2008 Midlands AGM - Minutes - Midrand Estates

MIDLANDS HOME OWNERS ASSOCIATION - AGM
Minutes of a Meeting
Location :
Date :
Time :
Midlands Estate Indoor Pool Centre
13 November 2008
19h00
Present : Attendance Registered signed by all
Nr. Division Discussion/Action Points
1. Welcome • Gerhard de Coning (Chairman) welcomes present.
2. Attendance Register,
Proxies Received,
Apologies
• Members were given the opportunity to complete the attendance register
at the entrance.
• The Agenda was circulated prior to the meeting.
• Matters arising from the agenda will be discussed and there will be
opportunity for everyone to ask questions on the various subjects.
• The previous Annual General Meeting’s minutes was approved.
3. Approval of previous AGM
minutes
4. Annual Report • Willem Zeederberg delivered the annual management report.
4.1 Financial • Actual expenses for 2007/2008 were distributed as follows:
- 12% Gardens & Facilities
- 1% Municipal Accounts
- 56% Security
- 31% Management & Admin
4.2 Security • During the year we appointed two Night Shift Security Managers.
• JC Coetzee was appointed by Midstream Estate and Jaco van Eeden
was appointed by Midlands Estate.
• The Night managers work the following shifts: 15h30 to 23h00 and from
22h30 to 07h30.
• Midlands Estate has a 8 km perimeter, this boundary is safeguarded
by a 5m zone that is patrolled 24/7. At any given time there are both
static and patrolling guards in this zone.
• The 5 meter zone has a outer fence; a 3m high electrified palisade fence
with a 700mm concrete slab below, and an inner fence; 1,8 m concrete
brick wall with a 1,2m electric fence on top..
• Both these electric fences has operates independently and is connected
to backup batteries. These backup batteries are connected to a
generator.
• Razor coil wire will be installed on the inside wall in the near future
• A ex-army lookout tower will be erected on the South eastern corner of
the Estate.
• Security Guards use clocking batons when patrolling an area. Security
Managers can draw reports daily to monitor effective patrols.
• Midlands Estate has biometric finger print readers at the gates. One is
also photographed on entering the Estate.
• It is each owner’s own responsibility to check if there are any
unauthorized people registered on their stand.
• This can be done by contacting Gerda Liebenberg at Registrations.
• Please inform your builders that when they dismiss a worker from site,
they have to make sure he gets de-registered.
4.3 Traffic Control • The Speed limits in Midrand Estate is as follows :
- 30 km per hour in normal roads in Midlands Estate
- 45 km per hour on the main roads e.g. Mountain Peak Drive
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• Fines will be issued to speeding and other road safety violations.
• Quad bikes are not allowed in the estate.
4.4 Aesthetics • Building Progress statistics:
November 2007 November 2008
Concept Drawings 258 440
Working Drawings 224 412
Under construction 105 117
Completed 22 148
• Properties bordering green areas have to follow specific rules which
have to be adhered to regarding their Boundary walls and gardens.
• The Estate office can be contacted for a copy of the rules regarding
Green open Areas.
• No Kikuyu grass may be planted in the green areas and only indigenous
plants can be planted.
• The following changed will be implemented to the Contractors Code of
Conduct starting 2009 :
- No deliveries before C.O.C is signed; “Filling” store rooms etc.
- Building period limited to 12 months from date of signature of COC
- Procedure to follow if construction is paused for longer than 1 month.
- Neatness of building sites for X21 to X26. Skips are compulsory.
4.5 Facilities • The first phase of street names was erected today, we apologise for the
delay in this but we had a few problems in the design.
• We want to thank Jors du Toit, Louis Strydom and their team for the
beautiful gardens in Midlands Estate.
5. Financial Planning –
2008/2009
5.1 Discussion of 2008/2009
budget
• Our financial year runs from 01 July 2008 to 30 June 2009.
• Our levies are currently R660 per month.
• 58.3% of our expenses go towards Security.
