Cannon Rocks Rate Payers

CANNON ROCKS RATEPAYERS ASSOCIATION
MINUTES OF ANNUAL GENERAL MEETING
HELD AT THE COMMUNITY HALL
ON 20 December 2011 @ 10H00 

WELCOME

1.     The chairman welcomed everybody present.  A special welcome was extended to Mr. Howard Dredge the Municipal Finance Manager who represented the Municipal Manager.  An additional welcome was extended to Captain Van Aardt and Warrant Officer Neethling, of the South African Police Service.

2.     The Chairman expressed a sincere thanks to Mr. John Gooch, for donating two Bicycles for the “Bobby-on-a-Beat” initiative.

3.     A special word of thanks was passed to André Esterhuizen for the use of the PA system as well as to the ladies who arranged for the social at the end of the meeting.

ATTENDANCE AND APOLOGIES

4.     Twenty nine members attended the Annual General meeting.

5.     Apologies was received from;
Patricia Grieg.

ADDITIONAL ITEMS

6.     None

COMMITTEE TABLE

7.     The Chairman reported on the Ndlambe/Tourism Heritage project.  The project is planned to take place in three phases.  It is currently at the second phase.  The Cannon Rocks residents will be consulted prior to the implementation of the third phase.

8.      Communication.  The Chairman informed the meeting that Minutes and Reports of the Association were made available on the website.

9.     Integrated Development Plan.  Ndlambe Municipality embarked on a new process for the development of the Integrated Development Plan (IDP).  The new process was briefly explained to the meeting.  The Chairman informed the members that the Association had submitted a number of requests for inclusion in the IDP.  These were increased water capacity, upgrade of the community hall, upgrade of Potgieter Street, erection of public ablution block, an additional water reservoir and the erection of a bus shelter for workers in the community.

PORTFOLIO: INFRASTRUCTURE

10.     Maintenance:  The meeting was informed that a good relationship had been established with the local Ndlambe municipal representative.  Special thanks were extended for the prompt response received for most of the problems, which arose.

11.     Focus Area: Sustainable Water.  Water supply still remains a problem during the holiday season.  It was again stressed that water usage should be a matter of concern.  Members were urged to use water sparingly.  The proposed Amatola Water Project that proposed to elevate the water supply in the Ndlambe municipal areas was explained to the meeting.

12.     Ablution Blocks.  In light of the fact that no ablution block exists at the swimming beach, the meeting, requested Mr Dredge for assistance in obtaining a temporary solution.  Mr. Dredge undertook to investigate a possible solution.

PORTFOLIO: FIRE PRECAUTION/FIGHTING AND EVIRONMENT

13.     Training: Mr Fourie explained the processes that have been implemented for intermediate reaction, to fire incidents.  Households were encouraged to have a fire extinguisher available.

13.     Nature Trail:  SAN Parks have cleared the trail in the Addo Elephant Park next to Cannon Rocks.  People using this trail are advised to take water with.  It was reported that no signage existed on the beach that indicated the trail.  This matter will be followed up by the committee.

14.     Seals:  Due to strong westerly winds and rough sea normally experienced during December months, it is a common phenomenon that puppy seals are washed onto the beach at Cannon Rocks and surrounding area.  People were advised not to approach these stranded seals and to prevent their dogs from harassing them.  Lana Cummings could be contacted and will co-ordinate the removal of the stranded seals.

PORTFOLIO: COMMUNITY SERVICES.

15.     Entrance:  The committee wishes to extend sincere thanks to André Steyn, for cutting the lawn at the entrance to Cannon Rocks.

16.     Closure of Rubbish Sites:  The closure of both the refuse sites at Cannon Rocks is still an issue with the Municipality.  The committee is unable to give further feedback.

17.     Focus Area: Refuse Sites.

17.1.     With the assistance from the staff at the Heritage site, 2000 black bags of rubbish around the refuse site were collected.  Residents are requested not to dump their rubbish on the ground but to rather put it into the skips.  Refuse will be removed daily during December and the skips will be replaced twice a week.

17.2.     Residents are encouraged to adopt a culture of recycling.  Recyclable items should be placed in a clear plastic bag and placed out with their normal rubbish for collection.  Large clear plastic bags can be obtained from the Caravan Park Café for R1.00 each.  Residents who are leaving, before rubbish collection days are encouraged to either leave their rubbish at the rubbish site, or arrange with a neighbour to put it out for them.

17.3.     Noise pollution and fireworks was raised as an issue.  The meeting advised those residence who were affected to contact the relevant authorities.

PORTFOLIO: LOCAL GOVERNMENT

18.    Community Hall.  A tender was submitted to rent the Community Hall.  It is expected that a Memorandum of Agreement between the Cannon Rocks Ratepayers Association and the Ndlambe Municipality will be finalised during January/February 2012.

PORTFOLIO: POLICING AND SAFETY

19.   Crime Rates.  The meeting was informed that the crime rate in Cannon Rocks has dropped during the last few months.  However, the SAPS representatives urged the residents to ensure that their property is properly secured.

20.     Fixed Point Station.  The South African Police Service has established a temporary reporting point at the caravan park in Cannon Rocks.  Arrangements have been made with the security companies for a night patrol on bicycles (“Bobby-on-Beat”) using the two bicycles donated by Mr Gooch.  The current cost for this service, is being born by the Security Company, Caravan Park and the Cannon Rocks Ratepayers Association.  Due to the high cost for this service it will only be in operation during the holiday period.  If the members wish this service to be continued, it will cost approximately R10,00 per month per member.  Members are asked to give written confirmation, that they are prepared to make a monthly subscription to this service.  In the meantime the committee will investigate other options, including community policing.

21.     Surveillance Cameras.  At the previous AGM the committee were tasked with investigating the installation of surveillance cameras.  The estimated cost would have been approximately R35 000,00.  Donations from the members were requested.  However the amount donated over this past year has fallen far short of the required amount.  The committee therefore asked the members if this project should be continued.

21.1.     Decision.  The members voted to discontinue the project.  An undertaking was made to refund all those members who had made donations.

