Minutes of the Annual General Meeting of the Vredekloof Cid Npc

MINUTES OF THE ANNUAL GENERAL MEETING OF THE VREDEKLOOF CID NPC

held at the Friend of God Church, Vredekloof, on 20 November 2012 at 19h00.

1. Opening Prayer

Pastor Nico Buys opened the meeting with prayer.

1. Welcome – Chairperson

Danie Grobler is acting as Chairperson on behalf of Gary Hirst who is out of town. Danie welcomed everybody and remind them why the VCID exist. He is sure that none of us want to be a victim of crime. He also explained the agenda.

Everybody are welcome to raise an issue, but try to keep it to the end of each session en keep it to the point. There will also be a chance at the end of the evening to ask more questions if it was not addressed earlier.

Apologies:Gary Hirst

Cllr Theresa Uys

Cllr Carin Brynard

1. Establish Quorum to constitute meeting – Danie and Leon

The following Notice of Annual General Meeting appeared in all the relevant newspapers according to the policy:

The Vredekloof Improvement District NPC will be hosting its Annual General Meeting and all stakeholders are invited to a review of the year’s activities and adoption of the MOI as required by the Companies ACT 71 of 2008.

Date:20 November 2012

Time:19h00

Venue:Friend of God Church, Vredekloof

Resolutions presented at the AGM can only be voted on by bona fide members of the Vredekloof Improvement District NPC. This membership is available free of charge to all owners of property within the SRA footprint, but, they must be registered before 15/11/2012.

For further information on how to register, go to or send an e-mail to or call 021 981-3303

The attendance list was circulated

1. Minutes of the previous meeting

ApprovalProposed:Jacques du Plessis

Seconder:Boetie Bamberger

1. Matters Arising

None

1. Manager’s Report 2011/12

Leon Brynard presented his report in the form of a slideshow with pictures showing the difference since the inception of the VSC and later the VCID.

He also showed the projects that were introduced since the beginning and the progress thereof.

The following are statistics that were shared with the meeting:

2011 / 2012 / P . M .
Suspicious Vehicles / People / 162 / 269 / 22
Km’s patrolled / 85,500 / 107,089 / 8,924
Escort Requests / 34 / 5 / 0,4
Safety & Security Risks / 165 / 551 / 45
Municipal Matters / 117 / 108 / 9
Disturbance / 36 / 61 / 5
Watering of Shrubs (liters) / 51,000

Our safety is also depending a lot on what we and also our fellow residents do. He also shared some crime prevention tips and what residents should and should not do. It was again confirmed that main reason why the VCID was formed, was because of crime as indicated in the following slides:

Crime: Vredekloof

Aug/Sep 2006 vs Aug/Sep 2007

Crime: Vredekloof

2006 vs 2007

ALL AREAS – SEPTEMBER 2012

A comparison was made between the crime that took place in SAPS Sector 4 of which Vredekloof is a part of.

Monthly

Crime

2012

Crime Comparison between Newlands vs. Vredekloof

(normal crime prevention through private security companies vs. a CID (City Improvement District)

Number of Houses / Jan / Feb / Mar / Apr / May / Jun / Jul / Aug / Sep / Oct / Nov / Dec / Total
2011
Newlands / 1225 / 8 / 8 / 6 / 3 / 9 / 6 / 7 / 10 / 8 / 6 / 3 / 8 / 82
Vredekloof / 1148 / 3 / 5 / 5 / 0 / 7 / 1 / 8 / 2 / 0 / 0 / 2 / 1 / 34
2012
Newlands / 1225 / 3 / 7 / 12 / 3 / 17 / 11 / 4 / 10 / 9 / 76
Vredekloof / 1148 / 1 / 4 / 1 / 0 / 2 / 0 / 3 / 2 / 0 / 13

Areas of concern

1. Speeding and ignoring traffic of rules
2. Illegal dumping
3. Residents don’t think safety
4. Shifting of crime

Traffic Calming

This is a huge problem and we receive a lot of complaints regarding this.

Fines issued for ignoring the stop at Tamboekie & Vredekloof
Date / 20/01 / 12/04 / 26/06 / 09/10 / 11/10 / 22/10 / 12/11
Fines / 14 / 18 / 10 / 12 / 8 / 3 / 3

He concluded with the following:

“You can please some of the people some of the time, but you cannot please all of the people all of the time ……….. but we try to please most of the people most of the time.”

