CANNON ROCKS RATEPAYERS ASSOCIATION

MINUTES OF COMMITTEE MEETING HELD AT

CANNON ROCKS COMMUNITY HALL

ON 6th May 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. Tracey Bull

Ms. Helen Mackenzie                 Secretary

  1. Apologies.

Mr. Willem Zietsman
Ms. Alta Kotze

  1. Absent without Apology.

None.

ADDITIONAL ITEMS

  1. Cleaning of Road Verges R0463.
  2. Restoration of Cannons.

APPROVAL OF MINUTES

  1. Approval of the minutes of the committee meeting of 1st April 2025 proposed by Ms. Michelle Hayes and seconded by Ms. Adele 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). The Chairman and Vice-Chairman attended a Ndlambe Ratepayers Forum (NRF) meeting on 8 April 2025.  The following items were discussed.
    • Integrated Development Plan. The draft Ndlambe Integrated Development Plan (IDP) and Budget for 2025/2026 has been made available to the public.  Organisations and individuals are invited to submit comments on the draft IDP by 1st May 2025.  The Portfolio Holder for Local Government and Development has reviewed the draft IDP and submitted comments.  These comments are available to members upon request.
    • Building Plans. Various complaints were received regarding the unacceptably long period for the approval of building plans by the Ndlambe Municipal Planning Section.  Ratepayers’ Associations may make the contact details of Greg Steele (email: greg@ecmba.org.za) available to residents who are experiencing significant delays in the approval of their building plans, should they wish to seek assistance.  Mr. Steele, a representative of the Eastern Cape Building Association, has offered to consolidate all shortfalls and complaints regarding the Ndlambe Municipal Planning Section for presentation to the Municipal Manager.
    • Municipal Budget. The draft budget will be discussed between the NRF and the Municipal Chief Financial Officer (CFO) before it is presented to the Municipal Council.
  3. Portfolio Holder Security. Committee members are requested to seek a potential Portfolio Holder for Security.
  4. Projects.
    • The Secretary has met with three service providers and planning for the hall renovations, covering upgrades to the bathrooms, kitchen and braai area is progressing.
    • On receipt of a third tender, the subcommittee consisting of the Chairperson, Vice Chairperson, Secretary and Communications Portfolio Holder, can proceed to evaluate the tenders and submit recommendations to the committee.
    • Decision. A date for the subcommittee meeting will be set to decide  and a decision on the preferred service provider for the renovation of the Community Hall and renovation approach will be made at this meeting.

PORTFOLIOS

  1. Maintenance and Infrastructure.
    • Galjoen Street Surveys. The Municipality is currently conducting surveys on Galjoen Street as part of a project to repair/upgrade the road surface.  Further updates will be provided once the scope of work has been confirmed.
      • Decision. For information purposes.
    • Speed Hump Adjustment, Potgieter Street. The Portfolio Holder will assess the concerns raised regarding the height of the speed hump and, if necessary, liaise with Municipal Infrastructural Directorate to ensure the speed hump complies with appropriate standards.
      • Decision. As the Portfolio Holder for Maintenance and Infrastructure is currently abroad this matter will stand over to the next meeting.
  1. Community Hall.
    • Lease Agreement. The lease agreement has been formally approved, and a signed copy has been received from Ndlambe Municipality.  The lease term commences on the 1st June 2025 and is for a period of nine (9) years and eleven (11) months, in accordance with the terms and pricing previously requested.
    • Gas Braai Donation.
      • The CRRA is sincerely grateful for the generous donation of the gas braai. However, once the unit has been delivered, clarification is required regarding operational responsibilities, specifically, who will be responsible for turning off the gas supply and cleaning the unit after use.
      • The Chairperson is currently engaging with the relevant official at Ndlambe Municipality to obtain clarity on matters relating to insurance cover, the Certificate of Compliance (COC) and associated protocols and legal implications.
      • Once safety and building assurance concerns have been resolved, operational instructions for the use of the gas braai must be formulated and included in the Community Hall’s hiring and use agreement.

15.3.2.1           Decision.  Until insurance coverage, compliance certification and liability protocols have been confirmed, the gas braai will not be used.