22.  Crime Forum.  A word of thanks was extended to the Alexandria South African Police Service for the attention that they had given both the communities of Cannon Rocks and Boknesstrand.  Residents are warned to ensure the credentials of any domestic person they may employ.

PORTFOLIO: ADVERTISING

23.     Approval for Advertising.  The committee applied for permission to advertise in terms of an Ndlambe Municipal Notice that appeared in the Talk of the Town during September 2011.  Rental agreements have been formalised and approved for both the advertising boards at the entrance of Cannon Rocks and at the road crossing at Boknesstrand.  A memorandum of Agreement between Cannon Rocks Ratepayers association and the Boknesstrand Ratepayers association regarding the notice board at the crossroads has been formalised.

PORTFOLIO: WARD 2

24.     Ward Meetings.  Unfortunately the Ward meetings have been dysfunctional for 2011 with only one meeting since the Local Elections.

LOCAL SPORT

25.     Swimming Area.  Concern was raised over safety at the swimming beach.  No lifeguards had been assigned to Cannon Rocks this year.  The possibility of establishing a local emergency rescue process should be considered.

26.     Kite Surfing.  The local Kite Surfing group has again organized a National Kite Surfing event.  This will take place from the 5 January 2012 to 8 January 2012.  Residents are urged to support this event.

FINANCE

27.     The treasury presented the income and expenditure statement to the meeting.  The members expressed their gratitude for sound financial management statements.

ELECTION OF COMMITTEE

28.     The election of committee members was conducted under the auspices of the vice chairperson.  Five positions had come available for election.  Nominees were as follows.

• Bert Venter (1 year period)
• Pierre Rousseau
• Barry Fourie
• Barbara Beckman
• Elly Grossman

29.     As no further nominees were received, the nominees were formally accepted.  The chairman, Bert Venter, announced that he intends to stand down as chairman.   The vice chairman, Johnny Nortje, wished to thank Bert Venter for the service he had given to the community as Chairman during the last four years.  However, he will serve for a period of one year as a committee member to ensure a smooth transition.

CLOSURE

30.   The Chairman closed the meeting at 11h30.  Everybody was invited to enjoy some refreshments.

Confirmed true and correct on this _________day of ________ 2011

CHAIRMAN_____________________SECRETARY_____________________________

CANNON ROCKS RATEPAYERS ASSOCIATION
MINUTES OF COMMITTEE MEETING
HELD AT THE COMMUNITY HALL
ON 14 November 2011 @ 15H00 

PRESENT
Mr A Venter         Chairman
Mr. J. Nortje         Vice Chairman
Mr P. Rousseau
Mrs P Greig
Mr B Fourie.         Co-opted Member
Mr M Joubert       Municipal Representative
Mr. J Pomroy        Secretary

1.     WELCOME
The chairman welcomed every body present.

2.     APOLOGIES
Mr. B van de Vyver
Warrant Officer T Neethling        South African Police Services

3.     ADDITIONAL ITEMS

3.1.   Amatola Presentation
3.2.   Road Signage
3.3.   Liquor License

4.      PREVIOUS MINUTES
The minutes of the meeting held on 12 September 2011 were proposed by Mr Nortje and seconded by Ms. Greig.

5.      MATTERS ARISING FROM THE MINUTES

5.1.   See portfolios.

6.      PORTFOLIOS

6.1.  Steering Committee.

6.1.1.    Feedback from NRF.  The project engineer from Amatola Water Board and a representative form Coastal & Environmental Services made a presentation to the NRF on 10 November 2011 regarding the Proposed Ndlambe Municipality Bulk Water Scheme Project.
6.1.2.    Feedback from Combined NRF/Municipal Meeting.  Nothing to Report.

6.2.  Maintenance and Infrastructure.

6.2.1.    Maintenance.

• The chairman and the vice-chairman had a meeting with the Municipal Manger on 26 October 2011 to discuss the offer by the firm MBB to provide labour to the municipality at no cost, regarding maintenance of the sidewalks in Cannon Rocks extension 4.  The offer was well accepted by the Municipal Manager and a workforce from MBB started on 8 November to clear the side walks..
• A water leak at a fire hydrantat the junction of Alice Road and Futter Street.  Mr Joubert undertook to address this issue.
• The street light in the car park at Stillewater, was reported to be loose and in a dangerous condition.  The Secretary was requested to report it to the Municipality.
• It was reported that two street lights in Alice road, close to Gavin Street, were operating all day.  The Secretary will report this in conjunction with par 6.2.1.3.
• The definition of the pavement area was raised.  The width of the municipal pavement is normally governed by municipal by-laws.  Mr Joubert proposed that he will define the area between the position of the Eskom boxes, and the road way as the pavement line.
• Mr Joubert extended his thanks to the Chairman for obtaining staff, from MBB, to assist in clearing the bush in extension 4.
• The Chairman reported that with the assistance of the Municipality, the sand on the parking area, at Stillwater, had been moved back towards the beach.  The Chairman thanked Mr Joubert, and his staff for the outstanding work they had done, throughout the year, in maintaining Cannon Rocks.  Complements had been received from other parties in Ndlambe on how well kept this area was.

6.3.  Fire Fighting/Precaution and Environment.

6.3.1.    Meeting Regarding Fire Break.  Mr Fourie reported that he was awaiting a response from Mr Parayachee.  The committee request Mr Fourie to arrange a meeting with SANPARKS and the Ndlambe Fire Department, to discuss the firebreaks.  The firebreaks should be approximately 15 meters wide.  It would be appreciated if the fire breaks can be completed in the current year.
6.3.2.    Management of Fire Fighting and Precautionary Plan.  The Chief Fire Officer, for Ndlambe informed the portfolio holder, that they were unable to give fire fighting training on Saturdays.  A provisional date of the 25 November at 09.00 had been arranged, awaiting response from the Chief Fire Officer.  It was requested that an alternative date be set, for those persons interested, who could not make the first training date.

