CANNON ROCKS RATEPAYERS ASSOCIATION

MINUTES OF COMMITTEE MEETING HELD AT

CANNON ROCKS COMMUNITY HALL

ON 2nd September 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. Michelle Hayes
Ms. Tracey Bull
Ms. Barbara Beckmann
Mr. Paul Strutt
Ms. Adéle du Plessis
Mr. Herman Bakkes
Ms. Helen Mackenzie                 Secretary

  1. Apologies.

Ms. Alta Kotze

  1. Absent without Apology.

ADDITIONAL ITEMS

  1. Fundraising
  2. Lack of Ablution facilities at the Water Collection Point.
  4. Entrance to Cannon Rocks – Whale Tail.
  5. 60km Traffic Speed Limit MR0463.
  6. Contractors and Procurement.
  7. Letter from Mr. Rudman.

APPROVAL OF MINUTES

  1. Approval of the minutes of the committee meeting of 5th August 2025 proposed by Mr. Herman Bakkes and seconded by Ms. Michelle Hayes. 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). Nothing to report.
  2. Ndlambe Ratepayers Association (NRF). Nothing to report.

PROJECTS

  1. Community Hall Renovation and Maintenance. The Secretary provided a comprehensive update on the ongoing maintenance and renovation projects for the community hall.
    • Financial Summary. The total approved quoted cost for the Community Hall projects stands at R117,205.23, with actual invoiced amounts recorded at R111,118.50 to date. Payments made total R120,046.65, leaving an outstanding balance of R16,947.58.
    • Breakdown of Key Items.
      • Phases 1–4 (Main Hall, toilets, doors, etc.): Quoted at R61,500.00. Total invoice of R81,289.00 fully settled.
      • Bathroom fittings (taps & toilet roll holders): R2,000.00 – work to commence, balance outstanding.
      • Ceiling Fans, total invoice of R7,682.00 fully settled.
      • Kitchen Cupboards: Quoted at R8,976.29, partial payment made, outstanding balance of R4,488.14, payable upon installation.
      • Electrical (external light & socket): R1,879.44 – work to commence, balance due.
      • Plumbing (pump & geyser relocation): R4,120.00 – work to commence, balance due.
      • Eco Rubber (braai area roof seal): Quoted at R7,400.00, part payment made, balance R2,960.00, payable upon completion.
      • Installation of Gas Braai: R1,500.00 – work to commence, payable upon installation.
      • Removal of garden refuse and building rubble, total invoice of R2,932.50, fully settled.
      • Replacing Fascia and Barge Boards, total invoice of R19,215.00, fully settled.
  1. Playpark. The Portfolio Holder for Communications & Community Support reported on the current status of the playpark next to the Community Hall refurbishment project.  A layer of sand has been laid in preparation for the upcoming work.  The service provider has been contracted to refurbish the swings and seesaw, which will contribute to the overall upgrade of the park.  A white fence will be installed around the perimeter of the play area for enhanced safety and demarcation.  The service provider is scheduled to begin work on Monday 8th September 2025.
    • Decision. For Information.
  2. Maintenance. Following discussions, it was agreed that dedicated funds should be budgeted for preventative maintenance of the community hall, including the roof and the two playgrounds.
    • Decision. The Chairperson and the Treasurer will include the maintenance of the Community Hall and the two Play Parks in the next annual budget, with effect from 2026.

