CANNON ROCKS RATEPAYERS ASSOCIATION

MINUTES OF COMMITTEE MEETING HELD AT

CANNON ROCKS COMMUNITY HALL

ON 1st October 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

Ms. Tracey Bull

Mr. Willem Zietsman

Mr. Ron Mackenzie

Ms. Helen Mackenzie                 Secretary

 

  1. Apologies.

Ms. Alta Kotze

  1. Absent without Apology.

None.

ADDITIONAL ITEMS

  1. Straat Braai.

APPROVAL OF MINUTES

  1. Approval of the minutes of the committee meeting of 6th August 2024 proposed by Ms. Adele du Plessis 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 MMP. Nothing to report.
  2. Ndlambe Ratepayers Association (NRF). Nothing to report.

PORTFOLIOS

  1. Maintenance and Infrastructure.
    • Infrastructure Information. Early in 2023, the Cannon Rocks and Boknes Ratepayers Association initiated a joint investigation into the municipal potable water supply system, with a particular focus on water leaks and the supply to domestic households.  This effort led to the creation of the CR/BN/Municipal Water Group, which convenes quarterly.  The contractor responsible for maintaining the reverse osmosis (RO) plant, P&S Consultants, also participates in these meetings.
    • Additional systems under consideration include a Geographical Information System (GIS) and an Integrated Management System.
    • Utilisation of Water Flow Readings. Daily readings of water reservoir levels, as well as night-time and 24-hour flow rates supplied by P & S Consultants, are valuable for both monitoring and planning purposes.  These figures help determine the average daily flow.  However, they account for both water consumption and leakages, which limits their usefulness for effective maintenance and planning.  To make accurate estimates of water loss or leaks, the following additional information is required:
      • Quality of erven in Cannon Rocks and Boknes.
      • Quantity of developed erven in Cannon Rocks and Boknes.
      • Population figures i.e. permanent and “holiday” residents.
    • The availability of the above information can be used to assess the sustainability of the current water supply and the impact of any deviations from the approved spatial development plans, such as rezoning that increases population density. Additionally, it can help evaluate the effect of new developments that require expanded infrastructure or place a greater demand on the existing supply and delivery sources.
    • Geographic Physical Information.
      • Real-time data is essential for effectively managing and maintaining infrastructure, including water supply, fire hydrants, shut-off valves, strainers, electrical supply, street lights, sewerage, stormwater systems, gas, and communication networks.
      • The Chairperson of the Cannon Rocks Ratepayers Association was tasked with investigating the availability of infrastructure information documents, system design drawings, and related materials during the last CR/BN/Municipal Water Group meeting on 18 September 2024.
      • Investigations and research revealed the existence of various Geographical Information Systems (GIS). GIS-based systems display data as maps or plans, using different layers of information as needed.
      • Previously, a company called TGIS developed a Geographic Information System (GIS) for the Ndlambe Municipality. Currently, OVVIO Software Solutions, a consulting group based in Port Elizabeth, is contracted to manage a GIS-based software system, which includes spatial planning among other features.
      • Discussions and a demonstration by the Municipal IT Manager confirmed the existence of the OVVIO software system. Although its full potential has not yet been utilised, it was determined that this software programme can meet the requirements for managing municipal infrastructure systems.
    • Availability of Infrastructure Information.
      • Umhlaba Consulting Group is currently contracted by the Ndlambe Municipality as the developer and implementer of OVVIO Software, which is a collaborative digital notebook and work management solution for professional services firms. This integrated software provides an eService-enabled geospatial software framework.
      • Infrastructure information is available on the OVVIO Software, based on a Geographic Information System (GIS) framework within the Ndlambe Municipal information database. Data captured by TGIS, the software contractor previously engaged by the Ndlambe Municipality, was transferred to the OVVIO system. However, the infrastructure information,
        • is restricted,
        • is in “photo”/”PDF” format”, and
        • needs to be investigated for correctness.

 

 

  • Following discussions with the OVVIO representative at the Ndlambe Municipality, it was confirmed that the existing infrastructure data can be digitised and organised into various layers and sub-layers to provide the necessary information.
  • Recommendations. The report of the investigation, along with recommendations, will be tabled at the next CR/BN/Municipal Water Group meeting for discussion.
  • Maintenance of Street Lights. Nothing to report.
  • Community Hall. The Portfolio Holder confirmed that recent maintenance work has been successfully completed at the Community Hall.  As the December period approaches, the hall is experiencing an increase in bookings, indicating a busy schedule ahead.  Efforts to ensure the facility is in optimal condition will enhance its readiness for the upcoming events.
  1. Fire Fighting and Precaution. Due to the absence of the Portfolio Holder, the agenda items stand over until the next meeting.
  2. Communication and Community Support. Nothing to report.
  3. Security and Safety.
    • Traffic Signage. The Chairperson met with the Ndlambe Municipal Traffic Chief, Ms. Theressa Jacobs, at the Ndlambe Municipality to discuss the the required traffic signage as requested in writing. Ms. Jacobs will provide updates once the traffic signs have been received, and arrangements will be made for delivery to Cannon Rocks at a suitable location.
  4. Ward 1 Liaison.
    • The Portfolio Holder recently completed a questionnaire for the Ndlambe Municipality, which focused on various significant issues within Cannon Rocks. The questionnaire addressed several key areas, with particular emphasis placed on the condition of local roads, specifically Potgieter, Patricia, and Futter Streets.  These roads have been identified as requiring attention and prioritisation in the forthcoming Integrated Development Plan (IDP).  This document aims to provide critical insights into the infrastructure needs of the community and facilitate necessary improvements.
    • In addition, the following issues were highlighted for consideration: Erection of three additional speed humps on Potgieter Street and the stabilisation and repair of gravel streets in Cannon Rocks. These recommendations aim to enhance the safety and accessibility of the area, contributing to the overall improvement of community infrastructure.
  5. Recycling. Subsequent to the Committee Meeting.  Kellis from Bushmans Recycling expressed gratitude to all residents of Cannon Rocks for their continued support in providing recyclable materials.  Another load of recycled material was successfully dispatched during the first week in October 2024, which allows for some financial compensation for the workers who collect and prepare the materials.  The initiative is progressing well, and the community’s involvement is greatly appreciated.
  6. Local Government and Development. Nothing to report.
  7. Environment.
    • Beach Signage and Bag Collection Points. The Secretary presented various designs for the “No Swimming” and “Bag Collection” signs.  After a thorough discussion, two (2) sign designs were agreed upon.  With one (1) sign featuring the CRRA Ratepayers logo and accompanying text, to be utilised at all beach access points.

