CANNON ROCKS RATEPAYERS ASSOCIATION

MINUTES OF COMMITTEE MEETING HELD AT

CANNON ROCKS COMMUNITY HALL

ON 7th November 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

Ms. Adéle du Plessis

Ms. Tracey Bull

Mr. Willem Zietsman

Mr. Ron Mackenzie

Ms. Helen Mackenzie                 Secretary

  1. Apologies.

Mr. Paul Strutt

  1. Absent without Apology.

None.

ADDITIONAL ITEMS

  1. Pre AGM-Meeting.
  2. Departure Erf 585.
  3. Seasonal Readiness Meeting.
  4. Parking area – West.
  5. Public Space Erf 242.
  6. Events Calendar December.

APPROVAL OF MINUTES

  1. Approval of the minutes of the committee meeting of 1st October 2024 proposed by Ms. Tracey Bull 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. A meeting with the Coastal Monitoring Committee is scheduled for Monday, 11th November 2024.
  2. Ndlambe Ratepayers Association (NRF). Nothing to report.

PORTFOLIOS

  1. Maintenance and Infrastructure.
    • Feedback on Cannon Rocks Infrastructure Maintenance Plan. The Portfolio Holder provided an update on current maintenance activities and highlighted areas requiring attention as listed in the Cannon Rocks Infrastructure Maintenance Plan.
      • Bush Clearing and Road Maintenance. Bush clearing and road upkeep are underway, with particular attention to areas needing immediate maintenance.  Plans are in place to apply slurry in specific areas that require resurfacing to improve road quality.  Galjoen Street, in particular, requires focused intervention due to its deteriorating condition.  The lack of consistent supervision and support from the Ndlambe Municipality has been a source of significant frustration, hindering timely progress.
      • Water Leaks. Reported water leaks, to date, have been addressed and resolved.
      • Futter Street. To support ongoing maintenance, arrangements have been made for tractors and tipper trucks.  A truck from Port Alfred is scheduled to arrive within the next two weeks to assist with the required work in this area.
      • Doreen Street. Attention is urgently needed at the entrance to Doreen Street, as the current condition poses a safety risk to road users.  Immediate action to address these hazards is recommended.
      • Maintenance Oversight. It is important to note that, despite the Portfolio Holder’s best efforts, service delivery from the Ndlambe Municipality remains consistently unresponsive, making it extremely challenging to make any meaningful progress.  This lack of cooperation demands continuous follow-up and oversight—tasks that fall outside our primary responsibilities, further straining our resources and capacity.
      • Decision. The Portfolio Holder Maintenance and Infrastructure and Chairperson to arrange a meeting with the Deputy Director Infrastructural Development to discuss ongoing issues as listed in the Cannon Rocks Infrastructure Maintenance Plan.
    • Maintenance of Street Lights.
      • The Portfolio Holder presented a detailed and comprehensive report on the current state of street lighting, supported by a spreadsheet listing all malfunctioning lights. Out of the total street lights in the area, a significant portion are non-functional, with over a third of our lighting infrastructure compromised. Some of these lights have been faulty and left unattended for several years.
      • Additionally, significant overgrowth and general clutter around the lamp posts and electrical boxes are obstructing maintenance access. Clearing these areas is essential to allow Eskom and other maintenance teams to safely reach and service the equipment, enabling timely repairs and ongoing upkeep of our lighting infrastructure.
      • Decision. The Chairperson to forward the list of defective street lights to the Director Infrastructural Development.
    • Community Hall. The Portfolio Holder provided an update on maintenance and management issues concerning the Community Hall.
      • Alarm System. Hi-Tec Security recently addressed a fault in the alarm system at the Community Hall.  The issue which prevented the system from receiving a proper closing signal has now been resolved.
      • Pump and Geyser. A faulty control valve had affected hot water availability.
      • Decision. It was agreed that the control valve needs to be replaced to restore full functionality to the hot water system.
      • Hall Management. The Co-opted Portfolio Holder has expressed a desire to step down from managing the hall.
      • Decision. The situation of co-opted members will be discussed at the first committee meeting in 2025.
      • Lease Agreement. The importance of finalising the lease agreement, an ongoing item, was discussed.
      • Decision. The Chairperson to follow up with Ndlamble Municipal Estate Manager regarding the lease agreement at of the hall.
      • Maintenance Community Hall. A quotation has been received from PQN Project Management to repair the Barge / Facia Boards at the Community Hall.  The Committee unanimously agreed that this needed to be done.
      • Decision. The following decisions were taken regarding the quotation dated 5th November 2024 by PQN Project Management & Maintenance.
      • The quotation regarding the “Maintenance of Barge Boards and Facia Boards to the amount of R5,985.00, was approved.
      • The quotation regarding the “Small roof on the Western side”, was not approved.
    • Subsequent to the meeting, the Secretary arranged for the Chairperson to meet with the contractor to discuss the front area of the Community Hall and any additional maintenance that may be required in the future.