PORTFOLIOS

  1. Maintenance and Infrastructure.
    • Galjoen Street Potholes. The Portfolio Holder for Maintenance and Infrastructure reported that Galjoen Street continues to experience significant deterioration due to potholes.  Despite the approved maintenance project for various streets, including Galjoen Street, which commenced in mid August 2025, the Portfolio Holder has engaged with the Deputy Director of Infrastructure to request urgent repairs to Galjoen Street.
    • Water Supply Equistock Extension. The Portfolio Holder provided an update regarding the ongoing water supply problems affecting the Equistock Extension in Cannon Rocks. Properties throughout the Equistock Extension are experiencing severe water supply problems, including complete water outages. It was suggested that the civil engineer who designed and installed the water supply system in the Equistock Extension be contacted for advice and support.
      • Decision. The Chairperson will contact the design engineer of the water supply system at the Equistock Extension, seeking for advice and support.
    • Speed Hump Potgieter Street. The Portfolio Holder for Maintenance and Infrastructure reported that the adjustment of the speed humps on Potgieter Street along with maintenance of gravel streets throughout is scheduled for September/October 2025.
      • Decision. For Information.
    • Futter Street. The Portfolio Holder noted that Futter Street continues to exhibit significant surface deterioration and requires corrective maintenance. However, maintenance of Futter Street is scheduled for September/October 2025 (refer paragraph 15.5 above.
      • Decision. For Information.
    • Overhanging Vegetation-Corner of Derek and Potgieter Street. The Committee noted that cuttings and overhanging branches at the corner of Derek and Potgieter Street require removal to ensure safe visibility and access for pedestrians and vehicles.
      • Decision. The Portfolio Holder for Infrastructure and Maintenance will liaise with the Municipal Supervisor to ensure that the cuttings and branches are removed in a timely and safe manner.
    • Street Lighting. The Chairperson reported that the repair of street lights as submitted in writing on 12 July 2025, is subjected to the appointment of a new municipal supplier.
      • Decision. The Chairperson will continue to monitor progress with the Municipality. Updates will be provided to the Committee at the next scheduled meeting.
  1. Community Hall.
    • Storage and Organisation During Maintenance Work.
      • The Portfolio Holder Community Hall noted the importance of ensuring that items within the Community Hall are organised appropriately while maintenance work is being undertaken. It was highlighted that when the maintenance crew is on site, all equipment, furniture and materials should be placed neatly to avoid disruption and to maintain safe access throughout the hall.  The Committee further acknowledged that ongoing maintenance has been carried out while working around the existing daily use of the hall, which is not always easy.
      • Additionally, users of the hall are encouraged to temporarily store their belongings in designated areas, such as near the piano or other suitable locations, to facilitate smooth workflow for the maintenance team. The Committee agreed that clear guidance should be communicated to both the service provider and hall users to ensure consistency and accountability.
      • Decision. The Portfolio Holder Community Hall will liaise with the necessary person/s regarding any items that may need to be organised neatly during maintenance activities and will issue guidance to hall users regarding temporary storage arrangements. Compliance with these measures will be monitored on an ongoing basis.
    • Cleaning of the Hall.
      • The Portfolio Holder Community Hall observed that the Community Hall is in regular use and that the current cleaning schedule, which occurs four times per year, is insufficient to maintain a standard of hygiene suitable for frequent occupancy. It was proposed that the budget be revised to accommodate a more frequent cleaning schedule, with a minimum of once per month, to ensure the hall remains presentable and safe for all users. The Committee further recommended that the cleaning service scope include routine tasks such as dusting, sweeping, sanitising high-touch surfaces and maintaining restroom hygiene.
      • It was suggested that community members could contribute towards the upkeep of the Community Hall by offering the services of their domestic workers/housekeepers on a voluntary basis. This initiative was intended to supplement the existing cleaning schedule and foster a spirit of community involvement.  However, it was noted that, this type of voluntary assistance is not always forthcoming.
      • Decision. The proposal for increased cleaning frequency will be tabled at the next Annual General Meeting and appropriate funds will be considered for inclusion in the next annual budget, with effect from 2026.
