2023 AGM minutes

MINUTES OF THE RECONVENED ANNUAL GENERAL MEETING OF THE

VAN RIEBEECKSHOF MASTER HOME OWNERS’ ASSOCIATION HELD

AT THE PROTEA VALLEY CHURCH ON 12 JUNE 2023 AT 18H30

Present:

Forty-One (41) owners by proxy or in person, as per the attached attendance register.

Apologies:

None

1. Welcome

Mrs. E. Veldsman, the chairperson, welcomed the members present and declared the meeting duly constituted. At the 1st meeting scheduled on 05 June 2023 a quorum was not present, and the meeting was reconvened on 12 June 2023.

Mr. E. Scheepers introduced the trustees and Mr Freddie van Rensburg (the Architectural Consultant) to the members present and proceeded to chair the meeting.

To provide context, an explanation of the Van Riebeeckshof Valley-NPC and the Tygerberg Wetlands Association was given.

2. Confirmation of the minutes of the last Annual General Meeting held on 21 June 2022.

The members present accepted the minutes.

3. Approval of the Audited Financial Statements for the year ended 28 February 2023.

After a discussion, the financial statements were approved by the members present.

Proposed by Keith Floyd and seconded by Mr RK Frans.

4. Chairperson’s Report

Mr. Emil Scheepers referred to the Chairperson’s Report that had previously circulated, and highlighted the following:

Security

– Mr. Emil Scheepers introduced Mr. Sean Pigden of ADT who confirmed that there was only one security incident reported in the area in the past year. – Mr. Johan Bester informed members of the 3 new cameras installed by City of Cape Town at the power station in Uiterwyk Street. – Mr. Gavin Riley advised that the problematic painter has been relocated and that the situation is being monitored by ADT. – The importance of the cameras was explained to the members.

– There is a portion of the back fence that needs to be repaired which has been budgeted for in the new financial year. – A special word of thanks was expressed to ADT (Security) for the services they provide to the community at large.

Environment

– The current service provider in the VRH area is Eden Landscaping. – 10 Trees donated by Council will be planted on the Van Riebeeckshof green belts. – Mr. Emil Scheepers highlighted the projects completed in the past year. – Owners were reminded not to dump any garden and building refuse on the vacant plots and greenbelts. – In his absence, Mr Gerhard van Schalkwyk of Eden Landscaping was thanked for the services that he provides to keep the environment neat and tidy.

Architecture

– Members were reminded that HOA approval is required for improvements, external painting and solar installation. – The installation of generators is not advisable due to noise pollution that is created. There is a 5 decibel Council limit in this regard. – Mr Freddie Van Rensburg was thanked for his support in managing the architecture portfolio.

Communication

– Mrs. Erina Veldsman reminded members of the VRH website and Facebook page. – The community WhatsApp group is currently the main communication channel.

5. Approval of the budgeted Income and Expenditure for the financial year ending 28 February 2024.

The budget was presented and approved by members present.

The budget and an 6.9% levy increase to R272 per month (free standing erven) and R135 per month (complexes) was duly noted.

6. Determination of the domicillium citandi et executandi of the Home Owners Association.

The proposed determination and approval of the domicillium citandi et executandi of the Homeowners` Association as being: c/o Nolands Chartered Accountants, Unit 12 Canal Edge 1, Carl Cronje Drive, Tyger Waterfront, 7530 was approved.

7. Appointment of auditors for the year ending 29 February 2024.

The appointment of auditors, IJ Smith & Co, was confirmed.

8. Election of the trustees up to and including the next Annual General Meeting The trustees duly nominated and accepted for trusteeship, for the 2023/24 financial year as proposed were and approved by the meeting:

Mrs. Talana Crous

Mr. Emil Scheepers

Mr. Gavin Riley

Mrs. Thelouise Van der Merwe

Mrs. Nicolene Van Niekerk

Ms. Erina Veldsman

Mr. Johan Bester

All the trustees were thanked for their efforts.

9. General

Escom Access gates (back fence)

Escom does not want these gates locked although this may cause a security risk. Further investigation can be given to making the signage bigger.

Greenbelt between Oude Westhof and Van Riebeeckshof and next to the Church The greenbelt between Van Riebeeckshof and Oude Westhof needs attention. The bottom of the greenbelt is marshy in winter and the top-end is not well maintained.

Water flow has also created dangerous erosion holes that need to be attended to. Concerns were raised that certain water outlets in the area pose a potential safety risk. Mr. Emil Scheepers will address this with Council.

Attention will be given to the problems that have been identified.

10. Closure

Mr. Emil Scheepers confirmed that the following matter would be the focus areas for 2023/24:

– Enhancement of security. It remains everyone`s responsibility.

He urged members to:

– Apply to the trustees before initiating building or painting projects; and – Forward suggestions to trustees for any improvements that could benefit the area.

A special thanks was given to Nolands for the exceptional service they provide to the MHOA as Managing Agents.

As there was no further business to be discussed, the meeting closed at 19h30.