CANNON ROCKS RATEPAYERS ASSOCIATION

MINUTES OF COMMITTEE MEETING HELD AT

CANNON ROCKS COMMUNITY HALL

ON 4th March 2025 AT 10H00

 

WELCOME

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

ATTENDANCE

  1. Present.

Mr. Bert Venter                          Chairperson

Ms. Michelle Hayes

Ms. Barbara Beckmann

Ms. Adéle du Plessis

Ms. Tracey Bull

Mr. Willem Zietsman

Mr. Paul Strut

Ms. Helen Mackenzie                 Secretary

  1. Apologies.

Ms. Alta Kotze

  1. Absent without Apology.

None.

ADDITIONAL ITEMS

  1. Security Cameras.
  2. Election of Vice Chairperson.
  3. Funds from Church Service.
  4. Projects for 2025.

APPROVAL OF MINUTES

  1. Approval of the minutes of the committee meeting of 4th February proposed by Ms. Michelle Hayes and seconded by Mr. Bert Venter. 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.

PORTFOLIOS

  1. Maintenance and Infrastructure.
    • Feedback on Cannon Rocks Infrastructure and Maintenance Plan.
      • The Portfolio Holder for Maintenance and Infrastructure provided feedback on various items discussed and captured in the Cannon Rocks Infrastructure Maintenance Plan with the Dep. Director Infrastructural Development (West) during the quarterly meeting on 27 February 2025. During the meeting the road conditions in Cannon Rocks have been identified as a key issue that require urgent attention.  The roads within the village are deteriorating, necessitating immediate intervention.
      • To inform members of short- and medium-term infrastructure maintenance actions, the Cannon Rocks Infrastructure Maintenance Plan should be available to all committee members.
      • Decision. The Chairperson to forward the latest version of the Cannon Rocks Infrastructure Maintenance Plan to committee members.
      • Resurfacing of Galjoen Street. As reported, the resurfacing of Galjoen Street was approved for inclusion in the Municipal Integrated Development Plan 2025/2026 and captured in the Municipal Medium-Term Revenue and Expenditure Framework (MTREF). The MTREF is the municipality’s three-year budget. During discussions with the Deputy Director of Infrastructural Development (refer to paragraph 12.1.1), the chairperson and portfolio holder were informed that funding for this upgrade is included in the Disaster Grant funding by the Department of Cooperative Governance and Traditional Affairs (COGTA). The compilation of municipal documentation, including tender documents, is awaiting the appointment of a panel of specialists.
      • Decision. The chairperson is to monitor the progress of appointing a panel of specialists and report to the meeting.
    • Defining Property Boundaries and Responsibilities. Understanding property boundaries is essential for determining maintenance responsibilities. The boundary, as stipulated in the title deed, is deemed to be the property’s official boundary. A verge is defined as the area between the property boundary and the edge of a registered road. The building line marks the permissible area for construction within the property’s boundary.
    • Road Verges and Responsibilities. Clarification is required regarding municipal bylaws governing the upkeep of road verges and curbs.  Specifically, it must be determined whether the responsibility for clearing and maintaining these areas lies with the Municipality or individual homeowners.
    • Decision. The chairperson is to confirm the responsibility for clearing bushes on the verges in Cannon Rocks, as well as the applicable municipal by-law governing this responsibility.
    • Defective Street Lights As of late 2024, Ndlambe Municipality was still awaiting the necessary parts for the streetlights.  On Friday, 30th January 2025, the Chairperson engaged with the relevant municipal official, who confirmed that an update would be provided as soon as the necessary parts arrived.  The Chairperson has kept in touch with Ndlamble.
      • Decision. The Chairperson will continue to monitor the procurement progress made of the outstanding spares for the streetlights.
    • Community Hall.
      • Lease Agreement. The importance of finalising the lease agreement, an ongoing item, was discussed.  The Ndlambe Municipal Executive Committee (EXCO) is meeting in March and this is an agenda item.  The Committee should have a clear answer after the EXCO meeting.
        • Decision. The Chairperson is awaiting feedback from the Director Corporate Services regarding the lease agreement and will continue to monitor progress.
      • Progress Feedback of Renovations. The Chairperson has communicated with PQN Project Management and the service provider will be completing the Community Hall, weather dependent, during the course of the week commencing the 10th March 2025.
      • Gardens at The Community Hall. The Portfolio Holder for Communications proposed installing 300mm x 300mm pavers to enhance the Community Hall garden, improving both accessibility and aesthetics.
        • Decision. The Secretary will draft a request for both the Newsletter and WhatsApp group outlining the need for the pavers, including the quantity required and potential contribution methods.  This request will be circulated via the community newsletter and WhatsApp group.
  1. Fire Fighting and Precaution.
    • Update of Fire Precaution Notice. In the absence of the portfolio holder, the item stands over.
