsman.

MATTERS ARISING NOT ADDRESSED UNDER PORTFOLIOS

  1. Ndalambe Coastal Maintenance Management Plan (MMP).
    • The Chairman attended an Environmental Monitor Committee (EMC) meeting on 24 July 2025. The EMC has an advisory, monitoring and ‘watch-dog’ role, and its basic function is to monitor the implementation of the Environmental Management Plan (EMP) as approved by the Department of Economic Development, Environment Affairs and Tourism (DEDEAT).
    • An overview was presented of the projects overseen by the EMC since the approval of the Ndlambe Municipal EMP on 11 August 2020. The Method Statement for the project currently at the top of the priority list, namely the removal of sand from the Eastern Public Parking area at Cannon Rocks, was reported as completed and is now awaiting funding before submission to DEDEAT.
    • A heated debate followed, during which it was alleged that management was not adhering to previous decisions made by the EMC and was applying double standards.
    • Fundraising Initiatives. Although the clearing of the Eastern Parking Area at Cannon Rocks is the responsibility of the Ndlambe Municipality, no municipal funds are available to initiate this project.  The committee expressed unanimous support for initiating fundraising efforts aimed at clearing the sand and rehabilitating the Eastern Public Parking Area at Cannon Rocks.  It was also agreed that fundraising efforts should commence as soon as possible, as final approval by DEDEAT is subject to the availability of funds.  Following discussions, the following was decided:
    • Decision.
      • The Communication and Community Support Portfolio Holder was appointed to coordinate and drive fundraising initiatives for the clearance of sand and rehabilitation of the Eastern Public Parking Area at Cannon Rocks.
      • The Communication and Community Support Portfolio Holder is mandated to co-opt any person, regardless of whether they are a committee member, onto the sub-committee.
      • The sub-committee will be tasked with identifying potential sources of funding, engaging with the community and other interested parties and planning events or activities that can contribute towards meeting the financial target.
      • A formal letter is to be drafted and circulated to the Cannon Rocks community and relevant stakeholders, outlining the fundraising campaign and calling for support.
  1. Ndlambe Ratepayers Association (NRF). Nothing to report.
  2. Appointment of Portfolio Holder: Security Policing and Safety. The Committee welcomed Mr Herman Bakkes, who has been nominated and accepted the role of Committee Member and Portfolio Holder for Security Policing and Safety.  A warm welcome was extended to Mr Bakkes, and the Committee expressed their appreciation for his willingness to take on this important responsibility in support of the community.
    • Decision. The Chairperson will send a letter to the Chairperson of the Management Team of the Boknes/Cannon Rocks Buurtwag to introduce Mr. Bakkes in his new capacity as Portfolio Holder for Security Policing and Safety and to request that Mr. Bakkes be appointed as the Cannon Rocks representative on the Management Team.
  3. Project: Community Hall Renovation and Maintenance Update.
    • Completed Works – Main Hall and Bathrooms. Interior work on the main hall and both bathrooms has been completed.  This includes painting of ceilings and walls, tiling, installation of new toilets, painting of doors, replacement of door handles, and painting of the men’s bathroom storage cupboard.  The exterior of the building has also been fully painted in line with the approved scope of work.
    • Approved and Ongoing Works. A number of maintenance and improvement projects are currently underway as part of the approved works.  These include the scheduled replacement of ceiling fans, the installation of new kitchen cupboards beneath the sink, and upgrades to electrical fittings to support the water pump system.  The pressure pump and geyser are being relocated with appropriate piping and control valves to improve functionality.  Eco-sealing of the braai area roof has been approved and will proceed once the installation of the recently donated gas braai is complete.  These initiatives reflect the Committee’s ongoing commitment to maintaining and enhancing the facility for long-term use.
    • Additional Observations and Potential Items.
      • Minor touch-ups are required in two areas of the bathrooms.
      • Exterior walls require limited paint patch-ups.
      • Replacement of taps in the bathrooms that have corroded over the years.
    • Additional Maintenance Items Quoted On.
      • Cleaning and painting of the exposed roof beams supporting the overhang roof.
      • Procurement of four portable toilet roll holders for additional toilet roll storage.
      • Closure of the storage area beneath the external storm water tank.
      • A practical solution was proposed to use 12-ply sheeting, cut to size and treated with protective paint, to create a lockable access door.
      • Cleaning, rust removal, and repainting of exterior toilet window frames.
      • General maintenance and support improvements at the play park.
    • Assessment of External Wooden Supporting Beams. It was noted that the condition of the external wooden supporting beams requires attention.  PQN Maintenance has been requested to conduct an on-site inspection to assess the current state of the beams.  Following their assessment, a report will be provided to the Committee outlining any necessary remedial work, associated costs and recommended next steps.
      • Decision. The Committee will review the findings and decide on the appropriate course of action once the assessment has been completed.
    • Play Park Area. The park area at the Community Hall has been levelled and cleared using sand cartage and a skid steer and the grass has been cut.
      • Decision. Renovation of the play park at the Community Hall is to be managed separately from the renovations of the hall itself. The portfolio holder will report to the committee on the activities and funding related to the renovation of the playground.
  1. Acknowledgement of the Secretary’s Contribution. The Chairperson thanked the Secretary for her behind-the-scenes work in initiating, coordinating and overseeing the hall renovations, noting that the project’s success was due to her commitment and attention to detail.

