MINUTES OF MEETINGS
MINUTES OF THE ANNUAL GENERAL MEETING OF THE ZINKWAZI BEACH RATE PAYERS ASSOCIATION
HELD AT THE OCEAN REEF HOTEL ON
8 DECEMBER 2016 AT 18H00
1 Registration on entry
2 Welcome and Apologies:
The Chairman (Nick Ras) welcomed members and non members and apologized for starting the meeting slightly late. 33 members were present and 13 apologies were received.
Nick explained that the venue was changed because of requests from members to have the AGM in the village. Some members indicated that the 8 December was too early to have the meeting. Nick informed the meeting that unfortunately the 8th was the only date that the venue was available. He also said that there would unfortunately not be the usual snacks after the meeting because of the high cost but that there would be a cash bar.
3 Approval of Minutes of AGM held on 17 December 2015
Proposed by Wendy Balcomb and seconded by Richard Armstrong.
4 Matters arising from minutes of AGM held on 17 December 2015:
This would be dealt with under the different headings.
5 Chairman’s report (Nick Ras):
Nick explained that when he was approached by Klaus Achtzehn, who was the stand-in Chairman, to take over the reins as Chairman, he agreed to it only because he believes that you cannot complain over things or demand things unless you are prepared to do something about it yourself.
Nick said that he was opposed to the different camps and infighting he experienced since moving into the village and stated that it was something to be changed because it was to the detriment of all residents and ratepayers.
With regards to the Admin Manager he stated that what she does for Zinkwazi is phenomanal. Nick said that he had accepted the position provided that Gail was there to assist.
Some of the committee activities he reported on were as follows:
5.1 Committee meetings – Regular committee meetings were held.
5.2 Operation clean up – Robert, our cleaner, has made great strides in the cleaning up of the streets in the village. Beaches were also cleaned twice a week.
5.3 Water supply – Still experiencing problems –Nick spoke to Mr Elias Bhengu from Ilembe to get assurance that they are monitoring the water situation in the village to ensure an uninterrupted supply.
5.4 Sidewalks and paving – Wendy is very active in helping to get our sidewalks walkable. Seagull Road – She was instrumental in getting the walkway constructed which was in the process of being completed. This walkway was discussed in committee and it was decided to get this done to enable beachgoers to access the beach safely when walking.
5.5 Toilet block – ZBRRA will assist KDM to get the unsatisfactory functional state of this project resolved and aesthetically pleasing. KDM have said that they would consider a proposal from ZBRRA. The committee is very grateful that one of our generous members has offered to contribute to making this possible. David Mealen, an architect living in the village offered to assist in the design. We would also look at the Deep Sea Angling and Boating Club facilities as well. KDM has given us permission to obtain the plans of existing buildings. The application form for this has been filled in and this project will be one of the main drives in the new year.
5.6 Website – has been upgraded, Gail, Wendy and Cliff, got together with a web developer and the site is now up and running. Nick informed members of the content on the website.There was also a page for the Neighbourhood Watch to enter their information .
5.7 Urban Improvement Project (UIP)– A questionnaire was prepared and sent out. There are 608 rateable properties in Zinkwazi – 19% of the possible 608 responses were received. In order to get an UIP approved, we need 50% &1 of ratepayers in favour of it . There is also a requirement that it must represent 66% of the value of the properties. 81% of owners didn’t take the trouble to reply. Nick presented graphs of the results and thanked those who assisted with the questionaire. The results will be taken to the committee to discuss the way forward.
Nick asked that everybody work together for everybody’s benefit to enable the village to work.
6. Report on Financial Statements (Richard Armstrong):
Richard presented the financial statements for ZBRRA and the Conservancy.
Nick thanked Richard for his dedication and hard work.
7. Report on Services (Gail Harris):
Water problems persist with pumps tripping out due to power cuts or power surges resulting in the silver tank not pumping to the top reservoir and in turn resulting in the level being low and not reaching certain areas in the village.
Telemetrics were installed to measure levels but unfortunately these are also now not working leading to huge frustration.
