Annual General Meeting 2015

Minutes of the 65th  Annual General Meeting of Members of the Constantia Property Owners’ Association held on 15th October 2015 at 19h30 at Alphen Hall, Constantia
Present:
Alec Pienaar (Chairman), Yvonne Leibman (Vice Chairperson), Robert Thorpe (Treasurer), Chris Rousseau, Peter Stenslunde, Gordon Chunnett, Isabelle Franzen, George Louw, Anna Engelhardt, Sheila Camerer and John Hesom (Manager)
Ward Councillor: Liz Brunette
There were 75 members present as per the attendance register and 6 proxies were received. The Chairman welcomed the members and stated that a quorum had been achieved.
1. Notice Convening the Meeting.
The notice convening the meeting was taken as read.
2. Apologies:
7 apologies were noted per attached list.
3. Confirmation of the minutes
The minutes of the 64th Annual General Meeting held on 23rd October 2014 were taken as read and were confirmed to be a true reflection of proceedings. This was moved by Mr Gary May and seconded by Mr George Louw.
4. Matters arising from the Minutes.
No matters arising were discussed

5.Treasurer’s Report.
5.1. The Treasurer advised that Alliott Andersen Nell Inc. had submitted an IndependentAuditors Report in respect of the financial statements for the year ended 31 August 2015. An extract of the audit report reflecting detailed income and expenditure and the balance sheet was available to all members at the meeting.
5.2. There was a significant increase in income for 2015 which was attributable to funds received from the Constantia Valley Trust for ‘special projects’ (R100000) as well as donations for the Glendirk High Court action (R505000). There was a 24% increase in ‘ordinary’ income over 2014.
5.3. The significant increase in overall expenditure also related to ‘special projects’. The increase in ‘ordinary’ expenditure was also approximately 24% more than 2014 largely due to setting up of the Sage Pastel accounting system and the membership database cleanup.
5.4. The 2016 annual budget was presented (copies were available for members and are attached hereto) for the ensuing year. Although it is the intention to significantly increase membership this year, a ‘steady as you go’ approach is reflected in the budget. Budgeted revenue is increased by 6% and expenditure is decreased by 7% from last year as extraordinary expenses are not anticipated.
5.5. The budget includes an increase of membership fees to R480 per household.
5.6. The Annual Financial Statements and 2016 Budget were adopted nem con as moved by Gordon Chunnett and seconded by Mike Connolly.
5.7. The appointment of the firm Alliott Andersen Nell Inc. as the association’s auditors for the ensuing year was approved nem con as moved by Gordon Chunnett and seconded by Mike Connolly.6. CPOA Re-branding and Web Portal Presentation

6. CPOA Re-branding and Web Portal Presentation
Peter Stenslunde gave a PowerPoint presentation on the proposed CPOA Re-branding and Web Portal strategy. The slides are attached as an Annexure to these minutes.
In summary:
–  The present CPOA vision statement is ‘’ Conserving Constantia’s rural and cultural landscape for all’’
–  A lot happens behind the scenes assessing town planning applications and dealing with Conservation matters thanks to a dedicated sub-committee, all on a pro-bono basis (refer Chairman’s report). The community need to be made more aware of this and to give support
–  The CPOA has also become far more involved in other civic matters such as roads, fire protection, FTTH etc.
–  The new vision seeks to be expanded to integrate the three pillars of sustainability namely: Society, Heritage/Environment and Business
–  The community needs to be encouraged to become involved – people keep their properties in good order so why not their neighbourhood?
–  We recognize the ‘generation shift’ in Constantia and need to communicate accordingly to create awareness and thereby generate support through increased membership
–  How can the vision be achieved?
o Appropriate and active marketing
o Social media platforms – CPOA Facebook page has already been established and actively managed
o On-line feedback from the community including opinion surveys
o Engage positively with City of Cape Town leaders
–  The Web Portal Model is really a ‘hub’ for the collection and dissemination of information
–  Ratepayers and residents can become involved by signing up as members, encouraging others to do likewise and using our new communication channels
Questions and responses:
–  Is it the intention to open up membership to businesses? – No it is not. The proposal is to allow all residents of Constantia to become members. This will be put to the vote in the next agenda item.
–  How soon will the new strategy be implemented? – it is already happening and the FaceBook page is now live.
–  What is the CPOA attitude regarding the greenbelt cycling routes? This is a City led initiative and Cllr Liz Brunette will touch on it in her talk. However, through our new social media platforms we will be able to conduct a member opinion poll