6.4   Public Relations and Community Services.

6.4.1     Focus Area Refuse Sites.  With the assistance of the Ndlambe Municipality, MBB provided 80 members of staff, who collected 1100 bags of rubbish, around the dump site.  The bulldozer cleared the main area and the Garden dump site.  An additional 40 staff then cleared a further 40 bags of rubbish.  It has been arranged that three skips will be permanently placed at the household dump site and a further two over the festive season.  These will be removed twice a week.

6.5   Security, Policing and Safety.

6.5.1     Focus Area Security and Safety.  Progress in Terms of project plan.  The contributions towards the installation of the security cameras, has been extremely slow.  It is considered that an awareness programme should be considered.  It was proposed that this matter should be raised at the AGM.  The Fixed Point Police Station at Boknesstrand has, regretfully been abandoned due to the high cost required by the Municipality.  The Bobby on the Beat patrols, have been donated 2 bicycles.  The local security companies will be approached, to ascertain how they can assist in this project.
6.5.2     Traffic Signage.  Mr Cannon, Chief Traffic Officer, Ndlambe Municipality, will contact Mr. Gerber, Traffic Station Commander Alexandria, and arrange a date for a meeting.  The chairman referred to the minutes of the 28 September 2009, in which it was agreed that the traffic department will upgrade the traffic signs as well as the chevron boards at the speed humps and the T junction at the eastern end of Alice Road.  Stop signs will be replaced with yield signs as far as possible.
6.5.3     Security System.  No feedback was received from the Municipal Manager regarding the planned security system yet (letter ref PR/329jn, dated 2 May 2011).
6.5.4     Request For Closure of Gravel Road.  Letter to District Road Engineer requesting for the closure of the gravel road between Cannon Rocks and the gavel road to Woody Cape to be postponed till after the AGM.
6.5.5     Liquor License.  During the meeting with the Municipal Manger on 26 October 2011, the outstanding issue regarding the Liquor License, ECP 16815 – H.E. Landman, was also discussed.  The Municipal manager will follow-up with the Liquor Board.  During a telephone conversation with the Chief Inspector, Compliance and Enforcement on 11 November 2011 it was revealed that the Liquor board is awaiting inputs from the Ndlambe Municipality, to enable the Compliance and Enforcement Division to do a presentation/recommendation to the Board.

6.6   Ward 2 Liaison.  No Report.

6.7   Local Government and Developments.

6.7.1     MOA Community Hall.  The application has been submitted.

6.8   Advertising.

6.8.1     Advertising at  Cannon Rocks Entrance.  All invoices have been despatched.  There are still some vacant advertising positions.  Members were requested to assist in obtaining additional advertiser.

7.0   CORRESPONDENCE

7.1    Letter ref AV/340jp Application for Advertising was attached to the Agenda for information.
7.2    Letter  ref AV/341jp Water Supply to Cannon Rocks was  attached to the Agenda for information.
7.3    Letter ref AV/343jp Items for Integrated Development Programme was attached to the Agenda for information.
7.4    Letter ref AV/342jp Letter of Appreciation SAPS was attached to the Agenda for information.
7.5    E-Mail to Municipal Manager dated 26 October 2011 was attached to the Agenda for information.

8.0   FINANCES.

8.1    A payment of R352.00 for travel and R25.00 for postage was approved.  The current Bank balance stands at R16 000.00.

9.0   ADDITIONAL ITEMS

9.1    Cannon Rocks Trail Walk.  The Chairman reported that SANPARKS are currently active in clearing the trail walk.  Approximately 50% has been completed.
9.2    Swimming Area Signage..  It was reported that the signs at the swimming beach, required attention.  The portfolio member was requested to address.
9.3    Meeting December.  The Committee meeting for December was set for 12 December, 09.00.  It was decided that only the Agenda for the AGM will be discussed at this meeting.
9.4    Amalotla Presentation.  Amatola water will be giving a presentation of the Amatola Water – Ndlambe Bulk Water Supply Project, at the Bokness Community Hall, on Thursday the 24 November at 19.00.  Members are encouraged to attend.  The secretary will arrange for a notice board to be hung at the entrance to Cannon Rocks.
9.5    Road Signage.  It was reported that the chevrons, along the road from the R72 to Boknesstrand, are not visible.  The secretary was requested to draft a letter to Provincial Roads Department, asking for remedial action.

10.0 ISSUES TO BE FORWARDED TO THE WARD 2 MEETING

10.1  None.

11.0 MEDIA

11.1  None.

12.0 NEXT MEETING

12.1  The next meeting will be held on Monday 12 December 2011, at 09h00 in the Community Hall.

13.0 CLOSURE

13.1  The chairman closed the meeting at 16H45.

Confirmed true and correct on this _________day of ________ 2011

CHAIRMAN_____________________SECRETARY_____________________________

CANNON ROCKS RATEPAYERS ASSOCIATION
MINUTES OF COMMITTEE MEETING
HELD AT THE COMMUNITY HALL
ON 10 October 2011 @ 15H00

PRESENT

Mr A Venter                                        Chairman
Mr. J. Nortje                                       Vice Chairman
Mr. J Pomroy                                     Secretary
Mr P. Rousseau
Mrs P Greig
Mr B Fourie.                                       Co-opted Member
Mr M Trompetter                             Municipal Representative
Warrant Officer T Neethling         South African Police Services
Captain Van Aardt                           South African Police Services

1.          WELCOME
The Chairman gave a special welcome to Captain Van Aardt and W.O Neethling of the South African Police Services.

2.         APOLOGIES
Mr. B van de Vyver           No apologies

3.         ADDITIONAL ITEMS
3.1.        Next Year End Function.

4.         PREVIOUS MINUTES
The minutes of the meeting held on 12 September 2011 were proposed by Mr Nortje and seconded by Mr Fourie.

