CANNON ROCKS RATEPAYERS ASSOCIATION

MINUTES OF COMMITTEE MEETING HELD AT

CANNON ROCKS COMMUNITY HALL

ON 6th AUGUST 2024 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

Mr. Paul Strutt

Ms. Adéle du Plessis

Mr. Ron Mackenzie

Ms. Tracey Bull
Ms. Alta Kotze
Ms. Helen Mackenzie                 Secretary

  1. Apologies.

Mr. Paul Strutt

Mr. Willem Zietsman

 

  1. Absent without Apology.

None.

ADDITIONAL ITEMS

APPROVAL OF MINUTES

  1. Approval of the minutes of the committee meeting of 4th June 2024 proposed by Ms. Adéle du Plessis and seconded by Ms. Barbara Beckmann. Minutes to be made available on the Website and distributed to members.

MATTERS ARISING NOT ADDRESSED UNDER PORTFOLIOS

  1. Ndlambe Coastal MMP. Current work progress authorised in terms of the Ndlambe Coastal Maintenance Management Plan (MMP).
    • The only current project underway is the Kowie River banks, which has been ongoing for approximately three weeks. A site visit was planned by the EMC after the meeting.
    • It was confirmed that the Royal Alfred Marina management highlighted that the rebuilding of walls was not aesthetically pleasing. The consultant undertook a site inspection and confirmed that the works were below standard.  A list of observations were reported to the project team.
    • Work Prioritisation.
      • An updated prioritisation schedule was circulated. The schedule was revised as discussed in the previous meeting, with additional considerations and weighting scores included.
      • It must be remembered that some works are privately funded or considered necessary emergency repairs, which may mean they are undertaken sooner and not in line with the works prioritisation list. This is due to limited funding and municipal resources being major considerations in prioritisation.
      • The consultant reiterated that prioritisation refers only to planned projects and not to emergency projects.
    • Method Statement: Cannon Rocks. The consultant confirmed that he is still working on the method statement for clearing the car parking area (east) at Cannon Rocks.
    • Decision. Noted for information.
  2. Ndlambe Ratepayers Association (NRF). The Treasurer represented CRRA at a Ndlambe Ratepayers Forum (NRF) meeting on 24 June 2024 at 15h00 at the Marina Clubhouse, Port Alfred.
    • The KOSRA Chairman stated in a letter to the municipality that KOSRA does not recognise the NRF. A letter was sent to KOSRA acknowledging their wish to distance themselves from the NRF.
    • The Chairman reported that the budget for the 2024/2025 financial year was finalised, with a 14% reduction in the rates tariff to be implemented and all tariffs increased by 11%. Debt amounting to R6 million was written off, with less than 50% attributed to accounts of indigent people, a small portion to pensioners, and the rest to individuals who have fallen on hard times. However, the NRF is not in agreement with the portion written off for those who have fallen on hard times, as some of their hardship stories are considered outrageous (e.g., a resident earning R50,000 per month living in a house worth R2.5 million had R43,000 of debt written off). The NRF needs to be more involved and have more input before any debt is written off.
    • Once the budget is active from August 2024, the NRF must engage with the municipality as soon as possible regarding debt write-offs and any other queries on the budget, specifically where cash on the budget, for instance, is high, as this will affect cash liquidity for the Ndlambe area. Pensioners with property valued at R3 million qualify for rates rebates; however, the NRF wants the property value threshold to be reduced. The NRF would also like to see separate expense budgets for each area. Ratepayers’ associations are advised to check the progress of their IDPs.
    • Decision. Noted for information.
  3. Storage of Rocks and Timber: Alice Road 152a. Following the original letter sent by the CRRA, the owner in question will be visited by the bylaw officer, and this matter will be attended to.
    • Decision. The CRRA Chairperson will monitor progress and follow up if necessary.

PORTFOLIOS

  1. Maintenance and Infrastructure.
    • Maintenance of Street Lights. Following extensive consultations with Ndlambe Municipality, it has been decided to transition from the older style of street lights to the more energy-efficient LED lights.  This shift aims to enhance street lighting quality, reduce energy consumption, and lower maintenance costs over time.
      • Decision. The Chairman is in communication with the relevant municipal official regarding the above matter and is closely monitoring progress to ensure effective implementation.
    • Community Hall.
      • The Portfolio Holder, together with the Chairperson, is actively communicating with a service provider to address the maintenance needs of the community hall and the painting of the veranda area and structure. Ensuring that all work is completed to a high standard, with close oversight to guarantee that the building is maintained properly and that the painting is done correctly and meets all specified requirements.
      • The outside tap at the hall has been removed as part of the ongoing maintenance work. This decision was made to address issues related to its condition and functionality, and to prevent any potential damage or misuse.  The removal is part of a broader plan to upgrade the facilities and ensure that all aspects of the hall are in good working order.
      • Tracey Bull requested an up-to-date price list for the community hall. The Chairperson will forward this information promptly to ensure Tracey Bull receives the details she needs.
  1. Fire Fighting and Precaution.
    • The fire water trailer is in working order. The Portfolio Holder is currently liaising with the relevant parties concerning the pipes that connect to the fire hydrants, as there have been incidents of pipe theft in the past.  A few years ago, the firefighting equipment was relocated from Cannon Rocks for safekeeping and is now stored in Boknes.
      • Decision. The Portfolio Holder to communicate with the Ndlambe Municipal Fire Chief to re-evaluate the current firefighting equipment to ensure it meets all necessary standards and requirements.
    • Update Fire Procedures. The existing Fire Precision Document needs to be updated to reflect the most current procedures and standards for effective fire management.
      • Decision. The Portfolio Holder will update the Fire Precision Document and coordinate with the Advertising Portfolio Holder and the Secretary regarding the format, laminating, and printing of the updated document.  A date will be set for distributing the updated pamphlet, alongside a marketing opportunity to inform the community about the activities and initiatives of the CRRA.
  1. Communication and Community Support.