We are in consultation with the Municipal Manager to try to resolve these ongoing issues.
When we have a problem water is still being pumped from the Saddle Ridge reservoir in Darnall.
The commissioning of the Tugela pipeline will start at the end of January 2017.
Problems are still being experienced with garden refuse. Decision has been made by KDM to place this under Waste Services instead of under Parks and Gardens and hopefully this will improve matters.
A Contractor has been appointed after KDM had a lengthly court battle over disgruntled contractors who were not awarded the tender. This was resolved after many months. Gail managed to get Parks and Gardens to hire a private contractor to at least do one cut after 2 months of no trimming.
KDM Civils Department were lobied and they have started with the construction of a pedestrian walkway along Seagull to enable families to have safe access down to the beach.
Gail also organized through the Counsellor to supply 5 ladies to start the cleaning of the edges of the roads. Unfortunately they were only provided for 4 days. They then moved onto another area within KDM. Gail reported that she was trying to get another team to continue with this work. If all falls through,she would approach the committee to employ some staff to clear the edges and also the sand off the roads.
Toilet block/Lifesaver tower:
The Chairman has already addressed this.
Managed to get the potholes repaired but have been given a time frame of 18 – 24 months before the road can be re-surfaced.
Pietermartzburg Mounted Police:
Gail reported that we will have the PMB police and horses who will be patrolling the beach on and off from 23 December through to the 2 January. The horses will be housed in Leonatis Park for the duration. Please be aware of this and make sure dogs do not harass the horses whilst they are patrolling.
Eskom has appointed a contractor at last to repair all the street lights, poles that are leaning over and meters that are unstable. This contractor will be starting work in the village the following week, Tuesday or Wednesday.
8. Report on Conservancy (Klaus Achtzehn):
Klaus extended thanks to Cliff for organizing the events during the Christmas season.
He then went on to introduce Peter Saville who is also a member of the conservancy committee and was about to embark on a green project.
He went on to explain that Peter is going to rent the nursery area from the Conservancy.
He wants to set up a composting mulching operation that would collect and
receive garden refuse and turn it into compost. Peter Saville is one of the founder
members of the Conservancy and will be moving back into the village.
9. Election of 2016 Committee:
Nick asked if there are any objections to the current committee being re-elected. There were no objections.
Nominations were called for other members and no nominations were received.
Livia Isabelle suggested what we all get wheelie bins from KDM. Cliff Hatt said that the one problem was that the wheelie bins stood on the verge for long periods but black bags are collected immediately. Gail explained that there would be a cost incurred. She undertook to enquire from KDM.
Tanya Rutherford suggested that when there are power dips or the power in the village goes off, that residents contact Ilembe to let them know so as to avoid pumps switching off.
Cliff Hatt said that he foresaw a huge problem with regards the beach parking because 20 parking bays have been lost as a result of the walkway. He said that there would be chaos in season. Nick indicated that the committee would look at how the situation could be managed to minimize traffic problems.
The Chairman closed the meeting and wished all a happy Christmas and new year.
Nick Ras (Chairman) ……………………………….Date:……………………..
Gail Harris (Admin Manager ……………………….Date: ……………………
HELD AT THE ACHTZEHN CONVENTION CENTRE AT ZINKWAZI LAGOON LODGE ON
1 Registration on entry
2 Welcome and Apologies:
There were 14 apologies and 45 members present.
The attendance register is filed with the original minutes.
3 Establishment of Quorum:
A quorum was established.
- Approval of Minutes of AGM held on 18 December 2017
Proposed by Cliff Hatt and seconded by
- Matters arising from minutes of AGM held on 18 December 2017:
No matters arising.
- Vice Chairman’s report:
Vice Chairman on holiday in Namibia.
- Report on Financial Statements (Richard Armstrong):
Richard presented the financial statements for ZBRRA.
Richard presented the financial statements for ZBRRA.
Zinkwazi Beach Residents and Ratepayers Association is a member based Non- Profit Organisation.
Income is raised through membership subscription fees, donations and interest received. These funds are utilised to defray any expenditures incurred in pursuit of the Association’s objectives.