5.         MATTERS ARISING FROM THE MINUTES
5.1.        See portfolios.

6.         PORTFOLIOS

6.1.        Steering Committee.
6.1.1.           Feedback from NRF.  The chairman was requested to analise the items received, from the various ratepayers associations, to be included is a draft petition and draft a concept document.
6.1.2.           Feedback from Combined NRF/Municipal Meeting   Nothing to report

6.2.       Maintenance and Infrastructure.
6.2.1.          Maintenance.
6.2.1.1.           A follow-up e-mail was sent to the Deputy Director Infrastructural Development (Mr Pote ) on 5^th October, requesting feedback regarding the maintenance of the sidewalks in Cannon Rocks extension 4.
6.2.1.2.           The chairman phoned Mr Pote, Deputy Director Infrastructural Development, querying the poisoning of weeds in extension 4, as stated in the minutes of the Municipal Executive Committee Agenda of the 12 October, as this had not actually taken place.
6.2.1.3.           Mr Trompetter was requested to clear the bush around Rae Street road sign, as it was no longer visible, and to remove the bush cuttings from behind the Municipal office, in Rae Street.
6.2.2.    Proposed New Bus Shelter.  The issue regarding the bus shelters, at Cannon Rocks and Boknesstrand, was raised at the recent Ward 2 meeting.  Mr Pote stated that he was again in contact with Grahamstown Municipality.  The Cannon Rocks Ratepayers Association was informed that Ms Poulson, of the Provincial Roads Depart requested Mr. Pote to forward a motivation to Mr. Keyser, of the Provincial Roads Department, requesting assistance.
6.2.3.          Focus Area: Maintenance of Gravel Roads.  The District Road Engineer, Mr Kyser, referred the maintenance of the gravel road between Cannon Rocks and the road to Woody Cape (road direction no. MN50747) to Mr Eugene Kriel, of consulting firm Uhambuse Consultancy.  During a telephone conversation with Mr Kriel, it was revealed that this road is not listed on the task schedule.  However, he will grade the road soon and carry out maintenance and refilling, where necessary as soon as funds are available.  Mr Kyser informed the chairman that he will include the maintenance of this road in the future task schedule.
6.2.4.          Focus Area Sustainable Water Supply.  The Project Engineer of Amatola Board agreed to address the NRF as part of the public participation process.  Preliminary results, obtained from the tests conducted at Cannon Rocks, during August 2011, revealed that the water could be used to supplement the existing municipal water supply, to Cannon Rocks and Boknesstrand.  The chairman and the secretary were requested to draft a letter to the Amatola Water Board, to motivate for a diesel pump, as standby, in the event of power cuts.

6.3.       Fire Fighting/Precaution and Environment.
6.3.1.           Meeting Regarding Fire Break.  The portfolio member to arrange a meeting with the Fire Chief and SANParks.
6.3.2.           Management of Fire Fighting and Precautionary Plan.  Mr Fourie informed the committee that the water tanker. is currently standing at Boknesstrand.  The possibility of storing it in the council yard at Cannon Rocks will be investigated.  The portfolio member and the vice chairman to arrange for training on a nominated Saturday in November.

6.4.       Public Relations and Community Services.
6.4.1.           Focus Area Refuse Sites.  The chairman was unable to contact the Chief Health Officer.

6.5.       Security, Policing and Safety.
6.5.1.            Focus Area Security and Safety.  Captain Van Aardt, requested that house owners exercise caution on the management of their premises keys.  It was further reported that sliding doors have been identified as a means of illegal access and house owners should take precaution in this regard.  The reopening of the Satellite Police Station, at Boknesstrand was not a viable option.  However, the opening a Fixed Point Station, at Boknessstrand, was approved by the Station Commander of SAPS.
6.5.2.            Traffic Signage.  The portfolio member to arrange a meeting with the Municipal Chief Traffic Officer, Mr Cannon.
6.5.3.            Liquor Licence.  An e-mail was sent to the Municipal Manager, on the 5 October, with reference to Cannon Rocks Ratepayers Association letter AV/333jn, dated 30 May 2011, e-mail dated 24 July 2011, as well as letter , reference AV/336/jp, dated 25 August 2011 regarding the Liquor Licence, ECP 16815 – H.E. Landman, requesting for feedback.

6.6.        Ward 2 Liaison.  Mr Pomroy reported that the first Ward 2 meeting, of the new Council had been held, on the 19 September.  The issue of Bus Stop type shelters for Cannon Rocks had been tabled and was approved by the ward committee.

6.7.       Local Government and Developments.
6.7.1.            MOA Community Hall.  The MOA has been received  and was discussed and approved

6.8.        Advertising.
6.8.1.            Advertising at  Cannon Rocks Entrance.  In response to a notice in the Talk of The Town, regarding advertising boards, the committee decided to re-apply for the advertising boards at the entrance to Cannon Rocks.
6.8.2.            Application for Advertising Boards.  An e-mail was sent to Mrs Louw, at Ndlambe Municipality, on 10 October 2011, regarding the advertising board at Cannon Rocks/Boknesstrand crossing.  Awaiting reply from Municipality.  Should the feedback request the need to make an application, then this will be made and co-signed by Boknesstrand Ratepayers Association.  The chairman and secretary were requested to draft a letter. 

7.         CORRESPONDENCE
7.1.        Letter:  ref AV/338/jp   Appreciation for services rendered by Mr. Andre Steyn was attached to the agenda for information.
7.2.        A letter was received from Cacadu Municipality in reply to letter from Cannon Rocks Ratepayers Association, letter ref AV/332/jn, regarding the maintenance and repair of the gravel road, between Cannon Rocks and the road to Woody Cape.

