Minutes 2008

MINUTES OF THE 1st ANNUAL GENERAL MEETING OF LYNNWOOD COMMUNITY ASSOCIATION (LCA) (SECTION 21 COMPANY)

Held at the Trinity Church, Roderick/Lovers Walk, Lynnwood North on Wednesday 23 July 2008 at 19h00.

1. Notice of Meeting and Welcome

The Chairman, Manie Kriek welcomed members to the 1st Annual General Meeting.  The notice of meeting had been duly issued in terms of the Articles of Association of the LCA.

2. Quorum

The Chairman confirmed that a quorum was present and declared the meeting duly constituted.

There were 73 members present with 18 proxies, therefore totalling 91 and thus meeting the requirement for a quorum of 80 members. There were also 8 non-members and 2 guests from TRFF present.

3.  Motions

No motions were submitted.

4.  Chairman Report

Manie Kriek reflected that the LCA Security initiative started in February 2007 and thanked the founding directors and members for their efforts with the start up of the LCA.

The security position was critical in the beginning because crime was being committed on an almost daily basis.   After the initiative was put in place the crime levels decreased to as few as 2 incidents a month, making Lynnwood North one of the lowest crime areas in the Brooklyn precinct.

The directors and the street representatives were commended for their hard work and dedication, doing all that is asked and more without any remuneration.

Streetsafe was appointed to manage the security initiative and also the administration of the contributions.     K9 Security were contracted initially but were replaced by Thompsons Guarding Services on 1 March 2007.  K9, Thompsons and Streetsafe were commended for their efforts in trying to ensure that crime was reduced in the LCA area. The guards, however, remained problematic throughout the period under review.

According to the latest release of the recent crime statistics, armed house robbery in the country increased by 20% during the past year while in Lynnwood North it is substantially down which means that the LCA efforts are working.

LCA has a good working relationship with the Brooklyn SAPS and although there should be a complement of 250 (norm 800) police for the area there are only 175 to support this community comprising approximately 420 000 residents and an area of 42 square km. This is an indication of the difficulties the police have to face every day and the chairman thanked them for their efforts in trying to combat crime.

The attitude of the owners is crucial in the prevention of crime and Manie reiterated the importance of each member making a positive effort to help the Security Company and Streetsafe in combating crime.   A lack of commitment and apathy is the major problem in the area. Residents must get to know their neighbours, stay in touch with their movements and report any suspicious activity or person.   It is critical that the membership must be increased to ensure that our initiative can go from strength to strength. The membership fee of R377 equates to R12.56 per day and this is not too much to pay for one and one’s family’s security each month.  We currently have 302 members and need at least another 100. Membership is dropping and this has resulted in the LCA having had to cut out the day guards in order to stay within the budget.  (With a show of hands more than 50% of the people present indicated that they had at some time been affected by crime).

Manie thanked:

All the street representatives for their efforts during the year and also all the LCA members who made the initiative possible through their contributions and support.

The retiring directors for their time and effort to ensure that the initiative ran smoothly.

The Brooklyn SAPS for their support and prompt response.

The Trinity Church for the opportunity to use their facilities and finally

The whole Streetsafe team for keeping the initiative on track.

Rina Wiese proposed that the Chairman’s report be accepted and Susan Grabe seconded the motion.

5.  Approval of the Financial Statements of the LCA  for the year ending 29 February 2008 and appointment of auditors for the year ensuing.

Evan Franklin presented the financial statements for the 13 months ending 29 February 2008.

The Lynnwood Community Association is registered as a section 21 company and it’s Memorandum and Articles of Association and 5 directors were all in place.

Jan Erasmus auditors were appointed to perform the audit and the final audited statements were available at the Streetsafe offices prior to the meeting. The auditors reported a clean audit and the necessary segregation of duties and controls were all in place.

The income for the period under review totalled R1 391 039 or an average of R107 003 per month.

The expenditure was made up as follows:

Expenditure

13 months

per month

Gaurding Services

R 1,180,000

R 90,769

Control Room+Manpower

R 109,677

R 1,289,677

94%

R 8,437

Administration

R 66,960

5%

R 5,151

R 1,356,637

98%

R 104,357

Other

Advertising

R 3,327

R 256

Bad Debts

R 1,581

R 122

Bank charges

R 223

R 17

Commission paid

R 3,008

R 231

Depreciation

R 2,121

R 163

Printing + Stationery

R 5,498

R 423

Repairs and maintenance

R 148

R 11

Security repairs

R 2,897

R 223

Telephone + Fax

R 1,751

R 135

Utilities

R 362

R 20,916

2%

R 28

R 1,609

R 1,377,553

Expenditure

R 105,966

Surplus

R 73,488

Evan highlighted the follow:  The administration and sundry costs accounted for 7% of the total cost and this excluded the expenses that Amanda Gazendam and other street representatives voluntarily incurred out of their own pockets in their efforts to inform everybody of the LCA activities.

Guarding Services, Streetsafe Control Room and Jan Malan’s supervision and advice accounted for 94% of the total expenditure.

Evan thanked Adams & Adams, Jan Erasmus Auditors and Streetsafe for the professional manner in which they handled LCA’s matters during the year under review.

Evan mentioned that this is a voluntary scheme and thanked everybody who contributed to the initiative. Mr Basson proposed that the Financial Statements be accepted, the auditors’ remuneration be approved and that Jan Erasmus auditors be appointed as auditors for the ensuing year.  Mr Procter seconded the motion.

M Kriek thanked Evan for his untiring efforts in ensuring that the LCA’s finances were in order and that a clean audit could be achieved.

6  Election of the Directors.

Jan Malan was called to chair the meeting during the appointment of new directors.

The following directors automatically retired in terms of the Articles of Association.