The income statement reveals an excess of expenditure over income of R152 021 for the current financial year, an increase of R132 908 over the previous year’s shortfall (R19 113).
Income received during the year of R267 794 is made up of members subscriptions R250 650 (up R3 800 on last year). Interest received on the Money Market Account is R17 144 which is a decrease of R2 701 on last year’s figure of (R19 845). The overall net result is a small increase in income on last year of R1 099.
These funds were applied to paying for the expenditure which was incurred during the year of R419 815, up significantly by R134 007 on last year’s figure of
The major items of expenditure are:
Administration fees R138 000,Advertising & Promotion R11 651, Beach parking discs R16 113, Computer expenses R4 405, Office Rent R59 800, Telephones & Fax R10 268 and R150 044 spent on the village “clean up”.
The balance sheet reveals a decrease in accumulated funds to R231 638, and a decrease in current liabilities to R3 000 for pre-paid subscriptions.
The assets continue to be deposits held on our behalf for entrance lights and office accommodation R10 428, and cash in hand and in banks of R224 210 a reduction of R149 438 over last year’s cash.
Overall a financially negative year resulting in a reduction of funds as the association continues to embark on projects for the benefit and enhancement of the village.
FORECAST OF INCOME AND EXPENDITURE FOR 2019
INCOME R 270 000
EXPENDITURE – 369 200
ADMINISTRATION FEES 156 000
ADVERTISING & PROMOTIONS 6 300
BANK CHARGES 2 400
BEACH PARKING DISCS 16 000
COMPUTER SUPPORT & MAINTENANCE 4 500
CONSERVANCY EXPENSES 6 000
OFFICES EXPENSES 18 000
RENT 65 000
TELEPHONE COSTS 10 000
VILLAGE CLEAN UP – ROBERT 45 000
VILLAGE CLEAN UP 40 000
- 99 200
Discussion followed with regards non members and various questions were asked as to why some home owners were reluctant to join ZBRRA. Various reasons were suggested.
8 Report on Services (Gail Harris):
We started this year with 179 members and lost 17 members during the year due to selling their second homes or selling and moving away. We gained 13 members so ended the 2017/18 year with 175 members. We have since gained another 4 during November and December so are back to 179.
The water supply from Umgeni Water is clean and supply from them has not been interrupted. This is the second Christmas season that we have had no water woes! Very grateful.
Sadly the meters have been problematic due to Ilembe not having any new batteries to replace the ones in the pre paid meters which are not working.
Ilembe has therefore decided to revert back to reading the meters monthly. As I have said in previous newsletters, it is wisdom to take a reading once a week in addition to their reading once a month. Please contact accounts at Ilembe if you are not receiving a bill.
Please remember when reporting faulty meters to get a Reference number.
Thank you to those members who are adhering to the 4 bag rule on a MONDAY ONLY!
To those who are not, shame on you!!
As previously said I do understand if you only have a gardener on days other than Mondays but I notice that some residents have full time gardeners and STILL put their garden refuse out on days other than MONDAYS. This doesn’t assist us in our quest to have a clean and tidy village.
Monkey bins are still available at R1035 to our members. R1350 to non members! We only have four left. Please email me if you require one and then deposit the money into the ZBRRA account ref your “name and monkey bin”.
Upgrading of Sewer System at Main Beach Toilet Block – Feedback – Nick Ras
The environmental authorisation process for the implementation of the proposed sewer upgrade system at the toilet block commenced during 2018. ZBRRA has participated in the Stakeholder Consultation process and provided written comments on the proposals. According to Mr Njabulo Ngwane from Kwadukuza Municipality (KDM) the environmental authorisation is expected during the first quarter of 2019. In the mean time, emergency maintenance and improvements had been carried out by the Skiboat Club which have resulted in a big improvement to the situation experienced over the last 3 years.