8.         FINANCES.
8.1.         An amount of Twenty Five Rand was approved, for postage.

9.         ADDITIONAL ITEMS

9.1.         Date of AGM.  It was decided that the AGM, and election of new committee members, will be held on the 20 December 2011 at 10.00.  The meeting will be followed with light refreshments.
9.2.         Registration as an Interested Party for proposed Ndlambe Municipality Bulk Water Supply Projec.  Cannon Rocks Ratepayers Association registered as an Interested and Affected Party (I&AP) to participate in the Environmental Impact Assessment (EIA) regarding the proposed Amatola Water – Ndlambe Bulk Water Supply Project.
9.3.         Application for Advertising Boards.  An e-mail was sent to Mrs Louw, at Ndlambe Municipality, on 10 October 2011, regarding the advertising board at Cannon Rocks/Boknesstrand crossing.  Awaiting a reply from the Municipality.  Should the feedback request the need to make an application, then this will be made and co-signed by Boknesstrand Ratepayers Association.  The chairman and secretary were requested to draft a letter.
9.4.         Ladies Club Function.  The date for the year end function of the Ladies Club was set for the 25 November 2011.  Each member to bring a plate of snacks.
9.5.         Additional Committee Members.  The vice chairman was requested to approach possible candidates.  .

10.       ISSUES TO BE FORWARDED TO THE WARD 2 MEETING
10.1.       None.

11.        MEDIA
11.1.        None.

12.       NEXT MEETING
12.1.        The next meeting will be held on Monday 14 November  2011, at 15h00 in the Community Hall.

13.       CLOSURE
13.1.         The chairman closed the meeting at 17H45.

Confirmed true and correct on this _________day of ________ 2011

CHAIRMAN_____________________SECRETARY_____________________________

CANNON ROCKS RATEPAYERS ASSOCIATION
MINUTES OF COMMITTEE MEETING
HELD AT THE COMMUNITY HALL
ON 12 SEPTEMBER 2011 @ 15H00

PRESENT

Mr A Venter                                       Chairman
Mr. J. Nortje                                      Vice Chairman
Mr. J Pomroy                                    Secretary
Mr B Fourie.                                       Co-opted Member
Mr M Joubert                                    Municipal Representative
Warrant Officer T Neethling           South African Police Services

1.     WELCOME
The Chairman gave a special welcome to W.O Neethling of the South African Police Services.

2.    APOLOGIES

Mrs. P. Greig
Mr. B van de Vyver
Mr. P. Rousseau

3.    ADDITIONAL ITEMS

3.1.                     Next Joint Cannon Rocks/Boknesstrand meeting.
3.2.                     Minutes Posted at Caravan Park.
3.3.                     Cross Road Diversion.

4.    PREVIOUS MINUTES

The minutes of the meeting held on 8 August 2011 were adopted with minor change.  Proposed by Mr. Nortje and seconded by Mr. Fourie.

5.    MATTERS ARISING FROM THE MINUTES
5.1.          See portfolios.

6.    PORTFOLIOS

6.1.          Steering Committee.

6.1.1.      Feedback from NRF.  The NRF is currently revising the petition to the Provincial Premier. Cannon Rocks Ratepayers Association has submitted its considerations.

6.1.2.      Feedback from Combined NRF/Municipal Meeting.  The Chairman of the NRF has been requested to look into the re-establishment of the Combined NRF/Municipal meeting.

6.2.          Maintenance and Infrastructure.

6.2.1.      Maintenance Items for Mr Joubert.  The following items were raised.

6.2.1.1.       Trimming and Grass Cutting in Extension 4.  No progress appears to have happened so far.  It is considered that this item should receive urgent attention, as it has been outstanding for a considerable time.  The Secretary was requested to draft a letter to Mr Pote, Deputy Director, Infrastructural Development, for feedback on this matter.

6.2.1.2.       Mr Joubert was also asked to secure the notice boards at the cannons and at the central parking area.

6.2.1.3.       The committee wish to thank Mr Joubert and his staff, for addressing the maintenance issues promptly.

6.2.2.      Proposed New Bus Shelter.  In light of recent developments Mr Pomroy was asked to conifer, with the Boknesstrand Ratepayers representative, as to the viability of the proposed bus shelters.

6.2.3.      Focus Area: Sustainable Water Supply.  The Chairman informed the committee, that a contract for the maintenance and operation of the reverse osmosis plant had been awarded to Gijima Engineering.  A further contract for the maintenance of the borehole pumps and the water supply had been awarded to Qhama Water Operations and Maintenance Solutions cc.  The committee was also informed that Amatola Water Board will take over as the future water service provider for Ndlambe Municipality.  The Chairman will arrange a meeting with responsible representative from AmatolaWater board to discuss the future planning regarding the water supply system of the Ndlambe Municipality.

6.2.4.      Maintenance of Gravel Road.  A letter from Cannon Rocks Ratepayers Association to the Provincial Road Engineer requesting repair to the dirt road between Cannon Rocks and the T junction of the Woody Cape road was sent in August 2011.  To date no response has been received.

6.3.          Fire Fighting/Precaution and Environment.

6.3.1.      Management of Fire Fighting and Precautionary plan.  On the 7 September, the Chairman sent an email to SAN Parks and the Fire Chief of Ndlambe Municipality requesting a meeting to discuss the fire break between Cannon Rocks and SAN Parks property.  The Ndlambe Fire Chief informed the Chairman that a Fire Services Advisory Forum would be held on the 14 September and invited representatives, from Cannon Rocks Ratepayers Association to attend.  The Vice Chairman, Mr Nortje, and Mr Fourie, portfolio holder will represent the committee.  They were requested to arrange a meeting with SAN Parks to discuss the fire breaks.

6.4.          Public Relations and Community Services.

6.4.1.      Focus Area Refuse Sites.  Communication was received from Ndlambe Municipality, whilst they acknowledge the frustration regarding the rubbish being rifled; they could not offer assistance in this regard.  However Ms Booysen, Senior Environmental Health Practitioner would look into the matter of additional skips.  It was reported to the committee that some of the rifling was being done by staff working at the Heritage Site.  The Secretary was requested to draft a letter to the sub-contractors, requesting they address improving supervision.

6.5.          Security, Policing and Safety.

6.5.1.      Focus Area Security and Safety.  W.O. Neethling, SAPS, informed the committee that the crime rate had significantly reduced during the period of July to September.  He invited residents to report suspicious happenings, on the beach.  He requested that Cannon Rates Ratepayers Association, assist the Alexandria Police in acquiring the Satellite Police Station in Boknesstrand.  The Chairman would undertake to contact the Municipal Manager.  W.O. Neethling further asked for support, from the association, in obtaining a patrol boat.