  2. Fire Fighting and Precaution. The Portfolio Holder met with Mr. Tinus Smit (Boknes Ratepayers Association) for a productive discussion.  Boknes and Cannon Rocks will continue to collaborate on fire safety measures.
    • Operational Status Emergency Fire Water Trailer. The municipal emergency fire trailer will remain stationed in Boknes.  An inventory check has been completed, and two hoses have been provided from the Bushmans Fire Station to ensure readiness.  A training session is scheduled, ideally before December, during which these hoses will be put into use.  It is noted that the emergency fire trailer, all fire fighting equipment and additional fire hoses are the property of the Ndlambe Municipality
    • Fire Hoses. A secure lock box for the fire hoses has been installed to enhance safety and prevent any unauthorised access, tampering, theft, or damage.  This measure ensures the fire hoses remain in optimal condition and readily available for emergency use, safeguarding this critical equipment for the community’s protection.
    • Fire Hydrants. Additionally, all fire hydrants in both Boknes and Cannon Rocks have been inspected to confirm functionality.
      • Decision. The Portfolio Holder will keep in touch with the Municipal Fire Chief regarding the important training date.
    • Fire Extinguisher Renewal. Fire extinguishers are due for renewal at The Community Hall.  The Portfolio Holder is in communication with a service provider to service fire extinguishers at the Cannon Rocks Community Hall.  The community will be informed of the scheduled visit, allowing residents to arrange servicing for their personal fire extinguishers as well.
      • Decision. The Portfolio Holder is to proceed with arranging the servicing of fire extinguishers at Cannon Rocks before the end of 2024.
    • Update of Fire Precaution Notice. The Portfolio Holder Fire Fighting and Precaution has revised the Cannon Rocks Fire Precaution Notice, updating it with the latest emergency contact numbers to ensure the document is as accurate and current as possible.  Once finalised, the notice will be printed and permanently added to the website for easy access.  Additionally, the updated information will be shared through the community information group to make it readily accessible to all residents.  This approach ensures that essential information is available immediately, even as we work toward completing the printed version.
      • Decision. It was decided to hold off on printing the updated notice until the 2025 period, as additional contacts are expected to be added to the emergency response list.
  1. Communication and Community Support. The Portfolio Holder will circulate the events calendar by the end of November 2024.
    • Cannon Rocks Fun Run.
      • Following a meeting on 6th November 2024 between the Director of Community Protection Services, the Chairperson, and the Portfolio Holder for Communication and Community Support, the Portfolio Holder for Communication and the Chairperson met with Mr. Riaan Oosthuizen and his wife, Mrs. Cheri Oosthuizen, who are part of the team organising the Fun Run.
      • Unfortunately, the CRRA Committee and Social Committee will no longer be involved in organising the Fun Run, as the management of the event has been taken over by others. While the CRRA reached out to the new organisers to discuss a potential collaborative approach, it was made clear that this would not be possible.
      • Out of respect for the community and in line with the CRRA’s strong commitment to community safety and regulatory compliance, the Committee met with the new organisers to emphasise the importance of adhering to the application for event risk categorization in terms of Section 6(3) of the Safety at Sports & Recreational Events Act, 2010 (Act no 2 of 2010). Among several key points discussed, these include notifying the Tourism Office, coordinating with the Directorate Community Protection Services, informing the SA Police at Alexandria and Ambulance Services, and ensuring the Fun Run is included on the agenda for the upcoming Municipal Events Meeting at the end of November 2024.
      • As the event is now under separate management, it is essential that the CRRA logo and any associated branding be removed from all Fun Run materials and promotional content to avoid any misrepresentation of CRRA’s involvement.
      • While the organisers were given well wishes for their event, it was clearly reiterated that the Cannon Rocks Ratepayers Association and the Social Committee have formally disassociated themselves from the Fun Run and are no longer involved in any capacity.
  1. Security and Safety.
    • The Portfolio Holder reported that there has been significant attention surrounding the issue of abalone poaching, particularly in relation to the activities of the Perlemoen poachers.
    • In this regard, the Portfolio Holder met with Mr. Nick de Hoodt to listen to his strategies for combating poaching in the area. Andre du Plessis serves as the head of the SANParks Honorary Rangers (SHRs) for the Addo region.  Mr. du Plessis and his team of dedicated Honorary Rangers will play an instrumental role in tackling abalone poaching in the region.  Their efforts will not only focus on this particular issue but will also extend to other conservation concerns affecting the area.  Their collaboration will significantly enhance efforts to protect marine life and ensure that proper conservation measures are followed.
      • Decision. The Portfolio Holder for Security and Safety will reach out to the Portfolio Holder for Environment to determine which portfolio would be the most suitable to oversee and manage the recruitment process for Honorary Rangers.