Upgrading of Lifeguard / Skiboat Club Building. – Feedback – Nick Ras
The long term needs of the Lifeguards and Ski-boat Club had been determined through a process of engagement with these parties. The plans incorporating those needs together with proposed accommodation for community facilities are expected early in the New Year. A costing will then be carried out in order to develop a financial feasibility for the implementation of the proposed upgrades. Liaison with KDM on this project continues.
Sadly the saga of the pathway continues! KDM promised us that it would be completed by 16 December. We tried desperately to get Civils to allow us to do the pathway but they insisted that they would do it. We are hoping that work will again start early in 2019.
The trees that Wendy planted have grown and are now providing shade for the pathway.
I manage to get potholes filled every now and again and the village is actually almost pothole free at the moment.
Robert continues to follow the programme set out for him to keep the village, servitudes and beach from the other side of the lagoon to Nonoti, clean and clear of litter. His bicycle has just come back from repairs and a service and is up and running again.
A huge thank you to Frank and others who started this programme on the P403. Cliff has continued throughout the village to assist KDM in cutting back shrubs etc. Thank you so much to Frank and Cliff who tirelessly and thanklessly worked to get this mammoth task completed. This has been ongoing and we are very grateful to those who have been involved including Wendy who has assisted with her expertise and knowledge of plants and aliens.
Cliff will elaborate further under Operation Upgrade.
This has taken off remarkably and every now and again I manage to convince a few more people to buy the green bags and recycle.
Well done to those who are so diligent in separating their refuse – Vusi is very appreciative for your involvement.
Andy will elaborate further.
Sadly we know the state Eskom is in but I continue to report street lights and vandalised boxes. Eskom does what they can with the money that they have.
I continue to persevere. I have a good relationship with the Management but they can only do what they can with the finances that they have.
NW will elaborate more on the street light situation.
Paving along from ZBRRA offices to corner of Kingfisher and Nkwazi
A huge thank you to Derek Tavendale for paving the above section. This is what community is all about! Thank you Derek!
We have trimmed the servitudes a couple of months back as part of operation clean up. KDM have since trimmed them again.
I constantly report the wooden stairs that lead down to the beach in various servitudes and wait on KDM to repair the Sandy Cove stairs. Hopefully this will be done within the next few days.
I apologise for not being at the AGM but my family surprised me with a ticket to Cape Town to be with my sister and family over the festive season. They thought it was a good idea for me to have a change of scenery during this first Christmas without Winwood.
I am away until the 7 January but will still be contactable on my cell should you have an emergency.
Sheila Tavendale has very kindly offered to keep some green bags in case you need to buy some. Thank you Sheena!
Thank you to the ZBRRA Committee who continue to support me and assist where necessary. These are the people who tirelessly work for no renumeration. Thank you Richard for assisting with the finances – I appreciate you all.
Have a wonderful Christmas and thank you once again for your continued support, this is so appreciated.
- Report on Conservancy (Cliff Hatt)):
With the co-operation of Zinkwazi Skiboat Club we have placed and labelled special bins for green bag recyclable waste and these bags of refuse, thanks to ZBRRA, are now placed in a specially constructed monkey-proof walk-in enclosure out of sight of residents and visitors In Magai Park.
The Wednesday Green Bag collection of recyclable waste by Vusi Maduna of SuperWaste has been driven and steered in Zinkwazi by Andy Smithen and even in its early stages it has evolved into a well managed system with just a few tweeks to be made but Andy will elaborate on that.
Guest speakers have spoken on the threat of extinction of certain vultures, on the Vervet Monkey and on our resident Crowned Eagle in the Lala Forest.
Gill netting has been addressed and we have attempted, with little authority unfortunately, to monitor possible unlicensed marine activity.
This project in conjunction with Zinkwazi Neighbourhood Watch [ZNW] was composed of four objectives:
- Widen and clean the approach road to Zinkwazi in order to both beautify and most importantly make safer for all road users – whether they be motorists, runners, cyclists or persons walking to work. Simultaneously remove alien vegetation such as Lantana and Pereskia.
- Clean and beautify the approach to the beach parking, including the ‘basket ladies’ area, the parking area surrounds and the pizza area.