6.5.2.      Traffic Signage.  Stand Over.

6.5.3.      Liquor Licence.  A letter was forwarded to Ndlambe Municipality, for attention the Municipal Manager, on the 25 August 2011, awaiting response.  However, as a result of communication between the Chairman and the Eastern Cape Liquor Board Chief Inspector Compliance and Enforcement, the chairman was informed that this issue will be submitted to the Liquor Board for reconsideration.  The Liquor Board will inform the Association of its decision.

6.6.          Ward 2 Liaison.  Nothing to report.

6.7.          Local Government and Developments.

6.7.1.      MOA Community Hall.  The NRF have requested in writing, that the Municipal Manager to proceed to invite local based organisation to tender.

6.7.2.      Integrated Development Program.  The Chairman was nominated, to represent Cannon Rocks Ratepayers Association, on the Ndlambe Municipal Integrated Development Program.

6.8.          Advertising.

6.8.1.      MOA Advertising at Cannon Rocks Entrance.  The draft agreement between Cannon Rocks Ratepayers Association and Advertisers was approved.  The Treasurer and the Portfolio Holder have followed up on outstanding advertising fees.  This raised an amount of R2700.00.  A vote of thanks was given to the Chairman, for repairing the damaged advertising boards.

7.    CORRESPONDENCE

7.1.          Letter:  Testing of Boreholes was attached to the agenda for information.
7.2.          E-mail re IDP Representative was attached to the agenda for information.
7.3.          E-mail re Amatola Water Board was attached to the agenda for information.
7.4.          Proposed Items for Petition was attached to the agenda for information.
7.5.          Letter ref AV335jn Maintenance Gravel Road was attached to the agenda for information.
7.6.          Letter ref AV336jn Liquor License was attached to the agenda for information.

8.    FINANCES.

8.1.           The treasurer stated that a few outstanding subscriptions have been collected.

9.    ADDITIONAL ITEMS

9.1.           Resignation of André Steyn.  It was with regret that the committee received the resignation of André Steyn.  The Chairman asked the committee members to urgently seek persons to be co-opted onto the committee.  Mr Pomroy was requested to approach a person proposed.

9.2.           Newsletter.  The quarterly News Letter had been published.  The Chairman thanked the committee for their contributions.

9.3.           Next Joint Cannon Rocks and Boknesstrand Ratepayers Meeting.  Joint Cannon Rocks and Boknesstrand Ratepayers Committee meetings will be chaired by the Vice Chairmen, the Secretary and Vice Chairman were asked to arrange the meeting.

9.4.           Minutes Posted At Caravan Park.  Mrs Greig is to be requested to ensure a copy of the minutes is posted on the notice board at the Caravan Park, each month.

9.5.           Cross Road Diversion.  The Portfolio holder of Safety and Security to draft a letter to the relevant authority, for the closure of the road between Cannon Rocks and the T junction of the Woody Cape road, with a diversion through Extension 4.

9.6.           Street Names.  To be discussed at the next meeting.

10.  ISSUES TO BE FORWARDED TO THE WARD 2 MEETING

10.1.         None.

11.   MEDIA

11.1.          None.

12.  NEXT MEETING

12.1.          The next meeting will be held on Monday 10 October 2011 at 15h00 in the Community Hall.

13.  CLOSURE

13.1.          The chairman closed the meeting at 17H50.

Confirmed true and correct on this _________day of ________ 2011

CHAIRMAN_____________________SECRETARY_____________________________

CANNON ROCKS RATEPAYERS ASSOCIATION
MINUTES OF COMMITTEE MEETING
HELD AT THE COMMUNITY HALL
ON 8 August 2011 @ 15H00

PRESENT
Mr. J. Nortje                                                      Act Chairman
Mr. J Pomroy                                                     Secretary
Mrs. P. Greig
Mr. P. Rousseau
Mr B Fourie.                                      Co opted Member
Mr M Trompetter                             Municipal Representative
Colonel B. Frohlich                          South African Police Services
Captain M. Van Aardt                    South African Police Services
Warrant Officer T Neethling           South African Police Services 

1.                        WELCOME

The Acting Chairman welcomed Mr Fourie to the committee.  He gave a special welcome to the members of the South African Police Services.

2.                        APOLOGIES

Mr B Venter
Mr C Metelerkamp          Local Ward Counsellor.
Mr. B van de Vyver
Mr. A Steyn                       (absent without apology)

3.                        ADDITIONAL ITEMS

3.1.                    Community hall – pit stop for clinic.
3.2.                    Sign at swimming beach.
3.3.                    Radio battery at water pump.
3.4.                    Printing costs.

4.                        PREVIOUS MINUTES

The minutes of the meeting held on 11 July 2011 were proposed by Mrs. P. Greig and seconded by Mr. Nortje.

5.                        MATTERS ARISING FROM THE MINUTES

5.1.                   See portfolios

6.                        PORTFOLIOS

6.1.                   Steering Committee.
6.1.1.                      Feedback from NRF.  Nothing to Report.
6.1.2.                      Feedback from Combined NRF/Municipal Meeting.  Nothing to Report

6.2.                   Maintenance and Infrastructure.

6.2.1.                      Maintenance Items for Mr Joubert.  The following items were raised.

6.2.1.1.                            Progress has been made with grass cutting and trimming of the pavements in Cannon Rocks.  Staff were now proceeding to cut the grass inPotgieter Street.

6.2.1.2.                            Repair to damaged roads was still ongoing.  Progress is slow due to the fact that that there is only one tractor operational.  The other tractor needs to be repaired.

6.2.1.3.                            The grass around the community hall has been cut.

6.2.1.4.                            Mrs Greig requested that the stormwater diversion hump, at the corner of Sandra and Ann Streets, be reduced in height, as it could cause possible damage to vehicles.

6.2.1.5.                            The trimming and grass cutting in extension 4.  No progress appears to have happened so far.  It is considered that this item should receive urgent attention, as it has been outstanding for a considerable time.