7. Proposed Amendments to the Constitution
The acronym for the Association (CPOA) is often confused with the Cape Peninsula Organization for the Aged and also does not fully describe the membership. It is proposed that clauses 1.1 and 1.2 be amended thus:
1.1 The name of the Association is ‘The Constantia Ratepayers’ and Residents’ Association’.
1.2 The shortened name is the ‘CRRA’
The proposal was put to the vote by a show of hands and was approved by a majority – there were 6 votes against.
People who reside in Constantia but do not own property in the area, but who support the objectives of the Constantia Property Owners’ Association, may wish to become members of the association. In order to permit such membership, it is proposed that the constitution be amended by the addition of the following two clauses:
4.1 (a) Any person residing in Constantia and who supports the Association’s objectives may become a member.
The proposal was put to the vote by a show of hands and was approved by a majority – there were 6 votes against.
Special General Meetings should only be arranged for matters of extreme urgency where a substantial proportion of members believe there is a need. It is proposed that clause 5.4 be amended thus:
5.4 On the written requisition of at least ten percent of paid up members, the Executive Committee must call a Special General Meeting.
The proposal was put to the vote by a show of hands and was approved by a majority. However, after an appeal to members by Mr Wayne Webner to re-consider, a second vote was taken and the motion was not carried.

8. Chairman’s Report
A copy of the full Chairman’s Report is included as an Annexure to these minutes.

9. Report from Ward Councillor Liz Brunette
A copy of the Ward Councillor’s Report is included as an Annexure to these minutes.
10. Election of Executive Committee.
10.1. Mike Fowler has retired as a member of the Executive Committee. The Chairman thanked him for his service for the past 5 years.
10.2. The Chairman stated that the under mentioned existing and new members were proposed and seconded for election to the Executive Committee. They have accepted their nominations. The following members were all duly elected:
Existing members: Anna Engelhardt, Isabelle Franzen, Yvonne Leibman, George Louw, Alec Pienaar, Brian Ratcliffe, Chris Rousseau, Peter Stenslunde, Sheila Camerer, Gordon Chunnett, Robert Thorp. John Muir will remain a co-opted member.
New member: Mike Eayrs
Co-opted members: John Muir (existing), Stef Rabe
Marketing Sub-committee members: Di Botha and Carryn Wiltshire
Adoption of the above was proposed by Gary May and seconded by Mike Connolly.

11. General
11.1. Mr Wayne Webner asked what the CPOA were doing (in terms of the Servitude Agreement) to address the issue of temporary refrigerated storage containers that Woolworths locate in the parking area over peak seasons (Christmas and Easter). The Chairman responded that, as Mr Webner is well aware, several measures have been taken by Growthpoint to address the broader issue of noise including the erection of the new wall along Spaanschemat River Road. Specifically relating to measures for the upcoming December period, the Chairman referred to an email received from Growthpoint detailing what additional measures Woolworths would be taking. This has been copied to Mr Webner.
11.2. A member asked why the City could not have a street collection service for re-cycling as is done in other suburbs (for example Pinelands and Fishhoek). Cllr Liz Brunette responded that these were done as pilot schemes and were found to financially unviable. There are however private companies who provide this service – a list of these companies will be posted on the City and CRRA websites.
11.3. A member asked for an update on the SARDA land dispute. Cllr Liz Brunette stated that SARDA were asking to be an interested party in the court case asking for a review of the judgement.
11.4. A member wanted to know about the rumours that Shoprite Checkers were to develop on the Ladies Mile Garden refuse site. This was confirmed, however the development proposal will have to go through the normal application process including a public participation process.
11.5. A member asked about the planning approval for No.40 Constantia Main Road. Yvonne Leibman responded that she and Cllr Liz Brunette had presented strong arguments opposing the planning application at a SPELUM meeting. Certain Councillors made some
spurious statements with startling reasoning in favour of the application, a vote was taken, and it was approved. The CPOA are considering pursuing a judicial review of this decision. In the meantime, it has been observed and reported to the City that certain conditions of approval (parking) have already been contravened.
11.6. A member asked what the CPOA stance was on the ‘Old Dutch Embassy’ re-zoning application. Yvonne Leibman responded that the application was only recently received but that ExCo were very mindful of the neighbouring property owners’ concerns. A balanced view will be needed in assessing the application.
11.7. A member complained about mini-bus taxis using Rust en Vrede Close as a parking area between peak times. This is an issue for the City Traffic Department to address – CPOA will alert them.