 

  1. National Vehicle Intelligence Cloud System. The National Vehicle Intelligence Cloud (NAVIC) system is nearing full operational capacity, with its implementation almost complete.  During the 2023 Annual General Meeting (AGM), it was decided to grant initial permission to subscribe to this system for one year.  After this period, the decision to continue the subscription will be reviewed based on its relevance and cost-effectiveness.
  2. Decision. The committee will review the decision to continue the subscription for the NAVIC System at the committee meeting in October 2025.
    • Traffic Signage. The Municipal Traffic Chief, Mrs. Theresa Jacobs, is currently awaiting confirmation of the budget for the procurement of the traffic signage, as requested.  Once the budget has been approved, the purchase and delivery of the traffic signage will be finalised.
    • Decision. The Chairperson to forward a letter of appreciation to the Municipal Traffic Chief for improved client services rendered by officials at the Port Alfred traffic office.
  3. Ward 1 Liaison. No feedback due to the absence of the Portfolio Holder.
    • Review of Portfolio Holder Functions. A review of the current Portfolio Holder functions is necessary, as several areas require updating and adjustment.  In particular, attention will be given to the responsibilities related to Ward 1, as well as Local Government and Development. These portfolios need to be reassessed and reevaluated to ensure they are effectively meeting the community’s needs and aligned with the ongoing development plans.  This discussion and evaluation will take place in the 2025 period, allowing for a comprehensive review of the existing structure and the identification of any changes or improvements that may be needed to enhance overall effectiveness and responsiveness.
    • Festive Period Refuse Collection. Domestic refuse collection will take place on Tuesdays and Fridays during the festive period, replacing the usual Monday collection.  However, the specific start dates for this revised schedule in December and January have not yet been confirmed. Further details will be provided once the dates are finalised.
    • Local Government and Development. Nothing to report.
  4. Environment.
    • Approval of Beach Environment Notice Boards.
      • The Deputy Director Community Protection Services has provided written approval, dated 4 November 2024, confirming that the municipality will not be held liable for any theft, vandalism, or loss of the signs. The design of the sign stands will be at the discretion of the CRRA.  The Portfolio Holder for Security and Safety has kindly volunteered to take responsibility for designing and overseeing the creation of the sign stands.
      • Sign Design. Four (4) signs with the CRRA Logo on and Two (2) x signs pertaining to fishing & swimming will be made.
      • Decision. The Secretary to organise the printing of the signage and to consult with The Portfolio Holder Security and Safety.
    • Woody Cape and SANParks Honorary Rangers. Refer to point 18.2 above.
    • Feedback on Cannon Treatment. The treatment of the two cannons is approved as advised by Ms Jennie Bennie, a Consultant Historian/Maritime Archaeologist, who confirmed that the CRRA Committee may proceed with the recommended product for preserving the cannons.
      • Decision. The Chairperson will obtain a final quotation from Mr Martin Muller.
    • Blue Dustbins. It was noted that the blue dustbins along the beachfront require more frequent emptying, as Ndlambe Municipality has not been maintaining this service to the expected standard.  Regular collection and upkeep of these bins are essential to ensure the area remains clean and presentable for both residents and visitors.
      • Decision. The Portfolio Holder Environment will follow up with Ndlambe Municipality regarding the regular emptying of the dustbins to ensure a consistent and reliable service.
  1. Advertising. Nothing to report.