6.2.1.6.                            Mr Trompetter was requested to cut the bush around the notice boards, at the entrance to Cannon Rocks.

6.2.1.7.                            Mr Pomroy raised the question of reliability of our water supply.  So far the reservoir has run dry on three occasions this year.  This results in the residences, on the upper level of Cannon Rocks being without water for up to 48 hours.  It was learnt that this problem was a result of an electrical fault.  Further it has come to light that the radio, which controls the pump, at the borehole, inAliceroad, has been inoperative for two years or more.  It was requested that this matter be
investigated.

6.2.1.8.                            Mr Nortje asked Mr Trompetter to convey this association’s thanks to the municipality for attending to the water leak at493 Alice Rdand the leaking fire hydrant.

6.2.1.9.                            Mr Trompetter was also asked to secure the notice board at the canons.

6.2.2.                      Proposed New Bus Shelter.  Mr. Pomroy was advised by Ms Janine Paulson, of the provincial roads department, that our request has been forwarded to MSBA Consulting Engineers, who will advise us in due coarse.  Mr Pomroy will follow up on this matter.

6.2.3.                      Focus Area: Sustainable Water Supply.  The request, dated the 25 July, to the deputy director, Directorate Infrastructural Development, for progress regarding the application for an extraction application for all underground water resources being used by the Ndlambe Municipal, and with special reference to borehole #4 inPotgieter street, was referred to Water & Pump Solutions who is appointed as the water service provider.  Further enquiries revealed that the service provider was instructed, only approximately one month ago, to process such an application.

6.3.                    Fire Fighting/Precaution and Environment.

6.3.1.                      Management of Fire Fighting and Precautionary plan.  This portfolio will now be under taken by Mr Fourie. To enable him to familiarise himself with the Fire Fighting/Precaution and Environment plan, Mr Pomroy will make available the plan, as it stands at present.  It will further make available the contact details, of the Boknesstrand Ratepayers Association, representative.  Mr Nortje will forward Mr Fourie a list of items raised by Mrs du Plessis last year.

6.4.                    Public Relations and Community Services. No Report

6.5.     Focus Area Refuse Sites.  Stand over

6.6.                    Security, Policing and Safety

6.6.1.               Focus Area Security and Safety. Captain M. van Aardt of the South African Police Services thanked the committee for being allowed to address the meeting.  The delegation was there to introduce the new station commander, Colonel B. Frohlich, and to explain the new processes being implemented.  Warrant Officer Tersius Neethling will be the officer responsible for Cannon Rocks, Boknesstrand and surrounding farms.  It is proposed to have two officers stationed in this area 24/7.  He further informed the committee about the crime statistic for Cannon Rocks for the period May to August 2011.  Capt van Aartd was pleased to say that two arrests had been made.  Colonel Frohlich stressed that residents should be cautious, as all incidents occur in occupied premises and not holiday homes.  The acting chairman again thanked the delegation for their visit.

6.6.2.               Traffic Signage.  Mr Rousseau spoke to Mr Gerber from the Ndlambe Municipal Traffic Department and was informed that they are waiting funds for paint.  Mr Gerber stated that they anticipate completion by the end of September 2011.

6.6.3.               Liquor Licence.  An e-mail was sent to the Municipal Manager on 24 July 2011 with reference to Cannon Rocks Ratepayers Association letter reference AV/333jn dated 30 May 2011, regarding the Liquor License, ECP 16815 – H.E. Landman, requesting feedback

6.7.                    Ward 2 Liaison.  Nothing to report.

6.8.                    Local Government and Developments.

6.8.1.                  MOA Community Hall.  Awaiting reply from the municipality.

6.9.                   Advertising.

6.9.1.                      MOA Advertising at Cannon Rocks Entrance.  A draft Agreement was tabled for discussion and all members were requested to supply feedback before the next meeting.

6.9.2.                      MOA Advertising Agreement: Cannon Rocks and Boknesstrand.  An “Bestuursooreenkoms vir Advertensie Bord: Cannon Rocks /Boknesstrand” has been signed by the chairman of both Cannon Rocks and Boknesstrand Ratepayers Associations.  A copy of the agreement is available at the secretary

6.9.3.                      Mrs Greig and Mr Nortje to meet to follow up on outstanding advertising fees.

7.                         CORRESPONDENCE  None

8.                         FINANCES.  Nothing to report.

9.                         ADDITIONAL ITEMS

9.1.                    Use of the Community Hall as a pit stop for Mobile Clinic.  It was decided that there was no moral reason to deny this request, however the question of security, access control and cleaning were points of issue. Committee members were requested to consider all implications and discuss them at the next meeting.

9.2.                    Sign at Swimming Beach.  The chairman to investigate and follow up.

9.3.                    Radio at Water Pump.  The radio at the borehole, inAlice road, has been inoperative for more than two years.  It is considered that this matter should be investigated with some urgency.

9.4.                    Printing Costs.  The Secretary has obtained the use of a Laser printer.  He has volunteered to undertake as much printing as is possible.  He requested that the committee reimburse for the cost of the toner and paper. It is considered that this will reduce printer costs considerable.  He was requested to present a cost breakdown for the next meeting.

10.                     ISSUES TO BE FORWARDED TO THE WARD 2 MEETING

None.

11.                     MEDIA

None.

12.                     NEXT MEETING

The next meeting will be held on Monday 12 September 2011 at 15h00 in the Community Hall.

13.                     CLOSURE

The chairman closed the meeting at 16h50

Confirmed true and correct on this _________day of ________ 2011

CHAIRMAN_____________________SECRETARY_____________________________

CANNON ROCKS RATEPAYERS ASSOCIATION MINUTES OF COMMITTEE
MEETING HELD AT THE COMMUNITY HALL ON 11 July 2011 @ 15H00

PRESENT

Mr. A. Venter – Chairman
Mr. J Pomroy
Mrs. P. Greig
Mr M. Trumpetter – Municipal Representative
Mr J. Nortje. – Secretary

1.      WELCOME
The chairman welcomed everyone at the meeting.

2.     APOLOGIES

Mr. B van de Vyver
Mr. P. Rousseau
Mr. A Steyn (absent without apology)

3.     ADDITIONAL ITEMS
None

4.     PREVIOUS MINUTES 
The minutes of the meeting held on 13 June 2011 were proposed by Mrs. P. Greig and seconded by Mr. Pomroy.