  • Draft Agreement for Hiring and Use of the Community Hall. The agreement for the hiring and use of the Community Hall has been revised to incorporate the following amendments:
    • Page one (1) has been amended to include the names and descriptions of the parties involved, as well as detailed information regarding the type of event, duration, date, time and period of use.
    • Additional clauses have been added to prohibit any structural alterations to the building, clarify insurance liability and require acknowledgment of the inherent risk associated with leaving property in the hall for storage.
    • No structural changes, including the use of nails, screws, or other fixtures, may be made to the Community Hall under any circumstances.
    • All individuals or groups making use of the Community Hall as an “On-going Community Activity” in terms of the Tariff List for the Community Hall, will be required to sign the lease agreement and ensure that the hall is locked when not in use.
    • The Advertising Portfolio Holder will coordinate with all those utilizing the Community Hall. The Community Hall Portfolio Holder will facilitate the signature for the Tea Club.
      • Decision. The revised Agreement for Hiring and Use of the Community Hall was approved.
  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.
  2. Communication and Community Support.
    • WhatsApp Information Group.
      • The CRRA WhatsApp Information Group remains significantly under utilized and must be used more proactively and consistently. WhatsApp is an essential communication tool that allows sharing important updates, community notices, safety information and reminders quickly and effectively.  Therefore, The CRRA should take full advantage of free online platforms such as WhatsApp to promote transparency and maintain community trust.
      • To maintain professionalism, messages posted to the group must be original and official, not forwarded or shared as screenshots. Forwarded content appears second-hand, can lead to confusion and detracts from the credibility of communication. Clear, direct, first-hand messaging ensures that the community receives accurate and relevant information.
      • Following discussions, it was agreed that the administration of the WhatsApp Information Group should be extended to two additional administrators.
      • Decision. The Portfolio Holder Communications to add The Secretary and Treasurer as group administrators to the WhatsApp Information Group.

 

  1. Security and Safety.
    • National Vehicle Intelligence Cloud (NAVIC) system. (Minutes 7 November 2024 par 19).  Stand over until October 2025.
    • Brackets for Signage. The Chairperson reported that additional brackets are required to secure and install various street signs throughout the village.  These brackets are essential for attaching the signage to their stands.
      • Decision. The procurement of 10 (±R25.00 per set) bracket sets to secure the replacement traffic signage was approved.
    • Proposed Amendment to Speed Limit Signage. Concerns have been raised regarding the existing 60 km/h speed limit on Road R0463 leading up to the R72 intersection.  It has been noted that this limit may be unnecessarily low for the nature of the road and current traffic flow.  The Chairperson has proposed that the speed limit be increased to 100 km/h, subject to the necessary approvals.
      • Decision. The Chairperson will draft and submit a formal letter to the Road Engineer, Eastern Cape Department of Transport requesting a review of the current speed limit and consideration for its amendment to 100 km/h.
  1. Ward 1 Liaison. Nothing to report.
  2. Local Government and Development.
    • Comment on Draft Integrated Development Plan 2025/ Comments on the Draft Integrated Development Plan (IDP) 2025/2026 were forwarded to the Ndlambe Municipal IDP Manager.  Receipt of the comments was acknowledged and the feedback on the submission included, among other points, acknowledgment of the detailed and clear inputs, acceptance of the layout and structure of the IDP document, and confirmation that the comments would receive the necessary attention.
  3. Environment.
    • Snares and Protection of Fauna and Flora.
      • A concerning rise in the number of snares found in Cannon Rocks is posing a significant threat to local wildlife. This practice not only harms wildlife but also raises serious ethical and legal concerns about conservation efforts in the region.
      • The Portfolio Holder Environment has engaged in discussions with the Section Ranger Woody Cape regarding the snares around the village. Ms. Pam Johnson, a dedicated local resident of Cannon Rocks, has been actively involved in collecting and removing snares in the area.
      • A need was identified to raise awareness among children and young people by fostering interest in conservation and environmental protection through organised programmes during the December period. This initiative will focus on inspiring environmental stewardship.  The WhatsApp communication group can be used to share updates and encourage participation.
      • Decision. The Portfolio Holder Environment will engage with Ms. Pam Johnson and liaise with the Section Ranger of Woody Cape to investigate the possibility of joint educational training focused on the detection and removal of snares in
    • Cannon Trail. A request has been made to prohibit dogs on the Cannon Trail, as they can pose a hazard to hikers and walkers.  There have been previous incidents where people have been bitten, making it a potentially unpleasant and unsafe experience for visitors.
      • Decision. The Portfolio Holder Environment will follow up the Section Ranger Woody Cape to prohibit dogs, even on a leash, on the Cannon Trail.
    • Update on Beach Road Access. Feedback from the Deputy Director Community Protection Services pertaining the letter by Mrs. E. Watkins was only received during the meeting and could not be tabled for discussion.
      • Decision. Feedback from the Deputy Director Community Protection Services will be discussed at the next meeting.
    • Domestic Refuse Removal. The domestic refuse removal initiative by the Director Community Protection Services has not been implemented on 1 April 2025 as agreed to.
      • Decision. The Portfolio Holder Environment will follow up with the Director of Community Protection Services to request the reason for the non-implementation of the revised plan for domestic refuse removal in Cannon Rocks in April 2025.
  1. Advertising.
  2. Boknes and Cannon Rocks Advertising Board. The Portfolio Holder Advertising reported that the service provider responsible for the signage is currently dealing with a backlog, which has delayed installation.  There are still three vacant advertising spaces left.
    • Decision. For information.
  3. Unauthorised Signage. Unauthorised signage of one advertiser around the village has been removed.
    • Decision. For Information.