  1. Fire Fighting and Precaution. Nothing to report.
  2. Communication and Community Support.
    • Entrance Aesthetics – Cannon Rocks. The Portfolio Holder Communication and Community Support reported on proposed improvements to the entrance of Cannon Rocks. The existing wooden fencing will be removed and the fish-and-sea mural will be taken down.  A whale tail sculpture has been purchased for installation.  The area, which includes flags and aloes, will also be provided with a bench.
    • Existing Entrance Wall. The Committee confirmed that the existing wall at the entrance will remain in its current position and will not be relocated.  It was acknowledged that a privately owned plot is situated directly behind the wall and no modifications will interfere with property boundaries or private land.
    • Signage. It was reaffirmed that no additional signage will be installed at the entrance, in accordance with the rules and aesthetic guidelines governing the Cannon Rocks Village. This decision ensures consistency with community standards and preserves the intended visual character of the entrance area.
      • Decision. The Portfolio Holder for Communication and Community Support will commence the implementation of the entrance improvements, coordinating with contractors, community members to ensure timely and compliant completion of all works.
  1. Security and Safety. Nothing to report.
  2. National Vehicle Intelligence Cloud (NAVIC) system. (Minutes 7 November 2024 par 19). Stand over until October 2025.
  1. Ward 1 Liaison.
    • Ward 1 Meeting for the 2025 period. The Portfolio Holder Ward 1 Liaison reported that the first Ward 1 meeting for the 2025 period was held on 12th August 2025.  During the meeting, the appointment of a dedicated engineer by the Ndlambe Municipality was confirmed, with the expectation that this appointment will lead to improved water management and supply in the Cannon Rocks area.  The Ward Councillor has also requested a separate meeting with the CRRA to discuss ongoing community matters and coordination with the Municipality.
    • Outstanding Municipal Accounts. Ndlambe Municipality currently has approximately R25 million in outstanding accounts. Of this total, R10 million is attributed to deceased estates and there are 560 accounts in arrears.  The Committee noted that these arrears have a direct impact on the funding and implementation of infrastructure and maintenance projects within the area.
    • Water Supply Line – Contract 16. The water supply line, (contract 16) connecting the balance reservoir near the Fish Kraals to the 2-megalitre reservoir  at Alexandria is currently undergoing testing.  This water supply line, including the section from the water pump station at the Fish Kraals to the balancing reservoir as well as the section (contract 15) from the pump station at the reverse osmoses (RO) plant at Cannon Rocks to the balancing reservoir, is critical for ensuring reliable water supply to Alexandria.  The Committee emphasised the importance of monitoring progress and ensuring timely completion of testing and any required remedial works.
    • Integrated Development Plan (IDP) and Roads. Roads including Potgieter Street, Futter Street, Gavin Street and other local roads remain listed on the Ndlambe Municipality’s agenda for maintenance and improvement.  The Chairperson has already followed up to confirm why these roads were not included in the draft  IDP documentation and stressed the importance that these items are captured in the approved IDP.
      • Decision. The Portfolio Holder Ward 1 and The Chairperson will maintain active communication with the relevant municipal officials to monitor progress on water infrastructure and road maintenance and ensure that the roads mentioned remain included on the IDP and that updates regarding the pipeline testing and arrears are reported at future meetings.
  1. Local Government and Development. Nothing to report.
    • Integrated Development Plan. See point 23.4 above.
  2. Environment.
    • Closure of Skip and Sign at Dumping Area. The Portfolio Holder for Environment reported that the installation of signage at the closed designated domestic refuse transfer site remains pending.  It was noted that the deployment of the compactor truck, which is essential for proper waste management in both Cannon Rocks and Boknes is currently on hold due to the temporary unavailability of the responsible municipal official, who is on sick leave.  The Chairperson mentioned that no municipal official, except for the Director of Community Protection Services, can be held accountable, as the closure of the Domestic Refuse Transfer Station next to the Cannon Rocks Cabins and the introduction of a refuse truck capable of compacting domestic refuse were proposals made by the Director.
      • Decision. The Portfolio Holder for Environment will engage personally with the Director of Community Protection Services to seek feedback.

