ZBRRA

Meeting   ANNUAL GENERAL MEETING – ZBRRA

Date & time 18^th December 2007, 18H00

Venue   Darnall Country Club

Present Klaus Achtzehn (Chairman) Nic Ellender, Ian Masson, James Gilleran (Security) Neil Wallace, Richard Armstrong, Margo Thiel, Wendy Balcomb (ZBRRA Admin. Manager)

Members present as per attendance register

Mr & Mrs DuBernard

T. Thompson, H Lindveldt

Dr L Cramer

And all as per proxy

Signing of Attendance Register

Attendance register recorded signatures of 72 members, 54 proxies. With spouses and non-members, approximately 150 people attended the AGM

Minutes of previous meeting

Minutes of the previous meeting were accepted, approved by Dymock Brett and seconded by Gerard Maritz.

·       2007 was a challenging year for the committee but the outcome was a much stronger association.

·       Wendy and the committee were thanked for their tremendous contributions and perseverance. Thanks were also expressed for the invaluable contribution to the community by the late Mark Clewlow as well as for voluntary assistance by members like Simon Pratt.

·       Membership has grown to about 200 from 150 a year ago. Reserves have doubled during the year, enabling the new committee to not only guarantee the community security effort, but also to tackle ambitious new projects.

·       The duty of the committee was to carry out the mandate of the members as stated in our Mission Statement and to endeavour to protect our joint investment in Zinkwazi. The committee is accountable to the ZBRRA members only.

·       The present constitution is uncomplicated and has been adequate but there may be some issues that could be amended in the future. The structure of the association was explained and the possibility that this may need to change due to the needs of a much larger body. 

·       Membership and eligibility: Each rate-able property is entitled to one membership only. A company or trust would nominate one representative for membership. Any leaseholder of rateable property is also entitled to one membership.

·       Preparation for the AGM and elections was transparent and every effort was made to encourage nominations from members. Several invalid nominations were put forward for election onto the committee, who were not eligible for various reasons and every effort was made to facilitate their compliance for nomination.

·       The independent election arbitrators J Osborn, B Stone and E Pilz, who agreed to assist with the counting of votes, were thanked.

·       The committee successfully dealt with the following:

·       Security

·       The rates department

·       Beach restoration meetings attended

·       Communication with Service providers and members

·       Illegal signage and street names

·       Roads and potholes

·       Water issues. Responsibility of water supply was split between Umgeni and Illembe and a supply contract has been signed enabling Umgeni to budget for a new water supply for Zinkwazi.

·       Contact made with Ocean Reef Body Corp to resolve outstanding issues with hotel

·       Communication with members has been good.

·       Website has been registered to broadcast information and provide space for other bodies and services.

·       The role as watchdog of compliance was explained: We are mandated to communicate with the authorities Eskom, Ilembe etc. Irregular Development issues are brought to members attention and circulated. If necessary we register as an interested/affected party. It was stressed that ZBRRA would inform but not become involved in personal issues.

Membership application explained as an association of voluntary members not a legal body or company

Membership as regards multiple ownership explained. A single ratable property is entitled to a single membership. If owned by company one membership applicable. Member is only a member if in good standing and has paid up.

Status of association re liability. May need a change of status or indemnity from liability. Any member may have access to audited financial statements from WB. 

Town planning questioned. Town Planning Scheme needs to be finalized by new committee to ensure that future development will comply with the holistic vision of the community.

Mrs Hornick reported unacceptable noise from Black Rock Park and the beach area over festive season

Mrs Mc Cracken reported disturbance to residents from seasonal basket vendors who take up residence in the bush at corner of Nkwazi and Seagull Rd.

It was explained that accounts were run by WB, submitted to Ian Masson monthly and audited annually by Ken Mc Quade. 

Reserves have increased from R60,825 to R119,729

Questions posed which need to be resolved.

1)       The matter of whether the Association needs to deduct PAYE from the Admin Manager as a Consultant.