FINANCES

  1. Statement of Account. The bank balance as at the end of October 2024 was noted with approval.
  2. Revenue.
  3. Expenditure.
    • Hi-Tec amount unknown – approved for payment.
    • 00 Light that was fixed in the community center.
    • 00 x 6 sign boards.
    • 00 to paint facia boards at hall as per quote.
    • 00 for cleaning of the hall.
    • 00 for the control valve for the pump.

CONDOLENCES

  1. A letter of condolence to Marléne Hendriksz (Boknes) on the passing of her husband Paul.

CORRESPONDENCE

  1. Correspondence Received.
  2. Correspondence Sent.
    • Letter out dated 12 October 2024 – Beach Cleaning (Appreciation)
    • Letter out dated 13 October 2024 to Director Community Protection Services (Signage)
    • Letter out dated 12 October 2024 to Susan Wilken (Appreciation)
    • Letter out dated 12 October to Ieda Strutt (Appreciation)

ADDITIONAL ITEMS

  1. Pre AGM-Meeting. The CRRA Pre AGM meeting is scheduled for the 10th December 2024 at 9am.
  2. Departure Erf 585. Application for a swimming pool and relaxation of building lines from 5m to 0m and coverage relaxation of 50% to 84% is regarded as a fair request and this association will not object to the application.

 

 

  1. Seasonal Readiness Meeting. The Chairperson and the Portfolio Holder Communication and Community Support met with the Director Community Protection Services on 6 November 2024 to discuss items that may affect the seasonal effectiveness at Cannon Rocks.  It was agreed that domestic refuse will be collected weekly on Tuesdays and Fridays.
  2. Parking area – West. Is included in the Ndlambe Area NMP and process.
  3. Public Space Erf 242. Chairperson to follow up regarding clearing of a section of Erf 242 Alice Road.
    • Subsequent to the meeting it was revealed that the report on clearing of a section of Erf 242, (Public Open Space) was incorrect. The area that was cleared is a privately owned erf adjacent to Erf 242.
  4. Events Calendar December. See point 23.2 above.
  5. Date for the AGM. Date for the AGM – Thursday 19th December 2024 at 16:00pm.

NEWSLETTER

  1. Contact the Portfolio Holder regarding relevant items that need attention.
  2. The Traffic Department is up and running in Port Alfred.
  3. AGM date reminder – Date for the AGM – Thursday 19th December 2024 at 16:00pm.
  4. Domestic refuse will be collected on Tuesday and Friday over the festive season and not on Monday’s.

NEXT MEETING

  1. The next meeting will be held on 4th February 2025.

CLOSURE

The Chairperson closed the meeting at 12:30pm.