5.     MATTERS ARISING FROM THE MINUTES
5.1.   See portfolios

6.     PORTFOLIOS

6.1.   Steering Committee.

6.1.1.   Mr Barry Fourie has agreed to be co opted on to the committee.   He will be allocated the portfolio of Fire Fighting/Precaution and Environment.

6.1.2.   Feedback from NRF. The allocation of portfolios is still in progress.  The NRF was informed that water restrictions and the drought tariff, had been lifted. The petition to the Provincial Government was still under discussion and hopefully will be finalized before 25 August 2011.  On this date NRF will have a meeting with Ms. N. Mbete, general manager of Premier Intervention Programs.

6.1.3.   Feedback from Combined NRF/Municipal Meeting.  The meeting did not take place.

6.2.  Maintenance and Infrastructure.

6.2.1.   Maintenance Items for Mr Joubert. The following items were raised.

6.2.1.1.   Progress has been made with grass cutting and trimming of the pavements in Cannon Rocks, but due to the heavy rains further progress was not possible.

6.2.1.2.   Mr Trumpetter informed the meeting that progress on the repair of badly affected gravel roads in Cannon Rocks will begin soon. Repairs will begin in Sandra, Patricia and Nancy Street first.

6.2.1.3.   The fire hydrant opposite erf 490 is still leaking and needs to be repaired. This item has been outstanding for quite some time. A further leak at the municipal water meter of 493 Alice Road also requires urgent attention. This leak is on the Municipal side of the meter.

6.2.1.4.   The trimming and grass cutting in extension 4. No progress appears to have happened so far. It is considered that this item should receive urgent attention, as it has been outstanding for considerable time.

6.2.1.5.   The ground around the community hall requires urgent grass cutting.

6.2.1.6.   The chairman thanked Mr. Joubert the municipal foreman and his team for their efforts to date.

6.2.2.   Ndlambe Tourist Infrastructure and Heritage Project.
A meeting was held on 14 June 2011.  This meeting was attended by a representative from the Provincial Department of Tourism.  Concern was raised regarding the progress of the project.  Further concern was raised about three issues namely the outstanding Feasibility Study, the possible impact of an EIA and the EMF upon the project and the existence of the Refuse Site.

6.2.3.   Focus Area: Sustainable Water Supply.    -   No report

6.2.4.   Proposed New Bus Shelter.
Mr. Pomroy has made contact with Mr Marius Keyser from the Provincial Roads Department, to seek advice. Awaiting feedback.

6.3.   Fire Fighting/Precaution and Environment.

6.3.1.   Management of Fire Fighting and Precautionary plan.   -   Stand over.

6.3.2.   Fire Protection Association Meeting.
Mr Pomroy attended a fire protection association meeting held on the 28 June 2011 in Alexandria.  The aim of the meeting was to establish a Fire Protection Association in the Alexandria Area in accordance with the National Veldt and Forest Fire Act 101 of 1998 to ensure proper fire management.  The proposed areas of cover is the magisterial district of Alexandria, the area west and south of Bushmans river to the coast, extending west of Alexandria to Fonteinskloof which is approximately 30km west of Alexandria.  It was stressed at the meeting, that the emphasis should be on veldt and forestry fires due to the forestry nature of this area.  A working committee was elected to initiate the registration process and to establish a financial structure.  It was considered that a small annual fee may be levied on house holders or alternatively, after consultation, on Ratepayers Associations.  Future meetings will be attended by the portfolio member.

6.4.   Public Relations and Community Services.

6.4.1.   Focus Area Refuse Sites.   -  Stand over.
6.4.2.   SANParks Advisory Committee Meeting.  Mr Fourie will attend the SANPark Advisory Committee meetings in future.

6.5.   Security, Policing and Safety.

6.5.1.  Focus Area Security and Safety – Project Plan.   – Stand over.

6.5.2.  SAPS Crime Meeting.
The SAPS crime meeting that has been arranged by the SAPS, for the residents of Cannon Rocks and Boknes, takes place in the Boknesstrand community hall on 13 June 2011.

6.5.3.  Traffic Signage.
Mr Pomroy sent an email to Mr Keyser regarding the traffic sign at the junction of the R72 and is awaiting a response.

6.5.4.  Feedback Liquor License.  Nothing to report.

6.7.  Ward 2 Liaison.   -   Nothing to report.

6.8.  Local Government and Developments.
6.8.1.  MOA Community Hall.
The responsibility to tender for Community Halls has been transferred from the Estate Section to the Directorate Corporate Services for execution by Ms. Lazola Maneli.

6.10.  Advertising.

6.10.1.  MOA Advertising at Cannon Rocks Entrance. The chairman to follow up with Mr van de Vyver.

6.10.2. New Advertisement.
Reference to the spiritual advertisement declined by the committee of the Boknesstrand Ratepayers Association. They are of the opinion that spiritual and religious advertisements are inappropriate for advertising on the board at the cross roads of Bokness and Cannon Rocks.

7.   Correspondence.
7.1.   Email to Mr Keyser, regarding road signage on R72 and a reminder about previous correspondence regarding the condition of the gravel road leading to the Alexandria Forest road.

8.   Finances.   -  Nothing to report.

9.   ADDITIONAL ITEMS    -  No additional items.

10. ISSUES TO BE FORWARDED TO THE WARD 2 MEETING    -  None.

11. MEDIA None.

12. NEXT MEETING
The next meeting will be held on Monday 8 August 2011 at 15h00 in the Community Hall.

13. CLOSURE
The chairman closed the meeting at 16h20.

 Confirmed true and correct on this _________day of ________ 2011 CHAIRMAN_____________________SECRETARY_____________________________