2025 AGM minutes

MINUTES OF THE RECONVENED ANNUAL GENERAL MEETING OF THE

VAN RIEBEECKSHOF MASTER HOME OWNERS’ ASSOCIATION HELD

AT THE PROTEA VALLEY CHURCH ON 03 JUNE 2025 AT 18H30

Present:

Sixty-Four (64) owners by proxy or in person, as per the attached attendance register.

Apologies:

Mrs. Elize Roux

1. Welcome

Mrs. Nicolene van Niekerk, the chairperson, welcomed the members present and declared the meeting duly constituted. At the 1st meeting scheduled for 27 May 2025 a quorum was not present, and the meeting was reconvened to 03 June 2025.

Mrs. Nicolene van Niekerk introduced the trustees to the members and proceeded to chair the meeting.

2. Confirmation of the minutes of the last Annual General Meeting held on 13 June 2024.

The members present accepted the minutes.

Proposed by Mr. Emil Scheepers and seconded by Mr. Bjorn Bochems

3. Approval of the Audited Annual Financial Statements for the year ended 25 February 2025.

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

Proposed by Ms. Erina Veldsman and seconded by Mr. Bjorn Bochems

4. Chairperson’s Report

Mrs. Nicolene van Niekerk referred to the Chairperson’s Report that had previously circulated, and highlighted the following:

Security – Presented by Mr. Johan Bester

To enhance the security of the Van Riebeeckshof area the following steps were initiated:

▪ An objective security specialist (Mr. Frans Jacobs) was contracted to conduct an areawide security assessment. His mandate was to provide the Trustees with recommendations on steps that could be taken to enhance the security of the Van Riebeeckshof area in support of security measures that owners in the area have already taken. ▪ Following the report by Mr. Frans Jacobs, a community meeting was held on 17th September 2024 to present the recommendations to the community. ▪ To enhance the existing security measures, the following security measures have been taken:

o A motion detection camera was installed at the top of Uiterwyk Street to monitor the gate into the Majik Forest (adjacent to the parking area).

o Motion detection lights have been installed along the entire length of the 2,2km security fence. o An SLA has been concluded with Fidelity-ADT (Technical) to maintain the security fence infrastructure (following the non-performance of the previous contractor). o An SLA has been concluded with Eden Landscaping to maintain the weed growth along the security fence (following the non-performance of the previous contractor). o In cooperation with Chianti Villas a motion detection camera has been installed at the top of Middelvlei Street that monitors the “Renoster Veld.” o In cooperation with La Veritas Estate, an overview camera has been installed to monitor the traffic in Koelenhof Road (towards the Majik Forest Centre). o The LPR camera that functions on solar power (placed at the traffic light) has been replaced by an upgraded LPR camera to monitor suspicious vehicles. In cooperation with the owners of the Majik Forest Centre, this camera is now placed strategically to monitor the access of traffic into van Riebeeckshof from the traffic light.

Environment – Presented by Ms. Marlene Janse van Rensburg

The current service provider in the VRH area is Eden Landscaping.

For 2025-26 the following focus areas have been identified and will be receiving ongoing attention:

▪ Removal of alien vegetation that endangers endangered flora species. ▪ Design and placing educational information boards in the green belt areas. ▪ Development of seep and stormwater catchment areas in the green belt areas and re- introducing indigenous species in such areas

Architecture

Mrs. Nicolene van Niekerk introduced Danie de Wet as the new managing architect.

Members are reminded that all proposed structural changes and additions to their property need to be provided to the Managing Agent of the VRH MHOA prior to the initiation thereof. Should you wish to do building operations, please ensure that you file building plans for pre-approval for consideration. In case of uncertainty, please contact the Managing Agent.

A single uncompleted house development in Uiterwijk Street currently remains a challenge. It is hoped that a potential buyer may be found to complete the building. Although negotiations are ongoing, no finality has been reached. We thank Mr Richard Dixon (a member) for his efforts as an attorney acting on behalf of the VRH MHOA.

Communication – Presented by Ms. Erina Veldsman

Ms. Erina Veldsman confirmed that the WhatsApp groups are not managed by the trustees. However, the trustees did create a new WhatsApp group, VRH Broadcasting, in which only administrators can post, as this group will be used to communicate important notices to owners.

5. Approval of the budgeted Income and Expenditure for the financial year ending 28 February 2026.

The budget was presented to the members present.

A 10% levy increase to R330 per month (free standing erven) and R165 per month (complexes) was highlighted. The budget includes a R10,000 once off donation to the Tygerberg Wetlands Association.

Proposed by Ms. Marlene Janse van Rensburg and seconded by Mr. Johan Bester.

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, Regus Offices, First Floor, Willowbridge Centre, Carl Cronje Drive, Bellville., 7530 was approved.

7. Appointment of auditors for the year ending 28 February 2026.

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 2025/26 financial year as proposed were and approved by the meeting:

Mrs. Anzel Pienaar

Mr. Emil Scheepers

Mrs. Thelouise Van der Merwe

Mrs. Nicolene Van Niekerk

Ms. Erina Veldsman

Mr. Johan Bester

Mrs. Marlene Jansen van Vuuren

Mr. Jacques Collins

All the trustees were thanked for their efforts.

9. General

10. Closure

Mrs. Nicolene van Niekerk confirmed that the enhancement of security and the environment will be the main focus areas for 2024/25.

As there was no further business to be discussed, the meeting closed at 19h50.