12.1. Church Communication.  The Portfolio Holder mentioned that churches should be approached regarding services on 16 and 25 December 2024, in accordance with paragraph 34 of the CRRA Committee meeting dated 3 October 2023.

12.1.1.        Decision.  To give effect to paragraph 34 of the CRRA Committee meeting dated 3 October 2023, the Portfolio Holder will meet with the Chairperson to finalise which church will be responsible for the services on 16 and 25 December 2024.

  1. Security and Safety.
    • Traffic Signage.
    • The Portfolio Holder has carried out general maintenance on traffic signs in the village, including both Yield and Stop signs. It was noted that the sign near the Caravan Park has become loose.  Various traffic signages as agreed upon, CRRA letter, Traffic Signage dated 30 March 2023 are still outstanding.
    • The committee was once again reminded that CRRA is authorised to replace and maintain existing traffic signs. However, if new signage is required around the village, permission must be obtained from the Ndlambe Municipal Traffic Chief in writing.
    • Decision.
      • The Portfolio Holder to compile a list of traffic signage to be replaced and attend to the loose traffic signs.
      • The Portfolio Holder to follow-up regarding the outstanding traffic signage as per CRRA letter dated 30 March 2023.
      • The Portfolio Holder will communicate with the Chairperson and draft a letter requesting approval for any new signage that may be needed.
    • Cameras. The Portfolio Holder reported that the installation of private surveillance cameras at the entrance to Cannon Rocks has been completed.  These cameras are intended to enhance security and monitor activities at the entrance.  However, the integration and finalisation of the Navic System, which is expected to complement the surveillance setup, have not yet been completed.  Efforts are ongoing to ensure that the Navic System is fully operational and integrated with the existing surveillance infrastructure.
      • Decision. Noted for information.
    • Transgression of By-Laws. Following the discussion about the roaming of aggressive dogs in Cannon Rocks during the CRRA Committee meeting on 4 June 2024, a follow-up email was sent to the Ndlambe Municipal Dog and Animal Control Officer. The control officer conducted an onsite inspection to investigate the complaint. Subsequently, the owner of a property on Futter Street sent an email to the Ndlambe Municipal Dog and Animal Control Officer, reporting the aggressive behaviour of dogs at Futter Street, Number 6.  The matter is currently under investigation.
      • Decision. The CRRA will continue to monitor the progress regarding the ongoing issue of transgression of by-laws closely to ensure that the situation is addressed appropriately and that any further concerns are promptly reported and managed.
  1. Ward 1 Liaison. A Ward 1 meeting was held on 9 July at the Council Chambers at Alexandria.
    • Investigations into defective or non-commissioned booster pumps in Boknes are still ongoing.
    • The Ndlambe Municipal Integrated Emergency Centre at Boesmansrivier is not yet fully staffed or equipped, and therefore, it is not operational.
    • The renewal of the lease for the Community Hall is still under investigation. Payment of the current rent should continue until further notice.
    • The clinics in Alexandria are experiencing a high volume of patients diagnosed with TB daily.
    • Due to a lack of capital funds, the upgrading of Potgieter, Nancy, Patricia, and Futter Streets in Cannon Rocks is limited to general maintenance.
  2. Local Government and Development. CRRA registered as an I&AP for the Basic Environmental Assessment and Environmental Management Programme for Proposed Upgrading and formalising erf 27/241, 14/249, 10/249 Alexandria.
  3. Environment.
    • Anchor. Investigations have revealed that the anchor at Roes Restaurant originates from the ship Jupitor II, which sank off the coast of Cannon Rocks. Consequently, it does not have a heritage connection with the existing cannons and anchor located on the western side of Alice Road.
    • It is important to note that the cannons at the western end of Alice Road, situated at “Cannon Beach,” are numbered 656 and 657 on the National Register of Muzzle Loading Cannon and are protected by the National Heritage Resources Act (No. 25 of 1999). It is necessary that the relevant authorities be contacted before undertaking any maintenance to determine what is permissible.  The anchors would also be similarly protected under SAHRA’s Maritime and Underwater Cultural Heritage statutes.
    • Restoration. To restore and treat the cannons and anchor at the western end of Cannon Rocks, it is proposed to request a quote from Mr. Martin Muller.  The CRRA must ensure that relevant regulations are followed and that what is permissible is determined before any maintenance is undertaken.  The anchors are also protected under SAHRA’s Maritime and Underwater Cultural Heritage statutes.
    • Fishing in Swimming Area Notice Board. The Deputy Director of Community Protection Services undertook to make enquiries with the Department of Forestry, Fisheries, and the Environment (DFFE) before authorising a notice board regarding fishing at the swimming beach.
    • Recycling. The Portfolio Holder reported that the recycling collection vehicle will be parked at the Community Hall on Mondays from 08:30 to 11:00.  The owner of the recycling company expressed his appreciation and thanked the residents of Cannon Rocks for their support of the recycling programme
    • Beach Pickup and Cleaning Beaches. The Portfolio Holder suggested a regular clean up on the beaches of plastic and litter on the beaches.
      • Decision. The Portfolio Holder will coordinate a beach clean-up event for Saturday, 10th August.  The initiative will be communicated to the village and the surrounding area to encourage community participation.
    • Beach Debris Collection.
      • Due to increased international marine activities around the coast of the RSA, there has been a sharp increase in debris on the beach. Therefore, ongoing cleanup of debris on the beachfront at Cannon Rocks has become a necessity. Consequently, the Portfolio Holder for Environment has started a new beach clean-up initiative.
      • The existence of existing beach cleaning operations managed from the Woody Cape SANParks office was mentioned. These cleaning operations are coordinated by Mrs. Lungi Klaas. However, the existence of these governmental cleaning teams is to be confirmed by the Head of SANParks.
      • Should vehicle access to the beach for the collection of bags be required, written permission is a prerequisite.
      • Decision. The Portfolio Holder, in conjunction with the Portfolio Holder for Communication and Advertising and the Secretary, with the support of the community, will formulate a draft plan for the collection and removal of debris from the beachfront along Cannon Rocks.
    • Notice Boards Swimming Area. The question regarding the authorisation of the installation of a notice board on the beach was once again discussed.
      • Decision. Due to the absence of the Portfolio Holder, the agenda point to be followed up at the next meeting.
  1. Advertising. The Portfolio Holder reported that the notice boards at the entrances to Boknes and Cannon Rocks are now fully utilised, with all service providers having paid their annual fees. Congratulations were extended to the Portfolio Holder for the successful expansion of the available space on the notice boards, which allowed for additional sponsorship opportunities.  This expansion has enabled the inclusion of more sponsors for both Boknes and Cannon Rocks, effectively increasing visibility and support for local services and businesses.

