CANNON ROCKS RATEPAYERS ASSOCIATION

MINUTES OF COMMITTEE MEETING HELD AT

CANNON ROCKS COMMUNITY HALL

ON 21 JULY 2026 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. Adéle du Plessis

Mr. Herman Bakkes

Ms. Wilma Nel                          Secretary (Google-meet)

  1. Apologies.

Ms Michelle Hayes

Mr.Rendo Nell

Mr Braam Gouws

  1. Absent without apology.

ADDITIONAL ITEMS (Discussed under Items for Discussion)

APPROVAL OF MINUTES

  1. Approval of the minutes of the committee meeting of 9 June 2026 proposed by Mr. Herman Bakkes and seconded byMrs. Adéle du Plessis. Minutes to be made available on the Website and distributed to members.

MATTERS ARISING NOT ADDRESSED UNDER PORTFOLIOS

  1. Ndlambe Coastal Maintenance Management Plan (MMP).
    • The Municipal Environmental Consultant attended an on-site meeting at the eastern public parking area on 23 June 2026, together with the following committee members. The purpose of the meeting was to discuss and confirm the scope of works, as well as the administrative and management matters relating to the removal of sand from the public parking area.
  • The Chairman.
  • Portfolio Holder
  • Portfolio Holder
  • Portfolio Holder
  • Portfolio Holder, and
  • Mrs Simone Tate (co-opted).
    • During the site inspection, the extent of the sand requiring removal from the public parking area was assessed and divided into two implementation options to accommodate the available budget, namely, removal of sand from the entire public parking area or alternatively removal of sand from a portion of the public parking area only.
    • Various funding mechanisms for the implementation of the project were discussed. The attendees considered two potential funding options and expressed a preference for the project to be funded through donor contributions, with the donors entering into an agreement with an appointed contractor, rather than the Municipality procuring the works through its Supply Chain Management process. It was noted that this approach would be subject to compliance with all applicable legislation, municipal policies, and the necessary approvals and delegated authority. Irrespective of the funding mechanism adopted, the Municipality will retain oversight of the project, with all works to be undertaken under the supervision of the Municipality.
    • The municipal consultant emphasised the importance of implementing environmental rehabilitation measures.
    • Following the on-site meeting, the CRRA convened a meeting to discuss the way forward regarding the proposed project. During the discussions, it was agreed that the Chairperson would prepare a draft Project Plan, while Mrs Simone Tate would develop proposals for the rehabilitation of the affected vegetation. It was further agreed that the rehabilitation programme should not be limited to the public parking area but should extend to other affected areas, where appropriate.
      • Decision. The Project Manager will convene a project meeting to finalize the draft Project Plan for review and discussion prior to its submission for approval at the next Committee meeting
  1. Ndlambe Ratepayers Association (NRF) Nothing to report.
  2. Projects.
    • Project Progress.
Serial

no

 Description Progress Remark
1 Braai Area Roof Support Beam Not started yet  
2 Upgrading of Community Hall Entrance Drawing finalized for submission and approval.  
3 Painting of the Community Hall roof Completed and fully paid  
4 Painting of the roof trusses and eaves Completed and fully paid.  
  • Decision. For information

 

 

PORTFOLIOS

  1. Maintenance and Infrastructure.The Chairman and the Portfolio Holder Infrastructure attended two separate meetings on 17 July 2026.
    • Cannon Rocks/Boknes Water Reticulation. The CR/BN Water Reticulation Meeting is a quarterly forum attended by representatives from CR and BN, the Deputy Director: Infrastructure Development of Ndlambe Municipality, and other relevant municipal personnel.
      • It was reported that the appointment of a contractor to address all outstanding infrastructure-related tasks, with a particular focus on the maintenance of the water reticulation systems in CR and BN, is expected to be finalised shortly.The Deputy Director undertook to schedule a meeting with CR and BN representatives to discuss and clarify the scope of work for which the appointed contractor will be responsible.
      • It was further agreed that, once the scope of work has been confirmed, the required maintenance and infrastructure tasks will be prioritised and scheduled accordingly.
    • Cannon Rocks Infrastructure Maintenance. The CR Infrastructure Maintenance Meeting is a quarterly forum attended by the Chairman and the Portfolio Holder Infrastructure and the Deputy Director: Infrastructure Development of Ndlambe Municipality.  During these meetings, a range of corrective and preventive maintenance tasks are reviewed and discussed.  In addition, managerial matters, new infrastructure requirements, and ongoing investigations are considered to monitor progress, identify priorities, and facilitate the planning of future maintenance activities.
      • Revised target completion dates were agreed upon for the various street maintenance tasks. Subject to sufficient funding being secured, the majority of these tasks are expected to be completed by the end of 2026.
      • Once the availability of the required materials, the grader, and other necessary equipment have been confirmed, the Portfolio Holder for Infrastructure and the Municipal Supervisor will prioritise the identified areas and allocate the available materials accordingly.
      • The importance of effective personnel management, together with the need for continuous supervision of maintenance personnel and activities, was emphasised to ensure accountability, productivity, and the timely completion of maintenance tasks.
    • Decision. For information.
  2. Community Hall.
    • Drawings for the wall extending from the roadside sidewalk to the entrance of the Community Hall were received from the draftsman who prepared them. Following discussion, the drawings were approved for submission to the Municipality.
      • Decision. The Project Manager shall:
        • Discuss the drawings with the builder to confirm that the quotation remains valid.
        • In conjunction with the draftsman, submit the drawings to the Municipality for approval.
        • Confirm whether the project qualifies for exemption from municipal approval fees.
      • The Community Hall was cleaned on 21 July 2026, and the service provider has been paid in full.
      • The Portfolio Holder reported that two Cannon Rocks residents had requested approval to replace the information board at the Caravan Park. The Chairperson mentioned that an electronic copy of the original information board is available.
        • Decision. Approval was granted to update and replace the existing information board adjacent to the Caravan Park.  It was further agreed that the applicants be provided with a copy of the original aerial photograph for use in preparing the new information board.
  1. Fire Fighting and Precaution.Noting to report.
  2. Communication and Community Support. The Portfolio Holder reported that the “Dive In” hamburger sale held during the school holidays was successful.  It was therefore proposed that a similar event be held during the September/October school holidays to;
    • host an awareness talk presented by the Municipal Dog and Animal Control Officer, together with a representative from the Department of Agriculture in Port Elizabeth, on responsible dog ownership, rabies prevention, and other animal diseases affecting the community; and
    • raise funds through the sale of takeaway food and beverages to replace equipment and other items in the adjacent children’s play park.
    • Decision. It was resolved that a community awareness event, incorporating an educational talk and the sale of takeaway food as a fundraising initiative, be held during the September/October school holidays.  The Portfolio Holder will coordinate the arrangements and report on progress at the next Committee meeting.
  3. Security and Safety.
    • National Vehicle Intelligence Cloud (NAVIC) system. (Minutes 5 November 2025 par 16.1). Stand over until October 2026.
      • Decision. For information.
  4. Ward 1 Liaison. The Portfolio Holder reported, via WhatsApp, that a Ward 1 meeting had been scheduled for 6 July 2026.  However, upon arriving at the Municipal Council Chambers in Alexandria, he and the Boknes representative were informed that no one was aware of a Ward 1 meeting.
    • Decision. The Chairperson will follow up with the Municipality regarding the nomination and appointment of representatives for the Ward 1 meetings and report back at the next Committee meeting.
  5. Local Government and Development. Nothing to report.
  6. Environment. Nothing to report.
  7. Nothing to report.