- Trim all overhanging trees and cut back all hedge and bushes encroaching onto the road or hindering persons using the verges in the village as well as eradicating any alien growth where possible
- Reclaim the true road widths by edge trimming all verges and clearing all road drains throughout the village
Thanks to those who anonymously helped kick off the operation with their generous donations and offers of assistance.
A heartfelt thank you to Zinkwazi Skiboat Club for the invaluable usage of their trailer and to Jasper Pons for his bakkie over the 3 month periods. Thanks to Cliff Hatt and Frank Scheun for their supervisory assistance and to Derek Tavendale for a tiled walkway from the postboxes to the caravan park and for the white edging on all drain covers. Thanks also to Jan Nel for assisting in eradicating alien vegetation at the village entrance and to ‘anonymous’ who filled in the dangerous potholes at the ’S’ bend . Thanks to Darryl Fischer for the loan of an extra wheelbarrow and to to Nick Ellender for the use of his Bobcat. And finally a special thanks to Dave Clewlow whose staff assisted in trimming verges from the compound to the Zinkwazi entrance
We believe that the changes have been good for all of us no matter how long we’ve resided here and with the involvement of so many persons in one way or another, a good and understandable community spirit has been fostered.
It had also become patently clear that the financially challenged KDM municipality hasn’t and is not going to provide the services we all desire to keep Zinkwazi in an acceptable condition and that certain upkeep will have to be done by the community itself [Ballito already does this via their UIP structure].
We believe the funds to be well-spent in the interests of all. The change has been a joy to all and at times a revelation to many as unseen gutters, drains and actual road-widths were exposed.
Our appeal to all homeowners and permanent residents, in the interest of maintaining property values and pride in our village, is that we now make a concerted effort to maintain the standards achieved by taking responsibility for our ‘own’ verges.
We sincerely thank all current members whose annual contributions over the years has made the whole operation possible and we naturally appeal to all non-members to assist us in looking after our village by becoming contributing members of ZBRRA.
Recycling – Andy Smithen
Andy Smithen explained how the recycling started and showed members a power point presentation with photos explaining how the re cycling works and how he is assisting and working alongside Vusi. He reminded members that there is a trailer parked behind ZBRRA and Gail will assist in placing recycling that cannot be placed on verges on a Wednesday, in that trailer, between the hours of 8am and 1pm on week days.
He also reminded members that Gail has the green bags for sale in the office.
Jasper Pons said that approximately 50 years ago he had spoken about recycling and he was thankful and happy that it had taken off.
10 UIP (Steve Theunissen)
Steven enlightened new members as to what the UIP was all about and stressed
the Importance with regards the involvement of all the residents or this would not work.
He also explained that there were various high costs involved with the setting up of this UIP in fact admin costs would almost double. He said that although it was an extreme option, it was a viable one.
Steve felt that obviously first prize would be to be able to continue as we are but to do a serious membership drive.
Original report attached to minutes.
11 Election of 2018/2019 Committee:
Cliff Hatt and Frank Scheun were proposed by Richard Armstrong and seconded by
Klaus Achtzehn (proxy)
The Chairman closed the meeting and wished all a happy Christmas and new year.
(In absence of Vice Chairman) Date:………………………
Gail Harris (Admin Manager ………………………. Date: ……………………
MINUTES OF THE ANNUAL GENERAL MEETING HELD AT THE DARNALL COUNTRY CLUB ON 17 DECEMBER 2015 AT 17H30
1. Registration on entry:
2. Welcome and Apologies:
8 apologies were received and 40 members were present. The attendance register is filed with the original minutes.
3. Establishment of Quorum:
Quorum was established, meeting constituted.
4. Approval of Minutes of AGM held on 18 December 2014:
Proposed by Wendy Balcomb and seconded by Dymock Brett.
5. Matters arising from minutes of AGM held on 18 December 2014:
No matters arising.
6. Report on audited Financial Statements (Richard Armstrong):
The financial statements were electronically circulated prior to the meeting and Richard briefly explained these and remarked that we had experienced a financially successful year.