FINANCES

  1. Statement of Account. The bank balance as at the end of July 2024 was noted with approval.
  2. Membership Fees.
    • There has been an increase in the number of paid members, with a total of 161 members having completed their annual subscriptions. This represents a significant growth in membership and demonstrates strong engagement with the community.
    • A special thank you is extended to Mrs. Michelle Hayes and Mrs. Helen Mackenzie for their outstanding efforts in communicating with potential new members. Their dedication and proactive engagement have significantly contributed to increasing membership and fostering community involvement.
  3. Revenue.
  4. Expenditure.
    • The Portfolio Holder for Advertising has proposed covering the cost of labour and the effort required to install advertising boards. An amount of R500.00 has been requested for this purpose, which will be divided equally between Boknes and Cannon Rocks.
    • 00 for cleaning of the Community Hall.

CONDOLENCES

  1. A letter of condolence to the families of Boetie Muller and Helgaard Loubser.

CORRESPONDENCE

  1. Correspondence Received.
    • Letter dated 25 Jul 2024 from Child Care.
    • E Mail dated 28 July 2024 from Mrs. Adie Bryson.
  2. Correspondence Sent.
    • E Mail dated 4 Jun 2024 to Jon Goetsch (Enquiries)

25.2       E Mail dated 20 Jun 2024-Register as an I&AP for Basic Assessment at Alexandria

25.3       Letter dated 12 May 2024 to Nicolaas Ferreira (Appreciation).

ADDITIONAL ITEMS

  1. Letter from Kenton & Bushmansriver Child Welfare. A letter of appreciation dated 25 July 2024 was received from the Kenton & Bushmansrivier Child Welfare for a donation received.

NEWSLETTER

  1. Appreciation for cleaning the beaches.
  2. New beach clean-up initiative.
  3. Registration as an Interested and Affected

NEXT MEETING

  1. The next monthly meeting will be held on Tuesday, 3rd September 2024

CLOSURE

The Chairperson closed the meeting at 11:53am.