 

  • Design Two (2) will combine the messages regarding swimming and/or fishing along with bag collection and this will be placed at two specific locations, namely at the Swimming Beach entrance (near the Caravan Park) and the walkway entrance leading to the Swimming Beach.
  • It was emphasised that the signs must be clear and attention-grabbing for beachgoers, effectively conveying the necessary information as they approach the beach.
    • Decision. The Secretary will submit the two (2) approved designs to the Chairperson who will request formal approval, in writing, to request the installation of a combined ‘No Fishing’ and ‘Bag Collection’ sign at the beach entrances, with the second design proposed for the remaining beach access points.
  • Recycled Bags. Locals have successfully crafted a variety of fun and attractive bags from recycled materials, which will be ideal for use at the bag collection point.  The initiative encourages children to personalise the bags by placing their handprints and decorating them, fostering creativity and engagement.  This approach not only utilises recycled materials but also actively involves the community in the recycling process.
  • Additionally, the Portfolio Holder for Advertising presented five (5) x quirky, professionally made bags at the meeting, which had been delivered to her by another village member.
  • Both the locally made and professionally produced bags complement each other, providing a variety of choices for residents. There is ample space for all these bags to be utilised effectively, fostering a spirit of community collaboration while promoting environmental sustainability.
  • Woody Cape and SANParks Honorary Rangers. The management of Addo Elephant National Park (AENP) is currently reviewing options to enhance the tourism potential of the Woody Cape section.  As most local residents are aware, this section of AENP extends from the Alexandria Forest, passes Dias Cross, and reaches the border of Boesmans village near the waterworks.

Local residents can contribute by becoming involved with the SANParks Honorary Rangers (SHRs) in the Addo region.  An information session will be held for those interested in learning more about SHR service, particularly in relation to the Woody Cape area.  The session is scheduled for Thursday, 17 October, at 17:00 in the Boesmans Town Hall.  During the session, SHRs involved with AENP will provide details about the project and its future prospects.

  • Decision. The Portfolio Holder Maintenance will carry out further investigations, providing updates to the Committee on any developments. The Portfolio Holder was appointed to attend the information session as above and report back accordingly.
  • Feedback on Cannon Treatment. Ms Jennie Bennie, a Consultant Historian/Maritime Archaeologist, has confirmed that the CRRA Committee may proceed with the recommended product for preserving the cannons.
    • Decision. The Portfolio Holder Ward 1 Liaison is to obtain a final quotation from Mr Martin Muller.  The Portfolio Holder and the Chairperson will discuss and ensure the correct process is followed.
  1. Advertising. Nothing to report.

 

 

FINANCES

  1. Statement of Account. The bank balance as at the end of September 2024 was noted with approval.
  2. Revenue.
  3. Expenditure.
    • R1 800.00 approved for payment of annual CRRA webpage.
    • 00 approved for payment for maintenance of Community Hall by Mr. Kalvin Beckmann.
    • 00 approved for payment to for wood for the Straat Braai.

CONDOLENCES

  1. Letter of condolence to Eugene van Heerden on the passing of his wife Louise.

CORRESPONDENCE

  1. Correspondence Received.
  2. Correspondence Sent.
    • Email dated 20 September to Steyn Family (Sympathy)
    • E Mail dated 20 Sep 2024 to Adv. Mouton (Appreciation)
    • Letter of appreciation to Marita and Martin Muller and Chris Kotze for assisting with the beach cleanup.
    • Letter of appreciation to Ieda Strutt and Susan Wilkins for the recycled bags donated to the CRRA Bag Collection initiative.

ADDITIONAL ITEMS

  1. Straat Braai. A Street Braai will be held on Friday, 4th October 2024 in Alice Road opposite the Community Hall, featuring approximately five (5) braai areas.
  2. Date for the AGM. Date for the AGM – Thursday 19th December 2024 at 16:00pm.

NEWSLETTER

  1. Beach Cleanup.
  2. Straat Braai.
  3. Date of AGM.

NEXT MEETING

  1. The next monthly meeting will be held on Thursday 7th November 2024 at 10am.

CLOSURE

The Chairperson closed the meeting at 11.46am.