FINANCES

  1. Statement of Account. The bank balance as at the end of June 2026 was presented and noted with approval.
  2. Membership. Refer to Paragraph 25 below.
  3. Expenditure.

CORRESPONDENCE

  1. Correspondence Received.
    • Letter in-30 Jun 2026-Municipal Response to Public Comment on Draft IDP and Budget 2026/2027.
  2. Correspondence Send.
    • E Mail out-6 Jun 2026-Damage Futter Street.
    • E Mail out-7 Jul 2026- Entrance to Beach Sea Road Cannon Rocks.
    • Letter out-13 Jun 20265-Application for Departure Erf 462 CR-AV-22-2026
    • Letter out-2 Jul 2026-Nomination as Member of the EMC-AV-25-2026.
    • Letter out-8 Jul 2026-Appreciation Andrea Brown-AV-24-2026.
    • Letter out-17 Jun 2026-Meegevoel Martie Venter-AV-27-2026.
    • Letter out-17 Jun 2026-Simpathy Lovemore Family-AV-23-2026.

CONDOLENCES.  None.

ITEMS FOR DISCUSSION

  1. Portfolio Holders.Following discussions with Mrs Simone Tate, who graduated in Environmental Sciences, she agreed to be co-opted onto the committee as the Portfolio Holder for Environment.
    • Decision. The committee unanimously agreed to co-opt Mrs Simone Tate as a member of the committee and appoint her as Portfolio Holder for Environment.
  2. Outstanding Membership Fees 2026. As at 30 June 2026, five membership fees remained outstanding.
    • Decision. The Secretary will send a final reminder to members who are in arrears with their annual membership fees
  3. Fibre Optics Project. The Chairman had a telephone conversation the Project Manager from Huawei Technologies to investigate and implementation of a propose Project Plan for the installation of Fiber Optics in Cannon Rocks, on 10 July 2026. This telephone call was followed up with a Teams meeting on 14 July 2026. The following is a condense summary of the Teams meeting.
    • The FTTH network is composed of the backbone network, the feeder network, the distribution network and the customer connection.
    • Underground cables feeding from the street will provide services to properties.
    • The project plan consists of eight slides. The first four slide illustrate the proposed fibre layout. The layout proposed a connection point for two properties, irrespective if developed not developed yet. Very similar to the former/existing Telkom distribution points. The last four slide illustrate the propose ducting/sleaves of the fibre lines. It should be noted that the existing Telkom ducting/sleaves, 110mm diameter, will be use as far as possible to eliminate excavations.
    • Except for the following circumstances, no excavation is foreseen.
    • Manholes (marked as P4W on the drawings), approximately 1000 mm (1 m) in diameter, house the main splitter joints that interface between the feeder network and the distribution network.
    • Manholes (marked as P6 on the drawings), approximately 500 mm in diameter, house the access joints where the drop cables connecting to individual houses are connected.
    • Manholes (marked as BB on the drawings), approximately 400 mm in diameter, house the drop cables running from the P6 manholes to the splice boxes located within the Boundary Boxes.
    • Where no underground ducting services are currently in place. It should be noted that, should such services be required, they will be subject to the availability of funding, as only limited excavation costs have been allowed for in the current budget.
    • Decision. A community meeting will be schedules for 30 July 202 at the Cannon Rocks Community Hall wherby the  the Project Manager from Huawei Technologies will present a Project Plan and respon to question from the public.

NEWSLETTER

  1. A community meeting will be scheduled for 30 July 2026 at the Cannon Rocks Community Hall, where the Project Manager from Huawei Technologies will present the Project Plan and respond to questions from members of the public.

NEXT MEETING

  1. The next meeting will be held on Tuesday 4 August 2026 at 10am.

CLOSURE

  1. The Chairperson closed the meeting at 11h20.