CANNON ROCKS RATEPAYERS ASSOCIATION

MINUTES OF COMMITTEE MEETING HELD AT

CANNON ROCKS COMMUNITY HALL

ON 3rd June 2025 AT 10H00

 

WELCOME

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

ATTENDANCE

  1. Present.

Mr. Bert Venter                          Chairperson

Ms. Barbara Beckmann

Ms. Adéle du Plessis

Ms. Michelle Hayes

Mr. Paul Strutt

Ms. Helen Mackenzie                 Secretary

  1. Apologies.

Ms. Alta Kotze

Ms. Tracey Bull

Mr. Willem Zietsman                  Vice Chairperson

  1. Absent without Apology.

None.

ADDITIONAL ITEMS

  1. Donation of Gas Braai.
  2. Domestic Refuse Transfer Site.
  3. Archival CRRA Paperwork.

APPROVAL OF MINUTES

  1. Approval of the minutes of the committee meeting of 6th May 2025 proposed by Mr. Paul Strutt and seconded by Ms. Adéle du Plessis. Minutes to be made available on the Website and distributed to members.

MATTERS ARISING NOT ADDRESSED UNDER PORTFOLIOS

  1. Ndlambe Coastal MMP. Nothing to report
  2. Ndlambe Ratepayers Association (NRF). Nothing to report.
  3. Portfolio Holder Security. Committee members are requested to seek a potential Portfolio Holder for Security.
  4. Projects.
    • All quotations for the Community Hall renovations — including upgrades to the bathrooms, kitchen, and braai area — have now been received.
      • Decision. Once the Portfolio Holder for Maintenance and Infrastructure has returned, a subcommittee meeting will be scheduled and will decide on the preferred service provider and the proposed renovation approach for the Community Hall.

PORTFOLIOS

  1. Maintenance and Infrastructure.
    • Speed Hump Adjustment, Potgieter Street. The matter remains on hold pending the return of the Portfolio Holder for Maintenance and Infrastructure.  It will be carried forward for discussion at the next meeting, including the review of concerns regarding the speed hump’s height and any necessary follow-up with the Municipal Infrastructure Directorate.
      • Decision. As the Portfolio Holder for Maintenance and Infrastructure is currently abroad this matter will stand over to the next meeting.
  1. Community Hall.
    • Hiring and Use of Community Hall. In terms of the Constitution of Paragraph 52 of the Constitution quotes  “Applications for the temporary use of the Community Hall may be authorised by a committee member, provided he or she has been duly authorised”    Accordingly, a duly authorised committee member may approve ad hoc applications to hire or make use of the Community Hall.
    • Contact Persons. It is recommended that the Portfolio Holders for the Community Hall and Advertising be designated as the primary contact persons for HiTec Security in relation to the Community Hall.  They will be responsible for notifying HiTec Security via WhatsApp of any planned functions or activities at the Hall.
    • Security System Indication Light. It is proposed that a blue security light be installed at the Community Hall to enhance security and to serve as a visible indicator of activity at the venue.
      • Decisions.
        • The Portfolio Holder for the Community Hall is authorised to approve ad hoc applications for the use of the Community Hall.
        • The Portfolio Holder Advertising is authorised to approve ad hoc applications in the absence of the Portfolio Holder for the Community Hall.
        • The Secretary to draft a letter for signature by the Chairperson to formally inform HiTec Security that Ms Barbara Beckmann and Mrs. Tracey Bull are the designated contact persons for the Community Hall.
        • The Chairperson will speak to HiTec Security and request the installation of a blue security light at the Community Hall.

15.3.2.1      Fire Fighting and Precaution.

  • Updated Fire Precaution Notice. This item remains pending due to the absence of the Portfolio Holder and will be revisited at the next meeting.
  1. Communication and Community Support. Nothing to report.
  2. Security and Safety.
    • National Vehicle Intelligence Cloud (NAVIC) system. (Minutes 7 November 2024 par 19).  Stand over until October 2025.
  3. Ward 1 Liaison. Ward 1 meeting is scheduled for this week Thursday, 5th June 2025.
  4. Local Government and Development. Nothing to report.

 

