AGM 2007: Minutes of the HOA AGM

Minutes of the AGM held on 26th May 2007 at 11h30

At No. 31 Jacana Bay


Welcome. As per the attendance register. No proxies were recorded.
Apologies. Apologies were received from 9 homeowners. It was noted that a quorum werre present and the meeting went ahead.
Acceptance of last year’s minutes. Proposed by RJ Burnett and seconded by G. Le Roux.
Chairman’s Report. This was delivered by R. von Gogh. A copy is available on request and on the website http://jacanabayjournal.blogspot.com/
Financial Report. This was delivered by D. Marr. Copies of the financials are available on request. Salient points were
The new levy from 1 June 2007 will be R 654 per month.
An extra amount of R 50 per month will also be levied in order to build up a reserve fund which will be used for unexpected expenses and to limit future levy increases.
Appointment of an Auditor. It was proposed to remain with our current auditors by D. Marr and seconded by J. Vorster.
Appointment of the Board. It was proposed that the current board remain in office for the coming year and that a new member, Nina Lemke be appointed. Proposed by J. Vorster and seconded by D. Marr.
General.
P. Jerman. Is the R 50 levy once-off or on-going? D. Marr explained it will be on-going and will be kept in an interest bearing trust account.
P. Jerman. Is there an alternative to Telkom? Yes, Blue Dust, I-Burst and 3G from MTN and Vodacom.
Telkom have not supplied copper cable to the site. This limits the availability of ADSL and telephone connections as well as security communication between the gatehouse and each dwelling. There is a proposal from a consultant to facilitate the process of getting Telkom to supply the cable. This would cost an estimated R 9,000.
Ernest Labuschagne. Asked clarity about the berm. Explained by J. Vorster.
Ernest Labuschagne. When can we use other estate agents? The cut-off is at 90% sold and we are at 89%; one more original sale and other agents can be used.
Ernest Labuschagne. Can we get an extension to the building time deadlines? No. Only exceptional cases will be considered.
D. Marshall explained the aesthetics approval process and handed out documentation.
Voting.
R 50 levy. This was accepted unanimously
Telkom fixed lines. The expenditure was not approved; it was suggested that we should wait till Glen Ivy are ready and combine our efforts in order to make a larger impression.

The meeting was closed at 12h30.

AGM 2007: Chairman's Report

Jacana Bay Home Owners Association Second AGM
Jacana Bay
26 May 2007

Chairman’s Report

1. Introduction
On behalf of my fellow directors of the JB HOA Board, I would like to welcome you to the second AGM of the HOA and to thank you for taking time out of your weekend to be here. I trust that you will enjoy socialising with your fellow owners and viewing the Estate and developments here after the meeting. Snack and drinks will be provided as will fires for braaing, should you so wish.

My wife, Jenny and I have now been living on the estate now for over a year and are currently experiencing the throes of our second winter here which arrived with a vengeance this week, as you no doubt know. We have, by and large, thoroughly enjoyed our stay, especially seeing our own garden and that of the estate flourish and also witnessing the growth in the great diversity of living things that inhabit the land, air and waterways of Jacana Bay. In December we were joined here by Ulrich and Karin Muller and this month our neighbours, Neil and Rose Burnett are due to move in. Two other houses (Spalding and ?) are currently under construction and several plans are in various stages of the development and approval process. I would strongly urge those of you yet to commit to building at Jacana Bay to give heed to the notice recently sent out by the Board and posted on the website advising of building deadlines applicable to each stand – not because of the penalties that late completion of your building will entail but because you are missing out on a wonderful and enriching lifestyle!