 

 

PORTFOLIOS

  1. Maintenance and Infrastructure.
    • Speed Hump Adjustment, Potgieter Street. The Portfolio Holder for Maintenance and Infrastructure will follow up with the Deputy Director Infrastructure Directorate at a meeting, refer to Paragraph 17.3 below, where this and related matters will be addressed.
    • Street Lights. A survey of Cannon Rocks Street lights has identified defective units, and the list was submitted to the Director and Deputy Director of Infrastructural Development on 12 July 2025 with a request for urgent repair or replacement. Procurement has been completed and the order placed.
      • Decision. The Chairperson will monitor progress and liaise with relevant parties to ensure timely completion.  Updates will be discussed at the next scheduled meeting.
    • Infrastructure Maintenance. A meeting is scheduled with the Deputy Director:  Infrastructural Development for 15 August 2025.  The purpose of this quarterly meeting is to discuss the progress made regarding the Infrastructure Maintenance Plan for Cannon Rocks.  The Infrastructure Maintenance Plan addresses various identified topics under the following headings:
      • Corrective Maintenance (Repairs)
      • Preventative Maintenance (Scheduled)
      • Investigations
      • Managerial Items
      • New Requirements

Any member wishing to review this plan is requested to contact the Chairperson.

  1. Community Hall.
    • Security System Indication Light. A blue security light at the front entrance door of the Community Hall, was replaced by Hi-Tec Coastal Security.
    • Coordination Between Portfolio Holders: Community Hall and Advertising.
      • The Portfolio Holders for The Community Hall and Advertising continue to work closely and collaboratively to streamline the management of hall bookings and calendar communications.
      • This coordinated approach has already begun to yield positive results, with an increasing number of bookings being secured.
      • The improved booking management not only enhances the visibility and accessibility of the hall within the community but also contributes significantly to generating additional income.
      • These funds are vital for the ongoing upkeep and maintenance of the facility as well as for supporting various community initiatives hosted at the hall. Both Portfolio Holders remain committed to further strengthening this partnership to maximise utilisation of the hall and ensure its sustainability for the long term.

 

 