12. Guest Speaker
The Chairman introduced Mr Craig Carthy to give a presentation about the fibre to the home (FTTH) project in Constantia.
Copies of the PowerPoint presentation are available as an Annexure to the minutes.
Questions and responses:
–  Telkom are currently installing fibre optic cables in Constantia. How does this affect the Link Africa offering? Telkom may be ahead with infrastructure but from past experience they are inefficient in providing the end user service
–  Do Telkom have an open access system? – No, not in the true sense of open access.
–  How can we stay abreast of project progress? – there are regular updates on the www.constantiafibre.com website. The CPOA/CRRA website and Facebook page will also post updates
Gordon Chunnett thanked Craig Carthy for his interesting and informative talk.
13. Closure
The Chairman thanked everyone for their attendance and invited them to enjoy a glass of wine or fruit juice.
The wines were provided by Groot Constantia and the Chairman thanked them for this generous offering and he mentioned that their 2013 Chardonnay has been judged as the best in the world at the recent 22nd annual Chardonnay du Monde competition.
Minutes signed as approved:
Chairman…………………………………………….Date…………………………

Constantia Property Owners Association – 2015 AGM
Chairman’s Report
I took over the Chairmanship in a holding capacity pending someone else emerging during the course of the year – but I seem to have held on for the whole year!
It has been an eventful year. The Executive Committee have given a lot of thought to the somewhat static membership numbers culminating in the appointment of a team tasked to come up with a strategic plan – Peter Stenslunde will give a presentation on this later so I won’t say any more at this stage.
While on the subject of membership, this year we undertook to clean up the existing membership database which was long overdue. This involved the mammoth task of trying to contact over 1000 people by phone or email – we believe that we managed to rectify 80% of our records.
In January we migrated our book keeping onto the Sage Pastel accounting package for improved control and so that we could have a more professional invoicing system. This has been successfully implemented with much improved fee collections although there are still one or two teething problems to resolve.
Our Land Use and Planning sub-committee under the chairmanship of Chris Rousseau has been particularly busy this year having processed over 70 planning and applications. To give you some idea of what is involved: application notices are received by registered post from the City but usually with limited documentation. We then have to gather more substantial information from the owners or professionals involved and very often a site visit is necessary. The cases are discussed in detail at sub-committee meetings which are held at least once a month. Some more complex applications require input from outside planning or heritage consultants, legal advisers, or other specialists.
Often we disagree with the recommendations made by City planners to Sub-Council – in these instances we request interviews at Sub-Council, SPELUM (Spatial Planning and Land Use Management) or Heritage Western Cape meetings.
All of this takes a tremendous amount of preparation and we are particularly grateful to ExCo member Yvonne Leibman, a Heritage Practitioner and Attorney, who has dedicated an enormous amount of time and effort over many years.
Some of the more high profile Town Planning and Heritage applications we have dealt with this year are:
Glendirk Farm: This is a High Court action challenging the decision taken by Council to approve a re-zoning and sub-division on this historic farm despite their own planners recommending otherwise.
No. 40 Constantia Main Rd: The CPOA and Cllr Liz Brunette gave very compelling arguments why this application, which disregards the City’s own policies and encourages commercial creep, should be refused. The re-zoning application to operate a wellness centre was approved by SPELUM regardless.
The Old Police Station, Constantia Main Rd: Chris presented thorough research to convince Heritage Western Cape that this relic from the past should be saved from demolition, and it was.
Old Dutch Embassy, Southern Cross Drive: The consent application nowhere resembles what is happening in reality and the owners are now applying for a re-zoning to general business. The issue is the operation of a large function venue in a residential area.
Constantia Uitsig: We are working closely with the professional team to ensure that development on this historic farm is done tastefully and within the heritage informants.
Proposed Mount Prospect Retirement Village: We have had 2 information sharing meetings with the developers and professionals but will reserve formal comment until the formal planning application is submitted
On Environmental matters, we are fortunate in having ExCo member Brian Ratcliffe who also serves on the Friends of the Greenbelts committee. Brian has worked tirelessly on De Hel greenbelt to re-habilitate it and promote it as a public amenity. He has also been proactively involved with the City in trying to find suitable alternatives for the Ladies Mile garden refuse drop-off site.
You may be aware that the CPOA holds a notarial servitude over Constantia Village shopping centre to ensure that the conditions that were agreed to at the time of development approval are adhered to. One of the recent tangible results you will have noticed is the wall along Spaanschemat River Rd that was built as one of the measures to dampen the noise from the loading areas. There is an awareness of the need to review some of the conditions imposed some 25 years ago, in line with changing market demands. We recently approved the installation of solar (PV) panels on portions of the main centre roof – after a lot of debate, the overarching principal was that ‘going green’ is the responsible thing to do- Growthpoint will be providing more information on this shortly.
On Roads and Traffic, Peter Stenslunde has established a good working relationship with the Engineer/manager of the District depot responsible for road maintenance in the Constantia area and we now have a say in deciding, for example, re-surfacing priorities. At a higher level, he has been persistent in trying to ensure that Constantia gets an equitable ‘bang for its buck’ when it comes to City budget allocations. This has involved dealings with Mayoral Committee members Brett Herron and Ian Nielson – arising from this was a public meeting addressed by the latter.
As a result of the devastating fires in February, Gordon Chunnett volunteered to engage with the authorities (TMNP and City) to ensure preparedness with fire protection measures in the future. One of the outcomes has been the installation of additional fire hydrants along Rhodes Drive.
The CPOA were part of the project team responsible for facilitating the installation of fibre to the home in Constantia – our guest speaker tonight, Craig Carthy, will no doubt update you on this. However just a note to say that the approach used by Constantia has been adopted by other ratepayers associations and we are grateful to CPOA member Martin Deissner who gave the project huge momentum with his expertise and tenacity.
The Chairman thanked his Executive Committee for their contributions and support during the past year.