2. Board activities
We have completed the first full term as the second Board of the HOA and I would like at the outset to thank and congratulate my fellow Board members for the excellent way in which they have applied themselves and contributed to the wellbeing of the Estate and thereby to the value of the investments in it by all owners. Each Board member has been responsible for a particular portfolio allocated to and accepted by them at the initial meeting and all have acquitted themselves admirably, especially considering that their services are provided on an entirely voluntary, unremunerated basis. I would like you please to join me in thanking the following members for their highly valued service to the HOA:

Secretary and vice chairman: Neil Burnett
Finances: Duncan Marr
Garden and watercourses and liaison with council: Johan Vorster
Infrastructure, security and estate personnel: Ulrich Muller
Building regulations and aesthetics: Dave Marshall

One member of the elected Board resigned after the first meeting, due to pressure of work.
Thank you gentlemen!

The Board has, since September last year, held 4 formal, one special and numerous informal meetings to deal with various matters impacting the management and wellbeing of the Estate. All meetings have been held here and were exceptionally well attended by members.

Separate, summary reports by the various Board portfolio holders have been compiled and will be posted, together with my report, to the website should you wish to peruse the detail. Please be assured that I and my fellow members of the HOA Board are available at all times to answer questions and are receptive always to constructive suggestions regarding the Estate and its management.

3. Highlights of matters dealt with by the Board

Finances: Here I record my thanks once more to Duncan Marr for meticulous record keeping, control and reporting in his capacity as Financial Director. Also, I wish to acknowledge and express thanks for the excellent service and support we have received throughout the term from Pretor, our managing agents. Duncan will report separately on financial performance over the past year, which has been pleasing, and will also propose the budget that has been compiled by Pretor in consultation with Duncan and the Board for the current financial year.

Security: Security matters have consumed much of the Board’s time and attention and remain the most critical area of need, both in terms of infrastructure (fence, systems, communications, procedures) and the services provided by the contacted security company. A security consultant was contracted and provided the Board with a detailed risk assessment wherein certain shortcomings were highlighted. Based upon these findings, plans of action have been agreed and are currently in various stages of implementation.
Security services are a major cost item for the HOA and continued focus on the extraction of maximum value from the service provider will be maintained. Whilst I am very pleased to report that no incidents whatsoever of criminality or criminal intent have occurred at Jacana Bay, that is not cause for relaxing our vigilance.
Close management and control over the security situation is maintained by Ulrich Muller and I would like to commend and thank him for his commitment and dedication to the task. (See Security report on website).

Gardens, infrastructure and watercourses: Maintenance of the gardens, infrastructure and watercourses at JB is a major task and the single biggest cost component in the HOA budget. Generally the gardens and watercourses have been maintained in a good condition and the gardens have flourished despite the debilitating drought and the size of the area under maintenance. The watercourses are in excellent health but for a leak in the major pond that will be repaired during the course of this winter. There is a very large diversity of bird, insect and animal life now inhabiting the aquatic environment here at JB and new species are continually being attracted here. The filamentous alga that is experienced in the system in springtime will be controlled by the judicious application of barley bales and possibly sterile grass carp to the system. Fish life (T. mossambica) is prolific and growing in size and number daily.

Pathways through the commonage on the Estate have been cut and owners have been encouraged to commit to memorial benches that will be strategically placed for their tranquil settings and views. If you are interested in dedication a bench to a departed loved one, please advise me accordingly. Thus far, three of the ten available benches have been committed to by owners.

Roadways have generally (but for a few exceptions where weight limits were exceeded) held up well to the loads sustained but only 3 of 48 projects have thus far been completed. Irrigation systems are in need of overhaul and in some cases replacement or upgrading of components is necessary but otherwise continues to function well.

The Estate lighting was restored to functionality recently, after a long hiatus, as was the card-based access control system. Certain critical repairs and upgrades to the gatehouse are outstanding.

My thanks go to our committed, enthusiastic, friendly and trustworthy Estate gardeners Elvis, Thabiso, Mike and Elias.