  1. Fire Fighting and Precaution
    • Updated Fire Precaution Notice. A revised Fire Precaution Notice has been drafted and finalised.  It includes updated safety protocols and contact information and will be circulated to all relevant parties shortly.
      • Decision. The Secretary will liaise with The Portfolio Holder of Fire Fighting and Precaution and circulate the document with the August Newsletter.
    • Emergency Fire Water Trailer Access. To improve emergency response, a secure lock box is being installed at entrance to the lock-up facility for the Emergency Fire Water Trailer in Boknes.  A coded padlock will be fitted, and the access code will be distributed to authorised individuals who may need to open it in the event of a fire or related emergency.
      • Decision. For Information.
  1. Communication and Community Support.
    • CRRA Communication Platforms – Clarification and Expectations. The Committee discussed the current use of communication platforms and agreed that more visibility is needed to strengthen the CRRA’s relationship with the community. Three key platforms were addressed: the CRRA WhatsApp Information Group, the Buzz Group (a community forum not administered by the CRRA), and social media.
    • CRRA WhatsApp Information Group. The CRRA WhatsApp Information Group remains significantly underutilised.  This platform serves as the official broadcast channel for the CRRA, designed to share community notices, safety alerts, important updates and reminders directly with residents.  Given that many residents do not regularly check email or open attachments.  WhatsApp has become one of the most effective ways to ensure messages are seen and understood.
    • The Committee agreed that this platform must be used more consistently and strategically to improve communication, promote transparency and keep residents informed of the extensive work being done behind the scenes.
    • Committee members are urged to forward any potential urgent information to the Portfolio Holder for Communication and Community Support.
    • Buzz Group – Importance of Awareness. While the Buzz Group is not administered by the CRRA, it is a widely used community forum where residents actively share concerns, updates and opinions.  The Communications Portfolio Holder is not expected to participate in conversations on this platform; however, being a member of the group will keep them informed of ongoing discussions and emerging issues.  This awareness is vital to ensure that the CRRA can respond proactively and is not perceived as out of touch or reactive.
    • Monitoring this group enables the Communications Portfolio Holder to stay ahead of potential concerns and support timely and informed responses by the Committee when needed.
    • Social Media – Visibility and Community Engagement. The Committee also recognised the value of social media as a communication tool.  Platforms such as Facebook or Instagram can help increase the CRRA’s visibility and create broader awareness of initiatives, progress and positive community efforts.  When used effectively, social media provides an opportunity to celebrate successes, share updates and connect with residents in a relatable and accessible way.
    • It is an important extension of the CRRA’s communication strategy and should be used to reflect the Committee’s active involvement in the village and build trust with the community.
      • Decision. The Portfolio Holder for Communications will seek greater visibility and consistency to strengthen the CRRA’s relationship with the community.
  1. Security and Safety.
    • National Vehicle Intelligence Cloud (NAVIC) system. (Minutes 7 November 2024 par 19).  Stand over until October 2025.
  2. Ward 1 Liaison. It was noted that no Ward 1 meetings have been held during the 2025 year to date.  The meeting originally scheduled for Thursday, 5th June 2025 did not take place. A new date has now been confirmed: Wednesday, 6th August 2025 at 14:00.
  3. Local Government and Development.
    • Integrated Development Plan. A letter dated 13 July 2025 was received from the Municipal Manager, expressing gratitude and providing an update on the current status of submissions received, as well as outlining the next steps in the public participation process for finalising and implementing the Integrated Development Plan (IDP) for 2025/2026. The letter also acknowledged and appreciated the public’s engagement and contribution to Ndlambe’s development planning.
    • Feedback on Draft Integrated Development Plan. Feedback was received regarding comments submitted on the Draft Integrated Development Plan (IDP) for 2025/2026 via Ward 1. The comments submitted by the Cannon Rocks Ratepayers Association are recorded under serial numbers 19 to 32 in the list of submissions (not included in these minutes), along with the corresponding responses from the relevant municipal directorate.
    • Decision. For Information.
  4. Environment.
    • Access to the Beach via Sea Road. This item relates to the ongoing concerns raised by Mrs. E. Watkins regarding public access and the condition of Sea Road.  Formal correspondence was submitted, and the Portfolio Holder for Environment has since engaged with the Deputy Director of Community Protection Services on the matter. It was noted that Mrs. Watkins will continue direct communication with the Municipality to address her concerns.
      • Decision. The CRRA and the Portfolio Holder for Environment will maintain oversight of the situation and The Chairperson has subsequently engaged with the relevant stakeholders to further address the situation.
  1. Signage at The Cannons. The existing sign prohibiting dogs on the trail at The Cannons will be relocated to a position closer to the trail to improve visibility and compliance and is scheduled to be moved on the 5th of August 2025.
    • Decision. For Information.
  2. Nautilus Beach Benches and Access Pathway. The CRRA Committee has received requests to address the overgrowth in front of the benches at Nautilus Beach, which obstructs the view of the beach and sea. This overgrowth prevents community members, particularly elderly residents, from safely and comfortably enjoying the view while seated on the benches.
    • Decision. The Portfolio Holder for Environment will arrange for the surrounding vegetation to be trimmed and will assess the current pathway to determine practical improvements.
  3. Advertising.
    • Boknes and Cannon Rocks Advertsing Board. The advertising board is full with only one (1) space available.  All service providers are up-to-date with payments.

FINANCES

  1. Statement of Account. The bank balance as at the end of July 2025 was noted with approval.
  2. Expenditure.
    • Community Hall – Expenses Paid. Total expenditure for The Community Hall amounts to R95,057.73.
    • Expenses. The following expenses were approved.
      • R5,240.00 paid for levelling the Play Park area at the Community Hall.
      • 00 paid on 29 July 2025 for grass cutting at the Play Park.
      • 00 for hardware to fit new traffic signs.
      • 00 for travelling to Port Alfred to attend meetings.
      • 00 for purchase of toilet paper.

CONDOLENCES

CORRESPONDENCE

  1. Correspondence Received.
    • E Mail dated 8 June from Prof Grossman – Fire Risk at Eskom Substation.
    • E Mail dated 10 June from Hi-Tec Security – Change of Contact Details-Community Hall.
    • Letter dated 13 May 2025 – Municipal Comment re Draft IDP 2025/2026 Feedback
  2. Correspondence Sent.
    • Letter dated 10 June 2025 – Change of Contact Details-Community Hall.
    • Letter dated 10 Jun 2025 – Closure of Skips Site at CR.
    • Letter dated 12 July 2025 – List of Defective Street Lights.