He invited the residents to contact him if they have problems or need information. The Control Room is open 24/7 and we will attend to everything that gets reported. “If we cannot solve it, or have a solution to the problem, we will forward it to the applicable authority to handle.”

1. Chairpersons Report 2011/12 - Vice Chairperson: Danie Grobler

Why did we start the VCID?It was because of crime! We want to be and feel safe! He also explained the “broken window” approach. If your neighborhood is clean, most criminals will avoid it.

Danie again highlighted the following:

Safety!

Security!

Clean up our neighbourhood!

It must be nice to live in our community!

Remember everybody is responsible for everything!

First implementation letter - October 2006.

Dear Vredekloof Resident

BACKGROUND

As numerous residents of Vredekloof had personal experience ofburglaries and stolen cars over the years andthe past 2 months, we decided to call a public meeting to discuss the need of taking control of our own

security.

At the 3 meetings so far attended by residents, we agreed on the following:

a) A committee elected with the following members: Danie Grobler - Chairperson, Gary Hirst -

Secretary, Leon Brynard - Treasurer, Bessie Bester, JP van der Poel and Frans Bester.

b) The 8 point security plan as setout below.

c) A monthly contribution by residents of R100.00 payable by debit order.

The committee and others walk from house to house to get the support. It was hard work and a time consuming process.

What are you going to get for your R100 monthly fee.

As security is our main focus and there is a matter of urgency, most of the funds will be spent on getting an immediate 24 hour armed response patrol in the area. All residents will have 24 hour telephone contact with the control room. The rest of the plan require a fair amount of documentation and red tape but the committee will do their utmost to get them implemented in the shortest time possible.

OUR PLAN ………… THE 8 POINT PLAN

The eight point plan is done!What now?

Extend the security on the perimeter – Keep them out!

Create and establish pride in our community Do not litter!!!!

Beautify our communal areas.

Maintain and improve what we have!

Encourage each other to participate in keeping Vredekloof Safe and Clean!!

Obey the traffic regulations!

We already achieved a lot and we do want to do more, but we can only do what we have money for.

1. Financial Report 2011/12 - Danie Grobler

Income and Expenditure

It is clear - No money for JAM!

Balance Sheet

As far as fixed assets goes, we only invest in Equipment and Tools!

Comments

Security costs are increasing. Cameras will help to reduce the monthly costs.

General inflation e.g. petrol, labour, materials, rent etc.

Most of the income is spent on Safety, security and upgrading of our communal areas.

Capital expenses of R100,000 for next year.

1. Confirmation of Annual Financial Statements 2011/12

5 Year Budget

In 2013 we will take a big step and reduce the montly levies by 8,95%. This doesn’t mean that we have “surplus” money. It is unfortunate that the cost of everything is going up. For the next year we will just maintain what we have and will not be able to take on more projects. The increases in the years to come, we will try to just keep up with inflation.

Proposed Budget 2013-14

1. Approval of Budget and implementation plan - 2013/14
2. Approval of Utilization of accumulated surplus funds

1. Confirmation of Auditors for 2012/13

Appointment of Auditors to perform secretarial duties

Haumann Rodger Bellville Inc.

Fee 2012 = R6,500-00 + VAT

Fee 2013 = R6,800-00 + VAT

1. Adoption of Memorandum of Incorporation – New Companies Act 71 of 2008

Danie explained that with the input of all the CID’s, legal opinions, etc., this was already approved by Council and we just need to confirm this at our AGM. The document is available for scrutiny by anybody and we are only highlighting the more important points.

5.6 fiduciary responsibility

The Company must at all times have at least 3 (three) Board members

Membership

9.2 Membership of the Company shall be limited to persons who are the registered owners of property situated in the SRA, for so long as they are owners of such property.

9.3Persons who qualify for membership in terms of 9.2 and subscribe to the object/s of the Company in terms of 4.1 may apply in writing in such manner and on such application form as determined by the Board from time to time to be admitted as a member of the Company.

9.4Any person who qualifies for membership in terms of 9.2 and who makes an application in terms of 9.3 must be admitted by the Board to membership of the Company.

11.5 electronic participation in members' meetings

11.5.1 A members' meeting may not be conducted by way of electronic communication.

11.6 quorum for members' meetings

11.6.1 The quorum for members' meetings shall be 20% (twenty percent) of the members, who must be present in person or by proxy and entitled to vote.