Aesthetics committee: Chaired by Dave Marshall the Aesthetics Committee has done an excellent job of reviewing several plans and specifications for houses at Jacana Bay to ensure adherence to the architectural guidelines and intended ethos of the development. At the committee’s behest, numerous modifications to plans and materials have been made. Owners are reminded of the requirement of the Rules of the HOA that all building plans be reviewed and approved when compliant by the Aesthetics Committee.

Contractor’s conduct: A major headache for residents and the Board is the non-adherence by contractors to the terms of the Code of Conduct that they and the owner/project manager are required to formally enter into prior to any building activity on the site concerned. Please be aware of the necessity to enter into this contract prior to commencing construction and also of your accountability for the conduct of your contactors, sub-contractors and suppliers. The Board has amended and reissued the various rules applicable to activities on the site and these can be accessed on the website. Much stricter control over the hours of work and the conduct of contractors will be imposed from 1 June 2007. Penalties for breach of contract will also be imposed.

Communications: The first of what is planned to be regular quarterly newsletters was distributed to owners in April and the Jacana Bay website (a blog http://jacanabayjournal.blogspot.com/) was also commissioned at this time. Please visit the site for the latest documentation (including all rules and regulations) and news relating to Jacana Bay, its human and animal residents and other matters of relevance to owners.

Roads/traffic: The diversion of the Ifafi-Meerhof road has not occurred nor is it likely to be for the foreseeable future. The speeds at which drivers travel past the Estate to the South and North is of great concern and numerous incidents have occurred. Of particular concern is the risk, from speeding motorists, to residents and visitors turning into or out of Jacana Bay onto the main road. The condition of roads in the area remains abysmal, especially in the summer months. Council will again be engaged to seek solutions to these issues.

Property sale, resales and values: 88% of available stands have been sold a number of re-sales have occurred over the period under review. The increases in price realised by properties resold is appreciable representing, on average, a ROI of 60%

Connectivity: A major problem for current (and future) residents of Jacana Bay is the lack of availability of Telkom broadband (ADSL) and other hard-wired communication services, despite the fact that they are available to immediate neighbours of the Estate. Numerous representations and motivations to Telkom by some of the Estate’s present and future residents have been to no avail. Use is made currently of unsightly and unreliable RF based telephone and second-rate internet services (also RF based). The Board has now resolveded to make use of the services of a consultant having a proven record of facilitating and expediting the provision of broadband and telephone services to the Estate. The lack of Telkom lines also prevents the establishment of intercom services between houses on the Estate and the gatehouse, a further compromise to the security of residents. You are urged please to complete the simple forms sent to you by the Board to request in writing of Telkom the provision of services to your property in the Estate. We need this mandate to strengthen our submission.

4. General

Marketing activities aimed at the sale of the XX remaining unsold properties continues. Potential buyers are always to be accompanied by the authorised agent (viewing by appointment only) and no “passing trade” is permitted for security and privacy considerations of residents. The unsightly boards at the entrance gates will soon be removed and be replaced with tasteful signs bearing the name of the Estate. Pretor-Homenet are the only agents permitted, under terms of a contract, to market properties (including resales) at Jacana Bay.

The “Glen Ivy” estate south of Jacana Bay is nearing completion of Phase 1 (of 2) and houses will be occupied as of 1 August. We will be approaching the Glen Ivy HOA with a view to co-ordinating matters of security, roads and liaison with council. To the east, the Landsmeer apartments and shops are nearing completion and building of the first house on the main estate has commenced.

A new shopping complex (Xanadu Crossing) has opened nearby that further increases the range of retail businesses as well as providing alternatives to existing, previously monopolistic, operations.

Problems (sometimes severe) have been experienced with water and electricity supply (likely to increase in future) to the Estate and the Board is considering emergency backup strategies to alleviate the problems.

Water quality and associated air pollution (smell) continues to be a major threat to property values, health and the standard of living in this area, as does other uncontrolled activity. The Board is closely monitoring developments (such as the activities of HWAG and the provision of Rand water to our area)and will always intervene in the interests of the Estate where appropriate.