2)       The present legal status of the association, with a constitution, and whether it should be changed to a Section 21 Company or a CC

3)       Verification of the Assets of the Association, and more particularly the Bank Account Balances as at 31 October 2007. We will ask for Certificates of Balance from the Bank and send copies of these to members.

4)       Our Constitution does not require the Association to be Audited and signed off by a firm of Registered Accountants, although the person, Ken McQuade, who audited our books of accounting, works for a well known firm of Auditors in the area. He completed the audit in his private capacity.

Statistics showed that beams were a deterrent to crime

Holiday homes were more at risk than those permanently occupied

It was necessary to engage an alternate new security company on 3 months trial. Alpha have two guards on duty by day and two by night

Members urged to register staff with ZBRRA and to display clearly the property number on premises.

The Chairman stressed the need for the NW to be a strong independent body

Neil highlighted a no of key challenges for the new committee in 2008.

·       Rebuild relationships with local government and clarify the role and appointment of ward committee members

·       Further development of the Neighbourhood  Watch , it should become an independent body in 2008

·       Finalisation of the town planning scheme incorporating the survey information already compiled. A future arrangement for housing commercial enterprises must be addressed.

·      Focus on the environment creating greater community awareness of the factors effecting  our environment and how we can best protect it in the face of rapid development along the North Coast.  

·      The Lagoon - protect its status and use for future generations 

·      Alien Vegetation eradication and control. 

·       General conservancy status of Zinkwazi Beach to be reviewed .

·       Rebuilding of critical infrastructure after the March storms. To be ready to add to the local government plans for restoration where needed, with particular reference to beach access paths and the current degradation of the dune face.

Due to the withdrawal of 5 nominations on 16^th December, the remaining 14 nominations would be accepted by default.

The existing members of the committee were Klaus Achtzehn, Rob Hofmeyr, Ian Masson, Richard Armstrong, Nic Ellender, Margo Thiel, James Gilleran, Craig du Bernard, Neil Wallace. New committee members are Gladys Bowton, Frank Rencken, Vic Oellerman, Vic Louis, Dymock Brett..

Matters Arising

Noise and disturbance from Black Rock to be brought to the attention of the authorities

 Annual General Meeting - 2008

Dear Resident

We are delighted that Heidi Gaul and Leilz Simmons - yes the same pro-active lady who has cared so well for Claudette Smit these past months - will be opening a convenience store at the Mini Mall early in December. Craig and Donna du Bernard will remain downstairs with their hardware.  The upstairs of the building is in for a re-vamp with office space for Engela Wium’s Driftwood Letting agency and Gordon Barnard’s Fish Eagle Estates.

We wish Leizl and Heidi Good Luck.  Please read their letter of introduction to the community  - WB

15H30 - 17^th October, 2008

33 Magai Drive - Zinkwazi

2              Present   Fokko Fokkens (Blythedale Conservancy) Peter Saville (CCF Trust) Truman Buthelezi (Ezemvelo KZN Wildlife, Harold Johnson), ZBRRA: Neil Wallace, Klaus Achtzehn, Wendy Balcomb

Residents: Cliff Hatt,

3              Apologies: Jasper Pons, Richard Penn Sawers (Ezemvelo KZN Wildlife) Ryan Dematheis (Ithuba estates)

Peter Saville reported that he had communicated with Paul Russell of Tongaat Huletts and that TH were supportive of the Zinkwazi Conservancy’s efforts and wanted clear objectives of future projects. It was agreed that farmers Mike Zunckel, Gary Lindsay and Pete Goss who farm on the Tugela be invited to join the conservancy as well as Penn van Rooyen who is actively engaged in the protection of the Hlogwane bush at Tugela mouth where he lives.

The Harold Johnson reserve is now being managed by Truman Buthelezi with the assistance of Peter Saville. Overgrown trails are being cleared and trees marked.

5              WB suggested that Harold Johnson be the venue for a social fundraising evening in January            09 to bring awareness for the environment to the Zinkwazi community. Kinsley Holgate has agreed to speak on this subject and Truman B and P S to arrange for a ‘bring and braai’ early     evening.