    • Fire extinguishers. The Portfolio Holder has been actively engaging with the relevant service provider regarding the servicing and inspection of fire extinguishers.  Communication took place over December and January, but due to the festive season and the general industry shutdown, service providers were exceptionally busy, leading to delays. Despite these challenges, the Portfolio Holder remains on top of the matter and has successfully booked the fire extinguisher servicing and inspection.
      • Decision. The Portfolio Holder will be meeting with G-One fire on the 17th of March 2025.
  1. Communication and Community Support. Nothing to report.
  2. Security and Safety. No feedback due to the absence of the Portfolio Holder.
    • Traffic Signage. To stand over.
  3. Ward 1 Liaison.
    • The Portfolio Holder is still awaiting confirmation of the date for the next Ward 1 Meeting.
    • Decision. The Ward 1 Portfolio holder will forward the following two agenda items to the Ward Meeting.
      • Street Light Repairs: Cannon Rocks. Although feedback was received pertaining to outstanding orders for two street lights complete with brackets, the repair of 34 street lights, initially reported in October 2024, remains outstanding.
    • Resurfacing of Galjoen Street: Cannon Rocks. The resurfacing of Galjoen Street was approved for inclusion in the Municipal Integrated Development Plan 2025/2026 and captured in the Municipal Medium-Term Revenue and Expenditure Framework (MTREF). Feedback was received that funding for this upgrade is included in the Disaster Grant funding by the Department of Cooperative Governance and Traditional Affairs (COGTA). The compilation of municipal documentation, including tender documents, is awaiting the appointment of a panel of specialists.
  4. Local Government and Development. Nothing to report.
  5. Environment.
    • SANParks Honorary Rangers. This programme provides an opportunity for dedicated volunteers to support conservation efforts across South Africa’s national parks, including Addo Elephant National Park and Woody Cape.  However, becoming an Honorary Ranger requires commitment, both in time and financial contribution.  It is important to note that Honorary Rangers must use their own vehicles while on duty and wear the official uniform.  Their work plays a crucial role in conservation, assisting SANParks in maintaining protected areas and educating the public.  There are three divisions within the programme:
      • Addo, Woody Cape and Marine. Addo Honorary Rangers. Volunteers must complete an application process, attend a training course in Addo, and commit to a minimum of 50 hours per year of voluntary service. Membership costs R460,00 per year, and volunteers are responsible for their own transport and fuel costs when on duty. Duties include patrolling fence lines, assisting with visitor education, and supporting conservation activities.
      • Woody Cape Honorary Rangers. Membership costs R360,00 per year, of which R220,00 is allocated to the SANParks head office to cover administrative costs. Volunteers do not receive free access to the park and must adhere to SANParks guidelines.
      • Marine Honorary Rangers. These volunteers conduct marine conservation patrols, often using rubber duck boats, to monitor and protect coastal areas.  Their responsibilities include checking for illegal harvesting of marine resources, such as abalone (perlemoen) and safeguarding river ecosystems.
      • The Portfolio Holder for Environment can be contacted for further details or assistance with the application process for those interested in becoming an Honorary Ranger. For more information or to apply, visit the SANParks Honorary Rangers website: https://www.sanparksvolunteers.org/volunteer/
      • Decision. For Information.
    • Lantana Plant. It has been observed that Lantana plants are growing on some plots within the village.  This is an invasive alien species, often considered a troublesome weed, and it is the  responsibility of the property owner to ensure its removal before it becomes widespread.  There are various methods available for removing this plant.
      • Decision. The Secretary will compile an informative write-up on how to remove guideline for the March Newsletter.
    • Beach Bag Initiative. The Beach Bag Stand initiative continues to thrive.  The Portfolio Holder Environment has conducted a check on the bags to ensure everything remains in order.  In the last meeting, it was noted that additional bags were needed.  The Secretary arranged for Mrs. Ieda Strutt to make 20 (twenty) additional bags, which were collected by the Portfolio Holder Advertising and promptly placed at the relevant stands without delay, ensuring plenty of options for beachgoers.
      • Decision.
        • The initiative will continue with regular upkeep and stock replenishment to ensure its ongoing success.
        • The Portfolio Holder Environment will be looking at placing dustbins closer to the stands that need them.
  1. Advertising.
    • The Portfolio Holder provided a positive update, reporting the successful sale of one empty board. In addition, they have diligently followed up on outstanding payments, ensuring that the financial aspect of the advertising initiative remains on track.
      • Decision. The Portfolio Holder will continue to actively manage the advertising boards, focusing on securing further sales and ensuring all payments are received in a timely manner.