27.1.1         Signage at The Cannons.  The Portfolio Holder for Environment reported that the signage indicating that no dogs are allowed on the Addo Trail has been moved closer to the entrance of the trail.

  • Nautilus Beach Benches. The CRRA Committee noted that previous requests to address the overgrowth in front of the benches at Nautilus Beach, which obstructs the view of the beach and sea, remain outstanding. This overgrowth continues to restrict safe and comfortable use of the benches, particularly for elderly residents.

27.3.1         Decision.  The Portfolio Holder Infrastructure will engage with the Municipal Supervisor to trim the overgrowth at Nautilus Beach.

  1. Advertising. Nothing to report

FINANCES

  1. Statement of Account. The bank balance as at the end of August 2025 was noted with approval.
  2. Expenditure. The following expenses were approved.
    • 00 – Travel allowance.
    • 00 – for purchase of liquid soap.
    • R10,000 00 – 50% deposit for Playpark upgrade.

CONDOLENCES

CORRESPONDENCE

  1. Correspondence Received.
    • Email received from Pieter Rudman Thursday, 28 August 2025 13:13 and Wednesday, 13 August 2025 13:50
  2. Correspondence Sent.

ITEMS FOR DISCUSSION

  1. Fundraising and Sand Dune Clearance.
    • The Committee discussed ongoing efforts to facilitate the clearance of sand from the Eastern Public Parking Area at Cannon Rocks as part of the Municipal Maintenance Management Plan (MMP). The Portfolio Holder Communications and Community Support reported that preliminary fundraising efforts have identified potential financial contributions from private sources to assist with the project.
    • Estimated quotations for the clearance work have been obtained from two service providers. These estimates range between R250,000.00 and R300,000.00, reflecting the scale of the project
    • The Committee emphasised the importance of a rehabilitation plan. The Chairperson mentioned that it is the responsibility of the Ndlambe Municipality to fund and oversee the project, which includes a rehabilitation plan.  However, there are no funds available in the municipal budget for the project.  Therefore, a fundraising initiative will be undertaken to facilitate the process by providing financial support wherever possible.  He also mentioned that confirmation of available funds  is a pre-requisite for submitting the final Method Statement for approval by the Department Economic Development Environmental Affairs and Tourism (DEDEAT).
    • Decision. The Portfolio Holder for Communication and Community Support will continue to coordinate fundraising efforts.
  2. Lack of Ablution facilities at the Water Collection Point. The Committee discussed ongoing concerns regarding the absence of ablution facilities at the water collection point.  It was noted that the lack of facilities presents a challenge for residents and users of the water collection point, particularly in terms of hygiene and convenience.
    • Decision. While the issue was acknowledged and the potential implications considered, no immediate solution was proposed during the meeting.  The matter will be monitored.
  3. 60km Traffic Speed Limit MR0463 (entrance between four way crossing and R72). The Chairperson has contacted the road engineer for the Eastern Cape telephonically and he has reported that he has passed on the relevant information to the necessary stakeholders.
    • Decision. For Information.
  4. Contractors and Procurement. The Committee discussed the approach to contractors and procurement, particularly in relation to funds accumulated by the CRRA over the past several years. It was noted that expenditure of these funds must be guided by the approved budget, as ratified at each Annual General Meeting (AGM), which provides the Committee with the necessary authority to allocate resources.
    • Decision. For Information.
  5. Transparency and Communication. The Committee reaffirmed that transparency and adherence to correct protocol have been consistently maintained in all CRRA activities to date.  While there is no formal restriction on which contractors may be used, it is essential that the Committee continues to communicate proactively with the community regarding planned works, contractor selection and the allocation of funds. This approach ensures that community members remain informed, understand the rationale behind decisions and have confidence in the Committee’s governance and oversight.
    • Decision. For Information.
  6. New Residents and Possible Service Providers. It was also noted that with many new residents in Cannon Rocks, it is important to identify local service providers and maintain a comprehensive list of who does what.  This ensures that the Committee can support local businesses and residents where possible, while maintaining accountability and transparency.
    • Decision. Any future works undertaken by the CRRA will continue to priorities transparency. Ratepayers will be kept fully informed of planned projects and contractor engagement.
  7. Correspondence from Mr. Rudman. Emails dated 13 August 2025 and 28 August 2025 were received from Pieter Rudman.  The Chairperson responded to the above-mentioned emails in writing and followed up with a visit.  During the visit, Mr. Rudman raised various concerns, including, among others, the lack of municipal water supply to residents in the Equistock Extension in Cannon Rocks.

NEWSLETTER

  1. Skills Set.
  2. Entrance Upgrade.
  3. Park Upgrade.
  4. Cannon Rocks Caravan Park.

NEXT MEETING

  1. The next meeting will be held on Tuesday 7th October 2025 at 10am.

CLOSURE  The Chairperson closed the meeting at 12:30pm.

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