Manie Kriek, Evan Franklin, Tertius du Plessis, Christo Wiese and Les Holcroft.

Manie Kriek and Evan Franklin were not available for re-election.

The following were proposed to stand as directors for the new financial year:

Christo Wiese, Susan Grabe, Tertius du Plessis, Koos van As and Pero Roux

All the nominations were approved and accepted.

The following persons offered to assist the directors:

Leon Ferreira, Diana Louw and Carol-Anne Opperman

7.    GENERAL

7.1         Constable Greg Dodgen of the Brooklyn SAPS complimented the LCA on the security initiative and said that it resulted in Lynnwood North having the lowest crime rate in the area.

He requested everybody to get to know their neighbours and asked volunteers to register with  the Brooklyn SAPS as reservists. Currently there were only 8 reservists.

Mr Wessie van der Westhuizen was introduced to the meeting as the Chairman of Sector 1 for the Community Police Forum (CPF).

7.2        LCA Way Forward – Jan Malan.

The new LCA plan of action was presented by Jan Malan of Streetsafe.

From 1 August the  management of the LCA Lynnwood North area will be improved with an LCA branded patrol vehicle and 3 “Estate Managers”, all operated by Streetsafe, to supervise the guards on a 24 hour shift system. The guard company will be changed from Thompsons to Eraser Security as from 1st August.

The idea is to keep the supervision separate from the guarding company and their duties will comprise of:

3 x “Estate Managers” with one branded LCA vehicle to patrol the area on a 24-hour basis:

Supervising the guards

Confronting suspects and escorting them out of the area

Assisting all members

Investigating all incidents of crime

Feedback at directors meetings

Keeping crime statistics.

A marketer dedicated to the area will be appointed to:

Increase the membership and improve visibility of the LCA.

Visit all members and residents

Determine residents’ exact needs

Update the LCA data base

Ensure regular communication via website, SMS and mail

Recover outstanding monies

Market LCA projects

As the marketer signs up For every 20 new members signed up, one additional guard can be deployed during the day until the full complement of 6 is achieved.

Streetsafe will employ the above officials at market related salaries.

Other LCA actions will include the following:

Improved Outer Perimeter

Elizabeth Grove (fence completed 22 July 2008)

N1 wall              } this will go hand in hand with the upgrading of the

N1 fence           } N1/Lynnwood Rd intersection by the NRA.

Beams at Dawn Ave park and footbridge

Improved Entrance Monitoring

Installing additional booms

Erecting signs at all entrances

Closer liaison with Armed Reaction companies

Liaise with the armed reaction companies from the area to strengthen the security.

The radio network at R1 700 per radio plus a monthly charge is available and members may contact Jan Malan for further information.

The guard assistance program (GAP) is in place and members are encouraged to join it.

7.3        City Improvement District (CID.

Jan Malan reported that the CID project perception survey had been completed.

All results were calculated and Feed back plotted on a map

The business plan is being drafted and will be distributed by the end of August

He stressed that the CID will control all contributions.

With the acceptance of the business plan by more than 51% of the residents application will be made to start up the CID.

7.4        Other

The following project expenditure was envisaged and donations were requested.

Beams at Dawn park                  R 17 811-00

Beams at Foot bridge                R   8 560-00

Booms at Entrances                  R 32 878-00

The following persons pledged R1 000 towards the security perimeter and entrance project.

LCA

Name

Nr1

Nr2

Street

Pledge

LCA061

Ballot Steve

450

Millers Mile

R 1,000

LCA180

Coetzee Anton  & Lisa

452

A

Queens Crescent

R 1,000

LCA323

De Wet JA

454

Flinders

R 1,000

LCA168

Efthimiades Nic

438

Queens Crescent

R 1,000

LCA051

Erasmus Bennie & Tania

467

B

Kings Highway

R 1,000

LCA190

Ferreira Leon & Annette

398

Diana Road

R 1,000

LCA006

Fischer Gerrit & Elizabeth

432

Kings Highway

R 1,000

LCA265

Fourie Pieter Jacobus

445

Flinders Street

R 1,000

LCA201

Franklin Evan

372

Diana Road

R 1,000

LCA191

Geldenhuys Johan & Mariette

394

A

Diana Road

R 1,000

LCA139

Jardim E

449

A

Sappers Contour

R 1,000

LCA235

Kannemeyer Louw & Carina

473

Queens Crescent

R 1,000

LCA246

Lamprecht Leon

3

The Old Fort

R 1,000

LCA103

Louw Diana

475

Rodericks Road

R 1,000

LCA098

Meyer Helgard Prof.

458

Lovers Walk

R 1,000

LCA048

Mouton Jean

461

B

Kings Highway

R 1,000

LCA149

Olivier Hugo

453

A

Monica Road

R 1,000

LCA324

Pieterse P W A

453

Sappers Contour

R 1,000

LCA181

Roodt Stephen

458

A

Queens Crescent

R 1,000

LCA379

Roux PE  Pero

457

B

Monica Road

R 1,000

LCA225

Smith Alan & Krystyna

423

Queens Crescent

R 1,000

LCA280

Nick Wood

457

B

Flinders

R 1000

LCA165

Tate & Magotsi Phillip

431

Queens Crescent

R 1000

v d Westhuizen

403

Kings Highway

R 1,000

LCA039

Verster Gawie

436

A

Kings Highway

R 1,000

LCA360

Visser   IA

450

Monica Road

R 1,000

LCA188

Wiese Christo & Rina

402

Diana Road

R 1,000

R 28,000

7.5 Questions/answers

7.5.1     It was confirmed that the Thompsons alarm monitoring system remains in force.

7.5.2     The pedestrian bridge in Dawn cannot be completely closed as it is used quite   extensively.

The meeting adjourned at 21:00

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