7. Report on Services (Gail Harris):
Cliff – Events during the year
Gail thanked Cliff for his organization as far as signs, posters and events are concerned. She said she knew it kept him out of mischief but is also a lot of work. Thank you on behalf of the Committee.
Water meters –All water meters have been installed but there are still lots of hiccups and teething problems both with meters and accounts. Once paperwork is sorted out for each household, there will be no more charges on the accounts.
Portable loo’s, Jo Jo tanks will be placed in the busy areas. Mainly in Black Rock Park and main beach car park.
Skip – should be in Magai Park tomorrow. You can use this for dumping all your unwanted goods.
Garden refuse – still have the odd problems. Residents either not complying with the 3 bag policy or putting refuse out on wrong days. Then KDM not picking up – continue nagging!
I have planted 8 blue swing refuse bins at the top of the servitudes in Magai Drive and at the other end on the beach. Two were also planted in Leonotis Park.
Operation Clean up:
Allan very kindly organized to have a tricycle donated to ZBRRA and Robert was employed to drive it around picking up all the litter in the village. If you see him, tell him what a great job he is doing. The heat has been unbearable some days so encouragement would be good.
11 this year but lost 9 due to houses being sold so total members now 171 up by 2 from last year.
Will be on leave from afternoon of 24 Dec and be back on 11 Jan 2016.
Will have cell with me for emergencies.
Thank you to members who report things to me that I might not get to see.
Thank you also for being so understanding when I battle to get things done promptly. If nothing else,
I have learnt to be tolerant and patient SOMETIMES!!!!
Lastly – thank you to the Chairman and committee for always being so supportive and also for their assistance when times get difficult! I appreciate that.
Wishes for a blessed and safe Christmas. See you all again in the New Year.
8. Report on Conservancy: (Klaus Achtzehn)
Klaus’s report back on conservancy. Don’t have Gareth anymore. Project has come to an end. Nkonko trail is open and Cliff is investigating establishing a walk through there. Farm that was Leased by the Clewlow’s is now back in Tongaat Huletts hands.
9. Report back on Lower Tugela Biodiversity Protection project: (Gareth Roberts)
Two major things you need to watch out for: The first is the Estuary Management Plans.
Draft Management plans have been written and everybody will be contacted for the public participation process to formalize the Management Plans. How best to manage estuaries – By laws will have to be amended i.e. number of water crafts (defined by things that float). They are trying to get that changed.
Operation Phakisa: A government strategy to unlock the oceans economic wealth. 97 percent of the ocean is currently under mining leases. If all 23 MPA’s proposed under Operation Phakisa get promulgated it will take us up to about 9 percent. We would want to fight it to stop mining, commercial trawling and to boost fish stocks and maintain biodiversity. This will also contribute to combatting climate change.
The Thukela MPA will help boost economics of the region and the legislation used to promulgate the reserve will help to push the local government to improve land management especially along rivers and estuaries. In the long term this will help to improve the quality of our beaches and coastline beyond the extent of the MPA.
The Estuary Management Plans and Marine Protected Area will both need your support especially your comments during the Public Participation Process which should start soon.
10. Election of Committee 2015/2016 :
Current committee consists of 6. Gina York Smith has offered to stand on the committee.
Wendy asked if Stephany Pons would like to join. Dave Pons has instead agreed to stand.
Cliff – Thanked Gail for all her work.
Thanks to Dymock and Bruce Tucker for looking after the trails.
The gate at Nonoti will now be a pedestrian gate as soon as this is completed
Allan asked about the times the gate Is open. Richard explained that Alpha is supposed to open the gate early in the morning for a couple of hours and open and close it again in the afternoon.
Stephany asked that ZBRRA be marketed more so that we could gain more members.
Gail would chat to Stephany with regards marketing.
Gina asked the reason that NW and ZBRRA are separate. Richard explained the history of the reason for the separation – Both organisations decided it was better to split because often at meetings, security took preference.
Klaus said we should express our thanks to Mike Crossman who unfortunately had to step down due to personal problems.
There being no further business the meeting was closed and Richard invited all for Snacks and a Cash Bar after the meeting.