11.9 voting

11.9.1 Every owner member shall have 1 (one) vote for every R5 000 000(five million) of municipal valuation or portion thereof, but subject to a maximum of 10 (ten) votes.

11.9.2 No member who is in arrears with payment of the additional rate for more than 60 (sixty) days, shall be entitled to vote at a members' meeting

12. Directors

12.1.1 The Company shall have a minimum of 3 (three) directors.

12.1.6 Subject to 12.1.7, directors shall serve a term of 3 (three) years, commencing from the date of the AGM at which they are appointed.

12.1.7 As required by item 5(1)(b) of Schedule 1 to the Act, at least 1/3 (one third) of the directors shall resign every year at the AGM, but shall be eligible for re-election.

12.6 meetings

12.6.3 Notwithstanding 12.6.2, the Board shall meet at least once every 3 (three) months.

12.6.6 A Board meeting may not be conducted by means of electronic communication and no director may participate in a meeting by means of electronic communication.

14. Enhanced accountability and transparency

14.1.2 The Company shall, therefore, be required to appoint a company secretary

1. Appointment of Directors

Danie ask the meeting if there are any nominations for new Directors? He also ask that people will avail themselves to serve as a Director. The current Directors cannot continue forever, so please think about it. We also need woman.

No new nominations were received.

1. Suggestions and input from the residents

Danie invited the attendees to give their input and ask questions if they have.

Q. Do the markings on the storm water outlets mean anything?

A. Leon confirmed that the municipality marked them to be cleaned.

Q. They reported a couple of storm water drains that were blocked, but nothing happened.

A. Leon asked them to please send an email and he will respond to it.

Q. Is there somewhere that they can complain or report something?

A. Leon said there is a “complaints” register at the Control Room. It is not only to complain, but also to report. The best way will still be via email to have it in writing. Try to report something immediately. In some instances it might be difficult to address something afterwards, especially with the security staff that work shifts.

A. The person at Montpellier 9 says that the street names are not in a good state.

Q. Leon confirms that it is a problem and he did address it with Roads and Storm Water, the responsible department. We also decided to, over time; replace the some of the existing names with names on a pole. Council also decided to do away with “street”, “way”, “crescent”, etc. They will just name it as “Wessel Lourens” instead of “Wessel Lourens Drive or Way”.

Q. Is there somewhere that one can get a list of “approved” contractors in Vredekloof.

A. Leon said that he asked on numerous occasions for people to supply us with their contractors they can recommend, but without very much success.

Danie again explained how the SRA Levy gets calculated:

Municipal Value
X factor (cent in the rand)
/ 365 days
X 31 (nr of days p.m.)
Example:

R1,000,000 X 0.001862
/ 365 X 31
= R158-14 p.m.

Resident Participation

• We again asked the residents to please update their personal details AND we need their vehicle registration numbers. The registration numbers are very important when we need to look for suspicious vehicles. The more “known” vehicles we have, the easier our search will be.
• Get a free quote from Indwe Risk (Short Term Insurers). Danie again explained how people can save and the VCID can also get a small income. The resident will benefit in two ways. Firstly, the saving can cover or partly cover his VCID levy, and secondly, the income to the VCID will help to keep VCID levies down. See the following examples:
• Client A paid R848 – now paying R648
• Saving R200 per month
• Client B paid R897 – now paying R747
• Saving R150 per month
• Client C paid R2,482 – now paying R1,973
• Saving R545 per month
• Client D paid R1,958 – now paying R1,579
• Saving R379 per month
• Family day – 24 November 2013
• 5 km Fun Walk – 09h00
• “Worsbraai” – 10h00 to 14h00
• Archery open day – 10h00
• Plant a tree – 13h00

Danie vra of daar nog enige iemand is wat iets op die hart het voordat hy vir Casper ‘n geleentheid gee. Hy vra ook dat elkeen volgende keer sy buurman moet saambring.

1. Thanks: Adv. Casper Labuschagne

Casper thanked Leon and Danie for an excellent presentation. He also thanked Leon Brynard, the Manager for the huge task over the past year. He also thanked Gary Hirst and the rest of the Board of Directors for their time and dedication.

He also thanked Charl du Toit and SJC, our security service provider, for their excellent service.

Also thank you to the City of Cape Town for their support. Thank you once again to Past. Nico Buys for their facilities at the Church which is always available.

Thank you also to all the residents who supported us over the years. He is proud to be a Vredekloof resident and to see the improvement, the security guards on the Segway, etc., etc.

1. Adjournment – 20h21