FINANCES

  1. Statement of Account. The bank balance as at the end of February 2025 was noted with approval.
  2. Membership. 110 members so far paid their membership fees for 2025, while 60 members are not paid as of yet.
  3. A reminder regarding R150,00 annual payment. A gentle reminder will be sent out regarding the membership fee of R150,00, not R100,00, as some confusion may have arisen.  The Secretary will prepare a polite and friendly message to be included in the upcoming newsletter and communicated via WhatsApp to the outstanding members.  The Treasurer and Secretary to liaise accordingly.
  4. Revenue.
  5. Expenditure.
    • 00 For repairs of pipework under the sink.

CONDOLENCES

  1. A letter of condolence to Kevin Nash’s Family and Partner.
  2. A letter of condolence to Marjolien Wright’s Family.

CORRESPONDENCE

  1. Correspondence Received.
  2. Correspondence Sent.
    • Letter dated 6 Feb 2025-Dir. Infrastructural Development (New Street Light).
    • Letter dated 6 Feb 2025-Dir Community Protection Services (Public Entrance to Beach).
    • Letter dated-6 Feb 2025-Ron Mackenzie (Appreciation).
    • E Mail dated-7 Feb 2025-Prof Elly Grossman (Water Leak and Wood Stockpiling).

ITEMS FOR DISCUSSION

  1. Portfolios. During a work session on 6th March 2025, the various portfolios and their functions were revised, and an updated list of portfolio holders and their functions was forwarded for approval.
    • Decision. The updated Portfolio Holder list was anonymously approved.
  2. Portfolio Holders. The following portfolio holders were appointed.
    • Portfolio Holder Aesthetics. Adele du Plessis, with the assistance of Mr. Philip (Duppie) du Plessis, were appointed as the Portfolio Holder for Aesthetics.
    • Portfolio Holder Play Parks. Ms.  Alta Kotze was appointed as the Portfolio Holder for the two Play Parks.
    • Community Hall Bookings. Tracey Bull and Ms. Barbara Beckman to work together to do the bookings for the use of the Community Hall.
    • Vacant Portfolio Holders. The Committee is actively seeking individuals to fill the vacant Portfolio Holder for Security position.  Committee Members will be on the lookout for suitable candidates.
  3. Community Hall Tariff List. The Tariff List for the Community Hall was revised and a concept list was tabled for discussion and approval.  Consensus could not be obtained on serial no 3 –“On-going Community Activity”.  The Portfolio Holder was requested to reach out to the organisers of community activities – including the Pool Club, Pilates, Line Dancing and Wednesday Ladies Pool Club – to request details of the fees being paid for the use of the Community Hall.  This information is necessary to ensure that the tariff structure is fair and reflects the needs and usage of the facility by various groups.  Following the meeting, the Treasurer has provided a detailed breakdown of the payments made by those renting the Community Hall.  These figures will be reviewed and discussed at the next committee meeting to ensure transparency, assess the current fee structure and make any necessary adjustments for the future
    • Decision.
      • Except for serial no 3 – “On-going Community Activity”, the concept Tariff List for the Community Hall was approved.
    • On-going Community Activity (serial no 3) stand over until the next meeting.
  4. Terms of Conditions. The Terms and Conditions for the renting of the Community Hall were updated with the inclusion of the following clause – The Hirer/user shall ensure that pool tables shall not be moved without prior consultation with the Chairperson of the Pool Club.
    • Decision. The updated Terms and Conditions for the renting of the Community Hall was approved unanimously.