  1. Environment.
    • Snares and Protection of Fauna and Flora. There has been a recent inspection of the firebreak, on the western side of Cannon Rocks, leading to the Cannon Rocks Trail, where snares have previously been found.  Further inspections will be conducted, beginning from Potgieter Street and extending outward to identify and remove any additional snares.  This continues to pose a significant threat to local wildlife and remains a priority.  The Portfolio Holder for Environment is liaising with Ms. Mbele, Phimdile, Section Ranger Woody Cape SANParks, to address the issue collaboratively.
      • Decision. The Portfolio Holder for Environment will continue to follow up with Ms. Phimdile, Section Ranger Woody Cape SANParks to monitor and address the snaring activity.
    • Community Awareness – Game and Protection and Snares. In preparation for the December holiday period, plans are underway to implement an awareness campaign targeting children and young people.  The initiative aims to foster interest in conservation and educate the community on the dangers of snares and the importance of protecting local fauna.  Ms. Pam Johnson will coordinate and lead this programme.
      • Decision. The Portfolio Holder for Environment will support Ms. Pam Johnson in the development of the educational initiative, which will be promoted through the CRRA WhatsApp communication group.
    • Public Entrance to Beach-Sea Road. This item refers to the correspondence submitted by Mrs. E. Watkins concerning access and conditions along Sea Road.  The Portfolio Holder for Environment followed up with the Deputy Director Community Protection Services and advised that Mrs. Watkins would continue communication with the Municipality directly regarding her concerns.
      • Decision. The CRRA and the Portfolio Holder for Environment will continue to monitor the matter and provide assistance where required.
    • Dogs on the Cannon Rocks Trail. The Portfolio Holder has engaged with Ms. Phimdile, Section Ranger Woody Cape SANParks, regarding dogs being walked on the Cannon Rocks Trail.  Although a sign prohibiting dogs is present at the cannons, it is not sufficiently visible from the trail entrance.  A request has been made for the sign to be relocated closer to the walkway to ensure better visibility and compliance.
      • Decision. The Portfolio Holder for Environment will follow up on the reposition of the signage and will continue to monitor the issue to ensure public safety and adherence to regulations.
    • Chain at The Cannons. The chain that restricts vehicle entrance to the beach has rusted and broken and this needs to be replaced.  This has been reported to SANParks and it will be replaced.
      • Decision. For information.
  1. Advertising.
  2. Boknes and Cannon Rocks Advertising Board. The Portfolio Holder for Advertising was absent at the meeting, but sent a message to say that the service provider responsible for the signage is currently experiencing a backlog, which has caused delays in installation.  There remain three vacant advertising spaces available.
    • Decision. For information.

 

FINANCES

  1. Statement of Account. The bank balance as at the end of May 2025 was noted with approval.
  2. 163 Paid Members.
  3. Expenditure.
    • Clamps purchased from EC Signs. R317,40, approved.

CONDOLENCES

CORRESPONDENCE

  1. Correspondence Received.
  2. Correspondence Sent.
    • Letter dated 20 May 2025 – Speed Limit Road – MR 0463.

ITEMS FOR DISCUSSION

  1. Installation of Donated Gas Braai. The CRRA remains grateful for the generous donation of the gas braai for the Community Hall.  The Secretary has followed up with a service provider and received a quotation for the possible installation of the gas braai, subsequent to the meeting.  The quotation confirms that:
    • The braai can be installed at a discounted rate of R1,500 if the work is carried out alongside other scheduled tasks at the hall.
    • The service provider has also indicated a willingness to keep the cost below R1,000, where possible, to cover only necessary material expenses.
    • If the braai installation is handled as a standalone task, the standard installation fee will be R2,400.
    • This offer demonstrates strong community support and is greatly appreciated.
      • Decision. The committee will discuss the quotation to assess the most cost-effective and practical option for proceeding with installation. A final decision will be made based on timing, affordability and alignment with other scheduled work at the hall
  1. Domestic Refuse Site at Galjoen Street.
    • The large refuse bins have been removed from Domestic Refuse Transfer Site at Galjoen Street, yet rubbish continues to be deposited in the area. In the absence of a Notice Board, to be erected by the Ndlambe Municipality, the dumping of refuse remains an ongoing issue.
    • Paragraphs 18.4.1 and 18.4.2 of the minutes dated 4 February 2025 assign joint responsibility to the CRRA Committee and the Municipality to inform residents. Residents must be informed to take their domestic refuse to the Boknes rubbish site.
      • Decision. The Portfolio Holder for Environment will raise the misuse of the closed Domestic Refuse Site in Galjoen Street, Cannon Rocks at the Ndlambe Municipal Ward 1 meeting on Thursday 5th June 2025, requesting the Deputy Director Community Protection Services that the area be cleaned as a matter of urgency and that the appropriate signage be installed without delay.
    • Should the Ndlambe Municipal meeting fail to provide a clear resolution or action regarding cleaning and signage, the Cannon Rocks Ratepayers Association (CRRA) will organise a team to clean the area and erect tape as a matter of urgency.
    • Communication will be initiated with the Director Community Protection Services concerning access to the sewerage conservancy tank at the Cabanas.
      • Decision. The Chairperson will follow up with the Director Community Protection Services pertaining to non-compliance to closure of the Domestic Refuse Transfer Site in Galjoen Street.
  1. Archival CRRA Paperwork. The CRRA holds a substantial volume of physical paperwork that has been safely stored for several years.  Much of this documentation is now well over five years old and may no longer be required for operational, legal, or governance purposes.  In the interest of ensuring proper records management, compliance with data protection practices and freeing up storage space, it is necessary to review whether these documents can now be securely disposed of.
    • Decision. The Chairperson will review the archived documentation to assess its relevance and retention requirements. A decision will then be made on whether selected items may be securely shredded and disposed of, in line with good governance and record-keeping practices.

NEWSLETTER

  1. Membership at 163.
  2. Misuse of domestic refuse transfer site.
  3. Cleaning of the Fire Break and Snares.
  4. SANParks Presentation in December.
  5. Ongoing use of Beach Bags.

NEXT MEETING

  1. The next meeting will be held on Tuesday 5th August 2025 at 10am.

CLOSURE  The Chairperson closed the meeting at 11:41am.