• To assist Owners during the downturn in the economy the Board of
Directors decided to place a moratorium on double levies from
01 December 2008 up to 31 June 2010.
5.2 Appointment of Auditors • Geyser and Du Plessis were re-appointed as the Midlands Auditors
6. Election of Directors • No new candidates were nominated for post as Directors.
• The Midlands Directors are therefore :
- Riaan Bothma
- Gerhard de Coning
- Thinus du Toit
- Chris Smith
- Heinrich Vermeulen
- Jan Zeederberg
7. Matters arising and HOA
related questions from the
floor
Q : Regarding the cleanliness of the estates. There are no dustbins at
Midstream and Midlands. Especially at the shops, people just litter
everywhere.
A : Attention will be given to this problem.
Q : Ekurhuleni is not keeping to the Refuge Removal Dates as specified.
A : Midrand Estates grew much quicker than they anticipated. Ekurhuleni
is currently in the process of procuring additional vehicles. They are aware of
this problem and asked for your patience in the matter. The new schedule for
next year will probably have Midstream, Midfield and Midlands on different days.
Q : There are a lot of vacant stands with rubble.
A : The HOA does 2x clean-ups per year, April and November/December. We
inform the owners of the actions and if they do not clean their stand, the HOA
gets a contractor to clean it on their behalf, and we charge them on their levy
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accounts.
Grass on a stand can be a fire hazard. We will start a clean-up action within the
next few weeks, ensuring that all stands are clean for the festive season. This
will also be handled differently next year, when the new C.O.C is in place. The
contractors will have more responsibility ensuring that their stands are neat at all
times.
Q : Is the HOA proactively going around the estate telling people to clean
up
A : A month ago we “promoted” one of our Security Guards to a Building
Inspector. He does inspections from 09h00 to 15h00. His job is to walk around
the estate and report offenders who do not adhere to the rules.
Q : Newspaper vehicles enter the estate at 3 o’clock in the morning to do
deliveries. Is there an arrangement with Security for them to deliver that
early in the morning They also speed through the estate. It’s an
inconvenience as their headlights shine through the windows.
A : News Papers are allowed to be delivered but no speeding will be tolerated. If
you see this happen again please inform Wynand Schoeman or Tony Langeveld
the next morning. We will look into negotiating other delivery hours with them
and will send a warning letter concerning the speeding.
Q : Is there any plan to paint the stand numbers on the side walks for
delivery purposes
A : If a contractor works according to his C.O.C he must paint the stand number
on the shed which they erect. Before a Occupation Certificate to be issued, a
street number must be visible.
Q : Is there going to be a Primary School in Midlands
A : No
Q : Do we have assurance that our children will have a space in the
school
A : No guarantees can be made, but parents whom live in Midrand Estates have
preference.
8. Midrand Estate / Bondev
Midrand feedback
8.1 Provincial Road Network • Jan Zeederberg addressed the subject
• SANRAL (The SA National Roads Agency) is responsible for the
development of South Africa’s national roads and has recently awarded
7 contracts for the first phase (125km) of the Gauteng Freeway
Improvement Project to the combined value of R11.5 billion.
• Completion is expected by July 2010.
• The R21 – now called the Albertina Sisulu Freeway, has become a
national road and will also be developed in a later phase with SANRAL
funds.
• By October / November 2010 there will be 40x tollgates built in Gauteng.
• The roads in hierarchy directly below the national roads are the
provincial K-roads which are the responsibility of Gautrans.
• Three roads have a direct influence on Midrand Estates :
- The K109 to the west of Midstream and Midlands (the ‘dirt’ road)
- The K111 to the east of Midstream, Midfield & Midlands.
- The K220 (an east/west connector road) which will connect the
N1 to the R21.
• Construction of these roads is the responsibility of the Gauteng Province
and any activity within the designated road is controlled and must
comply with :
- Gauteng Transport Infrastructure Act of 2001
- The National Environmental Management Act
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• Bondev is driving the development of a section of the K109 between
Nelmapius Road and the K220 and the section of K220 from K109 in an
easterly direction to the Irene road or (if possible) up to the R21.