  5. Access to the Beach. Following a letter dated 6 February 2025 from the CRRA, the Deputy Director of Community Protection Services, the Municipal Environmental Officer and a Municipal Contracted Environmental Practitioner conducted an on-site inspection at Sea Road 1, Cannon Rocks on 28 February 2025.  The purpose of the inspection was to assess the circumstances surrounding the complaint and proposal submitted by Mrs. L. Watkins, the owner of 1 Sea Road, Cannon Rocks, requesting that the Ndlambe Municipality erect a timber stairway over the sand dune leading to the beach.  During the visit, it was highlighted to the delegation that Sea Road, following its official closure as a street in 1990, is recognised as one of the five designated pedestrian access points to the beach from Alice Road.
    • Decision. CRRA will wait for the final feedback from the Director Community Protection Services.
  6. Acquisition of Security Cameras. An invoice for R8,400.00 was received from the Treasurer of the Boknes/Cannon Rocks Buurtwag for the purchase of two security cameras installed at the four-way crossing at the entrance to Cannon Rocks on 25 February 2025. Upon investigation, it was determined that the installation of these cameras was a private initiative and, therefore, not a financial responsibility of the CRRA.
    • Decision.
      • Private individuals or groups intending to install security cameras in public areas within Cannon Rocks must obtain the necessary approvals for installation and access to electricity. All acquisition, operational, and maintenance costs of the cameras will be the responsibility of the initiator.
      • The CRRA will act in an advisory capacity if requested.
  1. Election of Vice Chairperson. Willem Zietsman was nominated as the Vice Chairperson.  Proposed by Mr. Paul Strut and seconded by Ms. Adele du Plessis.
    • Decision. Willem Zietsman was elected unanimously as the Vice Chairperson.
  2. Church Fund Donations. The Committee agreed that the Church Fund donations will be split between Back-a-Buddy (R1080,50) and Hospice (R2895,00).  These contributions are aimed at supporting two valuable community initiatives that provide crucial services.
    • Decision. The Treasurer will be responsible for processing the necessary payments to both organisations promptly.
  3. Projects for 2025.
    • Recognising the importance of forward planning, the committee has acknowledged the need for a dedicated work session to thoroughly discuss and plan for the 2025 period.
    • Subsequent to the Committee Meeting a Work Session was held on Thursday, 6th March at 15:00.  The purpose of the session was to identify and schedule projects and allocate funds to the various projects.   This will allow the alignment of  upcoming projects with overarching objectives and available resources, ensuring that efforts are focused and effectively managed.  After discussions it was decided to focus on the Community Hall and the Play Parks.
      • Community Hall. The upgrade of both the ladies and men’s toilet facilities, replacing all four toilets, tilling of the floor and walls, painting of the ceilings, upgrading of the kitchen cupboards under the sink, the repair of the braai area roof following the plans previously drawn up.
      • Play Park Areas. Upgrade both Play Parks, ensuring that any improvements align with the overall vision.  The importance of this area cannot be overstated, as it plays a crucial role in supporting the Community Hall, providing a complementary space for recreational and social activities.
    • Decision.
      • The secretary will follow up with service providers to obtain various quotation/s for the upgrade of both the ladies and the men’s toilets, the kitchen cupboards and the roof at the braai area.
      • The Portfolio holder for the Play Parks will confirm any costings that may be required to enhance the park’s functionality and accessibility.

NEWSLETTER

  1. Alien plants – Lantana.
  2. Reminder of R150,00 per year. Not R100,00.
  3. Hall Bookings.
  4. Stepping Stones for the play park.
  5. Entrance to Beach and Sea Road.
  6. Acquisition of Security Cameras.

NEXT MEETING

  1. The next meeting will be held on Tuesday 1st April 2025 at 10am.

CLOSURE  The Chairperson closed the meeting at 11:40am.