 

What’s on in Ward 62?

CPOA AGM 15 October 2015

Ward Allocations: 2014/2015; complete by 30 June

  • Upgrade and maintain parks and public spaces (R150000)
    o Bicycle racks – Le Sueur Meadow, Alphen greenbelt at Alphen Drive, Newlands Forest, poo bins & bags, signage – Nirvana Park + Rodgers Park,
    o bollards & play equipment at Nirvana Park Constantia
  • Upgrade and maintain roads, stormwater and NMT routes (R190000)
    o traffic calming on Hohenhort Drive
  • Media material for Wynberg Library (R40000 spent)
  • Law Enforcement Officer (R200000)
  • Green Jobs River Wardens trained by Invasive Species Unit (R120000)

Ward Allocations: 2015/2016

  • Upgrade and maintain parks and public spaces (R100000)
    o Outdoor equipment for callisthenic exercise on Alphen Common
    o Bicycle racks – Wynberg Park, Maynardville Park, Wynmberg Library
  • Upgrade and maintain roads, stormwater and NMT routes (R90000)
    o Pathway outside Alphen Centre from bus stop to Vet’s entrance
  • Media material for Wynberg Library (R40000)
  • Law Enforcement Officer (R200000)
  • Green Jobs River Wardens trained by Invasive Species Unit (R120000)
  • Detailed design for Activity Area in Wynberg Park – skateboard & BMX facilities (R200000)

TCT Roads & Stormwater

  • Constantia Main Road
    o Intersections at M3 off-ramp, Alphen Hill Road, Bower Rd; well received
    o Brommersvlei Road; new pavement, taxi embayments, stormwater gutters; more this financial year
    o Parish & Ladies Mile Ext; Constantia Main Rd widened to accommodate right turning lanes Ladies Mile Ext cnr widened for left turning traffic design complete, contact awarded, work starting soon, complete by end 2015
  • Resealing – Monterey Drive, Bel Ombre Drive, Strawberry Lane, Price Drive
  • Traffic calming – Hohenhort Drive Constantia
  • Cumberland Ave; turning circle and parking spaces for shoppers at CV
  • Pathways
    o Constantia Main Road from Mosque above Sillery towards Ladies Mile Ext; completed with Parish Rd intersection project

Public Transport : Non-Motorised Transport

  • NMT pathways on both sides of Spaanschemat River Road between Kendal Road and Steenberg Avenue/Main Road intersection in Ward 71;
    o connect to Tokai Rd, Firgrove Way, Ladies Mile, Kendal Rd
    o EIA public participation process for bridges over the rivers
    o Detailed design stage
  • Investigation for NMT along Rhodes Drive and Rhodes Ave to Paradise Rd; not possible along Rhodes Drive; considering Rhodes Ave

Cycle Route in Constantia Greenbelts

  • Proposed by off-road cyclists; supported by FOCVGB
  • City Parks in principal support
  • City Parks Open Day yesterday ; PPP ends 31 October

Street people

  • Public meeting
  • Law enforcement
  • Social development Reintegration Unit
  • Residents and visitors to Constantia support street people;
  • Stop giving money, bedding, clothing, food, cigarettes
  • Haven Nightshelter in Wynberg (vouchers available at Engen Ladies Mile) and U-Turn

Ladies Mile Drop-off

  • Closest drop-offs in Rosmead Ave, Wynberg + 10th Road, Retreat
  • Collecting names and contact details of private contractors;
  • City accreditation

 

Leave A Comment