• A formal pledge has been made to the Gauteng Province to make a
financial contribution and to make the land of the road reserves available
to the province at no charge for the development of the K 220.
Residents from Midstream have established a Midrand Estates Road
Action Group to promote the regional roads.
• Parties that are interested and/or can assist in promoting the roads are
invited to join the Roads Action Group.
• Please provide names and contact details at the respective estate
offices.
Q : How can we classify ourselves as a Security Estate when the K109 and
K220 will connect people through to the R21
A : The new towers on Mountain Peak Drive also have spikes installed in them.
Also all the fences surrounding Midlands are electrified and are patrolled 24/7.
8.2 e-tube – ECN / YSL • Jan Zeederberg addressed the subject
• A tender was sent out where two service providers where chosen
• YSL:
- YSL has been appointed as the first provider for voice and data
to the residents in Midfield & Midlands Estate and has extended
their service to a number of clients in Midstream as well.
Approximately 400 residents of the Midrand Estates community
as well as the Midlands Estate office and many of the shop
owners at the Square@Midstream uses YSL’s service.
• ECN :
- The second data/voice service provider is ECN which is
supported by Vodacom Business. For enquiries or quotes you
can go to the Computers@Midstream shop 9a at the
Square@Midstream.
• In the old days Telkom gave us 2x options :
- Install sleeves on their behalf
- Get overhead strings
• Our suggestion is to get quotes from both service providers.
• If you have any problems to connect or any complaints regarding e-tube
you can contact Jan Zeederberg on jaz@midrand-estates.co.za
8.3 Retirement Village • We will start construction the Retirement Village in 2009.
• Midrand Estate has a lot of young people but we want to make sure that
there are enough facilities and services for old people as well. We don’t
just want to provide a Retirement Village but want to go beyond that.
• The Village will be at the open area just as you drive past the new
towers to Midfield Estate and next to the churches.
• The need to introduce 24/7 paramedic services to the Estate has
recently be highlighted. The meeting is requested to show how many
people support this initiative. The estimated monthly cost will amount ro
R 20-00 per month per household.
• The majority of the meeting supported the initiative.
• The aim is to manage this service as a nonprofit service; run from the
retirement village’s medical facilities.
• .
8.4 Questions on the floor
regarding Bondev Midrand
Q : I think the Cable infrastructure of the Optic Fibre to the Kiosk is
intermittend because it is constantly interrupted.
A : Please send Jan Zeederberg your details and he will personally follow this up
for you.
Q : Why isn’t Telkom in Midlands yet
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A : We made the same option available to Telkom as to YSL/ECN but they
declined. Telkom is lacking in their development services.
Q : What is the status on the Vodacom Antenna
A : Bondev is in contact with MTN & Vodacom and a temporary solution will be
in place before the end of the year. A Permanent solution will be in place by
Middle 2009
9. Facilities in Midrand
Estates
Q : I just need to discuss a few things regarding the paramedic and certain
Medical Aid Clauses
A : Riaan will discuss this with you outside the meeting.
• There will be a Carols by Candlelight on the 21st November 2008
@18h30 at the Shopping Centre. All Midrand Estates residents are
welcome.
• We have a clubhouse next to Midfield Estate. Their contact details are
on our website or you can contact Lizette at the Midlands Office :
- Pinotage Restaurant and Wine Cellar
- Gholf Club
- Spa
- Fly Fishing
• For information on the Midlands Baby House, you can contact Karin
Oelschig & Jaqui Piper. Lizette also has their numbers at the office.
• The Midlands Facilities :
- Indoor Swimming Pool
- Spinning Classes
- Squash Courts
- Tennis Courts
• With regards to playing tennis, the courts are run by the Tennis Club.
Contact Neil Geyser, who’s details are on the website.
• The rest of the facilities are run by Midstream Physique.
• All Midrand Estate Residents have free access to the swimming pool on
weekends.
• We are in the process of building another facility in Midlands towards the
next set of towers. This facility will have an outdoor swimming pool and
should be finished by January 2009.
Q : Will there be any other gym built in Midlands
A : No, Midstream Physique is available to all Midrand Estate residents.
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