ITEMS FOR DISCUSSION

  1. Fire Risk at Eskom Substation. Refer to paragraph 37 below. Feedback was given verbally and on WhatsApp by the Secretary.
  2. Roaming Domestic Pets.
    • Emails dated 19 June 2025 were received from Mr. Pieter Rudman raising concerns about roaming cats and the current restrictions on dogs along the Cannon Rocks Trails.
    • In his initial email, Mr. Rudman responded to the prohibition of dogs on the Cannon Rocks Trails. He advocated for the opportunity for residents to walk their dogs safely and responsibly along these trails, provided that dogs are kept under control at all times.
    • In a follow-up email, Mr. Rudman referenced a study by the University of Cape Town (UCT) and the South African National Biodiversity Institute (SANBI). The study estimated that approximately 300,000 domestic cats in Cape Town are responsible for the annual killing of around 27.5 million animals.  Based on these findings, he proposed the implementation of measures to mitigate ecological harm, including the establishment of cat-free buffer zones, nighttime curfews for cats, and the promotion of “catios” — enclosed outdoor spaces designed to allow cats safe outdoor access without affecting local wildlife.
    • Response to Roaming Domestic Pets Concerns. With reference to the above concern regarding the restriction of dogs in the Cape Woody area, and the request that the association reconsider an outright ban in favour of a controlled-access framework that balances ecological integrity with the safety of residents, it was noted that the association has no authority to implement laws or regulations. Entrance to, and conduct within, national parks are governed by the National Parks Act, 1976 (Act No. 57 of 1976), which provides the framework for the establishment and management of national parks and outlines the powers and functions of the South African National Parks (SANParks) Board, including the conservation, protection, and management of national parks and their biodiversity.
      • Decision. Subsequent to the meeting, a letter has been sent to Mr. Pieter Rudman to clarify the Committee’s position and inform him that the matter falls under SANParks’ jurisdiction and the enquirer has been referred to the relevant SANParks officials.
  1. Project Meeting.
    • At a meeting convened by Mrs. Vuyolazi Tsangana from Ndlambe Municipality, on 24 July 2025 with representatives of the Ndlambe Municipality and the appointed contractor, the attendees were informed of the appointment of contractors to carry out corrective maintenance on Galjoen Street in Cannon Rocks as well as two streets in Boknes. Maintenance work on the identified streets is scheduled to commence by mid-August 2025.
    • Mrs. Tsangana announced that a Project Steering Committee (PSC) will oversee and manage the project. The PSC will comprise representatives from the Ndlambe Municipality, the appointed contractor, and three representatives from each of Cannon Rocks and Boknes.  The Cannon Rocks representatives will be the CRRA Chairperson, Vice Chairperson and Mr. Wessie Westerman.
    • An information briefing by Mrs. Tsangana from Ndlambe Municipality was arranged for both the Cannon Rocks and Boknes communities. For Cannon Rocks, the meeting was scheduled for 31 July 2025 at 09:30 in the Cannon Rocks Community Hall.
    • Decision. For Information.
  2. Letter regarding Doreen Street and Fire Hazard. A Letter was received from a resident regarding a fire hazard at the Eskom transformer on the corner of the Tennis Courts and the Community Hall in Alice Road.  A complaint was tabled regarding a fire hazard at Doreen Street.
    • Decision. The Portfolio Holder for Infrastructure and Maintenance will engage with the Municipal Supervisor regarding the fire hazard on Doreen Street and the removal of hazardous materials at the Eskom.
  3. Letter of Complaint – Number 152a Alice Road (Erf 195). The CRRA has received multiple complaints regarding the use of the Alice Road plot as a daily worksite and informal storage area for wood, bricks, and other materials.  Concerns include ongoing noise, the chopping of wood, and the absence of ablution facilities.
  4. This matter has been raised and followed up with the relevant authorities several times in the past.
    • Decision. The Chairperson will write a letter to Ndlambe Municipality By Law Officer requesting that an on-site inspection be conducted at 152a Alice Road and that the immediate neighbours be interviewed.

NEWSLETTER

  1. Community Hall update
  2. Fire Precaution and list
  3. Road Maintenance – Galjoen Street
  4. General Maintenance in Cannon Rocks and Upkeep

NEXT MEETING

  1. The next meeting will be held on Tuesday 2nd September 2025 at 10am.

 

CLOSURE  The Chairperson closed the meeting at 11:55am.