6              Cliff Hatt was thanked for his matrix and Neil requested it be circulated to the committee.

7              Neil reported that R150,000-00 has been allocated by DEAT for beach access and trails but nothing for Alien Plant removal. The Caring for the Coast project will in the future be responsible for the admiralty reserve and the removal of alien invaders in this zone. The village AIP project run by ZBRRA to remove alien plants in the village is progressing well but the retention of trained staff was a problem. 

8              Conservancy sign. WB to request the specs from Alison Young of the Conservancy Assoc.

Klaus Achtzehn to replace the old sign with a new one at the entrance to the village.

The document on the Zulu Roots Trails to be circulated by Klaus to the committee..

9              Recycling has been delayed due to new legislation to regulate this. Anne Bindoff to advise us when this is promulgated.   It was suggested that Craig should design and quote to supply raised metal frames for refuse for verges. Residents could purchase these to erect on pavements out of reach of animals.

10            Payment for membership of conservancy. Ryan De Matheis to be reminded to pay Alison Young a cheque for the past two years owing.

11            Membership. It was agreed that ZBRRA would make an annual donation to the Conservancy which would entitle every member of ZBRRA to automatically be a member of the Conservancy.

12            Dune rehabilitation. Cliff Hatt is to prepare for education programme for children – dune planting, trails through coastal bush.

13            Estuarine management. Fokko reported that the depletion of fish in some estuaries is due to sewage pollution I,e. Nonoti. 

WB to ask Duncan Hay if a study could be done by the University of Natal to establish whether the Zinkwazi river is affected.

The next meeting will take place at Lagoon Lodge on Monday 24^th November 08 at 15H30

Minutes of the Ward 2 Area Sub-committee held on 14^th October, 08

Despite requests to Louis Bezuidenhout to elect a Ski Boat Club committee member to attend Ward meetings – nobody was forthcoming

WB to ask the Neighbourhood Watch to send a rep to ward meetings

5.1       Security and safety

5.2       Access to and from beach area for cars and pedestrians

5.3       Crowd control in roads and on beaches

5.4       The supply of services to the visitors, water, toilets, additional refuse bins

It was agreed that the Neighbourhood Watch would be asked to arrange meetings with the local authority - Protection Services, SAPS and Alpha Security to plan for the movement of traffic in and out of the town and all aspects of security.

Agreed that E Wium is to send a letter to the Public Protector regarding non-compliance in dealing with our request for a meeting.

EW said that we had two shut down of supply for maintenance in the past month

Gerald Jack believed that piped water from Sundumbili/Tugela project would reach Zinkwazi in 18 months.

The new Neighbourhood Watch committee has made good progress in getting many new members signed up to contribute to Alpha’s patrol of the village

Zinkwazi has never looked worse. Storm water drains, verges and roads are in a state of disrepair. WB letter to Civils and Parks dep. unanswered.

New contracts for maintenance of verges to start on 20^th October. 

Steady progress of alien invader removal on private properties and at Flamiingo park.

EW to assist WB with contact details of owners to offer services to clean overgrown properties.

It was agreed that for several reasons it was inappropriate for meetings

The tender committee had repeatedly postponed meeting relating to the tender. They have request from EW a floor plan to match the existing floor plan. Suspected that the delay may be related to zoning of the premises, - commercial as opposed to community use.

14.i      Basket weavers.   It was agreed that owner B Shepstone at 1 Sea gull rd,  should be advised that the basket weavers, when in the village, reside on his premises.  

14.ii      Dogs & Cats. Uncontrolled dogs in the streets were of concern. Pam Bridges advised that her 3 alsasian dogs were littering streets by breaking open garbage bags. Several reports that residents were afraid of being attached by the same dogs.

The number of cats have increased in the village. Residents to be notified that they should take measures to minimize those on their own premises.

16. Date of next meeting to be arranged.