There is a need for an “estate manager” for JB and we are looking at options in this regard. Recommendations and suggestions from owners would be welcomed. Hopefully we will have a retired but energetic resident soon who might take up this challenge!



6. Conclusion

I look forward to an accelerated initiation (and completion) of building projects at Jacana Bay, to meeting new owners and to seeing the Estate flourish and appreciate in this sought after market space that is Hartbeespoort.

A complete, happy and vibrant community in an acceptable and well run environment has been the goal for which this Board has strived. Its realisation is some way off but is one to which this Board and all those that will guide the affairs of the future will, I am sure, be fully committed.

I trust that you will enjoy the opportunities for socialising at today’s meeting and that those of you who must leave here later today will do so with an enthusiasm soon to be part of the JBay community!

Travel and stay safe.

Roland von Gogh
Chairman of the Board: Jacana Bay HOA
31 Jacana Bay
Meerhof Ext 1
Hartbeespoort
26 May 2007.

AGM 2007: Financial Report

Jacana Bay Home Owners Association
Financial Report for the year ending February 2007


Expenses were well contained within the income allocation which came from levies. We ended the year with a surplus of R31824.00. However, after two full years our retained income is R12673.00. This amount is due to a loss in 2006. The budget for 2007, category by category, was difficult to estimate due to the Estates relative newness and lack of historical data. As a result one should not read too much into comparing the actual expenditure to budget. Suffice to mention that “security” and “garden” maintenance combined constituted 84% of actual expenditure.

As a whole the J.H.O.A.’s financials are positive as at end February 2007.

GOING FORWARD
The budget for 2008 has been carefully prepared. It is worth noting that as the Estate develops three sectors become critical namely - security, garden services and Estate maintenance. These three items in the 2008 budget account for more than 80% of proposed expenditure.

PROPOSED LEVY
The Directors propose a levy increase of R67.00 per month. This will result in the monthly levy now being R654.00. Although this does not allow for any lee-way to accumulate surplus funds, it does provide the J.H.O.A. with a means of covering anticipated expenses for 2008.

Please note the proposed levy will be effective from 1 June 2007.






Duncan Marr
Financial Director – J.H.O.A.

AGM 2007: Security Report

SECURITY

At the moment, security at Jacana Bay is satisfactory and no mayor incidences can be reported.

Access control. This functions reasonably well and is done by PWV Security.
Guards. Two PWV guards do access control each on a 12hour shift, 06h00 – 18h00. This will be increased to a third guard that will patrol the estate and boundary. The roaming guard will work flexi time, from 06h00 to 18h00 or from 18h00 to 06h00 depending on our need.
Gatehouse. These are areas that need to be upgraded/repaired. Such as:
- West sliding gate, close gap.
- East sliding gate, motor does not work.
- Notice boards and shelves need to be put up.
Access cards. To date 17 cards have been issued to owners and they are functioning well.
Electric fence. The electric fence along the boundary is in a poor state. To get it in a working condition will costs around R20 000.
Palisade fence. The palisade fence is in a good condition. However, certain sections need to be repaired (±20m west end of northern fence).
Costs. The cost of two guards, to date, was R16533 (excl VAT) per month. This was re-negotiated to R9670 (excl VAT) per month, effective 1 May 2007. The saving will be used for a third guard.
Things to do. The following needs to be attended to:
- Upgrade boundary fence.
- Procedure document for guards.
- Improve interior of gatehouse.
- Procedures around issuing of keys and use of service gates.
- Activate access cards for contractors.
- Clear patrol area around boundary fence.
- Formulate long-term security plan.

Security can always be improved and/or upgraded and there will always be loopholes in a security system. The problem, however, is when to upgrade/improve, and to what extent because resources (time and money) are limiting.


Ulrich Müller
HOA Director (Security and Estate personnel)
22 May 2007