FINANCES

  1. Statement of Account. The bank balance as at the end of April 2025 was noted with approval.
  2. Navic System. The Navic System has been paid R1,811.25 for the period of 1st February 2025 to 30th November 2025.
  3. Membership. 150 members have paid their membership fees for 2025. 25 members outstanding at this point in time.
  4. Expenditure.
    • Travelling for attending a meeting in Port Alfred – R240,00.
    • Travelling for attending a meeting in Port Alfred – R240,00.
    • Cleaning of Hall – R275,00.
    • Easter Egg Handout – R170,00.

CONDOLENCES

  1. Mr.  Hennie Labuschagne from Boknes.
  2. Mr.  Rossouw Engles.

CORRESPONDENCE

  1. Correspondence Received.
    • Letter dated 31 Mar 2025-Approval of Lease for Community Hall.
    • E Mail dated 23 Apr 2025-Feedback Comment IDP 2025/2026.
  2. Correspondence Sent.
    • Letter dated 2 Apr 2025-Application for Departure Erf 368.
    • Letter dated 3 Apr 2025-Unathorised Outdoor Advertising.
    • Letter dated 8 Apr 2025-Unauthorised Outdoor Advertising.
    • Letter dated 22 Apr 2025-Comment on Draft IDP.
    • Letter dated 23 Apr 2025-Change of Signature Auth Standard Bank.
    • E Mail dated 24 Apr 2025-Feedback to Ben and Lisa re Preservation of Cannons.
    • Letter dated 25 Apr 2025-Appreciation Fire Incident.

ITEMS FOR DISCUSSION

  1. Cleaning of Road Verges (R0463). Regular removal of debris from the verges along the R0463, which runs between the four-way stop at Cannon Rocks and Boknes and the R72, is necessary to maintain the aesthetics of the area.
    • Decision. The cost (±R500.00) for removing debris along the R0463 will be shared with Boknes Ratepayers Association.
  2. Restoration of Cannons. The CRRA has received a query from a non CRRA Member regarding the restoration of the cannons located at the western end of Alice Road, known as “Cannon Beach.” These cannons (numbers 656 and 657 on the National Register of Muzzle Loading Cannon) are protected under the National Heritage Resources Act (No. 25 of 1999) and any maintenance work must comply with applicable heritage regulations.
    • The CRRA followed the correct procedure by consulting with the relevant authorities before proceeding. Expert guidance was sought from maritime archaeologist Ms. Jennie Bennie, who, after further consultation with heritage specialists, confirmed in writing (email dated 6 September 2024) that the CRRA may proceed with the use of the recommended preservation treatment.
      • Decision. For Information.

NEWSLETTER

  1. Membership. 150 paid-up households, representing 300 people across households.
  2. Community Hall Lease. Lease agreement signed from the 1st June 2025, for 9 years and 11 months.
  3. Dogs on a Leash. Reminder to keep dogs on a leash, including along the Cannon Rocks trail.
  4. Community Hall Renovation. Renovation progress has commenced for the Community Hall.
  5. Support for Bag Initiative. Continued support for the bag initiative, including positive feedback from visitors and overseas supporters.
  6. Easter Egg Handout. Excellent community support for the Easter egg handout.

NEXT MEETING

  1. The next meeting will be held on Tuesday 3rd June 2025 at 10am.

CLOSURE  The Chairperson closed the meeting at 11:53am.